Agenda 08/24/2021 Item #16E 108/24/2021
16.E.1
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:
• Three (3) change orders that in aggregate modify contracts by $11,133.00 and add 247 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
• Six (6) after the fact memos with a fiscal impact of $1,650.00 for additional services
Approval of the following documents by the County Manager is subject to formal ratification by the
Board of County Commissioners. If the decision by the County Manager is not ratified by that Board, the
document(s) shall be enforceable against Collier County only to the extent authorized by law in the
absence of such ratification by that Board.
FISCAL IMPACT: The net total for the nine (9) items is $12,783.00
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)
1.0824 Change Order Report - FY21 (PDF)
2.0824 Change Order Backup - FY21 (PDF)
Packet Pg. 34
16.E.1
08/24/2021
3. 0824 After the Fact Report - FY21 (PDF)
4.0824 After the Fact Backup - FY21 (PDF)
Packet Pg. 35
16. E.1
08/24/2021
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.1
Doe ID: 17784
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: 08/24/2021
Prepared by:
Title: Business Technology Analyst, Senior — Procurement Services
Name: Sara Schneeberger
08/13/2021 2:19 PM
Submitted by:
Title: Manager - Procurement — Procurement Services
Name: Sandra Herrera
08/13/2021 2:19 PM
Approved By:
Review:
Procurement Services
Procurement Services
Procurement Services
Agenda Clerk Preview
County Attorney's Office
Office of Management and Budget
Office of Management and Budget
County Manager's Office
Board of County Commissioners
Ana Reynoso
Level 1 Purchasing Gatekeeper
Sandra Herrera
Additional Reviewer
Catherine Bigelow
Additional Reviewer
Michael Cox
Agenda Clerk Preview
Jeffrey A. Klatzkow
Level 3 County Attorney's Office Review
Laura Wells
Additional Reviewer
Debra Windsor
Level 3 OMB Gatekeeper Review
Sean Callahan
Level 4 County Manager Review
Geoffrey Willig
Meeting Pending
Completed
08/13/2021 2:51 PM
Completed
08/13/2021 3:02 PM
Completed
08/16/2021 9:31 AM
Completed
08/18/2021 7:27 AM
Completed
08/18/2021 8:42 AM
Completed
08/18/2021 9:18 AM
Completed
08/18/2021 11:16 AM
Completed
08/24/2021 11:39 AM
08/24/2021 9:00 AM
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C���� Count 1 Procurement S 16.E.1.b
Change Order Form
❑ Contract Modification ® Work Order Modification ❑ Amendment
Contract #: 19-7633 Change #: 1 Purchase Order M 4500204554 Project #: 70135.1
Contractor/Firm Name: Stantec Consulting Services, Inc. Contract/Project: SCRWTP Reactor Tank #4
Project Manager Name: Division Name:
Alicia Abbott Engineering & Project Management
Original Contract/Work Order Amount $ 318,640.00 7/14/20 11 G Original BCC Approval Date; Agenda Item #
Current BCC Approved Amount $ 318,640.00 Last BCC Approval Date; Agenda Item #
Current Contract/Work Order Amount $ 318,640.00 8/11/2021 SAP Contract Expiration Date (Master)
Dollar Amount of this Change $ 0.00 0.00% Total Change from Original Amount
Revised Contract/Work Order Total 1 $ 318,640.001 0.00% Change from Current BCC Approved Amount
Cumulative Changes I $ 0.001 0.00% Change from Current Amount
Completion Date, Description of the Task(s) Change, and Rationale for the Change
Notice to Proceed 8-5-20 Original 8-5-21 Last Approved 8-11-21 Revised Date 10-16-21
Date I I Completion Date Date (Includes this change)
# of Days Added 1 66 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.
Detailed and specific explanation/rationale of the requested change(s):
This change order is to to add 66 days to extend the contract time. This request is due to contractor activities related to changes
made on the influent and effluent lines for Reactor No. 4, which resulted in a contractor change order for an additional 66 days.
The total impact of the delay due to manufacturing of materials has not yet been fully realized, and may result in additional delays.
This change was not included in the original contract:
It was not known that additional time and services would be required due to construction delays for materials.
If this change is not processed:
The Construction Engineering Inspection (CEI) consultant will not be able to continue providing the necessary CEI services for
this project.
v
Digitally signed by abbott_a
a b bott a
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Prepared by: — Date: 2021.07.23 16:34:40-04'00' Date:
t
Alicia Abbott, El, PMP, EPMD Project Manager
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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 /
E
Design Professional arising out of or relat( 1 _ DI9LIIy.Gb0n@l forth herein, including claims for impact and delay costs.
DN: CN=Marc Lean,
OU=A01410C0000016F2006253C000021C7,
O=STANTEC CONSULTING SERVICES INC., C=US
son: ReaI have reviewed thls document
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Approved by: Data: 2021,07,2311:36:42.04'00 Date:
Marc Lean, P..E.,Stantec Consulting Services, Inc.
"9141
Approved by: Date: 07/23/2021
Kelli Wolin, Finance Operations
Din Illy by annenaninmm
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B u l l e rtB e n j a m i n BUIIertBen;nmin DD=OeOU=FFM Use, ns.
OU=PUDPlanning Proje. Management, OU=PUD,UD,
OU=Divisions. DC-bcc, DFwllie ,g DO�et
Approved by: Dn,e 2021 07 23 16 37 35 04 00 Date:
Benjamin N. Bullert, P.E., Engineering & Project Management Principal Project Manager
Revised: 10/28/2014 (Divisions who may require additional signatures may include on separate sheet.) PROCUREMENT USE ONLY
Admin Packet Pg. 38
Change Order #2 2
16.E.1.b
Carollo Engineers, Inc.
SCRWTP Reactor 4
Page 2
Digitally signed by ChmelikTom
C h l i kTo
Approved by:
m e m Date: 2021.07.26 14:40:41-04'00'
Date:
Tom Chmelik, P.E., Engineering & Project Management Director
Digitally signed by Steve
Steve Messner Messner
Date: 2021.OZ27 05:47:00
Approved by:
-04'00'
Date:
Steve Messner, Water Director
Joseph Bellone Digitally signed by Joseph Bellone
c
Approved by:
Date: 2021.07.27 08:43:37-04'00'
Date:
a
Joseph Bellone, Operations Finance Director
Joseph BelloneDigitally signed by Joseph Bellone
Date: zoz1.o7.z7 os:43:59 04'00'
m
Approved by:
Date:
G. George Yilmaz, Ph.D., P.H., P.E., Public Utilities Department Head
A
Digitally signed by SchneebergerSara
SchneebergerSara
S
Approved by:
Date: 2021.08.02 11:47:41-04'00'
Date:
�
Sara Schneeberger, Procurement Specialist
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Colter �Ot�l�t 3 Procurement Sill 16.E.1.b
Change Order Form
❑ Contract Modification ® Work Order Modification
4500140814 70043,70044,
Contract #: 11-5782 Change #: 7 Purchase Order #: Project #: 70046. 70050
Contractor/Firm Name: CDM Smith Contract/Project: Wastewater Basin Analysis
Project Manager Name: Daniel Roman Division Name: Engineering and Project Management
Original Contract/Work Order Amount $ 1,940,000.00
Current BCC Approved Amount $ 3,234,726.00
Current Contract/Work Order Amount $ 3,234,726.00
Dollar Amount of this Change $ 0.00
Revised Contract/Work Order Total $ 3,234,726.00
Cumulative Chanqes $ 1,294,726.00
9/11/12 11 E
Original BCC Approval Date; Agenda Item #
10/23/18 16C6
Last BCC Approval Date; Agenda Item #
SAP Contract Expiration Date (Master)
66.74%
Total Change from Original Amount
0.00%
Change from Current BCC Approved Amount
0.00%
Change from Current Amount
Completion Date, Description of the Task(s) Change, and Rationale for the Change
Notice to Proceed 10/26/2012 Original 10/25/2018 1 Last Approved 11/21/2021 Revised Date 5/21/2022
Date Completion Date Date (Includes this change)
# of Days Added 181 Select Tasks ❑ Add new task(s) ❑ Delete task(s) ® Change task(s) ® Other
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.
