Agenda 10/22/2019 Item #16E3 (Administrative Reports)10/22/2019
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 $9,000.00 and add 64 calendar days
to completion periods, see attached summary and backup for details; and
• Zero (0) amendments this period with a fiscal impact of $0.00; and
• Two (2) after the fact memos with a fiscal impact of $14,159.00
FISCAL IMPACT: The net total for the four (4) items is $23,159.00
LEGAL CONSIDERATIONS: This item is approved for form and legality and requires a majority
vote for Board action. -JAK
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this
action.
RECOMMENDATION: To ratify/approve change orders and/or contract amendments and other items
as determined by the County Manager or designee in accordance with Procurement Ordinance 2017-08.
Prepared By: Sara Schneeberger, Procurement Strategist, Procurement Services
ATTACHMENT(S)
1. 1022 Change Order Report - FY20 (PDF)
2. 1022 Change Order Backup - FY20 (PDF)
3. 1022 After the Fact Report - FY20 (PDF)
4. 1022 After the Fact Backup - FY20 (PDF)
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10/22/2019
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.3
Doc ID: 10429
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: 10/22/2019
Prepared by:
Title: Business Technology Analyst, Senior – Procurement Services
Name: Sara Schneeberger
10/07/2019 2:21 PM
Submitted by:
Title: – Procurement Services
Name: Ted Coyman
10/07/2019 2:21 PM
Approved By:
Review:
Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 10/07/2019 2:29 PM
Procurement Services Ted Coyman Additional Reviewer Completed 10/07/2019 2:55 PM
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 10/07/2019 2:59 PM
Procurement Services Catherine Bigelow Additional Reviewer Completed 10/07/2019 3:32 PM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 10/09/2019 12:20 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 10/09/2019 2:38 PM
Office of Management and Budget Laura Wells Additional Reviewer Skipped 10/09/2019 3:44 PM
Office of Management and Budget Laura Wells Level 3 OMB Gatekeeper Review Completed 10/09/2019 3:45 PM
Budget and Management Office Mark Isackson Additional Reviewer Completed 10/10/2019 2:45 PM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 10/12/2019 11:54 AM
Board of County Commissioners MaryJo Brock Meeting Pending 10/22/2019 9:00 AM
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Item page #Contract/ Grant No.Change #DateProject Name Vendor Name Division ‐ Project ManagerOriginal Contract AmountCurrent Contract Amount Current Change Order AmountRevised Contract Amount% Over Board Approved AmountContract LengthChange in length (Days)Updated contract length Change in length (%)1 1 17-7213 2 9/5/2019Goodland Drive RehabilitationQ. Grady Minor & AssociatesTransportation Engineering - Andrew Miller$347,723.00 $359,223.00 $9,000.00 $368,223.00 2.51% 930 0 930 0.00%2 5 18-7438 4 9/27/2019GMD Bldg North - New HVAC SystemDEC ContractingFacilties Management - John McCormick$3,351,932.00 $3,351,932.00 $0.00 $3,351,932.00 0.00% 320 64 384 20.00%Meeting Date Total number of Change OrdersTotal Dollar ChangeTotal Change in Days10/22/2019 2 $9,000.00 6416.E.3.aPacket Pg. 2509Attachment: 1022 Change Order Report - FY20 (10429 : Procurement Services Administrative Reports)
SchneebergerSara Digitally signed by SchneebergerSara
Date: 2019.09.25 13:58:36 -04'00'
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Revised: 06/13/2019 (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 $ 3,351,932.00 10/23/18, 11C Original BCC Approval Date; Agenda Item #
Current BCC Approved Amount $ 3,351,932.00 10/23/18, 11C Last BCC Approval Date; Agenda Item #
Current Contract/Work Order Amount $ 3,351,932.00 8/18/2019 SAP Contract Expiration Date (Master)
Dollar Amount of this Change $0.00 0.00% Total Change from Original Amount
Revised Contract/Work Order Total $ 3,351,932.00 0.00% Change from Current BCC Approved Amount
Cumulative Changes $0.00 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.
1.)RCO 6:To provide labor to demo ductwork at low pressure side of VAV 1- 15 and 'l -16. Provide new low-pressure side sheet metal supply air duct for VAV 1-15.
Provide external duct wrap insulation for a new ductwork. Provide and install 2 new 8" size supply diffusers, flex duct and manual dampers.
RCO 7:To Flash in 2 additional vents. Seal 10 roof vents not identified on the plans, and re-roof adjoining roof between the main building and Annex to match the
new roof on the main building approx. 500 sq. ft.
RCO 8:To Fabricate and install gutter closure flashing at missing stucco on rear of building for proper water seal clean up and supervision.
RCO 11: EST-8326: This proposal is presented to DEC Contracting pertaining to the GMD Building currently under renovation on Horseshoe Dr. N. The SOW
includes replacing all defective door hardware Including card readers, door locking mechanisms and exit devices for (26) existing doors. Quote does not include any
EOL Johnson Controls P2000 Controllers and Plug Smart will not be responsible for replacement if necessary.
RCO 12:EST-8325: Replacement of antiquated HVAC Controls and components in the GMD Extension to give better control and building comfort to occupants and
match the new system in the GMD Main Building. There are numerous factors leading to the system being unable to maintain mild conditions in the building's
occupied space. The addition of the new chiller and balanced water system has exacerbated the heat stage problems due to bad heat safety switches and controllers
not able to return to proper heat CFM. The proposed solution is a replacement of HVAC VAV Controllers, Wall Thermostats, Heat Safety Switches and Heat Relays.
Upon completion, the entire facility’s controls will be on the CBAS Front End and match VAV Controllers in the Main GMD Building.
The contract allowance of $ 132,246.11 will be utilized to fund the work in the amount of $ 103,306.27 leaving an allowance balance of $ 28,939.84.
The contractor has also requested an additional 64 days be added to the project.
2.)RCO6:These additional changes are needed due to the As-Built drawings did not reflect true field conditions, and the design drawings needed to be adjusted to
meet the requirements for VAV 15 and '16.
RCO 7: items were not identified on the original drawings by the architect including the additional existing 500 sq. ft connector roof that continues to leak and have
maintenance issues.
RCO 8:This was a hidden condition behind the existing gutter.
RCO 11- EST-8326: Upon the replacement of the non-Plenum rated cabling we found inoperable card readers, door locking mechanisms and exit devices from an
antiquated JCI P-2000 security and access control. Due to the lack of business relationship with JCI these were left unrepaired.
RCO 12 - EST-8325: The existing JCI control equipment and components were found inoperable when the Computrol’s upgrade was implemented. These
deficiencies were existing yet not discovered until the upgrade.
Plenum rated cabling work could not be completed ahead of time as it had to follow the base contract work resulting in the additional time that was
needed.
3.)RCO 6:lf not processed, the GMD North Building conference room HVAC control would be dependent upon adjacent office
space thermostat settings.
RCO 7:Additional vents are required to be flashed per manufacturer’s warranty instructions. Additional 5OO sq. ft of existing
connector roof was the old TPO Membrane and was overlooked on the design drawings.
RCO 8:Without the enclosure flashing rainwater could backup and get behind the existing exterior stucco and risk mold
deterioration of the facade.
RCO 11 - EST-8326: If not processed GMD will continue to have inconsistent security and access control on interior and exterior doors. The root cause of these
conditions was never properly identified prior to the replacement of the Non-Plenum rated wiring.
RCO 12 - EST-8325: If not processed the existing JCI system will continue to provide inadequate HVAC comfort and control in the administrative wing.
Plenum rated cabling work could not be completed ahead of time as it had to follow the base contract work resulting in the additional time that was
needed.
Procurement Services
Change Order Form
50161
DEC Contracting
450019261618-7438 04
GMD Building North New HVAC System
Facilities ManagementJohn McCormick
12/29/201910/26/201910/06/2019
64
12/10/2018
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Revised: 06/13/2019 (Divisions who may require additional signatures may include on separate sheet.)
PROCUREMENT USE ONLY
Admin BCC
Rpt BCC ES
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.
Accepted by:
(Dougals Masch II , President, DEC Contracting Group) Date
Approved by:
(Daniel A. Summers, AIA, Principal Architect, President) Date
Approved by:
(Sara Schneeberger, Procurement Specialist, Procurement Services Division) Date
Approved by:
(Damon Grant, Director, Facilities Management) Date
Prepared by:
(John McCormick, Principal Project Manager, Facilities Management Division) Date
McCormickJohn Digitally signed by McCormickJohn
Date: 2019.09.20 15:48:33 -04'00'
Douglas R. Masch II Digitally signed by Douglas R. Masch II
Date: 2019.09.24 12:27:35 -04'00'
Daniel Alan Summers Digitally signed by Daniel Alan Summers
DN: C=US, E=Dans@BSSWarchitects.com, O="BSSW Architects, Inc", CN=Daniel Alan Summers
Location: Naples, Florida USA
Reason: Licensed Architect Certification
Date: 2019.09.27 08:51:25-04'00'
SchneebergerSara Digitally signed by SchneebergerSara
Date: 2019.10.03 13:44:44 -04'00'
GrantDamon Digitally signed by GrantDamon
Date: 2019.09.27 15:03:26 -04'00'
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Item page #Contract or Purchase OrderDateDescription of Project Vendor Name Division ‐ Director Fiscal Impact Description1 1 NA 9/20/2019 Moving Services All My Sons Moving & Storage University Extension - Twyla Leigh $6,189.00 Division staff requested services without a purchase order in place.2 3 18-7459 7/17/2019Exotic Vegetation RemovalEarth Balance Parks and Recreation - Barry Williams $7,970.00Division staff did not obtain the required amount of quotes from the awarded vendors per the contract.Meeting DateTotal number of After the Fact MemosTotal Fiscal Impact10/22/20192$14,159.0016.E.3.cPacket Pg. 2526Attachment: 1022 After the Fact Report - FY20 (10429 : 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
Paula Springs University Extension Services
Twyla Leigh All My Sons Moving & Storage
6,189.00
✔
We received 3 quotes for this move. All My Sons was the least expensive. We did not have a
purchase order in place at the time of the move.
