Agenda 02/10/2015 Item #16E5 2/10/2015 16.E.5.
EXECUTIVESUMMARY
Recommendation to accept reports and ratify staff-approved change orders and changes
to work orders.
OBJECTIVE: To provide the Board with visibility of administrative change orders and changes
to work orders and promote accountability in the use of staff authority.
CONSIDERATIONS: In accordance with the Purchasing Ordinance 2013-69, approved by the
Board on December 10, 2013 as agenda item 17.J., staff reports administrative changes to
Board-approved contracts of not greater than 10 percent of the current Board approved amount,
changes to Work Orders issued under CCNA Contracts that are less than or equal to $200,000,
and changes to work orders for all other contracts that are not greater than 10 percent of the
current Board approved amount.
The attached monthly report of Administrative Change Orders covers the period of December
17, 2014 to January 22, 2015. There are no changes to work orders to report during this same
period.
FISCAL IMPACT: The net total for 3 change orders is $199,998.00.
LEGAL CONSIDERATIONS: This item raises no legal issues and requires majority vote for
approval. -JAK
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with
this action.
RECOMMENDATION: That the Board of County Commissioners accepts the Administrative
Change Order Report and ratifies the listed change orders.
PREPARED BY: Diana De Leon, CPPB, Contracts Technician, Procurement Services
Department
Packet Page -553-
2/10/2015 16.E.S.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.E.16.E.5.
Item Summary: Recommendation to accept reports and ratify staff-approved change
orders and changes to work orders.
Meeting Date: 2/10/2015
Prepared By
Name: DeLeonDiana
Title: Contracts Technician, Purchasing&General Services
1/28/2015 8:12:49 AM
Submitted by
Title: Contracts Technician, Purchasing&General Services
Name: DeLeonDiana
1/28/2015 8:12:50 AM
Approved By
Name: DeLeonDiana
Title: Contracts Technician, Purchasing&General Services
Date: 1/28/2015 8:27:21 AM
Name: MarkiewiczJoanne
Title: Director-Purchasing/General Services, Purchasing&General Services
Date: 1/28/2015 8:27:57 AM
Name: pochopinpat
Title: Administrative Assistant, Administrative Services Division
Date: 1/28/2015 9:14:32 AM
Name: PriceLen
Title: Administrator-Administrative Services,Administrative Services Division
Date: 1/29/2015 1:07:16 PM
Name: KlatzkowJeff
Packet Page-554-
2/10/2015 16.E.5.
Title: County Attorney,
Date: 1/30/2015 8:44:31 AM
Name: KimbleSherry
Title: Management/Budget Analyst, Senior, Office of Management&Budget
Date: 2/2/2015 11:05:34 AM
Name: OchsLeo
Title: County Manager, County Managers Office
Date: 2/3/2015 2:34:52 PM
Packet Page-555-
2/10/2015 16.E.5.
)D W
N
r ` L
7
t E R = o. 0 0 0
LL d U U a E o O N
2-
ro E 10 a o o m o
o ° 0U `p m
U
m m o a
C C.
e, 0
m m
v • `m o E c o e c
L V O N 2 O N a)m U y
0 o z o ao «
e M E w c
v a)
O 0 3
o 7) o L
y N ° U c
m 0 CC
• c E co° a C o )D 4
m o Q of Q C o» C) m
rn
U w co O C V .- Co a)
CD
E m o, N� c
o c7,m co 2
• C.)
C N U N O U
O i O 0 0 O. W N t- co
o E O o a)• c O o c O)rn a1 m a a)a
✓ OQ a9 -o co 0 a," o � a
o
w . w N N L -5
N
O
)Vy O C
V O E o V o p pp
T. °o c O O 0 C o O o 0
C O CO « O. 6 c O
.
