Agenda 06/25/2019 Item #16E 5 (Prosurement Svcs Admin Rpt)06/25/2019
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 $23,603.70 and add 105 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
• Three (3) after the fact memos with a fiscal impact of $52,792.92
FISCAL IMPACT: The net total for the five (5) items is $76,396.62
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. 0625 Change Order Report - FY19 (PDF)
2. 0625 Change Order Backup - FY19 (PDF)
3. 0625 After the Fact Report - FY19 (PDF)
4. 0625 After the Fact Backup - FY19 (PDF)
16.E.5
Packet Pg. 2413
06/25/2019
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.5
Doc ID: 9291
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: 06/25/2019
Prepared by:
Title: Business Technology Analyst, Senior – Procurement Services
Name: Sara Schneeberger
06/10/2019 3:51 PM
Submitted by:
Title: – Procurement Services
Name: Ted Coyman
06/10/2019 3:51 PM
Approved By:
Review:
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 06/11/2019 8:15 AM
Procurement Services Ted Coyman Additional Reviewer Completed 06/11/2019 9:40 AM
Procurement Services Catherine Bigelow Additional Reviewer Completed 06/11/2019 3:48 PM
Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 06/12/2019 3:43 PM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 06/13/2019 5:11 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 06/14/2019 10:05 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 06/14/2019 11:21 AM
Office of Management and Budget Laura Wells Additional Reviewer Completed 06/14/2019 1:48 PM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 06/16/2019 4:05 PM
Board of County Commissioners MaryJo Brock Meeting Pending 06/25/2019 9:00 AM
16.E.5
Packet Pg. 2414
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 18-7445 1 5/23/2019Pelican Bay Sign Repair ReplacementAmerican Infrastructure ServicesPelican Bay Services - Lisa Jacob$483,630.00 $483,630.00 $23,603.70 $507,233.70 4.88% 395 0 395 0.00%2 3 16-6638 8 5/30/2019Vanderbilt Cul-de-Sacs Public Utility RenewalMitchell and Stark Construction PUEPMD - Diana Dueri $17,300,544.02 $18,032,115.07 $0.00 $18,032,115.07 0.00% 1088 105 1193 9.65%Meeting Date Total number of Change ordersTotal Dollar ChangeTotal Change in Days6/25/2019 2 $23,603.70 10516.E.5.aPacket Pg. 2415Attachment: 0625 Change Order Report - FY19 (9291 : Procurement Services Administrative Reports)
SchneebergerSara Digitally signed by SchneebergerSara
Date: 2019.06.10 10:26:57 -04'00'
1 116.E.5.b
Packet Pg. 2416 Attachment: 0625 Change Order Backup - FY19 (9291 : Procurement Services Administrative Reports)
2 16.E.5.b
Packet Pg. 2417 Attachment: 0625 Change Order Backup - FY19 (9291 : Procurement Services Administrative Reports)
Revised: 10/28/2014 (Divisions who may require additional signatures may include on separate sheet.) PROCUREMENT USE ONLY
Admin BCC
Rpt BCC ES
Contract Modification Work Order Modification Amendment
Contract #: Change #: Purchase Order #: Project #:
Contractor/Firm Name: Contract/Project:
Project Manager Name: r: Division Name:
Original Contract/Work Order Amount $ 17,300,544.02 7/12/16 11D Original BCC Approval Date; Agenda Item #
Current BCC Approved Amount $ 18,032,115.07 3/26/19 16C6 Last BCC Approval Date; Agenda Item #
Current Contract/Work Order Amount $ 18,032,115.07 SAP Contract Expiration Date (Master)
Dollar Amount of this Change $ 0.00 4.23% Total Change from Original Amount
Revised Contract/Work Order Total $ 18,032,115.07 0.00% Change from Current BCC Approved Amount
Cumulative Changes $ 731,571.05 0.00% Change from Current Amount
Completion Date, Description of the Task(s) Change, and Rationale for the Change
Notice to Proceed Original Last Approved Revised Date
Date Completion Date Date (Includes this change)
# of Days Added Select Tasks Add new task(s) Delete task(s) Change task(s) Other (see
below)
Provide a response to the following: 1.) detailed and specific explanation/rationale of the requested change(s) to the task(s) and / or
the additional days added (if requested); 2.) why this change was not included in the original contract; and, 3.) describe the impact
if this change is not processed. Attach additional information from the Design Professional and/or Contractor if needed.
Prepared by ____________________________________________________ Date: 05/20/2019
Diana Dueri, Senior Project Manager – EPMD
Acceptance of this Change Order shall constitute a modification to contract / work order identified above and will be subject to all the same
terms and conditions as contained in the contract / work order indicated above, as fully as if the same were stated in this acceptance. The
adjustment, if any, to the Contract shall constitute a full and final settlement of any and all claims of the Contractor / Vendor / Consultant /
Design Professional arising out of or related to the change set forth herein, including claims for impact and delay costs.
Procurement Services
Change Order Form
70122.1.1
70122.1.2
60122.2
Mitchell & Stark Construction Co., Inc.
4500170496 16-6638 8
Vanderbilt/Cul-de-Sacs Public Utility Renewal
Engineering and Project Management Diana Dueri
01/23/2020 10/10/2019 11/6/2018
105
10/17/2016
1. The Vanderbilt Drive Cul-de-Sacs Public Utility Renewal Project is a multi-year project that is currently at a 75%. Due to the
several reasons listed below, the project required additional construction activities not contemplated in the original Scope of Work.
There were 54 Work Directives between June 6, 2017 and February 08, 2019 totaling $127,628.03. The draws against the
contract allowances are summarized as follows:
Water Wastewater Stormwater Combined
No. of Work
Directives 4 1 48 1
No. of Days 19.5 8 76.5 1
Cost
Breakdown $25,314.10 $24,284.26 $70,432.17 $7,597.50
Total 54 Work Directives Totaling 105 Calendar Days and $127,628.03
Please refer to Attachment #1 – Detailed Description of Work Directives for a detailed explanation of each Work Directive.
2.Work Directive changes were not included in the original contract because the following reasons were not anticipated to the
extend they were experienced: neighborhood-driven requests, different site conditions from when the project was designed, and
field adjustments. Reference Attachment #1 for specific details.
3. Without the changes described in the attached Work Directives, conflicts due to unforeseen conditions would not be accounted for,
properties would be without service, and / or the water, wastewater and stormwater systems would not be completed. Reference
Attachment #1 for specific details.
These changes DO NOT change the total contract amount. Reference the attached spreadsheets for contract’s owner-directed
allowances.
3 216.E.5.b
Packet Pg. 2418 Attachment: 0625 Change Order Backup - FY19 (9291 : Procurement Services Administrative Reports)
SchneebergerSara Digitally signed by SchneebergerSara
Date: 2019.06.10 10:30:09 -04'00'
4 16.E.5.b
Packet Pg. 2419 Attachment: 0625 Change Order Backup - FY19 (9291 : Procurement Services Administrative Reports)
1. Detailed and specific explanation of requested change(s) to task(s) and/or additional days.2. Why this change was not included in original contract.3. Describe impact if this change is not processed.General Landscaping CostWaterCostWastewater Cost Stormwater Cost Total CostAdditional Calendar DaysCommentsReplace Culvert and Remove Trees at #209 Egret AvenueRemove existing damaged pipe and replace with new HDPE pipe, and remove two (2) existing trees at #209 Egret Avenue.(Work Directive 14)The original Scope of Work did not include pipe replacement at this location because condition of existing pipe was assessed as "good condition" during the design phase.The existing pipe presents damages due to root growth. If this pipe is not replaced the stormwater flow will eventually be blocked by the root growth, which can cause flooding issues in the area. Furthermore, the removal of the two trees is needed to prevent future pipe damaging to the new stormwater pipe.$0.00 $0.00 $0.00 $4,516.70 $4,516.70 1Backup information includes:1: M&S Time and Material Sheet for 15% Markup of Subcontractor Anytown Tree's Invoice = $97.50 (excluding subcontractor invoices).2: Subcontractor Anytown Tree's Invoice = $650.00.3: Unit price for existing storm culvert removal, installation of 12‐inch HDPE stormwater pipe with sock and installation of a concrete mitered‐end‐section = $3,769.20.Total Cost for WD #14 = $97.50 + $650.00 + $3,769.20 = $4,516.70 Replace Aluminum SW Pipe Crossing Under Vanderbilt Dr. south of 108th AvenueReplace damaged/removed existing aluminum pipe with RCP crossing under Vanderbilt Drive, south of 108th Avenue North.(Work Directive 21)The existing drainage pipe was in good condition. In the course of installing sanitary sewer, contractorremoved existing pipe. Plans called for extending aluminum pipe into new inlet with collar. In lieu of extending aluminum, RCP will be extended to provide longer life of culvert.If this change is not processed that Contractor would have had to replace the existing pipe with another aluminum pipe and extend it into the new inlet with a collar, which would have been significantly more expensive than replacing it with an RCP pipe, saving the County additional money.$0.00$0.00$0.00$7,981.60 $7,981.603Backup information includes:1: Unit price for existing storm culvert removal and installation of 24‐inch RCP stormwater pipe = $7,981.60.Total Cost for WD #21 = $7,981.60. Directional Drill Under Twin Box Culvert on Vanderbilt DriveDirectional drill approximately 120 linear feet of 8” water main under an existing 3’X 7’ box culvert located along Vanderbilt Drive at Station 6+80. Directional drill was performed in lieu of open cut.(Work Directive 23)It was originally understood that existing drainage infrastructure at Station 6+80 consisted of two (2) parallel 36” RCPs which would allow for a vertical deflection of the water main via open cut (as originally designed). During construction, it was discovered that the existing drainage are two (2) 3’X7’ box culverts. Due to the depth, length of the required water main deflection, and inability to properly support the culverts while crossing under them by means of open cut, it was determined that a directional drill would be required.Without this change, the new water main would have not been able to be installed along this section of Vanderbilt Drive, which would represent future water main breaks to Collier County.$0.00 $18,029.65$0.00$0.00$18,029.6514Backup information includes:1: M&S Time and Material Sheet for Labor, Materials, Equipment, 10% Markup and 6% tax for Ferguson Invoice and 15% Markup for Subcontractor American Boring and Trenching's Invoice = $7,142.02 (excluding subcontractor invoices).2: Ferguson's Invoice for Materials = $2,887.63.3: Subcontractor American Boring and Trenching's Invoice = $8,000.00.Total Cost for WD #23 = $7,142.02 + $2,887.63 + $8,000.00 = $18,029.65. Replace Corroded CMP pipe on 108th Avenue NorthReplace existing corroded CMP pipe on 108th Avenue North, remove temporary plug in existing CMP, cut and remove any existing remaining CMP pipe that is within 20 ft of CB‐42, and connect with new HDPE pipe and extend to CB‐42.(Work Directive 24)The existing drainage pipe was originally not considered to be replaced because condition of existing culvert pipes was assessed as "good condition" during the design phase. However, replacement of pipe is now needed since the Contractor found it almost completely corroded and filled with soil when they where installing Catch basin CB‐42.Without this change the existing pipe would not allow stormwater to flow, and would eventually collapse due to its deterioration.$0.00$0.00$0.00$680.00$680.001Backup information includes:1: Unit price for installation of 15‐inch HDPE stormwater pipe = $680.00.Total Cost for WD #24 = $680.00. Install Yard Drain at #208 Heron AvenueInstall Yard Drain on top of the new stormwater trunk line appoximately at Station 14+02, east side of 208 Heron Avenue.(Work Directive 29)Originally, the plans called for the installation of a yard drain at Station 14+02 with an offset of 20.86 feet. However, the yard drain was relocated to just east of the driveway for 224 Heron Avenue due to existing utility conflicts. Now there is the need of having a yard drain at the original station, but on top of the stormwater trunk line, to provide an additional runoff collection point. Without this change house #208 Heron Avenue would experience water ponding/flooding issues during rain events since there is no nearby runoff collection point.$0.00$0.00$0.00$1,130.00 $1,130.000.5Backup information includes:1: Unit price for installation of one (1) yard drain = $1,130.00.Total Cost for WD #29 = $1,130.00. Contract No. 16‐6638 | Vanderbilt/Cul‐de‐Sacs Public Utility Renewal | Mitchell and Stark Construction Co. Inc.C.O. #8 Attachment 1 ‐ Detailed Description of Work DirectivesPage 1 of 14516.E.5.bPacket Pg. 2420Attachment: 0625 Change Order Backup - FY19 (9291 : Procurement Services Administrative Reports)
