Agenda 04/23/2019 Item #16E5 (Adminstrative Reports)04/23/2019
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 $0.00 and add 217 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
• One (1) after the fact memo with a fiscal impact of $2,300.00
FISCAL IMPACT: The net total for the three (3) items is $2,300.00
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. 0423 Change Order Report - FY19 (PDF)
2. 0423 Change Order Backup - FY19 (PDF)
3. 0423 After the Fact Report - FY19 (PDF)
4. 0423 After the Fact Backup - FY19 (PDF)
16.E.5
Packet Pg. 2228
04/23/2019
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.5
Doc ID: 8549
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: 04/23/2019
Prepared by:
Title: Business Technology Analyst, Senior – Procurement Services
Name: Sara Schneeberger
04/04/2019 10:37 AM
Submitted by:
Title: – Procurement Services
Name: Ted Coyman
04/04/2019 10:37 AM
Approved By:
Review:
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 04/04/2019 10:59 AM
Procurement Services Catherine Bigelow Additional Reviewer Completed 04/05/2019 9:11 AM
Procurement Services Ted Coyman Additional Reviewer Completed 04/05/2019 1:00 PM
Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 04/05/2019 2:47 PM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 04/10/2019 11:49 AM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 04/10/2019 4:40 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 04/12/2019 8:25 AM
Budget and Management Office Mark Isackson Additional Reviewer Completed 04/15/2019 10:14 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 04/16/2019 12:08 PM
Board of County Commissioners MaryJo Brock Meeting Pending 04/23/2019 9:00 AM
16.E.5
Packet Pg. 2229
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 18-7326 1 3/14/2019Twin Eagles Pump Station and Forcemain UpgradesQuality Enterprises USA, Inc. PUEPMD - Corinne Trtan $1,022,003.00 $1,022,003.00 $0.00 $1,022,003.00 0.00% 240 45 285 18.75%2 6 16-6617 3 3/22/2019Randall Blvd and Oil Well Corridor StudyCH2M Hill Engineers, Inc.Capital Project Planning, Impact Fees & Program - Lorraine Lantz$662,496.00 $662,496.00 $0.00 $662,496.00 0.00% 868 172 1040 19.82%Meeting Date Total number of Change ordersTotal Dollar ChangeTotal Change in Days4/23/2019 2 $0.00 21716.E.5.aPacket Pg. 2230Attachment: 0423 Change Order Report - FY19 (8549 : Procurement Services Administrative Reports)
1 116.E.5.b
Packet Pg. 2231 Attachment: 0423 Change Order Backup - FY19 (8549 : Procurement Services Administrative Reports)
ChmelikTom Digitally signed by ChmelikTom
DN: dc=net, dc=colliergov, dc=bcc, ou=Divisions, ou=PUD, ou=PUD Planning
and Project Management, ou=PPM User Accounts, ou=General,
cn=ChmelikTom, email=Tom.Chmelik@colliercountyfl.gov
Date: 2019.03.14 13:21:31 -04'00'
SchneebergerSara Digitally signed by SchneebergerSara
Date: 2019.03.29 11:57:01 -04'00'
2 16.E.5.b
Packet Pg. 2232 Attachment: 0423 Change Order Backup - FY19 (8549 : Procurement Services Administrative Reports)
3 16.E.5.b
Packet Pg. 2233 Attachment: 0423 Change Order Backup - FY19 (8549 : Procurement Services Administrative Reports)
4 16.E.5.b
Packet Pg. 2234 Attachment: 0423 Change Order Backup - FY19 (8549 : Procurement Services Administrative Reports)
5 16.E.5.b
Packet Pg. 2235 Attachment: 0423 Change Order Backup - FY19 (8549 : Procurement Services Administrative Reports)
SchneebergerSara Digitally signed by SchneebergerSara
Date: 2019.04.01 14:41:06 -04'00'
6 216.E.5.b
Packet Pg. 2236 Attachment: 0423 Change Order Backup - FY19 (8549 : Procurement Services Administrative Reports)
Item page #Contract or Purchase OrderDateDescription of Project Vendor Name Division ‐ Director Fiscal Impact Description1 1 NA 3/22/2019 Printing Services Presstige Printing Library - Tanya Williams $2,300.00Division staff placed this order intending to use the pcard but the vendor did not charge the pcard and sent invoices without a purchase order.Meeting DateTotal number of After the Fact MemosTotal Fiscal Impact4/23/20191$2,300.0016.E.5.cPacket Pg. 2237Attachment: 0423 After the Fact Report - FY19 (8549 : 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
Yahaira Magee Library
Tanya Williams Presstige Printing
$2,300.00
✔
The Division failed to ensure Presstige Printing charged the P-Card that was provided when the
order was placed. The vendor did not charge the P-Card but sent invoices instead. This error of
non-payment was only recently discovered by Library fiscal staff during a routine internal audit of
Presstige Printing invoices.
