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Agenda 01/25/2022 Item #16E2 (Procurement Services Administrative Reports)01/25/2022 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: • Five (5) change orders that in aggregate modify contracts by -$2,381,287.34 and add 65 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 $26,000 for additional services FISCAL IMPACT: The net total for the seven (7) items is -$2,355,287.34. 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. 0125 Change Order Report - FY22 (PDF) 2. 0125 Change Order Backup - FY22 (PDF) 3. 0125 After the Fact Report - FY22 (PDF) 4. 0125 After the Fact Backup - FY22 (PDF) 16.E.2 Packet Pg. 1554 01/25/2022 COLLIER COUNTY Board of County Commissioners Item Number: 16.E.2 Doc ID: 20975 Item Summary: Recommendation to approve the administrative reports prepared by the Procurement Services Division for change orders and other contractual modifications requiring Board approval. Meeting Date: 01/25/2022 Prepared by: Title: Business Technology Analyst, Senior – Procurement Services Name: Sara Schneeberger 01/06/2022 8:30 AM Submitted by: Title: Manager - Procurement – Procurement Services Name: Sandra Herrera 01/06/2022 8:30 AM Approved By: Review: Procurement Services Ana Reynoso Level 1 Purchasing Gatekeeper Completed 01/06/2022 10:02 AM Procurement Services Catherine Bigelow Additional Reviewer Completed 01/06/2022 10:05 AM Procurement Services Sandra Herrera Additional Reviewer Completed 01/06/2022 11:15 AM Agenda Clerk Preview Michael Cox Agenda Clerk Preview Completed 01/10/2022 3:48 PM Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 01/10/2022 4:00 PM County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 01/12/2022 9:25 AM Office of Management and Budget Laura Wells Additional Reviewer Completed 01/18/2022 8:31 AM County Manager's Office Amy Patterson Level 4 County Manager Review Completed 01/19/2022 4:12 PM Board of County Commissioners Geoffrey Willig Meeting Pending 01/25/2022 9:00 AM 16.E.2 Packet Pg. 1555 Item page #Contract/ Grant No.Change #DateProject Name Vendor Name Division - Project Manager Original Contract Amount Current Contract Amount Current Change Order Amount Revised Contract Amount % Over Board Approved Amount Contract Length Change in length (Days) Updated contract length Change in length (%) 1 1 17-7198 3 12/21/2021 Collier County Sports Complex Phase 2.1 Manhattan Construction Florida, Inc.Facilities Management - Ayoub Al-bahou $32,998,449.00 $32,851,646.00 $0.00 $32,851,646.00 0.00%456 0 456 0.00% 2 6 17-7198 4 12/30/2021 Collier County Sports Complex Phase 2.1 Manhattan Construction Florida, Inc.Facilities Management - Ayoub Al-bahou $32,998,449.00 $32,851,646.00 ($753,385.80)$32,098,260.20 -2.29%456 0 456 0.00% 3 18 21-7833 2 12/28/2021 GGCP Activity Pool Reconstruction & Restroom Compass Construction Parks and Recreation - Dayne Atkinson $958,060.00 $958,060.00 $0.00 $958,060.00 0.00%210 35 245 16.67% 4 20 20-7763 2 1/4/2022 NCWRF Effluent Filters No. 2 & 3 Equipment Replacement R2T, Inc.PUEPMD - Wayne Karlovich $2,752,629.00 $2,752,629.00 $0.00 $2,752,629.00 0.00%365 30 395 8.22% 5 22 17-7198 5 1/14/2022 Collier County Sports Complex Phase 2.1 Manhattan Construction Florida, Inc.Facilities Management - Ayoub Al-bahou $32,998,449.00 $32,098,260.20 ($1,627,901.54)$30,470,358.66 -5.07%456 0 456 0.00% Meeting Date Total number of Change Orders Total Dollar Change Total Change in Days 1/25/2022 5 -$2,381,287.34 65 16.E.2.a Packet Pg. 1556 Attachment: 0125 Change Order Report - FY22 (20975 : Procurement Services administrative reports) 1116.E.2.b Packet Pg. 1557 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) 2 16.E.2.b Packet Pg. 1558 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) 3 16.E.2.b Packet Pg. 1559 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) 4 16.E.2.b Packet Pg. 1560 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) 5 16.E.2.b Packet Pg. 1561 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) this exhibit is not applicable EXHIBIT F CHANGE ORDER Contract Modification Work Order Modification Contract #: Change #: Purchase Order #: Project #: Contractor/Firm Name: Project Name: Project Manager Name: r: Department: Original Contract/Work Order Amount $ 32,998,449.00 11.B 12/8/20 Original BCC Approval Date; Agenda Item # Current BCC Approved Amount $ 32,851,646.00 11.B 12/8/20 Last BCC Approval Date; Agenda Item # Current