1. Detailed and specific explanation of requested change(s) to task(s) and/or additional days.2. Why this change was not included in original contract.3. Describe impact if this change is not processed.General Landscaping CostWaterCostWastewater Cost Stormwater Cost Total CostAdditional Calendar DaysCommentsNew Catch Basin at #288 Flamingo AvenueInstall new catch basin at #288 Flamingo Avenue with 8 +/‐ feet of HDPE pipe and new mitered end section.(Work Directive 34)The original plans proposed a new catch basin at this location, however the elevation of top of structure after the installation did not blend well with the elevation of the road and adjacent swale creating hazard concerns.The new catch basin, pipe and mitered end section are needed to connect a stormwater pipe, which crosses the road, to connect the western flows and to adequately blend with new road and swale elevations. Without this change, the previously installed catch basin would have remained at an elevation higher than the road and adjacent swale, which is a safety hazard.$0.00 $0.00 $0.00 $4,017.75 $4,017.75 1.5Backup information includes:1: M&S Time and Material Sheet for 10% markup and 6% Tax for Materials purchased from Cast Systems and Reinery Trucking and 15% Markup of Subcontractor Hollander's Invoice = $535.21 (excluding subcontractor invoices).2: Two (2) separate invoices from Cast Systems = $1,032.54. 3: Reinery Trucking Invoice for Floratam Sod = $250.00.4: Subcontractor Hollander's Invoice for 5.5 hours (0.55 days based on a 10 hour day) = $2,200.00.Total Cost for WD #34 = $535.21 + $1,032.54 + $250.00 + $2,200.00 = $4,017.75. PS 101.06 Future Connection1. Excavate and expose the force main discharge piping traveling north along Vanderbilt Drive from PS 101.06. Verify the existing pipe size and material.2. Install (1) 8” line‐stop on the existing force main at Sta. 23+50.3. Cut in (1) 8”x8” D.I. M.J tee and (2) 8” plug valves on the downstream end of the tee and on the branch of the tee.4. Install approximately 40 LF of 8” DR11 H.D.P.E. east across Vanderbilt Drive.5. Install (1) 8” plug at terminus of H.D.P.E. piping.(Work Directive 41)This portion of Vanderbilt Drive was under construction and therfore would eliminate open‐cutting the newly constructed roadway in the future when connecting the new PS 101.06 to the sewer system.Without this change the County will incur in additional costs to connect the new PS 101.06 that is currently under construction to the sewer system since they would have to destroy and restore the recently restored roadway a second time. $0.00$0.00$24,284.26$0.00$24,284.268Backup information includes:1: M&S Time and Material Sheet for Labor, Equipment, 10% Markup and 6% tax for Ferguson Invoice and 15% Markup for Subcontractor Rangeline's Invoice = $13,591.36 (excluding subcontractor invoices).2: Ferguson's Invoice for Materials = $5,742.90.3: Subcontractor Rangeline's Invoice = $4,950.00.Total Cost for WD #41 = $13,591.36 + $5,742.90 + $4,950.00 = $24,284.26. Rebuild Circular Brick Paver Driveway at #436 Egret AvenueRebuild the circular brick paver driveway at #436 Egret Avenue as stated in the Work Directive.(Work Directive 42)It was determined to lower the yard drain adjacent to the eastern driveway at #436 Egret to improve the surrounding drainage. As a result, the driveway brick pavers need to be reset to allow positive drainage to the yard drain.Without this change the resident for #436 Egret Avenue would have continued to experience water ponding issues in her eastern driveway, since it did not have a positive drainage to the new yard drain after it was lowered.$0.00$0.00$0.00$3,360.47 $3,360.472Backup information includes:1: M&S Time and Material Sheet for Labor and 15% Markup for Subcontractor Accurate Paver's Invoice = $629.63 (excluding subcontractor invoices).2: Subcontractor Accurate Paver's Invoice = $2,730.84.Total Cost for WD #42 = $629.63 + $2,730.84 = $3,360.47. Fire Service Connection at #430 Willet AvenueReconnect fire service connection found in the field during construction at house #430 Willet Avenue.(Work Directive 43)The Contractor discovered an existing fire service at house #430 Willet Avenue when installing the new water service. Fire service needs to be reconnected to stay active.Without this change the fire service connection would have been removed from house #430 Willet Avenue, putting this property at risk in terms of fire protection.$0.00$6,901.91$0.00$0.00$6,901.913Backup information includes:1: M&S Time and Material Sheet for Labor, Materials, Equipment, 10% markup and 6% Tax for Materials purchased from Ferguson and 15% Markup of Subcontractor Hollander's Invoice = $3,595.95 (excluding subcontractor invoices).2: Two (2) separate invoices from Ferguson for materials = $2,505.96. 3: Subcontractor Hollander's Invoice for 2 hours (0.2 days based on a 10 hour day) = $800.00.Total Cost for WD #43 = $3,595.95 + $2,505.96 + $800.00 = $6,901.91. Decorative Concrete Driveway at #428 Palm CourtAdditional work was requested to contract the services of All American Decorative Concrete to restore the driveway at house #428 Palm Court by performing the same construction technic for rebuilding the decorative concrete driveway base as was originally done when the driveway was first constructed.(Work Directive 44)The homeowner of house #428 Palm Court demanded that his decorative concrete driveway is restored using the same construction technic as it was first built, and the Contractor is now required to contract the services of a different subcontractor to be able to restore the driveway as requested.Without this change, the homeowner would have seeked legal action against Collier County to have his driveway restored as requested, since it did not match the rest of his existing driveway.$0.00$0.00$0.00$0.00$0.003Although the total cost for this Work Directive was $6,899.97, the Contractor was already paid by means of invoicing additional available quantities. The Contractor restored 89.61 SY of decorative concrete driveway November, 2018. Page 2 of 14616.E.5.bPacket Pg. 2421Attachment: 0625 Change Order Backup - FY19 (9291 : Procurement Services Administrative Reports)
1. Detailed and specific explanation of requested change(s) to task(s) and/or additional days.2. Why this change was not included in original contract.3. Describe impact if this change is not processed.General Landscaping CostWaterCostWastewater Cost Stormwater Cost Total CostAdditional Calendar DaysCommentsDeflect Existing Storm Culvert East of yard drain PC‐7.Add two (2) 45 degree bends as required to deflect the existing storm culvert east of PC‐7 down to meet the invert elevation of yard drain PC‐7.(Work Directive 45)The invert elevation for the existing storm culvert at 490 Palm Court is approximately 35 inches higher than the designed invert elevation of yard drain PC‐7. Due to this issue, the existing storm culvert needs to be deflected.Without this change the existing stormwater system in front of house #490 Palm Court would have not been able to be connected to the new stormwater system.$0.00 $0.00 $0.00 $1,139.94 $1,139.94 1Backup information includes:1: M&S Time and Material Sheet for 10% markup and 6% Tax for Materials purchased from Ferguson and 15% Markup of Subcontractor Hollander's Invoice = $150.34 (excluding subcontractor invoices).2: Ferguson's Invoice for Materials = $189.60.3: Subcontractor Hollander's Invoice for 2 hours (0.2 days based on a 10 hour day) = $800.00.Total Cost for WD #45 = $150.34 + $189.60 + $800.00 = $1,139.94Outfall Pipe Connection to CB PC‐1Relocate yard drain YD‐34 to avoid future driveway. Plug PVC yard drain pipe throat. Insert a T on existing 24‐inch HDPE pipe for new yard drain.(Work Directive 46)Existing field conditions show that the existing 12‐inch CMP outfall pipe was extremely corroded and deteriorated at the end segment that was supposed to connect to new catch basin C.B. PC‐1. Therefore, it is necessary to add new HDPE stormwater pipe as described above.Without this change the new stormwater system could not have been connected to the existing stormwater outfall pipe, which would cause fooding issues along the entire street.$0.00 $0.00 $0.00 $927.94 $927.94 1Backup information includes:1: M&S Time and Material Sheet for 10% markup and 6% Tax for Materials purchased from Ferguson, Materials from Yard, and 15% Markup of Subcontractor Hollander's Invoice = $138.34 (excluding subcontractor invoices).2: Ferguson's Invoice for Materials = $189.60.3: Subcontractor Hollander's Invoice for 1.5 hours (0.15 days based on a 10 hour day) = $600.00.Total Cost for WD #46 = $138.34 + $189.60 + $600.00 = $927.94.Existing Storm Sewer Connection to Yard Drain PC‐6.Add two (2) 90‐degree PVC bends as required to deflect the existing 6‐inch secondary outfall pipe south of new yard drain PC‐6 down to meet the invert elevation of new yard drain PC‐6.(Work Directive 47)The existing 6‐inch secondary outfall pipe was connected to an existing catch basin that was replaced with new yard drain PC‐6. The invert elevation of yard drain PC‐6 is lower than the invert elevation of the catch basin that was removed. The invert elevation for the existing secondary outfall pipe at 442 Palm Court is approximately 30 inches higher than the designed invert elevation of yard drain PC‐7.Without this change the secondary outfall pipe could not have been connected to new yard drain PC‐6, which would cause fooding issues at #443 Palm Court.$0.00 $0.00 $0.00 $905.83 $905.83 1Backup information includes:1: M&S Time and Material Sheet for 10% markup and 6% Tax for Materials purchased from Ferguson, Materials from Yard, and 15% Markup of Subcontractor Hollander's Invoice = $154.25 (excluding subcontractor invoices).2: Ferguson's Invoice for Materials = $151.58.3: Subcontractor Hollander's Invoice for 1.5 hours (0.15 days based on a 10 hour day) = $600.00.Total Cost for WD #47 = $154.25 + $151.58 + $600.00 = $905.83.Deflect Existing Fire Hydrant Assembly Under Stormwater Pipe on Palm CourtDeflect the existing 6‐inch PVC fire hydrant assembly under the new 12‐inch stormwater pipe between 414 Palm Court and 428 Palm Court, near Station 2+85±. All materials to perform this work will be provided by Collier County Water Department.(Work Directive 48)Existing field conditions show that the existing fire hydrant assembly water main is located at the same elevation as the proposed 12‐inch stormwater drainage to be installed around the Palm Court Cul‐de‐Sac. Thus, the existing 6‐inch fire hydrant assembly water main needs to be deflected under the proposed stormwater pipe.Without this change the new stormwater culvert would have not been able to be installed around the Cul‐de‐Sac of Palm Court, which would cause stormwater overflow for the residences located in this area. $0.00 $0.00 $0.00 $2,610.00 $2,610.00 2Backup information includes:1: Unit price for conflict avoidance with existing utilties = $2,610.00.Total Cost for WD #48 = $2,610.00. Deflect Existing Water Main Under New 12‐inch Stormwater Pipe at #366 Pine AvenueDeflect the existing 6‐inch PVC water main under the new 12‐inch stormwater pipe in front of #366 Pine Avenue, near Station 6+50±. Also deflect the existing PVC water main under the new 12‐inch RCP stormwater pipe between houses 402 and 388 Pine Avenue. This work shall be invoiced as a conflict avoidance with proposed improvements (Item 2.10.b).(Work Directive 49‐Rev. B)Existing field conditions show that the existing water main is located at the same elevation as the proposed 12‐inch stormwater drainage to be installed around the Pine Avenue Cul‐de‐Sac. Thus, the existing 6‐inch water main needs to be deflected under the proposed stormwater pipe.Without this change the new stormwater culvert would have not been able to be installed around the Cul‐de‐Sac of Pine Avenue, which would cause stormwater overflow for the residences located in this area. $0.00 $0.00 $0.00 $0.00 $0.00 2This Work Directive was issued as Unit Price. Although the total cost for this Work Directive was estimated at $5,360.00, the Contractor deflected both water mains to avoid the conflict wiht the proposed stormwater drainage on June 01, 2018. Both these items were already paid for as Unit Price by means of invoicing additional available quantities. Page 3 of 14716.E.5.bPacket Pg. 2422Attachment: 0625 Change Order Backup - FY19 (9291 : Procurement Services Administrative Reports)
