Agenda 01/08/2019 Item #16E 401/08/2019
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:
Five (5) change orders that in aggregate modify contracts by $143,614.69 and add 115 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
Three (3) after the fact memos with a fiscal impact of $3,075.90
FISCAL IMPACT: The net total for the eight (8) items is $146,690.59
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. 0108 Change Order Report - FY19 (PDF)
2. 0108 Change Order Backup - FY19 (PDF)
3. 0108 After the Fact Report - FY19 (PDF)
4. 0108 After the Fact Backup - FY19 (PDF)
16.E.4
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01/08/2019
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.4
Doc ID: 7605
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: 01/08/2019
Prepared by:
Title: Business Technology Analyst, Senior – Procurement Services
Name: Sara Schneeberger
12/18/2018 4:31 PM
Submitted by:
Title: – Procurement Services
Name: Ted Coyman
12/18/2018 4:31 PM
Approved By:
Review:
Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 12/18/2018 4:48 PM
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 12/18/2018 4:58 PM
Procurement Services Ted Coyman Additional Reviewer Completed 12/18/2018 5:06 PM
Procurement Services Catherine Bigelow Additional Reviewer Completed 12/20/2018 8:26 AM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 12/20/2018 11:01 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 12/20/2018 11:11 AM
Office of Management and Budget Laura Wells Level 3 OMB Gatekeeper Review Completed 12/20/2018 11:14 AM
County Attorney's Office Emily Pepin CAO Preview Completed 12/20/2018 11:15 AM
Office of Management and Budget Laura Wells Additional Reviewer Completed 12/20/2018 12:38 PM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 12/31/2018 9:11 AM
Board of County Commissioners MaryJo Brock Meeting Pending 01/08/2019 9:00 AM
16.E.4
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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 16-6560 2 11/16/2018White Blvd over Cypress Canal BridgeAECOM Technical ServicesTransportation Engineering - Matthew Thomas$595,337.94 $595,337.94 $0.00 $595,337.94 0.00% 728 90 818 12.36%2 3 18-7267 1 11/26/2018 Lely Branch Canal WeirCoastal Concrete Products, LLCCapital Proj. Planning, Impact Fees & Program Mgmt - Ananta Nath$444,380.00 $444,380.00 $0.00 $444,380.00 0.00% 210 22 232 10.48%3 8 18-7303 1 12/4/2018Davis Blvd Landscape and Irrigation Installation Hannula Landscape and IrrigationRoad Maintenance - Katherine Chachere$444,731.92 $444,731.92 $7,956.66 $452,688.58 1.79% 180 3 183 1.67%4 19 17-7198 1 12/10/2018CMAR for Collier County Sports ComplexManhattan Construction, Inc.Facilities Management - Margaret Bishop$3,199,984.81 $3,199,984.81 $130,219.03 $3,330,203.84 4.07% 234 0 2340.00%5 29 18-7434 1 12/12/2018Pelican Bay Streelight Pole RepairsSPE Utility Contractors FD, LLCPelican Bay Services - Lisa Jacob$97,894.00 $97,894.00 $5,439.00 $103,333.00 5.56% 120 0 120 0.00%Meeting Date Total number of Change ordersTotal Dollar ChangeTotal Change in Days1/8/2019 5 $143,614.69 11516.E.4.aPacket Pg. 1539Attachment: 0108 Change Order Report - FY19 (7605 : Procurement Services Administrative Reports)
1116.E.4.bPacket Pg. 1540Attachment: 0108 Change Order Backup - FY19 (7605 : Procurement Services Administrative Reports)
216.E.4.bPacket Pg. 1541Attachment: 0108 Change Order Backup - FY19 (7605 : Procurement Services Administrative Reports)
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SchneebergerSa
ra
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: 2018.12.04 10:06:23 -05'00'
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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=Sara.Schneeberger@colliercountyfl.gov
Date: 2018.12.12 09:16:49 -05'00'
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Schneeber
gerSara
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=Sara.Schneeberger@colliercountyfl.gov
Date: 2018.12.14 14:54:33 -05'00'
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Packet Pg. 1558 Attachment: 0108 Change Order Backup - FY19 (7605 : Procurement Services Administrative Reports)
Manhattan Change Order three questions.
Provide a response to the following: 1.) detai led 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.
1. The County is taking advantage of the clearing and grubbing contractor being on-site and mobilized for work that
will be required to be done in a future phase. The County directed the general contractor to proceed with 9.48 acres
of clearing required to complete the drainage system and achieve a final certificate of occupancy for the same unit price
in the existing contract for a total amount of $130,219.03.
2.The work was not included in this phase as the project design for the final drainage system was still being developed.
The work was contemplated in a future phase and the design was refined enough to include it sooner. The General
Contractor (Manhattan), the Engineer of Record (Davidson) and project delivery team identified the cost savings of
eliminating the additional mobilization during a project review meeting.
3. If this change is not approved, the County would be required to pay for a second mobilization charge adding
to the total cost of the project.
