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Backup Documents 11/08/2011 Item #16A10 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP .J n , TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO .L 6 /4 I THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE Print on pink paper.Attach to original document Original documents should be hand delivered to the Board Office.The completed routing slip and original documents are to be forwarded to the Board Office only after the Board has taken action on the item.) ROUTING SLIP Complete routing lines#1 through#4 as appropriate for additional signatures,dates,and/or information needed.If the document is already complete with the exception of the Chairman's signature,draw a line through routing lines#1 through#4,complete the checklist,and forward to Ian Mitchell (line#5). Route to Addressee(s) Office Initials Date (List in routing order) Co Tac ii U,v4 4416 rn e-xi ») l .2,t) 2. 3. 4. 5. Ian Mitchell, BCC Supervisor Board of County Commissioners D I l I Z51/// 6. Minutes and Records Clerk of Court's Office PRIMARY CONTACT INFORMATION (The primary contact is the holder of the original document pending BCC approval.Normally the primary contact is the person who created/prepared the executive summary.Primary contact information is needed in the event one of the addressees above,including Ian Mitchell,need to contact staff for additional or missing information.All original documents needing the BCC Chairman's signature are to be delivered to the BCC office only after the BCC has acted to approve the item.) Name of Primary Staff k A Phone Number Contact I" 1 ar tem e �2$S A.rYTh c9 5a - 5113 Agenda Date Item was )40V. ,�, Agenda Item Number /,, Approved by the BCC '/ 23-1 I 'V`"A `o Type of Document ^ Q,r1 1 Number of Originals C Attached h je ©/'�G1 t r- Documents Attached `� INSTRUCTIONS & CHECKLIST Initial the Yes column or mark"N/A"in the Not Applicable column,whichever is Yes N/A(Not appropriate. (Initial) Applicable) 1. Original document has been signed/initialed for legal sufficiency.(All documents to be signed by the Chairman,with the exception of most letters,must be reviewed and signed by the Office of the County Attorney. This includes signature pages from ordinances, resolutions,etc.signed by the County Attorney's Office and signature pages from L�/]// contracts,agreements,etc.that have been fully executed by all parties except the BCC ���' (( Chairman and Clerk to the Board and possibly State Officials.) — 2. All handwritten strike-through and revisions have been initialed by the County Attorney's Office and all other parties except the BCC Chairman and the Clerk to the Board kV 3. The Chairman's signature line date has been entered as the date of BCC approval of the document or the fmal negotiated contract date whichever is applicable. 4. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's signature and initials are required. -ec 5. In most cases(some contracts are an exception),the original document and this routing slip should be provided to Ian Mitchell in the BCC office within 24 hours of BCC approval. Some documents are time sensitive and require forwarding to Tallahassee within a certain WA- time frame or the BCC's actions are nullified.Be aware of your deadlines! 6. The document was approved by the BCC on (enter date)and all changes made during the meeting have been incorporate in the attached document.The County Attorney's Office has reviewed the changes,if applicable. I:Forms/County Forms/BCC Forms/Original Documents Routing Slip WWS Original 9.03.04,Revised 1.26.05,Revised 2.24.05,Revised 7.31.09 16A1 ( MEMORANDUM Date: November 30, 2011 To: Marlene Messam, Sr. Project Manager Trans/ECM From: Teresa Polaski, Deputy Clerk Minutes & Records Department Re: Change Order #3 to Contract #08-5130 Attached please find one original of the document (Agenda Item #16A10), as referenced above and approved by the Board of County Commissioners on Tuesday, November 8, 2011. The Minutes and Records Department has retained the second original document to be kept in the Official Records of the Board. If you should have any questions, please call me at 252-8411. Thank you. Attachment (1) P , ,-, 4 A ID 47 a 4. ,0 G..., -� .