1. Detailed and specific explanation of requested change(s) to task(s) and/or additional days.2. Why this change was not included in original contract.3. Describe impact if this change is not processed.General Landscaping CostWaterCostWastewater Cost Stormwater Cost Total CostAdditional Calendar DaysCommentsRelocation of Yard Drain PC‐7Install standard “U” concrete collar under and 3‐inches over the 45‐degree elbow fittings locatedbetween the driveways of #490 and #474 Palm Court and provide 6‐inches of cover over concrete collar to set the final grade at 5.50. Remove and relocate Insert‐a‐Tee adapter and yard drain PC‐7 to the west, closer to the driveway of #474 Palm Court, so yard drain grate elevation is set at 4.00.(Work Directive 50)Contractor installed two (2) 45‐degree bends to deflect the existing storm culvert east of yard drain PC‐7 down to meet the invert elevation of yard drain PC‐7, as described in Work Directive #45. However, there is not enough cover to meet the concrete jacket requirement of 6‐inches above the existing and new storm culverts joint, as described in Miscellaneous Drainage Details for Dissimilar Types. Furthermore, the 45‐degree elbow fittings would remain exposed once the Contractor grades the area to the west of the #490 Palm Court driveway, due to the changes in elevation and close proximity to new yard drain PC‐7.Without this change the stormwater system would remain exposed above ground, creating a tripping hazard at the right‐of‐way of #490 Palm Court. Furthermore, the connection between the existing and new stormwater culverts would not be reinforced with a concrete collar, which could disconnect and cause connectivity problems to the new stormwater system in the near future.$0.00 $0.00 $0.00 $3,155.96 $3,155.96 1.5Backup information includes:1: M&S Time and Material Sheet for 10% markup and 6% Tax for Materials purchased from Ferguson, Materials from Yard, and 15% Markup of Subcontractor Hollander's Invoice = $412.89 (excluding subcontractor invoices).2: Two (2) separate invoices from Ferguson for materials = $143.07. 3: Subcontractor Hollander's Invoice for 6.5 hours (0.65 days based on a 10 hour day) = $2,600.00.Total Cost for WD #50 = $412.89 + $143.07 + $2,600.00 = $3,155.96.Restore Driveway at #474 Palm Court from Further Behind the ROWRestore the eastern brick paver driveway at #474 Palm Court (approximate Station 1+25±) from further behind the right‐of‐way to provide a constant slope to the new edge of pavement elevation (which ishigher than it previously was).(Work Directive 51)Pre‐construction video and photo documentation shows original eastern driveway to have a constant slope from the edge of the garage structure to edge of pavement. As a result of this project, the road elevation in front of this house was changed generating an uneven slope from the garage to the new road, which created a low area in this driveway.Without this change the eastern driveway of 474 Palm Court would experience water ponding after every rain event, creating a problem that the resident didn't have before this project.$0.00$0.00$0.00$1,966.50 $1,966.501Backup information includes:1: Unit price for removal and replacement of brick paver driveway = $1,966.50 (39.33 S.Y. @ $50.00/SY).Total Cost for WD #51 = $1,966.50 Driveway Stabilization at #336 Lagoon AvenuePlace and grade #57 stone along the right‐of‐way of #336 Lagoon Avenuefor driveway stabilization until all construction activities have been completed.(Work Directive 52)The property at #336 Lagoon Avenue is currently under construction by the homeowner and the driveway within the right‐of‐way was left incomplete in an effort to work with the County on the PUR Project. Otherwise, the County would pay M&S to remove a new driveway as part of this project. It’s more feasible from an economic and logistic point of view for the County to temporarily stabilize the driveway until the restoration phase of this project.Without this change the County would have incurred in additional costs by having to pay to remove a brand new driveway.$0.00$0.00$0.00$700.00$700.000.5Backup information includes:1: M&S Time and Material Sheet for Direct Labor, Materials from Yard, and Equipment for 2 hours of work = $700.00.Total Cost for WD #52 = $700.00.Tapping Saddle for Existing Water Service for #377 Oak AvenueInstall a tapping saddle and a corporation stop to the new water main located on Oak Avenue to reconnect the existing water service found near Station 6+25±, for house #377 Oak Avenue.(Work Directive 53)The contract documents does not include the installation of a new water service for #377 Oak Avenue. However, the existing house service was connected to a portion of existing A‐C water main that was removed as part of this project’s Scope of Work. Thus, the Contractor needed to reconnect the existing house service to the new water main to provide water service to this residence.Without this change house #377 Oak Avenue would have remained without water service.$0.00$382.54$0.00$0.00$382.540.5Backup information includes:1: M&S Time and Material Sheet for 10% markup and 6% Tax for Materials purchased from Ferguson, and 15% Markup of Subcontractor Hollander's Invoice = $51.04 (excluding subcontractor invoices).2: Ferguson's Invoice for Materials = $131.50.3: Subcontractor Hollander's Invoice for 0.5 hours (0.05 days based on a 10 hour day) = $200.00.Total Cost for WD #53 = $412.89 + $143.07 + $200.00 = $382.54.Remove Existing SW Culverts for A‐C Water Main Removal Remove and replace existing select stormwater culverts, consisting of drainage pipes and mitered‐end‐sections (MESs), as needed in order to remove existing asbestos‐cement (A‐C) water main located beneath these culverts, along the Cul‐de‐Sacs. The additional removal and installation of existing stormwater drainage shall be paid for under Schedule of Value Items 4.17 and 4.18, respectively. Replacement of existing MESs shall be paid for under Schedule of Value Item 4.23.(Work Directive 54)Many existing stormwater culverts located under driveways are proposed to remain as part of this project. However, there are some locations where the existing A‐C water main is located beneath an existing stormwater culvert that is proposed to remain. In order to remove the existing A‐C water main beneath an existing stormwater culvert, it is necessary to first remove the stormwater culvert, which will then need to be replaced.Without this change the existing A‐C water main could not be removed from the Finger Streets in its entirety, creating future environmental hazards along these streets.$0.00$0.00$0.00$0.00$0.002This Work Directive was issued as Unit Price. Although the total cost for this Work Directive was $1,787.35, the Contractor was already paid by means of invoicing additional available quantities. The Contractor removed 5.5 LF of existing stormwater drainage and one (1) mitered‐end‐section on June 5, 2018. Contractor removed an additonal 9.5 feet of existing stormwater drainage and installed the new stormwater drainage and one (1) mitered‐end‐section on August 1, 2018.Page 4 of 14816.E.5.bPacket Pg. 2423Attachment: 0625 Change Order Backup - FY19 (9291 : Procurement Services Administrative Reports)
1. Detailed and specific explanation of requested change(s) to task(s) and/or additional days.2. Why this change was not included in original contract.3. Describe impact if this change is not processed.General Landscaping CostWaterCostWastewater Cost Stormwater Cost Total CostAdditional Calendar DaysCommentsReplace Catch Basins with Yard Drains at #446 Bayside AvenueRemove and reinstall one length of 12‐inch HDPE storm pipe from new yard drain (YD BA‐10) so that the pipe can be installed level at invert EL 2.25 (T&M). Remove the two existing catch basins of 28± LF of 12‐inch corrugated metal pipe (CMP) from the driveway of 446 Bayside (UP). Install two new yard drains, one to be located at 10 feet east of the east edge of driveway for the residence, and the other to be located in‐line with the west property line (UP). Install 32± LF of 12‐inch HDPE storm pipe (UP).(Work Directive 56)During construction it was determined that the existing catch basins did not meet the County’s standards for storm water structures to be located in the Right‐of‐Way. Therefore, they needed to be removed. The requirements for connecting HDPE to CPM in conjunction with the existing CMP invert being higher than desired made reusing the existing CMP unfeasible. Yard drains are being added to replace the existing catch basins, which will capture stormwater treated by the swales.Without this change the existing stormwater system would have not worked as intended since the existing catch basins dimensions and conditions did not allow for the connection of the new HDPE stormwater pipe, and the existing CMP pipe was located at a higher elevation that the new stormwater design allowed.$0.00 $0.00 $0.00 $609.80 $609.80 3This Work Directive included both Time and Material and unit Price activities. Although the total cost for this Work Directive was estimated at $5,073.18, the Contractor was already paid for the Unit Price component of this Work Directive by means of invoicing additional available quantities. The Unit Price component included the removal of 28 LF of existing stormwater drainage, removal of two (2) storm structures, installation of 32 LF of new 12‐inch HDPE stormwater pipe and one (1) yard drain which were completed on June 14, 2018. Furthermore, Contractor installed a second yard drain on June 15, 2018. The total cost for the Unit Price component was $4,407.68, which was already paid to the Contractor.The Time and Material component included the removal and reinstallation of one length of 12‐inch HDPE stormwater pipe. The Contractor performed the work in one (1) hour with a crew of 2 Operators and 4 Laborers on June 14, 2018. However, the Contractor submitted backup information as Unit Price for the works performed which include:1: Unit price for existing storm culvert removal = $140.002: Unit price for installation of 12‐inch perforated HDPE storwmater pipe with sock = $469.80.Total Cost for the Time and Material component of WD #56 = $140.00 + $469.80 = $609.80, which has not been paid to the Contractor yet.Conflict Between Water Main and Proposed SW at Bayside AvenueDeflect the existing 6‐inch water main under the new 12‐inch stormwater pipe between houses #368 and #342 Bayside Avenues, near Station 6+51±. This work shall be invoiced as a Unit Price. Install a 1 1/2‐inch tapping saddle and a corporation stop onto the new section of PVC water main and replace the existing house service to #342 Bayside Avenue with new 1 1/2‐inch poly tubing since it was previosuly being serviced from the existing water main section that was removed to perform the conflict avoidance. This will be measured for payment as Unit Price. (Work Directive 57)Existing field conditions show that the existing water main is located at the same elevation as the proposed 12‐inch stormwater drainage to be installed at Station 6+51± on Bayside Avenue. Thus, the existing water main needs to be deflected under the proposed stormwater pipe.Without this change the existing stormwater system would have not worked as intended since the existing catch basins dimensions and conditions did not allow for the connection of the new HDPE stormwater pipe, and the existing CMP pipe was located at a higher elevation that the new stormwater design allowed.$0.00 $0.00 $0.00 $0.00 $0.00 2This Work Directive was issued as Unit Price. Although the total cost for this Work Directive was $3,570.00, the Contractor deflected the 6‐inch water main to avoid the conflict wiht the proposed stormwater drainage and relocated a short single service on June 21, 2018. Both these items were already paid for as Unit Price by means of invoicing additional available quantities. Remove Existing Catch Basin at #421 Bayside AvenueRemove existing catch basin located between #421 Bayside Avenue and the vacant lot to the west, near Station 4+59± (UP). Relocate proposed mitered‐end‐section (MES) BA‐1 east, to the property line between #421 Bayside Avenue and the vacant lot, and raise its invert to match the invert elevation of MES BA‐2 (T&M). Cut the existing vitrified clay outfall pipe and removed back to the right‐of‐way line, then plug the ends and fill it with grout (T&M). Grade the area west of the edge of #421 Bayside Avenue’s driveway so it slopes towards new location for MES BA‐1. Grade additional swale associated with relocating MES BA‐1 to the east (T&M).(Work Directive 58)Existing field conditions show that the existing VCP outfall pipe connected to the northern side of the existing catch basin is clogged and does not convey stormwater flows to the canal. Furthermore, this outfall pipe is notowned by Collier County. The project contemplated reusing the existing catch basin to utilize the outfall capacity, but now it has beenconfirmed that the outfall pipe is non‐functional.Without this change the new stormwater system would not work as intended since there would not be a flow outlet to sea and house #421 Bayside Avenue would experience flooding issues every time it rained since the existing outfall pipe doesn't function. Furthermore, by performing this work we are removing an external outfall pipe from the County's owned and maintained stormwater system.$0.00 $0.00 $0.00 $460.00 $460.00 1This Work Directive included both Time and Material and unit Price activities. Although the total cost for this Work Directive was estimated at $1,060.00, the Contractor was already paid for the Unit Price component of this Work Directive by means of invoicing additional available quantities. The Unit Price component included the removal of an existing storm structure, which was completed on June 20, 2018. The total cost for the Unit Price component was $600.00, which was already paid for as Unit Price by means of invoicing additional available quantities.The Time and Material component included the relocation of a mitered‐end‐section, cutting and removing existing vitrified clay pipe and grading the right‐of‐way and slope associated to relocating the mitered‐end‐section. Contractor completed cutting and removing the existing vitrified clay pipe on June 20, 2018. The Contractor performed the work in one (1) hour with a crew of 1 Foreman, 1 Operator and 3 Laborers. Backup information includes:1: M&S Time and Material Sheet for 15% Markup of Subcontractor Hollander's Invoice = $60.00 (excluding subcontractor invoices).2: Subcontractor Hollander's Invoice for 1 hour (0.1 days based on a 10 hour day) = $400.00.The total cost for the Time & Material Component was $460.00, which has not been paid to the Contractor yet.Page 5 of 14916.E.5.bPacket Pg. 2424Attachment: 0625 Change Order Backup - FY19 (9291 : Procurement Services Administrative Reports)
