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Agenda 02/12/2019 Item #16E 202/12/2019 EXECUTIVE SUMMARY Recommendation to award Invitation to Bid (ITB) No. 19-7522 “Fleet Vehicles” to Tamiami Ford, Inc. for the purchase of vehicles needed to support County operations. OBJECTIVE: To obtain quality vehicles for County operations in the most cost-effective manner. CONSIDERATIONS: On June 20, 2006 (Agenda Item 16E2), the Board of County Commissioners approved Ford Motor Company as the manufacturer of choice for the County’s light and medium-duty vehicles. Standardization of the fleet has the effects of improving maintenance efficiency, increasing vehicle availability, and saving County funds. The current contract with Tamiami Ford expires on February 11, 2019. On November 26, 2018, the Procurement Services Division released Invitation to Bid No. 19-7522 to 11 Ford dealerships for the purchase of fleet vehicles up to a weight rating of 33,000 pounds. The solicitation called for State factory incentives, dealer percentage below invoice, dealer cost for all after - market additions, and warranty repairs convenient to Collier County. The County intends to purchase most light to medium-duty fleet vehicles through this procurement; however, the specifications give the County options to purchase from other government and government association contracts and to competitively bid specialty vehicles when in the best interests of the County. Interested dealerships downloaded forty (40) proposal packages, and the County received one (1) bid by the January 8, 2019 deadline: Company Name City County State Discount Tamiami Ford, Inc Naples Collier FL 2.25% Staff is recommending award to Tamiami Ford, Inc., as the only responsive and responsible bidder and current supplier of County Fleet Vehicles for the past six (6) years. The vendor is maintaining a 2.25% discount to the County, as in the prior agreement. Tamiami Ford is a factory-authorized dealership with full warranty, maintenance, and parts capabilities. FISCAL IMPACT: Funds are budgeted annually in Fleet Management Motor Pool Capital Funds and County-wide Departmental capital budgets for replacement vehicles and for expanded requirements. Annual purchases of 60 to 100 vehicles are expected with historical costs ranging between $1 million and $3 million each year. GROWTH MANAGEMENT IMPACT: There is growth management impact associated with this item. LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote for Board approval. -SRT RECOMMENDATION: To award Invitation to Bid (ITB) #19-7522 “Fleet Vehicles” to Tamiami Ford, Inc., Naples, Florida, authorizing the procurement of vehicles through the issuance of the County’s standard Purchase Order. Prepared by: Dan Croft, Director, Fleet Management Division 16.E.2 Packet Pg. 847 02/12/2019 ATTACHMENT(S) 1. 19-7522 Invitation To Bid (DOCX) 2. Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (PDF) 3. 19-7522 Bid Tabulation (PDF) 4. 19-7522 NORA Signed (PDF) 16.E.2 Packet Pg. 848 02/12/2019 COLLIER COUNTY Board of County Commissioners Item Number: 16.E.2 Doc ID: 7824 Item Summary: Recommendation to award Invitation to Bid (ITB) #19-7522 “Fleet Vehicles” to Tamiami Ford, Inc. for the purchase of vehicles needed to support County operations. Meeting Date: 02/12/2019 Prepared by: Title: Operations Analyst, Senior – Fleet Management Name: Mario Menendez 01/23/2019 11:18 AM Submitted by: Title: Division Director - Fleet Management – Fleet Management Name: Dan Croft 01/23/2019 11:18 AM Approved By: Review: Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 01/25/2019 2:32 PM Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 01/25/2019 2:52 PM Procurement Services Kristofer Lopez Additional Reviewer Completed 01/28/2019 7:44 AM Procurement