Agenda 03/11/2014 Item #16E3W
3/11/2014 16.E.3.
EXECUTIVE SUMMARY
Recommendation to approve the practice of providing an estimated project budget
range in the construction project solicitation posting; and, whenever possible, to provide
the average historical spend information on goods and services.
O13JECTIVE: To update the Board on practices of other public agencies in Florida and
provide standardization for construction solicitations.
CONSIDERATIONS: The County has historically advertised, or distributed, during the
competitive bidding process the general projected architect / engineer's estimate of the total
project costs.
At the February 11, 2014 meeting (Agenda Item 11A), the Board directed the County Manager to
explore other County business practices relative to distributing the architect / engineer's
projected estimate for a competitively solicited construction project. A survey was developed,
and telephone inquiries were made to seventy -one (71) public agencies [including Collier
County], along with Collier and Lee County Public Schools, the City of Naples and the City of
Marco Island. Sixty -eight (68) of the seventy -one (71) agencies responded; which represents a
ninety -six (96 %) percent return rate to the survey questions over a six (6) day period in mid -
February 2014. A copy of the survey questions-and responses are attached.
The practice of providing the project engineer /architect estimate, the budget or historical spend
provides valuable information to the contractor, assisting with their:
• Determination of whether to put the resources into the cost of the bidding /proposing;
• Analysis of the scope of work requirements of the project; and,
• Assessment of the project personnel resourcing, scheduling and availability within the
firm and subcontractors.
Staff recommends a uniform, consistent and transparent process by providing an estimated
project budget range in the solicitation posting [when asked, staff will provide any other
available estimates]. Further, staff recommends whenever possible, to provide the historical
Packet Page -929-
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a. Always included in the
17 (or 25 %)
15 (or 22°x6)
solicitation materials
b. Only provided when
31 (or 45.6 %)
29 (or 42.6 %)
asked by supplier
community
c. Never provided even
11 (or 16.2 %)
16 (or 23.5 %)
when asked by supplier
community
d. Other (case by case
9 (or 13.2 %)
8 (or 11.9 %)
basis
The practice of providing the project engineer /architect estimate, the budget or historical spend
provides valuable information to the contractor, assisting with their:
• Determination of whether to put the resources into the cost of the bidding /proposing;
• Analysis of the scope of work requirements of the project; and,
• Assessment of the project personnel resourcing, scheduling and availability within the
firm and subcontractors.
Staff recommends a uniform, consistent and transparent process by providing an estimated
project budget range in the solicitation posting [when asked, staff will provide any other
available estimates]. Further, staff recommends whenever possible, to provide the historical
Packet Page -929-
3/11/2014 16.E.3.
spend on goods and services. Staff will incorporate the final approval practice into the
Purchasing Manual.
FISCAL IMPACT: There is no fiscal impact associated with this Executive Summary
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated
with this Executive Summary.
LEGAL CONSIDERATIONS: This item has been approved as to form and legality and requires
a majority vote for Board approval. —SRT
RECOMMENDATION: That the Board of County Commissioners approves the practice of
providing an estimated project budget range in the construction project solicitation posting; and,
whenever possible, to provide the average historical spend information on goods and services.
PREPARED BY: Joanne Markiewicz, Director, Procurement Services
Attachments:
• . Survey Questions and Results by County
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3/11/2014 16.E.3.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.E.16.E.3.
Item Summary: Recommendation to approve the practice of providing an estimated
project budget range in the solicitation posting; and, whenever possible, to provide the average
historical spend on goods and services.
Meeting Date: 3/11/2014
Prepared By
Name: MarkiewiczJoanne
Title: Manager - Procurement, Purchasing & General Services
2/20/2014 12:17:59 PM
Submitted by
Title: Manager - Procurement, Purchasing & General Services
Name: Markiewiczioanne
2/20/2014 12:18:00 PM
Approved By
Name: MarkiewiczJoanne
Title: Manager - Procurement, Purchasing & General Services
Date: 2/20/2014 12:42:25 PM
Name: pochopinpat
Title: Administrative Assistant, Administrative Services Division
Date: 2/20/2014 3:50:39 PM
Name: PriceLen
Title: Administrator - Administrative Services, Administrative Services Division
Date: 2/20/2014 4:28:21 PM
Name: KlatzkowJeff
Title: County Attorney,
Date: 2/28/2014 3:26:28 PM
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Name: KlatzkowJeff
Title: County Attorney,
Date: 2/28/2014 3:44:11 PM
3/11/2014 16.E.3.
