Agenda 09/22/2020 Item #16E14 (Administrative Reports by the Procurement Services Division)09/22/2020
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 transparency 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 $62,112.00 and add 0 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 $411.00 for additional services
FISCAL IMPACT: The net total for the three (3) items is $62,523.00.
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. 0922 Change Order Report - FY20 (PDF)
2. 0922 Change Order Backup - FY20 (PDF)
3.0922 After the Fact Report - FY20 (PDF)
4.0922 After the Fact Backup - FY20 (PDF)
Packet Pg. 1862
16.E.14
09/22/2020
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.14
Doe ID: 13452
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: 09/22/2020
Prepared by:
Title: Business Technology Analyst, Senior — Procurement Services
Name: Sara Schneeberger
09/02/2020 9:50 AM
Submitted by:
Title: Manager - Procurement — Procurement Services
Name: Sandra Herrera
09/02/2020 9:50 AM
Approved By:
Review:
Administrative Services Department
Procurement Services
Procurement Services
Procurement Services
Administrative Services Department
County Attorney's Office
Office of Management and Budget
Office of Management and Budget
County Manager's Office
Board of County Commissioners
Paula Brethauer
Level 1 Division Reviewer
Opal Vann
Level 1 Purchasing Gatekeeper
Sandra Herrera
Additional Reviewer
Catherine Bigelow
Additional Reviewer
Len Price
Level 2 Division Administrator Review
Jeffrey A. Klatzkow
Level 3 County Attorney's Office Review
Debra Windsor
Level 3 OMB Gatekeeper Review
Laura Wells
Additional Reviewer
Nick Casalanguida
Level 4 County Manager Review
MaryJo Brock
Meeting Pending
Completed
09/02/2020 10:39 AM
Completed
09/02/2020 11:50 AM
Completed
09/02/2020 2:58 PM
Completed
09/09/2020 7:52 AM
Completed
09/09/2020 3:47 PM
Completed
09/09/2020 4:15 PM
Completed
09/10/2020 8:26 AM
Completed
09/10/2020 2:54 PM
Completed
09/15/2020 10:42 AM
09/22/2020 9:00 AM
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Cl r County
This
❑ Contract Modification
® Work Order Modification ❑ Amendment
Procurement Services
Change Order Form
Contract M 14-6198 Change #: #01 Purchase Order M 4500201249 Project #: 70101.2.2
Contractor/Firm Name: URS CORPORATION SOUTHERN ContractlProject: CC -LANDFILL DIW CA Services (Phase II)
Project Manager Name: Paul Abbott Division Name: Public Utilities Department
Original Contract/Work Order Amount
$
621,123.00
07/08/14:16C5
Original BCC Approval Date; Agenda Item #
Current BCC Approved Amount
$
621,123.00
07108/14:16C5
Last BCC Approval Date; Agenda Item #
Current Contract/Work Order Amount
$
621,123.00
10/5/2021
SAP Contract Expiration Date (Master)
Dollar Amount of this Change
$
62,112.00
10.00%
Total Change from Original Amount
Revised Contract/Work Order Total
$
683,235.00
10.00%
Change from Current BCC Approved Amount
Cumulative Changes
$
62,112.00
10.00%
Change from Current Amount
Completion Date, Description of the Task(s) Change, and Rationale for the Change
Notice to Proceed 01/07/20 Original 10/05/21 Last Approved 10105I21 Revised Date
Date Completion Date Date (Includes this change)
# of Days Added 0 Select Tasks ❑ Add new task(s) ® Delete task(s) ® Change tasks) ® Other (see
below)
Provide a response to the following: 1.) detailed and specific explanationlrationale of the requested change(s) to the tasks) 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.
This is a Change Order with no additional time requested, representing a Net Change to the Contract Amount of 10% ($62,112.00)
of the Contract, in addition to a Zero Dollar reallocation of funds from
• Task 2 _ $ 55,080.00
• Task 3 - $ 9,990.00
• Task 4 - $ 19,475,00
• Task 4a - $ 2,100.00
• Task 5 - $ 15,000.00
• Task 5a - $ 2,911.00
Total $104,556.00 on this project for a total of $166,668.00 added to Task 1, required for the DIW Construction
Oversight of the Project.
2. The Engineer's original estimate of 22 weeks for oversight cost proved inadequate due to the difficulty encountered by the drilling
equipment to penetrate existing rock formation, not encountered previously by the test equipment; and additional efforts that were
also required to plug the pilot hole due to voids in the rock formation that were identified during drilling. These geological
complexities could not have been anticipated.
