Agenda 12/13/2011 Item #10J12/13/2011- Item 10A.
Fg, &UVJE SUMMARY
Recommendation to review the procurement of services from Suncoast Moving &
Storage, Inc. for moving the County Property Appraiser's offices In July 2010 and make a
determination regarding the request for final payment in the amount of $6,656.50.
OBJECTIVE: To review the circumstances surrounding the payment of invoices to Suncoast
Moving & Storage, Inc. for moving the County Property Appraiser's offices.
CONSIDERATIONS: At the October 25, 2011 Regular BCC meeting, Mr. Frank Dethiefsen,
President of Suncoast Moving and Storage petitioned the Board regarding payment for the
relocation of the Property Appraiser's office (Item 613). The Board directed the County Manager
to bring the item back for a hearing. -
Bid #10 -5443, full Service Professional Movers, was competitively bid and awarded
administratively to Suncoast Moving and Storage, Inc and Modem Movers on March 24 2010,
as the annual expenditure under this bid was not expected to exceed the $50,000 threshold for
Board Approval. This was the successor (substitute) contract to contract #06 -3984, which
expired on June 19, 2010.
In April 2010, the Facilities Management Department requested quotes from the two vendors
awarded contracts under Bid #10 -5443. Only Suncoast submitted a quote, therefore, staff
requested two additional quotes from qualified firms who had previously provided similar
services to the County. A summary of the quotes received follows:
Office Furniture and Design Concepts (a systems furniture provider) $56,432.50
Workplace Resources (quote excluded moving computer equipment) $52,625,73
Suncoast Moving & Storage $43,405.00
Workplace Resources was disqualified due to the stipulated exclusion in his quote. Suncoast
Moving & Storage, Inc. was the low quote at $43,405 and a purchase 'order was issued on
5/28/10 under Bid #10 -5443, Full Service Professional Movers. The successor contract was
utilized as the move was scheduled to begin in July, which was after contract #06 -3964 was to
expire.
After the original quote was submitted and as part of the planning for this complicated move,
Suncoast met with the Property Appraiser's personnel, who requested additional, unplanned
specialty packing supplies for maps and other odd -sized documents. These changes were
dated 6/7110 for $572.55 and 6/16/10 for $742.94. The Property Appraiser's staff also
requested additional reconfiguration of the existing furniture to fit into the new spaces This
change was dated 7/21/10 for $4,120.00 resulting in a total of $48,840.49.
During the physical move, dimensional deficiencies in the existing furniture components were
discovered while disassembling the modules and small dimensional errors in the as -built
remodeled office spaces were discovered during the move -in. As a result, additional furniture
reconfiguration work and some additional parts were required to avoid delays in the move. This
resulted in additional changes (dated 7/31/10) to the original estimate in the amounts of $780.00
and $9,107.06.
Packet Page -818-
12113/2011 Item 10.J.
After ,processing the $780.00 change, the total for the , job came to $49,620.49, which was
processed and paid under contract #10 -5443.
in order to process the final change request, staff appeared before. th 9CC1 as is required
when a purchase exceeds-the Board approved $50,000 threshold. On Ock betr 12, 201,0, the
BCC approved the final payment of $9,107.00 and authorized staff to continue use of the Full
Service Professional Movers contract #10 -5443 to Suncoast Movers in excess of $50,000 on an
as needed basis.
While processing this firwl.:payment, Finance Department staff questioned the use of contract
#10 -5443, stating that the rates in contract #06-3984 (originally negotiated in 2006) were more
advantageous, and recalculated the entire project based upon the rates from the older contract.
The result -was a final payment in the amount of $2,550.56 against an invoice of $9,107.06
leaving an amount of $6,556.50 in dispute.
While it has been common practice for staff to issue work orders or purchase. orders for wok
commencing when a contract is active but completing after 4 has expired, in this case •the ,
contract had expired before the work began. Contract #06 -3964 expired on 6/19/10. Boxes and
packing materials were delivered in June, however, the, physical move started on 7/12110 and
was finalized on 7 /30/10. Based on these dates, staff believes it was appropriate to issue the
purchase order and make payment against the rates negotiated in contract #10.5443.
For reference, a comparison of the rates from each contract is provided. It should be noted that
six of the nine rates were actually lower in the successor contract, however, because of the
magnitude of this project, the primary rate used (3 men/1 truck). vas. in fact higher.
FISCAL INE60: Funds in the amount of $6,556.50 to make the final payment are available in
the original project.