Name: PryorCheryl
Title: Management/Budget Analyst, Senior, Office of Management & Budget
Date: 3/3/2014 11:42:16 AM
Name: OchsLeo
Title: County Manager, County Managers Office
Date: 3/4/2014 11:23:56 AM
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Collier County 3/11/2014 16.E.3.
Purchasing Survey
(February, 2014)
Index
Public Agencies
When you advertise a construction '
bid for your agency, do you:
a. Always provide
b. Only provide when asked
c. Never provide, or
d. Other (explain)
When you conduct any other..
solicitation for goods and services,
do you:
a. Always provide
b. Only provide when asked
c. Never provide, or
d. Other (explain)
1
Alachua
A
A
2
Baker
B
B
3
Bay
B
B
4
Bradford
B
C
5
Brevard
B
B
6
Broward
B
B
7
Calhoun
8
Charlotte
D: BUDGET ONLY
A
9
Citrus
B
B
10
Clay
C
B
11
Collier
A
A
12
Columbia
C
C
13
DeSoto
B
B
14
Dixie
B
B
15
Duval
16
Escambia
C
B
17
Fla ler
D
B
18
Franklin
C
D - DO NOT BID GOODS /
SERVICES
19
Gadsden
B
C
20
Gilchrist
C
C
21
Glades
C
C
22
Gulf
C
C
23
Hamilton
B
B
24
Hardee
C
C
25
Hendry
B
B
26
Hernando
B
B
27
Highlands
B
B
28
Hillsborough
A
A
29
Holmes
B
B
30
Indian River
D: DEPARTMENT DECISION ON CASE
BY CASE BASIS
D: DEPARTMENT DECISION ON
CASE BY CASE BASIS
31
Jackson
B
C
32
Jefferson
C
C
33
Lafayette
34
Lake
D: RANGE PROVIDED
D: PROVIDE NOT TO EXCEED
35
Lee
A
A
36
Leon
A
C
37
Lev
D: NO PROJECTS RECENTLY
D: ONLY ON GAS AND OIL
38
Liberty
D - OUTSOURCED
D
39
Madison
D - OUTSOURCED
D
40
Manatee
B
B
411
Marion
A
A
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Collier County 3/11/2014 16.E.3.
Purchasing Survey
(February, 2014)
42
Martin
A
A
43
Miami -Dade
A
C
44
Monroe
C
C
45
Nassau
B
B
46
Okaloosa
B
B
47
Okeechobee
B
B
48
Orange
A
C
49
Osceola
B
A
50
Palm Beach
B
A
51
Pasco
A
B
52
Pinellas
A
A
53
Polk
A
A
54
Putnam
B
B
55
Saint Johns
B
B
56
Saint Lucie
B
B
57
Santa Rosa
B
C
58
Sarasota
A
B
.59
Seminole
A
A
60
Sumter
D - SOMETIMES
B
61
Suwanee
C
C
62
Taylor
D: DOT COORDINATES
CONSTRUCTION
D: NOT APPLICABLE
63
Union
A
A
64
Volusia
B
B
65
Wakulla
B
B
66
Walton
B
B
67
Washin ton
A
D: PUBLIC RECORDS REQUEST
ONLY
68
Collier Co. Public Schools
B
A
69
Lee Co. Public Schools
B
C
70
City of Marco Island
A
A
711
City of Naples
B
g
Additional comments:
Some public agencies provide the estimate to give direction to contractor and so
that smaller contractors understand the size and scope to determine if they
have the resources.
2 Contractors appreciate having the estimate so they can judge their resource
allocation and determine whether they should invest the time into the estimating
and solicitation process.
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3/11/2014 16.E.3.
Collier County
Telephone Survey
Distribution of Project Estimates in Competitive Bidding Process
Hello, I'm [Brenda Reaves or Jeanne Carnes]. I am conducting a very brief survey for the
Collier County Board of County Commissioners. Might you take a minute to respond to two very
quick questions, or refer me to a staff member who may be able to help?
If no: Thank you and I am sorry I interrupted your work. [Record their "not able to respond. "]
If ves:
1. When you advertise a construction bid for your agency, do you:
a. Always provide the architect / engineers project estimate in the advertisement
or solicitation document.
b. Only provide the architect / engineers project estimate when asked by the
construction bidders during the solicitation process.
c. Never provide the architect / engineers project estimate, even when asked.
d. Other (please describe).
2. When you conduct any other solicitation for goods and services, do you:
a. Always provide the historical spend in the advertisement or solicitation
document.
b. Only provide the historical spend when asked by the supplier community
during the solicitation process.
c. Never provide the historical spend to the supplier community.
d. Other (please describe).
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