This change order is to authorize the reallocation of $154,950.02 to perform the following:
i. Create a new set of bid documents that separates the Creekside Phase III design from the other two designs so it can be
bid separately.
ii. Revise the Creekside Phase III design to use horizontal direction drilling (HDD) to limit disturbance of 8th Street
intersections with108th, 109th and 110th Avenues.
In addition, the change order is to authorize the contract end date to be extended 181 days (6 months) to May 21 2022 in order to
provide time for CDM Smith to assist the County with the bidding process and contractor selection.
2. CDM Smith has been providing services for a longer period of time than was originally anticipated when the task was scoped. This
reallocation serves two purposes: 1) to zero out all project tasks and to 2) assign all remaining funds to Task 11-Bid Documents for
Master Pump Station Improvements (see Table 1 of attached Request for Zero Dollar Change Letter) in order to procure the
necessary engineer of record services without needing to negotiate to add additional funds to the contract.
3. If this reallocation is not processed, the design phase of this project will not be completed and cause further delays.
Prepared by:
Digitally signed by CuadradoDamian
DN: E= Damian. Cuadrado@colliercountyfl.gov,
C u a d ra d o D a m i a n CN=PUD Panning an, OU ject Management,
ement, User Accounts,
OU=PUD Planning and Project Management, OU=PUD,
OU=Divisions, DC=bcc, DC=colliergov, DC=net
Date: 2021.07.27 15:04:17-04'00'
(Project Manager Name and Division)
Date:
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:
Approved by:
Revised: 01/1
Jason Sciandra, P.E., Associate - CDM Smith Date: 7/28/2021
11
and �We of Fjfrm, if project applicable)
P PMP, rrincipal T4UVe
t anager - EPMD
(Divisions who ma additional signatures may include on separate sheet.)
Date: 07-27-2021
PROCUREMENT USE ONLY
Admin Packet Pg. 40
X?Gl 07272021
Digitally signed by Chmeli c�pm
Ch m e l i kTo m Date: 2021.07.27 15:16:44
-04'00'
Approved by:
Tom Chmelik, PE, Division Director - EPMD
Approved by:
SC h n ee be rg e rSa ra Digitally signed by SchneebergerSara
Date: 2021.08.02 15:31:22-04'00'
(Procurement Professional)
Date:
Date:
16.E.1.b
Change Order/Amendment Summary
COST
TIME
CO#
AMD#
Description
Justification
Days
New
Additive (+)
Deductive (-)
Added
Amount
Revise scope of
Split Basin 101 into two basins
1
Task 5 to include
NA
NA
NA
NA
each served by MPS
add'I memo
Include
Constructiuon
2
1
Phase Services
$697,313
NA
NA
NA
-
and for Supp
Design Services
3
Reallocation of
NA
NA
NA
NA
-
funds
Reallocate funds
Minor adjustments/clarifications to
4
from Task 11 to
NA
NA
NA
NA
scope, task allocation, and quantity
Task 9
adjustments
Addition of
2
Supplemental
$597,413
NA
NA
NA
-
design sercices
Incorporation of
3
Bidding Services
NA
NA
NA
NA
-
sercices
4
Increase contract
NA
NA
1095
3286
For Contract administration during
time for 3 years
construction
Cover expenses for FOR for
5
Reallocation of
NA
NA
NA
NA
approx. 2 months while add'I funds
funds
are negotiated to complete FOR
services
Reallocation of
Zero out completed tasks and fund
6
funds
NA
NA
NA
NA
FOR services w/o needing to
negotiate add'I funds to the contract
7
Reallocation of
NA
NA
181
3467
Bid document separation and
remaining funds
revised design
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Revised: 01/14/2021 (Divisions who may require additional signatures may include on separate sheet.) PROCUREMENT USE ONLY
Admin Packet Pa. 41
5 CDM16.E.1.b
Smith
4210 Metro Parkway
Suite 230
Fort Myers, Florida 33916
tel: 239 938-9600
fax: 239 339-6418
July 23, 2021
Daniel J. Roman, PE, PMP
Principal Project Manager
Collier County Engineering & Project Management Department
3339 Tamiami Trail East, Suite 303
Naples, Florida 34112
Subject: Contract #11-5782 Wastewater Basin Analyses (Basin #1)
P.O. No. 4500140814
Request for Zero Dollar Change Letter
Dear Mr. Roman:
As we have discussed, the County has asked CDM Smith to provide this Request for a Zero
Dollar Change. CDM Smith previously provided bid documents to the County in April 2018 for
the Basin 101 Master Pump Station 101.12 Conveyance and Collection System Project. The bid
documents included design drawings and technical specifications for:
• Master Pump Station (MPS) 101.12
• Creekside Force Main Extension Phase II (now referred to as Phase III)
• 8th Street Gravity Sewer
The County is requesting CDM Smith to create a new set of bid documents that separates the
Creekside Phase III design from the other two designs so it can be bid separately. The County
also requested the design be revised to use horizontal direction drilling (HDD) to limit
disturbance of 8th Street intersections with 108th, 109th and 110th Avenues. The MPS 101.12
and 8th Street Gravity Sewer construction would be postponed until a later time.
To complete this additional effort, this letter is requesting authorization to reallocate funding
within the Wastewater Basin Analyses Basin #1 project to provide sufficient funding. The
attached Table 1 summarizes the proposed transfer of funds between tasks.
This additional effort includes the following:
Design of the new HDDs will be based on evaluation of the additional geotechnical
information. Two separate HDDs would be needed in order to include a Tee for the
future MPS101.12 connection on 8th Street between 109th and 108th Ave. This may
require the first HDD to be on the north side of 111th Ave and will depend on the
results of additional geotechnical information to verify it will work.
WATER+ENVIRONMENT+TRANSPORTATION+ENERGY+F Packet Pg. 42
6 16.E.1.b
Smith
Daniel J. Roman, PE, PMP
July 23, 2021
Page 2
• CDM Smith will subcontract with a geotechnical firm to collect additional
investigations needed for the new HDDs along 8th Street. We estimate 4 new
geotechnical borings up to 50-ft deep would be needed along 8th Street for the HDDs.
• The existing 110th Ave force main will not be connected to the 8th Street force main
at this time (it will remain un-used until MPS 101.12 is constructed and be connected
to that new MPS).
• Temporary construction easements will be identified if needed along 8th Street for the
HDD entry and exit pits.
• A new set of bid documents will be developed to separate out the Creekside Phase III
design from the other designs and add the new HDD designs.
• If needed, CDM Smith will subcontract with a survey firm to obtain additional survey.
• An updated Engineer's opinion of probable construction costs for the new Creekside
Phase III bid documents will be developed.
• Assistance during bidding will be provided for the Creekside Phase III project.
We also request the contract end data be extended six months to May 21, 2022. This will
provide time for CDM Smith to assist the County with the bidding process and contractor
selection.
Should you have any questions regarding this request, please call me at 239-938-9600 to
discuss.
Respectfully,
Jason A. Sciandra, P.E.
Senior Project Manager
CDM Smith Inc.
