Agenda 05/10/2022 Item #16E 3 (Procurement Svcs Division Administrative Reports)05/10/2022
16.E.3
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 $102,062.00 and add 205 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
• Four (4) after the fact memos with a fiscal impact of $0.00 for additional services
FISCAL IMPACT: The net total for the seven (7) items is $102,062.00.
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. 0510 Change Order Report - FY22 (PDF)
2. 0510 Change Order Backup - FY22 (PDF)
3. 05 10 After the Fact Report - FY22 (PDF)
4. 05 10 After the Fact Backup - FY22 (PDF)
Packet Pg. 797
16.E.3
05/10/2022
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.3
Doe ID: 22107
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: 05/10/2022
Prepared by:
Title: Business Technology Analyst, Senior — Procurement Services
Name: Sara Schneeberger
05/02/2022 11:10 AM
Submitted by:
Title: Manager - Procurement — Procurement Services
Name: Sandra Herrera
05/02/2022 11:10 AM
Approved By:
Review:
Procurement Services
Procurement Services
Procurement Services
Office of Management and Budget
Office of Management and Budget
County Attorney's Office
County Manager's Office
Board of County Commissioners
Ana Reynoso
Level 1 Purchasing Gatekeeper
Sandra Herrera
Additional Reviewer
Sandra Herrera
Additional Reviewer
Debra Windsor
Level 3 OMB Gatekeeper Review
Laura Wells
Additional Reviewer
Jeffrey A. Klatzkow Level 3 County Attorney's Office Review
Dan Rodriguez
Level 4 County Manager Review
Geoffrey Willig
Meeting Pending
Completed
05/02/2022 11:27 AM
Completed
05/03/2022 8:52 AM
Skipped
05/03/2022 8:53 AM
Completed
05/03/2022 8:59 AM
Completed
05/03/2022 9:03 AM
Completed
05/03/2022 11:20 AM
Completed
05/04/2022 8:11 AM
05/10/2022 9:00 AM
Packet Pg. 798
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C��� COUnt 1 Procurement S 16.E.3.b
Change Order Form
® Contract Modification ❑ Work Order Modification
Contract #: 17-7117 Change #: 4 Purchase Order #: 4500192020 Project #: 70135.1
Contractor/Firm Name: Carollo Engineers, Inc. Contract/Project: SCRWTP Reactor Tank #4
Project Manager Name:
Alicia Abbott Division Name: Engineering & Project Management
Original Contract/Work Order Amount $ 335,659.00 9/25/2018 16C4 Original BCC Approval Date; Agenda Item #
Current BCC Approved Amount $ 416,887.00 Last BCC Approval Date; Agenda Item #
Current Contract/Work Order Amount $ 416,887.00 4/28/2022 SAP Contract Expiration Date (Master)
Dollar Amount of this Change $ 34,544.00 34.49% Total Change from Original Amount
Revised Contract/Work Order Total $ 451,431.00 8.29% Change from Current BCC Approved Amount
Cumulative Changes $ 115,772.00 8.29% Change from Current Amount
Completion Date, Description of the Task(s) Change, and Rationale for the Change
Notice to Proceed F11/o
1/2018 Original 2/28/21 Last Approved 04/28/22 Revised Date 09/15/22
Date Completion Date Date (Includes this change)
# of Days Added 140 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.
Detailed and specific explanation/rationale of the requested change(s):
This change order is to provide additional funding to Task 7, Construction Contract Administration, in the amount of $34,544.00,
and to extend the contract time by 140 days. This request is due to contractor activities related to performing work associated
with Work Directive Changes (WDC), delays in completing the work due to manpower and personnel availability related to the
ongoing industry labor shortages, subcontractor equipment installation issues which were exacerbated by COVID-19, supply
chain issues and shipping delays, delays due to weather constraints, and review of shop drawing for the aqueous carbon dioxide
system that connects to the Reactor #4 effluent piping. These delays result in additional Construction Contract Administration
services. These delays have also resulted in additional time required to complete the contract.
2. 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, manpower and
personnel availability, and other related supply chain and shipping delays or that additional equipment would be requested by
the County for Contractor to procure. Additional funds are required for Construction Contract Administration services to be
performed at an increased level of detail and prolonged service period.