GROWTH MA14aikGgM 7 BAP CT There is no Growth Management Impact associated with
this Executive %mmary, ,
81;CQ N*.TIQH: That the Board of County Commissioners provides direction -regarding
the prooes ing of the final payment request by Suncoast Movers and Storage, Inc In thwantonmt
Of $6,550.56.
PREPARED BY: Len Golden Price, Administrative Services Division Administrator /*�N
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'
1.5 Carton
$ 0.75
$ 1.45
010
- 48:3%
Tape Rolls
$ 1.50
$ 2.75
1.25
-45.5%
Non -Bid Specialty Item
$ 3.81
$ 3.81
0.0%
Totes
$ 2.10
$ 1.95
0.15
7.7%
One man & Truck
$ 50.00
$ 57.00
.00
- 12.3%
Two men & Truck
$ 80.00
$ 85.00
5.00
-5.9%
Three Men & Truck
$ 115.00
$ 105.00
10.00
9.5%
Additiona[ Man `
$ 35.00
$ 28.00
7.00
25.0%
Store e
$ 22.00
$ 35.00
13.00
-37.1%1
FISCAL INE60: Funds in the amount of $6,556.50 to make the final payment are available in
the original project.
GROWTH MA14aikGgM 7 BAP CT There is no Growth Management Impact associated with
this Executive %mmary, ,
81;CQ N*.TIQH: That the Board of County Commissioners provides direction -regarding
the prooes ing of the final payment request by Suncoast Movers and Storage, Inc In thwantonmt
Of $6,550.56.
PREPARED BY: Len Golden Price, Administrative Services Division Administrator /*�N
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12/13/2011 Item 10.J.
.-� COLLIER COUNTY
Board of County Commissioners
Item Number: 101
Item Summary: Recommendation to review the procurement of services from Suncoast
Moving & Storage, Inc. for moving the County Property Appraiser's offices in July 2010 and
make a determination regarding the request for final payment in the amount of $6,556.50.
(Len Price, Administrative Services Administrator)
Meeting Date: 12/13/2011
Prepared By
Name: SmithKristen
Title: Administrative Secretary,Risk Management
11/30/2011 12:31:27 PM
Submitted by
Title: Administrator - Administrative Services,
Name: PriceLen
11/30/2011 12:31:29 PM
Approved By
Name: SmithKristen
Title: Administrative Secretary,Risk Management
Date: 11/30/20112:31:45 PM
Name: CampSkip
Title: Director - Facilities Management,Facilities Manage
Date: 11/30/20112:59:04 PM
Name: JonesHank
Title: Project Manager, Principal,Facilities Management
Date: 11/30/20113:29:01 PM
Name: WoodLyn
Title: Contracts Specialist,Purchasing & General Services
Date: 11/30/20114:56:27 PM
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Name: CarnellSteve
Title: Director - Purchasing/General Services,Purchasing
Date: 11/30/2011 5:25:48 PM
Name: PriceLen
Title: Administrator - Administrative Services,
Date: 11/30/20115:47:19 PM
Name: KlatzkowJeff
Title: County Attorney,
Date: 12/2/20113:55:39 PM
Name: FinnEd
Date: 12/2/20116:16:31 PM
Name: KlatzkowJeff
Title: County Attorney,
Date: 12/5/20119:34:50 AM
Name: OchsLeo
Title: County Manager
Date: 12/5/20112:25:48 PM
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12/13/2011 Item 10.J.
12/13/2011 Item 10.J.
October 12, 2010
Page 1 of 5
EXECUTIVE SUMMARY
Recommendation to approve Purchase Order 4500118122 to Suncoast Moving &
Storage, Inc. under Bid #10 -5443, Full Service Professional Movers, in the amount
of $58,728 for moving the County Property Appraiser's offices and to authorize
the continued use of the referenced contract.
OBJECTIVE: To pay Suncoast Moving & Storage, Inc. in full for moving the County Property
Appraiser's offices and to obtain moving services in a timely manner going forward.
CONSIDERATIONS: Bid #10- 5443, Full Service Professional Movers, was awarded
administratively on March 24, 2010, as the annual expenditure under this bid was not expected
to exceed the normal $50,000 threshold for Board Approval.
In May, three quotes were received from qualified firms to supply comprehensive moving
services to relocate the Property Appraiser's Office. One responder was disqualified due to a
stipulated exclusion in his quote. Suncoast Moving & Storage, Inc. was the low quote at
$43,405, and was awarded the job under Bid #10 -5443, Full Service Professional Movers. The
actual move was scheduled to take seven (7) calendar days, including weekend and nighttime
work. During the detailed planning of the move with the Property Appraiser's personnel,
purchase order modifications totaling $6,215.49 were issued and authorized administratively.