Services Ted Coyman Additional Reviewer Completed 01/29/2019 9:26 AM Procurement Services Swainson Hall Additional Reviewer Completed 01/29/2019 9:31 AM Procurement Services Sandra Herrera Additional Reviewer Completed 01/29/2019 2:27 PM Administrative Services Department Len Price Level 2 Division Administrator Review Completed 01/30/2019 3:58 PM County Attorney's Office Scott Teach Level 2 Attorney Review Completed 01/31/2019 9:03 AM Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 01/31/2019 9:37 AM Office of Management and Budget Laura Wells Additional Reviewer Completed 01/31/2019 10:02 AM County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 01/31/2019 10:21 AM County Manager's Office Heather Yilmaz Level 4 County Manager Review Completed 01/31/2019 11:55 AM County Manager's Office Nick Casalanguida County Manager's Office Completed 02/04/2019 3:31 PM Board of County Commissioners MaryJo Brock Meeting Pending 02/12/2019 9:00 AM 16.E.2 Packet Pg. 849 COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS INVITATION TO BID (ITB) FOR VEHICLE FLEET PURCHASE SOLICITATION NO.: 19-7522 KRISTOFER LOPEZ, PROCUREMENT STRATEGIST PROCUREMENT SERVICES DIVISION 3295 TAMIAMI TRAIL EAST, BLDG C-2 NAPLES, FLORIDA 34112 TELEPHONE: (239) 252-8944 Kristofer.Lopez@colliercountyfl.gov (Email) This solicitation document is prepared in a Microsoft Word format. Any alterations to this document made by the Vendor may be grounds for rejection of proposal, cancellation of any subsequent award, or any other legal remedies available to the Collier County Government. 16.E.2.a Packet Pg. 850 Attachment: 19-7522 Invitation To Bid (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) SOLICITATION PUBLIC NOTICE INVITATION TO BID (ITB) NUMBER: 19-7522 PROJECT TITLE: Vehicle Fleet Purchase LOCATION: PROCUREMENT SERVICES DIVISION, CONFERENCE ROOM A, 3295 TAMIAMI TRAIL EAST, BLDG C-2, NAPLES, FLORIDA 34112 DUE DATE: DATE & TIME PLACE OF BID OPENING: PROCUREMENT SERVICES DIVISION 3295 TAMIAMI TRAIL EAST, BLDG C-2 NAPLES, FL 34112 All proposals shall be submitted online via the Collier County Procurement Services Division Online Bidding System: https://www.bidsync.com/bidsync-cas/ INTRODUCTION As requested by the Fleet Management Division (hereinafter, the “Division) the Collier County Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Invitation to Bid (hereinafter, “ITB”) with the intent of obtaining bid submittals from interested and qualified vendors in accordance with the terms, conditions and specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specificat ions or Scope of Work stated. The results of this solicitation may be used by other County departments once awarded according to the Board of County Commissioners Procurement Ordinance. The County seeks bids to facilitate purchases of new fleet vehicles for County operations. Vehicles covered under this bid ar e Ford automobiles, vans, sport utility vehicles, cross-over vehicles, and light/medium-duty trucks up to 33,000 pounds GVWR. Purchases of 50-80 vehicles are expected annually, however the County makes no commitment to any minimum or maximum quantity. Although most light to medium-duty fleet vehicles will be purchased from this bid, the County reserves the right to purchase from other government bids and/or government association bids, and to competitively bid specialty vehicles such as ambulances when deemed in the best interests of the County. TERM OF CONTRACT The contract term, if an award(s) is/are made is intended to be for three (3) years with three (3) one-year renewals. The percentage discount below dealer invoice that was bid and awarded shall remain firm for the duration of this contract. Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing s tructure. The County Manager, or designee, may, at his discretion, extend the Agreement under all of the terms and conditions contained in this Agreement for up to one hundred eighty (180) days. The County Manager, or designee, shall give the Contractor written not ice of the County's intention to extend the Agreement term not less than ten (10) days prior to the end of the Agreement term then in ef fect. AWARD CRITERIA ITB award criteria are as follows: ➢ The County’s Procurement Services Division reserves the right to clarify a vendor’s submittal prior to the award of the solicitation. ➢ For the purposes of determining the winning bidder, the County will select the vendor with the highest discount as outlined below: • Highest “Percentage discount from total dealer invoice price” ➢ Collier County reserves the right to select one, or more than one suppliers, award on a line item basis, establish a pool for quoting, or other options that represents the best value to the County; however, it is the intent to: • Identify a single awardee 16.E.2.a Packet Pg. 851 Attachment: 19-7522 Invitation To Bid (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) ➢ The County reserves the right to issue a formal contract, standard County Purchase Order, or utilize the County Purchasing Card for the award of this solicitation. DETAILED SCOPE OF WORK All bidders must be a Ford Motor Company manufacturer -authorized dealership with full maintenance, warranty, and parts capabilities. The successful bidder must provide warranty service on all Ford vehicles purchased by the County without regar d to the source of purchase and must provide service facilities or service capabilities convenient to Collier County operations. Convenient is defined as service facilities located within ten miles of 2901 County Barn Road, Naples, Florida 34112 or provision of timely vehicle pick-up and delivery services or provision of on-site maintenance services for warranty requirements. At least one of these capabilities must be indicated on the bid schedule. To be considered a responsive bidder, a bidder MUST comply with one of the three warranty scenarios listed on the Bid Schedule. Due to the make-up of the current County fleet, parts inventory, tools, diagnostics, and training considerations, the Board of County Commissioners has deemed Ford as the manufacturer of choice for small and medium -duty vehicles. Only Ford dealerships and products will be considered on this bid. The bid will be a percentage figure below total dealer invoice price, including model base price, factory installed options, and destination freight charges, less any National, State, or local factory fleet incentives, or any additional dealer incentives. All special additional equipment not factory installed, such as utility bodies, cranes, caution/emergency lights, bedliners, or other after -market additions installed by a subcontractor shall be billed at dealer cost as shown on the subcontractor’s invoice. Copies of subcontractor invoices will be provided to the County upon delivery of the vehicle. Prices for non -factory options installed by the dealer such as window tinting, extra keys, or van shelving shall be i ndicated in the dealer quote for each specification. No further verification will be required for dealer installed options. Vehicle Purchases Purchases of individual vehicles or groups of like vehicles shall be made from an awarded dealer that meets veh icle specifications with the lowest net price after factory and dealer discounts. The County shall be the sole judge of accepting or denying any deviations from specifications. Vehicle bid prices shall include all charges including delivery /transportation, dealer preparation, fuel, pollution taxes/charges, and temporary registration fees. Once