Agenda 09/25/2018 Item #16E 709/25/2018
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 transpar ency 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; and
Other items as determined by the County Manager or designee that require Board approval.
This administrative report includes the following:
Five (5) change orders that in aggregate modify contracts by -$217,862.13 and add 122 calendar
days to completion periods, see attached summary and backup for details;
Zero (0) amendments this period; and
Two (2) after the fact memos with a fiscal impact of $15,165.82.
FISCAL IMPACT: The net total for the seven (7) items is -$202,696.31
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: Sara Schneeberger, Procurement Strategist, Procurement Services
ATTACHMENT(S)
1. 0925 Change Order Report - FY18 (PDF)
2. 0925 Change Order Backup - FY18 (PDF)
3. 0925 After the Fact Report - FY18 (PDF)
4. 0925 After the Fact Backup - FY18 (PDF)
16.E.7
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09/25/2018
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.7
Doc ID: 6644
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: 09/25/2018
Prepared by:
Title: Business Technology Analyst, Senior – Procurement Services
Name: Sara Schneeberger
09/05/2018 3:32 PM
Submitted by:
Title: – Procurement Services
Name: Ted Coyman
09/05/2018 3:32 PM
Approved By:
Review:
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 09/05/2018 3:59 PM
Procurement Services Ted Coyman Additional Reviewer Skipped 09/06/2018 12:22 PM
Procurement Services Ted Coyman Additional Reviewer Completed 09/06/2018 12:23 PM
Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 09/07/2018 2:47 PM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 09/11/2018 5:16 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 09/12/2018 7:35 AM
County Attorney's Office Emily Pepin CAO Preview Completed 09/12/2018 9:19 AM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 09/13/2018 8:33 AM
Office of Management and Budget Laura Wells Additional Reviewer Completed 09/13/2018 9:34 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 09/18/2018 2:42 PM
Board of County Commissioners MaryJo Brock Meeting Pending 09/25/2018 9:00 AM
16.E.7
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Item page #Contract/ Grant No.Change #DateProject Name Vendor Name Division ‐ Project ManagerOriginal Contract AmountCurrent Contract Amount Current Change Order AmountRevised Contract Amount% Over Board Approved AmountContract LengthChange in length (Days)Updated contract length Change in length (%)1 1 16-6694 2 8/23/2018Heritage Bay Master Pump StationDouglas N. Higgins, Inc. PUEPMD - Wayne Karlovich $1,681,760.00 $1,681,760.00 $0.00 $1,681,760.00 0.00% 492 45 537 9.15%2 3 18-7339 1 8/31/2018NCRP Artificial Turf ConversionHellas Construction Inc.Parks & Recreation - David Berra$4,107,031.00 $4,107,031.00 ($220,366.00) $3,886,665.00 -5.37% 100 14 114 14.00%3 6 18-7329 1 8/17/2018 Building G Alterations DEC Contracting GroupFacilities Management - Claude Nesbitt$1,027,661.00 $1,027,661.00 $2,503.87 $1,030,164.87 0.24% 150 0 150 0.00%4 10 13-6164 1 9/4/2018Goodlette-Frank Rd Outfall Feasibility StudyAgnoli, Barber and Brundage, Inc.Capital Proj. Planning, Impact Fee & Program Mgmt - Robert Wiley$62,430.00 $62,430.00 $0.00 $62,430.00 0.00% 150 31 181 20.67%5 12 13-6164 2 9/4/2018Gordon River Improvements Master PlanAgnoli, Barber and Brundage, Inc.Capital Proj. Planning, Impact Fee & Program Mgmt - Liz Gosselin$149,972.00 $163,149.50 $0.00 $163,149.50 0.00% 525 32 557 6.10%Meeting Date Total number of Change ordersTotal Dollar ChangeTotal Change in Days9/25/2018 5 -$217,862.13 12216.E.7.aPacket Pg. 2160Attachment: 0925 Change Order Report - FY18 (6644 : Procurement Services Administrative Reports)
saraschneeberger@col
liergov.net
Digitally signed by saraschneeberger@colliergov.net
DN: cn=saraschneeberger@colliergov.net
Date: 2018.08.29 12:42:51 -04'00'
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saraschneeberger
@colliergov.net
Digitally signed by
saraschneeberger@colliergov.net
DN: cn=saraschneeberger@colliergov.net
Date: 2018.08.31 13:02:37 -04'00'
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saraschneeberger@c
olliergov.net
Digitally signed by
saraschneeberger@colliergov.net
DN: cn=saraschneeberger@colliergov.net
Date: 2018.09.04 14:29:31 -04'00'
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Packet Pg. 2166 Attachment: 0925 Change Order Backup - FY18 (6644 : Procurement Services Administrative Reports)
DEC
auGUST 13,2018
WELLNESSCENTER
Contract No:18-7329
RCO 001
UNFORESEEN ETT. CONOITIONS
Contractors- Construction ManaSers - Desitn Buiders
ITEM NO. OESCBIPTION
1 Removal of Unforeseeo Ext, Conditions
SUBCONRACIOR
s0.00
LAEOR
52,!77.28 90.00
SUE.MARXUP
5277.73
SUBTOTAL
s2,395.01
EQUIP
Sub Tot6lMaterial, Labor &Equip:
5%GC Mark - Up Material, Labor & Equip.l
sub Total Tax & Sub-Markup:
hem Sub Total:o.m 2,!n.28 o.m I
-
s2,s03.87
52,11128
5r08 86
52t7.73
r
7 16.E.7.b
Packet Pg. 2167 Attachment: 0925 Change Order Backup - FY18 (6644 : Procurement Services Administrative Reports)
EXECUTIVE SUMMARY
Recommendation to award Invitation to Bid (ITB) Solicitation No. 18-7329 Collier County Building
G Alterations to DEC Contracting Group, for the renovation of Collier County Building G in the
amount of $1,027,661, and to provide for a 10% Owners Allowance of $102,766 for potential
unforeseen conditions, authorize the Chairman to execute the attached construction services
contract, and authorize the necessary budget amendment.