These modifications covered specialty packing supplies for the Appraiser's maps and other odd-
sized documents, as well as for some reconfiguration of the Appraiser's existing furniture to fit
into the new spaces.
During the actual, physical move, errors in the existing furniture components were discovered
while disassembling the modules. As a result, additional furniture reconfiguration work was
required by Suncoast Moving & Storage, Inc. to avoid prolonged delays in the move. In the
module reassembly phase, work - around plans were implemented to avoid purchasing
additional, new modular components and the inherent procurement delays. The physical move
actually required twelve (12) calendar days to complete, and Suncoast submitted verified details
of their actual costs and expenses. Staff is in agreement with Suncoast Moving & Storage,
Inc.'s change order request for an additional $9,107.06. Because the final, agreed upon total for
the work performed under this purchase order now equals $58,727.55 and exceeds the $50,000
limit, Board approval is required.
As a result of the property appraiser move, total expenditures under the annual contract for all
projects now exceed the formal competitive threshold. Hence, staff is requesting that the Board
authorize the continued use of the contract through the current contract period (March 24, 2011)
at which time the contract will be either be re- competed or renewed. To avoid having this
problem under this contract again in the future, staff intends to procure moving services
requiring the reconfiguration of modular furniture separately.
FISCAL IMPACT: There is no fiscal impact to the project became adequate provision for
actual moving expenses was included in the BCC approved project for relocating the Property
Appraiser's offices. Moving the Clerk of Courts from the Courthouse to the Annex (no trucking
required) cost an average of $56,000 per floor, which was similar sq.ft., and did not involve
moving a major computer room as did the Property appraiser.
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12/13/2011 Item 10.J.
October 12, 2010
Page 2 of 5
n
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with
this Executive Summary.
LEGAL CONSIDERATIONS: This matter involves a simple moving project. Three responsive
bids were received. One bid was for $52,625.73, another was for $56,342.50, and the winning
bid was for $43,405. The vendor that bid the lowest (and was thereby awarded the job), now
requests additional compensation bringing their final price to $58,727.55 (35% over its bid
price), which is above both rejected offers. The concern is that approving change orders without
sufficient cause undermines the entire competitive bidding process.
In addition to this concern, on Page 3 of its price quote, the Vendor states that the services it is
offering is a "Turn Key Relocation' and that it is providing a 'Turn Key Price estimate." A copy
of Suncoast's quote is attached as back up documentation to this agenda item. An offer to
provide "turnkey" services generally refers to an obligation by the offering party to incur the risk
of performing and completing all the services offered. In this instance, Suncoast is now seeking
to increase its original turnkey price quote. Considering that Suncoast expressly specified that it
would be providing these moving services on a turnkey basis, the additional expense it now
seeks seems incompatible with its original bid.
With the noted concerns, provided that the Board finds that there was a sufficient change in
scope of this project from that which was originally bid, the item is legally sufficient for Board
action. -JAK
RECOMMENDATION: That the Board of County Commissioners approves Purchase Order
4500118122 to Suncoast Moving & Storage, Inc. in the amount of $58,727.55 and authorize the
continued use of the awarded contract through the end of the initial contract period.
PREPARED BY: Hank Jones, Principal Project Manager, Facilities Management Department
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12/13/2011 Item 10.J.
October 12, 201 U
Page 3 of 5
^ COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Item Number. 16E3
Item Summary: Recommendation to approve Purchase Order 4500118122 to Suncoast Moving & Storage,
Inc. under Bid #10 -5443, Full Service Professional Movers, in the amount of $58,728 for
moving the County Property Appraisers offices and to authorize the continued use of the
referenced contract.
Meeting Date: 10/12/2010 9:00:00 AM
Prepared By
Hank Jones Project Manager, Principal Date
Administrative Services
Facilities Management 9113/2010 12:17:35 PM
Division
Approved By
Skip Camp, C.F.M. Director- Facilities Management Date
Administrative Services
Facilities Management 911312010 3:29 PM
Division
Approved By
Lyn Wood Contracts Specialist uate
Al—N, Administrative Services
Purchasing & General Services 9/16/2010 2:30 PM
Division
Approved By
Jack P. Curran Purchasing Agent Date
Administrative Services Purchasing 9116/2010 2:54 PM
Approved By
Steve Carnell Director- Purchasing /General Services Date
Administrative Services
Purchasing &General Services 9/16/2010 3:15 PM
Division
Approved By
Scott R. Teach Deputy County Attorney Date
County Attorney County Attomey 10/4/2010 11:17 AM
Approved By
Len Golden Price Administrator- Administrative Services Date
Administrative Services
Administrative Services Division 101412010 11:57 AM
Division
Approved By
OMB Coordinator
Date
County Manager's Office Office of Management & Budget 10/4/2010 12:47 PM
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Approved By
Therese Stanley
Office of Management &
Budget
12/13/2011 Item 10.J.
