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Agenda 11/08/2011 Item #16E6alo 11/8/2011 Item 16.E.6. EXECUTIVE SUMMARY Recommendation to accept reports and ratify staff - approved change orders and changes to work orders. OBJECTIVE: To enable the Board to oversee the execution of administrative change orders and changes to work orders and promote accountability in the use of staff authority. CONSIDERATIONS: On April 22, 2003, the Board approved a recommendation to implement a plan to enable changes to BCC - approved contracts (Section XV.C, Collier County Purchasing Policy) of not greater than 10 percent of the current Board approved amount or $10,000 (whichever is greater) to be authorized by staff. Also included in the report are changes to Work Orders. These include work orders issued under CCNA Contracts that are less than or equal to $200,000 (Section VII.C, Collier County Purchasing Policy), and changes to work orders for all other contracts (Section XV.G, Collier County Purchasing Policy) that are not greater than 10 percent of the current Board Approved amount or $100,000 (whichever is greater). The Administrative report identifies the percentage changes to contracts or work orders that have occurred since the prior BCC approved amount which are below the threshold limits as referenced above. The plan calls for staff to submit a monthly report listing these change orders from the previous reporting period. Enclosed is the monthly report of the Administrative Change Orders and Administrative Changes to Work Orders. These reports cover the period of September 23, 2011 through October 21, 2011. FISCAL IMPACT: The total for 4 changes to contracts is $14.755.77. The total for 2 changes to work orders is $1,076,13. 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 enclosed Administrative Change Orders Report and Administrative Changes to Work Orders Report and ratifies the listed change orders and changes to work orders. PREPARED BY: Diana De Leon, Contracts Technician, Purchasing Department Packet Page -1239- A A /A f^ ^A A 1. - __ _ A- r^ 11/8/2011 Item 16.E.6. COLLIER COUNTY Board of County Commissioners Item Number: 16.E.6. Item Summary: Recommendation to accept reports and ratify staff - approved change orders and changes to work orders. Meeting Date: 11/8/2011 Prepared By Name: DeLeonDiana Title: VALUE MISSING 10/26/2011 9:42:18 AM Submitted.by Title: VALUE MISSING Name: DeLeonDiana 10/26/2011 9:42:20 AM n Approved By Name: SmithKristen Title: Administrative Secretary,Risk Management Date: 10/26/2011 9:55:43 AM Name: WardKelsey Title: Manager - Contracts Administration,Purchasing & Ge Date: 10/26/2011 10:56:30 AM Name: DeLeonDiana Date: 10/26/20112:33:51 PM Name: CarnellSteve Title: Director - Purchasing/General Services,Purchasing Date: 10/27/20112:21:40 PM Name: PriceLen Title: Administrator - Administrative Services, n Packet Page -1240- n Date: 10/27/20115:45:48 PM Name: KlatzkowJeff Title: County Attorney, Date: 10/28/2011 1:51:35 PM Name: FinnEd Date: 10/28/2011 5:07:38 PM Name: IsacksonMark 11/8/2011 Item 16.E.6. 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Pelican Bay Community 1 5 r Oa 1 45001300'5 Crosswalks r �'sai� . ?: 50065 Project Manager Kyle I Department: Pelican Bay Cortractor /Firo Name: awn a'SZ 'Service= DN(SIDn "`cntractinq Lip � Inginai Caniract; work Order Amount S 302.328.00 97 3111 161 Original BCC Approval Cate; Agenda item :ur ent BCC Appro d - arT�ount $ 36L.J28 -0o Si i3;" 1 '6 -' = -1 Last BCC Approval Cate- Agenda Item m :urrent Contract/Work Order Amount 362,328.00 SAP :;ontract = xpinion Cate (Master) iollar Amount of this Change 56,601.48 1 -82% 1 total Change from Original Amount :evisec Contract/Work Order Total P;-ovies a netaiierd anal specific expia„ation of the rEnueszed change(s) to the tas;X(s): A, Removal ano �a68,S29.4a 1.52 °ro Change rom Current BCC Approvers Amour :umuiati is