Backup 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
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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: