Agenda 09/24/2019 Item #16E19 (Procurement Division change orders)09/24/2019
EXECUTIVE SUMMARY
Recommendation to approve the Administrative Reports prepared by the Procurement Services
Division for change orders and other contractual modifications requiring Board approval.
OBJECTIVE: To promote accountability and provide transpar ency to the public and gain the
Board’s approval/ratification for various procurement -related transactions.
CONSIDERATIONS: In accordance with the Board’s Procurement Ordinance 2017-08 and the
Procurement Manual, the Procurement Services Division produces a regular Administrative Report which
provides for Board approval of the following transactions:
• Change Orders that do not exceed ten (10%) of the current Board approved aggregate amount,
and/or require change in schedule (number of days);
• Amendments to contracts;
• After the fact memos from various County Divisions, as requested by the Clerk’s Finance staff
for the timely process of invoices.
• Other items as determined by the County Manager or designee that require Board approval.
This administrative report includes the following:
• One (1) change order that in aggregate modify contracts by $0.00 and add 42 calendar days to
completion periods, see attached summary and backup for details; and
• Zero (0) amendments this period with a fiscal impact of $0.00; and
• One (1) after the fact memo with a fiscal impact of $771.68
FISCAL IMPACT: The net total for the two (2) items is $771.68
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. 0924 Change Order Report - FY19 (PDF)
2. 0924 Change Order Backup - FY19 (PDF)
3. 0924 After the Fact Report - FY19 (PDF)
4. 0924 After the Fact Backup - FY19 (PDF)
16.E.19
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09/24/2019
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.19
Doc ID: 10093
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: 09/24/2019
Prepared by:
Title: Business Technology Analyst, Senior – Procurement Services
Name: Sara Schneeberger
09/09/2019 2:20 PM
Submitted by:
Title: – Procurement Services
Name: Ted Coyman
09/09/2019 2:20 PM
Approved By:
Review:
Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 09/09/2019 2:40 PM
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 09/10/2019 8:10 AM
Procurement Services Catherine Bigelow Additional Reviewer Completed 09/10/2019 3:26 PM
Procurement Services Ted Coyman Additional Reviewer Completed 09/10/2019 5:07 PM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 09/10/2019 5:30 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 09/11/2019 8:11 AM
Office of Management and Budget Laura Wells Additional Reviewer Completed 09/11/2019 11:42 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 09/12/2019 11:07 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 09/14/2019 1:11 PM
Board of County Commissioners MaryJo Brock Meeting Pending 09/24/2019 9:00 AM
16.E.19
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Item page #Contract/ Grant No.Change #DateProject Name Vendor Name Division ‐ Project ManagerOriginal Contract AmountCurrent Contract Amount Current Change Order AmountRevised Contract Amount% Over Board Approved AmountContract LengthChange in length (Days)Updated contract length Change in length (%)1 1 18-7278 3 8/20/2019CCSO CID HVAC and Roof Replacement Cedars Electro-Mechanical, Inc.Facilities Management - Claude Nesbitt$2,098,132.00 $2,012,066.07 $0.00 $2,012,066.07 0.00% 210 42 252 20.00%Meeting Date Total number of Change OrdersTotal Dollar ChangeTotal Change in Days9/24/2019 1 $0.00 4216.E.19.aPacket Pg. 2379Attachment: 0924 Change Order Report - FY19 (10093 : 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 $ 2,098,132.00 05/18/18, 11D Original BCC Approval Date; Agenda Item #
Current BCC Approved Amount $ 2,012,066.07 03/12/19, 16E4 Last BCC Approval Date; Agenda Item #
Current Contract/Work Order Amount $ 2,012,066.07 5/20/2019 SA P Contract Expiration Date (Master)
Dollar Amount of this Change $ 0.00 -4.10% Total Change from Original Amount
Revised Contract/Work Order Total $ 2,012,066.07 0.00% Change from Current BCC Approved Amount
Cumulative Changes $ (86,065.93) 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) a nd / 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.
Procurement Services
Change Order Form
53010
Cedars Electro-Mechanical
4500188966 18-7278 003
CCSO CID HVAC & Roof Replacement
Facilities Mangement Claude Nesbitt
2/1/2020 12/21/19 5/20/2019
42
10/22/2018
1.This is a change order to utililze the allowance which began at $150,000. There will be a balance of $87,378.37 remaining after this
$30,947.01, and 42 additional days are used to accomplish the following work described in CEDARS’, Extra Work Orders (EWO)::
ITEM DESCRIPTION EWO # Quotes ($)
a.Replace the existing chiller safety switch 21 19,074.18
b.Remove and roof over the existing roof access ladder hatch 22 A 2,414.29
c.Relocate the roof tar kettle and restore the new staging area 27 8,001.07
d.Rent and utilize a pump to boost a temporary chiller rented by Facilities 28 1,457.47
CO #3 Summary of funds to deduct from allowance $30,947.01
2.The changes were not in the contract and are being requested because:
a.Upon safely opening the cabinet and testing the safety switch, the components were found to be deteriorated by age
b.The existing hatch provides access to the roof from a forensics lab. During the roof layout plan it was found that It does not
meet current code and would need to be rebuilt to comply. Demolishing and roofing over the hole eliminates the hatch
c.The planned location of the tar kettle was on pavers close to the forensics lab. Smoke from the kette enter into the lab and
disturbed on going analysis. Therefore the kettle is being relocated. The only available space is on, to be restored, sod
d.The rental pump will support a temporary chiller rented by Facilities. The existing chiller failed before it could be replaceed
3.Without approval of these changes:
a.The efficiency of the switch has deteriorated with age and without a swap out the new chiller installation would be inferior
b.The project includes access to the roof from an outside, caged ladder. The cost to specifiy and rebuild the hatch to code vs
demolision is higher and unnecessary
c.Not relocating the kettle will cause smoke contamination of evidence being analized in the lab
d.The pumps of the existing, but failed chiller were still functional and are being utilized by the temporary chiller. However, once
the existing chiller is demolished, those pumps will not be available to boost the chilled water supply needed by the rental
chiller to cool the building. The pumps are needed until the new chiller is installed and commisioned
1 116.E.19.b
Packet Pg. 2380 Attachment: 0924 Change Order Backup - FY19 (10093 : Procurement Services Administrative Reports)
Schneeberger
Sara
Digitally signed by
SchneebergerSara
Date: 2019.09.03 11:39:20
-04'00'
2 16.E.19.b
Packet Pg. 2381 Attachment: 0924 Change Order Backup - FY19 (10093 : Procurement Services Administrative Reports)
WORK DIRECTIVE CHANGE
PROJECT NAME: 2373 N Horseshoe Dr. N, Roof/HVAC CHANGE # 006
DATE OF ISSUANCE: 07/24/2019 EFFECTIVE DATE: 07/24/2019
OWNER: Collier County Board of Commissioners PROJECT#: 53010 PO#: 45-188966
CONTRACTOR: CEDARS ELECTRO-MECHANICAL ARCITECT: BSSW
You are directed to proceed promptly with the following change(s):
Description: Utilize the allowance to perform the following work as detailed in CEDARS’s EWO’s listed below
1. Replace the chiller safety switch 21 $19,074.18
2. Remove and roof over the ladder access hatch at the forensics lab 22A $2,414.29
3. Relocate the roof tar kettle, restore the new staging area to pre-existing condition 27 $8,001.07
4. Utilize a rented pump to boost the Facilities provided, temporary chiller 28 $1,457.47
WD TOTAL $30,947.01
After this change the allowance, which began at $150,000, will have a balance of $87,378.37
Purpose of Work Directive Change:
1. The existing safety switch is of aged components and its efficiency is deteriorated so it’s being replaced
2. An exterior, caged ladder is being installed, access from the forensics lab is unnecessary, & unwanted
3. The planned location of the kettle on brick pavers encouraged contaminating smoke to infiltrate inside the
forensics lab. The new location is on sod but is kept away from the lab to eliminate the infiltration
4. The rental pump allows the temp chiller to remain operational while the new chiller/pump is installed
Attachments: EWO: 21, 22A, 27 & 28
If a claim is made that the above change(s) have affected Contract Price or Contract Times any claim for a
Change Order based thereon will involve one or more of the following methods of determining the effect of
the changes(s).
Method of determining change in Contract Price: Method of determining change in Contract Times:
Unit Prices Contractor’s records
Lump Sum Engineer’s record
Other: T&M Other
Estimated change in Contract Estimated change in Contract Time:
Increase or decrease by $0 Increase or decrease by 42 calendar days
3 16.E.19.b
Packet Pg. 2382 Attachment: 0924 Change Order Backup - FY19 (10093 : Procurement Services Administrative Reports)
7/24/2019
McCormickJoh
n
Digitally signed by
McCormickJohn
Date: 2019.08.06 08:18:09
-04'00'8/6/19
Daniel R.
Rodriguez
Digitally signed by Daniel R.
Rodriguez
Date: 2019.08.08 13:55:12
-04'00'8/6/19
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Packet Pg. 2383 Attachment: 0924 Change Order Backup - FY19 (10093 : Procurement Services Administrative Reports)
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Packet Pg. 2384 Attachment: 0924 Change Order Backup - FY19 (10093 : Procurement Services Administrative Reports)
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Packet Pg. 2385 Attachment: 0924 Change Order Backup - FY19 (10093 : Procurement Services Administrative Reports)
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Packet Pg. 2386 Attachment: 0924 Change Order Backup - FY19 (10093 : Procurement Services Administrative Reports)
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Packet Pg. 2387 Attachment: 0924 Change Order Backup - FY19 (10093 : Procurement Services Administrative Reports)
Item page #Contract or Purchase OrderDateDescription of Project Vendor Name Division ‐ Director Fiscal Impact Description1 1 NA 8/26/2019 GPS Systems Synovia Solutions, LLC Pelican Bay Services - Neil Dorrill $771.68 Division staff did not have a valid purchase order in place prior to procuring the services.Meeting DateTotal number of After the Fact MemosTotal Fiscal Impact9/24/20191$771.6816.E.19.cPacket Pg. 2388Attachment: 0924 After the Fact Report - FY19 (10093 : Procurement Services Administrative Reports)
1116.E.19.dPacket Pg. 2389Attachment: 0924 After the Fact Backup - FY19 (10093 : Procurement Services Administrative Reports)
December 11, 2018
9330 Priority Way West Drive
Indianapolis, IN 46240
Remit To:
Synovia Solutions, LLC
c/o BMO Harris Bank
BIN 141978
PO Box 1627
Indianapolis, IN 46206-1627
For questions regarding your invoice or to remit payment electronically please contact us
at finance@synoviasolutions.com or call 317.689.2000.