Changes S6,601.48 I I 1.82%1 Change from Current Amount J Carrsiietion Cate, Description of the T askis) Change. and Ratiorais for the Change i Original notice to proceed Last approved compietion date: j Revised completion d ale (includes this completion date; 1!14/12 1'14112 I change ): 1114 ;12 I Number of days added (if Explain why adaitionai days are needed (ae ailedispecific): NIA I I extension, must attach current 11 insurance certificate(s) from SIF.a= or obtain from ve_ndor;: 0 l Add new tasK,$) Change task(s) ! Delete taski;sj � I iJ Other !specify): I P;-ovies a netaiierd anal specific expia„ation of the rEnueszed change(s) to the tas;X(s): A, Removal ano installation of 14 Sq. ` d. of pathway. B. Removal and installation of 25 L.F. of curbing. C. Removal of oak tree and root damaged roadbase.. T. Prokfide deta ;ied rationale for the requested change: Roots have damageo pathway, curbing and roadbase ' ea r• 1 A O ! G P e c sS a causinc areas t., rise above the necessar; grad.. for effectively training th.. -ro.,- vr..ik area. � I 3. Provide expianabon wny criange ras not arntic ;pa =e© in ongmai 5rUpe =T WIJVi,. r"IC1Ii IIIt)=y Dui vcy ii auui: during design didn't identify the impact that the Basting grades from the damaged areas would have on the drainage, 4. Describe the impact if dais change is not processed., If the repairs are not made the existing grades will not allow fnr irainan= of the arr-a in the new crosswalk creating standing water after certain storm events. T ype of Change ! Modification ❑ 1. Pianned I Ejec4ive ! 2. Unforeseen conditions/circumstance 1 or pace adiustment i 4. Cr-action of errors, %! . Value added L J Schedule adjustment Revised: 712:11, ` Packet Page -1244- i CCaer colnmty Adrr nsWw ServPm.i7i`risim PLw.hafilng Z Contract Change Request 11/8/2011 Item 16.E.6. Purchasing Department Change Modification Form ❑ Work Order Modification Contract #: Mod #: 2 POlWork Order #: Project Name: 09 -5248 77775 a 14500126886 1924 461h Terrace SW, Naples, FL 34116 Project #: 11 -07 Project Manager: Department: Housing, I Contractor /Firm Name: William J. $75511344 Me han Poxon Human & Veteran Services Varian Construction Original ContractlWork Order Amount Original notice to proceed Original BCC Approval Date; Agenda Item # Current BCC Approved Amount 777, 77775 a Last BCC Approval Date; Agenda Item # Current ContractMork Order Amount Explain why additional days are needed (detailed /specific): extension, must attach current New tasks are being added. Dollar Amount of this Change $75511344 1.D4% Total Change from Original Amount Revised Contract/Work Order Total $73,202.'14 #N/A Change from Current BCC Approved Amount Cumulative Changes 1 $755.04 1.04% Change from Current Amount Completion :Date, Qescripiion of the 7ask(s} Change, and Rationale for the; Change Original notice to proceed Last approved completion date: Revised completion date (includes this completion date: 3/25/2411 10/10/2011 i change): 12/31/2011 Number of days added (if Explain why additional days are needed (detailed /specific): extension, must attach current New tasks are being added. insurance certificate(s) from SAP or obtain from vendor :.£3- 7?, Add new task(s) Change task(s) Delete task(s) Other (specify): Additional Time i. Provide a detailed and specific explanation of the requested change(s) to the task(s): Remove bid specification item 1: NOC and Termination of NOC Filing Fees. Add tasks to repair live wires exposed in attic and repair meter can that has been pulled away from structure. 2. Provide detailed rationale for the requested change: Live wiring is exposed within the structure and the meter can has been pulled away from the structure. Both items will require repair for safety. Property is county owned and does not require a Notice of Commencement to be filed. 