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Agenda 09/26/2017 Item #16G109/26/2017 EXECUTIVE SUMMARY Recommendation to authorize payment of an outstanding invoice for Agreement No. 15-6374R- Maintenance, Repair, and Testing for Fuel Storage Tank Systems for projects to Adams Tank & Lift, Inc. OBJECTIVE: To authorize payment for an outstanding invoice related to fuel tank system work already completed. CONSIDERATIONS: On June 14, 2016, the Board of County Commissioners (Board) awarded Agreement No. 15-6374R - Maintenance, Repair, and Testing for Fuel Storage Tank Systems to Guardian Fueling Technologies, Southern Tank and Pump Co., and Adams Tank & Lift, Inc. (Item 16C2). In October 2016, the Immokalee Regional Airport utilized this contract to obtain quotes for repainting of the fuel farm and associated piping. Guardian Fueling Technologies and Southern Tank were both non- responsive after multiple attempts by staff to obtain quotes. Adams Tank & Lift, Inc., quoted the project at $21,562.50 lump sum, which was considered reasonable by staff and in accordance with the planned budget for the work. However, the contract provisions only allow for time and materials pricing. On January 13, 2017, the invoice was submitted as lump sum, which is contrary to the contract provisions, prompting a request by the Clerk’s staff for additional supporting documentation to continue its pre-audit of the invoice. On February 14, 2017, Clerk of Courts staff requested additional supporting documentation from the contractor and subcontractor concerning the total labor hours and supply costs associated with the project. Adam’s Tank & Lift provided the requested information to the Clerk’s staff on March 6, 2017. Between March 21, 2017 through April 12, 2017, the contractor and the Clerk’s staff exchanged additional correspondence to clarify specific costs and markups assessed against the itemized amounts provided by the contractor. After multiple follow-up emails by the contractor, Clerk’s staff indicated that additional verifications were necessary to continue processing the invoice. An in -person meeting was scheduled between the contractor, Clerk staff, and county staff for May 25, 2017 to resolve the open issues. After the Clerk of Courts staff and county staff met with the contractor, Adams Tanks & Lift representatives stated further documentation could not be provided to support the full time and materials cost of the project due to misunderstanding the contract terms. Both the contractor and staff are now fully aware that lump sum quotes are not allowed when utilizing this bid. County staff and the Clerk’s Office have agreed to request Board approval to process the lump sum invoice payment. Staff has affirmed that work on each of the attached invoices has been completed in compliance with the specifications, and requests the Board accept the value of the work performed by the contractor. FISCAL IMPACT: Funds in the amount of $21,562.50 are available for repainting fuel tanks and piping work already performed at the Immokalee Regional Airport fuel farm. GROWTH MANAGEMENT IMPACT: There are no Growth Management Impact associated with this Executive Summary. LEGAL CONSIDERATIONS: This item is approved as to form and legality, and requires majority vote for Board approval. -SRT 16.G.1 Packet Pg. 2777 09/26/2017 RECOMMENDATION: That the Board authorizes payment of outstanding invoice 2728095 for work performed utilizing Agreement No. 15-6374R, so that payment to Adams Tank & Lift, Inc., may be processed by the Clerk of Courts.. Prepared by: Justin Lobb, Airports Manager, Airport Authority ATTACHMENT(S) 1. AT&L Inv 2728095 (PDF) 16.G.1 Packet Pg. 2778 09/26/2017 COLLIER COUNTY Board of County Commissioners Item Number: 16.G.1 Doc ID: 3542 Item Summary: Recommendation to authorize payment of an outstanding invoice for Agreement No. 15-6374R–Maintenance, Repair, and Testing for Fuel Storage Tank Systems for projects to Adams Tank & Lift, Inc. Meeting Date: 09/26/2017 Prepared by: Title: Operations Coordinator – Airport Authority Name: Debra Brueggeman 07/27/2017 4:12 PM Submitted by: Title: Division Director - Operations Support – Growth Management Department Name: Gene Shue 07/27/2017 4:12 PM Approved By: Review: Growth Management Department Jeanne Marcella Level 1 Reviewer Completed 08/11/2017 3:20 PM Growth Management Department James French Deputy Department Head Review Completed 08/14/2017 6:18 PM Growth Management Operations Support Allison Kearns Additional Reviewer Completed 07/27/2017 4:14 PM Airport Authority Justin Lobb Additional Reviewer Completed 07/27/2017 5:39 PM Procurement Services Barbara Lance Level 1 Purchasing Gatekeeper Completed 07/28/2017 10:45 AM Growth Management Department Gene Shue Additional Reviewer Completed 07/28/2017 10:51 AM Procurement Services Ted Coyman Additional Reviewer Completed 07/28/2017 5:29 PM Growth Management Department James French Additional Reviewer Completed 08/14/2017 6:18 PM County Attorney's Office Scott Teach Level 2 Attorney Review Completed 08/18/2017 8:55 AM Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 08/18/2017 9:04 AM County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 08/18/2017 2:57 PM Budget and Management Office Mark Isackson Additional Reviewer Completed 08/21/2017 11:42 AM County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 09/04/2017 9:09 AM Board of County Commissioners Michael Cox Meeting Completed 09/12/2017 9:00 AM 16.G.1 Packet Pg. 2779 Remit Payment To: Adams Tank & Lift, Inc. 4568 131st AVE. NORTH CLEARWATER, FL 33762 (727) 540-0931 • Fax (727) 540-0848 LIC# PCCO5O757 • www.adamstankandlift.com FT. MYERS (239) 731-6766 Fax (239) 731-6378 ORLANDO (407) 339-2384 Fax (407) 339-5124 MIAMI (954) 742-1735 Fax (954) 742-7049 INVOICE DATE INVOICE NO. 01/09/2017 2728095 ACCOUNT NO.SALESMAN NO. COLL10 PJ B I L L T O COLLIER COUNTY BOCC 3299 TAMIAMI TRAIL E STE 700 ATTN: ACCOUNTS PAYABLE NAPLES FL 34112 S H I P T O IMMOKALEE REGIONAL AIRPORT 165 AIRPARK BLVD IMMOKALEE FL 34142 DESCRIPTION INVOICE DATE CUSTOMER P.O. NO.ORDER NO.SHIPPING INSTRUCTIONS JOB #16358-10C1 01/09/2017 4500173342 16358-10C1 SO #: 424230 QTY U/M PART #DESCRIPTION UNIT PRICE EXTENSION PO# 4500173342 REPAINT FUEL FARM TANKS & PIPING 1.000 ZZCINSTALL01 SUB-CONTRACTOR TANK PAINTING $18,750.0000 $18,750.00 1.000 ZZCINSTALL01 15% MARK-UP FOR SUB-CONTRACTOR $2,812.5000 $2,812.50 TERMS:SALE AMOUNT $21,562.50 DUE UPON RECEIPT All applicable sales, use or gross receipts taxes associated with the services are the responsibility of the Contractor and have been included in the total price. We Accept American Express© Cards Welcome DISCOUNT $0.00 TAX $0.00 FREIGHT $0.00 SUBTOTAL $21,562.50 DEPOSIT $0.00 TOTAL DUE $21,562.50 16.G.1.a Packet Pg. 2780 Attachment: AT&L Inv 2728095 (3542 : Adams Tank Invoice)