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Agenda 05/08/2018 Item #16E405/08/2018 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: Seven (7) change orders that in aggregate modify contracts by $98,181.87 and adds 887 business days to completion periods, see attached summary and backup for details; and Zero (0) amendments this period, and; Two (2) after the fact memos with a fiscal impact of $12,536.25. FISCAL IMPACT: The net total for the nine (9) items is $110,718.12 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. 0508 Revised After the Fact Report - FY18 (PDF) 2. 0508 After the Fact Backup (PDF) 3. 0508 2nd Revised Change Order Report - FY18 (PDF) 4. [Linked] 0508 2nd Revised Change Order Backup (PDF) 16.E.4 Packet Pg. 918 05/08/2018 COLLIER COUNTY Board of County Commissioners Item Number: 16.E.4 Doc ID: 5421 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: 05/08/2018 Prepared by: Title: Business Technology Analyst, Senior – Procurement Services Name: Sara Schneeberger 04/19/2018 8:57 AM Submitted by: Title: – Procurement Services Name: Ted Coyman 04/19/2018 8:57 AM Approved By: Review: Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 04/19/2018 10:55 AM Procurement Services Catherine Bigelow Additional Reviewer Completed 04/19/2018 2:32 PM Procurement Services Ted Coyman Additional Reviewer Completed 04/23/2018 2:20 PM Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 04/25/2018 11:06 AM Administrative Services Department Len Price Level 2 Division Administrator Review Completed 04/30/2018 12:28 PM County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 04/30/2018 1:04 PM Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 04/30/2018 1:29 PM Office of Management and Budget Laura Wells Additional Reviewer Completed 04/30/2018 1:48 PM County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 05/01/2018 1:10 PM Board of County Commissioners MaryJo Brock Meeting Pending 05/08/2018 9:00 AM 16.E.4 Packet Pg. 919 Item page #Contract or Purchase OrderDateDescription of Project Vendor Name Division ‐ Director Fiscal Impact Description1 1 Req 10260064 4/6/2018 Cattle DriveRaulerson Cattle / Gary Raulerson Jr.Museum - Amanda Townsend $8,000.00Requisition was submitted late because of a delay in obtaining insurance. As a result, no purchase order was in place at time of service.2416-6610 / 45001795203/7/2018 Landscape MaintenanceHannula Landscaping and IrrigationPUD - Paul Mattausch $4,536.25 Additional work performed outside of the approved quote.Meeting DateTotal number of MemosTotal Fiscal Impact5/8/20182$12,536.2516.E.4.aPacket Pg. 920Attachment: 0508 Revised After the Fact Report - FY18 (5421 : Procurement Services Administrative 116.E.4.bPacket Pg. 921Attachment: 0508 After the Fact Backup (5421 : Procurement Services Administrative Report) 216.E.4.bPacket Pg. 922Attachment: 0508 After the Fact Backup (5421 : Procurement Services Administrative Report) 316.E.4.bPacket Pg. 923Attachment: 0508 After the Fact Backup (5421 : Procurement Services Administrative Report) 416.E.4.bPacket Pg. 924Attachment: 0508 After the Fact Backup (5421 : Procurement Services Administrative Report) 516.E.4.bPacket Pg. 925Attachment: 0508 After the Fact Backup (5421 : Procurement Services Administrative Report) 616.E.4.bPacket Pg. 926Attachment: 0508 After the Fact Backup (5421 : Procurement Services Administrative Report) 716.E.4.bPacket Pg. 927Attachment: 0508 After the Fact Backup (5421 : Procurement Services Administrative Report) 816.E.4.bPacket Pg. 928Attachment: 0508 After the Fact Backup (5421 : Procurement Services Administrative Report) 916.E.4.bPacket Pg. 929Attachment: 0508 After the Fact Backup (5421 : Procurement Services Administrative Report) 1016.E.4.bPacket Pg. 930Attachment: 0508 After the Fact Backup (5421 : Procurement Services Administrative Report) 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 13-6164CZ 7 4/11/2018Marco Island Central Beach Re-GradingHumiston & MooreCoastal Zone Management - Gary McAlpin$169,724.00 $169,724.00 $0.00 $169,724.00 0.00% 1378 365 1743 20.94%2 3 16-6618 1 3/13/2018ENCP