Division staff requests authorization for the payment of the attached invoice dated 6/15/2019 in
the amount of $6,189.00.
Division staff will continue to work with Procurement to ensure compliance and make sure we are
following all policies and procedures.
Paula Springs
SpringsPaula Digitally signed by SpringsPaula
Date: 2019.09.20 10:30:36
-04'00'9/20/19
Twyla Leigh
Twyla Leigh Digitally signed by Twyla Leigh
Date: 2019.09.20 10:43:28
-04'00'9/20/19
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Instructions
As per section 21 of the Procurement Manual, all purchases shall be consistent and in compliance with the Procurement
Ordinance (2017-08). Should work be authorized or purchases made that is inconsistent with County policy, procedure, or
contract terms, an After-the-Fact Procurement Form is required. This includes purchases made in advance of a Purchase Order,
when a Purchase Order is required to authorize such activity, and purchases made under an expired contract, or for goods and
services not covered by the current contract or purchase order. All such “After the Fact Procurements” will be reported to the
County Manager.
Requester Name: Division:
Division Director: Vendor Name:
Amount: Contract #: Purchase Order:
Why is this deemed a non-compliant purchase? Choose one.
Contract Ordinance Manual P-Card Other
Details of Purchase: Explain the circumstances behind this purchase.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
Corrective/Preventive Action: What action is being taken to prevent this violation from re-occurring?
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by: Signature: Date:
Division Director: Signature: Date:
Collier County
After the Fact Form
Nancy Olson Parks and Recreation
Barry Williams Earth Balance
$7,970.00 18-7459 4500195376
✔
On 2.26.2019 Item# 16.D.2, the BCC approved a multi-award agreement with (6) vendors for
Exotic Vegetation Removal. The contract states that "For work between $3,000 to less than
$200,000: the County shall solicit not less than three (3) quotes from all the contractors or issue
a separate solicitation." Division staff requested and received only (2) quotes and (1) no-quote
from contracted vendors and should have quoted the remaining vendors for one more quote.
Authorize staff to pay invoice# 42496 totaling $7,970.00.
An amendment to the existing agreement to clarify the work assignment procedures was
approved in August 2019. Division staff will ensure 3 quotes are obtained for all work
assignments.
Matthew Catoe
CatoeMatthew Digitally signed by CatoeMatthew
Date: 2019.07.16 12:18:48 -04'00'
Barry Williams
WilliamsBarry Digitally signed by WilliamsBarry
Date: 2019.07.17 16:52:09 -04'00'
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Project Manager James Barron
Collier County Parks and Recreation
15000 Livingston Road
Naples, FL 34109
May 17, 2019
Invoice No:42496
EarthBalance
2570 Commerce Parkway
North Port, FL 34289
Phone: (941) 426-7878
Fax: (941) 426-8778
Project 18989.5 Vanderbilt Beach Restoration Plan
Professional Services for the Period: May 1, 2019 to May 31, 2019
Billing Group 001 Restoration
PO number: 4500195376
Dated: 04/16/2019
The exotic removal and native planting within the .25 acres of designated beach dune at the Vanderbilt Beach Park in Collier county has been completed to
specifications as of May 2019.
Billing Task Task Fee
Percent
Complete Fee Earned Prior Billing Current Fee
Exotic Removal 4,450.00 100.00 4,450.00 0.00 4,450.00
Native Planting 3,520.00 100.00 3,520.00 0.00 3,520.00
Total Fee 7,970.00 7,970.00 0.00 7,970.00
Total Fee 7,970.00
$7,970.00Task Total
$7,970.00Billing Group Total
$7,970.00TOTAL AMOUNT DUE
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