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Agenda 12/11/2018 Item #16E 812/11/2018 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: Four (4) change orders that in aggregate modify contracts by $42,542.52 and add 130 calendar days to completion periods, see attached summary and backup for details; and Zero (0) amendments this period with a fiscal impact of $0.00; and Four (4) after the fact memos with a fiscal impact of $11,147.50 FISCAL IMPACT: The net total for the eight (8) items is $53,690.02 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. 1211 Change Order Report - FY19 (PDF) 2. 1211 Change Order Backup - FY19 (PDF) 3. 1211 After the Fact Report - FY19 (PDF) 4. 1211 After the Fact Backup - FY19 (PDF) 16.E.8 Packet Pg. 2651 12/11/2018 COLLIER COUNTY Board of County Commissioners Item Number: 16.E.8 Doc ID: 7398 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: 12/11/2018 Prepared by: Title: Business Technology Analyst, Senior – Procurement Services Name: Sara Schneeberger 11/19/2018 8:42 PM Submitted by: Title: – Procurement Services Name: Ted Coyman 11/19/2018 8:42 PM Approved By: Review: Procurement Services Catherine Bigelow Additional Reviewer Completed 11/20/2018 7:55 AM Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 11/20/2018 8:02 AM Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 11/20/2018 11:40 AM Procurement Services Ted Coyman Additional Reviewer Completed 11/20/2018 12:10 PM Administrative Services Department Len Price Level 2 Division Administrator Review Completed 11/20/2018 1:00 PM County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 11/20/2018 2:38 PM Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 11/20/2018 3:33 PM County Attorney's Office Emily Pepin CAO Preview Completed 11/20/2018 4:41 PM Office of Management and Budget Laura Wells Additional Reviewer Completed 11/20/2018 5:47 PM County Manager's Office Leo E. Ochs Level 4 County Manager Review Completed 12/03/2018 11:17 AM Board of County Commissioners MaryJo Brock Meeting Pending 12/11/2018 9:00 AM 16.E.8 Packet Pg. 2652 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 18-7265 2 10/22/201839th Ave NE Watermain Extension & Utility ConstCoastal Concrete Products LLCSHWMD - Paul Abbott $1,358,318.83 $1,358,318.83 $0.00 $1,358,318.83 0.00% 144 26 170 18.06%2 2 18-7329 2 10/17/2018 Building G AlterationsDEC Contracting Group, Inc.Facilities Management - Claude Nesbitt$1,027,661.00 $1,030,164.87 $42,542.52 $1,072,707.39 4.13% 150 30 18020.00%3 7 18-7339 3 11/7/2018NCRP Artificial Turf ConversionHellas Construction Inc.Parks and Recreation - David Berra$4,107,031.00 $3,886,665.00 $0.00 $3,886,665.00 0.00% 167 14 181 8.38%4 9 14-6345 3 11/7/2018 MPS 303 & 304 Rehabilitation Hole Montes PUEPMD - Peter Schalt $337,000.00 $337,000.00 $0.00 $337,000.00 0.00% 84460 904 7.11%Meeting Date Total number of Change ordersTotal Dollar ChangeTotal Change in Days12/11/2018 4 $42,542.52 13016.E.8.aPacket Pg. 2653Attachment: 1211 Change Order Report - FY19 (7398 : Procurement Services Administrative Reports) SchneebergerSara Digitally signed by SchneebergerSara DN: dc=net, dc=colliergov, dc=bcc, ou=Divisions, ou=ASD, ou=ASD Purchasing, ou=Purchasing User Accounts, cn=SchneebergerSara, email=SaraSchneeberger@colliergov.net Date: 2018.10.29 14:59:42 -04'00' 1 116.E.8.b Packet Pg. 2654 Attachment: 1211 Change Order Backup - FY19 (7398 : Procurement Services Administrative Reports) SchneebergerSara Digitally signed by SchneebergerSara DN: dc=net, dc=colliergov, dc=bcc, ou=Divisions, ou=ASD, ou=ASD Purchasing, ou=Purchasing User Accounts, cn=SchneebergerSara, email=SaraSchneeberger@colliergov.net Date: 2018.10.30 15:37:40 -04'00' 2 216.E.8.b Packet Pg. 2655 Attachment: 1211 Change Order Backup - FY19 (7398 : Procurement Services Administrative Reports) 3 16.E.8.b Packet Pg. 2656 Attachment: 1211 Change Order Backup - FY19 (7398 : Procurement Services Administrative Reports) 4 16.E.8.b Packet Pg. 2657 Attachment: 1211 