Cc. Tom Chmelik
Damian Cuadrado
6295/94947/01/02 /Basin 1 -Request for Zero Dollar Change Letter(07-13-202 Packet Pg. 43
7 16.E.1.b
Table 1 - Proposed Budget Changes by Task
Task DeAmount
scription 1 - Project Progress Meetings
Current Task
$41,383.00
Billed lToposed
?1)
$41,383.00
Task
Amount
$41,383.00
Proposed Net
Change
$0.00
Remaining
Balance
$0.00
Task 2 - Determine Pump Station Service Areas
$24,137.70
$24,137.70
$24,137.70
$0.00
$0.00
Task 3 - Estimate Theoretical Wastewater Flows
$11,097.30
$11,097.30
$11,097.30
$0.00
$0.00
Task 4 - Determine Build Out Flow Conditions
$2,536.65
$2,536.65
$2,536.65
$0.00
$0.00
Task 5 - Determine Current Wastewater Flows & Pump Station Operation
$310,477.53
$310,477.53
$310,477.53
$0.00
$0.00
Task 6 - Physical Survey of Force Mains
$44,827.50
$44,827.50
$44,827.50
$0.00
$0.00
Task 9 - Pump Station Evaluations
$301,938.87
$301,938.87
$301,938.87
$0.00
$0.00
Task 10 - Force Main Evaluation and Interconnect Improvements
$44,211.00
$44,211.00
$44,211.00
$0.00
$0.00
Task 11 - Bid Documents for Pump Station Improvements
$500,000.00
$500,000.00
$500,000.00
$0.00
$0.00
Task 11 - Bid Documents for Pump Station Improvements
$116,900.00
$116,900.00
$116,900.00
$0.00
$0.00
Task 11 - Bid Documents for Master Pump Station Improvements
$503,244.15
$466,200.76
$621,150.78
$117,906.63
$154,950.02
I11th St Bridge Force Main
Task 1 - Construction Phase Engineering Services
$60,324.74
$60,324.74
$60,324.74
$0.00
$0.00
Task 2 -Project Management and Quality Control
$3,059.98
$3,059.98
$3,059.98
$0.00
$0.00
Creekside Blvd Phase 1
Task 1 - Construction Phase Engineering Services
$82,066.15
$82,066.15
$82,066.15
$0.00
$0.00
Task 2 - Project Management and Quality Control
$5,156.25
$5,156.25
$5,156.25
$0.00
$0.00
Creekside Blvd Phase 2
Task 1 - Construction Phase Engineering Services
1 $2,462.50
$2,462.50
$2,462.50
$0.00
$0.00
Task 2 -Project Management and Quality Control
1 $30.00
$30.00
1 $30.00
$0.00
$0.00
Construction Phase Engineering Services - Finger Street Sewer System Replacement
Task 1 - Construction Phase Engineering Services
1 $481,335.28
$363,491.21
1 $363,491.21
($117,844.07)
$0.00
Task 2 - Project Management and Quality Control
1 $28,123.00
$28,104.75
1 $28,104.75
($18.25)
$0.00
Design Water Main and Gravity Sewer Replacements (107th Ave, 8th St)
Task 1 - Construction Phase Engineering Services
$70,758.00
$70,751.06
$70,751.06
($6.94)
$0.00
Task 2 - Project Management and Quality Control
$8,050.00
$8,046.00
$8,046.00
($4.00)
$0.00
Design of MPS 101.12
Task 1 - Design of Master Pump Station (MPS)101.12
$366,889.00
$366,855.63
$366,855.63
($33.37)
$0.00
Task 2 - Project Management and Quality Control
$35,859.75
$35,859.75
$35,859.75
$0.00
1 $0.00
Design of 8th Street. North Gravity Sewer Interceptor
Task 1 -Design of 8th Street. North Gravity Sewer Interceptor
$176,038.15
$176,038.15
$176,038.15
$0.00
$0.00
Task 2 -Project Management and Quality Control
$13,714.25
$13,714.25
$13,714.25
$0.00
$0.00
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8 16.E.1.b
Procurement Services
Change Order Form
❑ Contract Modification ® Work Order Modification
Contract #: 18-7466 Change #: 3 Purchase Order #: 4500196874 Project #: 50172.1
Contractor/Firm Name: AECOM CEI Services Contract/Project: Thomasson Drive Beautification Project
Project Manager Name: Tami Scott Division Name: Bayshore MSTU
r Original Contract/Work Order Amount
$
626,732.37
7-9-2019
Original BCC Approval Date; Agenda item #
Current BCC Approved Amount
$
626,732.37
7-9-2019
` Last BCC Approval Date; Agenda Item #
Current Contract/Work Order Amount
$
626,732.37
SAP Contract Expiration Date (Master)
Dollar Amount of this Change
$ 11,133.00 1.78%1
Total Change from Original Amount
Revised Contract/Work Order Total
1 $
637,865.37
1.78% 1
Change from Current BCC Approved Amount
Cumulative Changes
1 $
11,133.00
1.78%1
Change from Current Amount
! Completion Date, Description of the Task(s) Change, and Rationale for the Change
Notice to Proceed E�]
Original 12-13-2020 Last Approved 10-9-21 Revised Date 10-9-2021
Date Completion Date Date (Includes this change)
# of Days Added 1 0 Select Tasks ❑ Add new task(s) ❑ Delete task(s) El Change task(s) ® Other
Provide a response to the following: 1.) detailed and specific explanationfrationale 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) This change order is to add additional funds ( $11,133.00 ) for AECOM to continue to provide CEI services for the Thomasson Drive
Enhancement Project. AECOM was hired to provide services from pre -construction through final completion. The invitation to bid for
Thomasson Drive CEi Services was advertised on November 15,2019 and awareded on February 25, 2020. The project construction is
complete however the close out procedure package is still pending.
2) Additional hours needed to assure final pay application is processed and all closeout items are finalized and correct.
3) If the additional funds are not approved , the close out procedure package will be completed without the supervision of the CEI team
which provided the needed oversight throughout the project to assure the project meet all County standards. Funding is available in the
Bayshore MSTU Capital Fund 160.
Prepared by:
Tami Scott,
Acceptance of this Chang
terms and conditions as c
adjustment, if any, to the t
Design Professional arisir
Accepted by:
Accepted by:
Approved by:
Bayshore
Order shall constitute a mo
itainA in the contr t / wor'
>ntr ct hall cans to a full
o t of or related4o the chaa
Date:
ation to contract / work order identified above and will be subject to all the same
ter indicated above, as fully as if the same were stated in this acceptance. The
i final settlement of any and all claims of the Contractor / Vendor / Consultant /
set forth herein, including claims for impact and delay costs.
Date:
7/3/ L2e_7-1
Larry Sauls E;Vice Pre identA!/
Fores erDebrah Digitally 1.08.0ned by:43:35 04'00'h
Date: 2021.08.02 08:43:35-04'00'
Debrah FbWster, CRA Director
Sch neebe rg erSa ra Digitally signed by SchneebergerSara
Date: 2021.08.09 10:26:36-04'00'
Sara Schneeberger, , Procurement Professional
Date:
Date:
Q
Revised: 01/14/2021 (Divisions who may require additional signatures may include on separate sheet.) PRocu packet Pg. 45
Admin Rot
107
16.E.1.b
qQF
Change Order/Amendment Summary
CO#
AMD#
Description
COST
TIME
Justification
Additive (+}
Deductive (-}
Days
Added
New
Amount
1
Additional time
0
0
100
610
Delay in project
2
Additional time
0
0
200
810
Delay in Project
3
Additional work
$11,133.00
0
0
810
Additional hours needed
1=
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Revised: 01/14/2021 (Divisions who may require additional signatures may include on separate sheet.) PRocu
Admfn Packet Pg. 46
10 16.E.1.b
�L=C0m AECOM
7650 West Courtney Campbell Causeway
Tampa, FL 33607
aecom.com
To: Tami Scott,
The project team (Collier County, Wright, and AECOM) are at a critical point in closing out this project. Due to the
project not finishing on time and the closeout process taking much longer than anticipated, AECOM will need
additional funds to see this project through to completion.