__ - _ _ Purchasing Department Administrative Change Modification Form Purchasing ►mot Contract Change Request ❑Work Order Modification Contract#: 08- Mod#: 3 PO/Work Order#:45- Project Name:ABC Standard& Pilot 5130 108526 Bridge Construction Project#: 66066 Project Manager: Department:Transportation Contractor/Firm Name:CME Marlene Messam Engineering Associates, Inc. Original ContracWllork Order Amount $ 395,012.00 5/12/09 Original BCC Approval Date;Agenda Item#16E Current BCC Approved Amount $ 429,307.00 Last BCC Approval Date;Agenda Item# Current Contract/Work Order Amount $ 429;307.00;' SAP Contract Expiration Date(Master) Dollar Amount of this Change $33,000.00 17.04% Total Change from Original Amount Revised Contract/Work Order Total $462,307.00 7.69% Change from Current BCC Approved Amount Cumulative Changes $67,295.00 7.69% 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: 01/27/2010 12/03/11 change): 6/02/2014 Number of days added(if Explain why additional days are needed(detailed/specific): extension, must attach current insurance certificate(s)from SIRE Additional days are needed for bidding services and to complete post design services. or obtain from vendor): 912 Also,design of a parallel project to provide safety improvements along 23w St SW is being completed. The County would like to let the 23rd St SW safety improvement project with the construction of the bridges under one contract.With both projects being combined projects, it is anticipated that the construction duration for the entire project will be 2.5 ears due to the phasing of the combined project. ❑Add new task(s) ❑ Change task(s) ❑ Delete task(s) ❑ Other s eci ( P fY): 1. Provide a detailed and specific explanation of the requested change(s)to the task(s): The design contract was approved by the board on May 12, 2009. Design is now complete and the project is ready for advertisement in November, 2011. The need for Post Design Services was identified in the original contract but not included in the final scope negotiations. Post Design Services includes review and approval of shop drawings; responding to requests for information; participation in meetings when requested and for Certification of the project once completed. Change Order Number 3 provides the additional time and funding to provide this service. 2. Provide detailed rationale for the requested change: a) Design of a parallel project to provide safety improvements along 23rd St SW is being completed. The County would like to let the 23rd St SW safety improvement project with the construction of the bridges under one contract. With the combined projects, the construction duration will increase. b) Contract 08-5130 will expire on 12/03/2011 and the engineers will be needed to provide post design services as stated in item#1. 3. Provide explanation why change was not anticipated in original scope of work: c) The need for the services was always anticipated in the original contract; however, the fees for the post design and bidding services were not included in the original negotiations. d) The construction start date of the bridge construction was delayed due to right of way condemnation, which could not have been foreseen in its entirety. In addition, it is hoped that bidding both the safety improvement project and the bridges together will result in a cost savings to the County. 4. Describe the impact if this change is not processed: Revised:7/27/11 1 O, ..."(1JI uu IvJ Iiavc ''.L71JQuJIUly auuuwaI el yinrsaiucy ' Yt.:es. 1 y 6 10 i b) A further delay to this,..oject is not an option at this time. 4, 77 Type of Change/Modification go 1. Planned/Elective : 2. Unforeseen conditions/circumstance 1 ❑ 3. Quanti or .rice adjustment ■ 4. Correction of erro s IIIII 5.Value added i CI 6. Schedule adjustment ............ ..... Change Requested By ■ Contractor/Consultant l Owner • Usin. Department I Des`.n Professional II R z..ulat• A.en +ec' : 1$ Other +ec. . Purchasin. Professional Partich ated in Ne.