6
E co 0 c c°i Caa - v; a
U U Q m Oa 0 m m V 8, a)
F U w G 'm Ny; .o
• m Z % m `o
O 0 m d t a w o m C
cc E p o
0 OO c C O
W U O C. O) U V
p C " 0 m V 0 C u) C U)
C o O N
O 7 0 Q ai •O a07 N r 8 W
W U Uw m .o c m a v 'o
CD C m co-
o, E �i a 0
fa
T d d' m-
E 0
0 3 o C C
W 2 U) o N
>U).c• 0 E t o 6 m w
o mU Q Di o C a U -C M O
Z O O w co i-
O O U) N a) N
O .c V 4, (a ea a)• N
N U) t.N C O L• Es.8 t N
E m o m y E
o ;
C O) U O)m C C O) C
U)C
, ` N N Z $ 2�Eo a, a) a) o ° • m
C = o L = a) = o o
o o da Z v 3 m
LL O .= a. O a
D a a « a O CU y
' v
j0
a
(te a
N a E 0
N « O C
a
r
C C v
E O
O
O 0.
C L ` T
Q C )U d aU1)m C d a N d m C N a)o 0 O=
o co a rn
Z al N 3 2.) N N ? a) a 2c U
R .2 7 E C N 7 C a_
o a L )q L U) 0 J N _ U m L Q
O 0 0 c a) = a) C C r > a) N
Z Z Z Z F" it = CO. a K 4t E 5 vt o)
a y N
O 0 O O O) O a N = N 0 C V d CC 0 O O O C
C m pi C C O M UJ C N E up V O O p N N a'-•
�
d O L W p L J O E C al
a) p A C 0 O O p L C O U
> dUUa Q � Ua F- 8 2m UU F- 5 )O ! OW - ;
m
.. U
T C
)` rn C o oc
d M v N ) )D , U
c c U c L _ o co o R d O a L p N d .0 X y
co Q 7 U) U 0 - U - U) ) (1) y
2 "6 1=' ° o ° `o V c
,0 0 a7 m
d N m a;) ‘,12
•c
> v 1.) > Caa U
E > -• N t+)
Z N > > , «
m
2..1.1 O m 0 O 0 F
c
m
Packet Page -556-
2/10/2015 16.E.5.
--)
,.-
,
CoIflr County
Purchasing Department
•
/ aIV &sMCesViSiOn Change Modification Form
Purchasing.
• Z Contract Change Request B Work Order Modification .
Contract#: Change#: POIWork Order#: , Project Name:
13-6010 V 5 V 4500143935 ..,, Public Utilities Master Plan
Project#: Project Manager: Department: Planning and Contractor/Firm Name:
,.
70031 ., Nathan Beals Project Management AECOM Technical Services, Inc:
. .
Original Contract/work Order Amount ,,IS ,' 649:960:00 04123/13,16C2',:Original BCC Approval Date; Agenda Item#
Current BCC Approved Amount ',-$.4z::,689;.896_001. 101141 14:;1,64 Last BCC Approval Date; Agenda Item
Current dipilfractivKGriibiie-Amouni ':'$-'?.);:i:689.-,39$:00 . 12/30/2014! SAP Contract Expiration Date(Master)
Dollar Amount of this Change ',!:'; '$,-7:,:(:::„;•:.C.:;..:,: :.0:0.0:, 6.14% Total Change from Original Amount
. .
Revised ContractNVork Order Total $ " 689,896.00 0.00% Change from Current BCC Approved Amount
........_ .„....._ .._... _ .. _ .
Cumulative Changes $ ‘., 39,936.00 0.00% .Change from Current Amount
' .
Completion Date Description of the Task(s)Change,:anctRafionale.forthe Change
Original completion date: Last approved completion date: Revised completion date(includes this
.,,
January 15,2014 , December 30.2014 7 change):April 22,2015
Number of days added: 113 Each step on the contract modification checklist form has been reviewed prior to me
i submitting for approval (this box must be initialed by Project Manager)
''''`
D Add new task(s) 0 Change task(s) 0 Delete task(s) E Other(specify):
- .
1 1.Provide a detailed and specific explanation of the requested change(s)to the task(s)and/or the additional days
added:Increase the Project Milestone Schedule time for the entire project by 113 days. The total time(including Change
1 : Orders 1,2, 3, and 4)will now be 679 days(19.9%). .;
2.Provide detailed rationale for the requested change:The additional time is needed to accommodate additional staff
work associated with revising the Technical Memoranda and Summary Report and the re-scheduling of Development
Services Advisory Committee meetings and Board of County Commissioners Meetinos.
