Agenda 01/22/2019 Item #16E601/22/2019
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:
Two (2) change orders that in aggregate modify contracts by $1,920.30 and add 3 calendar days
to completion periods, see attached summary and backup for details; and
Zero (0) amendments this period with a fiscal impact of $0.00; and
Five (5) after the fact memos with a fiscal impact of $21,510.51
FISCAL IMPACT: The net total for the seven (7) items is $23,430.81
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is approved as to
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. 0122 Change Order Report - FY19 (PDF)
2. 0122 After the Fact Report - FY19 (PDF)
3. 0122 After the Fact Backup - FY19 (PDF)
4. 0122 Change Order Backup - FY19 (PDF)
16.E.6
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01/22/2019
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.6
Doc ID: 7739
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: 01/22/2019
Prepared by:
Title: Business Technology Analyst, Senior – Procurement Services
Name: Sara Schneeberger
01/09/2019 4:41 PM
Submitted by:
Title: – Procurement Services
Name: Ted Coyman
01/09/2019 4:41 PM
Approved By:
Review:
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 01/09/2019 4:43 PM
Procurement Services Ted Coyman Additional Reviewer Completed 01/09/2019 5:30 PM
Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 01/10/2019 8:44 AM
Procurement Services Catherine Bigelow Additional Reviewer Completed 01/10/2019 9:43 AM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 01/11/2019 2:31 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 01/11/2019 3:58 PM
Office of Management and Budget Laura Wells Additional Reviewer Completed 01/11/2019 4:35 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 01/15/2019 7:39 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 01/15/2019 12:41 PM
Board of County Commissioners MaryJo Brock Meeting Pending 01/22/2019 9:00 AM
16.E.6
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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 18-7303 1 12/4/2018Davis Blvd Landscape and Irrigation Installation Hannula Landscape and IrrigationRoad Maintenance - Katherine Chachere$444,731.92 $444,731.92 $1,920.30 $446,652.22 0.43% 180 3 183 1.67%2 8 13-6164 1 11/29/2018 951 Floating DockAPTIM Coastal PlanningParks and Recreation - Felicia Kirby$74,992.00 $74,992.00 $0.00 $74,992.00 0.00% 548 0 548 0.00%Meeting Date Total number of Change ordersTotal Dollar ChangeTotal Change in Days1/22/2019 2 $1,920.30 316.E.6.aPacket Pg. 1103Attachment: 0122 Change Order Report - FY19 (7739 : Procurement Services Administrative Reports)
Item page #Contract or Purchase OrderDateDescription of Project Vendor Name Division ‐ Director Fiscal Impact Description114500181598 and 450018159912/19/2018 Hardware Supplies Sunshine Ace HardwareParks and Recreation - Barry Williams$347.77Division staff purchased supplies using a purchase order that did not have enough funds available.2 4 17-7127 12/19/2018 Cityworks Integration QScend Technologies Public Utilities - Dan Rodriguez$18,000.00 Division staff directed the vendor to start work before the issuance of a purchase order.3 8 N/A 12/26/2018 Pest Control Services Truly NolenSolid and Hazardous Waste - Dilia Camacho$1,306.98Vendor performed services as it was previously a routine quarterly service. The Division did not have a current purchase order in place at the time of the service.4 10 N/A 1/9/2019 Purchase of Parts ThermoFisher Scientific Wastewater - Steve Messner $663.94 Division staff did not a have a purchase order in place prior to the purchase.5 12 N/A 12/14/2018 Purchase of Diesel Seminole Petroleum Airport Authority - Gene Shue $1,191.82 Division staff did not a have a purchase order in place prior to the purchase.Meeting Date Total number of Memos Total Fiscal Impact1/22/20195$21,510.5116.E.6.bPacket Pg. 1104Attachment: 0122 After the Fact Report - FY19 (7739 : 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
Scott Holtrey Parks and Recreation
Barry Williams Sunshine Ace Hardware
$347.77 4500181598 and 4500181599
✔
A project was under way and the project required extra parts and supplies. The supplies were
purchased prior to confirming the available balance of the PO' s, and resulted in going over the
available amount.