3. If this change is not
Deers Iniection Well
Prepared by:
we will not be able to perform the CEI services required to complete the necessary support for the
Division) Paul Abbott — PUD — SHWMD - Logistics & Operations
Date: 8/ 10/2020
Acceptance of this G"Miange Order shall constitute a modification to contract 1 work order identified above and will be subject to all the same
terms and conditions as contained in the contract I 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 1 Vendor 1 Consultant 1
Design Professional arising out of or related to the change set forth herein, including claims for impact and delay costs.
Accepted by: v�vekl<amasn,P.r. a°N: ebb„«s;� Vik Kamath, URS CORPORATION SOUTHERN, Date: 8/10/2020
(Contractor / Vendor/ Consultant / Design Professional and Name of Firm, if project applicable)
Approved by:
es gn Profe tonal and Na a of Firm, if pro;e6i8RR1!9asYg1Pded by SchneebergerSara
Approved by: 5c h n eeDe rg e rSSa ra Date: 2020.08.28 09:39:06-04'00'
(ProcuremePassnt Professional) Sara Schneeburger, Procurement Specialist
Date:
Date:
Revised: 10/28/2014 (Divisions who may require additional signatures may include on separate sheet.) PROCUREMENT USE ONLY
Admin c ECC ES
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16.E.14.b
Proposal Estimate to Collier County (Monthly Charges)
TASK 01 - DIW CONSTRUCTION OVERSIGHT
Name
Title
Hours
Rate
Charges
Alec Rizzo
Geologist
180
$85.00
$15,300.00
Rufus Dickey
Sr Geologist
180
$118.00
$21,240.00
Ron Hilliard
Sr Geologist
180
$118.00
$21,240.00
Richard Neunie
Geologist/Scientist
180
$85.00
$15,300.00
Vik Kamath
Sr Project Manager
10
$172.00
$1,720.00
Lorena Claure
Scientist
24
$85.00
$2,040.00
Sub -Total
$76,840.00
SUBC- Aquatech Geosciences
Aquatech Geosciences (Including Mark-up)
$12,600.00
TOTALTASK011
$89,440.00
TASK 01A- REIMBURSABLES
TRA - Per Diem / Hotel
Per Diem
1 $1,800.00
Hotel
$3,420.00
SUBC- Laboratory Services
Advanced Environmental Laboratory
$1,008.00
TOTAL TASK 01A
$6,228.00
Task 05 PM/Monthly Meetings/Closeout
Name
Title
Hours
Rate
Labor Charges
Vik Kamath
Sr Project Manager
10
$172.00
$1,720.00
Lorena Claure
Scientist
24
$85.00
12,040.00
Kelly Bound
Ad Asst
1
$62.00
$62.00
Jim Mayo
Principal
1
$206.00
$206.00
Subtotal
$4,028.00
SUBC-Aquatech Geosciences
Aquatech Geosciences (Including Mark-up)
$1,500.00
TOTALTASK051
$5,528.00
BUDGETED AMOUNTS
TASK 01- DIW CONSTRUCTION OVERSIGHT
Authorized
Current Balance
Transfer
Additional
New
Amount
(As of May 31, 2020)
Amount
10% Increase
Authorized
Amount
$450,060.00
$309,844.84
$104,556.00
$62,112.00
$476,512.84
TASK 01A - REIMBURSABLES
$31,691.001 $22,235.92 - I -I $22,235.92
Task 05 PM/Monthly Meetings/Closeout
$49,816.001 $42,135.00-$15,000.00 - 1 $27,135.00
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C.O e-r C;0""ty Collier County
Administrative Services Department After the Fact Form
Procurement Services Division
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: Joy Murphy
Division: Museum
Division Director: Amanda Townsend
vendor Name: Direct Impressions
Amount: $41 1.00
Contract #: 1$_7442
Purchase Order:
Why is this deemed a non -compliant purchase? Choose one.
Contract 11
Ordinance
Manual ❑
P-Card
Other ❑
Details of Purchase: Explain the circumstances behind this purchase.
Postcards and posters for the 2020 Cattle Drive were ordered and received in March. No
invoices were ever sent by Direct Impressions for these items. Due to staff turnover in the key
positions of Museum Manager and Museum Events, Sales, and Marketing Coordinator, these
missing invoices were overlooked. The invoices were not received until July 2020 and due to the
amount of time between receiving the items and receiving the invoices, a P-Card could not be
used as originally intended.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
A purchase order has been requested for payment of the outstanding invoices (invoice #58157
and invoice #58158) in the amount of $411.00.
Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring?