a vehicle bid has been awarded, the County may purchase any number of vehicles with the same specifications, during the same model year, from the same vehicle bid of the awarded dealer. On occasions when the needs of the County are immediate or time critical, award may be made on the basis of availability rath er than lowest cost. Vehicle Bid Procedures The Collier County Fleet Management Division shall provide the dealer(s) with vehicle specifications and designate a time period for bid response. Bid responses shall be made in the format provided by the Fleet Management Division along with a copy of a Veh icle Order Confirmation Report or other confirming documentation provided to the Dealer by Ford Motor Company showing dealer invoice prices and copies of any subcontractor bid proposals for any after -market additions. Subcontractor bid proposals shall be listed in detail by item. The Fleet Management Division will review all bid responses for specification compliance and bid prices to determine the awarded dealer. Award results will be announced to all bidding dealers. A County purchase order shall be issued to the dealer as of ficial authority to order the awarded vehicle(s). Delivery Bidders shall have 120 days to deliver normal production vehicles and 150 days to deliver vehicles with dealer options or add itional equipment. If vehicles are not delivered within these time periods, the County shall have the option of canceling the purchase order and awarding the bid to the next lowest bidder or to the bidder with the quickest availability. All vehicles shall be cleaned, serviced (including all normal dealer preparations), and delivered to Collier County Fleet Management at 2901 County Barn Road, Naples, Florida 34112. All after-market options shall be properly installed and operational per specifications at delivery. Vehicles shall be delivered with the window sticker attached to the wi ndow or inside the vehicle when window tinting is ordered. Unless otherwise informed by the Fleet Management Division, all vehicles will be titled to Collier County Board of County Commissioners, 3299 Tamiami Trail East, Suite 700, Naples, Florida 34112; FEID 59-6000558; Tax Exemption #85-8015966531C-1. 16.E.2.a Packet Pg. 852 Attachment: 19-7522 Invitation To Bid (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) Vehicles shall be delivered with the following documents appropriately completed: a. Manufacturer’s Certificate of Origin for a Vehicle b. Application for Certificate of Title with/without Registration c. Motor Vehicle Dealer Title Reassignment Supplement d. Temporary registration and tag e. Operator’s Manual f. Warranty Certifications g. Original Invoice to County h. Factory issued dealer invoice i. Subcontractor invoices for after-market additions j. Weight certificate or affidavit showing total weight of delivered vehicle when a utility body or other significant component has been added to a truck cab and chassis. k. Secondary Manufacturer’s Certificate of Origin as required when major body units or systems are added to an incomplete truck chassis. VENDOR CHECKLIST ***Vendor should check off each of the following items as the necessary action is completed (please see, Form 2: Vendor Check List): The Solicitation Submittal has been signed. The Solicitation Pricing Document (Bid Schedule/Quote Schedule/Proposal Pricing/etc.) has been completed and attached. All applicable forms have been signed and included, along with licenses to complete the requirements of the project. Any addenda have been signed and included. Affidavit for Claiming Status as a Local Business, if applicable. Division of Corporations - Florida Department of State – http://dos.myflorida.com/sunbiz/ (If work performed in the State). E-Verify/Immigration Affidavit (Memorandum of Understanding). 