3. If this change is not processed: Construction administrative services are required to verify that the project is constructed
pursuant to the design plans and specifications, and to certify the work for FDEP permitting. If the additional funds and time
request is not processed the engineer of record will not be able to provide these necessary services required during construction
and close out of the project.
Prepared by:
0191tbily 1i9— by abb—
e=nudanbbon@ooi emyn.9
abbott a ono em P PUD,OUsadbn ,e.
nagemenl, O - s
Oaf bJ0��C j r,,,',50-06,,.1
Alicia Abbott, El, PMP, EPMD Project Manager
Date:
A?a-) 04 Packet Pg. 800
Change Order #4
Reactor Tank #4 — PO 4500192020 2 16.E.3.b
Carollo Engineers
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.
Digitally signed by Christ�oher T. in Id
Contact Info: C Shb 101neers,
Date: 2022.04. 10 2 U4'
Approved by
Chris T. Reinbold, P.E., Carollo Engineers, Inc.
w, 9
BullertBenjamin M; 0 nn' n'P�:DC—
Approved
by:
Benjamin N. Bullert, P.E., Engineering & Project Management Principal Project Manager
— en®wni�coumN,gov,
McLeanMatthew Mu geMme o so =o'°=eo V9ef
Approved by: o„ezozzoa,3,3os=,.oaoo
Matthew McLean, P.E., Engineering & Project Management Director
Digitally signed by
broonh
b rog d o n_h Date 2022.04.14 08:59:04
Approved by:-04'00'
Howard Brogdon, Water Director
BelloneJose Digitally signed by
N BelloneJoseph
h Date: 2022.04.18 14:38:37
Approved by:-04'00'
Joseph Bellone, Operations Finance Director
ed by
Schneeberge Schn eberly erSar
,y SchneebergerSara
rSara Date: 2022.04.1909:11:04
Approved by:-04'00'
Sara Schneeberger, Procurement Specialist
Kau/
Date:
Date:
Date:
Date:
Date:
Date:
04122022page 2
Revised: 01/14/2021 (Divisions who may require additional signatures may include on separate sheet.)
PROCUREMENT USE ONLY
Admin Packet Pg. 801
Change Order #4
Reactor Tank #4 — PO 4500192020 3 16.E.3.b
Carollo Engineers
Change Order/Amendment Summary
COST
TIME
CO#
AMD#
Description
Justification
Days
New
Additive (+)
Deductive (-)
Added
Amount
Additional funding
of $11,440, for
1
n/a
additional design
$11,440.00
n/a
170
1020
FOR to provide additional design
services, and
services to piping changes.
additional time of
170 days days.
Additional funding
FOR to provide additional
2
n/a
1
of $33,66.00, and
$33,616.00
n/a
66
1086
construction administration
time of 6days, for
contractor delays.
services.
Additional funding
of $37,196.00, and
FOR needs to provide additional
3
n/a
time of 150 days,
$36,172.00
n/a
150
1236
construction administration
for contractor
services.
delays.
Additional funding
of $34,544.00, and
time of 140 days,
due to contractor
FOR to provide additional
4
n/a
delays for labor
$34,544.00
n/A
140
1376
construction administration
shortages, supply
chain issues,
services.
shipping delays,
and weather
constraints.
04122022 Page 3
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Revised: 01/14/2021 (Divisions who may require additional signatures may include on separate sheet.)
PROCUREMENT USE ONLY
Admin Packet Pg. 802
South County Regional Water Treatment Plant Reactor Tank #4
Scope of Work
Change Order No. 4
PROJECT BACKGROUND
CONSULTANT performed the design for a new reactor tank at the South County Regional Water
Treatment Plant (SCRWTP) under Contract 17-7117. The systems and facilities included in that
effort included the new reactor number 4, yard piping connections, platform connection, and PLC
programming (to be performed during construction). Work Directive Changes (WDC) were issued
to the Contractor which resulted in additional scope. The most recent change order to the
Contractor extended the construction contract by 93 days to account for the additional costs
associated with the WDCs but also due to delays caused by manpower and personnel availability
related to the ongoing industry labor shortages, subcontractor equipment installation issues which
were exacerbated by COVID-19, supply chain issues and shipping delays, and delays due to
weather constraints. Due to these items, additional construction contract administration services
are necessary to complete the project. The following tasks provide for the scope of services
associated with this change order.
Task VII: Construction Contract Administration
Additional construction contract administration services are to be provided as a result of contractor
activities related to changes made in WDCs as well the above referenced industry challenges and
shortages. Also included is the Construction Administration services associated with reviewing
the shop drawing submittals for the carbon dioxide system.
Assumptions
The total impact of the labor and materials shortages has not yet been fully realized and
negotiations are ongoing with the Contractor.
Schedule
The duration for the extended construction contract administration services from the original
contract is estimated to be 140 days from the previously established dates of completion.
COMPENSATION
The method of payment for this project is lump sum in the amount indicated below based upon
the scope of work presented herein. If CONSULTANT or the COUNTY determines that additional
services are necessary, they will be authorized separately.
Task
Description
Added Budget
7
Construction Contract Administration
$34,544.00
Total
$34,544.00
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Procurement Services
Co per County Change Order Form
® Contract Modification ❑ Work Order Modification
Contract #: 16-6622 Change #: 6 Purchase Order #: 4500176296 Project #: 80039
Contractor/Firm Name: Q Grady Minor & Associates, P.A Contract/Project: F
Big Corkscrew Island Regional Park Phase 1
Project Manager Name: Dave Closas, PMP Division Name: Facilities Management
Original Contract/Work Order Amount
$
3,630,062.00
02/14/17 11c
Original BCC Approval Date; Agenda Item #
Current BCC Approved Amount
$
3,630,062.00
02/14/17 11c
Last BCC Approval Date; Agenda Item #
Current Contract/Work Order Amount
$
3,630,062.00
SAP Contract Expiration Date (Master)
Dollar Amount of this Change
$
0.00
0.00%
Total Change from Original Amount
Revised Contract/Work Order Total
$
3,630,062.00
0.00%
Change from Current BCC Approved Amount
Cumulative Chanqes 1
$
0.001
0.00%
Change from Current Amount
Completion Date, Description of the Task(s) Change, and Rationale for the Change
Notice to Proceed 3/01/2017 Original 4/26/2022 Last Approved 4/26/2022 Revised Date *TBD
Date Completion Date Date (Includes this change)
# of Days Added 65 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 project is currently on a stop work notice with 1 day remaining.
This Change Order will add 65 days to the contract time, utilize the remaining balance of $99,088 from Task 9
Allowances, and reallocate $13,000 from Task 11 Reimbursable to Task 8 Post Design Services.
Additional Post Design services with the Engineer of Record (EOR) are required to support the BCIRP Phase 1
construction. Change Order 5 provided additional construction administration services that were estimated based on
a July 2021 final completion date. However, the current projected completion date has now extended into June 2022
due to construction setbacks such as manpower and material availability. The construction administration hours to
support the construction effort was not sufficient to support the additional months.
2. These unanticipated changes with availability of manpower/construction materials and challenges could not have
been anticipated at the award of the design contract, but only could have occurred during the construction phase.
3. If this change is not processed the BCIRP Park will not have the required Post Design Services to have a quality,
complete and usable regional park.
Digitally signed by
Prepared by: CIOSaSRaVPt;l°si"Date:
ate:- Day'nn �a
Dave Closas, PNI P,IFM:D -04'00'
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.