OBJECTIVE: To Award ITB Solicitation 18-7329 Collier County Building G Alterations to DEC
Contracting Group in the amount of $1,027,661 and to provide for a 10% Owners Allowance of $102,766
for potential unforeseen conditions, and to authorize the necessary budget amendment.
CONSIDERATIONS: Collier County Building “G” on the government complex was vacated by the
Procurement Division in April 2017. It was temporarily occupied by the Tax Collectors Office while the
Tax Collectors building, "C-1" was renovated.
The renovations will include the creation of 3 medium sized, open spaces for fitness training and wellness
activities. ADA compliant showers, restrooms, and lockers are to be constructed and energy efficient
systems and equipment are to be installed. The space is intended to consolidate various spaces that the
Risk Management Division utilizes on and off campus to deliver wellness opportunities to Collier County
employees.
The four group Wellness fitness programs of Zumba, Circuit Training, Mat Pilates and Yoga currently
offered four days per week in the Courthouse area will be moved to the new facility. Limited physical
rehabilitation services for treatment of our Worker’s Compensation injuries will also be re-located to the
Center. The facility’s floor plan will accommodate offering multi-programs for cardio and group fitness
consistent with the employee comments from the Fitness Facility survey. Program expansion for more
group cardio fitness programs (i.e. Step Aerobics, Interval Training) and group fitness programs. (i.e.
Stability Ball core fitness, Kettlebell weight training) is currently being planned to meet staff preference.
On March 28, 2018, the Procurement Services Division issued ITB Solicitation 18-7329 – Collier County
Building G Alterations to 4,719 vendors. Vendors downloaded one hundred seven (107) bid packages and
on May 9th, the County received seven (7) bids, summarized below.
The bid incorporates the following:
Base bid is for alterations to the existing Building G for a health and wellness facility.
Alternate #1a through #1i are alternates for various interior wall and floor finishes and specialties.
Bidder Base Bid
Alternate
#1a thru 1i
Base Bid + All
Alternates
Responsive/
Responsible
Coastal Concrete Products $882,200 $117,200 $999,400 No/Yes
One Source Construction $935,077 $91,051 $1,026,128 No/Yes
DEC Contracting $927,129 $100,532 $1,027,661 Yes/Yes
Gulfpoint Contracting $933,716 $106,752 $1,040,468 Yes/Yes
Compass Construction $975,502 $106,727 $1,082,229 Yes/Yes
Vantage Construction $985,632 $142,834 $1,128,466 Yes/Yes
Made in Rio LLC $1,068,326 $95,470 $1,163,796 Yes/Yes
Engineer’s Estimate
$984,450
included
$984,450
8 16.E.7.b
Packet Pg. 2168 Attachment: 0925 Change Order Backup - FY18 (6644 : Procurement Services Administrative Reports)
Staff reviewed the bids. Staff determined that Coastal Concrete was non-responsive due for lack of
projects of similar magnitude and nature as submitted in their statement of experience. One Source
Construction was deemed non-responsive for failing to provide a bid bond in an amount of not less than
5% of the total bid. Staff therefore recommends that the contract be awarded to DEC Contracting, the
lowest responsible and responsive bidder, based on the award of the base bid, plus Alternates 1a, 1b, 1c,
1d, 1e, 1f, 1g, 1h and 1i, in the total amount of $1,027,661.