Change Order Backup - FY19 (7398 : Procurement Services Administrative Reports) 5 16.E.8.b Packet Pg. 2658 Attachment: 1211 Change Order Backup - FY19 (7398 : Procurement Services Administrative Reports) 6 16.E.8.b Packet Pg. 2659 Attachment: 1211 Change Order Backup - FY19 (7398 : Procurement Services Administrative Reports) 7 316.E.8.b Packet Pg. 2660 Attachment: 1211 Change Order Backup - FY19 (7398 : Procurement Services Administrative Reports)  SchneebergerSara Digitally signed by SchneebergerSara DN: dc=net, dc=colliergov, dc=bcc, ou=Divisions, ou=ASD, ou=ASD Purchasing, ou=Purchasing User Accounts, cn=SchneebergerSara, email=SaraSchneeberger@colliergov.net Date: 2018.11.13 12:22:33 -05'00' 8 16.E.8.b Packet Pg. 2661 Attachment: 1211 Change Order Backup - FY19 (7398 : Procurement Services Administrative Reports) Schneeberger Sara Digitally signed by SchneebergerSara DN: dc=net, dc=colliergov, dc=bcc, ou=Divisions, ou=ASD, ou=ASD Purchasing, ou=Purchasing User Accounts, cn=SchneebergerSara, email=SaraSchneeberger@colliergov.net Date: 2018.11.15 14:12:11 -05'00' 9 416.E.8.b Packet Pg. 2662 Attachment: 1211 Change Order Backup - FY19 (7398 : Procurement Services Administrative Reports) 10 16.E.8.b Packet Pg. 2663 Attachment: 1211 Change Order Backup - FY19 (7398 : Procurement Services Administrative Reports) 11 16.E.8.b Packet Pg. 2664 Attachment: 1211 Change Order Backup - FY19 (7398 : Procurement Services Administrative Reports) Item page #Contract or Purchase OrderDateDescription of Project Vendor Name Division ‐ Director Fiscal Impact Description1 1 4500181334 10/26/2018Transportation and Dewatering Services for Orange Tree FacilityKarle Enviro-Organic RecyclingNortheast Service Area/PUD - Steve Messner$10,260.00 Services were provided from this acquired vendor under an expired contract.2 3 NA 10/24/2018 Purchase of Sod Naples FertilzerInground Services/PUD - Steve Messner$735.00Division ordered sod without a purchase order in place or using a p-card at the time of the purchase.3 5 4500190417 11/7/2018 Yoga Instructor Katie MulliganParks and Recreation - Barry Williams$70.00 Division authorized the instructor to teach classes prior to having a purchase order in place.4 7 4500187714 11/15/2018 Bay Colony Swale Haskins Inc. Pelican Bay Services - Neil Dorrill $82.50Division did not process a change order to add additional funds prior to the expiration of the work order.Meeting Date Total number of Memos Total Fiscal Impact12/11/20184$11,147.5016.E.8.cPacket Pg. 2665Attachment: 1211 After the Fact Report - FY19 (7398 : Procurement Services Administrative Reports) Instructions As per section 21 of the Procurement Manual, all purchases shall be consistent and in compliance with the Procurement Ordinance (2017-08). Should work be authorized or purchases made that is inconsistent with County policy, procedure, or contract terms, an After-the-Fact Procurement Form is required. This includes purchases made in advance of a Purchase Order, when a Purchase Order is required to authorize such activity, and purchases made under an expired contract, or for goods and services not covered by the current contract or purchase order. All such “After the Fact Procurements” will be reported to the County Manager. Requester Name: Division: Division Director: Vendor Name: Amount: Contract #: Purchase Order: Why is this deemed a non-compliant purchase? Choose one. Contract Ordinance Manual P-Card Other Details of Purchase: Explain the circumstances behind this purchase. Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable? Corrective/Preventive Action: What action is being taken to prevent this violation from re-occurring? The requestor affirms that to the best of their knowledge the information provided in this document is true. Requested by: Signature: Date: Division Director: Signature: Date: Collier County After the Fact Form Steve Messner Northeast Service Area Steve Messner Karle Enviro-Organic Recycling $10,260.00 N/A 4500181334 ✔ Collier County acquired Orange Tree Utilities in March of 2016. BCC approved the existing Orange Tree agreements as those of Collier County. Karle Enviro had an agreement in place to haul and dewater sludge for the facility, Collier county has continued to utilize these services through the second week in October of 2018. Cost for these services remained the same since the agreement was put in place in 2010. This agreement was good for only 12 months. Contract was expired prior to the County acquiring the utility in 2016. Request payment to Karle Enviro-Organic Recycling for the attached list of (5) invoices totaling $10,260.00. The facilities were not prepared to change vendors until new equipment was purchased and installed. The facilities are now equipped to piggyback on the City of North Port's contract and currently have a purchase order in place. Contract validity was not established at the time the County acquired the utility. Better legal and operational review should have occurred prior to acquisition. Steve Messner Steve Messner Digitally signed by Steve Messner Date: 2018.11.19 11:35:11 -05'00'11/19/2018 1 116.E.8.d Packet Pg. 2666 Attachment: 1211 After the Fact Backup - FY19 (7398 : Procurement Services Administrative Reports) Receipt Date Record Last Sub Status description Grp Vendor nameRef. date Ref. number Amount Pur. order Last prc date10/4/2018 00534315 FT from AP-Need MIGO OTF KARLE ENVIRO-ORGANIC RECYCLING INC 10/4/2018 93271,710.00$ 4500181334 10/4/201810/11/2018 00535724 FT from AP-Need MIGO OTF KARLE ENVIRO-ORGANIC RECYCLING INC 10/11/2018 93441,710.00$ 4500181334 10/11/20189/13/2018 00528697 FT from AP-Other (See Notes) OTF KARLE ENVIRO-ORGANIC RECYCLING INC 9/13/2018 92811,710.00$ 4500181334 10/3/20189/20/2018 00530488 FT from AP-Other (See Notes) OTF KARLE ENVIRO-ORGANIC RECYCLING INC 9/20/2018 93011,710.00$ 4500181334 10/3/20189/28/2018 00532852 FT from AP-Other (See Notes) OTF KARLE ENVIRO-ORGANIC RECYCLING INC 9/28/2018 93133,420.00$ 4500181334 10/3/201810,260.00$ 216.E.8.dPacket Pg. 2667Attachment: 1211 After the Fact Backup - FY19 (7398 : Procurement Services Administrative Reports) Instructions As per section 21 of the Procurement Manual, all purchases shall be consistent and in compliance with the Procurement Ordinance (2017-08). Should work be authorized or purchases made that is inconsistent with County policy, procedure, or contract terms, an After-the-Fact Procurement Form is required. This includes purchases made in advance of a Purchase Order, when a Purchase Order is required to authorize such activity, and purchases made under an expired contract, or for goods and services not covered by the current contract or purchase order. All such “After the Fact Procurements” will be reported to the County Manager. Requester Name: Division: Division Director: Vendor Name: Amount: Contract #: Purchase Order: Why is this deemed a non-compliant purchase? Choose one. Contract Ordinance Manual P-Card Other Details of Purchase: Explain the circumstances behind this purchase. Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable? Corrective/Preventive Action: What action is being taken to prevent this violation from re-occurring? The requestor affirms that to the best of their knowledge the information provided in this document is true. Requested by: Signature: Date: Division Director: Signature: Date: Collier County After the Fact Form Donna Bergeron Inground Services - Distribution Steve Messner Naples Fertilizer $735.00 ✔✔ 3 pallets of sod were picked up from the vendor's location without a purchase order in place and without a p-card. Division was advised to use the p-card and did not in this case. The invoice received at a later date was paid by p-card. Cardholder needs to attend a refresher training and staff to attend a Procurement 101 training. Cardholder needs to attend a refresher training and staff to attend a Procurement 101 training. Donna Bergeron BergeronDonna Digitally signed