Digitally signed by
Michael J. Delate, PE
Accepted by: Date:2022.04.28 Date:
Michas ate,, PE',4MPaW4illj= PA
Approved by: - � � � Date: —'
Ed Finn Director, FMD
Approved by-�SCilneeberge Date:
ment Profes� (�weN-_NnAl�0916:24-04.00'
Revised: 01/14/2021 (Divisions who may require additional signatures may include on separate sheet.) PROCUREMENT USE ONLY
Admin BCC
Packet Pg. 805
N
Change Order/Amendment Summary
COST
TIME
CO#
AMD#
Description
Justification
Days
New
Additive (+)
Deductive (-)
Added
Amount
Utilizes Task 9
Allowance for
Additional Drainage Design to tie
1
$5,983 and reduced
0
0
0
0
into the sewer/utility lines with
the Allowance to
North East Service Area
$479,017
Incorrect Rates were
used in Change
Order 1. CO 2
administratively
CO 2 administratively corrects
2
corrects the rates to
0
0
0
0
incorrect rates in CO 1 from
from $5,983 to
$5,983 to $5,905
$5,905. Credits Task
9 Allowance($78) to
$479, 095
Utilizes Task 9
Allowance for
Adds additional
$190,41meet
and
on and
3
reduced the
reduced the
0
0
0
0
engineering to review
g g pp
Allowance to
Qualite Lights Vs Musco Lighting
$288,682.71
Design
CO 4
administratively
corrects incorrect
CO 4 administratively corrects
4
rates in CO 3 from
0
0
0
0
incorrect rates in CO 3 from
$190,412.29
$190,412.29 to $185,025
$185,025. Change
reduces allowance
to $294,070
Utilizes Task 9
Allowance for
A change order was not approved
$14,310 that
and a ATF was submitted in lieu of
ATF
reduced the
0
0
0
0
CO #5. Requires design work to
allowance to
add a dog park and National
$279,760
Fitness Campaign d Design
Utilizes Task 9
Allowance for
Adds additional Post Design
5
$180,672 that
0
0
0
0
Services to support the remaining
reduced the
of the project due to delays in the
allowance to
construction schedule
$99,088
Adds 65 days,
utilizes $99,088 of
Task 9 Allowance
and reallocates
Adds additional Post Design
6
$13,000 of Task 11
0
0
65
1947
Services and time to support the
Reimbursables to
remaining of the project due to
Task 8 Post Design
delays in the construction schedule
Services. The
Allowance is
reduced to $0
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Revised: 01/14/2021 (Divisions who may require additional signatures may include on separate sheet.) PROCUREMENT USE ONLY
Admin BCC
Packet Pg. 806
01 •
GradyMinor
Civil Engineers . Land Surveyors . Planners . Landscape Architects
April 28, 2022
Mr. David Closas, P.E.
Collier County Facilities Management
3335 Tamiami Trail East, Suite 101
Naples, FL 34112-5356
RE: Big Corkscrew Island Regional Park Phase 1
Collier County Contract No.16-6622
Post -Design Services
Funds Transfer
Dear Mr. Closas:
As discussed, we are requesting to utilize funds already allocated in the contract to cover the
increasing amount of additional services required of GradyMinor since the last change order for
additional funding of the post -design services task. The project has continued to encounter a
number of extraordinary challenges which were anticipated prior to the last change order.
However, that change order was limited because the planned systemic changes by the contractor
were hoped to preclude additional effort on the design team. Though the degree of assistance
needed from the design team has decreased, additional funds are required for the construction
administration services to complete the project.
We are requesting to utilize $99,088.00 from the approved Allowance (Task 9) and reallocates
$13,000 from the Reimbursables allowance (Task 11) to the Post Design Task 11. This will decrease
the Allowances fees accordingly, with no increase to the approved total project cost. This change
order will also add 65 days to the contract. Please note this request does not preclude further requests
from us for additional fees if circumstances for the project change.
Thank you for your assistance with this matter.
Very truly yours,
A.Q4-'M�_
Michael J. Delate, P.E.
Sr. Vice President
G:\AdmiriMarketing\PROPOSAL\C\CollierCounty\RFQ 16-6622 Big Corkscrew Island Regional Park\Change Order No. 7\DC20428 CO 7 (6) Post Design