Please approve payment of $2,300 to Presstige Printing for Invoices 117497 and 117497-1.
Division fiscal staff will re-read and adhere to the policies and procedures outlined in the County
P-Card Manual, and consult with the Procurement Division in a timely mannertoensure
compliance with P-Card usage. Division fiscal staff will ensure the timely review and payment of
all P-Card transactions.
Yahaira Magee
MageeYahaira Digitally signed by MageeYahaira
Date: 2019.03.21 17:21:26 -04'00'
Tanya R. Williams
WilliamsTanya Digitally signed by WilliamsTanya
Date: 2019.03.22 10:37:29 -04'00'03/22/2019
1 116.E.5.d
Packet Pg. 2238 Attachment: 0423 After the Fact Backup - FY19 (8549 : Procurement Services Administrative Reports)
Account #
Date
9/24/2018
Invoice #
117497HEADQUARTERS
YAHAIRA MAGEE
2385 ORANGE BLOSSOM DRIVE
NAPLES, FL 24106
PO #
Terms:NET 30 DAYS
Rep
WG CCLIBRARY
Total
Balance Due
Subtotal
Sales Tax (6.0%)
Payments/Credits
Current Account Balance
FSC: RA-COC-005576
10940 Harmony Park Drive • Bonita Springs, FL 34135
Phone 239-949-8518 • Fax 239-949-8522
Description Amount
OCTOBER LIBRARY EVENT GUIDE
QTY 5000
8.5 X 11 / 8 PAGE SELF COVER
BID TAB CAT D: BOOKLET #1 (8 PAGES) .37/UNIT X 5000 = $1850
1,850.00
All past due invoices will be subject
to 1.5 percent interest per month.
$1,850.00
$1,850.00
$1,850.00
$0.00
$0.00
$2,440.00
2 16.E.5.d
Packet Pg. 2239 Attachment: 0423 After the Fact Backup - FY19 (8549 : Procurement Services Administrative Reports)
Account #
Date
9/24/2018
Invoice #
117497-1HEADQUARTERS
YAHAIRA MAGEE
2385 ORANGE BLOSSOM DRIVE
NAPLES, FL 24106
PO #
Terms:NET 30 DAYS
Rep
WG CCLIBRARY
Total
Balance Due
Subtotal
Sales Tax (6.0%)
Payments/Credits
Current Account Balance
FSC: RA-COC-005576
10940 Harmony Park Drive • Bonita Springs, FL 34135
Phone 239-949-8518 • Fax 239-949-8522
Description Amount
4 ADDITIONAL PAGES OCTOBER LIBRARY EVENT GUIDE
QUANTITY 5000
BID TAB CAT D: BOOKLET #1 (4 ADDITIONAL PAGES) .37/UNIT X 5000 = $925 -
MINUS $475 DISCOUNT FOR PRINTING AT SAME TIME.
450.00
All past due invoices will be subject
to 1.5 percent interest per month.
$450.00
$450.00
$450.00
$0.00
$0.00
$2,440.00
3 16.E.5.d
Packet Pg. 2240 Attachment: 0423 After the Fact Backup - FY19 (8549 : Procurement Services Administrative Reports)