Current Status:
Issues with Pay Application 8 have partially been resolved. At this time the Clerk's Finance Department has requested
additional backup from Wright in order to process the payment. Wright has not submitted the information at this time.
AECOM and Wright had a final quantities discussion on Monday, July 26th. Wright is currently reviewing all of their
backup and discussing quantities with their subs. Final numbers have not yet been agreed to.
Wright is also still working on the back-up required for Change Order No. 6 to be approved. This change order must
be approved prior to submittal of the next (and final) pay application, #9.
AECOM estimated the man-hours to complete this project and see it through completion based on the original
contract time. The contract has gone over the original time and additional hours have been spent attempting to
resolve issues with change orders and overruns (due to inaccurate plans). We did not anticipate all the time that
would be spent communicating and coordinating with the Clerk/Finance Department on these unforeseen issues.
We still need to follow up with Wright and ensure we receive the following documents: Final As-Builts (Roadway,
Drainage, Lighting, Irrigation), Certified Quantities for Thermo Striping, and Exhibit G (Final Payment Checklist). We
need to follow up with these field issues as well: Acceptance of School Flasher Assemblies by the County, Raise Two
Manhole Covers, and Ensure Mowing and Litter Removal Continues Until Turf is Accepted by County.
We also have the overrun/underrun report which will be incorporated into Change Order No. 7. This cannot be
completed until we know all our final quantities. This is currently in Wright's court.
Below is a list of the items both Wright and AECOM have left to do in the project. We are including Wright's
responsibilities since AECOM will be responsible for ensuring these documents are reviewed and acceptable.
Wright's Responsibilities:
- Back-up for CO#2 Items on Pay Application #8
- Pay Application #9 (Final Payment)
- Items and Documents to Accompany Final App #09
- Consent of Surety to Final Payment
- Final Payment Checklist — Exhibit G
- Contractor's Written Certification that Work is Complete
- Final Acceptance of Performance Turf (Sod)
Packet Pg. 47
16.E.1.b
AECOM
- Resolution to Manhole Covers Grade Issues
- Required Backup for Change Orders #01, #03, #05, #06
- Submit As-Builts for Roadway, Drainage, Lighting, and Irrigation for Review
- Upload As-Builts into County Portal for Permit Closeout
- Acceptance of School Flasher Assemblies by the County
AECOM's Responsibilities:
- Agree on Final Quantities for Each Pay Item
- Complete Pay App #09
- Complete Overrun and Underrun Report Once All Quantities have Been Finalized Between AECOM and
Wright
- Write Change Order #7
- Complete Final Payment Checklist — Exhibit G
- Review Final As -Built Plans for Roadway, Drainage, Lighting, and Irrigation
- Upload and Deliver External Hard Drive Containing Project Files
- Follow Up In Field with Performance Turf Issue, Flashing School Signs, Manhole Cover Grade Issue
- Any Additional Final Closeout Items as Required by the County/Clerk
With the additional funds outlined in the below chart, AECOM will be able to see the project through completion and
ensure closeout between the Contractor and the County is smooth.
N
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Packet Pg. 48
12 16.E.1.b
A=COM
Thomasson Drive - Man Hour Estimate
W/E
Crystal
Floyd
Michele
6-Aug
1
5
5
13-Aug
1
5
5
20-Aug
1
5
5
27-Aug
1
5
5
3-Sep
1
5
5
10-Sep
1
5
5
17-Sep
1
5
5
24-Sep
1
5
5
1-Oct
1
5
5
Total Hrs
9
45
45
Rates
$ 172.00
$ 123.00
$ 90.00
$ 1,548.00
$ 5,535.00
$ 4,050.00
$ 11,133.00
estimate to final completion
Yours sincerely,
Crystal Gorman, Gorman, PE
Associate Vice President
AECOM
T: 239-250-6680
E: crystal.gorman@aecom.com
aecom.com
Packet Pg. 49
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1 16.E.1.d
CoWe-r County
Instructions
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: Chrisite Betancourt
Division: Immokalee CRA
Division Director:Debrah Forester
Vendor Name: Coastal Concrete Products LLC dba Coastal Site Development
Amount: $3,743.79
Contract #: 20-7751
Purchase order: 4500204974
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.
On 2.19.21 the contractor discovered a utility line conflict in the field when they were preparing the site for installation of the
headwall. During the 2.19.21 in -field meeting it was determined by the Engineer of Record, CEI, Contractor, and the CRA
that a design modification was necessary based on discovering the Seminole Tribe's utility line that was unrecorded or
mapped. A verbal authorization was issued to Contractor by the CRA Project Manager to proceed and correct the utility
conflicts. The Engineer of Record recommended a work directive be drafted to include the necessary urgent work. The work
commenced on 2.19.21 to prepare for the installation of the headwall. On 2.25.21 four Work Directives were authorized,
including the work required to address the utility line conflict.
Staff prepared Change Order #2 for T&M to reflect the tasks outline in the Work Directives. Change Order #2 notes the work
required to address the utility conflict was completed on 2.24.21, one day prior to the effective date of the work directive.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
Staff is asking for the Contractor to be paid in full the $3,743.79 without any penalties for Pay
Application #6 that was short paid.
Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring?
To avoid future noncompliance of a Contract for failure to provide a written authorization to a Contractor, a written
communication will be prepared by the Project Manager after each in -field Meeting summarizing the discussions and directives.
The CRA Operations Manager/Project Manager shall ensure the written communication includes the preauthorize work directive
language by the Owner for the changes or additions of work to be done by the Contractor. Said written communication will be
sent to the CRA Director, CRA Operations Manager, CEI Professionals, Engineer of Record and the Contractor. Staff shall
secure an email confirmation of delivery and a read receipt from the Contractor. In the event of any written communication being
delayed, the Operations Manager will notify the CRA Director to seek solutions to eliminating the delay.
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by: Christie Betancourt
Digitally signed by
Signature: Beta ncou rtC h ristie Beta c urtChristie
Date: 2021.07.26 14:17:40-04'00'
Date:
Division Director: Debrah Forester
Signature: ForesterDebrah Digitallysig07.26ned 65349ForesterDebrah
Date: 2021.07.2616:53:49-04'00'
Date:
Revised 06/17/2021
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4 16.E.1.d
CoWe-r County
After the Fact Form
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: Harry Sells
Division: PTNE
Division Director: Michelle Arnold
Vendor Name: Wells & Water Systems
Amount: $22,$27,14
contract #:15-6469
Purchase order: 4500211695
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.
The initial work originated as a maintenance request for a well and pump on Radio Road under a
contract. Quotes were requested from all vendors approved under the contract, however the
Project Manager did not realize the contract required the work should be authorized with a Work
Order instead of a Purchase Order. A Purchase Order was inadvertently approved, issued, and
work was directed and completed as requested.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
Request approval of this After the Fact Form, so that the vendor can be paid for the services
rendered. Invoice #416 in the amount of $22,827.14.
Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring?
Contract review will be completed prior to processing any request for work, particularly when it is
the first time a contract is utilized. This way the correct process will be followed.
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by: Harry Sells
Digitally signed by SellsHarry
Signature:SeIISHarrVDate: 2021.08.0607:44:41
J _04'00'
Date:08/06/2021
Division Director: Michelle Arnold
Digitally signed by arnold_m
Signature:arnOld m Date: 2021.08.0609:06:30
—-04'00'
Date:08/06/2021
Revised 06/17/2021
Packet Pg. 54
Wells & Water Systems, Inc.