October 12, 2010
Page 4 of 5
Manager - Operations Support -Trans Date
Office of Management & Budget 101412010 4:02 PM
Approved By
Leo E. Ochs, Jr. County Manager Date
County Managers Office County Managers Office 1 014/201 0 4:54 PM
/00'�N
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12/13/2011 Item 10.J.
wend 1114DA1141.& Nt4116n4le hic
Relocation Proposal
Prepared For:
Collier County
Property Appraiser Office
3301 E. Tamiami Trail
Naples, Florida 34112
(239) 252 -8380 (Robert Fuentes)
Submitted By:
Frank U. Dethlefsen
Suncoast Moving & Storage, Inc.
239.332.5550(Office)
239.994.3055 (Mobile)
800 -417 -4276
239 337 -3350 (FAX)
Frank0tSuncoastmoving.com
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12/13/2011 Item 10.J.
2020 Ortiz Ave Ft Myers, FL 33905
Tel: 239-337-5550 Fax: 239 -337 -3350
http://wwwzurxx)astffvArig.com
April 27, 2010
Page 2.
Robert Fuentes
Project Manager
Collier County Facilities
3301 E. Tamiami Trail
Naples, Florida 34112
Dear Robert:
I would like to take this opportunity to thank you for allowing Suncoast Moving & Storage Inc. Office
and Industrial Relocation Division to provide you with the estimate on your upcoming relocation for
the Property Appraisers Office, currently located at 3285 East Tamiami Trail to 3950 Radio Road,
Naples Florida.
At our meeting on April 6m, 2010 you had instructed our Company to provide you with an estimate for
services required to complete this relocation and address general conditions. The topics where:
1. Providing additional packing material needed for Collier County Staff to achieve the packing
needs prior to actual moving date, above the current 200 boxes Collier County has in
inventory.
2. Assist in establishing a relocation master plan (Suncoast Project Manager to participate in
project meetings and provide a complete turn key relocation solution).
3. Complete modular reconfiguration plans for its new location (Radio Rd.).
4. Break down of all modular furniture, relocate modular furniture, all contents and furniture
non modular, inclusive of all electronics (computers, shredders, copiers not leased, fax
machines, plotters and all mail room equipment).
5. Time lines need yet to be established.
6. Importance of IT equipment to be relocated.
7. Temporary work station set ups, as required per department.
8. All electrical and IT disconnect and re- establishing connection will be performed by Collier
County Staff or Sub - Contractors.
9. All unused modular or non modular furnihae to be marked and placed for Collier County
Staff as surplus.
10. The importance of all Suncoast Staff to display there Collier County Badges, when on County
Property.
11. Relocation is anticipated to take 10 working days during normal business hours over a two
week period.
It is understood that relocation dates are yet to be determined by the Facilities Project Manager and
that relocation variables may exist that have not been accounted for at this point and which are not
included in this estimate at this time. However it is understood that all areas will be packed by Collier
County Staff and relocated by Suncoast Moving & Storage, Inc., all personal items to be moved by the
individual users, if they so wish. Suncoast Moving & Storage, Inc. acknowledges to be relocating the
IT equipment & copiers to there designated area and that extreme care must be adhered to this
department as well as any department to be moved at the Property Appraisers Office.
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12/13/2011 Item 10.J.
2020 Ortiz Ave Ft Myers, FL 33905
Tel: 239-337-5550 Fax: 239-337-3350
April 27, 2010
Page 3.
Interstate Agent for Atlas
After having received and reviewed the current layout of the property Appraisers Office and having
received the anticipated new design layout for there new location, it appears that areas in the new
design have modular workstation currently non existing.
Please note, that in the event you desire additional workstations to be purchased, Suncoast through its
redesign team can provide you with state contracted modular furniture purchases of this product in
access of 71% discount.
Should you have this access modular furniture in your storage inventory no additional purchases will
be required, but a site visit to view the stored items for its condition and additional parts would be
required.
Not having had contact with the space design architect and the ability to view the actual built out of
the new space on Radio Road for the Property Appraisers Office, it is difficult at this time to
determine if certain parts for set up of the modular f uniture will be required (90 degree angles, draw
n rodes and trim works), this of course will be as you stated Robert, determined at future project
meetings scheduled by you and if not in Collier Counties inventory, can be purchased at the state
contracted 71 % discount rate already in place.