•tiation of Cha +e/Modification: • Yes No Approved by: Date:w%7i/ Name and Titl ' - ` mad.. ', Dir-*� TECM m " Wit//. Reviewed by row„ ` Date: Procurement -tr-teg s Name: Rhonda umm Revised:7127/11 2 6a a/ via�i uvca nV�navo Ultl t.aNaunuy W'lIVYIUC.1UUL.lU1Q1 GII}�IIICCIIIIC� sCIVII;Cb. 10 b) A further delay to this project is not an option at this time. Type of Change 1 Modification 1. Planned/Elective 2. Unforeseen conditions/circumstance • 3.Quantit or . 'ce adjustment 4.Correction of error(s) 5.Value added ►11 6. Schedule adjustment Change Requested By Contractor/Consultant ROwner =Using Department Design Professional Regulatory Agency(sped ): Other Purchasing Professional Participated ge ( � g gated in Negotiation of Change/Modification: Yes �No Approved by y i ■ Date:/4,/.2-071—. v/.2D / Name and Titl-• -y .I mad .E., Dire..•r,TECM _Reviewed by: Date: Procurement Strategist's Name:Rhonda Cummings Revised:7/27/11 2 CHANGE ORDER 1 6 A 10 CHANGE ORDER NO. 3 CONTRACT NO. 08-5130 BCC Date: 5/12/2009 Agenda Item: 16B5 TO: Mr. P. Bradford Cheney, P.E., L.S. CME Associates, Inc. 333 East River Drive, Suite 400 East Hartford, CT 06108 DATE: October 14,2011 PROJECT NAME: Accelarated Bridge Construction Standard&Pilot Bridge Construction PROJECT NO.: 66066 Under our AGREEMENT dated May 12,2009 You hereby are authorized and directed to make the following change(s) in accordance with terms and conditions of the Agreement: To complete Construction Activities as identified in the Professional Services Agreement Schedule A as Included below: CONSTRUCTION ACTIVITIES: Post Design Services(Time and Materials, not to exceed) a) Provide support to the County during preparation of bid package - $3,000.00 b) Attend a pre-bid meeting- (Expenses were already captured in the original contract) c) Answer questions posed by contractors(RFIs& Shop drawing reviews)-$ 10,000.00 d) Analyze bids and recommend the contractor selection-$1,500.00 e) Provide support to the County during construction - $7,500.00 I) Provide project final certification&closeout(new task added)-$11,000.00 FOR THE(Additive) Sum of: $_($33,000.00);Thirty Three Thousand Dollars. Original Agreement Amount $395.012.00 Sum of Previous Changes $34,295.00 This Change Order add $33,000.00 T&M not to exceed Present Agreement Amount $462,307.00 The time for completion shall be increased or decreased by 912 calendar days due to this Change Order. Accordingly, the Contract Time is now 1777 calendar days. The substantial completion date is December 2, 2013 and the final completion date is June 2, 2014. Your acceptance of this Change Order shall constitute a modification to our Agreement and will be performed subject to all the same terms and conditions as contained in our Agreement indicated above, as fully as if the same were repeated in this acceptance. The adjustment, if any, to the Agreement shall constitute a full and final . , ,...... ,...' 16A10 settlement of any d all claims .?f-the Contractor arising out of or related to the change set forth herein, includin:clapins for im'act awll delay costs. Prepared by / i r°,,� ...4 1 Date: /0 - //- 1 f arlene Messamf Project Manager T`ansportation Eineering Approved By:,�`� �, i W e,, Date: (c/ ' 20/t Brian Busch, P.E.,Design Professional CME Associates,Inc. 1 Accepted by: 4, Date: /0/z / i P. Bradford t'4tv.,ey,P.E., L.S. CME Associates,Inc. Approved by �rir ,/' Date: 7:24/// ay . • -.7'E., T T . .ortation Engineering&Constr. Mgt. Approved by: Date: • Feder, /CP. owth Management 47//(Approved by: `...ti adi/I` Date: o •a Cummings, Procurement i z7 Date: November 8 , 2011 ATTEST: BOARD OF COUNTY COMMISSIONERS OF �,^ COLLIER COUNTY FLORIDA D ,,:a" Brocle lerk IV/. ',', .`;i v BY: x .R, � Fred W. Coyle, Chairman ` ,r riAt�tlk uTY CLERK .Irv ' As1-0701m ' - i to Print Name: SCOTT R. TEACH AisistartCCounty Attorney DEPUTY cU CL o: 0 c~n = 2 Lu O. v m o L. O \ % is Q 000 w W W � Q 'A .0 ° z 0 Z W Q Z '3 p illa re � ` cDF- 0 a H a� No < H g W Q z Iw- ma 0 Q2z a CL _ _ \ oi- 5 Z ix Al ri a 1- Op a W o z g wm0 z W Q ( z ILI m Z I- i