Agenda 10/24/2017 Item #16A 710/24/2017
EXECUTIVE SUMMARY
Recommendation to endorse the approval granted by the County Manager to increase an
emergency purchase order to Highway Safety Devices to repair stop and yield signs damaged by
Hurricane Irma in the amount of $176,000.
OBJECTIVE: To protect the critical health and safety of the general public by repairing stop and yield
signs throughout the county in a timely manner.
CONSIDERATION: After Hurricane Irma, Traffic Operations engaged Highway Safety Devices as an
emergency contractor to repair roadway signs. The original purchase order was for $100,000, which was
subsequently increased to $200,000 as further damage assessments were completed. Upon determining
this amount was insufficient to repair the County maintained stop and yield signs, Procurement Ordinance
2017-08, Section 11, Paragraph 8b, was used to approve an increase to the existing emergency purchase
order for an additional $176,000. The County Manager approved the increase to the emergency purchase
order on October 11, 2017 as evidenced by the attachments.
The increase to the purchase order will be used for additional crews from Highway Safety Devices to
finish the repair of the damaged stop and yield signs in a more timely manner than can be done with
limited in-house crews.
PROCUREMENT ACTION: The emergency purchase order to Highway Safety Devices was
increased by $176,000 for a total of $376,000 per authorizations from Procurement and the County
Manager.
FISCAL IMPACT: Funding in the amount of $376,000 is available within Transportation Capital Fund
310, Hurricane Irma Project 50154. These invoices will be submitted to insurance, FEMA, and/or the
Federal Highway Administration and requested for reimbursement.
GROWTH MANAGEMENT IMPACT: This project is consistent with the Transportation Element of
the Growth Management Plan.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney. Section Eleven
(8)(b) of the Procurement Ordinance provides as follows:
“Emergency Procurements may be used in the event of an unexpected and urgent need where health
and safety or the conservation of public resources is at risk, or during Board absences (all efforts should
be made to obtain Board approval prior to anticipated recesses), using such competition as is practical
under the circumstances, as follows:
b. The Collier County Manager or his/her designee, on a case by case basis may approve an
emergency purchase based upon the Procurement Services Director's good faith review of the available
sources that may timely respond to the urgent need for goods and services and the documentation of the
emergency conditions related to that purchase. Upon written determination and approval of the Collier
County Manager, the emergency purchase may be made. The Collier C ounty Manager will report to the
Collier County Board of County Commissioners all such emergency procurements at the next available
Board meeting.”
Based on the Procurement Director’s good faith review of the available sources, the County Manager
16.A.7
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10/24/2017
approved the emergency purchase. Accordingly, this item is approved as to form and legality and
requires majority vote for approval. -JAK
RECOMMENDATION: To approve an increase of $176,000 to an emergency purchase order to
Highway Safety Devices to repair stop and yield signs damaged by Hurricane Irma for a total of
$376,000.
Prepared by: Daniel G. Hall, P.E., Principal Project Manager, Transportation Engineering Division
ATTACHMENT(S)
1. Email backup (PDF)
2. Back-up for Emergency Authorization for HSD 10-10-17 (PDF)
3. Emergency Authorization for HSD 10-10-17 (PDF)
4. Emergency Procurement - Stop Signs (2) (PDF)
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10/24/2017
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.A.7
Doc ID: 3983
Item Summary: Recommendation to endorse the approval granted by the County Manager to
increase an emergency purchase order to Highway Safety Devices to repair stop and yield signs damaged
by Hurricane Irma in the amount of $176,000.