Services.docx
Q. Grady Minor & Associates, P.A.
3800 Via Del Rey
Bonita Springs, FL 34134
Ph. 239-947-1144 • Fax. 239-947-0375
EB 0005151 • LB 0005151 a LC 26000266
Packet Pg. 807
O e r C014N.ty
® Contract Modification ❑ Work Order Modification
Procurement Services
Change Order Form
Contract #: 18-7469 Change #: 04 Purchase Order #: 4500193339 Project #: 80039.1.3
Contractor/Firm Name: Wood Environment & Infrastructure Contract/Project: Big Corkscrew Island Regional Park Phase 1
Dave P. Closas Facilities Management
Project Manager Name: Division Name:
Original Contract/Work Order Amount
Current BCC Approved Amount
Current Contract/Work Order Amount
Dollar Amount of this Change
Revised Contract/Work Order Total
Cumulative Chanoes
$ 1,932,314.00 12/11/18, 11G
$ 1,932,314.00 12/11/18, 11G
$ 1, 932, 314.00 2/28/2022
$ 67, 518.00 3.49%
1,999,832.0011 3.49%
67,518.0011 3.49%
Original BCC Approval Date; Agenda Item #
Last BCC Approval Date; Agenda Item #
SAP Contract Expiration Date (Master)
Total Change from Original Amount
Change from Current BCC Approved Amount
Change from Current Amount
Completion Date, Description of the Task(s) Change, and Rationale for the Change
Notice to Proceed 01/03/2019 Original 3/19/2021 Last Approved 6/3/2022 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
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.
1 Due to construction setbacks and challenges with the Big Corkscrew Island Regional Park Phase 1, the project is now expected to
be substantially completed by April 2022 with a final completion date of May 2022. Additional CEI services will be required to
oversee the final completion/closeout. Change order 3 uses the allowance in the amount of $30,359 which only covered the month
of March to ensure there was no gap in service. Change Order 4 will cover the additional CEI costs of $67,518 for April and May
2022.
2 The construction setbacks and challenges with the COVID pandemic and construction industry wide shortage of
materials/manpower availability impacted the project schedule that would not have been known at the time of the award of the
original contract.
3 If not approved Wood will not have the necessary funds to oversee the completion/closeout of the project that will impact the
delivery and quality of the project to the County.
Digitally signed by
ClosaClosasDave Date: 022.
Prepared by: Date: zozz.oa.zs Date:
Dave Closas, Prin69 bl VrEg6& Manager and Facilities Management Divsion
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.
nestor.fernan Digitally signed by
Acce ted b nestonfeDate:
p Y� ,, _pN_cn=nestarestnr fernandez
Approved by:
Ed Finn,
Management
Schneeberge Dig„ally s,9ned 1, Sch Ie r,.Iars
Approved by: _data 2922.05.92992855.94.99 Date:
ment Professional)
1r4_-2",,zz
Revised: 01/14/2021 (Divisions who may require additional signatures may include on separate sheet.) PROCUREMENT USE ONLY
Admin BCC BCC ES
Packet Pg. 808
10 16.E.3.b
Change Order/Amendment Summary
COST
TIME
CO#
AMD#
Description
Justification
Additive (+)
Deductive (-)
Days
Added
New
Amount
Adds 153 days to
1
contract and
utililzes $129,730
0
0
153
1049
Construction setbacks by the
General Contractor.
from the allowance
Adds 104 days to
2
contract with a new
duration of 1153
0
0
104
1153
Construction setbacks by the
General Contractor.
days
Adds 90 days to
contract with a new
duration of 1243
3
days. Utilizes
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Revised: 01/14/2021 (Divisions who may require additional signatures may include on separate sheet.) PROCUREMENT USE ONLY
Admin
Packet Pg. 809
11 16.E.3.b
WAD Change Order Request #4
■ BIG CORKSCREW ISLAND REGIONAL PARK— CONTRACT No. 18-7469
March 8, 2022
Mr. Dave Poblete Closas, PE, PMP
Collier County Public Utilities DIV
3335 Tamiami Trail E,
Naples, FL 34112
Phone: 239.252.7457
E-mail: Dave.Closas@CollierCountyfl.gov
Subject: BCIRP — Contract No. 18-7469 CEI Services for BCIRP
Purchase Order No. 4500193339
Change Order Request No. 4- Additional Services - Extended Construction Oversite
Mr. Closas,
Wood Environment & Infrastructure Solutions, Inc.'s Contract No. 18-7469 has a current Notice to
Proceed completion date of November 16, 2021 to provide CEI Services for the construction of the Big
Corkscrew Island Regional Park (BCIRP). However, the project has been delayed due to Covid 19 outbreaks
in the labor force, material/supply chain shortages and issues forcing the resequencing of work. As a
result, the Contractor's most recent construction progress schedule is showing a completion date of May
29, 2022 which extends us past our current budget capacity by 2 months. Therefore, to perform CEI
services throughout the entirety of the construction of the project and assist the County with close out
procedures, Wood is formally requesting the following:
1. Additional funding of Task 4 — Construction Oversight
a. This is a $67,518.00 increase to the contract.
We sincerely appreciate your time. We look forward to continuing a successful working relationship with
your organization. Should you have any questions regarding this Chane Order Request or should you
require additional clarifications, please feel free to contact me directly at (305) 596-6594.
Sincerely,
WOOD ENVIRONMENT & INFRASTRUCTURE SOLUTIONS, INC.
Nestor Fernandez, CPM
Senior Program Manager
Wood PLC
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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: Paul Abbott
Division: PUD-S&HWM
Division Director: Kari Hodgson
Vendor Name: Coastal Concrete Products, LLC
Amount: $2,040.00
Contract #: 20-7789
Purchase Order: 4500212478
Why is this deemed a non -compliant purchase? Choose one.
Contract W]
Ordinance ❑
Manual ❑
P-Card ❑
Other U
Details of Purchase: Explain the circumstances behind this purchase.
The contractor started work on the 1 st of five designated driveways at the same time their PM was
out of the office. Additional work outside of the contractor's scope was required to shift the culvert to
prevent encroachment on the neighbor's property. Verbal direction was given to proceed and the
contractor was requested to provide an estimate of additional costs to facilitate a work directive being
issued. The Office Manager was not able to provide the estimate as she was also out of the office.
The work which was done in compliance with the ROW permit, and overseen by our CEI (Wood PLC)
was performed and satisfactorily completed. A change order was issued against the Owner's
Allowance in the amount of $2,040.00. No written work directive was issued as required by contract.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
Request Authorization to pay Invoice #2570, in the amount of $2,040.00.
Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring?
If a work directive cannot be issued prior to the work being performed, the County's PM must
acknowledge the work being carried out in an e-mail and follow up with an official work directive
as soon as possible thereafter.
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by: Paul A A. Abbott
Date: l 022.0.29ned Abbo4Paul
Signature:AbbOttPaUl Date: 2022.03.2910:55:44
-oa'oo'
pate: 3/29/22
Division Director: Karl HOdgsOI1
Digitally signed by HodgsonKari
Signature:HodgsonKarl Date :2022.04.031a:a5:14
0a'001
Date:
Revised 06/17/2021
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Packet Pg. 814 1
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16.E.3.d
Coastal Concrete Products, LLC
7742 Alico Road
Fort Myers, FL 33912
Bill To
Collier County BOCC
Attn: Accounts Payable
3299 Tamiami Trl E
Ste 700
Naples, FL 34112-5749
Date Invoice #
1/10/2022 2570
Terms Due Date Rep Project
Due upon Receipt 1/10/2022 Designated Drive...
Description Amount
Project: Designated Driveways Group 4
Purchase Order: 4500212478
Final: Site Development Activities including Retainage
Thank you for your business.
Phone #
2392084079
Fax #
239-334-1399
130,040.00
Total $130,040.00
Payments/Credits $0.00
Balance Due $130,040.00
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5 16.E.3.d
CoLCe-r Com ty
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: Pawel Brzeski
Division: Capital Project Planning, Impact Fees & Program Management
Division Director: Beth JOhrlrlserl
Vendor Name: Earth Balance
Amount: $63,549.00
contract #:18-7459
Purchase Order:4500211587
Why is this deemed a non -compliant purchase? Choose one.
Contract W]
Ordinance
Manual ❑
P-Card ❑
Other U
Details of Purchase: Explain the circumstances behind this purchase.
The "Plantation Island Mangrove Trimming" project is located within the tidally influenced area of
Plantation Island. The work was required to be performed in advance of surveying for a proposed
dredging project. The trimming contractor experienced significant tidal variations, and much deeper
mud in the channel bottom than was originally anticipated. This severely limited their navigational
abilities and equipment use, thereby compromising the safety of the work crews. Due to these
adverse conditions, additional time was required for proper completion of the full scope of work. The
contractor completed the work on February 11, 2022. This resulted in an extra fifteen (15) contract
days. We were unable to execute a Change Order, as required by contract, to facilitate the longer
time requirement due to an error in the Request for Quote.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
Authorize payment of Invoice 44623 dated March 30, 2022 for the Lump Sum PO amount of
$63,549.00.
Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring?
The Project Manager's supervisor and Principal Project Manager have discussed the proper processes,
procedures and contract requirements regarding timelines, start and stop dates, and notification of schedule issues
as part of the required corrective actions. The Project Manager will better review request for quote and contract
documents and ensure to process change orders when it will change a contract's amount, requirements, or time
that are within the original scope of the contract and in accordance with the Board approved contract's changes
clause, or within the agreement, and in accordance with the Procurement Ordinance.
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by: Pawel Brzeski
Digitally signed by Pawel Brzeski
Signature: Date :2022.04.2113:35:03
-04'00'
Date:
Division Director: Beth JOhnssen
Digitally signed by Johnssen_b
Signature:JOhnsserl bDate :2022.04.2217:03:35
—-04'001
Date:
Revised 06/17/2021
Packet Pg. 817
X
16.E.3.d
EarthBalance
2570 Commerce Parkway
North Port, FL 34289
Phone: (941) 426-7878
Fax: (941) 426-8778
�EarthBalance
Collier County Board of County Commissioners
Accounts Payable
3299 Tamiami Trail
Suite 700
Naples, FL 34112-5749
February 28, 2022
Invoice No: 44623
Due Date: March 30, 2022
Project Manager James Laroque
Project 18989.87 Plantation Island Community Mangrove Trimming
Professional Services for the Period: November 15, 2021 to February 11, 2022
--------------------------------------------------
Billing Group 001 Mangrove Trimming
PO No. 4500211587 Dated: 06.29.21
Professional services associated with
completion of mangrove trimming,
November 2021-February 2022.
N
Percent N
Billing Task Task Fee Complete Fee Earned Prior Billing Current P
a
Mangrove Trimming 63,549.00 100.00 63,549.00 0.00 63,549.
Total Fee 63,549.00 63,549.00 0.00 63,549. m
Total Fee 63,549.00
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Billing Group Total $63,549.00
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TOTAL AMOUNT DUE $63,549.00
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We accept cash, check, credit card, or ACH. A convenience fee of 5% will be added to all credit card payments.
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Please call (941) 200-5034 to pay by credit card over the phone or to obtain banking information for ACH.
Packet Pg. 818
Collie,- Cou7nty 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: Randy Lewis
Division: Public Utilities - South Water Plant
Division Director: Howard Brogdon
vendor Name: WSP USA Inc.
Amount: $9,074.00
contract #:18-7432-CE
Purchase Order:4500216249
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.
Vendor performed engineering services prior to purchase order and NTP being issued.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
Requesting payment to WSP for invoice #1146740 dated 3/15/22 in the amount of $9,074.00
(copy attached).
Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring?
The Plant Manager will make sure to follow the procurement manual, time -lines and
communicate to the vendor the importance of notice to proceed commencement and completion
dates.
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by: Randy Lewis
Digitally signed by LewisRandy
Signature: LewisRandy Data:2022.04.2909:49:42
04'001
Date:
Division Director: Howard Brogdon
Digitally signed by brogdon_h
Signature: brogdon_h Date :2022.04.2910:01:37
-04'00'
Date:
Packet Pg. 819
8 16.E.3.d
I kTL•lI49-
ATTN: ACCOUNTS PAYABLE Invoice Date: March 15, 2022
COLLIER COUNTY, FL Invoice No: 1146740
COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS Project No: 31402690.002
3299 TAMIAMI TRI E, SUITE 700
NAPLES, FL 34112-5749 Company Legal Name: WSP USA Inc.
Company Tax ID: 11-1531569
Project Name: SCRWTP MITs and Permit Renewal
Project Manager: William Manahan
Invoice Description: Customer PO#4500216249; Project No. 408-253211-634999
Services provided from December 1, 2021 through March 04, 2022
--------------------------------------------------------------------------------------------------------
Phase 01 UIC Permit Renewal and MIT Plan
--------------------------------------------------------------------------------------------------------
Professional Personnel Week Ended Hours
UIC Permit Renewal and MIT Plan -General
SR. ENVIRONMENTAL SPECIALIST
WELLS, WALTER 2021-12-10 10.50
WELLS, WALTER 2021-12-17 8.00
Phase Total 01
------------------------------------
Phase 03
------------------------------------
Professional Personnel
Rehab Specs -General
PRINCIPAL
MANAHAN, WILLIAM
Phase Total 03
--------------------------------------
Phase 04
--------------------------------------
Professional Personnel
Rehab Field Services -General
PRINCIPAL
MANAHAN, WILLIAM
MANAHAN, WILLIAM
MANAHAN, WILLIAM
MANAHAN, WILLIAM
MANAHAN, WILLIAM
MANAHAN, WILLIAM
MANAHAN, WILLIAM
MANAHAN, WILLIAM
MANAHAN, WILLIAM
MANAHAN, WILLIAM
MANAHAN, WILLIAM
Labor Total: Phase 01
Rehab Specs
Labor Total: Phase 03
Rehab Field Services
18.50
18.50
Week Ended Hours
2021-12-03 4.00
4.00
Week Ended Hours
2021-12-10
4.00
2021-12-17
4.00
2021-12-24
2.00
2021-12-31
1.00
2022-01-07
4.00
2022-01-14
2.00
2022-01-21
1.00
2022-01-28
1.00
2022-02-04
1.00
2022-02-11
1.00
2022-02-18
1.00
Bill Rate
Bill Amount
156.00
1,638.00
156.00
1,248.00
2,886.00
2,886.00
Bill Rate
Bill Amount
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238.00 238.00
238.00 238.00
REMIT TO:
By Check WSP, P.O. Box 732476, Dallas, TX 75373-2476 Page 1 of 2
By Transfer JPMorgan Chase Bank - 1 Chase Manhattan Plaza, New York, NY 10005 PBMIS
Account Name: WSP Account Number: 9102685634 ABA: 021000021 SWIFT: CHASUS33 4596426-8
Packet Pg. 820
9
Project 31402690.002 SCRWTP MITs and Permit Renewal
Labor Total: Phase 04
Phase Total 04
Invoice Total
22.00
22.00
16.E.3.d
Invoice 1146740
5,236.00
5,236.00
$ 9,074.00
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REMIT TO:
By Check WSP, P.O. Box 732476, Dallas, TX 75373-2476 Page 2 of 2
By Transfer JPMorgan Chase Bank - 1 Chase Manhattan Plaza, New York, NY 10005 PBMIS
Account Name: WSP Account Number: 9102685634 ABA: 021000021 SWIFT: CHASUS33 4596426-8
Packet Pg. 821
10 16.E.3.d
CojCie-r Co-u"ty
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: Laurie Beard
Division: Capital Project Planning, Impact Fees & Program Management
Division Director: Beth JOhnssen
VendorName:Ajax Paving Industries of FL LLC
Amount: 279,066.52
contract #:16-6663
Purchase Order:4500212201
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 bond was not issued for the Goodlette Road Shoulder Paving project. The PM assumed that
because the project was being completed under contract, that the bond was already in place.
The Project Manager (me) should have verified the bond was in place ten days after approval,
but did not do so. The first invoice for the project was for 94% of the work ($231,019.22) and
surety companies will not issue a bond for a project that is over 50% completed.
Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable?
We are requesting the bond requirement be waived at this time since the project is now complete
and all outstanding invoices to be paid.
Corrective/Preventive Action: What action is being taken to prevent this violation from re -occurring?
The Project Manager is now aware of the bond requirement and that it is the PM's responsibility
to get the bond. Additional training and procedural checks will prevent this issue from
re -occurring in the future.
The requestor affirms that to the best of their knowledge the information provided in this document is true.
Requested by: Laurie Beard
Digitally signed by beard_I
Signature:beard I Date. 2022.04.2909:42:23
Date:
-04'00'
Division Director: Beth JohnSSen
Digitally signed by Johnssen_b
Signature:Johnsserl bDate:2022.04.2909:51:45
Date:
—-04'00'
Revised 06/17/2021
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