FISCAL IMPACT: The total amount of the award is $1,027,661. An additional Owners Allowance of
$102,766 is recommended to account for potential unforeseen conditions during construction. The total
amount for the project is $1,130,437. Funding, in the amount of $354,635, is provided for Building "G"
Renovations, Project No. 50148, in County Wide Capital Fund (301). A Budget Amendment will
disburse additional funds needed in the amount of $775,792 from the County Group Health Fund
Reserves (517-919010-996300) to the project.
GROWTH MANAGEMENT IMPACT: There is no impact to the Collier County Growth Management
Plan.
LEGAL CONSIDERATIONS:
RECOMMENDATION: To award Invitation to Bid No. 18-7329 Building "G" Renovation, Risk
Management Wellness Center, to DEC Contracting Group, in the amount of $1,027,661, and to provide
for a 10% Owners Allowance of $102,766 for potential unforeseen conditions, authorize the Chairman to
execute the attached contract, and to authorize a budget amendment in the amount of $775,792 from
funding source 517-919010-996300 to fund the award and an Owners Allowance.
Prepared By: Claude Nesbitt, Project Manager, Division of Facilities Management
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saraschneeberge
r@colliergov.net
Digitally signed by
saraschneeberger@colliergov.net
DN: cn=saraschneeberger@colliergov.net
Date: 2018.09.04 16:27:16 -04'00'
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saraschneeberge
r@colliergov.net
Digitally signed by
saraschneeberger@colliergov.net
DN:
cn=saraschneeberger@colliergov.net
Date: 2018.09.04 16:29:48 -04'00'
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Packet Pg. 2173 Attachment: 0925 Change Order Backup - FY18 (6644 : Procurement Services Administrative Reports)
Item page #Contract or Purchase OrderDateDescription of Project Vendor Name Division ‐ Director Fiscal Impact Description1 1 4600003644 8/22/2018Purchase of gasoline and dieselSeminole Petroleum Fleet Management - Dan Croft $14,588.00 Division exceeded their purchase order balance after the contract had expired.2 4 4500181464 8/28/2018Purchase of aircraft parts and suppliesAviall EMS - Tabatha Butcher $577.82 Division exceeded the $3,000 threshold without obtaining quotes prior to the purchase.Meeting Date Total number of Memos Total Fiscal Impact9/25/20182$15,165.8216.E.7.cPacket Pg. 2174Attachment: 0925 After the Fact Report - FY18 (6644 : Procurement Services Administrative Reports)
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316.E.7.dPacket Pg. 2177Attachment: 0925 After the Fact Backup - FY18 (6644 : Procurement Services Administrative Reports)
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
Steven Adams EMS
Tabatha Butcher Aviall
$577.82 4500181464
✔
We currently have a blanket purchase order in the amount of $3,000 for ordering aircraft parts
and supplies. Additional parts were ordered and we exceeded the $3,000 threshold without
obtaining quotes prior to the purchase.
Requesting payment for Invoice #9307703089 in the amount of $577.82.
Staff will make sure to follow the Procurement Ordinance by obtaining 3 quotes when exceeding
the $3,000 threshold and increase the purchase order prior to ordering any goods or services.
Steve Adams
AdamsSteven Digitally signed by AdamsSteven
Date: 2018.08.10 13:53:36
-04'00'
Tabatha Butcher
ButcherTabatha Digitally signed by ButcherTabatha
Date: 2018.08.28 11:51:51 -04'00'
4 216.E.7.d
Packet Pg. 2178 Attachment: 0925 After the Fact Backup - FY18 (6644 : Procurement Services Administrative Reports)
SHIP NUMBER: 8006074550
INVOICE ALL RETURNED MERCHANDISE IS
SUBJECT TO A HANDLING CHARGE
REMIT TO:
Aviall Services Inc.
PO BOX 842267
Dallas TX 75284-2267 US
Questions? Call 1-800-AVIALL-1 PAGE - 1
INVOICE NUMBER:
INVOICE DATE:
DUE DATE:
BILL TO:
9307703089
06JUL18
05AUG18
CUSTOMER NUMBER: 10020739
COLLIER COUNTY HELICOPTER
OPERATIONS, EMS
2375 TOWER DR
NAPLES FL 34104-3528
USA
SHIP TO:
COLLIER COUNTY HELICOPTER
OPERATIONS, EMS
2375 TOWER DR
NAPLES FL 34104-3528
USA
SHIP FROM:
AVIALL MIAMI CSC
3350 Davie Road STE 205
Davie 33314
FL US
ORDER NUMBER:1004223373
ORDER DATE:06JUL18
TRACKING NUMBER:446967794412
SALES PERSON:Thomas Kimbr
METHOD:EXW
CURRENCY:United States Dollar
TERMS:N030 - Net 30
CUSTOMER PO :4500181464
LINE PO LINE ITEM QUANTITY SELL UOM DISCOUNT NET AMOUNT
DESCRIPTION UNIT PRICE PRICE UOM
1 MS35338-45 100 EA 0.00 3.00
WASHER: LOCK,SPLIT,ST 0.0300 USD
LINE LOT/BATCH:7364815229
SERIAL NO:
MFG :28
2 AN833-8D 5 EA 0.00 73.40
ELBOW: 90DEG,FLARED,AL 14.6800 USD
LINE LOT/BATCH:7364599811
SERIAL NO:
MFG :28
3 01-0770062-03 1 EA 0.00 501.42
POWER SUPPLY: STROBE,28VDC 501.4200 USD
LINE LOT/BATCH:7364567639
SERIAL NO:
CERTIFICATE OF CONFORMANCE
It is hereby certified that Aviall Services, Inc. , is an approved distributor and meets all requirements of
ISO9001, AS9100, AS9120 and AC00-56 at 2750 Regent Blvd. DFW Airport,Texas The products,
articles or parts referenced on this document are in new or overhauled condition and were purchased
from an approved source (FAA, EASA, TCCA, Mil Spec or Commercial). The original manufacturers
certifications' are maintained on file at our central office location, and copies are available upon request
or at Aviall.com For overhauled or repaired products, articles or parts, the original FAA 8130-3 / EASA
Form 1 (Return to Service) or Yellow Tag, from the FAA/JAA/EASA approved Air Agency are attached
to the component.