1. Detailed and specific explanation of requested change(s) to task(s) and/or additional days.2. Why this change was not included in original contract.3. Describe impact if this change is not processed.General Landscaping CostWaterCostWastewater Cost Stormwater Cost Total CostAdditional Calendar DaysCommentsExisting Outfall Pipe Connection at CB OA‐4Cut back 3‐feet of the existing 12‐inch corrugated metal pipe (CMP) to expose the existing 10‐inch PVC pipe that was previously installed inside the 12‐inch CMP and connect the 10‐inch PVC pipe to the south invert of new catch basin OA‐4 on Oak Avenue, in accordance with FDOT standards. (Work Directive 59)The construction drawings showed the existing stormwater outfall pipe that will connect to the south invert of new catch basin OA‐4 on Oak Avenue to be a 12‐inch RCP stormwater pipe. However, existing field conditions show that this pipe is actually 12‐inch CMP stormwater pipe that is severely deteriorated, and a 10‐inch PVC pipe was installed inside the 12‐inch CMP to rehabilitate it.Without this Work Directive the existing stormwater outfall pipe would not be connected to the new stormwater system, which would not allow the new stormwater system to work as intended.$0.00 $0.00 $0.00 $243.50 $243.50 0.5Backup information includes:1: M&S Time and Material Sheet for Materials from Yard and 15% Markup of Subcontractor Hollander's Invoice = $43.50 (excluding subcontractor invoices).2: Subcontractor Hollander's Invoice for 0.5 hours (0.05 days based on a 10 hour day) = $200.00.Total Cost for WD #59 = $43.50 + $200.00 = $243.50.Existing Outfall Pipe Connection at CB OA‐1Cut back 7‐feet of the existing 15‐inch stormwater outfall corrugated metal pipe (CMP) and install a new 15‐inch HDPE stormwater pipe to connect the existing 15‐inch CMP outfall drainage pipe, in accordance with FDOT standards, to the north invert of new catch basin OA‐1 which is located between houses #403 and #419 Oak Avenue, near Station 4+87±.(Work Directive 60)The construction drawings showed the existing stormwater outfall pipe that will connect to the north invert of new catch basin OA‐1 on Oak Avenue to be 12‐inch RCP stormwater pipe. However, existing field conditions show that this pipe is 15‐inch CMP stormwater pipe that is severely corroded and is necessary to remove a part of it to allow for the new stormwater system to work as intended. Without this Work Directive there would be no stormwater flow connectivity from new catch basin OA‐1 to the existing 15‐inch CMP outfall drainage pipe, which would not allow the stormwater system to work as intended.$0.00$0.00$0.00$565.44$565.440.5Backup information includes:1: M&S Time and Material Sheet for 10% markup and 6% Tax for Materials purchased from Ferguson, Materials from Yard, and 15% Markup of Subcontractor Hollander's Invoice = $97.82 (excluding subcontractor invoices).2: Ferguson's Invoice for Materials = $67.623: Subcontractor Hollander's Invoice for 1 hour (0.1 days based on a 10 hour day) = $400.00.Total Cost for WD #60 = $97.82 + $67.62 + $400.00 = $565.44.Existing Stormwater Pipe at #300 Oak AvenueRemove approximately 69 LF of existing 12‐inch corrugated metal pipe (CMP) stormwater culvert and install approximately 74 LF of new 12‐inch HDPE stormwater pipe with sock to connect the recently installed stormwater pipe from Station 9+34± to new catch basin CB‐OA‐2, in front of house #300 Oak Avenue. Install a yard drain and offset towards the north at the location of the existing mitered‐end‐section (Sta. 9+45±) to connect the new 12‐inch HDPE stormwater pipe previously installed to the new 12‐inch HPDE stormwater pipe to be installed along the right‐of‐way of house #300 Oak Avenue.(Work Directive 61)The existing 12‐inch CMP stormwater pipe that runs along the right‐of‐way of house #300 Oak Avenue was supposed to remain and connect to the east invert of new catch basin CB‐OA‐2. However, the existing CMP pipe has been found to be completely deteriorated and needs to be replaced in order for the stormwater system to work as intended.Without this Work Directive there would be no stormwater flow connectivity from east of new catch basin OA‐2 to the existing outfall drainage pipe that connects to new catch basin OA‐2, which would not allow the stormwater system to work as intended.$0.00 $0.00 $0.00 $0.00 $0.00 2This Work Directive was issued as Unit Price. Although the total cost for this Work Directive was estimated to be $3,374.75, the Contractor was already paid by means of invoicing additional available quantities. The Contractor removed 69 LF of existing stormwater drainage and installed 75 LF of new perforated HDPE stormwater pipe with sock and a new yard drain on August 08, 2018. Conflict Between Water Mains and Stormwater System at Oak AvenueDeflect the existing 6‐inch water main under the new 12‐inch reinforced concrete pipe (RCP) stormwater pipe to be installed across Oak Avenue, located between houses #300 and #288 Oak Avenues, near Station 10+12± (UP). Deflect the recently installed 6‐inch water main under the new 12‐inch RCP stormwater pipe to be installed across Oak Avenue, located between houses #400 and #416 Oak Avenue, near Station 4+86± (UP). (Work Directive 62)Existing field conditions show that the existing water main and the recently installed water main are located at the same elevation as the proposed 12‐inch RCP stormwater drainages to be installed at Stations 10+12± and 4+86±, crossing Oak Avenue. Thus, the existing and the recently installed water mains need to be deflected under the proposed stormwater pipe.Without this Work Directive there would be no stormwater flow connectivity from east of new catch basin OA‐2 to the existing outfall drainage pipe that connects to new catch basin OA‐2, which would not allow the stormwater system to work as intended.$0.00 $0.00 $0.00 $0.00 $0.00 1.5This Work Directive was issued as Unit Price. Although the total cost for this Work Directive was $5,290.00, the Contractor was already paid by means of invoicing additional quantities. The Contractor deflected the 6‐inch water main to avoid the conflict with the proposed and existing stormwater drainages on August 03, 2018. Page 6 of 141016.E.5.bPacket Pg. 2425Attachment: 0625 Change Order Backup - FY19 (9291 : Procurement Services Administrative Reports)
1. Detailed and specific explanation of requested change(s) to task(s) and/or additional days.2. Why this change was not included in original contract.3. Describe impact if this change is not processed.General Landscaping CostWaterCostWastewater Cost Stormwater Cost Total CostAdditional Calendar DaysCommentsStormwater Improvements at #283 and #291 Oak AvenueRemove approximately 10 LF of existing corrugated metal pipe (CMP) and existing mitered‐end‐section (MES) located west of the western driveway of house #291 Oak Avenue, near Station 10+95± (UP) .Install new Type “X” inlet between the driveway of house #283 Oak Avenue and the western driveway of house #291 Oak Avenue, near Station 10+97± (T&M). Install new 12‐inch HDPE perforated stormwater pipe with sock to extend the new pipe from MES OA‐2 to the west invert of the Type “X” inlet. Install new 12‐inch HDPE perforated stormwater pipe with sock to connect the existing CMP pipe that runs along the right‐of‐way of house #291 Oak Avenue to the east invert of the Type “X” inlet (UP). (Work Directive 64)The new stormwater system was installed along Oak Avenue as proposed in the contract documents. However, a modification to the stormwater system design is required at #283 and #291 Oak Avenuessince the residents are experiencing flooding issues whenever there are rain events or high sea tides.Without this Work Directive the stormwater runoff in front of houses #283 and #291 Oak Avenues would not flow properly towards the outfall, which will continue to cause flooding issues to these residents during rain events or high tides. $0.00 $0.00 $0.00 $1,237.81 $1,237.81 3This Work Directive included both Time and Material and Unit Price activities. Although the total cost for this Work Directive was estimated at $2,864.21, the Contractor was already paid for the Unit Price component of this Work Directive by means of invoicing additional available quantities. The Unit Price component included the removal of 31 LF of existing stormwater drainage, removal of one (1) mitered‐end‐section, and installation of 60 LF of new 12‐inch HDPE stormwater pipe which were completed on September 20, 2018. The total cost for the Unit Price component was $1,626.40, which was already paid to the Contractor. The Time and Material component included the installation of a Type "X" Storm Structure. The Contractor performed the work in two (2) hours with a crew of one Superintendent, one Foreman, one Operator, one Pipe Layer and two Laborers on September 20, 2018. Backup information includes:1. M&S Time and Material Sheet for 10% markup and 6% Tax for Materials purchased from Cast Systems, and 15% Markup of Subcontractor Hollander's Invoice = $163.84 (excluding subcontractor invoices).2: Cast System's Invoice for Materials = $273.97.3: Subcontractor Hollander's Invoice for 2 hours (0.2 days based on a 10 hour day) = $800.00.The total cost for the Time & Material Component was $163.84 +$273.97 + $800.00 = $1,237.81 which has not been paid to the Contractor yet.Temporary Stabilization to CMP Stormwater Pipes on V.D.Cut on a miter angle the existing corrugated metal pipe (CMP) stomwater culverts located on the south ROW at 95th Avenue and Vanderbilt Drive, the north ROW at 98th Avenue and Vanderbilt Drive, and the north and south ROWs at 99th Avenue North. Grade the slopes between the existing CMP culvert and the new mitered‐end‐section (MES) at each intersection as close to a 4:1 as conditions allow. Place Mirafi filter fabric over newly graded slopes and at the bottom of swales.Place riprap around the end of the each of the CMP culverts. Place riprap over the Mirafi filter fabric on the slopes and the bottom of each of the swales, from the existing CMP culvert to the new MES. (Work Directive 65)The existing CMP culverts at the intersections of Vanderbilt Drive with 95th Avenue North, 98th Avenue North, and 99th Avenue North had to be cut back since they were severely deteriorated. Since the County will replace these culverts in the near future as part of the Naples Park Public Utility Renewal project, the County is requesting to temporary stabilize these culverts in the meantime.Without this Work Directive the County would incur in additional costs by investing in the installation of new stormwater culvert at each of the intersections that will eventually be replaced in the near future. $0.00 $0.00 $0.00 $2,328.23 $2,328.23 3Backup information includes:1: M&S Time and Material Sheet for Direct Labor, 10% markup and 6% Tax for Materials purchased from BG Mine, and Equipment = $1,551.85 (excluding subcontractor invoices).2: BG Mine's Invoice for Materials = $776.38Total Cost for WD #65 = $1,551.85 + $776.38 = $2,328.23.Modifications to Yard Drain BA‐7 on Bayside AvenueModify the recently installed yard drain BA‐7 at house #342 Bayside Avenue, near Station 6+51±. Contractor shall perform the following activities: 1. Demolish existing concrete collar from Yard Drain BA‐7 (existing concrete collar needs to be rotated to be parallel with driveway). 2. Form and place new concrete collar to be parallel with new concrete driveway.3. Grade around new concrete collar to achieve a 4:1 slope. Grade from further behind the landscaping from #368 Bayside Avenue (south of yard drain #BA‐7) to achieve a 4:1 slope.(Work Directive 68)The contract documents did not include a line item for the restoration of travertine tile driveways, which have a higher cost than the restoration of regular brick paver driveways.Without this Work Directive we could have not restored the driveways for houses #9360, #9340, #9320 and #9160 Vanderbilt Drives back to their pre‐construction conditions.$0.00 $0.00 $0.00 $220.00 $220.00 0.5Backup information includes:1: M&S Time and Material Sheet for Direct Labor and Equipment = $220.00.Total Cost for WD #68 = $220.00Page 7 of 141116.E.5.bPacket Pg. 2426Attachment: 0625 Change Order Backup - FY19 (9291 : Procurement Services Administrative Reports)