Suncoast crews are always accompanied by a Project Manager, who understands your job
requirements and ensures a timely and safe completion of your project. Our supervisors and workers
are badged in accordance with Collier County Government badging requirements and are fully
uniformed.
Suncoast Moving & Storage mythology of establishing the cost for this Turn Key Relocation was
derived from the on site visit and instruction received, it established a complete inventory of modular,
non modular furniture, electronic equipment, and boxes needed, as it has been presented to us at this
time.
Following is the Turn Key Price estimate for all departments, inclusive of all common areas,
storage, vault and conference room, film site visits for the development and reconfiguration master
plan as it has been presented to Suncoast.
Total Estimated Cost: $43,405.00
Our mission is to provide solutions and serve our customers with honesty and integrity. My staff and I
sincerely hope that we can continue to earn your business. Should I have not addressed a certain item
or you need clarification on this estimate, please don't hesitate to contact me.
Sincerely,
Frank U. Dethlefsen
President
n Suncoast Moving & Storage Inc.
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12/13/2011 Item 10.J.
October 25, 2011
COMMISSIONER HENNING: For the small scale amendment.
CHAIRMAN COYLE: Amendment, yeah.
Item #6B
PUBLIC PETITION REQUEST FROM FRANK DETHLEFS
REGARDING PAYMENT FOR THE RELOCATION OF
PROPERTY APPRAISER'S OFFICE - MOTION TO BRON
BROUGHT BACK TO A FUTURE MEETING — APA ED
MR. OCHS: 6B is a public petition requ st
Dethlefsen regarding payment for the relocatio Property
Appraiser's Office.
MR. DETHLEFSEN: Good morni od morning,
Commissioners. Z
I apologize, first of all -- first probably should introduce
myself. My name is Frank De I'm the owner of Suncoast
Moving & Storage. And afte ese nice proclamations that were
done this morning, I trul o ize to stand before you with the issue
that I currently have at han But the reason that I stand before you
today is because I' )Ac exKausted all avenues that are available to me.
In July of , my company relocated the Property Appraiser's
Office. And to ay, we have an unpaid balance of $6,923.57 of
an originaWement d amount of $58,727.55 approved for billing by the
Facilities and the Clerk's Finance and Accounting
Dep bn -- of your county, which came before you for final
aWfthAd t"October 12, 2010.
Hier County's Facilities solicited in April of 2010 the sealed
bid or the relocation services of the Property Appraiser's Office. The
bid was to include the disassembly, reassembly, and relocation of the
existing modular furniture and all other remaining furniture,
computers, plotters, copiers, file cabinets, as well as any boxes to
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12/13/2011 Item 10.J.
October 25, 2011
Radio Road to its current location.
On April 27, 2010, Suncoast Moving & Storage submitted a
proposal and was awarded the contract on May 25, 2010. Suncoast
Moving & Storage was provided with the interior design
specifications by the Facilities Management Department and the
Property Appraiser's Office.
We were told by both the Facilities Department and th rty
Appraiser's Office that no new modular furniture purchasqNu d be
necessary and that no changes on the submitted desi ngs
would occur.
Suncoast Moving & Storage engaged in the �904, n -- in
relocating the Property Appraiser's Office on J 2010, and
successfully completed the reconfiguration, ins lation, and relocation
of all requested changes by July 29, 201 .
Suncoast Moving & Storage pre final invoice with all
supporting documents signed off b roperty Appraiser's Office on
August 2, 2010, and forwarded i ollier County Finance Account
-- Accounts Payable Dep
The Facilities seni manager, Hank Jones, and staff
reviewed and forwarded o 'nvoices for payment.
On Septembe 22,.010, Suncoast Moving & Storage receives an
email from Mr. 1, Jones, which copies Mr. Skip Camp, Director of
Facilities, Co .'s cilities, Bonnie Blair, the Assistant General
Operation er, and the Clerk's -- of the Clerk's Finance and
Accountin ° artment and Suncoast Moving & Storage's
Acc epartment, which informed Suncoast that the Collier
C ' ance Department has prepared payment under the Contract
N -5443 for the Property Appraiser's Office relocation and asks
for uncoast Moving & Storage to please complete the attached wire
transfer document which would provide payment to Suncoast the
following day.
Mr. Hank Jones goes on to say in that email the amount of the
Page 24
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12/13/2011 Item 10.J.
October 25, 2011
transfer would be 4,000 -- $49,620.49, and due to the total amount of
Suncoast invoice exceeding the original Collier County Board
approved purchase order of $50,000, would require additional Board
of County Commissioners' approval.
