Agenda 11/09/2010 Item #16F 2
Executive Summary
Agenda ItemNO.i
Novemb!j 9,"'0
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. . to approve Change Order #2 to Inter-local Agreement for M........~~~:
.. ....' wida The PeUean Bay Foundation, Ine. for the development of the CO" IJ1,1tJ;;1\';,
:f ' ."n'_lllJf PIa in the amount of $31,652.50. ',t~I~: J~~~;j~;
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~ To'approve Ch",. Order #2 to Inter-local Agreement for Mauagement~~:::: .
with The Pelican Bay f(Jllmdation, Inc. 'in the amolDlt of $31,652.50. " ',I .
_ On October 13, 2009, the Board approved agenda item 16F3, approving
~ Inter-~,~ with The Pelican Bay Foundation, Ine.in the amount ofSl03,262.00
for man, 1'" ..~ for the Pelican Bay Community Improvement Plan. At the PBSO
regular ....i.~n8on January 6, 2010 the PBSD Board unanimously approved Change Order
#1 in the amcirwlt ofS4,320.00 due to the addition of the following areas: Crayton Road, Myra
Janco Daniels Blvd,' South Ridgewood Drive En and the southern Right-of-Way edge of
Vandetbilt Drive,' fur the landscaping, irrigation, ~J.ighting and pathway improvements
design analysis for the Pelican Bay CIP increasing the tOtaI contract to $107,582.00.
Due to the increased hours necessary for three (3) additional worlc group meetings including
preparation and for 3-~ day pubBe workshops as requested, the Pelican Bay Services Division
board unanimously approved Change Order #2 in the amount of $31,652.50 at their regular
board meeting on July 1, 2010,. increasing the contract amolDlt to $139,234.00, for the
completion of Community Impro,vement Plan work.
.
The Community of Pelican Bay_ been designated a dependent Municipal Services Taxing and
Benefit Unit (MSTBU) withm.Collier County. The Pelican Bay Services Division (PBSO)
oversees the operation of this 'Unit The Community receives County Services directly from
Collier ColDlty and special, non-ColDlty services and benefits from the 'Pelican 'Bay',s.vices
Division (PBSO). Pelican Baypmperty owners (both residential and ~) tax and assess
themselves each year to pay fbrthe special PBSD services and amenities. 'l11ese PBSD funds are
collected by the County but haVe been administered by the PBSD Board with the assistance of a
Staff and a Manager. '
FISCAL IMPACT: FundS have been budgeted in the FY 2011 budget in the amount of
$31,652.50 in the Pelican Bay MSTJ;JU Fund 322. .
GROwrH MANAGEMENT l),lPACT:' There is no growth m~8gement impact associated
with this executive smnmary.
LEGAL 0 This agreement bas been reviewed for legal sufficienCy and is
ready fur BoanI toDsiderati~;~ epproval. - HF AC
.p
approves Change Order #2
. .can Bay Foundation, Inc.
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Item Number:
Item Summary:
Meeting Date:
Agenda Item No. 16F2
November 9.2010
Page 2 of 11
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
16F2
Recommendation to approve Change Order #2 to Inter-local Agreement for Management
Services with The Pelican Bay Foundation, Inc. for the development of the Community
Improvement Plan in the amount of $31,652.50.