Meeting Date: 10/24/2017
Prepared by:
Title: Project Manager, Senior – Transportation Engineering
Name: Daniel Hall
10/17/2017 2:34 PM
Submitted by:
Title: Division Director - Transportation Eng – Transportation Engineering
Name: Jay Ahmad
10/17/2017 2:34 PM
Approved By:
Review:
Transportation Engineering Jay Ahmad Additional Reviewer Completed 10/17/2017 2:39 PM
Growth Management Operations Support Allison Kearns Additional Reviewer Completed 10/17/2017 2:43 PM
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 10/17/2017 2:49 PM
Procurement Services Ted Coyman Additional Reviewer Completed 10/17/2017 3:03 PM
Growth Management Department Gene Shue Additional Reviewer Completed 10/17/2017 3:16 PM
Growth Management Department Judy Puig Level 1 Reviewer Completed 10/17/2017 3:40 PM
Growth Management Department Daniel Hall Deputy Department Head Review Skipped 10/17/2017 3:32 PM
Growth Management Department Thaddeus Cohen Department Head Review Completed 10/17/2017 4:01 PM
County Attorney's Office Jeffrey A. Klatzkow Level 2 Attorney Review Completed 10/17/2017 4:10 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 10/17/2017 4:16 PM
Office of Management and Budget Susan Usher Additional Reviewer Completed 10/17/2017 4:30 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 10/18/2017 7:53 AM
County Manager's Office Leo E. Ochs Level 4 County Manager Review Completed 10/18/2017 8:59 AM
Board of County Commissioners MaryJo Brock Meeting Pending 10/24/2017 9:00 AM
16.A.7
Packet Pg. 402
From: OchsLeo
Sent: Wednesday, October 11, 2017 9:36 AM
To: CoymanTed <TedCoyman@colliergov.net>
Cc: PriceLen <LenPrice@colliergov.net>; MarkuBendisa <BendisaMarku@colliergov.net>; IsacksonMark
<MarkIsackson@colliergov.net>; BrockMaryJo <MaryJoBrock@colliergov.net>; CohenThaddeus
<Thaddeus.Cohen@colliercountyfl.gov>; CasalanguidaNick <NickCasalanguida@colliergov.net>
Subject: RE: Emergency Procurement to repair/replace traffic stop signs
Ted, Proceed as recommended. Thanks. Leo
16.A.7.a
Packet Pg. 403 Attachment: Email backup (3983 : Confirm the approval granted by the County Manager to increase an emergency purchase order to HSD)
GROWTH MANAGEMENT DEPARTMENT
INTEROFFICE MEMORANDUM
DATE: October 10, 2017
TO: Thaddeus Cohen
FROM: Jay Ahmad
SUBJECT: Back-up for the Emergency Purchase
We currently have two 2-man in-house crews which can repair approximately 40 stop signs per
day. The contractor currently has four 2-man crews which can repair approximately 80 stop
signs per day. It is estimated that 1,600 stop signs still need repair. For our in-house crews, this
would take approximately 40 working days (for only the stop signs). If the contractor adds
crews for a total of ten 2-man crews, the stop signs could be repaired in 8 working days after the
authorization of funding.
Estimates were determined from work completed:
Our 2-man in-house crew: 2.6 signs per hour
Contractor 2-man crew: 2.4 signs per hour
The Contractor’s rate of production is comparable to our in-house rate of production. Therefore,
the rate of production is reasonable based on data from our in-house staff. The number of signs
completed per day with a 2-man crew from the contractor performs at the same level (2.5 signs
per hour on average) as our in-house 2-man crews.
Multiple discussions with FDOT, the FEMA consultants and Jeff Walker took place regarding
insurance coverage and funding necessary to repair damaged stop signs. The re-erection of
stop/yield signs is considered an emergency and is critical for the safety and welfare of the
Collier County residents.
• Sharon L. Harris from FDOT indicated that she thinks this work should be covered by
FHWA.
16.A.7.b
Packet Pg. 404 Attachment: Back-up for Emergency Authorization for HSD 10-10-17 (3983 : Confirm the approval granted by the County Manager to increase
• Kate & Cassy, FEMA consultants, also indicated that this is emergency work and will be
submitted for FEMA reimbursement.