by BergeronDonna Date: 2018.10.24 08:48:21 -04'00'10/24/2018 Steve Messner Steve Messner Digitally signed by Steve Messner Date: 2018.10.24 10:07:16 -04'00'10/24/2018 3 216.E.8.d Packet Pg. 2668 Attachment: 1211 After the Fact Backup - FY19 (7398 : Procurement Services Administrative Reports) 10/09/2018 11:05 FAX 239 263 3930 NF Canon Naples FertiUzer Garden Centers NAPLES FERTILIZER & GARDEN CEN 3930 14TH STREET NORTH NAPLES, FLORIDA 34103 PHONE: (239) 263-88!8 LARGEST SELECTiON OF TOOLS IN COLLIER COUNTY II! lgjOOl PAGI: NO 1 eLawnGirden.com Naplll.ftttlllzlr.com ~~ ·· ~OC: .. ·:.:~;tr.t0'~~:: .: ~·~~ · ... ·: · ... ·.. . .. ra,::ir,,;.m8.h!l:HC!-IJ;' O.TIJ.TIMI: '8114118 7:48 239-262-8616 MI'Lt~ ttK llUtttU~ 3930 14TH ST NOtr.H NAPI.ES, Fl3-1102 ~ CREDIT CARO 13:26:0+ Card k SEQ#: 8*~#; INVOICE ~OVal Code: VISA SAtE XXXXXXXXXXXX5806 20 279 Elt'y Mthld: Mode: Tax lmlunt: CUstCode: AfS Code: SALE AMOUNT CUSTOMER COPY TOTWT:O.DO 20 00582~ Mnlal Onltle $0.00 2000 NNN $735.00 ~~ .. : ..... :.·.·· .. :··' .·:: ~Jtint~$ 81141 ' LE •·'. ·.:: ·:::·. THURS o.oo 736.00 .•· .·· DEl.. DATE: 6/14/18 TERMINAL: 566 01'0!!111: 512442 TAlC: 000 NON-TAX INVOICE: 512442 SUBTOTAL SUBTOTAL •• AMOUNT CHARGED TO STORE ACCOUNT** 735.00 TAX AMOUNT TOTAL X Receivid By I f \_....- ---·-·----- 735.00 736.00 0.00 73s.ool 4 16.E.8.d Packet Pg. 2669 Attachment: 1211 After the Fact Backup - FY19 (7398 : Procurement Services Administrative Reports) Instructions As per section 21 of the Procurement Manual, all purchases shall be consistent and in compliance with the Procurement Ordinance (2017-08). Should work be authorized or purchases made that is inconsistent with County policy, procedure, or contract terms, an After-the-Fact Procurement Form is required. This includes purchases made in advance of a Purchase Order, when a Purchase Order is required to authorize such activity, and purchases made under an expired contract, or for goods and services not covered by the current contract or purchase order. All such “After the Fact Procurements” will be reported to the County Manager. Requester Name: Division: Division Director: Vendor Name: Amount: Contract #: Purchase Order: Why is this deemed a non-compliant purchase? Choose one. Contract Ordinance Manual P-Card Other Details of Purchase: Explain the circumstances behind this purchase. Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable? Corrective/Preventive Action: What action is being taken to prevent this violation from re-occurring? The requestor affirms that to the best of their knowledge the information provided in this document is true. Requested by: Signature: Date: Division Director: Signature: Date: Collier County After the Fact Form Kory Swinderman Parks and Recreation Barry Williams Katie Mulligan $70.00 4500190417 ✔ Staff entered requisition# 10266289 on 10/1/2018 which converted to PO# 4500190417 on 10/8/2018. Staff authorized the contracted instructor to teach 2 classes on 10/2 & 10/4/2018 without having an approved purchase order in-hand. We are asking that the invoice be paid in full to the instructor that has completed the classes. Invoice# 016 - $70.00 for classes held on 10/2 & 10/4/2018 Staff has reviewed the Procurement Ordinance with Regional Manager. A supervisory log was issued to staff to document the record of conversation pertaining the guidelines of using purchase requisitions and the County's policies. Matthew Catoe matthewcatoe@c olliergov.net Digitally signed by matthewcatoe@colliergov.net DN: cn=matthewcatoe@colliergov.net Date: 2018.11.07 11:14:41 -05'00' Barry Williams WilliamsBarry Digitally signed by WilliamsBarry Date: 2018.11.07 11:19:07 -05'00' 5 316.E.8.d Packet Pg. 2670 Attachment: 1211 After the Fact Backup - FY19 (7398 : Procurement Services Administrative Reports) --- Katie Mulligan 2770 Wild Pines Lane, Unit #1 023 Naples , FL 34112 Collier County: Board of County Commissioners Task Time Entry Gold Gate Fit Ce nte r (10/2/18) Teach Yoga 6:0 0-?:00pm