11/9/20109:00:00 AM
Prepared By
Mary McCaughtry
Pelican Bay Services
Operations Analyst
Date
Pelican Bay Services
10/27/20101:40:04 PM
Approved By
Kelsey Ward
Administrative Services
Division
Manager - Contracts Administration
Date
Purchasing & General Services
10/28/201012:39 PM
Approved By
Heidi F. Ashton
County Attorney
Section Chief/Land Use-Transportation
Date
County Attorney
10/28/20105:04 PM
Approved By
OMB Coordinator
County Manager's Office
Date
Office of Management & Budget
10/29/20102:03 PM
Approved By
Randy Greenwald
Office of Management &
Budget
ManagementlBudget Analyst
Date
Office of Management & Budget
11/1/20103:25 PM
Approved By
Steve Carnell
Administrative Services
Division
Director - Purchasing/General Services
Date
Purchasing & General Services
11/1/20103:46 PM
Approved By
Jeff Klatzkow
County Attorney
Date
Approved By
11/1/20104:01 PM
Mark Isackson
Office of Management &
Budget
Management/Budget Analyst, Senior
Date
Office of Management & Budget
11/2120103:12 PM
CHANGE ORDER
Agenda Item No. 16F2
November 9.2010
Page 3 of 11
CHANGE ORDER NO.
2
CONTRACT NO. N/A
BCC Date: 10/13/2009
Agenda Item: _16F3
.
TO: Pelican Bav Foundation Inc.
6251 Pelican Bav Blvd.
Naples. FL 34108
DATE: 9/30/2010
PROJECT NAME:
Inter-local Agreement for Management Services
PROJECT NO.:
N/A
Under our AGREEMENT dated
10/13
, 2009_.
You hereby are authorized and directed to make the following change(s) in accordance with terms and
conditions of the Agreement: Addition of extra meetings and presentations and meeting preparations.
FOR THE (Additive) Sum of: Thirty-one thousand three hundred sixty-two dollars and fity cents ($31,652.50).
Original Agreement Amount $ 103.262.00
Sum of Previous Changes $ 4.320.00 .
This Change Order add $ 31.652.50
Present Agreement Amount $ 139.234.50
The time for completion shall be (increase or decrease) by _0_ calendar days due to this Change Order.
Accordingly, the Contract Time is now L365 ~ calendar days. The substantial completion date
is _ n/a _ and the final completion date is _10/12/2010_. Your acceptance of this Change Order shall
constitute a modification to our Agreement and will be performed subject to all the same terms and conditions as
contained in our Agreement indicated above, as fully as if the same were repeated in this acceptance. The
adjustment, if any, to the Agreement shall constitute a full and final settlement of any and all claims of the
Contractor arising out of or related to the change set forth herein, including claims for impact and delay costs.
Accepted: I 0 ~ 3, i , 20 ( 0
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By:
James
MISSIONERS
, FLORIDA
B
.
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Date:
ATTEST:
Dwight E. Brock, Clerk
BY:
Approved As To Form
and Legal Sufficiency:
~Name: ~tL. ;4 ao
Heidi Ashton, Assistant County Attorney
Agenda Item No. 16F2
November 9,2010
Page 4 of 11
CONTRACT ADMINISTRA nON
MANAGER
By: ~auC
Kels WarM
BOARD OF COUNTY COMMISSIONERS OF
COLLIER COUNTY FLORIDA
BY:
Fred W. Coyle, Chairman
Agel1"~l~m tIlQ.l't9F~
NovenftJer ~. ~'tr
Page 5 of 11
PROJECT NAME: Inter-local Agreement for Management Services PROJECT #: N/A PROJECT MANAGER: Kyle Lukasz
CONTRACT #: N/A MOD #: 2 PO#:4500114578 WORK ORDER #: H / ,4
CONTRACTIWORK ORDER MODIFICATION
CHECKLIST FORM
DEPARTMENT: Pelican Bay Services Division CONTRACTOR/FIRM NAME: Pelican Bay Foundation Inc.
.
Original Contract Amount: $ _103,262.00
(Starting Point)
Current BCC Approved Amount: $_103,262.00
(Last Total Amount Approved by the BCC)
Current Contract Amount: $_ 107,582.00
(Including All Changes Prior To This Modification)
Change Amount: $_31,652.50
Revised ContractIWork Order Amount: $_139,234.50
(Including This Change Order)
Cumulative Dollar Value of Changes to
this ContractIWork Order: $_ 35,972.50
Date of Last BCC Approval_10/1312009 Agenda Item # 16F3
Percentage of the change over/under current contract amount_29.4 %
Formula: (Revised Amount 1 Last BCC approved amount)-1
CURRENT COMPLETION DATE (S): ORIGINAL: 10/1212010
CURRENT:
10/1212010
This change order will: D Add a new Task for $
181 Increase Task Number _2.13_ by $31,652.50
.
