Agenda 09/28/2021 Item #16E 1 (Procurement Services Administrative Reports)09/28/2021
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:
• One (1) change order that in aggregate modify contracts by $0.00 and add 8 calendar days to
completion periods, see attached summary and backup for details; and
• Zero (0) amendments this period with a fiscal impact of $0.00; and
• One (1) after the fact memo with a fiscal impact of $0.00 for additional services
FISCAL IMPACT: The net total for the two (2) items is $0.00.
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. 0928 Change Order Report - FY21 (PDF)
2. 0928 Change Order Backup - FY21 (PDF)
3. 0928 After the Fact Report - FY21 (PDF)
4. 0928 After the Fact Backup - FY21 (PDF)
16.E.1
Packet Pg. 1269
09/28/2021
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.1
Doc ID: 20036
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: 09/28/2021
Prepared by:
Title: Business Technology Analyst, Senior – Procurement Services
Name: Sara Schneeberger
09/09/2021 9:17 AM
Submitted by:
Title: Manager - Procurement – Procurement Services
Name: Sandra Herrera
09/09/2021 9:17 AM
Approved By:
Review:
Procurement Services Sandra Herrera Additional Reviewer Completed 09/09/2021 9:24 AM
Procurement Services Ana Reynoso Level 1 Purchasing Gatekeeper Completed 09/09/2021 9:26 AM
Procurement Services Catherine Bigelow Additional Reviewer Completed 09/09/2021 10:21 AM
Agenda Clerk Preview Geoffrey Willig Agenda Clerk Preview Completed 09/10/2021 11:29 AM
Office of Management and Budget Laura Wells Additional Reviewer Completed 09/10/2021 2:08 PM
Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 09/10/2021 2:43 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 09/15/2021 12:48 PM
County Manager's Office Sean Callahan Level 4 County Manager Review Completed 09/20/2021 5:45 PM
Board of County Commissioners Geoffrey Willig Meeting Pending 09/28/2021 9:00 AM
16.E.1
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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 7 8/19/2021I-75 and Collier Blvd Utility Relocation Quality Enterprises USA, Inc. EPMD - Shon Fandrich $14,962,500.00 $12,284,781.30 $0.00 $12,284,781.30 0.00% 612 8 620 1.31%Meeting Date Total number of Change OrdersTotal Dollar ChangeTotal Change in Days9/28/2021 1 $0.00 816.E.1.aPacket Pg. 1271Attachment: 0928 Change Order Report - FY21 (20036 : Procurement Services administrative reports)
1 116.E.1.b
Packet Pg. 1272 Attachment: 0928 Change Order Backup - FY21 (20036 : Procurement Services administrative reports)
SchneebergerSara Digitally signed by SchneebergerSara
Date: 2021.08.27 10:06:41 -04'00'
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Packet Pg. 1273 Attachment: 0928 Change Order Backup - FY21 (20036 : Procurement Services administrative reports)
Revised: 10/28/2014 (Divisions who may require additional signatures may include on separate sheet.)
PROCUREMENT USE ONLY
Admin BCC
Rpt BCC ES
Change Order/Amendment Summary
CO# AMD# Description
COST TIME
Justification Additive (+) Deductive (-) Days
Added
New
Amount
1
Decreased the
contract amount as
a result of WDs 1-4
$1,104,281.13
Various changes as a result of
County requests to change water
main size and material and to direct
purchase material.
2
Decreased the
contract amount as
a result of WD 5.
$1,235,039.55 County direct purchase material.
3
Added 60 days,
utilized
$406,625.82 of the
owner allowance,
and decreased the
contract amount as
a result of WDs 6
and 8.
$383,987.36 60 485
The addition of additional water
main to be replaced and County
direct material purchase.
4
Increased the
contract amount
and utilized
$64,044.36 of the
owner allowance
as a result of WD 1
and RFIs 6, 18, 22,
25, 28, 29, and 32.
$45,589.34 Various changes as a result of
County requests.
5
Added 25 days to
the contract and
utilized
$204,679.75 of
owner allowance
as a result of WDs
13 and 14 and the
County’s FDOT
agreement.
25 510 Various changes as a result of
County requests.
6 Added 102 days to
the contract. 102 612
Days added due to the County
electing to postpone a portion of the
project.
7
Added 8 days to
the contract as a
result of rain
delays and WD 17.
.
8 620
Rain delays and the County’s
request for an additional fire
hydrant.