3.Provide explanation why change was not anticipated in original scope of work:Additional staff reviews were
reouested for potable water and wastewater sections that resulted in modifications to the Technical Memoranda and the
. :
Summary Report.
4.Describe the impact if this change is not processed:If this change is not processed,the consultant will not be able to
assist stQffin the final review and approval processes of the Public Utilities Master Plan.
Tye of Change I Modification-i-i
0 1. Planned/Elective 0 2. Unforeseen conditions/circumstance 0 3. Quantity or price adjustment
D 4. Correction of error(s) D 5.Value added rig 6. Schedule adjustment
_: ,:, , :--,::j -:. - -'f':,-::L• 17:-j'---PIjange Requested ajt--,7.;,•_ ..; .;.-F:1..;:'.;Z.: i-;.;:•.,',:,*:;,..:.:, ::,,,? ;:, . •_. ,-:; ,:.--.,- -.;:. .
E Contractor/Consultant I Eg Owner - 0 Using Department
0 Design Professional D Regulatory Agency(specify): 0 Other(specify):
. - Purchasing Professional Participated in Negotiation of Change/Modification: D Yes [2 No
Approved by: 'idritolf Date:
Name and Title:ToeOhmelik,R.E., Director t
//
Reviewed by: / Date: /Z/ 0//if
Name and Titleeinson Hall—,Procurement Strategist
I i
Revised:7126113
1* ,
! •
Packet Page -557-
2/10/2015 16.E.5.
C.'.ser, County Procurement Services
AdmiristaivescttieesD atio t Change Order Form
Pm s
Contract Modification 0 Work Order Modification 0 Amendment
Contract#: ITB 13-5986R Change#: 07 Purchase Order#: 4500 43149 Project*: 80065
Contractor/Firm Name: Manhattan Construction inc Project Name: Gordon River Greenway Park
Project Manager Name: Claude Nesbitt Department: Facilities 1VtangemeM
Original Contract/Work Order Amount $ ;;;8,939,t?.'10:00. .:i;2/26/13;11 A Original BCC Approval Date;Agenda item#
Current BCC Approved Amount ;.8,939010 a0 ',..:2/261713 -11A, Last BCC Approval Date;Agenda item#
Current Contract/Work Order Amount 1 $ .`:8 939,010,00: SAP Contract Expiration Date(Master)
Dollar Amount of this Change `"`' o 00 0.00% Total Change from Original Amount
Revised Contract/Work Order Total $ 8,939,010.00 0.00% Change from Current BCC Approved Amount li
Cumulative Changes $ 0.00 0.00% Change from Current Amount
Completion Date,Description of the Task(s)Change,and Rationale for the Change
Notice to Proceed 5/1/2013 Original 10/1/2014 Last Approved 1112/2015 Revised Data 7/2/2015
Date Completion Date Date includes this change)
of Days Added 171 Select Tasks 23 Add new task(s) 0 Delete task(s) 0 Change tasks) 0 Other(see below)
Provide a response to the following:1.)detailed and specific explanation/rationale of the requested change(s)to the task(s)and I or
the additional days added(if requested);2.)why this change was not included In the original contract;and,3.) describe the Impact If
this change Is not processed. Attach additional information from the Design Professional and/or Contractor if needed.
1. Additional time is needed to complete items identified during the final GMD inspection prior to the issuance of the Certificate of Completion.
The cost of these items is outside of the original contract work scope and a subsequent change order for the cost will be processed in CO#8 as soon as
the costs are determined;
2. The original project only provided pathway lighting on the main,north-south path and boardwalk leading from the parking lot on Golden Gate
Parkway to the south end of the park near the Naples Airport and North Road,plus a short section of boardwalk between the Naples Zoo Parking lot
and the main,north-south path. Since the opening of the park and the enthusiastic public comments.a need for additional lighting on a section of
boardwalk that leads from the Kayak launch area to the North Parking Area at Golden Gate. This section was installed under the original contract,but
was not part of the lighted pathway. Staff intends to issue a subsequent CO to provide these additional lights but as of issuance of this CO to prevent the
lapse of the existing contract,the engineering and final costs of the additional light was not determined.It is known that the additional light fixtures
have a 90 day to 120 day lead time from the manufacturer. This zero dollar CO will provide sufficient time to design,permit,procure and install the
desired additional lights,but the costs will be covered on pending CO#8.