Other
Describe the change(s): For additional work group meetings and preparations as requested on Feb. 12, 2010,
Feb. 25, 2010 and March 12, 2010; and for 3 additional one-half day public workshops including materials,
presentations and respond to comments and modify the CIP exhibits, budgets and written text comments of the
work group. .-.,-, ( If'" /- 3 2/i 5- J .' . f
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Specify the reasons for the change(s)-~@- t. "...,ned or Elective (', 2. Unforeseen Conditions (' 3. Quantity
Adjustments r 4. Correction of Errors (Plans, Specifications or Scope of Work) r, 5. Value Added
(' 6. Schedule Adjustments Note: One or more may be checked, depending on the nature of the change(s).
Identify all negative impacts to the project if this change order were not processed: If this is not approved, we
would not have a tinal comprehensive improvement plan.
This change was requested by: Plcontractor/Consultant n Owner n Using Department L CDES
LDesign Professional nRegulatory Agency (Specify) r Other (Specify)
CONTRACT SPECIALIST PARTICIPATION IN NEGOTIATIONS:
This fonn is to be s~ dated.
APPROVED BY: C ~ - - .
e Lukasz, Project anag
REVIEWED BY: Ke~~~;;-~~>l-
fld/l'ltf,( 5trdh~u..
Revised 4.14.10 Mtl PI. I.jeY
rYes
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Date: /() h,. /r-o
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Agenda Item No. 16F2
November 9, 2010
Page 6 of 11
WilsOnMiller~
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MEMORANDUM
DATE: June 7, 2010
CLIENT: Pelican Bay Foundation, Inc. · 7/J~
FROM: KevinMangan. ~ '--.U
ATTN: Jim Hoppensteadt
SUBJECT: Additional Professional'Services
ADDITIONAL SERVICES REQUEST: #4 - Revised
PROJECT: Pelican Bay Community Improvement Study
Additional Work Group Meetings in Phase II
Based on the additive meeting requests by the Work Group for the Public Information/Meeting
phases of our originally contracted work that have been beyond our current scope, we are
requesting an increase in the Fixed fee on PIN # N0103 -086-002 by $ 5,915. This fee is for
actual time spent in participation with these three meetings. The additional meetings requested
by the Work Group were performed on the dates described below:
ADDITIONAL SERVICES:
Attendance and participation at additional Work Group led planning meetings are as follows:
Additional Work Group Meetings - February 12, February 25 and March 12,2010
Attached is a man-hour breakdown of actual time and rates for these services.
If you have any questions or comments regarding this memorandum, please contact me at
(239) 649-4040 or by fax at (239) 263-6425. Please sign this additional services agreement,
fax back to us, and we will perform the requested services and invoice accordingly.
I hereby authorize additional services in the amount of $ 5,915.00 on PIN # N0103 - 086 - 002
Task 31300.
By:
Date: . 717 /0
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Agenda Item No. 16F2
November 9, 2010
Page 7 of 11
WilsOnMiller~
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June 7,2010
Jim Hoppensteadt
President-Chief Operating Officer
Pelican Bay Foundation
6251 Pelican Bay Blvd.
Naples, FL 34108
Re: Additional Service Request #4
Dear Jim:
Thank you again for meeting with us to review your questions regarding this request. We have
modified our additional service request for the additional work group meetings during February
and March, 2010 to represent the time spent for our staff in attendance and participation in
these meetings.
We have removed the exhibit preparation hours of our staff as discussed.