Bill To:
Collier County FL BOCC
Attn: Accounts Payable
3299 Tamiami Trl E Ste 700
Naples, FL 34112-5749
USA
Payment Terms: Net 10 Days
Payment Due: December 21, 2018
Billing Period: 11/1/2018 - 11/30/2018
Invoice Details:
Contract Details Amount Due Tax Rate Tax
Amount
Total Due
LES-0000004068
Legacy Lease #: QBM17-42527
Monthly Lease Invoice for 14 units
$192.92 6.00%$0.00 $192.92
Grand
Total:
Amount Due: $192.92
Sales Tax:$0.00
$192.92
Page 1 of 2
Invoice# 115107-2
2 16.E.19.d
Packet Pg. 2390 Attachment: 0924 After the Fact Backup - FY19 (10093 : Procurement Services Administrative Reports)
June 10, 2019
9330 Priority Way West Drive
Indianapolis, IN 46240
Invoice# 120093
Remit To:
Synovia Solutions, LLC
c/o BMO Harris Bank
BIN 141978
PO Box 1627
Indianapolis, IN 46206-1627
For questions regarding your invoice or to remit payment electronically please contact us
at finance@synoviasolutions.com or call 317.689.2000.
Page 1 of 1
Bill To:
Collier County, FL,, BOCC.
Attn: Accounts Payable
3299 Tamiami Trl E Ste 700
Naples, FL 34112-5749
USA
Payment Terms: Net 10 Days
Payment Due: June 20, 2019
Billing Period: 6/1/2019 - 6/30/2019
Invoice Details:
Contract Details Amount Due Tax Rate Tax
Amount
Total Due
LES-0000004068
Legacy Lease #: QBM17-42527
Monthly Lease Invoice for 14 units
$192.92 7.00%$0.00 $192.92
Amount Due:$192.92
Sales Tax:$0.00
Grand
Total:
$192.92
3 16.E.19.d
Packet Pg. 2391 Attachment: 0924 After the Fact Backup - FY19 (10093 : Procurement Services Administrative Reports)
July 8, 2019
9330 Priority Way West Drive
Indianapolis, IN 46240
Invoice# 120702
Remit To:
Synovia Solutions, LLC
c/o BMO Harris Bank
BIN 141978
PO Box 1627
Indianapolis, IN 46206-1627
For questions regarding your invoice or to remit payment electronically please contact us
at finance@synoviasolutions.com or call 317.689.2000.
Page 1 of 1
Bill To:
Collier County, FL,, BOCC.
Attn: Accounts Payable
3299 Tamiami Trl E Ste 700
Naples, FL 34112-5749
USA
Payment Terms: Net 10 Days
Payment Due: July 18, 2019
Billing Period: 7/1/2019 - 7/31/2019
Invoice Details:
Contract Details Amount Due Tax Rate Tax
Amount
Total Due
LES-0000004068
Legacy Lease #: QBM17-42527
Monthly Lease Invoice for 14 units
$192.92 7.00%$0.00 $192.92
Amount Due:$192.92
Sales Tax:$0.00
Grand
Total:
$192.92
4 16.E.19.d
Packet Pg. 2392 Attachment: 0924 After the Fact Backup - FY19 (10093 : Procurement Services Administrative Reports)
August 13, 2019
9330 Priority Way West Drive
Indianapolis, IN 46240
Invoice# 121846
Remit To:
Synovia Solutions, LLC
c/o BMO Harris Bank
BIN 141978
PO Box 1627
Indianapolis, IN 46206-1627
For questions regarding your invoice or to remit payment electronically please contact us
at finance@synoviasolutions.com or call 317.689.2000.
Page 1 of 1
Bill To:
Collier County, FL,, BOCC.
Attn: Accounts Payable
3299 Tamiami Trl E Ste 700
Naples, FL 34112-5749
USA
Payment Terms: Net 10 Days
Payment Due: August 23, 2019
Billing Period: 8/1/2019 - 8/31/2019
Invoice Details:
Contract Details Amount Due Tax Rate Tax
Amount
Total Due
LES-0000004068
Legacy Lease #: QBM17-42527
Monthly Lease Invoice for 14 units
$192.92 7.00%$0.00 $192.92
Amount Due:$192.92
Sales Tax:$0.00
Grand
Total:
$192.92
5 16.E.19.d
Packet Pg. 2393 Attachment: 0924 After the Fact Backup - FY19 (10093 : Procurement Services Administrative Reports)