Division staff will copy the museum assistant on all purchases made to ensure all invoices are
paid.
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by Joy Murphy
Digitally signed by 3 02 3 Joy
Signature: MurphyJOyDate:2020.08.1813:02:37
04'00'
Date:
Division Director:Amanda O. Townsend
Digitally signed by
Signature: townsendamandatownsendamanda
Date: 2020.08.26 08:59:52-04'00'
Date:
Packet Pg. 1868
2
16.E.14.d
1335 Miramar Street, Cape Coral, FL 33904
Phone (239) 549-4484 Fax (239) 945-234d
Bill To:
Collier County BOCC
3299 Tamiami Trail E Ste 700
Accounts Payable
Naples, FL 34112-5749
INVOICE
Invoice Number: 58157
Invoice Date: Mar 4, 2020
Page: 1
PLEASE DETACH AND RETURN THIS
PORTION WITH OUR PAYMENT
AMOUNT ENCLOSED
Customer ID Customer PO Payment Terms
CBOC Net 30 Days
Sales Rep ID Shipping Method Ship Date Due Date
Courier 4/3/20
Quantity
Item
r Description
Unit Price
Amount
1,000.00
IMMOKALEE Cattle Drive Postcard
Collier Muesum
DI #16811
0.200000
200
Check/Credit Memo No:
Subtotal
200
Sales Tax
Total Invoice Amount
200
Payment/Credit Applied
TOTAL is
0
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We will add finance charges on invoices more than 30 days overdue.
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16.E.14.d
1335 Miramar Street, Cape Coral, FL 33904
Phone (239) 549-4484 Fax (239) 945-234d
Bill To:
Collier County BOCC
3299 Tamiami Trail E Ste 700
Accounts Payable
Naples, FL 34112-5749
INVOICE
Invoice Number: 58158
Invoice Date: Mar 4, 2020
Page: 1
PLEASE DETACH AND RETURN THIS
PORTION WITH OUR PAYMENT
AMOUNT ENCLOSED
Customer ID Customer PO Payment Terms
CBOC Net 30 Days
Sales Rep ID Shipping Method Ship Date Due Date
Courier 4/3/20
Quantity
Item
F Description
Unit Price
Amount
100.00
IMMOKALLEE CAttle Drive POSTERS
Collier Museum
DI#16882
2.110000
211
Check/Credit Memo No:
Subtotal
211
Sales Tax
Total Invoice Amount
211
Payment/Credit Applied
TOTAL is
0
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Cot ICY C;014"ty
Administrative Services Department
Procurement Services Division
Instructions
16.E.14.d
Collier County
After the Fact Form
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: Tony Barone
Division: Facilities Management
Division Director: Damon Grant
Vendor Name: BSSW Architects
Amount: 9,991.13
contract #:13-6164(AR)
Purchase Order:4500187757
Why is this deemed a non -compliant purchase? Choose one.
Contract W]
Ordinance
Manual ❑
P-Card ❑
Other ❑
Details of Purchase: Explain the circumstances behind this purchase.
Construction administration related to design services by BSSW Architects were utilized beyond
the date of validity of their previous contract 13-6164 (AR) and work order (PO 4500187757)
because a change order extending our deadline for the completion of the work was not
completed.
The designers of record were required to support the project, sign off on equipment submittal,
review contractor requests and certify the completion of the work.
In this case, because these services continued past the expiration date listed on the work order
and underlying contract without a change order extending the time, it resulted in a hold on
payment issuance for services beyond the date listed.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
Please authorize payment of the Final Invoice 11983 in the amount of $9,991.13. A copy of the
invoice is attached.
Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring?
We have created a shared team calendar to effectively notify team members of expiration dated
on work orders to ensure time extensions are executed prior to end dates ensuring project
continuity.