To pay invoices 139632/3 and 296652/1 totalling $347.77.
Discussion with the employee (Kris Smith) that he has to make sure there is money available on
the PO through his supervisor (Scott Holtrey). Staff developed a running ledger for PO's and will
contact the assigned fiscal tech for available PO balances if unsure.
Scott Holtrey
HoltreyScott Digitally signed by HoltreyScott
Date: 2018.12.10 08:57:54
-05'00'
Barry Williams
WilliamsBarry Digitally signed by WilliamsBarry
Date: 2018.12.19 14:16:06 -05'00'
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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
Jeffrey Dunham Public Utilities
Dan Rodriguez QScend Technologies, Inc
$18,000 17-7127 pending
✔
* Contract 17-7127 to QScend Technologies, Inc. for the Agency's 311 program was approved
by the Board under Agenda Item 16E1 on November 14, 2017.
* Amendment #1 to allow for Cityworks integration with the 311 program was fully signed
September 7, 2018 and loaded into SAP September 11, 2018. Amendment #1 (copy attached)
added services for integration ($24,000 in 4 installments) and annual maintenance and support
($2,000/year).
* Missed communication between Project Manager and Procurement resulted in work
commencement before issuance of PO.
* The vendor has been informed to stop work.
Request payment to QScend Technologies, Inc. for the attached three (3) invoices totaling $18,000.00. Increase the target
value on agreement #4600004415 in SAP by $24,0000 for a one-time Professional Services (at $6,000 a month) and an
additional $2,000/year for annual maintenance and support.
Invoice #9242 on 10/15/2018 totaling $6,000
Invoice #9263 on 11/1/2018 totaling $6,000
Invoice #9335 on 12/3/2018 totaling $6,000
Increase the target amount of the contract and approve the pending PO for the aforementioned services per Amendment #1.
Division will ensure a valid PO is in place with sufficient funds encumbered to cover services
before work is continued by QScend. PUD's Deputy Director has review the provisions of the
Procurement Manual with the Project Manager and the Project Manager has been directed to
complete Procurement's trainings Procurement 101 and Contract Administration at his earliest
opportunity.
Jeff Dunham
DunhamJeffrey Digitally signed by DunhamJeffrey
Date: 2018.12.11 07:28:39 -05'00'12-11-18
Daniel R. Rodriguez
Daniel R.
Rodriguez
Digitally signed by Daniel R.
Rodriguez
Date: 2018.12.19 17:24:17 -05'00'12/19/18
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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
Stephen Sarabia
Solid & Hazardous Waste Management
Dilia Camacho Truly Nolen
1,306.98 4600004160 4500193288
✔
This request is for quarterly spider removal and seasonal mosquito treatment which was due at
an outbuilding located at Hazardous Materials Collection Center. Truly Nolan has a pest control
contract with Collier County. Truly Nolan performed these services without a request from the
Division. Once the invoice was received from Truly Nolan, Facilities Management was contacted
to redirect the invoice to them. It was explained that this is considered additional services and
would be our Division's burden. This has been a additional routine quarterly service and was not
transfered to new leadership. Staff was under the impression that a valid purchase order was in
place by facilities to cover the cost of the service. A purchase order will be obtained annually for
these services in the future.
Request payment to Truly Nolen for invoices 790222044 dated 11/16/18, 790222045 dated
11/26/18 and 790222040 dated 11/26/18 totaling $1,306.98
Staff has been directed to ensure that a valid, approved Purchase Order is in place prior to the
acquisition of any goods or services from any vendor. This will be added to our annual purchase
order binder at the beginning of each fiscal year.