• Jeff Walker indicated that signs are covered under our insurance and will be reimbursed
for contract work and materials but not for in-house labor.
16.A.7.b
Packet Pg. 405 Attachment: Back-up for Emergency Authorization for HSD 10-10-17 (3983 : Confirm the approval granted by the County Manager to increase
GROWTH MANAGEMENT DEPARTMENT
INTEROFFICE MEMORANDUM
DATE: October 10, 2017
TO: Thaddeus Cohen
FROM: Jay Ahmad
SUBJECT: Emergency Purchase
After Hurricane Irma, Traffic Operations engaged Highway Safety Devices (HSD) as an
emergency contractor to repair signs. The original purchase order was for $100,000, which
subsequently was increased to $200,000. The contractor currently has four two man crews
working approximately 48 hours per week at a cost of $275 per hour for a two-man crew and a
truck. To protect the critical health and safety of the general public, we have an urgent need to
repair the remaining stop/yield signs estimated at 1600 signs still affected 30 days post event.
Following the procurement ordinance 2017-08, Section 11, Paragraph 8b, we request approval of
an emergency purchase for an additional $176,000. HSD is prepared to bring up to ten two man
crews. To finish the repair of the estimated 1600 damaged stop signs would require ten two man
crews approximately eight days.
16.A.7.c
Packet Pg. 406 Attachment: Emergency Authorization for HSD 10-10-17 (3983 : Confirm the approval granted by the County Manager to increase an emergency
Procurement Services Division
INTEROFFICE MEMORANDUM
Date: October 10, 2017
To: Leo Ochs, County Manager
Nick Casalanguida, Deputy County Manager
Through: Len Price, Department Head – Administrative Services
From: Ted Coyman, Director Procurement Services Division
Subject: Emergency Procurement to repair/replace traffic stop signs
The Procurement Ordinance 2017-08, Section 11, Paragraph 8b allows for the County Manager or
his/her designee, on a case by case basis, to approve an emergency purchase based upon the
Procurement Services Director’s good faith review of the available sources that may timely respond to
the urgent need for goods and services and the documentation of the emergency conditions related to
that purchase. Upon written determination and approval of the Collier County Manager, the emergency
purchase may be made. The Collier County manager will report to the Collier County Board of County
Commissioners all such emergency procurements at the next available Board meeting.
As a direct result of Hurricane Irma, Traffic Operations has an urgent need to repair/replace an
estimated 1600 damaged or missing stop/yield signs that represent a direct threat to public safety.
To protect the public safety, under the State of Emergency as declared by the Board of County
Commissioners in response to Hurricane Irma, Traffic Operations engaged the services of Highway
Safety Devices, Inc. to begin repairs.
The State of Emergency expired on October 4, 2017 with 1600 signs still needing repair/replacement.
16.A.7.d
Packet Pg. 407 Attachment: Emergency Procurement - Stop Signs (2) (3983 : Confirm the approval granted by the County Manager to increase an emergency
Traffic Operations is requesting an additional $176,000 be added to their existing $200,000 Purchase
Order with Highway Safety Devices to complete this work in the next eight (8) days.
It is not in the best interest of public safety for the County to now begin a competitive solicitation
process to obtain bids for the completion of this work. The work is needed now, to protect the public
and address public safety issues associated with not having stop/yield signs at roadway intersections. A
competitive process with Board approved agreement would introduce a delay in the work of
approximately 90-120 days.
I am requesting your approval, under Section 11, Paragraph 8b of the Procurement Ordinance, of this
emergency purchase order to Highway Safety Devices with the additional funding of $176,000 as
outlined in the attached memo from Thaddeus Cohen, Department Head – Growth Management.
Cc, Thaddeus Cohen, Jay Ahmad, Cat Bigelow
Atch; Cohen memorandum
16.A.7.d
Packet Pg. 408 Attachment: Emergency Procurement - Stop Signs (2) (3983 : Confirm the approval granted by the County Manager to increase an emergency