3.If not processed,the contract will expire
Prepared by: ` Y;� 't -` _ Date: ( t t�
(Claude Nesbitt,Facitities Management Department) t
Acceptance of this Change Order shall constitute a modification to contract!work order identified above and will be subject to all the same
terms and conditions as contained in the contract/work order indicated above,as fully as if the same were stated in this acceptance. The
adjustment,If any to the Contract shall constitute a full and final settlement of any and all claims of the Contractor/Vendor!Consultant/
Design Professional arising out of or re-ted to the change set forth herein,including claims for impact and delay costs.
Accepted by: ' 'I ►.. !1;` t a._ Date: 1/9/15
(Brett Ma a,Nfanh.•- . s+• ction Inc)
Approved by: "'- .' -- Date: l!9! t.
(, , hael Delete,PA.'0 Grady Minor)
Approved b . �► ,fit I � v ,1✓l `, Date:
(Rhonda Cummings,Purchashing Depatment)
(Divisions wtto may requ,-addtionai signatures may include on separate street)
Revised:10/28/2014
Packet Page-558-
2/10/2015 16.E.5.
C.o -ser Gnuntry Procurement Services
Admralrallve Sevices Change Order Form
Procuemer!8nnrex
fig Contract Modification 0 Work Order Modification 0 Amendment
Contract#: 13-6064 Change#: 2 Purchase Order#: 4500149464 Project#: 50105
Contractor/Firm Name: Woolpert Project Name: Enterprise Asset Management
Project Manager Name: Aaron Cromer Department: Planning and Project Management
Original Contract/Work Order Amount $ 2,208,599.00 1/14/141.10 Original BCC Approval Date; Agenda Item #
Current BCC Approved Amount $ 2,417,559.00 11/18/14 16 C Last BCC Approval Date;Agenda Item #
Current Contract/Work Order Amount $ 2,417,559.00 SAP Contract Expiration Date(Master)
Dollar Amount of this Change $ 199,998.00 18.52% Total Change from Original Amount
Revised Contract/Work Order Total $ 2.617,557.00 8.27% Change from Current BCC Approved Amount
Cumulative Changes $ 408,958.00 8.27% Change from Current Amount
Completion Date,Description of the Task(s)Change,and Rationale for the Change
Notice to Proceed 3/10/14 Original 4/21/16 Last Approved 30/16 Revised Date 9/30/16
Date Completion Date Date (Includes this change)
#of Days Added 0 Select Tasks ®Add new task(s) 0 Delete task(s) 0 Change task(s) 0 Other(see below)
Provide a response to the following: 1.)detailed and specific explanation/rationale of the requested change(s)to the task(s) and/or
the additional days added(if requested); 2.)why this change was not included in the original contract; and,3.) describe the Impact If
this change is not processed. Attach additional information from the Design Professional and/or Contractor if needed.
1. Provide a detailed and specific explanation of the requested change to the task and the additional days
added: Enterprise Asset Management is comprised of 5 Full Scale Implementation Projects
1. GIS-based Asset Management(CCWSD horizontal assets)
2. GIS-based inventory and work order management system(CCWSD)
3. GIS-based integration of SCADA data (CCWSD horizontal assets)
4. GIS-based customer management system(UBCS CRM)
5. CIP generation at short and long-term intervals (CCWSD)
The requested services will provide full,ongoing support the mulltitude of the new hardware,infrastructure, applications,
geodatabases, and configurations as well as integrations between the new applications, software and existing county
infrastructure
2. Provide detailed rationale for the requested change: PUD needs to ensure new software applcations, infrastructure
and systems that have been procured,designed, developed, configured and intergrated are fully supported after the
implementation projects are completed by the scheduled phases. The ongoing services requested are provided in
accordance with the existing contract which is valid for 10 years(with 2(5)year extensions).
3. Provide explanation why change was not anticipated in original scope of work: These services were
contemplated during the initial scoping of work, however, until the applications and software integrations were fully defined ,
it was unclear as to the detailed nature of support that would be required.
