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Agenda 06/12/2012 Item #16E26/12/2012 Item 16.E.2. EXECUTIVE SUMMARY Recommendation to approve Amendment #1 to Agreement 10 -5491 for Fiber Optic Installation, Maintenance and Repairs modifying Exhibit "A," Scope of Services, Item [i] ( "Materials Not on Bid "), and approve retroactive payments on pending invoices. OBJECTIVE: To amend Agreement 10 -5491 to delete a contradictory term pertaining to procuring non -bid items CONSIDERATION: On January 11, 2011 (Agenda item 16.A.6), the Board awarded Agreement 10 -5491 to Aztek Communications of South Florida, Inc. The solicitation required that contractors, at the time of bid submission, provide a percentage markup for items not specifically contained in the list of materials. Page 37 of the original Invitation to Bid, which was incorporated into Agreement 10 -5491 by reference, states in part: [i] Materials Not on Bid "If the contracting agency possesses the requested non -bid item(s) and has them on hand available for use, the contractor may be directed to utilize that equipment or material, and no markup shall be charged for using the County's goods. Cost for rental equipment shall not be marked up if such costs are invoiced to Collier County. In addition, Collier County Purchasing - Policy - limits -the- purchase of non -bid items to $3,000 per vendor, per bid, per year, after which three quotes shall be obtained from the contracting agency for the non bid item(s) in question." This clause was inadvertently copied directly from another public agency's specifications and contract. It incorrectly stated that Collier County's Purchasing Policy imposes a $3,000 cost limit on non -bid items. Collier County Purchasing Policy does not impose such a limit. Therefore staff recommends striking the sentence below to remove the contradiction. A markup percentage was included in the original bid pricing, which was approved by the Board and is fixed at fifteen percent (15 %). Operating departments anticipated that the line items included and individually priced in the original solicitation represented approximately 90% of the items needed to perform requested services, therefore, the County requested the materials markup percentage from the bidding suppliers for any non -bid items. The proposed change will not affect the cost of the contract. Staff requests that the Board approves the use of the 15% markup included and priced in the original ITB for any outstanding invoices upon presentment by the contractor of invoices for payment of non -bid items. FISCAL IMPACT: This item has no fiscal impact. Packet Page -1882- ._ _ ... A markup percentage was included in the original bid pricing, which was approved by the Board and is fixed at fifteen percent (15 %). Operating departments anticipated that the line items included and individually priced in the original solicitation represented approximately 90% of the items needed to perform requested services, therefore, the County requested the materials markup percentage from the bidding suppliers for any non -bid items. The proposed change will not affect the cost of the contract. Staff requests that the Board approves the use of the 15% markup included and priced in the original ITB for any outstanding invoices upon presentment by the contractor of invoices for payment of non -bid items. FISCAL IMPACT: This item has no fiscal impact. Packet Page -1882- 6/12/2012 Item 16.E.2. LEGAL CONSIDERATIONS: This item has been reviewed and approved by the County Attorney's Office, is legally sufficient for Board action and only requires a majority vote for approval —SRT. GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this Executive Summary. RECOMMENDATION: That the Board approve Amendment #1 to Agreement 10 -5491 for Fiber Optic Installation Maintenance and Repairs, authorizes its Chairman to execute the attached amendment subject to final review by the Office of the County Attorney and approve retroactive payment of pending invoices using the previously approved materials mark -up rate provided in the ITB upon presentment by the contractor of invoices for payment of non -bid items. Prepared by: Brenda Brilhart, Procurement Strategist/Purchasing Department Attachments: Amendment 1 Packet Page -1883- COLLIER COUNTY Board of County Commissioners Item Number: 16.E.2. 