Digitally signed by AI-
AI-bahouAyoub Date: 2A02� 8.2709:54:13
-04'00'
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by:Tony
ly Barone
Digitally signed by BaroneTony
Signature: BaroneTony Date: 2020.08,1914:55. 15
Date:
04'00'
Division Director: Damon Grant
Digitally signed by GrantDamon
Signature. Gral Y1 ItDamol Y1 1 Date 2020.08.2710:23:37
Date:
-04 00'
Packet Pg. 1871
5 16.E.14.d
MBSSW
Invoice
A R C H I T E C T S
July 9, 2020
1500 Jackson St, Suite 200 Invoice No: 11983
Fort Myers, FL 33901
Phone (239) 278-3838
TONY BARONE
COLLIER BOARD OF COMMISSIONERS
3335 TAMIAMI TRAIL EAST
Suite 700
NAPLES, FL 34112
Project 1410.27 Collier County EMS #25 HACIENDA LAKES DESIGN
PO 4500187757
Contract# 13-6164 (AR)
Exp: 12/03/19
Email: bccapclerk@collierclerk.com
Professional Services for the Period:January 1, 2020 to June 10.2020
PO 4500187243
%
Fee
Prior
Current
Phase
Fee
Complete
Earned
Billing
Billing
Building Modification Planning &
85,200.00
100.00
85,200.00
85,200.00
0.00
SDP
Geotechnical Soil Borings and
5,000.00
100.00
5,000.00
5,000.00
0.00
Report
Final Design
35,000.00
100.00
35,000.00
35,000.00
0.00
Bidding & Contractor Pricing
3,000.00
100.00
3,000.00
3,000.00
0.00
Phase
Building Permit Application
3,000.00
100.00
3,000.00
3,000.00
0.00
Construction Phase
24,000.00
99.9528
23,988.66
14,416.03
9,572.63
Reimbursable
5,000.00
18.174
908.70
490.20
418.50
Total Fee
160,200.00
156,097.36
146,106.23
9,991.13
Total
Fee
9,991.13
Phase Total
$9,991.13
Total Project
Invoice Amouni
$9,991.13
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Invoice 11983
Collier County EMS Station 25 Contract Exhibit B
Time Estimate For Lump Sum Fee Determination
Billing
Previous Current
Balance to
Task - Title Hours
Rate Total billed % Billing
%
Finish %
Task I - Building modifications Planning and Site Development Plan (SDP)
Principal
90
$206
$18,540
18,540.00
$0
Sr Project Manager
86
$172
$14,792
14,792.00
$0
Project Manager
20
$147
$2,940
2,940.00
$0
Clerical
34
$62
$2,108
2,108.00
$0
Consultant - QGradyMinor
$44,680
44,680.00
$0
Consultant Markup @5%
$2,234
2,234.00
$0
Fee Estimate
$85,294
-$94
$-
Lump sum Fee
$85,200
$85,200.00 100% $-
0% -
0%
Task II - Geotechnical Soil Borings and Report
Principal
4
$206
$824
824
$0
Sr Project Manager
10
$172
$1,720
1720
$0
Clerical
6
$62
$372
372
$0
Consultant - Velocity Engineering
$2,000
2000
$0
Consultant Markup @5%
$100
100
$0
Fee Estimate
$5,016
-16
Lump sum Fee
$5,000
$5,000 100%
$0.00
0% $0
0%
Task III - Final Design:
Principal
30
$206
$6,180
6180
$0
Sr Project Manager
100
$172
$17,200
17200
SD
Project Manager
60
$147
$8,820
8820
$0
Clerical
46
$62
$2,852
2852
$0
Fee Estimate
$35,052
-52
Lump sum Fee
$35,000
$35,000 100%
$0
0% $0
0%
Task IV - Bidding and contractor pricing phase:
Principal
4
$206
$824
824
$0
Sr Project Manager
12
$172
$2,064
2064
$0
Project Manager
$147
$0
$0
Clerical
2
$62
$124
124
$0
Fee Estimate
$3,012
-12
Lump sum Fee
$3,000
$3,000 100%
$0
0% $0
0%
Task V - Building Permit Application
Principal
4
$206
$824
824
$0
Sr Project Manager
10
$172
$1,720
1720
$0
Project Manager
$147
$0
$0
Clerical
8
$62
$496
496
$0
Fee Estimate
$3,040
-40
0
Lump sum Fee
$3,000
$3,000 100%
$0
0% $0
0%
Collier County EMS Station 25 Contract Exhibit B -Continued
Task VI - Construction phase:
Principal 12
$206
$2,472
2472
$0.00
Sr Project Manager 40
$172
$6,880
4816
2,064.00
$0.00
Project Manager 24
$147
$3,528
2940
588.00
$0.00
Clerical 20
$62
$1,240
1178
62.00
$0.00
Consultant- QGrady Minor
$9,500
2,872.50
6,622.50
$5.00
Consultant Markup
$475
137.53
331.13
$6.35
Fee Estimate
$24,095
(95.00)
(95)
Lump sum Fee
$24,000
$14,416.03 60%
$9,572.63 40%
-$83.66 0%
Total Fixed Fee Services
$155,200 $145,616.03
$9,572.63
-$84
Reimbursable Expenses $5,000 490.20 418.50 14658.80
Total Invoice Amount $9,991.13
Packet Pg. 1873