1. Detailed and specific explanation of requested change(s) to task(s) and/or additional days.2. Why this change was not included in original contract.3. Describe impact if this change is not processed.General Landscaping CostWaterCostWastewater Cost Stormwater Cost Total CostAdditional Calendar DaysCommentsConflict Between Water Main and Proposed Stormwater at Lagoon AvenueDeflect the existing 6‐inch PVC water main under the new 12‐inch HDPE stormwater pipe in front of #218 Lagoon Avenue, near Station 13+00± (UP). (Work Directive 70)Existing field conditions show that the existing water main is located at the same elevation as the proposed 12‐inch HDPE stormwater drainage to be installed around the Lagoon Avenue Cul‐de‐Sac. Thus, the existing 6‐inch PVC water main needs to be deflected under the proposed stormwater pipes.Without this Work Directive there would be no stormwater flow connectivity from new yard drain LA‐8 to the new stormwater system, which would not allow the stormwater system to work as intended and cause flooding issues at house #218 Lagoon Avenue.$0.00 $0.00 $0.00 $0.00 $0.00 1.5This Work Directive was issued as Unit Price. Although the total cost for this Work Directive was $2,610.00, the Contractor was already paid by means of invoicing additional quantities. The Contractor deflected the existing 6‐inch water main to avoid the conflict with the proposed stormwater drainage on September 14, 2018. Modifications to Yard Drain PA‐7 on Pine AvenueModify the recently installed yard drain PA‐7 on Pine Avenue, near Station 6+32±. Contractor shall perform the following activities:1. Remove existing concrete slopes and concrete collar from yard drain PA‐7.2. Raise yard drain PA‐7 to be 2‐inches below edge of pavement elevation.3. Form and place concrete collar around raised yard drain PA‐7.4. Provide same concrete slope configuration to the west and south sides of the yard drain (eastern concrete slope shall be removed entirely) and place sod accordingly.(Work Directive 71)The recently installed yard drain PA‐7 is currently too low and exceeds grading slopes greater than the maximum allowed of 4:1 due to its proximity to the edge of pavement and driveway of #369 Pine Avenue.Without this Work Directive the homeowner of house #369 Pine Avenue would have a safety hazard next to their driveway, since the yard drain was substantially lower than the driveway elevation and it could be a tripping hazard for someone not paying attention or a vehicle hazard when driving in and out of the driveway.$0.00 $0.00 $0.00 $1,407.00 $1,407.00 0.5Backup information includes:1: M&S Time and Material Sheet for Materials from Yard and 15% Markup of Subcontractor Hollander's Invoice = $207.00 (excluding subcontractor invoices).2: Subcontractor Hollander's Invoice for 4 hours (0.4 days based on a 10 hour day) = $1,200.00.Total Cost for WD #71 = $207.00 + $1,200.00 = $1,407.00.Modifications to Stormwater Culvert at #336 Lagoon AvenueInstall two (2) new mitered‐end‐sections and regrade swales accordingly (as shown in the attached revised Sheet 19 of 33 of the Conners Subdivision Stormwater Improvements plans) at house #336 Lagoon Avenue, in lieu of an enclosed swale with an offset yard drain as shown in the original plans.(Work Directive 72)Plans originally called for an enclosed swale with an offset yard drain since it was an existing home. However, since the project was designed the existing house has been demolished and a new home has been built, which makes it possible to provide an open swale to this property for stormwater management.Without this change the addition of a new swale to provide additional stormwater pre‐treatment would not be possible, which might reduce water quality in the Vanderbilt Lagoon.$0.00 $0.00 $0.00 $810.00 $810.00 2Backup information includes:1: M&S Time and Material Sheet for Direct Labor and Equipment = $810.00.Total Cost for WD #72 = $810.00Stormwater Culvert at #437 Tradewinds AvenueReplace approximately 25 LF of existing 12‐inch corrugated metal pipe (CMP) stormwater culvert located underneath the eastern driveway at house #437 Tradewinds Avenue with 12‐inch HDPE perforated with sock stormwater pipe. Furthermore, install two (2) new mitered‐end‐sections (MESs) to replace the existing MESs after removing the existing CMP stormwater culvert.(Work Directive 73)The Conners Subdivision Stormwater Improvements plans show the existing 12‐inch CMP stormwater culvert and two (2) MESs under the eastern driveway of house #437 Tradewinds Avenue as to remain. However, when the Contractor was installing the new sanitary sewer lateral under the existing stormwater culvert the pipe collapsed due to extreme corrosion and deterioration.Without this Work Directive there would be no stormwater flow connectivity from east of house #437 Tradewinds Avenue to the existing outfall drainage pipe, which would not allow the stormwater system to work as intended and cause flooding issues to this property.$0.00 $0.00 $0.00 $0.00 $0.00 2This Work Directive was issued as Unit Price. The total cost for this Work Directive was estimated to be $3,452.74. The Contractor already removed 26 LF of existing stormwater drainage and installed 26 LF of new perforated HDPE stormwater pipe with sock on October 23, 2018, and were already paid for this work by means of invoicing additional available quantities. The Contractor has yet formed and placed the two concrete mitered‐end‐sections at both sides of the driveway, but this work will also be paid for as Unit Price by means of invoicing additional quantities when the work is completed. Page 8 of 141216.E.5.bPacket Pg. 2427Attachment: 0625 Change Order Backup - FY19 (9291 : Procurement Services Administrative Reports)
1. Detailed and specific explanation of requested change(s) to task(s) and/or additional days.2. Why this change was not included in original contract.3. Describe impact if this change is not processed.General Landscaping CostWaterCostWastewater Cost Stormwater Cost Total CostAdditional Calendar DaysCommentsStormwater Culvert at #362 Tradewinds AvenueReplace approximately 30 LF of existing 12‐inch corrugated metal pipe (CMP) stormwater culvert located underneath the driveway at house #362 Tradewinds Avenue with 12‐inch HDPE perforated with sock stormwater pipe. Furthermore, install two (2) new mitered‐end‐sections (MESs) to replace the existing MESs after removing the existing CMP stormwater culvert.(Work Directive 74)The Conners Subdivision Stormwater Improvements plans show the existing 12‐inch CMP stormwater culvert and two (2) MESs under the driveway of house #362 Tradewinds Avenue as to remain. However, when the Contractor was installing the new sanitary sewer lateral under the existing stormwater culvert the pipe collapsed due to extreme corrosion and deterioration. In order for the stormwater system to properly work along this street we need to restore this section of stormwater culvert back to its original condition.Without this Work Directive there would be no stormwater flow connectivity from east of house #362 Tradewinds Avenue to the existing outfall drainage pipe, which would not allow the stormwater system to work as intended and cause flooding issues to this property.$0.00 $0.00 $0.00 $0.00 $0.00 1.5This Work Directive was issued as Unit Price. The total cost for this Work Directive was estimated to be $3,605.19. The Contractor already removed 31 LF of existing stormwater drainage and installed 31 LF of new perforated HDPE stormwater pipe with sock on November 06, 2018, and were already paid for this work by means of invoicing additional available quantities. The Contractor has yet formed and placed the two concrete mitered‐end‐sections at both sides of the driveway, but this work will also be paid for as Unit Price by means of invoicing additional quantities when the work is completed. Stormwater Culvert at #269 Lagoon AvenueRemove approximately 55 LF of existing 12‐inch corrugated metal pipe (CMP) stormwater culvert located underneath the driveway at house #269 Lagoon Avenue. and install approximately 60 LF of new 12‐inch HDPE perforated with sock stormwater pipe to connect the new stormwater pipe to new catch basin LA‐1. Furthermore, install one (1) new mitered‐end‐section (MES) to replace the existing MES located to the east of the driveway of house #269 Lagoon Avenue after removing the existing CMP stormwater culvert.(Work Directive 75)The Conners Subdivision Stormwater Improvements plans show the existing MES located to the west of the driveway of house #269 Lagoon Avenue to be removed and the existing 12‐inch CMP stormwater culvert to remain and extended to new catch basin LA‐1. However, when the Contractor exposed the existing CMP under the driveway of house #269 Lagoon Avenue to connect the new 12‐inch HDPE stormwater pipe they noticed that the existing CMP stormwater culvert was completely deteriorated and there was no way to connect to this pipe. Without this Work Directive there would be no stormwater flow connectivity from east of house #269 Lagoon Avenue to the existing outfall drainage pipe, which would not allow the stormwater system to work as intended and cause flooding issues to this property.$0.00 $0.00 $0.00 $0.00 $0.00 2This Work Directive was issued as Unit Price. Although the total cost for this Work Directive was estimated to be $1,341.56, the Contractor was already paid by means of invoicing additional available quantities. The Contractor removed 44 LF of existing stormwater drainage and installed 44 LF of new perforated HDPE stormwater pipe with sock on October 08, 2018. Conflict Between Water Main and Stormwater at CB LA‐2Deflect the existing 6‐inch PVC water main under the new 12‐inch reinforced concrete pipe (RCP) stormwater culvert that crosses Lagoon Avenue to connect to the north invert of new catch basin LA‐2 in front of house #254 Lagoon Avenue, near Station 12+14±. (Work Directive 76)Existing field conditions show that the existing water main is located at the same elevation as the proposed 12‐inch RCP stormwater culvert that crosses Lagoon Avenue to connect to the north invert of new catch basin LA‐2. Thus, the existing 6‐inch PVC water main needs to be deflected under the proposed stormwater pipe.Without this Work Directive there would be no stormwater flow connectivity to the north invert of new catch basin LA‐2, which would not allow the stormwater system to work as intended and cause flooding issues to several properties along Lagoon Avenue.$0.00 $0.00 $0.00 $0.00 $0.00 2.5This Work Directive was issued as Unit Price. Although the total cost for this Work Directive was $2,610.00, the Contractor was already paid by means of invoicing additional quantities. The Contractor deflected the 6‐inch water main to avoid the conflict with the new stormwater drainage October 10, 2018. Stormwater Culvert at #406 Lagoon AvenueInstall approximately 60 LF of 12‐inch HDPE stormwater pipe with sock from Station 5+20 to Station 5+77 to replace the two originally proposed mitered‐end‐sections and swale in front of house #406 Lagoon Avenue, as shown in the attached revised drawing. Furthermore, install two (2) Type “X” storm structures as shown in the revised drawing. Final grade elevation between the two new Type “X” storm structures shall be graded to the respective storm structure grates. (Work Directive 77)Piping at #406 Lagoon Avenue is at the same elevation as the existing driveway and there is currently not enough cover for this section of stormwater culvert. The recently installed stormwater culvert needs to be lowered to achieve enough cover on top of driveway.Without this Work Directive the new stormwater culvert would not have enough cover and the driveway would have needed to be raised creating a "swale" in the driveway, which would not comply with Collier County standards and regulations. $0.00 $0.00 $0.00 $4,981.40 $4,981.40 3Backup information includes:1: M&S Time and Material Sheet for 10% markup and 6% Tax for Materials purchased from Ferguson, and 15% Markup of Subcontractor Hollander's Invoice = $472.00 (excluding subcontractor invoices).2: Ferguson's Invoice for Materials = $700.00.3: Subcontractor Hollander's Invoice for 6 hours (0.6 days based on a 10 hour day) = $2,400.00.4. M&S Unit Price for installation of 12‐inch HDPE perforated stormwater pipe with sock = $1,409.40.Total Cost for WD #77 = $472.00 + $700.00 + $2,400.00 + $1,409.40 = $4,981.40.Page 9 of 141316.E.5.bPacket Pg. 2428Attachment: 0625 Change Order Backup - FY19 (9291 : Procurement Services Administrative Reports)