3. Provide explanation why change was not anticipated in original scope of work: Exposed wiring is located in attic and was not noticed when bid specification was prepared. The framing behind the meter can is rotten and was not noticed when bid specification was prepared. Notice of Commencement was not intended to be included in the bid specification and modification is required to correct this error. 4. Describe the impact if this change is not processed: Safety of the structure would remain at risk. Notice of L Commencement will remain in project scope as an unnecessary item. i Type f Charige /-Maci�fication . ❑ 1. Planned I Elective TZ 2. Unforeseen conditions /circumstance 3. Quantity or price adjustment 4. Correction of error(s) I ❑ 5. Value added I LJ n. Schedule adjustment Approved by: . , --- Date: 10110/2011 —1 –� - -- i Name and Title: Kim Grant, interim Director viewed by: % �r' -- j Date: I - - /_C i urchasing Profession' fame: Packet Page -1245• Revised: 4!6111 1 11/8/2011 Item 16.E.6. Purchasing Department. Charge Modificai~r n .Form: ❑ Work Order Modification Contract #: Mod #i 4 PCf. I/rsrk Order #:, ............. Project dame: it1- 5423 - �GhangeF:equestedBy 45001/6770 NCRVVTP Degasifer and QC Project Project Manager: � Department: PPMD ContractorlFrrrn:'filamec 71 D02 Mark. J. Sun yak, .P: E. (spedifft Mitchell'& Stark:Construction Coy, Inc: aCc rrspfetrpn @ale, Descr' errr oi�kre i'asCc{s Change arxd i airanai0 for L e aange fn. t: O.nginal notice to proceed Last approved completion date: Revised completion date (includes this completion date. 1715/11 6/8120.17 I change):.6 /812011 Number of days added (if Explain, why additional -days are needed (de•.ailedispecific NIA extension, .rnust "ch current insurance certificate(s) from SAP orobtain Trom vendor): Q Add new':task(s) Change tasks} Delete tasks) Other (specify): 1. Provide a- detailed.and specific ekplanation of the requested :change(s)`to the task(s). Additional cost to coat structuraf:�steel supports with three coats of epoxy paint 2. Provide detailed rationale for the requested' change: Operational staff requested change afterreview with FDEP vffidais during inspection at startup of the new construction. 3. Provide explanation whir changew as, not-anticipated in original scope -of work: Use <of weathering steel met original tlesrgn, intent to re duce :long-term °maintenance cost and staff time. Original design approved by regulatory agency arid, during routine.inspection of completed. construction prior to effective use, regulatory agency and plant : staff determined coating would provide long -term operafronal benefit: 4. Describe the impact :if' this - change is not,process.ed:.'Possibie. citation by FD:EP during .subsequent annual l inspections and additionali cost to paintisteel supports after-they are installed: - . k - �GhangeF:equestedBy LJ Contractor /Consultant Owner Using Department Q Design :Profes.; onal I Ell ialato ::Aaenc (specify.). (spedifft Purchasing Professional. Participated.-in Negotiation of Change [Wodication: ❑' Yes No Approved by (Name and Tit ej Date: FReviewed by (Purchasing Professional): P2-3.. Date: 3f: Revirwd ::272111 Packet Page -1246- C&col� �taar�q ® Contract Change Request 11/8/2011 Item 16.E.6. Purchasing Department Change Modification Form Q Wcrk Order Modification f Contract #: i0-5498 ' Mod #: 2 1 PO/Work Order #: •;"+rrt'— I Project Name: MKY Taxiway Construct Project #: 33127 Project Manager: Robert ( Department: Airport Authority Contractor /Firm Name: DeAngelis j Tweedie i Diamond Original Contract/Work Order Amount $ 5.