15761 Country Court
Fort Myers, FL. 33912
Collier County
MSTU Public Transit
8300 Radio Road
Naples, Florida 34104
ATT: Harry Sells
5 16.E.1.d
InvOice
Date Invoice #
7/26/21 416
Description
Qty
Rate
Amount
00010 Mobilize
1
2,500.00
2,500.00
00020 Install new Pump
1
16,000.00
16,000.00
00030 Conduct constant rate pump test
1
4,000.00
4,000.00
00040 Supply Electric Plug for Pump
1
327.14
327.14
All work is complete!
Total $22,827.14
Phone # Fax #
239/872-5955
IBalance Due $22,827.14
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7 16.E.1.d
Collie-r CoK-nty 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:Gino Santabarbara
Division: capital Project Planning, Impact Fees& Program Management Division
Division Director:Matt McLean
Vendor Name:,JR Evans
Amount: $1,650
contract #:18-7432-CE
Purchase order:4500203048
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.
These services were completed beyond the Notice to Proceed date of April 24, 2021, as part of
the Emergency Planning Planning and Preparedness Services, from JR Evans. A new PO was
issued but not within the time framed needed to avoid a gap.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
To pay a total of $1,650 (Pay $825 from April Invoice #00636-36-00-12, since it was short paid
that amount, and payment of May Invoice #00636-00-13 in the amount of $825.00)
Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring?
To extend existing contract before NTP final date expires and/or stop any additional work until a
new PO has been approved and finalized.
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by: Gino Santabarbara
Signature: SantabarbaraGi o « MOPa°G:o > s;:aR'.p
Date:
Division Director: Matt McLean
Digitally signed by Matthew McLean
g DN:C=US,
Signature: Matthew McLean E=matlhewmclean@cclllerccany.gcy,
Date:
CN-Matthew McLean
�2021.09.1D 10:26:62-04'00'
Packet Pg. 57
8 16.E.1.d
JR Evans Engineering, P.A.
9351 Corkscrew Road Ste 102
Estero, FL 33928-6801
239-405-9148
Collier County
Gino Santabarbara
Board of County Commissioners Clerk's Finance Dept
Attn: Accounts Payable
3299 Tamiami Trail East, Suite 700
Naples, FL 34112
Billing thru 04/30/21
Contract #18-7432-CE
Project No. 51144
PO# 4500203048
. I R FVA IV
Invoice number 00636-00-12
Date 05/06/2021
Project 00636-00 Collier County -Emergency
Planning and Preparedness Services
Contract
Total
Prior
Current
Description
Amount
Billed
Billed
Billed
Divisional Plans Assessment and Improvement (TME)
48,000.00
43,807.50
40,342.50
3,465.00
Reimbursable Expenses
2,000.00
0.00
0.00
0.00
Total 50,000.00
43,807.50
40,342.50
3,465.00
Divisional Plans Assessment and Improvement (TME)
Project Manager
COOP Coordination and Review (Code Enforcement)
COOP Coordination and Review (GMD), Waterway Debris Plan coordination
COOP Coordination with Coastal Section, Road and Bridge & Code Enforcement
COOP Coordination and Review (GMD Road & Bridge)
COOP conference call with Road and Bridge & coordination with Emergency Management
Billed
Hours
Rate
Amount
1.00
165.00
165.00
2.00
165.00
330.00
1.00
165.00
165.00
1.00
165.00
165.00
1.00
165.00
165.00
2.00
165.00
330.00
COOP coordination for GMD (Essential Functions & Risk Analysis)
1.00 165.00 165.00
COOP Coordination for the Growth Management Division (GMD)
5.00 165.00 825.00
COOP Coordination and Review (GMD Road & Bridge, CPP/F&PM and Planning and Zoning Divisions)
2.00 165.00 330.00
COOP coordination with Emergency Management and software vendor (Bold Planning Solutions)
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Collier County
Invoice number 00636-00-12
Invoice date 05/06/2021
Packet Pg. 58
Collier County
Invoice number
00636-00-
Project 00636-00 Collier County -Emergency Planning and Preparedness $ices
Date
05/06/2021 16.E.1.d
Divisional Plans Assessment and Improvement (TME)
Billed
Hours
Rate
Amount
Project Manager
1.00
165.00
165.00
COOP coordination/assistance with GMD Road & Bridge
1.00
165.00
165.00
COOP Coordination and Debris Plan finalization
2.00
165.00
330.00
COOP Coordination and Review (CPPIF&PM and GMD)
1.00
165.00
165.00
rn
COOP coordination with Emergency Management and software vendor (Bold Planning Solutions)
a
Phase subtotal
3,465.00
a�
L
Thank you for your business.
Invoice total 3,465.00
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Collier County
Invoice number 00636-00-12
Invoice date 05/06/2021
Packet Pg. 59
10
16.E.1.d
JR Evans Engineering, P.A.
9351 Corkscrew Road Ste 102
Estero, FL 33928-6801
239-405-9148
Collier County
Gino Santabarbara
Board of County Commissioners Clerk's Finance Dept
Attn: Accounts Payable
3299 Tamiami Trail East, Suite 700
Naples, FL 34112
Billing thru 05/28/21
Contract #18-7432-CE
Project No. 51144
PO# 4500203048
FINAL INVOICE
Description
Divisional Plans Assessment and Improvement (TME)
Reimbursable Expenses
Divisional Plans Assessment and Improvement (TME)
Invoice number 00636-00-13
Date 06/03/2021
Project 00636-00 Collier County -Emergency
Planning and Preparedness Services
Contract Total
Amount Billed
Prior Current
Billed Billed
48,000.00 44,632.50 43,807.50 825.00
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2,000.00 0.00 0.00 0.00 N
Total 50,000.00 44,632.50 43,807.50 825.00
a
Project Manager
Coordination with City of Jacksonville and EC team
Coordination of deliverables for CC-213 Annual Recertification
COOP Division Risk Analysis updates
COOP Division Alert Procedure reviews
Thank you for your business.
Phase subtotal
Hours
1.00
1.00
2.00
1.00
Billed
Rate Amount m
165.00
165.00
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165.00
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330.00
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Collier County
Invoice number 00636-00-13
Invoice date 06/03/2021
Packet Pg. 60
� 11 16.E.1.d
Collier County 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: Jesse Komorny
Division: Public Utilities Meters Operations
Division Director: Joseph Bellone
Vendor Name: AECOM TECHNICAL SERVICES INC
Amount: $28,879,50
Contract #:18-7432-UC
Purchase Order:4500209643
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.
A time extension change order to extend time by 30 days was initiated and signed by the vendor
but was not fully executed prior to the completion date.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
Requesting the payment of the attached Invoice # 2000523266 dated 8/2/2021 for $28,879.50,
which was through no fault of the vendor and is in line with the BCC approved contract.
Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring?
The Project Manager will make sure to follow the procurement manual, time -lines and
communicate with the Purchasing Department to ensure all signatures are obtained to prevent
re -occurrence. The Division Director has also communicated his dissatisfaction with this item as
it was simply an oversight that can easily be corrected going forward.
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by:Jesse omorny
Digitally signed by Jesse Komomy
Signature: Jesse Komorny pate: 2021.08.1008:1321-04-00'
Date:
Division Director: Joseph Bellone
seph Bellone
Signature: Joseph Bellone Dig1tallysignedbyJ 2641-04-00'
Date: 2021.08.11 og:z6:4, -o4�og
Date:
Packet Pg. 61
12
Check Payment to:
ACH Payment to:
Wire Transfer Payment to:
AECOM Technical Services, Inc.
AECOM Technical Services, Inc.
AECOM Technical Services, Inc.