1. Detailed and specific explanation of requested change(s) to task(s) and/or additional days.2. Why this change was not included in original contract.3. Describe impact if this change is not processed.General Landscaping CostWaterCostWastewater Cost Stormwater Cost Total CostAdditional Calendar DaysCommentsStormwater Culvert at #259 Tradewinds AvenueRemove approximately 40 LF of existing 12‐inch corrugated metal pipe (CMP) stormwater culvert located underneath the driveway at house #259 Tradewinds Avenue and install approximately 40 LF of new 12‐inch HDPE perforated with sock stormwater pipe to connect the new stormwater pipe to the existing catch basin located to the west of the driveway for house #259 Tradewinds Avenue. Furthermore, install one (1) new mitered‐end‐section (MES) to replace the existing MES located to the east of the driveway of house #259 Tradewinds Avenue after removing the existing CMP stormwater culvert. (Work Directive 78)The Conners Subdivision Stormwater Improvements plans show the existing 12‐inch CMP stormwater culvert underneath the driveway of house #259 Tradewinds Avenue as to remain. However, when the Contractor exposed the existing CMP stormwater culvert to install a new sanitary sewer lateral for this house the existing CMP stormwater culvert crumbled due to its high level of deterioration.Without this Work Directive there would be no stormwater flow connectivity from east of house #259 Tradewinds Avenue to the existing outfall drainage pipe, which would not allow the stormwater system to work as intended and cause flooding issues to this property.$0.00 $0.00 $0.00 $0.00 $0.00 2This Work Directive was issued as Unit Price. The total cost for this Work Directive was estimated to be $3,738.71. The Contractor already removed 79 LF of existing stormwater drainage, installed 79 LF of new perforated HDPE stormwater pipe with sock and connected the new stormwater pipe to the existing catch basin on October 26, 2018, and were already paid for this work by means of invoicing additional available quantities. The Contractor has yet formed and placed one concrete mitered‐end‐section, but this work will also be paid for as Unit Price by means of invoicing additional quantities when the work is completed. Stormwater Modifications for Vacant Lots at Bayside AvenueInstall new catch basin CB BA ‐ 4 (type X structure) at Station 6+27.91 and approximately 76 LF of 12‐inch HDPE stormwater pipe with sock, between houses #368 and #404 Bayside Avenue, connecting the new pipe to the already installed catch basin CB BA‐2. Also, install new catch basin CB BA‐3 (type X structure) at Station 4+59.38 and approximately 87 LF of 12‐inch HDPE stormwater pipe with sock, between houses #371 and #421 Bayside Avenue, connecting the new pipe to the already installed catch basin CB BA‐1. Install new sod and grade to top of grates of new storm structures. (Work Directive 79)The original Conners Subdivision Stormwater Improvements plans for Bayside Avenue proposed to have open swales between the described lots. However, after swales were excavated, staff realized that their bottom elevations are below the average high‐tide elevation causing the swales to get filled on a daily basis. Additionally, when tide gets higher than average, swales are overflown reaching the road.Without this Work Directive the newly paved roadway would experience overflowing of swales on a daily basis, which will eventually cause tide‐damage to asphalt pavement. $0.00 $0.00 $0.00 $7,081.42 $7,081.42 4Backup information includes:1: M&S Time and Material Sheet for 10% markup and 6% Tax for Materials purchased from Cast Systems, and 15% Markup of Subcontractor Hollander's Invoice = $505.70 (excluding subcontractor invoices).2: Cast Systems' Invoice for Materials = $910.62.3: Subcontractor Hollander's Invoice for 6 hours (0.6 days based on a 10 hour day) = $2,400.00.4. M&S Unit Price for installation of 12‐inch HDPE perforated stormwater pipe with sock = $3,265.11.Total Cost for WD #79 = $505.70 + $910.62 + $2,400.00 + $3,265.11 = $7,081.42.Replacement of Catch Basin TA‐3 for a New yard DrainInstall a yard drain instead of a Type “C” catch basin (Catch basin C.B. TA‐3) at Station 6+37 on Tradewinds Avenue. Furthermore, adjust the eastern and western invert elevations of the new yard drain as shown in the attached Exhibit #1.(Work Directive 80)The original Conners Subdivision Stormwater Improvements plans for Bayside Avenue proposed to have open swales between the described lots. However, after swales were excavated, staff realized that their bottom elevations are below the average high‐tide elevation causing the swales to get filled on a daily basis. Additionally, when tide gets higher than average, swales are overflown reaching the road.Without this Work Directive the County would have incurred in an unnecessary expense since the unit price of a catch basin is higher than that of a yard drain.$0.00 $0.00 $0.00 $0.00 $0.00 2This Work Directive was issued as Unit Price. Although the total cost for this Work Directive was estimated to be $1,130.00, it actually represents a savings to the County of $1,320.00 since it was originally proposed to install a catch basin at this location which has a cost of $2,450.00. The Contractor installed the new yard drain on November 15, 2018.Page 10 of 141416.E.5.bPacket Pg. 2429Attachment: 0625 Change Order Backup - FY19 (9291 : Procurement Services Administrative Reports)
1. Detailed and specific explanation of requested change(s) to task(s) and/or additional days.2. Why this change was not included in original contract.3. Describe impact if this change is not processed.General Landscaping CostWaterCostWastewater Cost Stormwater Cost Total CostAdditional Calendar DaysCommentsRelocation of New Catch Basin TA‐41. Install approximately 4 LF of 12‐inch HDPE stormwater pipe with sock to install new catch basin TA‐4 at approximate Station 12+48 (UP). 2. Install approximately 4 LF of 15‐inch HDPE stormwater pipe to connect the north invert of catch basin TA‐4 to the existing 15‐inch HDPE stormwater outfall located adjacent to house #247 Tradewinds Avenue (T&M) (Work Directive 81)The original Conners Subdivision Stormwater Improvements plans for Tradewinds Avenue show the existing stormwater outfall pipe located at Station 12+44. However, when the County recently replaced this outfall pipe, the location of the outfall was slightly changed and now the outfall pipe is located at Station 12+48. To connect the new catch basin to the existing stormwater outfall pipe we need to shift the location of the catch basin slightly west.Without this Work Directive the recently replaced outfall pipe would have not been able to be connected to catch basin TA‐4, which would not allow the stormwater system to work as intended and cause flooding issues along this street.$0.00 $0.00 $0.00 $690.00 $690.00 2This Work Directive included both Time and Material and Unit Price activities. Although the total cost for this Work Directive was estimated at $3,285.67, the Contractor was already paid for the Unit Price component of this Work Directive by means of invoicing additional available quantities. The Unit Price component included the installation of a new Type "C" catch basin and installation of 2 LF of 12‐inch HDPE storwmater pipe with sock which were completed on November 02, 2018. The total cost for the Unit Price component was $2,496.98, which was already paid to the Contractor.The Time and Material component included the modification of the north side of the new catch basin TA‐4 and the installation of 6 LF of 15‐inch HDPE stormwatet pipe. The Contractor performed the work in 1.5 hours with a crew of one Superintendent, one Operator, one Pipe Layer and two Laborers on November 02, 2018. Backup information includes:1. M&S Time and Material Sheet for 15% Markup of Subcontractor Hollander's Invoice = $90.00 (excluding subcontractor invoices).2: Subcontractor Hollander's Invoice for 1.5 hours (0.15 days based on a 10 hour day) = $600.00.The total cost for the Time & Material Component was $690.00, which has not been paid to the Contractor yet.Pre‐construction Video for Phase 4Contract the services of Florida Contractors Video Service, Inc. to obtain color audio visual coverage and paper documentation along both sides of street/easements on Vanderbilt Drive Phase 4.(Work Directive 83)Although the Contractor already obtained a pre‐construction video and photos along Vanderbilt Drive Phase 4, this task was performed before Hurricane Irma made landfall on Florida. Since many properties were damaged by the hurricane, the pre‐construction documentation needs to be updated to confirm if future damage claims from residents were caused by the Contractor or if it was dojne before construction began on this section of the project.Without this Work Directive the County would not have updated documentation to review and substantiate construction related claims made by residents to their properties, since Hurricane Irma affected many properties along Phases 4 and 5. $0.00 $2,532.50 $2,532.50 $2,532.50 $7,597.50 1Backup information includes:1: M&S Time and Material Sheet for Direct Labor and 15% Markup of Subcontractor FCVS's Invoices = $1,147.50 (excluding subcontractor invoices).2: Two (2) separate invoices from FCVS = $6,450.00. Total Cost for WD #83 = $1,147.50 + $6,450.00 = $7,597.50.Stormwater Culvert at #331 Lagoon AvenueRemove approximately 74 LF of existing 12‐inch corrugated metal pipe (CMP) stormwater culvert located underneath the driveway at house #331 Lagoon Avenue and install approximately 74 LF of new 12‐inch HDPE perforated with sock stormwater pipe as shown in the attached revised Sheet 19 of 33 of the Conners Subdivision Stormwater Improvements drawing dated 12/18. Furthermore, install two (2) new mitered‐end‐section (MES) to replace the existing MES located at the east and west property limits of house #331 Lagoon Avenue after removing the existing CMP stormwater culvert. (Work Directive 85)The Conners Subdivision Stormwater Improvements plans show the existing 12‐inch CMP stormwater culvert underneath the driveway of house #331 Lagoon Avenue as to remain. However, when the Contractor removed a section of the existing concrete driveway before restoring it they exposed the existing CMPstormwater culvert which crumbled due to its high level of deterioration. In order for the stormwater system toproperly work along this street we need to restore this section of stormwater culvert with new 12‐inch HDPE stormwater pipe.Without this Work Directive there would be no stormwater flow connectivity from east of house #331 Lagoon Avenue to the existing outfall drainage pipe, which would not allow the stormwater system to work as intended and cause flooding issues to this property.$0.00 $0.00 $0.00 $0.00 $0.00 2This Work Directive was issued as Unit Price. Although the total cost for this Work Directive was estimated at $4,916.26, the Contractor was already paid by means of invoicing additional quantities. The removed the existing stormwater culvert, installed new 12‐inch HDPE stormwater culvert and formed and placed concrete for two (2) mitered‐end‐sections on December 07, 2018. Page 11 of 141516.E.5.bPacket Pg. 2430Attachment: 0625 Change Order Backup - FY19 (9291 : Procurement Services Administrative Reports)
1. Detailed and specific explanation of requested change(s) to task(s) and/or additional days.2. Why this change was not included in original contract.3. Describe impact if this change is not processed.General Landscaping CostWaterCostWastewater Cost Stormwater Cost Total CostAdditional Calendar DaysCommentsStormwater Culvert at #361 Oak AvenueRemove approximately 22 LF of existing 12‐inch corrugated metal pipe (CMP) stormwater culvert located underneath the driveway at house #361 Oak Avenue and install approximately 22 LF of new 12‐inch HDPE perforated with sock stormwater pipe as shown in the attached revised Sheet 23 of 33 of the Conners Subdivision Stormwater Improvements drawing dated 12/18. Furthermore, install one (1) new mitered‐end‐section (MES) to replace the existing MES located to the east of the existing driveway and connect the new 12‐inch HDPE stormwater culvert to the existing CMP stormwater culvert in front of house #343 Oak Avenue with a concrete collar after removing the existing CMP stormwater culvert. Seeattached revised drawing.(Work Directive 86)The Conners Subdivision Stormwater Improvements plans show the existing 12‐inch CMP stormwater culvert underneath the driveway of house #361 Oak Avenue as to remain. A modification to the stormwater system design is required at #361 Oak Avenue since the resident is experiencing flooding issues whenever there are rain events.Without this Work Directive the homeowner would continue to experience standing water in her swale and flooding issues whenever there are rain events.$0.00 $0.00 $0.00 $3,197.19 $3,197.19 2Backup information includes:1: M&S Time and Material Sheet for Labor, Material from Yard, and Equipment for connection to existing storm structure and concrete coller (2 hours) = $957.00. 2. M&S Unit Price for removal of existing stormwater culvert, installation of 12‐inch HDPE perforated stormwater pipe with sock, and new concrete mitered‐end‐section = $2,240.19.Total Cost for WD #86 = $957.00 + $2,240.19 = $3,197.19.Existing Catch Basin at #307 Oak AvenueCut four (4) 2‐inch deep by 6‐inch wide slots to the existing catch basin in front of house #307 Oak Avenue. The slots shall be cut at the top of the existing catch basin (two slots on the east side and two slots on the west side of the structure) to allow stormwater to flow into the catch basin. Furthermore, anchor the existing steel grate to the existing storm structure with steel brackets that shall be bolted to the existing structure.(Work Directive 87)The existing storm structure has an irregular shape and currently has a steel grate that is too big and sits on top of storm structure. Due to this issue, stormwater will accumulate around the storm structure until the water level is higher than the grate height (1‐inch) before it finally flows into the catch basin. To resolvethis issue, we need to cut several slots around the catch basin which will avoid stormwater accumulation in thisarea. Furthermore, we need to anchor the existing steel grate in place since this is a potential safety hazard.Without this Work Directive the right‐of‐way of house #307 Oak Avenue would flood before stormwater is able to flow into the catch basin. Furthermore, having an unsecured grate over a catch basin is a safety hazard. $0.00 $0.00 $0.00 $230.00 $230.00 0.5Backup information includes:1: M&S Time and Material Sheet for 15% Markup of Subcontractor Hollander's Invoice = $30.00 (excluding subcontractor invoices).2: Subcontractor Hollander's Invoice for 0.5 hours (0.05 days based on a 10 hour day) = $200.00.Total Cost for WD #87 = $30.00 + $200.00 = $230.00.Existing Stormwater Culvert at #269 Lagoon AvenueCut and remove approximately 10 LF of existing 12‐inch corrugated metal pipe (CMP) stormwater culvert in front of house #269 Lagoon Avenue from Sta. 11+48 to 11+38. Also, install one new mitered‐end‐section where the existing stormwater culvert tied‐in to the new HDPE stormwater culvert that was installed by Mitchell & Stark.