16.E.2.a Packet Pg. 853 Attachment: 19-7522 Invitation To Bid (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 854 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 855 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 856 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 857 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 858 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 859 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 860 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 861 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 862 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 863 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 864 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 865 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 866 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 867 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 868 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 869 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 870 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 871 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 872 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 873 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 874 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 875 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 876 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 877 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 878 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 879 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 880 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 881 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 882 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 883 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 884 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 885 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 886 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 887 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 888 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 889 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 890 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 891 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 892 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 893 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 894 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 895 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 896 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 897 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 898 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.b Packet Pg. 899 Attachment: Tamiami_Ford_Collier_Cnty_Solicitation_19-7522 (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) Kristofer Lopez, Procurement Strategist Dan Croft, Director, Fleet Management Bid Tabulation 19-7522 Invitations Sent: 11 Downloaded: 40 Submitted: 1 Tamiami Ford, Inc. Description Percentage Highest Percentage Discount from total dealer invoice price 2.25% To be considered a responsive bidder, a bidder MUST comply with one of the three warranty scenarios listed. Mark the selected option On-site at 2901 County Barn Rd, Naples FL 34112 By vehicle pick-up and delivery at 2901 County Barn Rd, Naples FL 34112 At a service facility within ten miles of 2901 County Barn Rd, Naples FL 34112 x Attachment 2: Vendor's Check List Yes Attachment 3: Bid Response Form Yes Attachment 7: Insurance and Bonding Yes Attachment 6: W9 Yes Attachment 5: Immigration Affidavit Yes Attachment 4: Local Vendor Preference Yes Division of Corporations Yes E-Verify Yes Opended by: Viviana Giaramustas, Procurement