Agenda 10/23/2018 Item #16E 210/23/2018
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.
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 $0.00 and add 594 calendar days to
completion periods, see attached summary and backup for details; and
Two (2) amendments this period with a fiscal impact of $40,800; and
One (1) after the fact memos with a fiscal impact of $3,091.40
FISCAL IMPACT: The net total for the eight (8) items is $43,891.40
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. 1023 Change Order Report 2nd Revised - FY19 (PDF)
2. 1023 Change Order Backup 2nd Revised - FY19 (PDF)
3. 1023 Amendment Report - FY19 (PDF)
4. 1023 Amendment Backup - FY19 (PDF)
5. 1023 After the Fact Report - FY19 (PDF)
6. 1023 After the Fact Backup - FY19 (PDF)
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10/23/2018
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.2
Doc ID: 6990
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: 10/23/2018
Prepared by:
Title: Business Technology Analyst, Senior – Procurement Services
Name: Sara Schneeberger
10/05/2018 12:56 PM
Submitted by:
Title: – Procurement Services
Name: Ted Coyman
10/05/2018 12:56 PM
Approved By:
Review:
Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 10/05/2018 1:23 PM
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 10/05/2018 1:38 PM
Procurement Services Catherine Bigelow Additional Reviewer Completed 10/09/2018 11:53 AM
Procurement Services Ted Coyman Additional Reviewer Completed 10/09/2018 5:48 PM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 10/12/2018 2:46 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 10/12/2018 2:57 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 10/12/2018 4:13 PM
County Attorney's Office Emily Pepin CAO Preview Completed 10/12/2018 4:58 PM
Office of Management and Budget Laura Wells Additional Reviewer Completed 10/12/2018 5:08 PM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 10/14/2018 6:04 PM
Board of County Commissioners MaryJo Brock Meeting Pending 10/23/2018 9:00 AM
16.E.2
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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 18-7307 1 9/17/2018Livingston Rd Sidewalk ImprovementsInfinite Construction Transportation Engineering - Wilson Rumberger$222,490.57 $222,490.57 $0.00 $222,490.57 0.00% 120 0 120 0.00%2 5 13-6164 1 9/25/2018Wastewater Collections Model UpdateCarollo Engineers PUEPMD - Tom Chmelik $96,558.00 $96,558.00 $0.00 $96,558.00 0.00% 365 90 455 24.66%3 6 13-6164 3 9/26/2018Vanderbilt Lagoon Stormwater Outfall Recovery OptionsHighSpans EngineeringCapital Proj Planning, Impact Fees and Program Mgmt - Liz Gosselin$80,840.00 $130,350.00 $0.00 $130,350.00 0.00% 240 120 360 50.00%4 8 13-6164 1 9/26/2018 Lely Branch Canal Weir Agnoli Barber & BrundageCapital Proj Planning, Impact Fees and Program Mgmt - Ananta Nath$12,094.00 $12,094.00 $0.00 $12,094.00 0.00% 360 360 720 100.00%5 10 18-7265 1 9/22/201839th Ave NE Watermain Ext & Utility ConstructionCoastal Concrete ProductsPUEPMD - Paul Abbott $1,358,318.83 $1,358,318.83 $0.00 $1,358,318.83 0.00% 120 24 144 20.00%Meeting Date Total number of Change ordersTotal Dollar ChangeTotal Change in Days10/23/2018 5 $0.00 59416.E.2.aPacket Pg. 1546Attachment: 1023 Change Order Report 2nd Revised - FY19 (6990 : Procurement Services Administrative
1116.E.2.b
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4BSB4DIOFFCFSHFS
1SPDVSFNFOU4USBUFHJTU
SchneebergerSa
ra
Digitally signed by SchneebergerSara
DN: dc=net, dc=colliergov, dc=bcc, ou=Divisions,
ou=ASD, ou=ASD Purchasing, ou=Purchasing
User Accounts, cn=SchneebergerSara,
email=SaraSchneeberger@colliergov.net
Date: 2018.10.05 12:03:47 -04'00'
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tomchmelik@colliergov.ne
t
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DN: cn=tomchmelik@colliergov.net
Date: 2018.09.26 11:45:25 -04'00'
SchneebergerSar
a
Digitally signed by SchneebergerSara
DN: dc=net, dc=colliergov, dc=bcc, ou=Divisions,
ou=ASD, ou=ASD Purchasing, ou=Purchasing User
Accounts, cn=SchneebergerSara,
email=SaraSchneeberger@colliergov.net
Date: 2018.09.28 14:25:45 -04'00'
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SchneebergerS
ara
Digitally signed by SchneebergerSara
DN: dc=net, dc=colliergov, dc=bcc, ou=Divisions,
ou=ASD, ou=ASD Purchasing, ou=Purchasing
User Accounts, cn=SchneebergerSara,
email=SaraSchneeberger@colliergov.net
Date: 2018.10.01 09:14:05 -04'00'
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Schneeberger
Sara
Digitally signed by SchneebergerSara
DN: dc=net, dc=colliergov, dc=bcc, ou=Divisions,
ou=ASD, ou=ASD Purchasing, ou=Purchasing User
Accounts, cn=SchneebergerSara,
email=SaraSchneeberger@colliergov.net
Date: 2018.10.01 09:18:14 -04'00'
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SchneebergerSara
Digitally signed by SchneebergerSara
DN: dc=net, dc=colliergov, dc=bcc, ou=Divisions, ou=ASD,
ou=ASD Purchasing, ou=Purchasing User Accounts,
cn=SchneebergerSara, email=SaraSchneeberger@colliergov.net
Date: 2018.10.01 12:44:35 -04'00'
