Agenda 05/14/2019 Item #16E 5 (Administrative Report of Change Order & Contract Modifications)05/14/2019
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:
• One (1) change order that in aggregate modify contracts by -$18,240.93 and add 0 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
• Four (4) after the fact memos with a fiscal impact of $8,453.95
FISCAL IMPACT: The net total for the five (5) items is -$9,786.98
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. 0514 Change Order Report - FY19 (PDF)
2. 0514 Change Order Backup - FY19 (PDF)
3. 0514 Revised After the Fact Report - FY19 (PDF)
4. 0514 Revised After the Fact Backup - FY19 (PDF)
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05/14/2019
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.5
Doc ID: 8803
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: 05/14/2019
Prepared by:
Title: Business Technology Analyst, Senior – Procurement Services
Name: Sara Schneeberger
04/29/2019 3:38 PM
Submitted by:
Title: – Procurement Services
Name: Ted Coyman
04/29/2019 3:38 PM
Approved By:
Review:
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 04/29/2019 4:03 PM
Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 04/30/2019 9:39 AM
Procurement Services Catherine Bigelow Additional Reviewer Completed 04/30/2019 11:44 AM
Procurement Services Ted Coyman Additional Reviewer Completed 04/30/2019 11:57 AM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 04/30/2019 12:01 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 04/30/2019 1:14 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 04/30/2019 5:16 PM
Office of Management and Budget Laura Wells Additional Reviewer Completed 04/30/2019 6:32 PM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 05/07/2019 2:46 PM
Board of County Commissioners MaryJo Brock Meeting Pending 05/14/2019 9:00 AM
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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 18-7278 2 4/10/2019CCSO CID HVAC and Roof ReplacementCedars Electro-Mechanical Inc.Facilities Management - Claude Nesbitt$2,098,132.00 $2,030,307.00 ($18,240.93) $2,012,066.07 -0.90% 210 0 210 0.00%Meeting Date Total number of Change ordersTotal Dollar ChangeTotal Change in Days5/14/2019 1 -$18,240.93 016.E.5.aPacket Pg. 1647Attachment: 0514 Change Order Report - FY19 (8803 : Procurement Services Administrative Reports)
1116.E.5.bPacket Pg. 1648Attachment: 0514 Change Order Backup - FY19 (8803 : Procurement Services Administrative Reports)
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Item page #Contract or Purchase OrderDateDescription of Project Vendor Name Division ‐ Director Fiscal Impact Description1 1 18-7339 4/1/2019 NCRP Artifical Turf Conversion Hellas Construction Parks and Recreation - Barry Williams $6,501.95Division staff did not complete a change order to add additional time and money prior to the expiration of the contract.2 5 NA 4/9/2019Traffic Security for the Immokalee Pioneer Museum EventCollier County Sheriff's Office Museum - Amanda Townsend $680.00 Division staff requested services without a purchase order in place.3 7 NA 4/2/2019 Guest Speaker James Garvin Museum - Amanda Townsend $800.00 Division staff requested services without a purchase order in place.4 9 15-6397 4/3/2019Plant littorals adjacent to Crown ColonyEarth Tech Environmental Pelican Bay Services - Neil Dorrill $472.00 Division staff used the incorrect contract when requesting services.Meeting DateTotal number of After the Fact MemosTotal Fiscal Impact5/14/20194$8,453.9516.E.5.cPacket Pg. 1653Attachment: 0514 Revised After the Fact Report - FY19 (8803 : Procurement Services Administrative
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
Margaret Bishop Parks and Recreation
Barry Williams Hellas Construction
$6501.95 18-7339 4500187424
✔
Artificial turf conversion extended beyond the contract expiration and exceeded the contracted amount.
A change order was not submitted for the additional time and money needed to complete the work.
Additional time was needed to remove and replace the defective turf carpet and additional funds were
needed to add 80 linear feet of fencing to better secure the fields.
The Division is requesting approval that Pay App 5 - FINAL invoice be paid in the amount of
$6501.95 Funding is available in project 80359.1 to cover the overage in the contract.