Contract/Work Order Amount $ 32,851,646.00 6/8/2022 SAP Contract Expiration Date (Master) Dollar Amount of this Change $ (753,385.80) -2.73% Total Change from Original Amount Revised Contract/Work Order Total $ 32,098,260.20 -2.29% Change from Current BCC Approved Amount Cumulative Changes $ (900,188.80) -2.29% Change from Current Amount Completion Date, Description of the Task(s) Change, and Rationale for the Change Notice to Proceed Original Last Approved Revised Date Date Completion Date Date ( Includes this change) # of Days Added 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. Prepared by: ________________________________________________________________________ Date: ________________ (Ayoub Al-bahou, P.E., Principal Project Manager, Facilities Management Division) Acceptance of this Change Order shall constitute a modification to the 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. 50156 17-7198 4 4500209838 Manhattan Construction Florida Inc. Phase 2.1 Collier County Sports Complex Facilities Management Ayoub Al-bahou 3/9/21 0 1) This is a deductive change order for Direct Materials Purchases for the following Authorization Request: 7675.007- Daktronics Scoreboards Authorization Request for acknowledgement and Owner concurrence for the Direct Material Purchase of scoreboards material cost $22,196.00 and sales tax savings $1,033.00. Please note that $1,033.00 is the estimated tax on the GMP. Authorization Request: 7675.008- Musco Sports Lighting Authorization Request for acknowledgement and Owner concurrence for the Direct Material Purchase of sports lighting material cost $688,780.00 and sales tax savings $41,376.80. . 2) Pursuant to Florida Statutes, Section 212.08(6), and Florida Administrative Code Number12A-1.094, Collier County is exempt from Florida Sales Tax for the purchase of construction materials, supplies and/or equipment incorporated into any construction project and Collier County includes participation in the direct material purchase effort in the construction for this project. 3) If this change order is not processed, the County will not be able to take advantage of the sales tax exemption at a cost savings of 6/8/22 6/8/22 2616.E.2.b Packet Pg. 1562 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) Accepted by: ________________________________________________________________________ Date: ________________ (Manhattan Construction Florida, Inc.) Approved by: _________________________________________________________________________ Date: ________________ (Davidson Engineering) Approved by: _________________________________________________________________________ Date: ________________ (Ed Finn, Division Director) Approved by: _________________________________________________________________________ Date: ________________ (Procurement Professional) 7 16.E.2.b Packet Pg. 1563 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) Change Order/Amendment Summary CO# AMD# Description COST TIME Justification Additive (+) Deductive (-) Days Added New Amount 1 To deduct builders risk insurance and approve the use of owners survey allowance ($146,803.00) The use of the owner's allowance and deduction for the builder's risk insurance would not be recognized. 2 To approve the use of the subcontractor's allowance The use of the subcontractor's allowance would not be recognized 3 To approve the use of owners testing allowance The use of the owner's allowance would not be recognized. 4 To deduct and approve Direct Material Purchases ($753,385.80) To take advantage of sales tax saviongs. 8 16.E.2.b Packet Pg. 1564 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) 9 16.E.2.b Packet Pg. 1565 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) 10 16.E.2.b Packet Pg. 1566 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) 11 16.E.2.b Packet Pg. 1567 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) 12 16.E.2.b Packet Pg. 1568 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) 13 16.E.2.b Packet Pg. 1569 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) 14 16.E.2.b Packet Pg. 1570 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) 15 16.E.2.b Packet Pg. 1571 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) 16 16.E.2.b Packet Pg. 1572 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) 17 16.E.2.b Packet Pg. 1573 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) 31816.E.2.b Packet Pg. 1574 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) 19 16.E.2.b Packet Pg. 1575 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) 1 3 2022 42016.E.2.b Packet Pg. 1576 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) 21 16.E.2.b Packet Pg. 1577 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) this exhibit is not applicable EXHIBIT F CHANGE ORDER Contract Modification Work Order Modification Contract #: Change #: Purchase Order #: Project #: Contractor/Firm Name: Project Name: Project Manager Name: r: Department: Original Contract/Work Order Amount $ 32,998,449.00 11.B 12/8/20 Original BCC Approval Date; Agenda Item # Current BCC Approved Amount $ 32,098,260.20 11.B 12/8/20 Last BCC Approval Date; Agenda Item # Current Contract/Work Order Amount $ 32,098,260.20 6/8/2022 SAP Contract Expiration Date (Master) Dollar Amount of this Change $ (1,627,901.54) -7.66% Total Change from Original Amount Revised Contract/Work Order Total $ 30,470,358.66 -5.07% Change from Current BCC Approved Amount Cumulative Changes $ (2,528,090.34) -5.07% Change from Current Amount Completion Date, Description of the Task(s) Change, and Rationale for the Change Notice to Proceed Original Last Approved Revised Date Date Completion Date Date ( Includes this change) # of Days Added 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. 50156 17-7198 5 4500209838 Manhattan Construction Florida Inc. Phase 2.1 Collier County Sports Complex Facilities Management Ayoub Al-bahou 3/9/21 0 The below is related to the Collier County Sports Complex project. All cost breakdowns, fee breakouts, and detailed backup are included with the AR documents within this change order package. Notwithstanding anything to the contrary above, Construction Manager does not release and expressly reserves the right to pursue claims for time extensions and additional compensation that arise out of or result from the COVID-19 outbreak and the responses to this outbreak, including implementation of any instructions, restrictions, and/or requirements by any federal, state, or local governmental or public health entity resulting from this outbreak and which claims may include, but are not limited to, additional time and costs due to labor or material shortages, quarantines, and implantation of other safety and health protocols.” 1) This change order is requesting the following: Authorization Request: 7675.009- Synthetic Turf Price Escalation Escalation of costs for synthetic turf and field equipment to be funded from Owner Contingency in the amount ($544,908.43) for a zero-dollar change. Authorization Request: 7675.011 – SCG Fields Synthetic Turf Authorization Request for acknowledgement and Owner concurrence for the Direct Material Purchase of artificial; turf cost $1,535,709.00 and sales tax savings $92,192.54. 2) Pursuant to Florida Statutes, Section 212.08(6), and Florida Administrative Code Number12A-1.094, Collier County is exempt from Florida Sales Tax for the purchase of construction materials, supplies and/or equipment incorporated into any construction project and Collier County includes participation in the direct material purchase effort in the construction for this project. County was unaware of the cost escalation at the time the contract was awarded. 3) If this change order is not processed, payment will be delayed, the cost escalation will not be recognized, and the County will not be able to take advantage of the sales tax exemption at a cost savings. 6/8/22 6/8/22 22 16.E.2.b Packet Pg. 1578 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) Prepared by: ________________________________________________________________________ Date: ________________ (Ayoub Al-bahou, Facilities Management Division) Acceptance of this Change Order shall constitute a modification to the 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: ________________________________________________________________________ Date: ________________ (Manhattan Construction Florida, Inc.) Approved by: _________________________________________________________________________ Date: ________________ (Davidson Engineering) Approved by: _________________________________________________________________________ Date: ________________ (Ed Finn, Division Director) Approved by: _________________________________________________________________________ Date: ________________ (Procurement Professional) Al-bahouAyoub Digitally signed by Al-bahouAyoub Date: 2022.01.07 11:51:40 -05'00' Matthew