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Item page #Contract/Grant No.Amendment #DateProject Name Vendor Name Division ‐ Project ManagerOriginal Contract AmountCurrent Contract Amount Change Order AmountRevised Contract AmountDescription1 1 16-6555 1 9/7/2018Ground Maintenance for Facilities ManagementHannula Landscaping & Irrigation, Inc.Facilities Management - Ann Simpson$650,000.00 $650,000.00 $16,800.00 $666,800.00 Replace Exhibit B in its entirety to reflect the removal and/or addition of site locations previously and administratively approved with a total increase of $16,800 annually.2 6 17-7127 1 9/7/20183-1-1 Customer Relationship Management InitiativeQscend Technologies, Inc. Solid Waste - Jeff Dunham $46,950.00 $46,950.00 $24,000.00 $70,950.00 To include additional professional services related to the integration of Cityworks platform.Meeting DateTotal number of AmendmentsTotal Dollar Change10/23/20182$40,800.0016.E.2.cPacket Pg. 1560Attachment: 1023 Amendment Report - FY19 (6990 : Procurement Services Administrative Reports)
County
Adminbtrative Servirxs Departrnent
Procu rernent Services Division
CONTRACT AMENDMENT REQUEST FORM
(oll the intomotion bclore below must be completed belorc submining to Procurcnent)
REQUESTOR INFORMATION
Ann SimpsonRequestor Name:
Faci I ities l\il ana g em entDivision Oiredor Miguel Carballo
CONTRACT INFORMATION
Contract #16-6555Project/Contract Titlel Ground Maintenance for Facilities Management Division
Proposed Changed
Approved I ves ! ttoDivison Contract Manager Ann Simpson
Company Name
Name(s)
Dale Hannula dhannula@hannulandscaping.com
E Mail(s)Phone(s)
239-434-9666
Vendor(s) Point of Contact
I singte ! trauttipte
FINANCIAL IMPACT
6t14t2016
s
Original Approved
5
16 E.6
Current Board Approved
AmountContract Value
Cumulative Dollar Amount lncreases
without Board Approval 5
Dollar Amount of
this Change s
fives ! tols the proposed change
within the scope of the
originalcontract?
MODIFICATION TYPE AND JUSTIFICATION
Modification Type E scope or Service change I Terms & Conditions I Exhibit/Attachment E other
[Ti.e Ertension - Ne* End Date ERenewal Term - New End Date
Describe the ploposed chonge(s) ond identily the poqe(s) ond section(s) in the contrcct thot rcquie the nodificotion.
Replace Exhibit B in its entirety to reflect the removal and/or addition of site locations previously and
administratively approved and to change Exhibit B title from Contractor's Bid Proposal to Site Locations
lndicote reoson Ior omendment chonge/s ond ony other pertinent informotion os it relotes to omendment request.
lM R&B requested the addition as CCPS was leasing this facility from the County and providing maintenance
When CCPS did not renew their lease, lM R&B took over the building to expand their operation in lmmokalee
Facilities maintains all Road & Bridge sites, thus Facilities was asked to add this site to the contract.
a.d and lhen hev. to monilor lh€ work of an additional conlracto.
Describe the impoct il this omendment is not processed
Proposed Language to
Exhibits/Attachments:
El Provided
E NoProvided (P.oc urcment connot begin drofting the Amendr/,ent without proposed lonquoge or exhibits/ottochments.)
Requestor Signature to/,, /r t-
Requestorr's
Oir€cto r Signeturc Date ,,i/), p
conta.r ADendm.nt Requen tom (v.u'oi a) 10/1/2013
lenone:239-252-8380
Hannula Landscaping
Date
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Provide an mechanism for the Pubic Utilites department to procure integration services. Page 11 Exhibit B.$244,850$244,8500.002616.E.2.dPacket Pg. 1566Attachment: 1023 Amendment Backup - FY19 (6990 : Procurement Services Administrative Reports)
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Item page #Contract or Purchase OrderDateDescription of Project Vendor Name Division ‐ Director Fiscal Impact Description1118-7340 4500187874 and 45001880989/21/2018 Locksmith hardware and parts Southern LockFacilities Management - Miguel Carballo$3,091.40Division procured these items from the incorrect vendor per the newly awarded contract bid tabulation.Meeting Date Total number of Memos Total Fiscal Impact10/23/20181$3,091.4016.E.2.ePacket Pg. 1570Attachment: 1023 After the Fact Report - FY19 (6990 : 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
Troy Pirosseno Facilities Management
Miguel Carballo Southern Lock
$3,091.40 18-7340 4500187874, 4500188098
✔
Collier County Facilities Management procured locksmith hardware and parts from the incorrect
vendor per the newly awarded contract bid tabulation.
Staff requests payment of $3,091.40 for the attached invoices.
Staff will follow all Procurement Ordinance guidelines and bid tabulation of contract 18-7340
Locksmith Hardware and Parts. Disciplinary action has been taken. Staff understands the
importance of fully reviewing and understanding all contract documentation before making
purchases.
Troy Pirosseno
Pirosseno_T Digitally signed by Pirosseno_T
Date: 2018.09.21 11:04:00
-04'00'
Miguel Carballo
CarballoMiguel Digitally signed by CarballoMiguel
Date: 2018.09.21 13:24:16 -04'00'9/21/2018
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