Division is seeking to establish guidelines for staff to follow when commencing work.
Margaret Bishop
BishopMargaret Digitally signed by BishopMargaret
Date: 2019.04.01 11:39:09 -04'00'
Barry Williams
WilliamsBarry Digitally signed by WilliamsBarry
Date: 2019.04.01 15:52:18 -04'00'
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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
Wanda Bieschke Museum
Amanda Townsend Collier County Sheriff's Office
$680.00
✔
The services of the Sheriff's office were needed to provide traffic control during the
Immokalee Pioneer Museum's event, Cattle Drive which took place on March 9, 2019.
Due to the large number of visitors to the museum event, it was necessary to provide traffic
security for the public. Services were requested without a purchase order in place.
Division staff is requesting payment of invoice # 538 dated 3/29/19 in the amount of $680.00 for
their services on 3/9/2019.
Division staff will ensure they have a proper payment method in place prior to requesting any
goods or services.
Wanda Bieschke
BieschkeWanda Digitally signed by BieschkeWanda
Date: 2019.04.09 11:03:51 -04'00'
Amanda O. Townsend
townsendamanda Digitally signed by
townsendamanda
Date: 2019.04.09 13:38:29 -04'00'
5 216.E.5.d
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#Collier County Sheriffs Office
3319 Tamiami Trail East, Bldg. J
Naples, FL 34112
Oate:3/29f2019
lnvolce Number: 538
Customer Numbec 700003
Ouo Oat,: 4l29no1g
Billing Address
ImnDkalee Pioneer Museum
Attention: Theresa Schober, Museum Manager
1215 Roberts Avenue Wesl
lmrnokalee. FL 34142
Email:
Employer Address
BCC/BOC COMMISSIONERS
Contact FINANCE DEPARTMENT
3299 TAMIAMI TRAIL E. STE 7OO
NAPLES , FL34'112
Email:
4.000
,f.000
4.000
4.000
4.0@
'1.@{l
4.m0
4.m0
s170.00
3170.00
$170.00
$170.00
$170.0o
$170.00
$170.00
3170.00
Traffic - 0315 fiom 3/9/2019 8:30 AM to 3/19/2019 12:30 PM
Archie, David Total:
Traflic - 3513 ftom 3/9/2019 8:30 AM to 3/9/2019 12:30 PM
Archie. Quentin Total:
Traffic - 'l 896 from 319/201 I 8:3O AM lo 39/201 I 1 2:3O PM u2.50
Michalski, Daniel Total:
Traffic - 2420 from 3P/2019 8:30 AM to 3/9/2019 12:30 PM s42.50
Taylor, Michasl Total:
$42.50
$42.50
Subtotal:16.000 Total: 5580-00
Amount Paid:
Amount Due:
$0.00
3680.00
lf balance of debt is not paid in a timely manner as determined by the Sheriffs Office and should it be necessary for the
Sheriffs office to refier debt to a 3rd party collectbn agency: all fees including but not limited to attomey's fees. court
costs and cost in pursuit of that action will be the responsibility of the @ntraclor.
Please remit to:
Notes;
Payment terms: Net 30 days
Collier County Sheriffs Office
Attention: Finance
3319 Tamiami Trail East
Naples, FL 34112
239-252-0830
0escription Oty/Hours Rate Tota
I
6 16.E.5.d
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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
Wanda Bieschke Museum
Amanda Townsend James Garvin
800.00
✔
Mr. Garvin gave a lecture at the museum on 2/20/19.
A requisition to obtain a purchase order was entered on 2/21/19.
Division staff requests payment of invoice #13 in the amount of $800.00.
Division staff will ensure a proper payment method is in place prior to requesting any goods or
services.
Wanda Bieschke
BieschkeWanda Digitally signed by BieschkeWanda
Date: 2019.03.29 09:15:24 -04'00'
Amanda O. Townsend
townsendamanda Digitally signed by
townsendamanda
Date: 2019.04.02 14:50:32 -04'00'
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