Agenda 01/28/2020 Item #16E 4 (Change Orders & Contract Modifications - Procurement Services)01/28/2020
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 -$96,564.44 and add 8 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 $5,831.12
FISCAL IMPACT: The net total for the three (3) items is -$90,733.32
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is approved as to
form and legality, and requires 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. 0128 Change Order Report - FY20 (PDF)
2. 0128 Change Order Backup - FY20 (PDF)
3. 0128 After the Fact Report - FY20 (PDF)
4. 0128 After the Fact Backup - FY20 (PDF)
16.E.4
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01/28/2020
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.4
Doc ID: 11331
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: 01/28/2020
Prepared by:
Title: Business Technology Analyst, Senior – Procurement Services
Name: Sara Schneeberger
01/09/2020 4:27 PM
Submitted by:
Title: Manager - Procurement – Procurement Services
Name: Sandra Herrera
01/09/2020 4:27 PM
Approved By:
Review:
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 01/09/2020 4:46 PM
Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 01/09/2020 4:58 PM
Procurement Services Catherine Bigelow Additional Reviewer Completed 01/13/2020 7:46 AM
Procurement Services Sandra Herrera Additional Reviewer Completed 01/13/2020 9:44 AM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 01/13/2020 3:25 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 01/15/2020 11:57 AM
Grants Debra Windsor Level 3 OMB Gatekeeper Review Completed 01/17/2020 8:32 AM
Office of Management and Budget Laura Wells Additional Reviewer Completed 01/17/2020 8:39 AM
Budget and Management Office Mark Isackson Additional Reviewer Completed 01/17/2020 2:26 PM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 01/20/2020 1:44 PM
Board of County Commissioners MaryJo Brock Meeting Pending 01/28/2020 9:00 AM
16.E.4
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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 18-7366 2 1/2/2020MKY Apron & Associated Safety ImprovementsQuality Enterprises Airport Authority - Justin Lobb $3,689,425.00 $4,110,562.50 $40,630.30 $4,151,192.80 0.99% 365 8 373 2.19%2 6 19-7654 1 12/31/2019Beach Renourishment Clam Pass, North Park Shore and South Park ShoreEarth Tech EnterprisesCoastal Zone Management - Gary McAlpin$3,579,500.00 $3,579,500.00 ($137,194.74) $3,442,305.26 -3.83% 65 0 65 0.00%Meeting Date Total number of Change OrdersTotal Dollar ChangeTotal Change in Days1/28/2020 2 -$96,564.44 816.E.4.aPacket Pg. 1927Attachment: 0128 Change Order Report - FY20 (11331 : Procurement Services Administrative Reports)
1
1This change is the result of delays on MKY Terminal Project, Contract 18-7240. Liquidated Damages are being assessed against withheld retainage in the amount of $3,645 per day since April 2019,
amounting to approximately $904,000 in Liquidated Damages through the contractor's last pay application.
SchneebergerSara Digitally signed by SchneebergerSara
Date: 2020.01.13 10:30:43 -05'00'
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SchneebergerSar
a
Digitally signed by
SchneebergerSara
Date: 2020.01.09 15:34:00 -05'00'
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Item page #Contract or Purchase OrderDateDescription of Project Vendor Name Division ‐ Director Fiscal Impact Description1 1 NA 12/19/2019 Office Chairs Marco Office SupplyOperations & Regulatory Management - Kenneth Kovensky$5,831.12 Division staff ordered additional office chairs prior to properly modifying the purchase order.Meeting DateTotal number of After the Fact MemosTotal Fiscal Impact1/28/20201$5,831.1216.E.4.cPacket Pg. 1939Attachment: 0128 After the Fact Report - FY20 (11331 : 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
Rose Burke Operation & Regulatory Management
Kenneth Kovensky
Marco Office Supply, Furniture & Printing, Inc.
$5,831.12 FL State Cont #425-001-12-1 REQ 10281246
✔
GMD Financial & Operations Support created Purchase Order #4500197615 on September 6,
2019 for Marco Office Supply, Furniture & Printing, Inc. in the amount of $2,915.56 for 8 chairs in
the customer waiting area for permit pickup and contractor licensing. The PO was supposed to
be rolled over into the new fiscal year but was inadvertently removed from the final list of PO’s
requesting to be rolled. On October 14, 2019, staff increased the order with the vendor for an
additional $2,915.56 for a total of $5,831.12 for the 16 chairs. The staff member who placed the
order did not realize the PO had not been rolled and that a PO modification was needed.
Please approve requisition 10281246 and invoice 909040087 (record 630300) for payment
amount of $5,831.12.
A more diligent review of POs at year-end requesting roll-over to new fiscal year and educating
staff to validate the PO amount available before using.
Rose Burke
BurkeRose Digitally signed by BurkeRose
Date: 2019.12.16 17:06:52
-05'00'12/16/19
Kenneth Kovensky
KovenskyKennet
h
Digitally signed by
KovenskyKenneth
Date: 2019.12.19 02:28:18 -05'00'12/19/19
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Packet Pg. 1940 Attachment: 0128 After the Fact Backup - FY20 (11331 : Procurement Services Administrative Reports)
NAPLES: 220 Industrial Blvd.
Naples, Florida 34104
Marco Office Supply,Furniture & Printing, Inc.
WWW.MARCOOFFICESUPPLY.COM
ORDER DESK:(239)775-7513 - FAX:(239)775-2335
MARCO:571 Bald Eagle Dr.
Marco Island, Florida 34145
Invoice
INVOICE # 909040087 Type of Sale :Charge
!909040087!
Page 1 of 1
Bill To :Ship To :
COLLIER COUNTY GOVERNMENT CENTER COLLIER COUNTY GROWTH MTG
3295 TAMIAMI TRAIL E.2800 N. HORSESHOE DRIVE
SUITE C-2
NAPLES, FL 34112 NAPLES, FL 34104
Delivery :
Account # Department Telephone Fax Email
40 01 (239)774-8999 (239)774-6179 bccapclerk@collierclerk.com
Special Instructions Order WriterPurchase Order NumberOrder Da
450019761510/14/2019 JEAN BENIOT 239-571-1953 9
Item Number Your Price Ext. PriceOrder ShipUM DItem Description Retail
HWGN1FCU10T RILEY GUEST CHAIRS EA 347.15 5,554.40 16 16N 889.00
SHAKER CHERRY WOOD
CU10 BLACK FABRIC
MARCO INSTALL FEE EA 276.72 276.72 1 1N 0.00
Subtotal
Freight
Tax
Total
0.00
5,831.12
5,831.12
0.00THANK YOU FOR BUYING LOCAL
RETURNED MERCHANDISE SUBJECT TO 15% RESTOCKING CHARGE. NO CHARGE IF OUR ERROR, SPECIAL ORDER MERCHANDISE IS NOT
5 SUBJECT TO RETURN. ALL MERCHANDISE MUST BE INSPECTED AT TIME OF DELIVERY, NO CLAIMS WILL BE ALLOWED AFTER ACCEPTANCE .
NO RETURNS WILL BE ALLOWED WITHOUT A PRIOR AUTHORIZATION. A SERVICE CHARGE OF 1.5% PER MONTH(WHICH CORRESPONDS
TO 18% PER YEAR) WILL BE APPLIED TO ALL ACOUNTS PAST DUE ON THE 10TH OF THE MONTH FOLLOWING MONTH OF PURCHASE.
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