Jones Digitally signed by Matthew Jones DN: C=US, E=mjones@manhattanconstruction.com, O=Manhattan Construction, CN=Matthew Jones Date: 2022.01.07 15:32:56-05'00' cn=Jeff Davidson, o=Davidson Engineering, ou=Engineering, email=jeff@davidsonengineering.com, c=US '00'05- 15:04:53 2022.01.07 Digitally signed by Josh Fruth DN: C=US, E=jfruth@pen-eng.com, O=Peninsula Engineering, CN=Josh Fruth Date: 2022.01.07 14:30:17-05'00' FinnEd Digitally signed by FinnEd Date: 2022.01.14 08:09:50 -05'00' BigelowCatherine Digitally signed by BigelowCatherine Date: 2022.01.14 08:53:35 -05'00' 23 16.E.2.b Packet Pg. 1579 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) Change Order/Amendment Summary CO# AMD# Description COST TIME Justification Additive (+) Deductive (-) Days Added New Amount 1 To deduct builders risk insurance and approve the use of owners survey allowance. ($146,803.00) The use of the owner's allowance and deduction for the builder's risk insurance would not be recognized. 2 To approve the use of the subcontractor's allowance. The use of the subcontractor's allowance would not be recognized 3 To approve the use of owners testing allowance. The use of the owner's allowance would not be recognized. 4 To deduct and approve Direct Material Purchases. ($753,385.80) To take advantage of sales tax saviongs. 5 To approve the use of Owner Contingency for price escalation. DMP Turf ($1,627,901.54) The use of the owner's contingency would not be recognized. To take advantage of sales tax savings. 24 16.E.2.b Packet Pg. 1580 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) Description Contract Amount Owner Contingency $833,593.00 $833,593.00 $288,684.57 7675.009 544,908.43$ Summary of Allowance Remaining after Previous Change Orders Remaining after this Change Order 25 16.E.2.b Packet Pg. 1581 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports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b Packet Pg. 1582 Attachment: 0125 Change Order Backup - 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FY22 (20975 : Procurement Services administrative reports) Contractor:SCG Fields, LLC Request Date:1/6/2022 Address:10303 Brecksville Rd.Project Name:Collier County Phase 2.1 Brecksville, OH 44141 GC Job Number:210210-ST SubContractor Material Amount 1,535,709.00$ Address:Plus: Shipping/Freight TOTAL MATERIAL PO 1,535,709.00$ Phone:Plus: Sales Tax (6%)92,142.54$ Plus: Discret. Tax (1%)50.00$ GC CO Credit $ 1,627,901.54$ GC CO #: Division to modify:*Existing PO # to adjust Name:AstroTurf LLC Phone:813-777-7677 Address:2680 Abutment Rd.Fax:NA Dalton, GA 30721 Contact Name:Steve Coleman Contact email:scoleman@astroturf.com Delivery Date:Coordinate with SCG Fields, LLC Delivery Address:3940 City Gate Blvd, Naples, FL 34117 Special Instruction: Complete entire form Attach detailed material vendor proposal Include all material shipping and freight SCG Fields, LLC is respopnsible for verifying invoices OWNER PURCHASE ORDER REQUEST MATERIAL VENDOR 80 16.E.2.b Packet Pg. 1636 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports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b Packet Pg. 1637 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) 82 16.E.2.b Packet Pg. 1638 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) 83 16.E.2.b Packet Pg. 1639 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) 84 16.E.2.b Packet Pg. 1640 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) 85 16.E.2.b Packet Pg. 1641 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) 86 16.E.2.b Packet Pg. 1642 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) 87 16.E.2.b Packet Pg. 1643 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) 88 16.E.2.b Packet Pg. 1644 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) 89 16.E.2.b Packet Pg. 1645 Attachment: 0125 Change Order Backup - FY22 (20975 : Procurement Services administrative reports) Item Page #Contract or Purchase Order Date Description of Project Vendor Name Division - Director Fiscal Impact for Additional Services Outstanding Invoices Description 1 1 19-7525 4500214671 12/22/2021 Eagle Lakes Fitness Center Condensation Capital Contractors, LLC Facilities Management - Ed Finn $0.00 $55,000.00 Division staff did not provide the contractor a written Notice to Proceed as required by contract. 