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Documents 09/06/2002 WBOARD OF COUNTY COMMISSIONERS WORKSHOP MEETING SEPTEMBER 6, 2002 BOARD OF COUNTY COMM'r$$IONER$ CONTRACTS ADM'rN'rSTRA'I'ZON AND ~z'$ PRO,.TECT WORKSHOP g:00-Noon FR.~DAY SEPTEMBER 6, Z002 1. GIS Project Overview and Status Update 2. Question/Answer Period 3. Break 4. Overview of Current Contract Administration Practices and Controls 5. Future Contract Administration Initiatives 6. Question/Answer Period NOTICE OF BOARD OF COUNTY COMMISSIONERS CONTRACT MANAGEMENTIGIS WORKSHOP Friday, September 6, 2002 9:00 A.M. Notice is hereby given that the Collier County Board of County Commissioners will hold a Contract Management/GIS Workshop on FRIDAY, SEPTEMBER 6, 2002 at 9:00 A.M., in the Board of County Commissioners Boardroom, at the Collier County Government Complex, 3301 East Tamiami Trail, Naples, Florida. The meeting is open to the public. Any person who decides to appeal a decision of this Board will need a record of the proceedings pertaining thereto, and therefore may need to ensure that a verbatim record of the proseedings is made, which record includes the testimony and evidence upon which the appeal is to be based. BOARD OF COUNTY COMMISSIONERS COLLIER COUNTY, FLORIDA James N. Coletta, Chairman DWIGHT E. BROCK, CLERK By:/s/Maureen Kenyon Deputy Clerk August 7, 2002 Ms. Pam Perrell Naples Daily News 1075 Central Avenue Naples, Florida 34102 Re: BCC CONTRACT MANAGEMENT/GIS WORKSHOP Dear Pam: Please advertise the above referenced notice on Sunday, August 25, 2002, and kindly send the Affidavit of Publication, in duplicate, together with charges involved to this office. Thank you. Sincerely, Teri Michaels, Deputy Clerk P.O./Account # 200213 Teri Michaels To: Subject: Thanks Para ! paperrell@naplesnews.com BCC CONTRACT MANAGEMENT/GIS WORKSHOP BCC CONTRACT Gl' GIS WKSHOP-9- BCC CONTRACT IGT-GIS Workshop. Teri Michaels From: Sent: To: Subject: Teri Michaels Wednesday, August 07, 2002 11:16 AM 'paperrell@naplesnews.com' BCC CONTRACT MANAGEMENT/GIS WORKSHOP Para - did you get this one - Z didn't get an email confirmation from you... Teri Thc~nks Para! BCC CONTRACT BCC CONTRACT Gl' GIS WKSHOP-9- IGT-GIS Workshop. Teri Michaels From: Sent: To: Subject: Perrell, Pamela [paperrell@naplesnews.com] Wednesday, August 07, 2002 11:37 AM Teri Michaels RE: BCC CONTRACT MANAGEMENT/GIS WORKSHOP yes From: Teri Michaels[SMTP:Teri.Michaels@clerk.collier.fl.us] Sent: Wednesday, August 07, 2002 11:28 AM To: ' paperrell~naplesnews.com' Subject: BCC CONTRACT MANAGEMENT/GIS WORKSHOP <<File: BCC CONTRACT MGT GTS WKSHOP-9-6-O2.doc>><~File: BCC CONTRACT MGT-GTS Workshop 9-6-02.doc>> Para - did you get this one - T didn't get an email confirmation from you... Teri Thanks Para ! ~BCC CONTRACT MGT G]:S WKSHOP-9-6-02.doc>> ~BCC CONTRACT MGT-G:[S Workshop 9-6-02.doc>> Teri Michaels From: Sent: To: Subject: System Administrator [postmaster@naplesnews.com] Wednesday, August 07, 2002 11:28 AM Ted Michaels Delivered: BCC CONTRACT MANAGEMENT/GIS WORKSHOP BCC CONTRACT ,NAGEMENT/GIS W( <<BCC CONTRACT I~ANAGEMENT/GI5 WORKSHOP>> Your message To: ' paperrell~naplesnews.com' Subject: BCC CONTRACT MANAGEMENT/GT. 5 WORKSHOP Sent: Wed, 7 Aug 2002 11:28:01 -0400 was delivered to the following recipient(s): Pcrrell, Pamela on Wed, 7 Aug 2002 11:27:44 -0400 Naples Daily News Naples/ FL 34102 Affidavit of PubLication NapLes DaiLy Ne~s BOARD OF COUNTY COMMISSIONERS CHERI LEFARA PO BOX 413016 NAPLES FL 34101-3016 REFERENCE: 001230 200213 58510551 NOTICE OF BOARD OF C State of FLorida County of Collier Before the undersigned authority, personally appeared B. Lamb, who on oath says that she serves as Assistant Corporate Secretary of the Naples Daily News/ a daily newspaper published at Naples/ in Collier County, FLorida: that the attached copy of advertising was published in said newspaper on dates Listed. Affiant further says that the said Naples Daily News is a newspaper published at Naples/ in said Collier County/ FLorida/ and that the said newspaper has heretofore been continuously published in said Collier County, FLorida, each day and has been entered as second class mail ·atter at the post office in Naples, in said Collier County, Florida, for a period of 1 year next preceding the first publication of the attached copy of advertisement; and affiant further says that she has neither paid nor promised any person, firm or corporation any discount, rebate, commission or refund for the purpose of securing this advertisement for pubLiction in the said newspaper. PUBLISHE0 ON: 08/25 AD SPACE: 64.000 INCH FILED ON: 08/26/02 ....... ..................................... Sworn to and Subscribed be~.~/~)~eme / NOTICE OF BOARD OF COUNTY COMA61SSIONERS CONTRACT MANAGEMENT/alS WORKSHOP Frldglv, September 6, 2002 9:00 A.AA. * Notice s hereby given that the Collier County Board of County Commlssloflers will hold a Contract N~gmogement/GIS Workshop on FRIDAY, SE.PTEAA- BER 6, 2002 at 9:00 AJ~A., In the Bcxlrd of CixlntV Com- mlssldners Boardroom. at the Cailler COUrdv Gov- ernment Complex, 3301 East Tamloml Troll, Naples, Florida. The meeting Is open to the public. Any person who decides to appeal a de:~.. Islon of.~ls Board will neea a record at the proceec~ngs pertain- lng thereto, and therefore may ~ .to ensure ~ p verbatim record of the proceemngs is _.mane, wmcn record Includes fbe tosflmonv and evidence upon which the appeal Is to be based. BOARD OF COUNTY COMMISSIONERS COLLIER COUNTY, FLORIDA James N. Coletta, Chairman DWIGHT E. BROCK, CLERK By:/s/Maureen Kenvon I August 2D~utY Cl~ No. 2084659 RECEIVED IN^NCE DEPT · · · · · 0 0 0 0 0 iai 0 0 Z & 0 < o > 0 -- I I I = ,., ,,, C) ~ ,-~ . Cn COZ m :::-0 o I-- P J 0 0'-~ O0 C) 0 0 ITl : ~ 0 ~ 0 0 ~ 0 ~ 0 C) 0 0 0 03 0 · --h ::3 0 (2) '13 c CONTRACT MODIFICATION CHECK LIST CONSTRUCTION AND CONSULTANT AGREEMENTS PROJECT MANAGER REVIEW Document circumstances prompting the change(s) request by... a. Identifying who initiated the change request b. Identifying the nature of the change If the change is deemed justified, review the original contract to determine... a. Whether the change is consistent with existing project scope b. The existing terms and conditions (e.g.; price and schedule) c. The protocol for authorizing changes to the agreement Analyze the change request to determine: a. The hard and soft costs of the change and the appropriateness of each b. The benefits of the change c. The impact(s) of the change on the project d. The impact of the change on the overall success/failure of the project Document the analysis of and the justification(s) for the change. Obtain preliminary review and input from one of more of the following: a. Other project managers b. Immediate supervisor c. Appropriate 3rd party consultants ~/ d. Purchasing Agent e. County Attorney Office f. Risk Management Department g. Other County departments materially impacted by the change. Certify the appropriateness of the change based on the information gathered in steps 1-5. If the change is not deemed justified, notify the appropriate parties and include the documentation gathered to date in the project file. If the change is deemed justified, identify the appropriate contract instrument (c.o., amendment, SA). Prepare and process the change document in accordance with... a. The terms and conditions of the existing agreement b. The County's Contract Administration Procedures. PROJECT NAME: CONTRACT MODICATION CHECKLIST FORM PROJECT#: CONTRACT AMOUNT: ORIGINAL $ CURRENTS CURRENT COMPLETION DATE(S): SUMMARY OF PROPOSED CHANGE(S): JUSTIFICATION FOR CHANGE(S): PARTIES CONTACTED REGARDING THE CHANGE: IMPLEMENTATION STEPS (Check each before proceeding with change) __ Proposed change is consistent with the scope of the existing agreement __ Change is being implemented in a manner consistent with the existing agreement __ The appropriate parties have been consulted regarding the change PROJECT MANAGER RECOMMENDATION: APPROVE: Date: DISAPPROVE: Date: COMMENTS: