Agenda 12/12/2017 Item #16E1312/12/2017
EXECUTIVE SUMMARY
Recommendation to approve the Administrative Reports prepared by the Procurement Services
Division for change orders and other contractual modifications requiring Board approval.
OBJECTIVE: To promote accountability and provide transpa rency to the public and gain the
Board’s approval/ratification for various procurement -related transactions.
CONSIDERATIONS: In accordance with the Board’s Procurement Ordinance 2017-08 and the
Procurement Manual, the Procurement Services Division produces a regular Administrative Report which
provides for Board approval of the following transactions:
Change Orders that do not exceed ten (10%) of the current Board approved aggregate amount,
and/or require change in schedule (number of days);
Amendments to contracts;
After the fact memos from various County Divisions, as requested by the Clerk’s Finance staff
for the timely process of invoices.
Other items as determined by the County Manager or designee that require Board approval.
This administrative report includes the following:
Twelve (12) change orders that in aggregate modify contracts by -$663,857.86 and add 149
business days to completion periods, see attached summary and backup for details; and
Zero (0) amendments this period, and;
Two (2) after the fact memo that have a total fiscal impact of $20,972.65. The memos include the
purchase of repair parts for a street cleaning truck without an approved purchase order or a valid
purchasing card and a negotiated payment amount for taxes that a vendor did not include in the
bid price.
FISCAL IMPACT: The net total for the fourteen (14) items is -$642,885.21.
LEGAL CONSIDERATIONS: This item is approved for form and legality and requires a majority
vote for Board action. - JAK
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with
this action.
RECOMMENDATION: To ratify/approve change orders and/or contract amendments; and other items
as determined by the County Manager or designee in accordance with Procurement Ordinance 2017-08.
Prepared By: Adam Northrup, Procurement Strategist, Procurement Services
ATTACHMENT(S)
1. 1212 Change Order Report - FY18 1 (PDF)
2. 1212 Change Order Backup 1 (PDF)
3. 1212 After the Fact Report - FY18 (PDF)
12/12/2017
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.13
Doc ID: 4277
Item Summary: Recommendation to approve the Administrative Reports prepared by the
Procurement Services Division for change orders and other contractual modifications requiring Board
approval.
Meeting Date: 12/12/2017
Prepared by:
Title: Procurement Specialist – Procurement Services
Name: Adam Northrup
11/29/2017 12:17 PM
Submitted by:
Title: – Procurement Services
Name: Ted Coyman
11/29/2017 12:17 PM
Approved By:
Review:
Procurement Services Adam Northrup Additional Reviewer Completed 11/29/2017 12:17 PM
Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 11/29/2017 3:13 PM
Procurement Services Ted Coyman Additional Reviewer Completed 12/04/2017 3:14 PM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 12/04/2017 4:02 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 12/04/2017 4:19 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 12/04/2017 4:34 PM
Office of Management and Budget Laura Wells Additional Reviewer Completed 12/05/2017 8:55 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 12/05/2017 11:03 AM
Board of County Commissioners MaryJo Brock Meeting Pending 12/12/2017 9:00 AM
Administrative Services Change Order Report
Item page #Contract/ Grant No.Change #DateProject Name Vendor Name Division - Project Manager Original Contract
Amount
Current Contract
Amount
Change Order
Amount
Revised Contract
Amount
% Over
Board
Approved
Amount
Contract
Length
Change in
length
(Days)
Updated
contract
length
1 1 16-6660 5 11/20/2017 Airport Pulling Rd North of
Vanderbilt Bonness, Inc.Transportation Engineering - James
Zuver $1,902,380.62 $1,902,380.62 $0.00 $1,902,380.62 0.00%204 0 204
2 7 16-6550 10 10/25/2017 Collier Blvd & Immokalee
Intersection
Quality Enterprises
USA
Transportation Engineering -
Matthew Thomas $7,750,472.15 $7,755,993.95 $0.00 $7,755,993.95 0.00%588 0 588
3 10 16-6652 2 11/14/2017 WW Basin 306 BLDM USA, LLC Engineering and Project
Management - John Eick $2,013,000.00 $2,013,000.00 $0.00 $2,013,000.00 0.00%493 0 493
4 16 17-7056 1 11/16/2017 Imperial GC Blvd Water Main
Replacement
Quality Enterprises
USA
Engineering and Project
Management - Ben Bullert $1,124,529.90 $1,124,529.90 $0.00 $1,124,529.90 0.00%254 -30 224
5 21 14-6318 4 11/20/2017 Immokalee Rd. Chloramine
Booster
Mitchell & Stark
Construction
PU Planning and Project
Management - Alicia Abbott $595,127.00 $595,127.00 ($29,281.49)$565,845.51 -4.92%778 0 778
6 50 16-6652 3 11/14/2017 WW Basin 306 BLDM USA, LLC Engineering and Project
Management - John Eick $2,013,000.00 $2,013,000.00 $0.00 $2,013,000.00 0.00%493 0 493
7 57 14-6213 1 11/20/2017 NCWRF IQ Pelican Marsh Mitchell & Stark
Construction
PU Engineering & Project
Management - Wayne Karlovich $197,000.00 $197,000.00 $30,318.11 $227,318.11 15.39%220 0 220
8 101 15-6457 7 11/20/2017 Naples Manor WM
Replacement Higgins, Inc.PU Engineering & Project
Management - Wayne Karlovich $2,231,395.00 $2,231,395.00 ($707,150.48)$1,524,244.52 -31.69%371 0 371
9 106 17-7044 2 11/20/2017 SR 82 Intersection
Improvements Wright Construction Transportation Engineering -
Shannon Bassett $771,364.74 $771,364.74 $0.00 $771,364.74 0.00%184 0 184
10 109 17-7147 1 11/20/2017 Motor Oils, lubricants and
Fluids Howell Oil Company Fleet Management - Michael Burks NA NA NA NA NA NA NA NA
11 116 16-6164 2 11/13/2017 Pine Ridge Corridor
Congestion Study
Stantec Consulting
Services Capital Projects - Lorraine Lantz $116,528.00 $116,528.00 $42,256.00 $158,784.00 36.26%655 149 804
12 122 13-6178 7 12/5/2017 Vanderbilt Beach MSTU
Utility Conversion Hole Montes PTNE - Harry Sells $566,493.00 $739,493.00 $0.00 $739,493.00 0.00%1232 30 1262
Meeting Date Total number of Change orders Total Dollar
Change
Total
Change in
Days
12/12/2017 12 -$663,857.86 149
Administrative Services Change Order Report
Change in
length
(%)
0.00%
0.00%
0.00%
-11.81%
0.00%
0.00%
0.00%
0.00%
0.00%
NA
22.75%
2.44%
1
Total draw from allowance is $9,382.99. Allowance total $78,859.17 minus $9,382.99 = New allowance total $69,476.18.
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(total increase of $5,549.42 from roadway allowance)
(Total
increase of $1,795.49 from Roadway Allowance)
(Total increase of $948.75 from Roadway Allowance.)
Total increase for all changes is $8,293.66. Allowance of $294,016.03 minus $8,293.66 = $285,767.37 remaining in the Roadway Allowance.
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38,780
Remaining amount in the allowance after this change is $36,220.00
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3. If this change is not processed, there would not be enough base on the shoulder which could potentially create a safety
concern and need to be fixed at a later date with increased amount of funds.
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VENDOR NAME:HOWELL OIL
COMPANY
FLAMINGO OIL
CORPORATION
PALMDALE OIL
COMPANY SAFETY-KLEEN EDISON OIL
COMPANY
Items/Services: Cost Cost Cost Cost Cost
Motor Oil: Heavy Duty, API CK-4
multi-grade SAE 15W40 (Bulk) in
gallons
4.94 $5.05 $5.09 5.96 5.75
Motor Oil: Heavy Duty, API CK-4
multi-grade SAE 15W40 55 gallons 299.00 $309.10 $309.10 415.42 573.51
Total: 303.94 $314.15 $314.19 $421.38 $579.26
OILS & LUBRICANTS BID - ADDENDUM-1
Recommend Award to Howell Oil Company - Lowest Quote
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Administrative Services After the Fact Report
Item page #Contract or Purchase OrderDateDescription of Project Vendor Name Division - Director Fiscal Impact Description
1 NA 10/26/2017 Repair of street cleaning
truck
Environmental
Products Fleet - Dan Croft $5,066.65 Parts for Broom Bear street cleaning truck were ordered without a purchase order, and in
excess of the parts manager's pcard limit.
1 4600003720 11/27/2017 NCWTP: Service Entrance
Switchgear
Technical
Management
Associates
Procurement Services - Edward F.
Coyman Jr.$15,906.00 Vendor failed to include sales tax of $21,360.00 in his bid due to miscommunications with
County Staff. Staff negotiated with vendor to pay $15,906.00 of the $21,360 owed.
Meeting Date Total number of Memos Total Fiscal Impact
12/12/2017 2 $20,972.65
Instructions
As per section 21 of the Procurement Manual, all purchases shall be consistent and in compliance with the Procurement
Ordinance (2017-08). Should work be authorized or purchases made that is inconsistent with County policy, procedure, or
contract terms, an After-the-Fact Procurement Form is required. This includes purchases made in advance of a Purchase Order,
when a Purchase Order is required to authorize such activity, and purchases made under an expired contract, or for goods and
services not covered by the current contract or purchase order. All such “After the Fact Procurements” will be reported to the
County Manager.
Requester Name: Division:
Division Director: Vendor Name:
Amount: Contract #: Purchase Order:
Why is this deemed a non-compliant purchase? Choose one.
Contract Ordinance Manual P-Card Other
Details of Purchase: Explain the circumstances behind this purchase.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
Corrective/Preventive Action: What action is being taken to prevent this violation from re-occurring?
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by: Signature: Date:
Division Director: Signature: Date:
Collier County
After the Fact Form
Jayme Winters Fleet Management
Dan Croft Environmental Products
$5,066.65 NA NA
✔
Miscellaneous repair parts to repair a Broom Bear street cleaning truck. Parts were ordered
when no Purchase Order or Waiver was in place and the cost of parts was going to exceed
$3000.00.
At the time of the purchase, several of the County's Broom bear trucks were non-operational.
Immediately following Hurricane Irma, there was a need to get as many of the trucks back on the
road as soon as possible to assist in the cleanup effort. The technician on-site, ordered parts for
the repair without a valid purchase order. Ordering on the Parts Manager's P-card was not
possible at the time because the amount would have exceeded the allowable limit.
Environmental Products is the authorized dealer in the State of Florida for Broom Bear parts.
Request payment of Environmental Products invoice # D02922 for $3637.00 and invoice#
D03089 for $1429.65
Ensure procurement policies are being followed on every purchase including, requesting a
P-card increase if the purchase amount is over my limit and/or ensuring that a purchase order is
in place before every purchase.