An AECOM Company
An AECOM Company
An AECOM Company
1178 Paysphere Circle
Bank of America
Bank of America
Chicago, IL 60674
Account Number 5800937020
New York, NY 10001
ABA Number 071000039
Account Number 5800937020
ABA Number 026009593
SWIFT CODE BOFAUS3N
16.E.1.d
AECOM
4415 Metro Parkway, Suite 404, Fort Myers, FL 33916
Tel: 239-278-7996
Fax:239-278-0913
ATTN : Jesse Komorny, Project Manager
Invoice Date: 02-AUG-21
ACCOUNTS PAYABLE
COLLIER COUNTY
Invoice Number: 2000523266
BOARD OF COUNTY COMMISSIONERS
ACCOUNTS PAYABLE
Agreement Number: 18-7432-UC-60639089
3299 TAMIAMI TRI E STE 700
Agreement Description:
NAPLES, FL 34112
United States
Payment Term: 45 DAYS
PO#4500209643
Please reference Invoice Number and Project Number with Remittance
Project Number : 60653968 Project Name : Collier -Meter Route Optimization Study Update
Bill Through Date : 01-MAR-21 - 29-JUN-21
d
Task Number : 01
Task Name : Project Management
L
Labor Bill Rate
Employee Name/Title
Title/Expenditure
Hours
Bill Rate
Billed Amt
0
Cavalieri, Ronald R
Principal
16.00
238. 00
3,808.00
d
Edgar, Henry D (Dale)
GIS Specialist
4.00
114.00
456.00
Forrest, Russell P
Project Manager
9.00
165.00
1,485.00
ao
Wolter, Cherie
Admin
2.50
73.00
182.50
~
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Total Labor Bill Rate
31.50
5,931.50
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Task Total : Project Management
5,931.50
>_
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Task Number : 02
Task Name : Develop/Run OP
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Labor Bill Rate
Employee Name/Title
Title/Expenditure
Hours
Bill Rate
Billed Amt
v
Edgar, Henry D (Dale)
GIS Specialist
44.00
114.00
5,016.00
Li
Forrest, Russell P
Project Manager
32.00
165.00
5,280.00
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Total Labor Bill Rate
76.00
10,296.00
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Task Total : Develop/Run OP
10,296.00
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Task Number : 03
Task Name : Rpt. Update/MapBook
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Labor Bill Rate
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Employee Name/Title
Title/Expenditure
Hours
Bill Rate
Billed Amt
t
v
Edgar, Henry D (Dale)
GIS Specialist
10.00
114.00
1,140.00
r
Forrest, Russell P
Project Manager
68.00
165.00
11,220.00
Q
Wolter, Cherie
Admin
4.00
73.00
292.00
Total Labor Bill Rate 82.00 12,652.00
Task Total : Rpt. Update/MapBook 12,652.00
Project Total : Collier -Meter Route Optimization Study Update 28,879.50
Packet Pg. 62
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Invoice Summaries
Total Current Amount :
28,879.50
Retention Amount :
0.00
Pre -Tax Amount:
28,879.50
Tax Amount:
0.00
Total Invoice Amount:
Billing Summaries
Billing Summary Current Prior Total Limit
Billings 28,879.50 0.00 28,879.50 30,656.00
Tax 0.00 0.00 0.00
Billing Total : 28,879.50 0.00 28,879.50
28,879.50
Remain
1,776.50
Packet Pg. 63
14 16.E.1.d
CA le-r CAK-�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: Jennifer Anderson
Division: PUD-SHWMD
Division Director: Kari Hodgson
Vendor Name: Ajax Paving Industries of Florida, LLC
Amount: $82,341.94
Contract #:16-6663
Purchase Order: 4500209471
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.
Ajax Paving Industries of Florida, LLC was contracted to resurface Brennan Dr & City Gate Blvd
South for the sum of $82,341.94. The Roadway contract, Section 1 ( page 1), prominently states
"The Contractor shall commence the Work upon issuance of a Purchase Order."; however, under
Section 29 (page 11) it states The "Commencement Date" shall be established in the Notice to
Proceed to be issued by the Owner. The PO was issued on 2/12/2021 and emailed to Ajax on
2/16/21. A formal NTP was not issued by the Owner nor requested by the Vendor who has been
working for the BCC under contract for years. No work was performed that was not authorized
expressly in writing via the Purchase Order and subsequent email communication.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
To obtain Board approval to pay the vendor's final invoice #261521-01 REVISED FINAL of
$82,341.94 dated 4/30/2021, who has satisfactorily performed the work.
Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring?
Staff will follow a standard protocol for all contracted work, that includes a NTP letter on County
letterhead with issued PO attached.
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested b :Robin E
q Y Bain
g Digitally signed by Bai
Signature: B a i n Ro b i n Date: 2021.08.11 15:39 54:
Date:
.
-oa'oo1
Division Director: Karl Hodgson
Digitally signed by HodgsonKari
Signature: Hodgsol �1 (Karl Date 2021.08.1117:16:10
Date:
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� 16.E.1.d
Collier Coun17 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: Kyra Lynch
Division: Domestic Animal Services
Division Director: Kim Grant
vendor Name: IDEXX Laboratories Inc.
Amount:$7,405.25
Contract #: N/A
Purchase Order: N/A
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.
DAS has received 5 invoices from IDEXX Laboratories Inc. that are over 30 days old and total $7,405.25.
IDEXX supplies veterinary medication and laboratory services for Collier County. Purchases are typically
made on an as needed basis and paid via P-Card. No quote is required for these invoices because the
quotations for services are waived under Item 16.D.4 (also attached) approved on 06/12/2018.
The outstanding invoices were not paid within 30-Days. Further investigation into the cause revealed that
the vendor invoices the County on a delayed basis. This, coupled with the fact that the overdue invoices
were being emailed to the Clerk's Office without a corresponding purchase order resulted in them not
being addressed. To resolve that issue, the email addresses for the invoices have been updated to reflect
DAS and OVS employees to permit prompt payment.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
We are requesting permission to use a p-card to pay outstanding invoices. This payment will
allow DAS to continue to purchase veterinary medication and laboratory services. This is
ncessary because the vendor will not continue to supply critical materials and services without
the invoices being paid.
Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring?
Beyond updating the email addresses on file to include DAS and OVS contacts, DAS is
changing their procedures to pay for online purchases at the time the order ships (when
possible) to ensure they are paid timely. OVS is recommending transferring DAS pcard
purchases to Fetch preapproval workflow to ensure transactions are posted and invoices are not
missed. OVS will also look at this from a macro perspective to seek to avoid these types of
situations.
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by Kyra Lynch
Digitally d 2 6001Lyn,hyra
Signature: LynChKyra Date: 2021.08.1216:00:18
-04'001
Date:08-12-2021
l }
Division DirectorXi m Grant
Date Gran:13-0arle
Signature: Grant Ki mberley Date 2 21.08.lily signed 2Y 5541 _04.oey
Date:
Packet Pg. 67
18 1 16.E.1.d
INVOICE NUMBER 3083785996
INVOICE DATE 04/28/2021 1
BILL -TO ACCOUNT NUMBER: 47635 SHIP -TO ACCOUNT NUMBER: 47635
Billing Address Shipping Address
COLLIER COUNTY DOMESTIC ANIMAL SERVICES COLLIER COUNTY DOMESTIC ANIMAL SERVICES
7610 DAVIS BLVD 7610 DAVIS BLVD
NAPLES, FL 34104-5311 NAPLES, FL 34104-5311
PO NUMBER
PAYMENT TERMS
DELIVERY NUMBER
CURRENC
VC03CP7W
Net Due on 25th of next month
8012242458
USD
SHIP DATE
ITEM#
DESCRIPTION
UNIT PRICE
UNIT
CITY
GROSS
DISCOUNT
AMOUNT
�NETAMI
04/28/2021
99-07896
SNAP FeLV Antigen Test (30)
329.70
EA
6
1,978.20
1'�
Total amount
1,f
Save Money, Save Time & Go Green
Save money, time and a tree by switching to electronic billing -
Simply contact us with your invoice delivery preference:
online at our Invoice Gateway web site. email or fax.
printedPlease have your account number and enrollment token available (found on
. to idexx.bilitrust.com
Contact Accounts Receivabie at accountsreceivable@idexx.com to switch to email or fax delivery
Diagnostics 1-800-814-1147 option 1 This transaction is subject to the IDEXX terms and conditions of sale found at https://www.idexx.com/naterms
IDEXX'S privacy policies can be viewed at https://www.idexx.com
IDEXX Laboratories, Inc.