Below is the actual hourly breakdown of the associated rates and fees for additional services
directly related to the additional work group meeting attendance and participation as requested
and moderated by the Pelican Bay Foundation Strategic Planning Committee and the Pelican
Bay Services Division:
.
11.00 hours @ $250 - PC12 =
8.00 hours @ $195 - PC 9 =
6.25 hours @ $180 - PC 8 =
3.00 hours @ $180 - PC 7 =
$ 2,750.00
$1,560.00
$1,125.00
$ 480.00
TOTAL
$ 5,915.00
Please feel free to contact me should you have additional questions.
Sincerely,
~n~ 7I1uu
Vice President/Principal
c: Steve Sammons
Enel: June 7,2010 Additional Services Letter
.
800.649.4336
239.649.4040
Corporate Office 3200 Bailey Lane Suite 200 Naples, Florida 34105
WilsonMiller.c
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Agenda Item No. 16F2
November 9, 2010
Page 8 of 11
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MEMORANDUM
DATE:
CLIENT:
FROM:
ATfN:
SUBJECT:
June 7, 2010
Pelican Bay Fou~:ion: !nc.
Kevin Mangan ~ ~
Jim Hoppensteadt
Additional Professiona! Services
ADDmONAl SERVICES REQUEST: # 5
PROJECT: 'Pelican Bay Community Improvement Study
Additional Work CIP Report Production
.
Based on the additional delivery of twenty CIP reports that is beyond our scope of delivery, we
are requesting an increase In the Fixed fee on PIN # N0103-086-oo3 by $ 6,370. The additional
reports provided the Work Group were distributed in final form on May 25,2010:
ADDITIONAL SERVICES:
Provide an additional twenty three ring binder final reports to the CIP Work Group
If you have any questions or comments regarding this memorandum, please contact me at
(239) 649-4040 or by fax at (239) 263-6425. Please sign this additional services agreement,
fax back to ~s, an~ we will prepare an invoi~e accordingly.
I hereby authorize additional services in the amount of $ 6,370.00 on PIN # N0103 _ 086 _ 003
Task 31300. /!
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By:
Date:
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Agenda Item No. 16F2
November 9.2010
Page 9 of 11
WilstJnMiller~
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June 7, 2010
Jim Hoppensteadt
President-Chief Operating Officer
Pelican Bay Foundation
6251 Pelican Bay Blvd.
Naples, FL 34108
Re: Additional Service Request #5
Dear Jim:
Further to our meeting in review of the additional service requests to conclude the Community
Improvement Plan efforts with the Pelican Bay Foundation Strategic Planning Committee and
the Pelican Bay Service Division, we request that the cost of production of the additional twenty
CIP reports be added to our project contract.
As we have noted, the original contract provided for six documents to be delivered to you which .
we have done. The additional twenty have been provided to the Work Group members for
review, comment and their own files.
The printing, binding and production cost of each report is $ 318.50. We have attached an
additional service request based on this cost to produce those additional twenty books for
$6,370.00.
Please review the additional service fee request #5 attached. Feel free to contact me should
you have additional questions. We again appreciate the opportunity to have served the Pelican
Bay Community and the dedicated working group from the Pelican Bay Foundation Strategic
Planning Committee and the Pelican Bay Services Division.
Sincerely,
~~~~
Vice PresidenVPrincipal
c: Steve Sammons
Enel: June 7, 2010 Additional Services Letter
.
Corporate Office 3200 Bailey Lane Suite 200 Naples, Florida 3410S
800.649.4336 239.649.4040 F 239.643.5716
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Agenda Item No. 16F2
November 9,2010
Page 10 of 11
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WilsDnMiller
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MEMORANDUM
DATE: June 21, 2010
CLIENT: Pelican Bay Foundation, Inc.
FROM: Kevin Mangan
ATTN: Jim Hoppensteadt
SUBJECT: Additional Professional Services
ADDITIONAL SERVICES REQUEST #: 3 - Revised
PROJECT: Pelican Bay Community Improvement Study
Additional Services and Time
.