Pickleball ImprovementsCompass ConstructionFacilities - Margaret Bishop $374,528.00 $374,528.00 $0.00 $374,528.00 0.00% 60 0 60 0.00%3 14 16-6694 1 4/12/2018Heritage Bay Master Pump StationDouglas N. Higgins PUD - Wayne Karlovich $1,681,760.00 $1,681,760.00 $0.00 $1,681,760.00 0.00% 365 127 492 25.81%4 26 13-6164 1 4/12/2018NCWRF Electrical Engineering for Sludge Dewatering ModificationsRKS Consulting EngineersPUD - Wayne Karlovich $44,414.00 $44,414.00 $0.00 $44,414.00 0.00% 425 300 725 41.38%5 27 17-7180 1 4/13/2018Santa Barbara Blvd Landscape and IrrigationHannula Landscaping and IrrigationRoad Maintenance - Katherine Chachere and Pamela Lulich$449,937.60 $449,937.60 $38,734.21 $488,671.81 8.61% 180 17 197 8.63%6 56 17-7164 3 4/11/2018Collier Blvd Landscape and IrrigationHannula Landscaping and IrrigationRoad Maintenance - Katherine Chachere and Pamela Lulich$1,087,590.21 $1,065,484.85 $54,827.66 $1,120,312.51 3.01% 309 26 335 7.76%7 122 16-6598 2 4/10/2018Collier Blvd Landscape and IrrigationMcGee and AssociatesRoad Maintenance - Katherine Chachere and Pamela Lulich$106,060.00 $116,600.00 $4,620.00 $121,220.00 14.29% 507 52 559 9.30%Meeting Date Total number of Change ordersTotal Dollar ChangeTotal Change in Days5/8/2018 7 $98,181.87 88716.E.4.cPacket Pg. 931Attachment: 0508 2nd Revised Change Order Report - FY18 (5421 : Procurement Services Administrative 11 2 23 4 5 6 7 8 9 10 11 12 13 999 saraschneeberge r@colliergov.net Digitally signed by saraschneeberger@colliergov.net DN: cn=saraschneeberger@colliergov.net Date: 2018.04.16 16:36:29 -04'00' 314 15 Collier County Engineering & Project Management Division WORK DIRECTIVE CHANGE Work Order/Purchase Order #: 4500176314 CHANGE #6 DATE OF ISSUANCE: March 30, 2018 PROJECT#: 70050.6 OWNER: Collier County Water-Sewer District PROJECT: Heritage Bay Master Pump Station CONTRACTOR: D.N. Higgins You are directed to proceed promptly with the following change(s): DESCRIPTION: Contractor requests authorization to proceed with installation of the FPL transformer pad and conduit for commercial power. Due to the uncertainty of FPL’s establishment of commercial power, the contractor requests a time extension. This work directive hereby authorizes the contractor to install transformer pad and conduits within the attached easement and email so that FPL can be scheduled. The Owner acknowledges the receipt of D.N. Higgins letter requesting a time extension and in accordance with the attached email is pursuing a time extension for Substantial Completion to be revised to August 1, 2018 and Final Completion to be revised to September 15, 2018. ATTACHMENTS: Contractor letter requesting time extension, email and attachments for FPL easement and email regarding Owners acknowledgement of time extension request. PURPOSE OF WORK DIRECTIVE CHANGE: Authorize necessary work for scheduling of commercial power and recognition of time extension request. If a claim is made that the above change(s) have affected Contract Price or Contract Times any claim for a Change Order based thereon will involve one or more of the following methods of determining the effect of the changes(s). Method of determining change in Contract Price: Method of determining change in Contract Times: Unit Prices Contractor’s records Lump Sum Engineer’s record Other Other Email from Owner Use of Allowance Funds: $0.00 Estimated increase in Price: $0.00 Estimated change in Contract Time: 127 calendar days. Authorized by: Date: Wayne Karlovich, P.E. Senior Project Manager Recommended by: _______________________________________________________ Date: __________ Lindsay Marten, P.E. Project Manager, Stantec Consulting Services Inc. 4-3-18 hh PE Si Pj M 4/3/18 16 Public Utilities PPMD March 20, 2018 3339 Tamiami Trail E. Suite 303 Naples, FL 34112 Attn: Wayne Karlovich RE: Heritage Bay Master Pump Station Dear Mr. Karlovich, Ǥ ǯǡ ǡ ǡǤ ǯ ǡͳ ǡ Ǥ ǡǡǡ Ǥ ǡ ǡǦǡ Ǧ Ǥ ǡ ͵Ͳ Ǥ Ǥ Ǥ Sincerely, Michael LoBello Michael LoBello, Regional Manager - SWFL Douglas N. Higgins, Inc. 4485 Enterprise Avenue Naples, Florida 34104 Mobile - 239.273.0423 Office - 239.774.3130 Fax - 239.774.4266 17 N90°00'00"E 79.62'N00°00'00"W 139.99'N90°00'00"E 10.00'S00°00'00"E 149.99'N90°00'00"W 89.47' N00°50'35"W 10.00' HERITAGE BAY COMMONS SKETCH AND DESCRIPTION Original Draft Easement Do Not Use. See Revised Easement Sketch and Description for final easement location. 18 From:KarlovichWayne To:Michael LoBello (MikeL@dnhiggins.com);Anthony Silvestri;Ken Fritz Cc:Marten, Lindsay;Best, Cory;PajerCraig;Brandon.Parrish@FPL.com Subject:FW: REMINDER - need for REVISED LD/S for Heritage Bay MPS 167.00 Date:Thursday, March 29, 2018 10:46:55 AM Attachments:S28C-618032909230.pdf IMG_0610.jpg IMG_0611.jpg Attached is the revised FPL easement location. Let us know if you have any questions. The N-S portion of the easement inside the Wall has been shifted 5’ West. The transformer location as staked by Johnson Engineering (see attached pics) needs to be shifted 5’ west. The E-W portion of the easement was shifted north. The conduit should be installed on the inside of the new wall. Thanks, Wayne From: Jared R. Brown [mailto:jrb@johnsoneng.com] Sent: Thursday, March 29, 2018 10:27 AM To: GoodakerDeborah <Deborah.Goodaker@colliercountyfl.gov>; KarlovichWayne <Wayne.Karlovich@colliercountyfl.gov>; BelpedioJennifer <Jennifer.Belpedio@colliercountyfl.gov> Cc: MottToni <Toni.Mott@colliercountyfl.gov> Subject: RE: REMINDER - need for REVISED LD/S for Heritage Bay MPS 167.00 Here you go. Let me know if you want an original dropped off From: GoodakerDeborah <Deborah.Goodaker@colliercountyfl.gov> Sent: Wednesday, March 28, 2018 5:15 PM To: KarlovichWayne <Wayne.Karlovich@colliercountyfl.gov>; Jared R. Brown <jrb@johnsoneng.com>; BelpedioJennifer <Jennifer.Belpedio@colliercountyfl.gov> Cc: MottToni <Toni.Mott@colliercountyfl.gov> Subject: REMINDER - need for REVISED LD/S for Heritage Bay MPS 167.00 Importance: High Hi All – Just a reminder that we are hoping to EXPEDITE this and be able to get the Executive Summary (with REVISED LD/S) uploaded well before close of business this Friday, March 30th. Pretty Please 19 Debi and Toni From: GoodakerDeborah Sent: Tuesday, March 27, 2018 3:37 PM To: BelpedioJennifer <Jennifer.Belpedio@colliercountyfl.gov> Cc: MottToni <Toni.Mott@colliercountyfl.gov>; KarlovichWayne <Wayne.Karlovich@colliercountyfl.gov>; 'Parrish, Brandon' <Brandon.Parrish@fpl.com>; 'jbrown@johnsoneng.com' <jbrown@johnsoneng.com> Subject: FPL Easement for MPS 167.00 Heritage Bay Commons Importance: High Jen ~ Attached is an RLS, Executive Summary, Easement (approved form) and copy of the current LD/S, for your review and approval stamp for uploading to Accela on March 30th. The E.S. has been reviewed and revised by Wayne Karlovich; and the Easement form has been reviewed and approved by Brandon Parrish of FPL. Wayne Karlovich contacted me yesterday (3/26) indicating that he has requested Jared Brown, of Johnson Engineering, to have the easement area on the LD/S revised and enlarged (somewhat), as there have sometimes been problems in the past with there being enough space for the lines to be placed exactly as shown on the LD/S, and he wants to assure there is ample area for FPL to work with. Because this needs to be uploaded no later than March 30th (in order to get this onto the April 24th Agenda), we are asking that you please provide a quick turn-around as to the Executive Summary and Easement, specifically, as it is our understanding that the CAO is no longer required to stamp/approve the LD/S. Wayne and Jared Brown are confident that the LD/S can be revised, certified and sealed in time for us to upload this Friday, March 30th. Should you have any questions, please feel free to contact me or Toni. Deborah K. Goodaker Deborah K. Goodaker Property Acquisition Specialist Collier County Real Property Management 3335 Tamiami Trail East - Suite 101 Naples, Florida 34112 Direct Dial: 239-252-8922 Fax No: 239-252-8876 NEW EMAIL: Deborah.Goodaker@colliercountyfl.gov Under Florida Law, e-mail addresses are public records. If you do not want your e-mail address released 20 21 22 23 From:KarlovichWayne To:Mike Lobello Cc:Anthony Silvestri;PajerCraig;Marten, Lindsay;Blake, Kelly;Ken Fritz;Best, Cory Subject:RE: Heritage Bay Master Pump Station - Time Extension Request Date:Tuesday, March 27, 2018 11:13:35 AM Attachments:Letter - Time Extension 03.20.18.pdf Mike, We are in receipt of letter requesting an extension of the contract substantial and final completion dates due to long lead time in obtaining commercial power at the site. We intend to extend the substantial and final completion dates to allow for commercial power to be provided to the pump station and for the work required after power is provided. The current substantial completion date is March 27, 2018. The current final completion date is May 11, 2018. As indicated in your letter, FPL will not perform work onsite until the easement is recorded. We are shooting for the April 24th approval of the FPL Easement from the BCC. We anticipate that the easement will be recorded by May 1st. Based on our assumption that FPL will be turning on the power to the station by June 15th, I am suggesting the substantial completion date be extended to August 1, 2018 and the final completion date be extended to September 15, 2018 (45 days later). Also, we are working on a work directive for you to install the FPL power feed conduit and transformer in a proposed easement prior to the recording of the easement. The easement will be changing from draft easement document that had been previously provided. We will forward this to you as soon as we have the updated document. Please advise if you have any disagreement with the aforementioned contract completion schedule. Respectfully, Wayne Karlovich, P.E. Senior Project Manager Public Utilities Department Engineering & Project Management Division Wayne.Karlovich@colliercountyfl.gov NOTE: Email Address Has Changed 3339 Tamiami Trail E, Suite 303, Naples, Florida 34112 Phone: (239) 252-5372 Cell: (239) 285-4626 Fax: (239) 252-5378 24 From: Mike Lobello [mailto:mikel@dnhiggins.com] Sent: Tuesday, March 20, 2018 4:15 PM To: KarlovichWayne <Wayne.Karlovich@colliercountyfl.gov> Cc: Anthony Silvestri <anthonysil@dnhiggins.com>; PajerCraig <Craig.Pajer@colliercountyfl.gov>; Marten, Lindsay (Lindsay.Marten@stantec.com) <Lindsay.Marten@stantec.com>; Blake, Kelly (Kelly.Blake@stantec.com) <Kelly.Blake@stantec.com>; Ken Fritz <kenf@dnhiggins.com>; cory.best@stantec.com Subject: Heritage Bay Master Pump Station - Time Extension Request Please see attached and contact me with any questions or concerns. Thank you, Michael LoBello Regional Manager - SWFL Douglas N. Higgins, Inc. 4485 Enterprise Ave. Naples, FL 34104 Office: (239) 774-3130 Fax: (239) 774-4266 Cell: (239) 273-0423 mikel@dnhiggins.com I check my email several times throughout the day, however if your message is urgent, please call my cell. Thank you. Under Florida Law, e-mail addresses are public records. If you do not want your e-mail address released in response to a public records request, do not send electronic mail to this entity. Instead, contact this office by telephone or in writing. 25 Contract Modification Work Order Modification Amendment Contract #: Change #: Purchase Order #: Project #: Contractor/Firm Name: Contract/Project: Project Manager Name: r: Division Name: Original Contract/Work Order Amount $ 44,414.00 NA Original BCC Approval Date; Agenda Item # Current BCC Approved Amount $ 44,414.00 NA Last BCC Approval Date; Agenda Item # Current Contract/Work Order Amount $ 44,414.00 3/8/2019 SAP Contract Expiration Date (Master) Dollar Amount of this Change $ 0.00 0.00% Total Change from Original Amount Revised Contract/Work Order Total $ 44,414.00 0.00% Change from Current BCC Approved Amount Cumulative Changes $ 0.00 0.00% Change from Current Amount Completion Date, Description of the Task(s) Change, and Rationale for the Change Notice to Proceed Original Last Approved Revised Date Date Completion Date Date (Includes this change) # of Days Added Select Tasks Add new task(s) Delete task(s) Change task(s) Other (see below) Provide a response to the following: 1.) detailed and specific explanation/rationale of the requested change(s) to the task(s) and / or the additional