2 4 4500211130 11/24/2021 Chiller Rentals Carrier Rental Systems Facilities Management - Ed Finn $26,000.00 $26,000.00 Division staff did not obtain the proper Board approval prior to exceeding the $50,000 threshold. Meeting Date Total number of After the Fact Memos Fiscal Impact for Additional Services Outstanding Invoices 1/25/2022 2 $26,000.00 $81,000.00 16.E.2.c Packet Pg. 1646 Attachment: 0125 After the Fact Report - FY22 (20975 : Procurement Services administrative reports) y Qottta xy lnstructions The requestor aftirms that lo the best of their knowledgg the intormation provided in lhis document is truG As per section 21 of the Procurement Manual, all purchases shall be consistent and in compliance with the Procurement Ordinance (2017-08). Should wotk be authoized or purchases made that is inconsistent with County policy, procedure, or contract terms, an After-the-Fact Procurement Form is requircd. This includes purchases made in advance of a Purchase Order, when a Purchase Order is required to authoize such activity, and purchases made under an expircd contract, or for goods and seNices not covered by the current contract or purchase order. All such "After the Fact Procurements" will be repotled to the County Manager. Division: f g6ililigs Management Division Director: Ed Finn vendor Name: Capital COntraCtOrS LLC rmount:$55,000 Contract #: 19-7 525 Why is this deemed a non-compliant purchase? Choose one Contract Ordinance Manual Details of Purchasei Explain the circumstances behind this purchase. Purchase order 4500214671 in the amount of $55,000 was issued to Capital Contractors LLC under ceneral Contractor Services contract 19-7525 to perform building envelope repairs and renovation work at the Eagle Lakes Park fitness center General Contractor SeNices contract 19-7525 requires thal a Notice to Proceed be issued prior to commencement of work. Work began and was completed without a written Notice to Proceed being issued. Work began on 1011412021 upon notification of the Purchase Order by email communication with the vendor. Work was completed on 1111612021. No work was performed that was not authorized expressly in writing via the Purchase Order and email communication. Work began on 1Oh4l2O21 upon notification of the Purchase Order by email communication with the vendor. Work was completed on'l ll1612021within the time-frame established by the Request for Quote. Action Required: Vvhat are you asking to be done to remedy the situaion, include list of invoices if applicable? To obtain approval to pay invoice 1152161.1 FINAL in the amount of $55,000.00 to Capital Contractors LLC who has satisfactorily performed the work assignment. Corrective/Preventive Action: Wat action is being taken to prevent this violation from re-occuting? Additional training on contract Notice to Proceed requirements has been provided to staff and workflow/procedures have been modified to include a quality assurance review by qualified staff to minimize after{he-fact procurement corrections. Requested by: tVafk Bakef Signature Date -9cleA-.-.,-.Division Director: Ed Finn Signature Rev sed 06/17l2021 After the Fact Form Requester Name: fvlafk Bakef Purchase order: 450021 467 1 a T !lo,n*P-Card 1 116.E.2.d Packet Pg. 1647 Attachment: 0125 After the Fact Backup - FY22 (20975 : Procurement Services administrative reports) 2 16.E.2.d Packet Pg. 1648 Attachment: 0125 After the Fact Backup - FY22 (20975 : Procurement Services administrative reports) Project Name:Application #: 1 - FINALProject #: 52161.1Application Date: 11/16/2021 Contractor: Capital Contractors LLC Period from to: 10/14/2021 thru 11/16/2021Previous ApplicationThis Period$55,000.00 $0.00 $55,000.00 $0.00$55,000.00 100% $0.00TOTAL$55,000.00 $0.00 $55,000.00 $0.00 $55,000.00 100% $0.00CC Eagle Lakes Fitness Center - CondensationSchedule of Values ‐ Inv_195_cc100486_PO4500214671_PA1_FINAL% CompleteBalance to FinishWORK COMPLETEDScheduled ValueStored Materials (not in D or E)Total Completed Stored to DateDescription of WorkInsulation & Ceiling Tiles (Lump Sum)1316.E.2.dPacket Pg. 1649Attachment: 0125 After the Fact Backup - FY22 (20975 : 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: 4 216.E.2.d Packet Pg. 1650 Attachment: 0125 After the Fact Backup - FY22 (20975 : Procurement Services administrative reports) 5 16.E.2.d Packet Pg. 1651 Attachment: 0125 After the Fact Backup - FY22 (20975 : Procurement Services administrative reports) 6 16.E.2.d Packet Pg. 1652 Attachment: 0125 After the Fact Backup - FY22 (20975 : Procurement Services administrative reports)