Agenda 11/14/2017 Item #16D2411/14/2017
EXECUTIVE SUMMARY
Recommendation to authorize a Purchase Order in the amount of $65,580 for USA Shade & Fabric
Structures as the sole source vendor to repair and install the shade structure for the pickleball
courts at East Naples Community Park.
OBJECTIVE: To perform repairs to the pickleball shade structure at East Naples Community Park.
CONSIDERATIONS: USA Shade & Fabric Structures, designed and supplied the complete shade
structure for the East Naples Community Park pickleball courts and this structure is currently under
warranty from USA Shade & Fabric Structures. Warranty items could be voided by installation and repair
by other contractors that are not approved by the manufacturer. Post-Hurricane Irma, staff requested USA
Shade & Fabric Structures to investigate and evaluate the existing shade structure. Significant damage to
the existing shade structure was found as part of USA Shade & Fabric Stucture’s assessment.
Due to contractual arrangements associated with the Park for upcoming Pickleball tournaments, it is
imperative that the structure is repaired before these events to maintain the facility’s attractiveness, both
for current and future events. The Pro-Lite Florida State Pickleball Championship will be filmed in
December 2017 by the Pickleball Channel, which broadcasts to a large group of stakeholders that follow
tournament activities at East Naples Community Park. A less than desirable appearance of the Park due to
Hurricane Irma impacts will lessen the appeal of the venue for future events and visitors.
Pursuant to Section Eleven, sub-paragraph 10 of the Collier County Procurement Ordinance 2017-08, the
Director of Procurement has waived formal competition and approves USA Shade & Fabric Structures as
the sole source vendor to prevent disruption of the Pro-Lite Florida State Pickleball Championship.
FISCAL IMPACT: Funding is available in Parks Capital Projects Fund (306) Project No. 50154. The
project fund will be reimbursed these costs through the County's property insurance fund.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is approved as to
form and legality, and requires majority vote for approval. -JAK
GROWTH MANAGEMENT IMPACT: There is no Growth Management impact.
RECOMMENDATION: To approve a sole source Purchase Order to USA Shade & Fabric Structures to
make repairs due to damage caused by Hurricane Irma.
Prepared By: Matt Catoe, Operations Analyst, Parks and Recreation Division
ATTACHMENT(S)
1. Waiver Request 250 - USA Shade (PDF)
2. ENCP-Structure Repair Proposal-11032017 (PDF)
16.D.24
Packet Pg. 1494
11/14/2017
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.24
Doc ID: 4138
Item Summary: Recommendation to authorize a Purchase Order in the amount of $65,580 for
USA Shade & Fabric Structures as the sole source vendor to repair and install the shade structure for the
pickleball courts at East Naples Community Park.
Meeting Date: 11/14/2017
Prepared by:
Title: Operations Analyst – Parks & Recreation
Name: Matthew Catoe
11/03/2017 9:33 AM
Submitted by:
Title: Division Director - Parks & Recreation – Parks & Recreation
Name: Barry Williams
11/03/2017 9:33 AM
Approved By:
Review:
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 11/03/2017 10:00 AM
Parks & Recreation Barry Williams Additional Reviewer Completed 11/03/2017 10:10 AM
Procurement Services Ted Coyman Additional Reviewer Completed 11/03/2017 11:40 AM
Procurement Services Swainson Hall Additional Reviewer Completed 11/03/2017 12:58 PM
Procurement Services Michael Cox Additional Reviewer Skipped 11/03/2017 1:21 PM
Procurement Services Adam Northrup Additional Reviewer Completed 11/03/2017 3:29 PM
Public Services Department Joshua Hammond Additional Reviewer Completed 11/06/2017 6:57 AM
Public Services Department Joshua Hammond Level 1 Division Reviewer Completed 11/06/2017 6:57 AM
Public Services Department Steve Carnell Level 2 Division Administrator Review Completed 11/06/2017 1:44 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 11/06/2017 1:50 PM
Budget and Management Office Mark Isackson Additional Reviewer Completed 11/06/2017 3:15 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 11/07/2017 7:40 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 11/07/2017 7:52 AM
Board of County Commissioners MaryJo Brock Meeting Pending 11/14/2017 9:00 AM
16.D.24
Packet Pg. 1495
Instructions
Completed waiver requests accompanied by any associated backup documentation (sole source letter, business case, etc.)
must be submitted to the division’s Procurement Strategist for any procurement, without competition, in excess of $3,000.
Waiver requests greater than $50,000 will require approval by the Board of County Commissioners.
Sole source refers to a procurement where the selection of one particular supplier to the exclusion of all others may be based
on a lack of competition, proprietary technology, copyright, warranty or a supplier’s unique capability.