Stephen Sarabia
SarabiaStephen Digitally signed by SarabiaStephen
Date: 2018.12.26 09:45:25 -05'00'12/26/18
Al Sanchez
SanchezAlberto Digitally signed by SanchezAlberto
Date: 2018.12.26 10:11:41 -05'00'
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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
Kurt Vega Wastewater
Steve Messner
ThermoFisher Scientific (Asheville) LLC
$663.94 4500193355
✔
A small value item was purchased totaling $663.94 to repair a burn oven controller that failed.
Staff thought that the purchase order to Fisher Scientific was a blanket purchase order to make
purchases at ThermoFisher Scientific Asheville LLC.
A separate blanket purchase order has been since created for ThermoFisher and is now being
used for these types of purchases. Request payment to ThermoFisher for the following invoice:
1) $660.61 CONTROL CONFIGD SSP 3216 RP (invoice # SLS25344004)
2) $3.33 Shipping (invoice # SLS25344004)
The employee has been made aware and now understands that a purchase order for each
vendor is required to authorize these types of purchases.
Kurt Vega
VegaKurt Digitally signed by VegaKurt
Date: 2018.12.28 14:01:37
-05'00'12/28/2018
Steve Messner
Steve Messner Digitally signed by Steve Messner
Date: 2019.01.09 13:49:44 -05'00'01/09/2019
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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
Rookmin Nauth Collier County Airport Authority
Gene Shue Seminole Tribe of Florida, Inc
$1,191.82 N/A
✔
The diesel was needed at the Airport for the refueling of trucks for normal day to day operations.
The diesel was mistakenly ordered and delivered utilizing Seminole Petroleum instead of
contracted vendor Palmdale Oil.
Seminole Petroleum invoice # 0624925 in the amount of $1,191.82 needs to be paid as diesel
fuel was ordered and delivered to Marco Island Airport.
Staff has reviewed purchasing manual and associated policies. They will ensure a proper
purchase order is in place prior to the purchase of any goods or services.
Rookmin Nauth
nauth_r Digitally signed by nauth_r
Date: 2018.12.14 09:15:36
-05'00'12-14-18
Christopher Johnson For: Gene Shue
JohnsonChristop
her
Digitally signed by
JohnsonChristopher
Date: 2018.12.14 09:32:55 -05'00'12-14-18
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INVOICE
Invoice Date:
Customer Number:0003320
10/26/2018
Order Number:
Order Date
0624925
10/26/2018
Invoice Number:0624925Ship To:
Collier County Airport Auth.
2005 Mainsail Drive
Alberto (239) 394-3355
Naples, FL 34114
Sold To:
Collier County Airport Auth.
2005 Mainsail Drive
Suite 1
Naples, FL 34114
(239) 642-7878
3170 S Horseshoe Drive
Naples FL 34104
(239) 262-4124
(239) 262-7861
Terms
106
Cust. PO Ship VIA FOB Salesperson
ORDERED
ITEM
NUMBER DESCRIPTION QTY
SHIPPED
PRICE AmountUNIT
Net 30 Days Customer Service
Whse
4500190963
324250C GAL 1,180.98 2.5967 500.00 454.80 DYED DIESEL 000
0.0010 0.45Federal Lust Fee
0.0021 0.97FET - Fed. Oil Spill Fee
0.0207 9.42Florida Diesel Pollution Tax
Sales Tax:0.00
$1,191.82 Invoice Total:CC Airport Authority
DYED DIESEL FUEL, NONTAXABLE USE ONLY, PENALTY FOR TAXABLE USE.
Unblended gasoline may be sold only for the purposes authorized under section 526.203(3), F.S.
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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=Sara.Schneeberger@colliercountyfl.gov
Date: 2019.01.09 15:01:15 -05'00'
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Counry Procuremsnt Sorvlcos
Chango Order Form
0 ContractModiticatlon I Work Ord€r Modlficatlon D Amendment
contradil:lT55i64cz-l chaneefl:[ 1-]eurch"""ora".lFsooresaoa - -lp.olect#:
ContractorrFlrm Name:
Prolect Managar f,t.me:l Folicla Kl6y Olvldon Nsmo:
BCC Appro\€d Arnount
Contract/Work Order Amount
Amount of this Change
Conlract/Work Ord6r Total
changes
$ 74,992.00 -
..--$r.-------"- mo-
-z72€ftfilcElt- Last BCC Appro\at Date; Agenda ttem #----t0t2ft9- SAP Contract Explratlon Oate (Masteo
Total Change fiom Odglnal Amount
Change fiom Cunent B@ Appro\€d Amount
Change tom Cunent Amount
Origlnal
Complellon Oate
Lalt Approvod
Date
Revlsed Oate
(lndudc! thk chrngc)LIt --_--__--_l
#ofDayr laaeo lo lsetectTaske
bslowl
0 Add nowtask(s) E Detets task(r) O Change task(s) I Other (rqe
Provlde_a i€.ponse to th6 tollowlng: l.) dotalled and speclflc explanatlonrrationala of the requsstod chang6(!) to tha task(.) and , or
the addltlonal days added (lt regue3tedf; 2.) why thls chango $,as not Includ€d In the orlglnal contract; and,3.l descrlbeihb lmpact
lf this change 18 not procesrad. Attach additional Infotmation from lh€ D$lgn Protosslonal and/or Contractor It ne6d6d.
To apProve two standard rates on the use ol GPS and Scuba tanks under this work order. Personnel rates r,yere approved and
mad€ I Parl of Contract 11616,1-CZ, howevsr th€ rales did nol include stendard costs for equipmant costs. The contracl states
Exhibit B: 'Hourly rat€s for other categories of professional, support and other services shallbe mutually negotiated by Collier
County and firm gn a proi€ct by basis as needed."
The Real Time Kinematic Global Posisilioning System (RTK GPS) is needed for for surveying required for topographic data
seaward of the bulkhead, lorlhe Florida Deparlment of Environmenlal Pmteclion (FDEP) permit submittal requirements- The cost
for RTK GPS was nsgotialsd and mads a parl ot the work order at a cost of 5495 per day, at a total of $990 for two days. Scuba
tanks are needed for a blologisl lo conduct in-water surveylng of madne life, requked for the FDEP parmh. The tanks wera
n€qolialed at a cost of $19 per day, at a lolal cost of $38 for two davs.
Equipment costs wete not e part ofthe orlglnal contract bscause only personnel rates were negotiated as a part oflhe contract.
Hourly rates for other categories were noted to be negoliated on a projecl by project basis, The GPS and scuba tank rates were
incorporated in lhe feo schedule as a pan of lhe work order.
lflhe GPS rates are not processed, lopographlc and bathymelric survey cannol be obtain€d, which ls required for lhe design ot
the ptoject. lfsctJba lank rales are not processed, the nalural resource survey cannot be completed. rvhich is a requiremenl to
obtain the permit-
Propared by:oat": l/
Acc€planca of lhls Change Order shall constitul€ a modllication to cont act / work ord€r ld€ntllied sbove and wlll be subJect lo all lh€ sam6
le.ms and conditions as conlalned ln the conlract / wort otder lndicated above, as fully a8 lfthe same wer€ stated In thb accoptanco. The
adjustment. lf any. to the Contract shallconstilule a fulland linalssttl6mont of any and atl clalms ofthe Contractor /V€ndor/ Consultant /
Design Prof€sslonal arislng ou 8el forlh her€ln, Including claims for lmpact and d6lay cGts.
Accept€d by:
Revbod: 102812014 (Oivislons who may rrqul e 8dditlonsl slgnsl.urcs m8y Includs on 3€psrate sheet.)
Oato:
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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=Sara.Schneeberger@colliercountyfl.gov
Date: 2019.01.09 16:14:37 -05'00'
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