��3II4iOf3 1i''!fi Original BCC Approval Date; Agenda Item ;* Current BCG Approved Amounts Last BCC Approval Date; Agenda Item Current Contract" Order Amount § C}1:" _ _ SAP Contract Expiration date (Master) _. Dollar Amount of this Change s _: z• l{l;.t 3i:0II -1.49% Total Change from Original Amount Revised, Contract/Work Order Total $5,87 0,40 -0.17% Change from Current BCC Approxed Amount _. Cumulative Changes ($88;592.98? -0.17% Change from Current Amount Compiletion Date, Descriptiorr.ofibe Task(s)- C`hange,.a:srf`Ranonale f+�rthe Charge: Original notice to proceed Last approved completion date: Revised completion date (includes this completion. date: 2/2/12!2/12. !change): N/A Number of days added (if Explain why additional days are needed (detailed /specific): extension, must attach current . insurance certificate(s) from SIRE N%A or obtain from vendor): N/A Add new task(s) Change tasks) ( Delete tasks) j Other (specify): change billing from unit pricing to sump sum i. Provide a detailed and specific explanation of the requested changes) to the task(s): Change billing for fill from unit pricing to rump sum. 2. Provide detailed rationale for the requested change: The original bid for the project was submitted an tune 9, 2010 . Due to extenuating circumstances beyond the contractor's control, requiring environmental permit modifications and CEI services orocurement requirements, the construction contract execution was delayed until April 6, 20111. in the period since the project was bid, several costs have increased. The Contractor has agreed to hold all other unit pricing, in exchange for billing all of the import fill as a lump sum and has negotiated in good faith with County Staff and Project Engineers in accordance with contract j provisions (see attached 'backup documentation). Changing this item to a lump sum will lower the contract amount by $10,153. 3. Provide explanation why change was not anticipated in original scope of work: Extended time period between bid and contract execution was not anticipated. 4. Describe the impact if this change is not processed: Overall project budget will increase due to unit pricing increases of other project elements, 1 T>Grperof.Change /Mod icatioa;, 1. Pianned I Elective 1 C1 2. Unforeseen conditionsicircumstance. I 3. Quanti or price adjustment 4 Corection of error (s) i LJ 5 Value added I LJ 6. Schedule adjustment Change Requested, By, ... ® Contractor /Consultant i Owner sing Deoartment Desion Professional 1 El Regulatory Agency (soec." 1: Other (s c' : Purchasing Professional Partici at n Neactiation of Change / Modification: L Yes No Approved by: j Date: ? f 1 Name and T190- iRobertTwe4-die, Airporef.ot'anager Reviewed by: J Date: r Procurement Strategist`s Lyn Wood Revised: 7117111 t Packet Page -1247- 11/8/2011 Item 16.E.6. Purchasing Department Change Modification Form j NKNork Order Modification Contract #: 10- Mod#: 1 PO/Work Order : Project Name: Cat OWntenance Bldg. 5510 SAP Contract Expiration Date (Master) 4500129484 Restroom repairs Project #: 52525 Project Manager. Department: Facilities Contractor/Firm Name: Bradanna 3.i Robert Fuentes Cumulative Changes Change task(s) Original Contract/Work Order Amount _.. _ Original BCC Approval Date; Agenda Item Current BCC Approved Amount �. Last BCC Approval Date;. Agenda Item Cunarrt Contract/Work Order Amount SAP Contract Expiration Date (Master) Dollar Amount of this Change Explain why additional days are needed (detailed /specific): 2.62% Total Change from Original Amount Revised Contract/Work Order Total 3.i Change from Current BCC Approved Amount Cumulative Changes Change task(s) 2.62% Chance from Current Amount ■ • - ■ •_._ Approved by M. Original notice to proceed "1 Last approved completion date: Revised completion date, (includes this completion date: MAQ4 _11011 10/112011 change): 10/1612011 Number of days added (if Explain why additional days are needed (detailed /specific): extension, must attach current Purchase and installation of plumbing fixtures. insurance certificate(s) from SIRE or obtain from vendor): 5 days Add new task(s) Change task(s) Fj Delete task(s) Other (specify): °m = e x d�a-/ 1. Provide a detailed and specific explanation of the requested cttange(s) to the task(s): The original urinal the support base was missing and a small crack was found on the vitreous china resulting on the request to install a new urinal with the corresponding water valve. 