(Work Directive 88)The Conners Subdivision Stormwater Improvements plans show the existing stormwater culvert in front of house #269 Lagoon Avenue as to remain. However, the existing CMP stormwater culvert is heavily deteriorated and seems to have collapsed with the recent heavy rain event, which is now obstructing stormwater to flow along the new stormwater system causing flooding issues along the right‐of‐way. In order for the new stormwater system to work as intended, we need to remove the section of existing stormwater culvert that has collapsed.Without this Work Directive the new stormwater system would nt be able to convey the stormwater flows to the outfall pipe due to the obstruction caused by the collapsed pipe, continuing to flood the nearby properties.$0.00$0.00$0.00$0.00$0.001This Work Directive was issued as Unit Price. Although the total cost for this Work Directive was estimated at $1,372.00, the Contractor was already paid by means of invoicing additional quantities. The Contractor removed the existing stormwater culvert, and formed and placed concrete for one (1) mitered‐end‐sections on December 21, 2018. Raise Yard Drain OA‐11Raise the yard drain OA‐11 grate elevation to 4.40.(Work Directive 89)Yard drain OA‐11 was previously installed by the Contractor with a final grate elevation of 4.15. Since the road restoration design modified the final edge of pavement elevations along this road we need to raise the yard drain to avoid a steep slope from the new edge of pavement to top of yard drain.Without this Work Directive the homeowner of house #256 Oak Avenue would have a safety hazard next to their driveway, since the yard drain was substantially lower than the driveway and roadway elevation and it could be a tripping hazard for someone not paying attention or a vehicle hazard when driving in and out of the driveway.$0.00 $0.00 $0.00 $460.00 $460.00 0.5Backup information includes:1: M&S Time and Material Sheet for 15% Markup of Subcontractor Hollander's Invoice = $60.00 (excluding subcontractor invoices).2: Subcontractor Hollander's Invoice for 1 hour (0.1 days based on a 10 hour day) = $400.00.Total Cost for WD #89 = $60.00 + $400.00 = $460.00.Page 12 of 141616.E.5.bPacket Pg. 2431Attachment: 0625 Change Order Backup - FY19 (9291 : Procurement Services Administrative Reports)
1. Detailed and specific explanation of requested change(s) to task(s) and/or additional days.2. Why this change was not included in original contract.3. Describe impact if this change is not processed.General Landscaping CostWaterCostWastewater Cost Stormwater Cost Total CostAdditional Calendar DaysCommentsSwale Between #355 and #367 Lagoon AvenueInstall a Type “X” storm structure between houses #355 and #367 Lagoon Avenue to remove the existing swale. Furthermore, remove the two (2) existing mitered‐end‐sections, install new 12‐inch HDPE stormwater pipe with sock to connect the existing stormwater pipes to the new storm structure and install a concrete collar around both new pipe connections to existing pipes.(Work Directive 90)A new storm structure and filling in the existing swale in front of the MSTU transformer between houses #355 and #367 Lagoon Avenue is needed to avoid a potential washout of the transformer during heavy rain events.Without this Work Directive the existing MSTU transformer pad would be destabilized and may settle after the Contractor graded the new sale adjacent to the transformer.$0.00 $0.00 $0.00 $3,250.43 $3,250.43 1.5Backup information includes:1: M&S Time and Material Sheet for 10% markup and 6% Tax for Materials purchased from Ferguson, Materials from Yard, and 15% Markup of Subcontractor Hollander's Invoice = $308.00 (excluding subcontractor invoices).2: Ferguson's Invoice for Materials = $350.00. 3: Subcontractor Hollander's Invoice for 3 hours (0.3 days based on a 10 hour day) = $1,200.00.4. M&S Unit Price for removal of existing stormwater culvert, removal of existing storm structures, and installation of 12‐inch HDPE perforated stormwater pipe with sock = $1,392.43.Total Cost for WD #90 = $308.00 + $350.00 + $1,200.00 + $1,392.43 = $3,250.43.Stormwater Pipe for #403 Oak AvenueAdditional work is requested by the OWNER to install approximately 3 LF of 12‐inch HDPE stormwater pipe to relocate new mitered‐end section (MES) OA‐1 further west at house #403 Oak Avenue.(Work Directive 91)Contractor installed new 12‐inch HDPE stormwater pipe along the right‐of‐way of house #403 Oak Avenue as shown in the stormwater drawings. However, due to existing field conditions, the swale slope located to the south of proposed MES OA‐1 is too steep to comply the County’s minimum slope requirements. By moving the location of MES OA‐1 further west we will have enough clearance to provide an acceptable swale slope.Without this Work Directive the new mitered‐end‐section would be located too close to the existing driveway, which would produce a severe steep slope swale, which does not comply with Collier County standards and regulations.$0.00$0.00$0.00$0.00$0.001This Work Directive was issued as Unit Price. Although the total cost for this Work Directive was estimated at $70.47, the Contractor was already paid by means of invoicing additional quantities. The Contractor installed 3 LF of 12‐inch HDPE stormwater pipe on January 03, 2019. Swale Between #405 and #421 Tradewinds AvenueInstall a Type “X” storm structure between houses #405 and #421 Tradewinds Avenue to remove the existing swale. Furthermore, remove the existing mitered‐end‐section located to the west of the driveway for #421 Tradewinds Avenue, install new 12‐inch HDPE stormwater pipe with sock to connect the new and existing stormwater pipes to the new storm structure and install a concrete collar around the new pipe connection to existing stormwater pipe.(Work Directive 92)We need to install a storm structure and fill in the existing swale in front of the MSTU transformer between houses #405 and #421 Tradewinds Avenue to avoid a potential washout of the transformer during heavy rain events.Without this Work Directive the existing MSTU transformer pad would be destabilized and may settle after the Contractor graded the new sale adjacent to the transformer.$0.00 $0.00 $0.00 $2,294.86 $2,294.86 1.5Backup information includes:1: M&S Time and Material Sheet for 10% markup and 6% Tax for Materials purchased from Ferguson, Materials from Yard, and 15% Markup of Subcontractor Hollander's Invoice = $251.00 (excluding subcontractor invoices).2: Ferguson's Invoice for Materials = $350.00. 3: Subcontractor Hollander's Invoice for 2.5 hours (0.25 days based on a 10 hour day) = $1,000.00.4. M&S Unit Price for removal of existing storm structure and installation of 12‐inch HDPE perforated stormwater pipe with sock = $693.96.Total Cost for WD #92 = $251.00 + $350.00 + $1,000.00 + $693.96 = $2,294.86.New Yard Drain Between 10022 and 10042 Vanderbilt DriveInstall a new yard drain between houses #10022 and #10042 Vanderbilt Drive, at approximate Station 36+25. Yard drain grate elevation shall be set at Elev. 7.00.(Work Directive 93)Existing conditions in the private side of the property does not allow the Contractor to create a high point in the right‐of‐way as the original plans show. The affected area will drain better with the addition of a new yard drain.Without this Work Directive the Contractor would have created a high point in the right‐of‐way as stated in the construction plans, which would then have created flooding issues on the private side of the property since there is no nearby drainage in the area. $0.00 $0.00 $0.00 $0.00 $0.00 0.5This Work Directive was issued as Unit Price. Although the total cost for this Work Directive was estimated at $1,130.00, the Contractor was already paid by means of invoicing additional quantities. The Contractor installed the new yard drain on February 09, 2019. Temporary Stabilization of Vanderbilt Drive RoadwayInstall temporary asphalt to an approximate area of 500 square feet (55 square yards) located on Vanderbilt Drive between 102nd Avenue North and 104th Avenue North.(Work Directive 94)There is a portion of the Vanderbilt Drive roadway that needs temporary restoration after it was damage by Hurricane Irma. The County has already filled in the portion of damaged asphalt roadway withlime rock several times to temporarily stabilize the area, but the lime rock washes away during rain events and needs to be constantly maintained by Collier County Road Maintenance. This section of road is scheduled to be re‐paved as part of this project, however, it will be a few more months until the Contractor is ready to commence work on this part of the road. Therefore, nearby residents will have to drive on damaged, unstable road surfaces that impair normal driving conditions.Without this Work Directive the County would have a need for constant maintence along this section of roadsince lime rock washes away after rain events and vehicles driving over it, which would result in a more expensive temporary solution to the County than temporarily restoring the roadway with asphalt .$0.00 $0.00 $0.00 $6,210.00 $6,210.00 1Backup information includes:1: M&S Time and Material Sheet for 15% Markup of Subcontractor Reinery Trucking's Invoice = $810.00 (excluding subcontractor invoices).2: Subcontractor Reinery Trucking's Invoice = $5,400.00.Total Cost for WD #94 = $810.00 + $5,400.00 = $6,210.00.Page 13 of 141716.E.5.bPacket Pg. 2432Attachment: 0625 Change Order Backup - FY19 (9291 : Procurement Services Administrative Reports)
1. Detailed and specific explanation of requested change(s) to task(s) and/or additional days.2. Why this change was not included in original contract.3. Describe impact if this change is not processed.General Landscaping CostWaterCostWastewater Cost Stormwater Cost Total CostAdditional Calendar DaysCommentsSwale for #355 Lagoon AvenueRegrade and install new sod to the swale in front of house #355 Lagoon Avenue as shown in the attached Exhibit A.(Work Directive 95)The new swale in front of 355 Lagoon Ave was regraded per plans using the invert elevations of the existing miter‐end‐sections to the east and west. The new swale is now holding several inches of water because of the difference in elevation of the existing mitered‐end‐sections. To minimize the ponding of water at this swale, we need to regrade the swale to bring it to a higher elevation and the mitered‐end‐section located at 355 Lagoon Avenue will now be in sump conditions.Without this Work Directive the homeowner would continue to experience standing water in his swale and flooding issues whenever there are rain events.$0.00 $0.00 $0.00 $1,062.40 $1,062.40 1Backup information includes:1: M&S Time and Material Sheet for Direct Labor, Equipment, and 15% Markup of Subcontractor Reinery Trucking's Invoice = $886.40 (excluding subcontractor invoices).2: Subcontractor Reinery Trucking's Invoice = $176.00.00.Total Cost for WD #95 = $886.40 + $176.00 = $1,062.40.TOTAL $0.00 $27,846.60 $26,816.76 $72,964.67 $127,628.03 105.00Stormwater Vanderbilt Drive Landscape AllowanceStormwater Vanderbilt Drive Unforeseen Conditions AllowanceStormwater Conners Subdivision Unforeseen Conditions AllowanceOriginal Contractual Allowance$250,000.00 $175,000.00 $975,693.30 $80,000.00 $50,000.00 $50,000.00 $1,580,693.30 Remaining Allowance Before CO No. 7$247,195.00 $35,077.72 $23,550.46 $80,000.00 $14,699.47 $21,941.45 $422,464.10 CO No. 7 Reallocation-$60,000.00$60,000.00 -$50,000.00$50,000.00 CO No. 7 Executive Summary Allowance Increase$185,000.00 $13,000.00 $52,000.00 $250,000.00 Legend:New Balances After CO No. 7$187,195.00 $220,077.72 $83,550.46 $30,000.00 $77,699.47 $73,941.45 $672,464.10 (UP) = Unit PriceCO No. 8 Draw$0.00 $27,846.60 $26,816.76 $0.00 $19,732.33 $53,232.34 $127,628.03 (T&M) = Time and MaterialRemaining Allowance $187,195.00 $192,231.12 $56,733.70 $30,000.00 $57,967.14 $20,709.11 $544,836.07 MES = Mitered‐end‐Section TotalStormwater Allowances General Landscape Allowance Water Unforeseen Conditions AllowanceWastewater Unforeseen Conditions AllowancePage 14 of 141816.E.5.bPacket Pg. 2433Attachment: 0625 Change Order Backup - FY19 (9291 : Procurement Services Administrative Reports)
Item page #Contract or Purchase OrderDateDescription of Project Vendor Name Division ‐ Director Fiscal Impact Description1118-7340 45001952605/30/2019 Purchase of padlocks Craftmaster Hardware LLC Public Utilities - Joe Bellone $1,914.92 Division staff purchased the items from the incorrect vendor on contract.2418-7267 45001875946/5/2019 Lely Branch Canal Weir Coastal Concrete Products LLCCapital Proj Planning, Impact Fee & Program Mgmt - Amy Patterson$50,378.00 Division staff did not submit a change order to extend the contract time.3 8 NA 3/17/2019 Travel Agent Breakfast Comite Visit USA Colombia Tourism - Jack Wert $500.00 Division staff did not have a purchase order in place before the event took place.Meeting DateTotal number of After the Fact MemosTotal Fiscal Impact6/25/20193$52,792.9216.E.5.cPacket Pg. 2434Attachment: 0625 After the Fact Report - FY19 (9291 : 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
Judith Streit Public Utilities _ Meters
Joe Bellone
CRAFTMASTER HARDWARE CO INC
$1,914.92 18-7340 4500195260 and 4500195562
✔
Staff purchased locks from the incorrect vendor on contract.