Based on the addition of time and continued services to this contract in order to address the
complexity of community wide improvements, budgets and the ongoing workgroup review and
feedback, we request an increase of the Fixed Fee on PIN # N0103 -086 -003 by $51,020. The
additional services we will be pertorming are described below with a completion date of May 26,
2010. The attached letter provides an hourly breakdown of these services performed and projected
for your reference.
WilsonMiller will attend three additional one-half day public workshops with the workgroup.
Additionally we will respond to review comments and modify the Community Improvement Plan
exhibits, budgets and written text comments of the work group. These modifications will be added
to the plan deliverables in the appropriate volume of work previously described to the work group.
We appreciate the opportunity to be of continu,ed' service to you. If you have any questions or
comments regarding this memorandum, please contact me at (239) 649-4040 or by fax at (239)
263-6425. Please sign this additional services agreement, fax back to us, and we will perform the
requested services and invoice accordingly.
ADDITIONAL SERVICES:
Task 2.5 $45,995
Task 2.13 $ 5,025
Total $51,020
I hereby authorize additional services in the amount of $ 51,020 on PIN # N01 03 -086 -003.
.
By:
Date: 7/f II 0
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Corporate Office 3200 Bailey Lane Suite 200 Naples, Florida 34105
800.649.4336 239.649.4040 F 239.643.5716
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Agenda Item No. 16F2
November 9.2010
Page 11 of 11
WilsOnMiller.
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June 21,2010
.
Jim Hoppensteadt, President-Chief Operating Officer
Pelican Bay Foundation
6251 Pelican Bay Blvd.
Naples, FL 34108
Dear Jim:
Based on our review of our original change order request with you, please find below an hourly
breakdown of the fees spent to date beyond the original contract time for the additional services
request No.3. Additionally, we have estimated as before our projected time for the final week of
work:
Task 2.5 -Improvement Plans - Additional Contract Time:
S 45.995
Time Spent through May 19, 2010
50.5 hours @ $ 250 - PC 12 =
6.25 hours @ $ 180 - PC 8 =
77.0 hours @ $ 160 - PC 7 =
3.0 hours @ $ 135 - PC 5 =
17.0 hours @ $ 120 - PC 4 =
46.0 hours @ $ 95 - PC 2 =
42.0 hours @ $ 65 - AM 3 =
Sub-Total
Final Week of Projected Time
12.0 hours @ $ 250 - PC 12 =
4.0 hours @ $ 180 - PC 8 =
28.0 hours @ $ 160 - PC 7 =
12.0 h.ours @ $ 95 - PC 2 =
16.0 hours @ $ 65 - Afv13 =
Sub-Total
$ 12,625
$ 1 ,125
$ 12,320
$ 405
$ 2,040
$ 4,370
$ 2,730
S 35,615
.
$ 3,000
$ 720
$ 4,480
$ 1,140
$ 1,040
$ 10,380
Task 2.13 - Public Workshops - Three Additional One-Half Dav Workshops: S 5.025
Time Spent through May 19, 2010
7.0 hours @ $ 250 - PC 12 =
2.0 hours @ $ 180 - PC 8 =
7.0 hours @ $ 160 - PC 7 =
Total
Final Workshop May 26,2010
3.5 hours @ $ 250 - PC 12 =
2.0 hours @ $ 180 - PC 8 =
3.5 hours @ $ 160 - PC 7 =
Total
Gr"nd Total
$ 1 ,750
$ 360
$ 1,120
$ 3,230
$ 875
$ 360
$ 560
$ 1 ,795
.
$ 51.020
800.649.4336 239.649.4040 F 239.643.5716
Corporate Office 3200 Bailey Lane Suite 200 Naples, Florida 34105
WilsonMiller.com
612112010.217960. Vor. S . LBEOl
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