Strategist Witnessed by: Evelyn Colon, Procurement Strategist Bid Tabulation 19-7522 Purchase of Fleet Vehicles 1 of 1 16.E.2.c Packet Pg. 900 Attachment: 19-7522 Bid Tabulation (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 16.E.2.d Packet Pg. 901 Attachment: 19-7522 NORA Signed (7824 : Recommendation to award ITB #19-7522, Fleet Vehicles) 02/12/2019 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 $96,477.35 and add 24 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 • Two (2) after the fact memos with a fiscal impact of $15,475.51 FISCAL IMPACT: The net total for the four (4) items is $111,952.86 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. 0212 Change Order Report - FY19 (PDF) 2. 0212 Change Order Backup - FY19 (PDF) 3. 0212 After the Fact Report - FY19 (PDF) 4. 0212 After the Fact Backup - FY19 (PDF) 16.E.3 Packet Pg. 902 02/12/2019 COLLIER COUNTY Board of County Commissioners Item Number: 16.E.3 Doc ID: 7868 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: 02/12/2019 Prepared by: Title: Business Technology Analyst, Senior – Procurement Services Name: Sara Schneeberger 01/25/2019 12:30 PM Submitted by: Title: – Procurement Services Name: Ted Coyman 01/25/2019 12:30 PM Approved By: Review: Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 01/25/2019 1:23 PM Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 01/25/2019 2:45 PM Procurement Services Ted Coyman Additional Reviewer Completed 01/28/2019 1:44 PM Procurement Services Catherine Bigelow Additional Reviewer Completed 01/29/2019 4:12 PM Administrative Services Department Len Price Level 2 Division Administrator Review Completed 01/30/2019 4:43 PM Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 01/30/2019 4:56 PM County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 01/31/2019 8:31 AM Office of Management and Budget Laura Wells Additional Reviewer Completed 01/31/2019 9:58 AM County Manager's Office Heather Yilmaz Level 4 County Manager Review Completed 01/31/2019 10:26 AM County Manager's Office Nick Casalanguida County Manager's Office Completed 02/04/2019 3:37 PM Board of County Commissioners MaryJo Brock Meeting Pending 02/12/2019 9:00 AM 16.E.3 Packet Pg. 903 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 18-7329 3 12/19/2018 Building G Alterations DEC Contracting GroupFacilities Management - Claude Nesbitt$1,027,661.00 $1,072,707.39 $9,357.35 $1,082,064.74 0.87% 180 24 204 13.33%2 7 15-6437 7 1/7/2019FPL Utility Conversion at Vanderbilt BeachMasTec North America PTNE - Harry Sells $574,606.25 $1,213,123.44 $87,120.00 $1,300,243.44 7.18% 1477 0 1477 0.00%Meeting Date Total number of Change ordersTotal Dollar ChangeTotal Change in Days2/12/2019 2 $96,477.35 2416.E.3.aPacket Pg. 904Attachment: 0212 Change Order Report - FY19 (7868 : Procurement Services Administrative Reports) ֌ȌƋӂֵ̎Ƌ͟Ѱ͠ҋ֍׶ʛֲ͡Ў̏ӃՓ׶ ²׶ʨ~׶ʌԗ̶͢Ԙ׶Èê ϷсΥjÔƴŎҌ׶ ²׶`ѱͣëοҍ֎׶ѭ׶¾˽S׶ÈŬϵΤ϶̍ÒƮĹҊ׶ ¿)ԖÓƪ׶02,H(&+H ɡzcFxͤ׶3-H H 5 D 6 E 7 H 89H ʐ׌Ս̐zdՔ>׶Êƌəŭƍ׶Ȫ´Ʌȍ׶ # $'H ʑԙЀĈ̑֏׶Ȏ ´Ɇ׶^À_£`Ua¤Ó bbÓf ¾WƐʸ̒.ԚǺΦϸ*Ŗ׶2ʹŮɇ׶ ɬÀ׶ÃůĻՅ˾̓&ӄ׶ɱ¦Ԅ¬׶ɵś̔׶ ɢŏ4ƶI׶ʊͨՕçуф׶ ʓƎ׶ĉìS׶ 4<C=H ͦԜ׶2dͧɉ׶ Á.ՆҿʣʒԛԂӅ/Ɉ׶ ɠֶϹ 'ϚūĢ׶ɲ׶ɜтXՐ'Q׶ ɮj&'ϛƳĸ R׶ʈæӆ?ͥ֐׶ aϜ§D+ķG׶ 2ӇѲ>Ɋ׶ W|¢gÓJ¥¢®gm¥¯ÓW°pt±ÓC¥ÈÄÓ JÈ®»u ÄÓFJJÓD¨©³¥ËtpÓC¥È¡ÄÓ JÈ¼¹v¢ÄÓJ¥¢Ä³gn¥²ÓX³qt´ÓD¥ÈÅÓ L¥hµÓE¥È¢ÄÓ¥yÓÄÁÓJg¢}tÓ Ó # ")988&""Ó "8)8 $<Ó#%QÓ W³~¢iÓGKJÓCª«¾§ÍgÓMgÆtBÓCt¢rgÓRÄwÓ ÐÓ # #-"0)9""Ó ÑÓ"=)5 &:Ó'8OÓ TgÂÄÓHJJÓC©«³§ÎgÓMjÄtBÓCt¢pkÓSÄt Ó #"9)9"9->Ó # .!*"#?Ó [CYÓJ¥¢Ä¸goÇÓPÏ¬®gÄ¥¢ÓNgÄxÓVgÁÄt³ Ó ZtÍÃtrÓJ¥¢Æ¶go¥¹ÓW°st·Ó\¥ÆgÓ JÈÈgÄÌtÓJg¢ÓtÁÓ ÓcdÓ>.A¿9.5Ó(6+@ÓeÓÒ¦Ó ] ¥ÄgÓJg¢tÓy³¥ÓX¹¢gÓE¥É¢Ä Ó #";,"8192Ó 3);Ó Jl¢tÓ{®¥ÓJÈ¹³t¢ÄÓIJJÓC««³¥ËtpÓE¥È Å Ó 74Ó4"/90Ó "<9Ó Jg¢Ó tÓzº¥ÓJÈ¼½x¢ÄÓC¥Ê¢Ä ÁůŗƇŰő)F׶ ɧ.ű_׶ͩՖkԝϝ ԅ֭ϺŜ׶Ġ׶ TzŬ׶ʟÕƜ ȏ[Ɲ©׶¿Ĥ5ή _׶ʺҎn׶ʘÖ֮ϻҏ4!׶ΩƏ׶ $ŵ׶ɣĥ6Fyӈ׶ 2ƴĲì>׶֑Ӊ׶ËƐ!oǑ׶ )%H ÊƒϞίDGcЏ +H ʇʻ+S׶ɝƈƈƑŲ׍ųɚ1׶ !