4. Describe the impact if this change is not processed: The applications and systems would become unsupported and
out of compliance. J
Prepared by: Aaron Cromer,PE, MBA, Planning and Project Management D-,it Date: ! 1 3. +'s
(Project Manager Name and Department)
Acceptance of this Change Order shall constitute a modification to contract/work order identified above and will be subject to all the same
terms and conditions as contained in the contract/work order indicated above, as fully as if the same were stated in this acceptance. The
adjustment, if any,to the Contract shall constitute a full and final settlement of any and all claims of the Contractor/Vendor/Consultant/
Design Professional,arising out of or related to the change set forth herein,including claims for impact and delay costs.
Accepted Acce by:
?< / (7 , �- / •
P ..,f` ✓ r� Date: //(47/`-2L)/1"
(Contractor/Vendor/Consultant/Design Professional and Name of Firm,if project applicable)
Approved by: rt Date:
'rofess• al/• Name of Firm, if project applicable)
Approved by: Date: //Z.jit-5- nt Profe sional
(Divisions who may require additional signatures may include on separate sheet.)
Revised:10/28/2014
Packet Page-559- •
2/10/2015 16.E.5.
Cotter County Procurement Services
AdminisvabveSerucesQivision Change Order Form
Procurement Sermes
0 Contract Modification 0 Work Order Modification ❑Amendment
Contract#: 13-6064 Change#: 2 Purchase Order#: 4500149464 Project#: 50105
Contractor/Firm Name: Woolpert Project Name: Enterprise Asset Management
Project Mana er Name: Aaron Cromer Planning and Project Management
J 9 Department:
Approved by: Date: !_ ,
Name and Title: Aaron Cromer, Principal Project Manager
Approved by: 1016 Date: /�7 jZdName and Title: T m Chmelik, Director PPMD
Approved by: c_ /'l.` / - Date: /6//5-
Name and Title: Josee Belloe, Director, Financial Operations- PUD
Approved by: r— �-� sue' �-'� Date: I � - 4 )
Name and Title: Dr. George Ylimaz, Adminstrator PUD
(Divisions who may require Packet Page -560-'include on separate sheet.)
Revised: 10128/2014
2/10/2015 16.E.5.
Change Order 2 to Contract 13-6064 in the amount of $199,998 for "Asset Management Software and
Consulting,"with Woolpert,Inc.,Project Number 50105.
Change Order 2 provides on-going support and maintenance of the Enterprise Asset Management (EAM)
software solutions.
On November 18, 2014, as Agenda Item I 6C2, the Board approved Change Order 1 to the EAM Contract. The
executive summary for that item identified the potential that additional services for operational maintenance and
application support will be required. Change Order 2 adds these on-going support and maintenance services as
described below:
• Ad-hoc Microsoft BizTalk communication adaptor support through all phases of the EAM
implementation and into post go-live (Microsoft BizTalk is a high speed, data messaging database and
configurable application that will support and manage the multiple, time sensitive data integrations
between existing business applications as depicted in the attached diagram.)
• Ad-hoc post go-live EAM application support of
o Cityworks (including Case Management)
o Special Assessment application (Commercial Recycling, Service Roll, Capital Assessment,
Estoppel Letters)
o RNA (CIP forecasting tool)
o System integrations(SAP, GIS, billing)
o GE Workflow
o General support and training
Additional services were contemplated in the original solicitation documents as the program became further
defined. Without these services, the systems purchased would become out-of-date and non-compliant.
Original Current Requested Proposed
Amount Amount Amount Total
Total Contract • $2,208,599 $2,417,559 $199,998 $2,617,557
PUD Estimated Expenditures
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7
2014 2015 2016 2017 2018 2019 2020
Capital $ 3,322,916 $ 1265,593 $ 727,805 $ 84,597 $ -
Operational $ 56,732 $ 474,551 $ 288,821 $ 759,482 $ 841,457 $ 927,529 $ 1,028,906
The estimate of the funding request is to provide as needed technical support and maintenance for operations that
parallels the existing Woolpert contract term, which is for 10 years, with the availability to extend for two(5)year
periods thereafter. The services are provided as time and materials to support the applications and integrations.
As needed, additional support funding may be required to continue the application support.
Packet Page-561-