Single source refers to a procurement directed to one source because of standardization, warranty, or other factors, even
though other competitive sources may be available.
Requester Name: Division:
Item/Service: Vendor Name:
Fiscal Year: Requested Date Range: Anticipated Cost per Fiscal Year:
Sole Source: Single Source: One Time Purchase: Multiple Purchases:
Description of Purchase:Enter a description of the item(s) items that will be purchased under this waiver.
Purpose:Describe in detail, the purpose of the requested item(s) and why it is essential to County operations.
Explanation: Why is this a single or sole source?
Date of BCC standardization (if applicable): BCC Item number:
It is a felony to knowingly circumvent a competitive process for commodities or services by fraudulently specifying sole
source. Florida Statute 838.22(2).
Requested by: Signature: Date:
Division Director: Signature: Date:
Procurement Strategist: Signature: Date:
Procurement Director: Signature: Date:
For Procurement Use Only:
FY18 Approval: FY19 Approval: Multi-Year Approval: Start ____________ End ____________
Collier County
Waiver Request Form
Waiver Form Ver. 1 - 8/25/2017
David Berra Parks and Recreation
4 replacement shade panels USA Shade
FY18 $65,580
✔✔
Repair of damages to shade structure as a result of Hurricane Irma. Per Vendors quote, removal,
replacement of steel tensioning cable for Fabric structure, rental of lift equipment, fabricate, sew 2
matching large panels, re-mobilize and install two new fabric structural panels with rented equipment.
The Pickle-ball complex hosts the Pro-Lite Florida State tournament the second week in December. This
event will be December 8th through 12th, 2017. Hundreds of fans and players are expected to stay in the
area for this event contributing to the local economy. To have adequate facilities for this tournament, the
shade structure needs to be intact.
USA Shade structure is the sole manufacturer of this product, and was the subcontractor whom
assembled the facility. We have concerns that if not installed properly the whole system could be
compromised, and need the repairs to the facility finished before the tournament takes place.
Warranty items could also be voided by installation by other contractors that are not approved by
the manufacturer.
Matt Catoe
Matt Catoe Digitally signed by Matt Catoe
Date: 2017.11.02 13:19:47
-04'00'
Barry Williams
Barry Williams Digitally signed by Barry Williams
Date: 2017.11.02 13:50:24 -04'00'11/02/17
Adam Northrup
cn=adamnorthrup@colliergo
v.net
'00'04- 16:04:11 2017.11.02
Edward F. Coyman Jr.
tedcoyman@collie
rgov.net
Digitally signed by
tedcoyman@colliergov.net
DN: cn=tedcoyman@colliergov.net
Date: 2017.11.02 17:47:34 -04'00'
✔
16.D.24.a
Packet Pg. 1496 Attachment: Waiver Request 250 - USA Shade (4138 : Sole Source - USA Shade & Fabric Structures)
Shade Structures Inc C.O.R. #
8505 Chancellor Row G.C. #
Dallas, TX 75247 Date:
To
:
Naples, FL 34112
Phone:
Rate
New fabric, re-install of new panels, equipment rental, and trip charges.
.
Fabric Structure Repair Proposal
3-Nov-17
Project Name:East Naples Community Park- Pickleball Structure
Collier County Facilities Management From:USA Shade & Fabric Structures
Attn:Margaret Bishop
3335 Tamiami Trl E Ste 101 8505 Chancellor Row
Dallas, TX 75247
Phone:239-252-5857 Fax:678-628-2274 Fax:
We hereby propose the following:
Structure Repair-Trip #1 Total
Removal, re-tensioning/rework of existing fabrics $25,795.00
Removal of damaged fabrics, rework & re-tensioning of existing
fabrics, equipment rental, and trip charges.
Equipment Rental $3,650.00
Subtotal $29,445.00
Structure Repair-Trip #2
(2) New Panels $13,500.00
Installation oF 2 Panels $18,985.00
Equipment Rental $3,650.00
Subtotal $36,135.00
Page 1 of 1
Haley Maitre November 3, 2017
Author Date Sent
Order Total $65,580.00
Accepted
This price is good for 15 days. If conditions change, this price is void.
We are requesting a time extension of 0 days in conjunction with this proposal.
Authorized Signature Date of Acceptance
The above prices and specifications of this Order request are satisfactory and are hereby accepted. All work
to be performed under same terms and conditions as specified in original contract unless otherwise specified.
16.D.24.b
Packet Pg. 1497 Attachment: ENCP-Structure Repair Proposal-11032017 (4138 : Sole Source - USA Shade & Fabric Structures)