The email continues to say that the payment for the remaini
$9,107.06 would occur after the Board of County Commission
approves this item, which will be scheduled for October 12, , and
would be paid in the same manner by wire transfer if appr
October 12, 2010, you, the Board of Collier Co ets and
approves under Item E, Administrative Services Se the
recommendation to approve Purchase Order 4 500 to Suncoast
Moving & Storage under the current Collier C location Bid
10 -5443, the amount of Suncoast billed invoice f $58,728, and
further recommends to authorize the conjilaiihii use of the referenced
contract with Suncoast Moving t�o coast Moving &
Storage bills the Collier County L4e �e artment on October 12th
g tY P ,.�
for the remaining $9,107.06 thi at payment would -- should
arrive -- excuse me -- shortly ate as originally suggested in
the email from the Facil' agement Department.
Not having any respo from the Finance Department, Suncoast
Moving & Storage zen&, on October 12, 2010, an email to the
Finance Depart" requesting payment. The Finance Department
responds to aft informing Suncoast Moving & Storage that the
remaining 1 of $9,107.06 is now under review and her office
will be in t c with us.
t replies and asks if any additional information is needed
d the response that no additional information is needed.
me elapses and Suncoast Moving & Storage receives a call
from the Finance Department informing our Accounting Department
that the full payment of $9,107.06 will not be made but rather a new
amount of $2,550.56 will now be wire transferred to Suncoast Moving
& Storage's account -- excuse me -- which was received on November
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12/13/2011 Item 10.J.
October 25, 2011
30, 2010; however, falling well short of the full unpaid balance by
$6,923, we asked for an explanation. The explanation we received,
and going forward, the correspondence that we received has only been
verbally.
And so it is my understanding that the County Commission
are not really responsible -- because as my presentation will shQ�
not really responsible for the county clerk's office because it. I
separately elected office and so on, so forth; however, the e on why
I'm bringing this before you is because you, the board geed our
contract, approved our contract, and authorized the
Commissioners' Office to sign our contract or eng a 'n a moving
services, approved the dollar amounts and so o And that's
why I'm standing before you, because we're at odds. We don't have an
answer.
So that -- okay. So the expl at' a verbally received by
the Finance Department is that the er contract pricing method
for the Property Appraiser's Off. applied, that instead of the
current approved Contract 10 , that had been awarded in March of
2010, the previous contr t to effect February of 2006, Contract
No. 06 -3984 for full servic _ rofessional movers, should have been
applied.
The contra d been reviewed in February -- had been renewed
in February 09 - or the period of one year from June 20, 2009,
until June , and was utilized to relocate the annex building
and Financ artment -- and the Finance Department further went
on to. `` at since no official transfer of the 2006 extended contract
to ;l`Ie av 2010 contract occurred, the pricing method of the 2006
co - PP 1 t would apply.
INV
contacted the Finance Department and requested clarification of
what my Accounting Department had informed me of and responded
in defense that the new contract posted February 12, 2010, and notice
of award March 17, 2010, was the implemented contract pricing used
Page 26
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12/13/2011 Item 10.J.
October 25, 2011
to provide a bid to relocate the Property Appraiser's Office, Contract
No. 10 -5443.
The same contract number that the County Clerk's Office asked
you, the commissioners, to approve on October 12th for full payment
of $58,727.55 under that contract additionally requested the rene 1
authorization of our relocation services contract.
The Finance Department apologized and stated there's 1 g
they can do; the decision has been made. And at the ends -- and
that's the end of it.
I went on to reiterate that the moving and reloc contract was
issued in March of 2010, and the Property Ap rai ' ice moved
in July of 2010, well past the extended contrac hich had
expired in June of 2010, and that the submi ed icing structure was
based on the 2010 award contract term, the old six -- 2006
contract, which was extended in 2009 NAQ 12 -month period.
p
Unfortunately, with no prevai c most noteworthy, no written
or other type of documentation ain the position of the Collier
Clerk's Finance and Account partment, and -- other than this
verbal communication ansfer of a much lesser amount
invoiced.
Although reppatedLtequests were made to receive a document and
explanation defi* &p the osition of the County Clerk's Office to date
p ty
none have be ce 'v' ed.
Sunceast ving & Storage then contacted Skip Camp, Director
of Facilitie agement, and asked him to assist us in the final
pay "his department's request under the already approved
c d board approved payment balance on October 12, 2010.
is noteworthy that the County Clerk's Finance and Accounting
Department also submitted to you that request prior to your approval.
Unfortunately, Mr. Camp stated that he could not assist us in
getting paid since the County Clerk's Office and the Accounting
Department did not fall under his jurisdiction and went on to say that
Page 27
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October 25, 2011
the department, although part of the county, acts independently and is
not under any direction since it is a separately elected office.
I reiterated to Mr. Camp that the department and the Clerk's
Finance and Accounting Department recommended payment and
contract renewal in October of twenty -- 2010.
So at the end I'm almost done. So at the end of 2010,
before Christmas I went to see the County Manager's Office
Ochs, and -- to ask him to assist Suncoast Moving & Stor�nn
receiving final payment or a written explanation.,
CHAIRMAN COYLE: You need to wrap it u e quickly.
MR. DUESTERHOEFT: Yes, sir.
CHAIRMAN COYLE: Your time has to expired.
MR. DUESTERHOEFT: I appreciate 't. ill submit this for
the record.
CHAIRMAN COYLE: Yes, I think we've got the
gist of the issue. And, of course, y erstand that the purpose of
this hearing is to determine if w d bring it back for a full hearing
at a later date. It's not to solv problem right now, because there
are a lot of details here t to be gone over.
Commissioner Henni ?
COMMISSI ROHENNING: Just a question for staff. How
many contracts a have? And if we only have one, is it the 2006
or the 2010? ,
MR. Ms. Price will address that, Commissioner, for you.
MS. P : Commissioners, we had -- the '06 contract was
valid. June. New contract was --
RMAN COYLE: June of what year?
S. PRICE: June of 2010. The new contract was issued in
CHAIRMAN COYLE: What year?
MS. PRICE: Of 2010. And the work was to be done in July of
2010 after the first contract had expired. We issued the purchase order
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on the new contract, the 2010 newly competed contract.
COIMSSIONER HENNING: Well, I guess I'm in favor of
bringing that back with more details.
CHAIRMAN COYLE: Okay. Is that a motion?
COMNIISSIONER HENNING: Yeah, that's a motion.
COMNIISSIONER FIALA: I'll second it.
CHAIRMAN COYLE: Okay. We have a motion by
Commissioner Henning to bring it back for consideration ^public
hearing, second by Commissioner Fiala.
Commissioner Hiller?
COMMISSIONER HILLER: Yeah. Len th c n act, the 2010
contract, was competitively bid, correct?
MS. PRICE: Competitively quoted. I waexpected to be a
contract under $50,000.
COMMISSIONER HILLER: i ever came before the
Board of County Commissioners, ff approved that contract?
MS. PRICE: Until it was aio� o go over the 50,000, and then it
was approved b the commis 's on October the 12th of 2010.
pP Y
CONWISSIONERAft Okay. Because I'm reviewing the
notes here, and my unders ing is that this contract was awarded,
and it was anticipa d toobe under 50,000. It was not.board approved.
There were thr� otes. Suncoast Moving & Storage came in as the
lowest quote . 3,4 , a PO was signed with Suncoast to include the
additional ' s requested by the property appraiser for 48 eight,
and then in June. Then on --
AUL
CE: In July.
MISSIONER HILLER: Well, my understanding is that the
w st started in June. But then there was a change order, okay.
The e was a change requested by Suncoast for additional work on
June the 16th for $9,000, that there was no formal change order done,
which increased the total to 58,700, which was over the 50,000
threshold and significantly higher than the other two bids which were
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October 25, 2011
56 and 52 respectively compared to the 43.
The work continued, and then the invoice was finally submitted
in August, and a payment, as was described, was made in September
for 49,620.
And then in October, as you say, that was when this matter
brought to the board with respect to the increased costs over 50
So -- and then ve ou' t th
y go a issue of the two different pay rai
pursuant to these two contracts.
I really have a concern with how this whole contr handled
from a purchasing standpoint, and I think it highli eal weakness
in our purchasing systems.
And if I remember correctly, had hire me • the board
Y� Y�
approved about $10,000 to hire an outside antoley, and he was
supposed to evaluate how we handle pure , and you were
supposed to come back and report o< ecommendations he had
for improvements. I mean, this is le of the kind of problems
P p
we should not be having. I me know, it goes -- the fact that
this didn't come back to the b at we're delegating discretionary
arY
spending authority and ing into problems like this is exactly
what should not occur.
Based on wh4t I'm Looking at and based on what I have reviewed
in terms of the d ents here, it does not appear that this gentleman,
unfortunately nt - ed to any more money.
CHA COYLE: Well, that's not --
CO IONER HILLER: So I would not be able to support
bring -i ack. But I just want to explain that based on all the
i n we have.
�N COYLE: Commissioner Hiller, the motion is not
to award any more money or to even resolve this at the present time.
COMMISSIONER HILLER: I understand, but that is --
CHAIRMAN COYLE: The issue --
COMMISSIONER HILLER: -- that is what the petitioner is
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requesting. The petitioner is requesting that we bring this back to
consider him being awarded the additional dollars. And because of
what I have determined, I don't think that would be possible.
CHAIRMAN COYLE: Well, Commissioner Hiller --
COMMISSIONER HILLER: But I just want to explain thaN
CHAIRMAN COYLE: we're bringing it back for a full
hearing so we can determine the accuracy of what you're say, so.
COMMISSIONER HILLER: I'm saying I don't beli hat
there's a need to bring it back. I think the evidWfit . to what
the situation is and why it has occurred the wad I gust gave
you the chronology with respect to this particuSo, unfortunately, I can't support it. And of the
gentleman, I just want to be fair with you aud e-Aplain to you why I
can't and why I don't think we need to mo orward.
COMMISSIONER FIALA: al r h question.
CHAIRMAN COYLE: All i , please signify by saying
aye.
COMMISSIONER FI ye.
CHAIRMAN CO e.
COMMISSIONER C ETTA: Aye.
COMMISSI ER 1ENNING: Aye.
CHAI y . OYLE: Any opposed, by like sign.
Cyttl R HILLER: Aye.
C COYLE: So you will get a public hearing, and we
will hay on both sides of this, and we will determine what
was ther or not it was done correctly.
DETHLEFSEN: Thank you.
COYLE: And we will determine whether or not it
was air to deny you the payment or not. That's what a public hearing
is for. Thank you.
MR. DETHLEFSEN: Thank you.
COMMISSIONER HILLER: No, I'd like to make a comment.
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CHAIRMAN COYLE: Go ahead.
COMMISSIONER HILLER: I really would like to see that
report that the board authorized. I've never received a copy of it. I
would like to know what was recommended and -- thank you -- and I
would specifically like to know what this attorney said with respto
the delegation of discretionary spending authority to staff.
So, you know, if staff could please send me a copy -- L4-i4,0,U
could please send me a copy of that attorney's report, and u could
bring this back as an agenda item because, you know, `"`i sly, there
are problems. When I look at what happened here, would hate
to see this happen h �°°
pp to another vendor.
MR. OCHS: Yes ma'am.
CHAIRMAN COYLE: Thank you ve rrich, sir.
COMMISSIONER HILLER: Th
MR. DETHLEFSEN: I want 4d i e copy of my full --
CHAIRMAN COYLE: You
--. MR. OCHS: To the court r r right there.
CHAIRMAN COYLE: e it right there on her desk. Thank
you.
MR. DETHLEFSEN: hank you.
MR. OCHS: ,Con-knissioners, that takes us to Item 9 on your
agenda this mori
Item #9A
RES N 2011 -196: REAPPOINTING PAT HUMPHRIES TO
T DEN GATE ESTATES LAND TRUST COMMITTEE —
ED
MR. OCHS: 9A is appointment of member to the Golden Gate
Estates Land Trust Committee.
COMMISSIONER COLETTA: Motion to approve the
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October 25, 2011
committee's recommendation of Pat Humphries.
COMMISSIONER FIALA: Second.
CHAIRMAN COYLE: Motion to approve the committee's
recommendation for -- of Pat Humphries by Commissioner Coletta,
seconded by Commissioner Fiala.
All in favor, please signify by saying aye.
COMMISSIONER HILLER: Aye.
COMMISSIONER FIALA: Aye.
CHAIRMAN COYLE: Aye. '
COMMISSIONER COLETTA: Aye.
COMMISSIONER HENNING: Aye.
CHAIRMAN COYLE: Any opposed, by
(No response.)
CHAIRMAN COYLE: It passes usly.
Item #9B
RESOLUTION 2011 -197: TING BRUCE BARONE JR. TO
THE CONSERVATIO R LAND ACQUISITION
ADVISORY COMMITT ADOPTED
MR. OCH is appointment of member to the Conservation
Collier Land c,�uis ion Advisory Committee.
CO I NER FIALA: Motion to approve Jacob Winge.
CO IONER COLETTA: Second.
Aft r N COYLE: All in favor -- motion by Commissioner
F' al' ppoint
Ifin Jacob Winge and seconded by Commissioner Coletta.
favor, fY by saying aye. lease signify P 1� Y
COMMISSIONER FIALA: Aye.
COMMISSIONER COLETTA: Aye.
CHAIRMAN COYLE: Any opposed, by like sign.
COMMISSIONER HILLER: Aye.
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