Gold Gate Fit Center (10/4/18) Teac h Yoga 6:00-?:0 0pm Gold Gate Fi t Cente r (10/9/18) Teach Yoga 6:00-?:00pm Gold Gate Fit Ce nter (1 0/11 /18 ) T each Yoga 6:00-?:00pm Gold Gate Fit Cen ter (10/16/18) T each Yog a 6:00-?:00pm Gold Gate Fit Center (1 0/18/18) T each Yoga 6:00-?:00pm Go ld Gate Fit Ce nte r (1 0/23/18 ) T each Yoga 6:00-?:00pm Gold Gate Fit Center (1 0/25/18) Teach Yoga 6:00-?:00 pm Gold Ga te Fit Center (1 0/3 0/18) T each Yoga 6:00-?:00pm Terms Katie Mulligan Invoice# 016 Invoice Date : October 31 , 2018 Balance Due (USD) $315.00 Rate Hours Line Total 35.00 1 35.00 35.00 1 35.00 35.00 1 35.00 35.00 1 35.00 35.00 1 35.00 35.00 1 35.00 35.00 1 35.00 35.00 1 35 .00 35.00 1 35 .00 Total Balance Due $315.00 Please pay invoice within 30 d ays of invoi ce and mail check to : Katie Mulligan 2770 Wild Pines Lane , Unit #1 023 Nap les FL 34 112 Thank you!!! © 6 16.E.8.d Packet Pg. 2671 Attachment: 1211 After the Fact Backup - FY19 (7398 : Procurement Services Administrative Reports) Instructions As per section 21 of the Procurement Manual, all purchases shall be consistent and in compliance with the Procurement Ordinance (2017-08). Should work be authorized or purchases made that is inconsistent with County policy, procedure, or contract terms, an After-the-Fact Procurement Form is required. This includes purchases made in advance of a Purchase Order, when a Purchase Order is required to authorize such activity, and purchases made under an expired contract, or for goods and services not covered by the current contract or purchase order. All such “After the Fact Procurements” will be reported to the County Manager. Requester Name: Division: Division Director: Vendor Name: Amount: Contract #: Purchase Order: Why is this deemed a non-compliant purchase? Choose one. Contract Ordinance Manual P-Card Other Details of Purchase: Explain the circumstances behind this purchase. Action Required: What are you asking to be done to remedy the situation, include list of invoices if applicable? Corrective/Preventive Action: What action is being taken to prevent this violation from re-occurring? The requestor affirms that to the best of their knowledge the information provided in this document is true. Requested by: Signature: Date: Division Director: Signature: Date: Collier County After the Fact Form Lisa Jacob Pelican Bay Services Division Neil Dorrill Haskins Inc. 82.50 14-6213 4500187714 ✔ The contractor purchased and installed more sod than was estimated in the original scope of work. The scope of work estimated a quantity of 700 SY sod to repair disturbed areas; however, actual field conditions required a total of 711.11 SY sod to complete the work . The original work order and scope of work was an estimated area based on pre-construction conditions. Actual site conditions were impacted by excessive summer rain and more sod was required to stabilize the new drainage retention areas. This increased the total cost of the project by $82.50 or 0.14%. Staff did not process a change order against the work order prior to it expiring on 9/13/18. Approve Payment Application #2 for the balance of $82.50. Staff will process a change order prior to expiration of a work order. Lisa Jacob JacobLisa Digitally signed by JacobLisa Date: 2018.11.15 09:24:52 -05'00'11/15/18 Neil Dorrill W. Neil Dorrill, Administrator, Pelican Bay Services Division Digitally signed by W. Neil Dorrill, Administrator, Pelican Bay Services Division DN: cn=W. Neil Dorrill, Administrator, Pelican Bay Services Division, o, ou, email=neil@dmgfl.com, c=US Date: 2018.11.15 11:12:01 -05'00'11/15/18 7 416.E.8.d Packet Pg. 2672 Attachment: 1211 After the Fact Backup - FY19 (7398 : Procurement Services Administrative Reports) 8 16.E.8.d Packet Pg. 2673 Attachment: 1211 After the Fact Backup - FY19 (7398 : Procurement Services Administrative Reports) 916.E.8.dPacket Pg. 2674Attachment: 1211 After the Fact Backup - FY19 (7398 : Procurement Services Administrative Reports)