One IDEXX Drive
Westbrook, Maine 04092
Please detach this section and enclose with your payment. DO NOT SEND CASH!
Enter Amount Enclosed:
COLLIER COUNTY DOMESTIC ANIMAL SERVICES
7610 DAVIS BLVD
NAPLES, FL 34104-5311
ACCOUNT NUMBER
INVOICE NUMBER
INVOICE DAT
47635
3083785996
04/28/202'
TOTAL DUE
CURRENCY
$1,978.20
USD
If you would like to pay by credit card or make an online paym,
from your checking account, please enroll in Invoice Gateway
the below website and enrollment token.
Website: http://idexx.billtrust.com
Enrollment Token: FFZ ZFZ TPM
To sign up for our Autopay Program please call: 1-800-814-l'
Please Send Your Payment To This Address:
IDEXX Distribution, Inc.
PO Box 101327
Atlanta, GA 30392-1327
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0000047635308378599620210428000000000000001978204
Packet Pg. 68
IDEXX'MFERENCE LABORATORIES I 16.E.1.d
Billing Address
COLLIER COUNTY DOMESTIC ANIMAL SERV
7610 DAVIS BLVD
NAPLES, FL 34104-5311
ACCOUNT NUMBER
INVOICE NUMBER
47635
062147635
INVOICE DATE
CURRENCY
06/30/2021
USD
4403988651
06/02/2021
5013 FECAL DX PROFILE
NO LAST NAME GIVEN,265101
30.
4403988652
06/02/2021
5013 FECAL DX PROFILE
NO LAST NAME GIVEN ,264876
30.
4403988653
06/02/2021
5013 FECAL DX PROFILE
NO LAST NAME GIVEN ,264870
30. i
4403994910
06/02/2021
469999 HEALTHCHEK PLUS
NO NAME,CHLOE 264581
76. i
4403994914
06/02/2021
759999 TOTAL HEALTH PLUS
NO NAME,BECKY 264284
83. ;
4404001037
06/03/2021
759999 TOTAL HEALTH PLUS
NONAME,A261513 "ROSIE"
83. a
4404001038
06/03/2021
5013 FECAL DX PROFILE
NONAME,265157
30.
4404001039
06/03/2021
759999 TOTAL HEALTH PLUS
NONAME,"OTIS" 265094
83. VL
4402799555
06/04/2021
2801 STANDARD CYTOLOGY W/ DESC
NO NAME,GINGER 264883
95. u
4403474003
06/04/2021
24 FELV AG + FIV AB ELISA
NOT GIVEN,265073
41. l
4403474003
06/04/2021
27329999 ADRCHEK PLUS W/ SPEC FPL
NOT GIVEN,265073
88.
4403474191
06/05/2021
3901 URINALYSIS W/ CULTURE IF
NOT GIVEN,A265097
66.
4403474191
06/05/2021
40350 URINE CULTURE & MIC
NOT GIVEN,A265097
0. u
4403474192
06/05/2021
10139999 TOTAL HEALTH
NOT GIVEN,144110
73. G
l:
4403474193
06/05/2021
10139999 TOTAL HEALTH
NOT GIVEN,"SAMANTHA" 265342
73.
4403474193
06/05/2021
851 THYROID PANEL #2
NOT GIVEN,"SAMANTHA" 265342
71.
4403474194
06/05/2021
24639 FECAL DX PROF W/ GIARD
NOT GIVEN,A262835
37. U
4403474194
06/05/2021
3901 URINALYSIS W/ CULTURE IF
NOT GIVEN,A262835
66. s
4403474194
06/05/2021
40350 URINE CULTURE & MIC
NOT GIVEN,A262835
0. G
4403474195
06/05/2021
10139999 TOTAL HEALTH
NOT GIVEN,"QUIRT' 144109
73. a
4403492744
06/08/2021
90900 CRYSTALLOGRAPHIC STONE ANALYS
NOT GIVEN,A264167 HENLEY
110.
4403494881
06/09/2021
659999 RENAL PROFILE COMPLETE FU
NOT GIVEN,COLI 250450
58. i
4403494882
06/09/2021
10139999 TOTAL HEALTH
NOT GIVEN,265399
73. p
4403495311
06/10/2021
5013 FECAL DX PROFILE
NOT GIVEN,255463
30. '
4403495312
06/10/2021
5013 FECAL DX PROFILE
NOT GIVEN,265420
30. a
4403277901
06/12/2021
539999 TOTAL HEALTH PLUS W/ HW
NOT GIVEN,265492
90.
4403277903
06/12/2021
759999 TOTAL HEALTH PLUS
NOT GIVEN,CHISPA 265491
83.
4403502162
06/15/2021
5013 FECAL DX PROFILE
UNKNOWN,A265253
30.
4403502163
06/15/2021
5013 FECAL DX PROFILE
UNKNOWN,ZOE A264291
30. C'
4403502164
06/15/2021
1394 URINALYSIS & C+S (MIC)
UNKNOWN,264695
96. U
4403502165
06/15/2021
5013 FECAL DX PROFILE
UNKNOWN,LOLA 265255
30. s
4403491038
06/17/2021
2160 LUTEINIZING HORMONE
NO NAME GIVEN,263824
67. -
4403465092
06/18/2021
2665 CARDIOPET PROBNP - CANINE
NOT GIVEN,133959
89.
4403465092
06/18/2021
539999 TOTAL HEALTH PLUS W/ HW
NOT GIVEN,133959
90.
4403465093
06/18/2021
469999 HEALTHCHEK PLUS
NOT GIVEN,265608
76.
4403455843
06/24/2021
469999 HEALTHCHEK PLUS
UNKNOWN,A265646
76. a
4403455843
06/24/2021
72441 LAB 4DX PLUS ADD -ON
UNKNOWN,A265646
25. U
4403459205
06/24/2021
27729999 TH PLUS W/ CARDIOPET K9
NOT GIVEN,265742
105. S
4404308263
06/25/2021
759999 TOTAL HEALTH PLUS
UNKNOWN,265678
83. i
4404308264
06/25/2021
27329999 ADRCHEK PLUS W/ SPEC FPL
UNKNOWN, SAMANTHA 265342
88.
4404308265
06/25/2021
469999 HEALTHCHEK PLUS
UNKNOWN,SCARLET 264498
76. G
4403473486
06/26/2021
3901 URINALYSIS W/ CULTURE IF
NOT GIVEN,A144109 "QUIRT"
66.
4403473486
06/26/2021
40350 URINE CULTURE & MIC
NOT GIVEN,A144109 "QUIRT'
0. a
4404298264
06/30/2021
3901 URINALYSIS W/ CULTURE IF
NOT GIVEN,A264167
66.
Transportation fee
06/30/2021
TRANSPORTATION FEE
37.