6/12/2012 Item 16.E.2. Item Summary: Recommendation to approve Amendment #1 to Agreement 10 -5491 for Fiber Optic Installation, Maintenance and Repairs modifying Exhibit "A," Scope of Services, Item [i] ( "Materials Not on Bid "), and approve retroactive payments on pending invoices. Meeting Date: 6/12/2012 Prepared By Name: BrilhartBrenda Title: Purchasing Agent,Purchasing & General Services 5/25/2012 2:32:49 PM Submitted by Title: Purchasing Agent,Purchasing & General Services Name: BrilhartBrenda 5/25/2012 2:32:50 PM Approved By Name: pochopinpat Title: Administrative Assistant,Facilities Management Date: 5/29/2012 10:12:34 AM Name: BrilhartBrenda Title: Purchasing Agent,Purchasing & General Services Date: 5/29/2012 10:43:47 AM Name: MarkiewiczJoanne Title: Manager - Purchasing Acquisition,Purchasing & Gene Date: 5/29/2012 11:22:04 AM Name: WardKelsey Title: Manager - Contracts Administration,Purchasing & Ge Date: 5/29/2012 2:42:08 PM Packet Page -1884- Name: TeachScott Title: Deputy County Attorney,County Attorney Date: 5/30/2012 9:33:12 AM Name: PriceLen Title: Administrator, Administrative Services Date: 5/31/2012 10:16:09 AM Name: TeachScott Title: Deputy County Attomey,County Attorney Date: 5/31/2012 5:06:25 PM Name: KlatzkowJeff Title: County Attorney Date: 6/1/2012 2:21:27 PM Name: FinnEd Title: Senior Budget Analyst, OMB Date: 6/5/2012 9:42:27 AM Name: KlatzkowJeff Title: County Attorney Date: 6/5/2012 12:11:06 PM Name: OchsLeo Title: County Manager Date: 6/6/2012 1:26:08 PM Packet Page -1885- 6/12/2012 Item 16.E.2. 6/12/2012 Item 16.E.2. EXHIBIT A -1 Contract Amendment # 1 AGREEMENT 18 -5491 - "Fiber Optic Installation, Maintenance and Repairs" This amendment, dated , 2012 to the referenced agreement shall be by and between the parties to the original Agreement, Aztec Communications of South Florida, Inc. (to be referred to as "Contractor") and Collier County, Florida, (to be referred to as "Owner"). Statement of Understanding RE: Contract # 10 -5491 - "Fiber Optic Installation, Maintenance and Repairs" In order to continue the services provided for in the original Contract document referenced above, the Contractor agrees to amend the above referenced Contract as per the following: On page 37 of the original ITB 10 -5491, which was incorporated by reference into the above contract, remove the following language in Exhibit A "Scope of Services" (The deletions are shown by stAkethreu9I4s4 [i] Materials Not on Bid Although every effort has been taken to include all work and materials necessary to accomplish typical fiber optic installations and repairs on this bid, it may occasionally be necessary for the contractor to - incorporate materials or equipment not _specifically __listed herein to _properly complete a specific work activity. Contractors are permitted to apply a percent markup above actual purchase and applicable shipping cost per unit for non -bid items. Sales tax, if paid by the contractor, shall be added -in after calculating the marked -up purchase and shipping unit cost. The formula for determining a final marked -up unit price shall be: [(Item unit cost + Shipping for 1 unit) * (1 + Mark -up %)] + [tax on 1 unit] = Mark -up price. At any time when non -bid items are required for a work activity, the contractor shall obtain prior approval from Collier County before incorporating the non -bid items into the final work product. All non -bid items shall be new and of high quality, and shall meet minimum County or State specification if one is applicable, and be listed on the State of Florida's Qualified Products List ( "QPL ") if it is possible and necessary for it to do so. If the contracting agency possesses the requested non -bid item(s) and has them on hand available for use, the contractor may be directed to utilize that equipment or material, and no markup shall be charged for using the County's goods. Cost for rental equipment shall not be marked up if such costs are invoiced to Collier County. , p aF, after whi Collier County requires that invoicing for all non -bid items be accompanied by a copy of the actual invoice for the item(s). Any invoice which references a non -bid item and does not have the proper backup material attached will be rejected for payment. All other terms and conditions of the agreement shall remain in force. Packet Page -1886- 6/12/2012 Item 16.E.2. IN WITNESS WHEREOF, the Contractor and the County have each, respectively, by an AMW authorized person or agent, hereunder set their hands and seals on the date(s) indicated below. ATTEST: OWNER: BOARD OF COUNTY COMMISSIONERS COLLIER COUNTY, FLORIDA Dwight E. Brock, Clerk By: Fred W. Coyle, Chairman Approved as to form and _ Legal sufficiency: �f Scott R. 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