days added (if requested); 2.) why this change was not included in the original contract; and, 3.) describe the impact if this change is not processed. Attach additional information from the Design Professional and/or Contractor if needed. Prepared by: _____________________________________________Wayne Karlovich, PUD - EPMD___ Date: __ _______ (Project Manager Name and Division) Acceptance of this Change Order shall constitute a modification to contract / work order identified above and will be subject to all the same terms and conditions as contained in the contract / work order indicated above, as fully as if the same were stated in this acceptance. The adjustment, if any, to the Contract shall constitute a full and final settlement of any and all claims of the Contractor / Vendor / Consultant / Design Professional arising out of or related to the change set forth herein, including claims for impact and delay costs. Accepted by: _____________________________________________________ RKS Consulting Engineers Date: ________________ (Contractor / Vendor / Consultant / Design Professional and Name of Firm, if project applicable) Approved by: ____________N/A__________________________________ _ Date: ________________ (Design Professional and Name of Firm, if project applicable) Approved by: ___________________________________________________________________________ Date: ________________ (Procurement Professional) Procurement Services Change Order Form 73968.48.13 RKS Consulting Engineers, Inc 450017579413-6164 1 NCWRF Electrical Engineering for Sludge Dewatering Modifications PUD - Engineering and Project ManagementWayne Karlovich 4/9/20196/13/20184/14/2018 300 2/13/2017 1. This change order will extend the completion date of this engineering work order by 300 days so that it aligns with the completion schedule for the construction project. 2. This additional time was not included in the original work order because it was not know that the bidding, work authorization,and issuance of the notice to proceed for the construction project would be delayed due to county staff time limitations caused by Hurricane Irma, and confusion about the need for the contractor to provide performance and payment bonds for work done under this contract. Additionally, it was not know that the owner furnished VFD equipment being installed by this project would not be delivered until May 2018. Finally, it was not anticipated that operation constraints at the treatment plant are limiting the ability of the contractor to work on more than one variable frequency drive or one belt filter press control panel at a time. 3. If this modification is not processed, the engineer of record will not be able to provide engineering construction services for the project. This includes review of contractor submittals, responses to technical questions during construction, and certification that the work was completed in accordance with the contract documents. Revised: 10/28/2014 (Divisions who may require additional signatures may include on separate sheet.)PROCUREMENT USE ONLY Admin BCC Rpt BCC ES _______________________________________________ tManagagagagagagagaggger Name and Divisio 4/17/18 04-17-18 saraschneeberge r@colliergov.net Digitally signed by saraschneeberger@colliergov.net DN: cn=saraschneeberger@colliergov.net Date: 2018.04.18 15:19:49 -04'00' 4 26 527 28 29 saraschneeberge r@colliergov.net Digitally signed by saraschneeberger@colliergov.net DN: cn=saraschneeberger@colliergov.net Date: 2018.04.18 09:30:29 -04'00' 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 656 57 58 59 60 @@@@@@@@@ 4BSB4DIOFFCFSHFS saraschneeberge r@colliergov.net Digitally signed by saraschneeberger@colliergov.net DN: cn=saraschneeberger@colliergov.net Date: 2018.04.18 09:33:01 -04'00' 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 101 102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 7122 @@@@@@@@@ 4BSB4DIOFFCFSHFS saraschneeberge r@colliergov.net Digitally signed by saraschneeberger@colliergov.net DN: cn=saraschneeberger@colliergov.net Date: 2018.04.18 09:05:25 -04'00' 123 124 125 126