Agenda 03/24/2020 Item #16E11 (Change Orders - Administrative Report)03/24/2020
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:
• Three (3) change orders that in aggregate modify contracts by -$1,104,277.13 and add 76
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 $6,234.32
FISCAL IMPACT: The net total for the five (5) items is -$1,098,042.81
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. 0324 Change Order Report - FY20 (PDF)
2. 0324 Change Order Backup - FY20 (PDF)
3. 0324 After the Fact Report - FY20 (PDF)
4. 0324 After the Fact Backup - FY20 (PDF)
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03/24/2020
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.11
Doc ID: 11896
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: 03/24/2020
Prepared by:
Title: Business Technology Analyst, Senior – Procurement Services
Name: Sara Schneeberger
03/04/2020 1:10 PM
Submitted by:
Title: Manager - Procurement – Procurement Services
Name: Sandra Herrera
03/04/2020 1:10 PM
Approved By:
Review:
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 03/04/2020 1:20 PM
Procurement Services Sandra Herrera Additional Reviewer Completed 03/04/2020 1:23 PM
Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 03/04/2020 2:36 PM
Procurement Services Catherine Bigelow Additional Reviewer Completed 03/06/2020 3:09 PM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 03/09/2020 5:24 PM
Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 03/10/2020 8:16 AM
Office of Management and Budget Laura Wells Additional Reviewer Completed 03/10/2020 12:51 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 03/10/2020 3:31 PM
Budget and Management Office Mark Isackson Additional Reviewer Completed 03/11/2020 9:30 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 03/18/2020 10:04 AM
Board of County Commissioners MaryJo Brock Meeting Pending 03/24/2020 9:00 AM
16.E.11
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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 19-7540 1 2/20/2020I-75 and Collier Blvd Utility RelocationQuality Enterprises EPMD - Shon Fandrich $14,962,500.00 $14,962,500.00 ($1,104,281.13) $13,858,218.87 -7.38% 425 0 425 0.00%2 19 19-7655 1 2/25/2020Water Turkey Bay, Wiggins Pass & Caxambas DredingFlorida Dredge & DockCoastal Zone Management - Clint Perryman$2,351,000.00 $2,351,000.00 $4.00 $2,351,004.00 0.00% 90 16 106 17.78%3 22 16-6638 12 2/27/2020Vanderbilt Cul-de-Sacs Public Utility Renewal Mitchell & Stark Construction EPMD - Diana Dueri $17,300,544.02 $19,004,028.00 $0.00 $19,004,028.00 0.00% 1253 60 1313 4.79%Meeting Date Total number of Change OrdersTotal Dollar ChangeTotal Change in Days3/24/2020 3 -$1,104,277.13 7616.E.11.aPacket Pg. 1085Attachment: 0324 Change Order Report - FY20 (11896 : Procurement Services Administrative Reports)
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SchneebergerSara Digitally signed by SchneebergerSara
Date: 2020.02.28 10:47:38 -05'00'
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SchneebergerSara
Digitally signed by
SchneebergerSara
Date: 2020.03.03 09:09:56 -05'00'
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Packet Pg. 1104 Attachment: 0324 Change Order Backup - FY20 (11896 : Procurement Services Administrative Reports)
Contract19Ͳ7655ItemUnitOriginalPriceOriginalContractTotalCO#1UnitChangeCO#1TotalNewContractUnitsNewContractTotal1Mobilization1 250,000.00$250,000.00$ͲͲ$1.00250,000.00$2DredgeWaterTurkeyBay27000 18.00$486,000.00$(347.00)(6,246.00)$26,653.00479,754.00$3DaymarkerRemoval10 1,000.00$10,000.00$10.0010,000.00$4EnvironmentalControl1 50,000.00$50,000.00$1.0050,000.00$5ConstructionSurvey1 15,000.00$15,000.00$1.0015,000.00$6DredgeWigginsPass15000 10.00$150,000.00$6,388.0063,880.00$21,388.00213,880.00$7DaymarkerRemoval2 1,000.00$2,000.00$2.002,000.00$8EnvironmentalControl1 15,000.00$15,000.00$1.0015,000.00$9ConstructionSurvey1 5,000.00$5,000.00$1.005,000.00$10DredgeCaxambasPass85000 15.00$1,275,000.00$(3,842.00)(57,630.00)$81,158.001,217,370.00$11DaymarkerRemoval3 1,000.00$3,000.00$3.003,000.00$12EnvironmentalControl1 50,000.00$50,000.00$1.0050,000.00$13ConstructionSurvey1 15,000.00$15,000.00$1.0015,000.00$14FinalTillingandGrading1 20,000.00$20,000.00$1.0020,000.00$15RestorationConstructionAccess1 5,000.00$5,000.00$1.005,000.00$2,351,000.00$4.00$2,351,004.00$2016.E.11.bPacket Pg. 1105Attachment: 0324 Change Order Backup - FY20 (11896 : Procurement Services Administrative Reports)
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SchneebergerSara Digitally signed by SchneebergerSara
Date: 2020.03.03 12:09:48 -05'00'
