Agenda 06/28/2022 Item #16E 3 (Procurement Services administrative report of change orders or contractual modifications)06/28/2022
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:
• One (1) change order that in aggregate modify contracts by $0.00 and add 45 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 $16,631.40 for additional services
FISCAL IMPACT: The net total for the two (2) items is $16,631.40.
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. 0628 After the Fact Report - FY22 (PDF)
2. 0628 After the Fact Backup - FY22 (PDF)
3. 0628 Change Order Report Revised - FY22 (PDF)
4. 0628 Change Order Backup Revised - FY22 (PDF)
16.E.3
Packet Pg. 1314
06/28/2022
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.3
Doc ID: 22590
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: 06/28/2022
Prepared by:
Title: Business Technology Analyst, Senior – Procurement Services
Name: Sara Schneeberger
06/17/2022 11:47 AM
Submitted by:
Title: Manager - Procurement – Procurement Services
Name: Sandra Herrera
06/17/2022 11:47 AM
Approved By:
Review:
Procurement Services Ana Reynoso Level 1 Purchasing Gatekeeper Completed 06/17/2022 11:48 AM
Procurement Services Sandra Herrera Additional Reviewer Completed 06/20/2022 10:23 AM
Procurement Services Catherine Bigelow Additional Reviewer Completed 06/20/2022 12:33 PM
Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 06/20/2022 1:26 PM
Office of Management and Budget Laura Wells Additional Reviewer Completed 06/20/2022 2:28 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 06/20/2022 4:41 PM
County Manager's Office Dan Rodriguez Level 4 County Manager Review Completed 06/22/2022 2:59 PM
Board of County Commissioners Geoffrey Willig Meeting Pending 06/28/2022 9:00 AM
16.E.3
Packet Pg. 1315
Item Page #Contract or Purchase OrderDate Description of Project Vendor Name Division ‐ DirectorFiscal Impact for Additional ServicesOutstanding InvoicesDescription1 1 4500214578 6/8/2022 Purchase of equipmentSmith Equipment & Supply CompanyRoad Maintenance - Gerald Kurtz$16,631.40 $16,631.40Division staff did not re-quote the items purchased after the price increased from the original quotes. Meeting DateTotal number of After the Fact MemosFiscal Impact for Additional ServicesOutstanding Invoices6/28/2022 1 $16,631.40 $16,631.4016.E.3.aPacket Pg. 1316Attachment: 0628 After the Fact Report - FY22 (22590 : 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:
1 116.E.3.b
Packet Pg. 1317 Attachment: 0628 After the Fact Backup - FY22 (22590 : Procurement Services administrative reports)
2 16.E.3.b
Packet Pg. 1318 Attachment: 0628 After the Fact Backup - FY22 (22590 : Procurement Services administrative reports)
3 16.E.3.b
Packet Pg. 1319 Attachment: 0628 After the Fact Backup - FY22 (22590 : Procurement Services administrative reports)
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 21-7864 5 6/17/2022 ENCP Welcome Center Curran Young ConstructionFacilities Management - Dave Closas$2,965,622.28 $3,082,747.86 $0.00 $3,082,747.86 0.00% 401 45 446 11.22%Meeting Date Total number of Change OrdersTotal Dollar ChangeTotal Change in Days6/28/20221 $0.00 4516.E.3.cPacket Pg. 1320Attachment: 0628 Change Order Report Revised - FY22 (22590 : Procurement Services administrative
1 116.E.3.d
Packet Pg. 1321 Attachment: 0628 Change Order Backup Revised - FY22 (22590 : Procurement Services administrative reports)
2 16.E.3.d
Packet Pg. 1322 Attachment: 0628 Change Order Backup Revised - FY22 (22590 : Procurement Services administrative reports)