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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=Sara.Schneeberger@colliercountyfl.gov
Date: 2018.12.14 14:59:04 -05'00'
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Item page #Contract or Purchase OrderDateDescription of Project Vendor Name Division ‐ Director Fiscal Impact Description1 1 4500190246 11/15/2018 Temporary Staffing Services Balance StaffingParks and Recreation - Barry Williams$552.93 Division utilized the secondary vendor on contract instead of the primary vendor.2 5 4500190265 12/4/2018 Gas Monitoring Subscription Industrial Scientific Wastewater - Steve Messner $1,940.97 Division added additional equipment for a location that was not included in the contract.394500153381 450016300711/14/2018 Air and Nitrogen Tank Rentals Nexair LLCCapital Project Planning, Impact Fees and Program Management - Amy Patterson$582.00 Division paid for outstanding invoices using their pcard.Meeting Date Total number of Memos Total Fiscal Impact1/8/20193$3,075.9016.E.4.cPacket Pg. 1571Attachment: 0108 After the Fact Report - FY19 (7605 : 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
Linda Sujevich Parks & Recreation
Barry Williams Balance Professional/Staffing
$552.93 4600004522/18-7304 4500190246
✔
On October 2, 2018 staff entered requisition# 10266720 for clerical services using Balance
Professional. On October 5, 2018 Procurement Services converted and issued PO#
4500190246 for this service. Balance Professional is the secondary vendor on contract for this
service. Staff should have used the primary vendor (Premier Staffing Source) on contract.
Authorize staff to pay outstanding invoices using PO 4500190246 totaling $552.93.
1045404 $217.60
1045919 $236.70
1045575 $98.63
Staff was counseled and understands the importance of ensuring all requisitions entered conform
to the guidelines of the contract.
Matthew Catoe
Matt Catoe Digitally signed by Matt Catoe
Date: 2018.11.06 11:09:42
-05'00'
Barry Williams
WilliamsBarry Digitally signed by WilliamsBarry
Date: 2018.11.15 14:42:58 -05'00'
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Page 1 of 1 INVOICE # : 1045404
Make Check Payable to Balance ProfessionalCOLLIER COUNTY PURCH DEPT
3299 Tamiami Trl East Suite 700
Naples, FL 34112
Remit To:
Balance Professional, Inc.
3325 Hollywood Blvd.
Suite 502
Hollywood, FL 33021
Invoice Amount
$217.60
INVOICE
Payment Terms
Invoice No.
Net 10 Days
1045404
Invoice Date
09/30/2018
Customer No.
40766
PO Number: 4500182924
COLLIER COUNTY PURCH DEPT Parks And Rec 40766 Net 10 Days
Customer Name Department Customer No.Payment Terms
Fulkroad, Michelle Transcriptionist Reg 8.50 $25.60 $217.60
Total This Week Worked: Reg: 8.50 Bill Reg: $217.60 $217.60
Week Worked: 09/30/2018
Description Type Units Rate Amount
Total - This Invoice:$217.60Reg: 8.50 OT: 0.00 DT: 0.00
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Page 1 of 1 INVOICE # : 1045919
Make Check Payable to Balance ProfessionalCOLLIER COUNTY PURCH DEPT
3299 Tamiami Trl East Suite 700
Naples, FL 34112
Remit To:
Balance Professional, Inc.
3325 Hollywood Blvd.
Suite 502
Hollywood, FL 33021
Invoice Amount
$236.70
INVOICE
Payment Terms
Invoice No.
Net 10 Days
1045919
Invoice Date
10/21/2018
Customer No.
40766
PO Number: 4500-190-246
COLLIER COUNTY PURCH DEPT Parks And Rec 40766 Net 10 Days
Customer Name Department Customer No.Payment Terms
Fulkroad, Michelle Transcriptionist Reg 9.00 $26.30 $236.70
Total This Week Worked: Reg: 9.00 Bill Reg: $236.70 $236.70
Week Worked: 10/21/2018
Description Type Units Rate Amount
Total - This Invoice:$236.70Reg: 9.00 OT: 0.00 DT: 0.00
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Page 1 of 1 INVOICE # : 1045575
Make Check Payable to Balance ProfessionalCOLLIER COUNTY PURCH DEPT
3299 Tamiami Trl East Suite 700
Naples, FL 34112
Remit To:
Balance Professional, Inc.
3325 Hollywood Blvd.
Suite 502
Hollywood, FL 33021
Invoice Amount
$98.63
INVOICE
Payment Terms
Invoice No.
Net 10 Days
1045575
Invoice Date
10/07/2018
Customer No.
40766
PO Number: 4500182924
COLLIER COUNTY PURCH DEPT Parks And Rec 40766 Net 10 Days
Customer Name Department Customer No.Payment Terms
Fulkroad, Michelle Transcriptionist Reg 3.75 $26.30 $98.63
Total This Week Worked: Reg: 3.75 Bill Reg: $98.63 $98.63
Week Worked: 10/07/2018
Description Type Units Rate Amount
Total - This Invoice:$98.63Reg: 3.75 OT: 0.00 DT: 0.00
4 16.E.4.d
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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
SUE ZIMMERMAN WASTEWATER
STEVE MESSNER
INDUSTRIAL SCIENTIFIC CORPORATION
$1,940.97 4600002971 4500190265
✔
Additional gas monitoring equipment was needed at the North Wastewater Plant; Risk
Management did not obtain proper approvals to add additional equipment to the contract.
Request payment to Industrial Scientific Corporation for invoices 2139375 dated 9/30/18,
2149383 dated 10/31/18 and 2158878 dated 11/30/18 totaling $1,940.97
Amendment to the Gas Monitoring contract effective December 1st is pending approval.
SUE ZIMMERMAN
ZimmermanSue Digitally signed by ZimmermanSue
Date: 2018.11.30 13:06:52 -05'00'11/30/18
Steve Messner
Steve Messner Digitally signed by Steve Messner
Date: 2018.12.04 11:28:19 -05'00'12/04/2018
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