TOTAL CHARGES THIS INVOICE
2,762.
s
c
a
t
a
PLEASE NOTE: Discounted tests are marked with an Packet Pg. 69
20 1 16.E.1.d
INVOICE NUMBER 3086198927
INVOICE DATE 06/07/2021
BILL -TO ACCOUNT NUMBER: 47635 SHIP -TO ACCOUNT NUMBER: 47635
Billing Address Shipping Address
COLLIER COUNTY DOMESTIC ANIMAL SERVICES COLLIER COUNTY DOMESTIC ANIMAL SERVICES
7610 DAVIS BLVD 7610 DAVIS BLVD
NAPLES, FL 34104-5311 NAPLES, FL 34104-5311
PO NUMBER
PAYMENT TERMS
DELIVERY NUMBER
CURRENC
VC0303PR
Net Due on 25th of next month
8012521001
USD
SHIP DATE
ITEM#
DESCRIPTION
UNIT PRICE
UNIT
QTY
GROSS
DISCOUNT
NET AMI
AMOUNT
06/04/2021
99-08354
SNAP FIV/FeLV Combo Test (30)
434.70
EA
1
434.70
06/04/2021
99-09214
SNAP Parvo Test (5)
69.95
EA
2
139.90
Total amount
`.
Save money, save time, and go green
Save money, time, and a tree by switching to electronic billing.
Simply contact us with your invoice delivery preference:
online at our Invoice Gateway web site, email, or fax.
Please have your account number and enrollment token available (found on printed invoice).
Go to idexx.billtrust.com to sign up for IDEXX's Invoice Gateway.
In -House Diagnostics 1-800-814-1147 option 1 This transaction is subject to the IDEXX terms and conditions of sale found at https://www.idexx.com/naterms
IDEXX'S privacy policies can be viewed at https://www.idexx.com
IDEXX Laboratories, Inc.
One IDEXX Drive
Westbrook, Maine 04092
Please detach this section and enclose with your payment. DO NOT SEND CASH!
Enter Amount Enclosed:
COLLIER COUNTY DOMESTIC ANIMAL SERVICES
7610 DAVIS BLVD
NAPLES, FL 34104-5311
ACCOUNT NUMBER
INVOICE NUMBER
INVOICE DAT
47635
3086198927
06/07/202'
TOTAL DUE
CURRENCY
$574.60
USD
If you would like to pay by credit card or make an online paym,
from your checking account, please enroll in Invoice Gateway
the below website and enrollment token.
Website: http://idexx.billtrust.com
Enrollment Token: FFZ ZFZ TPM
To sign up for our Autopay Program please call: 1-800-814-l'
Please Send Your Payment To This Address:
IDEXX Distribution, Inc.
PO Box 101327
Atlanta, GA 30392-1327
0000047635308619892720210607000000000000000574600
Packet Pg. 70
_ 21 1 16.E.1.d
INVOICE NUMBER 3086227866
INVOICE DATE 06/08/2021
BILL -TO ACCOUNT NUMBER: 47635 SHIP -TO ACCOUNT NUMBER: 47635
Billing Address Shipping Address
COLLIER COUNTY DOMESTIC ANIMAL SERVICES COLLIER COUNTY DOMESTIC ANIMAL SERVICES
7610 DAVIS BLVD 7610 DAVIS BLVD
NAPLES, FL 34104-5311 NAPLES, FL 34104-5311
PO NUMBER
PAYMENT TERMS
DELIVERY NUMBER
CURRENC
VC0303PR
Net Due on 25th of next month
8012521146
USD
SHIP DATE
ITEM#
DESCRIPTION
UNIT PRICE
UNIT
QTY
GROSS
AMOUNT
DISCOUNT
�NETAMI
06/04/2021
99-07896
SNAP FeLV Antigen Test (30)
Total amount
329.70
EA
6
1,978.20
1'�
1,f
Save money, save time, and go green
Save money, time, and a tree by switching to electronic billing.
Simply contact us with your invoice delivery preference:
online at our Invoice Gateway web site, email, or fax.
Please have your account number and enrollment token available (found on printed invoice).
Go to idexx.billtrust.com to sign up for IDEXX's Invoice Gateway.
In -House Diagnostics 1-800-814-1147 option 1 This transaction is subject to the IDEXX terms and conditions of sale found at https://www.idexx.com/naterms
IDEXX'S privacy policies can be viewed at https://www.idexx.com
IDEXX Laboratories, Inc.
One IDEXX Drive
Westbrook, Maine 04092
Please detach this section and enclose with your payment. DO NOT SEND CASH!
Enter Amount Enclosed:
COLLIER COUNTY DOMESTIC ANIMAL SERVICES
7610 DAVIS BLVD
NAPLES, FL 34104-5311
ACCOUNT NUMBER
INVOICE NUMBER
INVOICE DAT
47635
3086227866
06/08/202'
TOTAL DUE
CURRENCY
$1,978.20
USD
If you would like to pay by credit card or make an online paym,
from your checking account, please enroll in Invoice Gateway
the below website and enrollment token.
Website: http://idexx.billtrust.com
Enrollment Token: FFZ ZFZ TPM
To sign up for our Autopay Program please call: 1-800-814-l'
Please Send Your Payment To This Address:
IDEXX Distribution, Inc.
PO Box 101327
Atlanta, GA 30392-1327
0000047635308622786620210608000000000000001978202
Packet Pg. 71
_ 22 1 16.E.1.d
INVOICE NUMBER 3087142118
INVOICE DATE 06/22/2021
BILL -TO ACCOUNT NUMBER: 47635 SHIP -TO ACCOUNT NUMBER: 47635
Billing Address Shipping Address
COLLIER COUNTY DOMESTIC ANIMAL SERVICES COLLIER COUNTY DOMESTIC ANIMAL SERVICES
7610 DAVIS BLVD 7610 DAVIS BLVD
NAPLES, FL 34104-5311 NAPLES, FL 34104-5311
PO NUMBER
PAYMENT TERMS
DELIVERY NUMBER
CURRENC
VC03T6BF
Net Due on 25th of next month
8012651155
USD
SHIP DATE
ITEM#
DESCRIPTION
UNIT PRICE
UNIT
QTY
GROSS
AMOUNT
DISCOUNT
NET AMI
06/21/2021
99-09440
SNAP Heartworm RT Test (30)
Total amount
149.70
EA
3
449.10
Save money, save time, and go green
Save money, time, and a tree by switching to electronic billing.
Simply contact us with your invoice delivery preference:
online at our Invoice Gateway web site, email, or fax.
Please have your account number and enrollment token available (found on printed invoice).
Go to idexx.billtrust.com to sign up for IDEXX's Invoice Gateway.
In -House Diagnostics 1-800-814-1147 option 1 This transaction is subject to the IDEXX terms and conditions of sale found at https://www.idexx.com/naterms
IDEXX'S privacy policies can be viewed at https://www.idexx.com
IDEXX Laboratories, Inc.
One IDEXX Drive
Westbrook, Maine 04092
Please detach this section and enclose with your payment. DO NOT SEND CASH!
Enter Amount Enclosed:
COLLIER COUNTY DOMESTIC ANIMAL SERVICES
7610 DAVIS BLVD
NAPLES, FL 34104-5311
ACCOUNT NUMBER
INVOICE NUMBER
INVOICE DAT
47635
3087142118
06/22/202'
TOTAL DUE
CURRENCY
$449.10
U S D
If you would like to pay by credit card or make an online paym,
from your checking account, please enroll in Invoice Gateway
the below website and enrollment token.
Website: http://idexx.billtrust.com
Enrollment Token: FFZ ZFZ TPM
To sign up for our Autopay Program please call: 1-800-814-l'
Please Send Your Payment To This Address:
IDEXX Distribution, Inc.
PO Box 101327
Atlanta, GA 30392-1327
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