Jayme Winters
WintersJayme Digitally signed by WintersJayme
Date: 2017.11.28 12:03:27
-05'00'
Dan Croft
CroftDan Digitally signed by CroftDan
Date: 2017.11.28 13:30:09
-05'00'11/28/17
o ENVIRONMENTAL PRODUCTSFLORIDA
Ship To: COLLIER COUNTY GOVER
4800 DAVIS BLVD.,
NAPLES, FL 34112
Invoice To: COLLIER COUNTY GOVERNMENT
4800 DAVIS BLVD.,
NAPLES FL 34112
2525 Clarcona Road • Apopka, FL 32703
407-798-0004 • Fax: 407-798-0013
Branch
APOPKA *REPRINT* CNNYYY
Date Time I Page
10/10/17 09:08:41 (0)01
Account No Phone No I Inv No
COLLI002 2397321295 D02922
Ship Via Purchase Order
C/T
I Salesperson
FRO
PARTS INVOICE
ORDER#: 002855
Part#
1084576
5710621
5710398
5710408
0710248
5711543
5710563
5710398
FRT
1&111
Description Bin ORD
CHAIN-ELEVATOR NEWPART
RUBBER FLIGHT SR6-2
SPROCKET E-308
ELEVATOR IDLER E-308
SPROCKET SP KIT E-303
DRAPE MOUNT DS
KEEPER 001531
SPROCKET E-308
FREIGHT NO BIN
Environmental Products of Florida
2525 Clarcona Road • Apopka, FL 32703
2
11
2
1
1
1
2
1
1
ISS SHP B/0 UTTTT Price Amount
1157.06 2314.12
36.05 396.55
98.56 197.12
79.22 79.22
67.24 67.24
90.97 90.97
2 2 71.61 143.22
1 1 98.56 98.56
1 1 , 250.00 250.00
Ot t :AGCPUNT 3637.00
X
Received By
Thank You For Your Business!
Instructions
As per section 21 of the Procurement Manual, all purchases shall be consistent and in compliance with the Procurement
Ordinance (2017-08). Should work be authorized or purchases made that is inconsistent with County policy, procedure, or
contract terms, an After-the-Fact Procurement Form is required. This includes purchases made in advance of a Purchase Order,
when a Purchase Order is required to authorize such activity, and purchases made under an expired contract, or for goods and
services not covered by the current contract or purchase order. All such “After the Fact Procurements” will be reported to the
County Manager.
Requester Name: Division:
Division Director: Vendor Name:
Amount: Contract #: Purchase Order:
Why is this deemed a non-compliant purchase? Choose one.
Contract Ordinance Manual P-Card Other
Details of Purchase: Explain the circumstances behind this purchase.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
Corrective/Preventive Action: What action is being taken to prevent this violation from re-occurring?
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by: Signature: Date:
Division Director: Signature: Date:
Collier County
After the Fact Form
Swainson Hall Procurement Services
Edward F. Coyman Jr.
Technical Management Associates, Inc.
$15,906.00 4600003720 4500155103
✔
The vendor purchased a Generator as part of a larger electrical project. Sales tax was not charged to the
vendor by the generator manufacturer. The vendor was under the assumption that the purchase would be
tax free.
During the quoting process, Technical Management and Associates, Inc. inquired if the purchase of a
Generator as part of a work order would be tax exempt. County Staff indicated that the County is exempt
from sales tax and provided the vendor with the tax exempt form. The vendor mis-interpreted this as
direction from staff that the purchase would be tax exempt.
No sales tax was collected which was in violation of the contract terms.
Vendor acted in good faith on email language from County staff that was not clear, which had some
implication that the item would be tax free, and which lead to the interpretation that no tax would be required.
County Staff met with Technical Management and Associates, Inc. and settled on a negotiated
amount of $15,906.00 to be paid to the vendor to cover a portion of the sales tax. The total sales
tax obligation is $21,360. This amount still keeps the vendors total bid price below the next
vendor who was in line for the award.
Both staff and the vendor have been briefed on the terms of the agreement and the County
policy on sales tax obligation.
Swainson Hall
HallSwainson Digitally signed by HallSwainson
Date: 2017.11.28 16:04:57
-05'00'
Edward F. Coyman Jr.
tedcoyman@colli
ergov.net
Digitally signed by
tedcoyman@colliergov.net
DN: cn=tedcoyman@colliergov.net
Date: 2017.11.29 10:21:05 -05'00'