Request payment to Craftmaster Co. Inc. Hardware for Invoices I413739, dated 5/13/2019 in the
amount of $977.00 and I414477 dated 5/29/19 in the amount of $937.92 (copies attached).
Staff has been made aware of this oversight and will ensure any further ordering of locks will be
checked against the bid tab before requesting a quote from the vendor.
Judith Streit
Judith Streit Digitally signed by Judith Streit
Date: 2019.05.29 09:20:17
-04'00'5-29-19
Joseph Bellone
BelloneJoseph Digitally signed by BelloneJoseph
Date: 2019.05.30 12:35:48 -04'00'
1 116.E.5.d
Packet Pg. 2435 Attachment: 0625 After the Fact Backup - FY19 (9291 : Procurement Services Administrative Reports)
1May 13, 2019
BD OF COUNTY COMMISSIONERS
3299 TAMIAMI TRL E
ATTN: ACCTS PAYABLE
STE 700
NAPLES, FL 34112-5749 USA
COLLIER COUNTY WATER DISTIBUTION
4375 PROGRESS AVE
PUBLIC UTILITIES DEPT
NAPLES, FL 34104 USA
I413739
O332732 10Apr 11, 2019C13514500195260 UPS OUR EXP. NET 30 DAYS
CUST. NO.PO NUMBER OUR ORDER NO ORDER DATE SALESMAN SHIP VIA TERMS
Invoice Number
Date Page
SHIP
TO:
SOLD
TO:
ORD.B/O ITEM NUMBER AMOUNTUNIT PRICEDESCRIPTIONSHIPUM
INVOICE
190 Veterans Drive, Northvale, NJ 07647
fax (201) 768-3883
local (201) 768-0808
toll free 800-221-3212
Your Essential Security Supplier Since 1951 www.craftmasterhardware.com
LLC
Place orders and manage your Account online on our Brand New Website: www.craftmasterhardware.com!
EIN: 47-3774321
MAGNUM PADLOCK,KA TO 2008,STL-STEELMA/M1KALFSTS-KA-2008 100 0 EA 977.009.7700 100
**************FREE SHIPPING***************
1Z0885040346086844 on 05/13/2019 using WSHIP - Ground
TOTAL
SUBTOTAL
977.00
MISC CHARGES
FREIGHT
977.00
0.00
0.00
IMPORTANT: LATE CHARGE is computed by a "periodic rate" of 2% per month(or a minimum charge of $1.00 for balances under $50.00) on all balances past due 30 days or
more, which is an ANNUAL PERCENTAGE RATE of 24%. These LATE CHARGES are applied to previous balances after deducting current payments and/or credits. All
invoices referred for collection will be subject to costs of collection and attorney's fees and interest at the then maximum rate. The conditions set forth on this invoice shall be
deemed accepted by the customer unless we are notified in writing within 5 days of any error or claim regarding this invoice. No goods may be returned without our prior
approval. Returned goods may be subject to a restocking charge.
TAX
New Remittance Information
ACH (Preferred)Mail (Checks Only)
Craftmaster Hardware LLC
P.O. Box 5011
Greensburg, PA 15601-2179
Craftmaster Hardware LLC
043306826
7801856555
First Commonwealth Bank
654 Philadelphia St, Indiana, PA 15701
Account:
ABA Routing No:
Account No:
Bank:
2 16.E.5.d
Packet Pg. 2436 Attachment: 0625 After the Fact Backup - FY19 (9291 : Procurement Services Administrative Reports)
1May 29, 2019
BD OF COUNTY COMMISSIONERS
3299 TAMIAMI TRL E
ATTN: ACCTS PAYABLE
STE 700
NAPLES, FL 34112-5749 USA
COLLIER COUNTY WATER DISTIBUTION
4375 PROGRESS AVE
PUBLIC UTILITIES DEPT
NAPLES, FL 34104-3000 USA
I414477
O333355 10Apr 30, 2019C13514500195562 UPS OUR EXP. NET 30 DAYS
CUST. NO.PO NUMBER OUR ORDER NO ORDER DATE SALESMAN SHIP VIA TERMS
Invoice Number
Date Page
SHIP
TO:
SOLD
TO:
ORD.B/O ITEM NUMBER AMOUNTUNIT PRICEDESCRIPTIONSHIPUM
INVOICE
190 Veterans Drive, Northvale, NJ 07647
fax (201) 768-3883
local (201) 768-0808
toll free 800-221-3212
Your Essential Security Supplier Since 1951 www.craftmasterhardware.com
LLC
Place orders and manage your Account online on our Brand New Website: www.craftmasterhardware.com!
EIN: 47-3774321
MAGNUM PADLOCK,KA TO 2008,STL-STEELMA/M1KALFSTS-KA-2008 96 EA 937.929.7700 100
TOTAL
SUBTOTAL
937.92
MISC CHARGES
FREIGHT
937.92
0.00
IMPORTANT: LATE CHARGE is computed by a "periodic rate" of 2% per month(or a minimum charge of $1.00 for balances under $50.00) on all balances past due 30 days or
more, which is an ANNUAL PERCENTAGE RATE of 24%. These LATE CHARGES are applied to previous balances after deducting current payments and/or credits. All
invoices referred for collection will be subject to costs of collection and attorney's fees and interest at the then maximum rate. The conditions set forth on this invoice shall be
deemed accepted by the customer unless we are notified in writing within 5 days of any error or claim regarding this invoice. No goods may be returned without our prior
approval. Returned goods may be subject to a restocking charge.
TAX
New Remittance Information
ACH (Preferred)Mail (Checks Only)
Craftmaster Hardware LLC
P.O. Box 5011
Greensburg, PA 15601-2179
Craftmaster Hardware LLC
043306826
7801856555
First Commonwealth Bank
654 Philadelphia St, Indiana, PA 15701
Account:
ABA Routing No:
Account No:
Bank:
3 16.E.5.d
Packet Pg. 2437 Attachment: 0625 After the Fact Backup - FY19 (9291 : 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
Ananta Nath, P.E
Capital Project Planning, Impact Fee and Program Management
Amy Patterson Coastal Concrete Products LLC
$50,378.00 18-7267 4500187594
✔
The Contract involved construction of a water control structure on Lely Branch Canal in East
Naples under a partial funding grant agreement with SFWMD . The contract was authorized by
BCC on 4/24/2018. Due to the lengthy process of contract authorization, the construction could
not be started during the dry season as originally planned. To avert potential of upstream
flooding by blocking the canal flow during the impending wet season, the owner (County) and the
contractor mutually agreed to hold off construction start until the Fall. Construction started on
10/23/18. Per terms of the contract, substantial completion was to be accomplished on 2/20/19
but was not achieved until 4/2/19 and final completion was achieved on 4/10/19. A change order
was not processed to extend the contract time resulting in work being done after the completion
date.
After-the-Fact approval for not assessing $64,944.00 liquidated damages and payment of the
final pay application of $50,378.00.
Division staff will be attentive to the contract language and schedule of substantial completion
dates and will process necessary change orders as required by the contract.
Ananta Nath
NathAnanta Digitally signed by NathAnanta
Date: 2019.05.30 11:05:09
-04'00'5/30/19
Amy Patterson
Amy Patterson Digitally signed by Amy Patterson
Date: 2019.06.05 12:46:00 -04'00'
4 216.E.5.d
Packet Pg. 2438 Attachment: 0625 After the Fact Backup - FY19 (9291 : Procurement Services Administrative Reports)
5 16.E.5.d
Packet Pg. 2439 Attachment: 0625 After the Fact Backup - FY19 (9291 : Procurement Services Administrative Reports)
6 16.E.5.d
Packet Pg. 2440 Attachment: 0625 After the Fact Backup - FY19 (9291 : Procurement Services Administrative Reports)
7 16.E.5.d
Packet Pg. 2441 Attachment: 0625 After the Fact Backup - FY19 (9291 : 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
Jack Wert Tourism
Jack Wert Comite Visit USA Colombia
$500.00 N/A
✔
The Tourism Division has been marketing in Colombia South America for the past two years and planned to attend the
Visit USA Colombia Travel Agent Breakfast in Bogota Colombia on February 26, 2019. We began the process of
requesting a vendor number for this Visit USA Colombia event on February 6 with Procurement. We supplied the W8
form that the IRS indicates we should use, but Procurement informed us that we must use Form W-8BEN-E. We
requested three times that the vendor complete the correct form, but each time there was an error or missing
information. Finally on February 25, 2019 we received the correct information on the W-8BEN-E form from the vendor
and obtained a vendor number (127781) from Procurement. We then tried several times to get an ACH funds transfer
set up with Finance as Colombia will not accept a foreign check for payment. Finance had many challenges in
language and in their inability to place International phone calls in setting this ACH up. Finally on March 11, 2019 we
and Finance were able to get the ACH set up. Due to the time delay in obtaining the correct information on the correct
IRS form and language barriers in obtaining the correct bank information, the Bogota Travel Agent Breakfast had
already taken place on February 26, which is considered after the fact to get a PO in place. The event organizer would
not accept a p-card, which would have been the normal way of paying for this event.
We respectfully request that a County PO be issued to Comite Visit USA Colombia in the amount
of $500 to cover our registration and attendance at the Travel Agent Breakfast in Bogota on
February 26, 2019. We made every effort possible to get the PO in place prior to the Travel
Agent Breakfast but communications with language, written word in e-mails, and the inabililty for
certain departments to make International Long Distance calls, obtaining the correct information
for the the vendor number and an ACH procedure to pay the vendor in Colombia were very
difficult and time consuming.
We will endeavor to begin much earlier the next time we have the need to set up an International
Vendor number and we will use the correct IRS form and obtain the bank information in advance
of the actual event date. All efforts to get this type of provider to take a p-card payment will be
pursued.
Jack Wert
Jack Wert Digitally signed by Jack Wert
Date: 2019.03.17 21:56:25
-04'00'3/17/2019
Jack Wert
Jack Wert Digitally signed by Jack Wert
Date: 2019.03.17 21:57:11
-04'00'3/17/2019
8 316.E.5.d
Packet Pg. 2442 Attachment: 0625 After the Fact Backup - FY19 (9291 : Procurement Services Administrative Reports)
9 16.E.5.d
Packet Pg. 2443 Attachment: 0625 After the Fact Backup - FY19 (9291 : Procurement Services Administrative Reports)