2. Provide detailed rationale for the requested change: Existing urinal and valve defective. 3. Provide explanation why change was not anticipated in original scope of work: At the time the contractor was shown where all the restroom fixture wher located at the site all items seem that where in working order. 3. Describe the impact N this change is not processed: all men's restrooms are require to have a urinal by code. ■ • - ■ •_._ Approved by Date: Z3 Name and e: R bert Fuentes Yrojec, Manager Reviewed by. I I Date: Procurement Strategist's Name: y Packet Page -1248- Revised: 7127111 S Catr Admrtisllllalrrie ServioesDivision ❑ Contract Change Request 11/8/2011 Item 16.E.6. Purchasing Department Change Modification Form ® Work Order Modification Contract M #09- Mod#,. 1 POIWork Order M Project Name: Gordon River Extension 5262 October 4th, 2012 4500130618 Maintenance Project Project #: 51005 Project Manager: Jerry Department: Land Contractor/Firm Name: Agnoli, Barber, Other (specify): Kurtz Development Services and Brundage, Inc Current BCC Approved Amount Current Contract/Work Omer Amount Dollar Amount of this Change Revised Contract/Work Order Total Cumulative Changes $ '39,7100.00 Original BCC Approval Date; Agenda Item # *N/A Last BCC Approval Date; Agenda Item # $ 39, 700.00 $800:00 2.02% Total Change from Original Amount ),500.00 *N/A Change from Current BCC Approved Amount $800.00 2.02% Change from Current Amount Completion Date, Description of the Task(s) Change, and Rationale for the Change Original notice to proceed Last approved completion date: Revised completion date (includes this completion date: October 5, 2011 October 4th, 2012 1 change): October 4th, 2012 Number of days added: 0 Explain why additional days are needed (detailed /specific): WA -7 Add new task(s) Change task(s) ❑ Delete task(s) Other (specify): 1. Provide a detailed and specific explanation of the requested change(s) to the task(s): The requested change is for additional field survey location and staking work. 2. Provide detailed rationale for the requested change: Additional field survey and staking is required to show the extent of the proposed easement limits and work area. This location is adjacent to the number 15 golf course hole. Club board members have requested that the area be staked out so they can see exactly where the work will occur in relation to the adjacent golf hoie. 3. Provide explanation why change was not anticipated in original scope of work: This type of staking is anticipated typically to occur during the construction phase of the work paid for under the construction contract. Previous approval of the proposed work, as presented on conceptual plans, was granted. Subsequent to development and approval of the final engineering scope of work, the affected golf club board members requested this field location staking. 4. Describe the impact N this change is not processed: The golf course is donating a drainage easement necessary to complete the work Board members have requested to see the field survey staking depicting the limits of the work prior to finalizing the easement donation agreement. Type of Change / Modification 1. Planned / Elective 2. Unforeseen conditions/circumstance 3. Quantity or price adjustment 4. Correction of erro s 5. Value added 10 6. Schedule adjustment Change Requested By Contractor /Consultant 772Fowner Usinq Department —Design Professional 10 Regulatory Agency (specify): Others c' Purchasing Professional Participated in Negotiation of Change / Modification: F1 Yes LJ No Revised: 7127111 i Packet Page -1249- 11/8/2011 Item 16.E.6. Approved by: 44. t Date: 10-14-11 Name and Title N '�� ,L ►�G, ( `f� Reviewed by: Date: O Purchasing Pro sional's Name: Revised: 7/27/11 2 Packet Page -1250-