+H ʙ>ǁĭƞqo׶ ÖI (+H ɨá׶ Ǫ ǫ Âӊѳ Ԇ"¤)F׶a7¡ͪ׶ ɩʼS׶ Ǩ׶ʬʭ3ʮ׶ʷ׶\ɶҐַ̕=Ċ՗׶¢ĦĮƟ׶̖Ħʽґΰͫ^׶ 01HŴΙ׶aʾץ՘׶`ýýͬ:׶ ǩ ɷ׶ ʯ :"H;;;Hǭ ɸ׶ ʜАríƪ׶ʠʿƜЅ,׶ ɞnn׶Ғͭǅ׶ƫ5,~¨ՙ]׶ ɪŮI.ċ׶ 6՚~¨՛©׶ Ȭ׶Âĥ7xĈ׶֒ÔІ[՜ ª׶ ʍĤͮԞ׶G?FH>BH ËƎ׎į̷Č׶׶ԟͯ+՝ ׶֓׶֔%Ͱ׶ΚӋхń׶טDGyɋ׶ þŰˀŇͱ̵׶:׶՞ӌíѴï׶sףԇˁ×T GΛԠØ/7 ׶ӍΜ׶T$!׶ԡͲƊָR¡ӎ:׶îπ5ғαӏǗ՟]׶/׶ƫ$ ׶ÙƝЇ[ՠ]׶e:ǻ׶Ə׶ $ŵ׶ Ҕ;̸Ŏ.ŏŝd׶̹7צա׶fë êĽӐo׶ ԢͳƊƷʹբ ÿªɓ׶י%Z׶ρİ,׶îħ˂y͵׶ǅÚգ׶/׶ɹ̗ļƷÿč̺׶bҕ׶¡C"׶*Ľβ Җҗļ׶kҘ£Տïɔ׶ ÕŞǝ׶̻"+ðƒĭ̂Ͷ׶֕%ӑ׶bƇ˃j/׶ ֖ςıդ׶ðσÓx"׶ɺR׶ҙŶ֗׶ƌŴmŭ,,!Ǯ׶ »Y¤5%׶f̼&ŀцJşӒ׶БВӓԣҚ¥ŐJŜ׶Ġƙ)ѵ׶ τŷ׶#ϟγ׶ʔƓΝ եDŲÛ׶˄̽ǼԤ׶ÃŸUNiñ׶1ɻ׶#Ďǯ׶ 'ԥďԓֹėզ֘Ơ׶׶¤˅Ј@׶ǋɄ·ײȽǷ·ȷȐȑKѶ׶V{Ƅ׶ԈNԃ8Ƭ׶ǘȸȋɴȾǛͷľȥ׫ɼ׮ȒˆŠò͸׶gқĀ׶ˇ̾<׶ 'Г׶֙{@׶-8Ɔԉƀ׶ΞŕǓѧӔOĺД׶óLƭԦˈòƬ׶ & '''ҜƵŹךˉҝôĉ׶" 'Ҟӕ£׶Еҟôֺ̲Đ̿׶bҠ׶ƮυĐ ӖԧĿ δφȓɟɽ׶̘Źҡ֚NÚõ֛׶̃Ĳ;׶ЖǕ¯׶çƸ£׶ǆˊէ׶ˋԊԋԨӗǂč̀׶Wχ*źƹεĨ׶ Ĩ͹׶ͺפ̙õֻŀňǂӘ׶ըƸѷѸˌՒ׶թƹ̅ѹчш ĕ́׶źҢ׶Ȇ¸ǽȭ¸ȄȦȿ_׶ˍә̚ң;ˎ׶ő ͻѺ׶Ȕȕɯǰ ÏψϠժ׶ɤ{ˏҤӚ@׶ʎԩ͂Ɣ׶Æš8Зּ̓և׶ưωӛ׶ИŻщъżȖǖŢζ׶ɾȫȗĺǱ ¼͛͜׶̛ż́Ķ˿E׶ÝH ׶=Þ֜ː׶̜ßèͼ׶ՑԪ׶ԫŽ׏Йҥ̈́ΫāĂt ׶ŘžҦĮƯӜԬի׶ˑťͅ׶ƥΗֽ̝ԭĳִ׶̞˒ѻͽƔ̀ֈɕ׶ ʕԮӝאЍđ׶ſH ׶Çơ֝˓Eы׶ѼŁPȘKƕɂ׶#'óĩ˔łș׶ԯ˕ьэ׶˖H ׶gКţη׶¢ϊƀ׶ԌĒƖѽĒ֞ēµ׶Л׶֟ϋĔ׶լ;łͿö֠A ׶$! 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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 Crystal Sanchez Operations and Regulatory Management Kenneth Kovensky Simmonds Electrical Of Naples Inc. $13,428.31 4600003718 4500188015 ✔ The Growth Management Department's standby generator required emergency repair and retesting with hurricane season approaching. The primary vendor, Hart's Electrical Inc., was contacted, however, they could not perform the work so the alternative vendor, Simmonds Electrical of Naples, Inc., was utilized. However, Simmonds Electrical was not directly responsible for 80% or more of the project as required in the solicitation. Approve the payment of invoice 7363233 in the amount of $13,428.31. The Growth Management Department will review all contracts thoroughly, to ensure they are being followed, prior to the procurement of any goods or service. Crystal Sanchez SanchezCrystal Digitally signed by SanchezCrystal Date: 2018.12.28 14:28:44 -05'00' Kenneth Kovensky KovenskyKennet h Digitally signed by KovenskyKenneth Date: 2019.01.08 14:30:40 -05'00'1/8/2018 1 116.E.3.d Packet Pg. 915 Attachment: 0212 After the Fact Backup - FY19 (7868 : Procurement Services Administrative Reports) 216.E.3.dPacket Pg. 916Attachment: 0212 After the Fact Backup - FY19 (7868 : Procurement Services Administrative Reports) 316.E.3.dPacket Pg. 917Attachment: 0212 After the Fact Backup - FY19 (7868 : Procurement Services Administrative Reports) 416.E.3.dPacket Pg. 918Attachment: 0212 After the Fact Backup - FY19 (7868 : Procurement Services Administrative Reports) 516.E.3.dPacket Pg. 919Attachment: 0212 After the Fact Backup - FY19 (7868 : Procurement Services Administrative Reports) PO 45-188015616.E.3.dPacket Pg. 920Attachment: 0212 After the Fact Backup - FY19 (7868 : 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 Heather Meyer Transportation Engineering Jay Ahmad Taylor & Crowe $ 2,047.20 Under 3k 4500189784 ✔ The total of invoice 117062 exceeds the amount remaining on the Purchase Order by $952. The purchase order cannot be increased because it has a maximum amount of $3,000 for non-bid items. Staff is recommending that the Board authorize payment of Invoice 117062 in the amount of $2,047.20. The division will be adding these batteries to the list of items on the new bid for traffic signal components. Heather Meyer heathermeyer@c olliergov.net Digitally signed by heathermeyer@colliergov.net DN: cn=heathermeyer@colliergov.net Date: 2019.01.09 13:19:42 -05'00' Jay Ahmad AhmadJay Digitally signed by AhmadJay Date: 2019.01.16 07:35:24 -05'00' 7 216.E.3.d Packet Pg. 921 Attachment: 0212 After the Fact Backup - FY19 (7868 : Procurement Services Administrative Reports) 8 16.E.3.d Packet Pg. 922 Attachment: 0212 After the Fact Backup - FY19 (7868 : Procurement Services Administrative Reports)