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Item page #Contract or Purchase OrderDateDescription of Project Vendor Name Division ‐ Director Fiscal Impact Description1 1 4500199734 2/20/2020 Irrigation repairs Hannula Landscaping Facilities Management - Damon Grant $4,732.82Division staff did not properly modify their purchase order prior to the additional services being provided.2 3 4500198751 2/19/2020 Purchase of batteries Taylor & Crowe Battery Co. Transportation Engineering - Jay Ahmad $1,501.50Division staff did not properly modify their purchase order prior to the purchase that exceeded the $3,000 threshold.Meeting DateTotal number of After the Fact MemosTotal Fiscal Impact3/24/20202$6,234.3216.E.11.cPacket Pg. 1109Attachment: 0324 After the Fact Report - FY20 (11896 : 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
Ann Simpson Facilities
Damon Grant Hannula Landscaping
$4,732.82 4500199734
✔
The irrigation was non-functional on the main government complex around Building F -
Administration, Building C1-Tax Collector and Building C2-Procurement. The electrical and
plumbing staffs of Facilities were unable to get the controller and valves working. Rather than
lose turf or vegetation in the surrounding area, Hannula Landscaping was contacted to
investigate and provide a proposal for the repair to the system. Hannula had been the previous
landscaping contractor for over eight (8) years thus the reason to reach out to them for their prior
knowledge and skill. A proposal was provided and a single quote purchase order was given.
The issues with the system were much more extensive than originally thought, extending the
project. However, staff did not properly modify the purchase order prior to the additional services
being provided.
Staff requests authorization to pay invoice #23692 in the full amount of $4,732.82.
Contact Facilities Accounting team and Procurement prior to proceeding with additional services
above the contracted amount.
Ann Simpson
simpson_a Digitally signed by simpson_a
Date: 2020.02.20 08:34:16
-05'00'
Damon Grant
GrantDamon Digitally signed by GrantDamon
Date: 2020.02.20 11:03:25
-05'00'
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Instructions
As per section 21 of the Procurement Manual, all purchases shall be consistent and in compliance with the Procurement
Ordinance (2017-08). Should work be authorized or purchases made that is inconsistent with County policy, procedure, or
contract terms, an After-the-Fact Procurement Form is required. This includes purchases made in advance of a Purchase Order,
when a Purchase Order is required to authorize such activity, and purchases made under an expired contract, or for goods and
services not covered by the current contract or purchase order. All such “After the Fact Procurements” will be reported to the
County Manager.
Requester Name: Division:
Division Director: Vendor Name:
Amount: Contract #: Purchase Order:
Why is this deemed a non-compliant purchase? Choose one.
Contract Ordinance Manual P-Card Other
Details of Purchase: Explain the circumstances behind this purchase.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
Corrective/Preventive Action: What action is being taken to prevent this violation from re-occurring?
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by: Signature: Date:
Division Director: Signature: Date:
Collier County
After the Fact Form
Anthony Khawaja Transportation Engineering
Jay Ahmad Taylor & Crowe
$1,501.50 Under 3K 4500198751
✔
The total of invoice #134046 exceeds the amount remaining on the Purchase Order by $752.
The purchase order was not properly modified prior to the purchase that exceeded the $3,000
threshold.
Staff is recommending that the Board authorize payment of invoice #134046 in the amount of
$1,501.50.
The division will be adding these batteries to the new bid for traffic signal components. Staff will
also review purchase order balances thoroughly prior to making purchases.
Anthony Khawaja
KhawajaAnthony Digitally signed by KhawajaAnthony
Date: 2020.02.19 16:05:32 -05'00'
Jay Ahmad
KhawajaAnthony Digitally signed by
KhawajaAnthony
Date: 2020.02.19 16:05:52 -05'00'
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1
ArnoldChristine
From:AhmadJay
Sent:Friday, February 14, 2020 8:05 AM
To:MessamMarlene; KhawajaAnthony; BoschRobert; RitterSteve; ArnoldChristine
Cc:MarcellaJeanne
Subject:Out of the Office
I will be out of the office Tuesday 2/18/2020 thru Friday 2/21/2020. Tony Khawaja will be in charge of the Transportation
Engineering Division during my absence and will have my signature authority. Thanks
Jay Ahmad, PE
Division Director
Transportation Engineering Division
2885 South Horseshoe Drive, Naples Florida Zip
Phone: 239.252.5826 Fax: 239.252.5885
Jay.Ahmad@colliercountyfl.gov
Under Florida Law, e-mail addresses are public records. If you do not want your e-mail address released in response to a
public records request, do not send electronic mail to this entity. Instead, contact this office by telephone or in writing.
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