Signature ______________________________________________
JR Hofmann, Director Quality Assurance & Training
07/06/18
----------------
Date
NET AMOUNT:
ADD ON FEES:
FREIGHT CHARGES:
NET INVOICE AMOUNT:
INVOICE DISCOUNT:
TAX AMOUNT:
TOTAL INVOICE AMOUNT:
THIS IS TO CERTIFY THAT AVIALL HAS COMPLIED WITH THE PROVISIONS OF THE FAIR LABOR STANDARDS ACT OF 1938 AS
AMENDED.
5 16.E.7.d
Packet Pg. 2179 Attachment: 0925 After the Fact Backup - FY18 (6644 : Procurement Services Administrative Reports)
SHIP NUMBER: 8006074550
INVOICE ALL RETURNED MERCHANDISE IS
SUBJECT TO A HANDLING CHARGE
REMIT TO:
Aviall Services Inc.
PO BOX 842267
Dallas TX 75284-2267 US
Questions? Call 1-800-AVIALL-1 PAGE - 2
INVOICE NUMBER:
INVOICE DATE:
DUE DATE:
BILL TO:
9307703089
06JUL18
05AUG18
CUSTOMER NUMBER: 10020739
COLLIER COUNTY HELICOPTER
OPERATIONS, EMS
2375 TOWER DR
NAPLES FL 34104-3528
USA
SHIP TO:
COLLIER COUNTY HELICOPTER
OPERATIONS, EMS
2375 TOWER DR
NAPLES FL 34104-3528
USA
SHIP FROM:
AVIALL MIAMI CSC
3350 Davie Road STE 205
Davie 33314
FL US
ORDER NUMBER:1004223373
ORDER DATE:06JUL18
TRACKING NUMBER:446967794412
SALES PERSON:Thomas Kimbr
METHOD:EXW
CURRENCY:United States Dollar
TERMS:N030 - Net 30
CUSTOMER PO :4500181464
LINE PO LINE ITEM QUANTITY SELL UOM DISCOUNT NET AMOUNT
DESCRIPTION UNIT PRICE PRICE UOM
MFG :3Y
These commodities, technology or software were exported from the United States in accordance with the Export Administration Regulations.
Diversion contrary to US laws is prohibited.
CERTIFICATE OF CONFORMANCE
It is hereby certified that Aviall Services, Inc. , is an approved distributor and meets all requirements of
ISO9001, AS9100, AS9120 and AC00-56 at 2750 Regent Blvd. DFW Airport,Texas The products,
articles or parts referenced on this document are in new or overhauled condition and were purchased
from an approved source (FAA, EASA, TCCA, Mil Spec or Commercial). The original manufacturers
certifications' are maintained on file at our central office location, and copies are available upon request
or at Aviall.com For overhauled or repaired products, articles or parts, the original FAA 8130-3 / EASA
Form 1 (Return to Service) or Yellow Tag, from the FAA/JAA/EASA approved Air Agency are attached
to the component.
Signature ______________________________________________
JR Hofmann, Director Quality Assurance & Training
07/06/18
----------------
Date
NET AMOUNT:
ADD ON FEES:
FREIGHT CHARGES:
NET INVOICE AMOUNT:
INVOICE DISCOUNT:
TAX AMOUNT:
TOTAL INVOICE AMOUNT:
577.82
0.00
577.82
0.00
0.00
577.82
THIS IS TO CERTIFY THAT AVIALL HAS COMPLIED WITH THE PROVISIONS OF THE FAIR LABOR STANDARDS ACT OF 1938 AS
AMENDED.
6 16.E.7.d
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