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Packet Pg. 1274 Attachment: 0928 Change Order Backup - FY21 (20036 : Procurement Services administrative reports)
08/06/21 11:54 AM
Collier County Engineering & Project Management Division
WORK DIRECTIVE CHANGE
CONTRACT # /PROJECT NAME: WORK DIRECTIVE # 17
#19-7540 / Design Build I-75 and Collier Boulevard
Utility Relocation Project
PURCHASE ORDER #: 4500201256 DATE OF ISSUANCE: August 6, 2021
OWNER: Collier County Board of Commissioners PROJECT#: 70229.1
CONTRACTOR: Quality Enterprises USA, Inc. ENGINEER/DESIGN PROFESSIONAL: Q. Grady
Minor & Associates, P.A.
You are directed to proceed promptly with the following change(s):
Description: This work directive is to direct the Contractor to add a new fire hydrant to the new 20-inch PVC water
main along Davis Boulevard, west of CR951 (~STA 901+50). The new fire hydrant shall be added via hot tap to the
new 20-inch PVC water main and will require the removal of work already performed, installation of material and
restoration.
Purpose of Work Directive Change: To ensure adequate fire protection is provided in the vicinity of Davis Boulevard
and CR 951.
Reason/Justification: As a result of the existing 20-inch water main along CR951 being taken out of service, the
existing fire hydrant at Davis Boulevard and CR951 will no longer be active. If the change is not accepted, adequate
fire protection will not be provided in the vicinity of Davis Boulevard and CR951. Direction to proceed with this
change was given to the Contractor via email on August 5, 2021.
Attachments: Fire Hydrant Exhibit and Email Directive
If a claim is made that the above change(s) have affected Contract/Allowance Price or Contract Times any claim for
a Change Order based thereon will involve one or more of the following methods of determining the effect of the
changes(s).
Method of determining change in Method of determining change in Contract Times:
Contract/Allowance Price:
Unit Prices Contractor’s records
Lump Sum Engineer’s record
Time & Material Other
Other
Estimated increase (decrease) in Allowance: Estimated change in Contract Time:
$ TBD Increase or decrease by 4 calendar days.
RECOMMENDED: AUTHORIZED:
By: Justin Frederiksen, P.E. By: Shon Fandrich, P.E., PM
Project Manager Owner’s Representative
B Jti F d ik P
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Packet Pg. 1275 Attachment: 0928 Change Order Backup - FY21 (20036 : Procurement Services administrative reports)
Item Page #Contract or Purchase OrderDate Description of Project Vendor Name Division ‐ DirectorFiscal Impact for Additional ServicesOutstanding InvoicesDescription1118-7432 45002079468/26/2021 Decorative Wall for Lift Station Q. Grady Minor & Associates PTNE - Michelle Arnold $0.00 $1,581.50Division staff did not process a change order to add time allowing the work order to expire.Meeting DateTotal number of After the Fact MemosFiscal Impact for Additional ServicesOutstanding Invoices9/28/2021 1 $0.00 $1,581.5016.E.1.cPacket Pg. 1276Attachment: 0928 After the Fact Report - FY21 (20036 : Procurement Services administrative reports)
After the Fact Form
Revised 06/17/2021
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:
Harry Sells PTNE
Michelle Arnold Q.Grady Minor & Associates
$1,581.50 18-7432-CE 4500207946
This was a Work Order to allow engineering consulting to design and install a decorative wall
around a lift station at the NW corner of Vanderbilt Drive and Bluebill Ave. The project was
delayed for a number of reasons and the WO expired with work still to be done. There is
$8,244.00 remaining on the expired WO.
Authorize payment of an outstanding invoice of $1,581.50. A new Work Order will be established
to complete the remaining work on the project.
This was caused by allowing the WO to expire by the Project Manager. He has been counseled
on the issues caused by this action. PTNE Division has running list of all contracts, POs and
Work Orders that are reviewed twice a month, which allows easy tracking of expiration dates.
Harry Sells
Trinity Scott
✔
SellsHarry Digitally signed by SellsHarry
Date: 2021.07.26 11:28:48
-04'00'
ScottTrinity Digitally signed by ScottTrinity
Date: 2021.08.26 15:52:26
-04'00'
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Packet Pg. 1277 Attachment: 0928 After the Fact Backup - FY21 (20036 : Procurement Services administrative reports)
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Packet Pg. 1278 Attachment: 0928 After the Fact Backup - FY21 (20036 : Procurement