Agenda 04/09/2019 Item #16E104/09/2019
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:
• One (1) change order that in aggregate modify contracts by $6,619.99 and add 24 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
• Two (2) after the fact memos with a fiscal impact of $13,469.94
FISCAL IMPACT: The net total for the three (3) items is $20,089.93
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. 0409 Change Order Report - FY19 (PDF)
2. 0409 Change Order Backup - FY19 (PDF)
3. 0409 After the Fact Report - FY19 (PDF)
4. 0409 After the Fact Backup - FY19 (PDF)
16.E.1
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04/09/2019
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.1
Doc ID: 8376
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: 04/09/2019
Prepared by:
Title: Business Technology Analyst, Senior – Procurement Services
Name: Sara Schneeberger
03/20/2019 9:43 AM
Submitted by:
Title: – Procurement Services
Name: Ted Coyman
03/20/2019 9:43 AM
Approved By:
Review:
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 03/20/2019 9:49 AM
Procurement Services Ted Coyman Additional Reviewer Completed 03/20/2019 10:16 AM
Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 03/20/2019 3:46 PM
Procurement Services Catherine Bigelow Additional Reviewer Completed 03/28/2019 8:11 AM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 03/28/2019 4:40 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 03/29/2019 10:35 AM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 03/29/2019 3:11 PM
Office of Management and Budget Laura Wells Additional Reviewer Completed 03/29/2019 6:22 PM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 04/01/2019 12:29 PM
Board of County Commissioners MaryJo Brock Meeting Pending 04/09/2019 9:00 AM
16.E.1
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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 18-7332 1 2/28/2019MKY & X01 Hurricane Irma Hangar RepairsAlen Construction Group, Inc. Airport Authority - Justin Lobb $541,296.00 $541,296.00 $6,619.99 $547,915.99 1.22% 120 24 144 20.00%Meeting Date Total number of Change ordersTotal Dollar ChangeTotal Change in Days4/9/2019 1 $6,619.99 2416.E.1.aPacket Pg. 1026Attachment: 0409 Change Order Report - FY19 (8376 : Procurement Services Administrative Reports)
SchneebergerSara Digitally signed by SchneebergerSara
Date: 2019.03.18 13:31:24 -04'00'
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Item page #Contract or Purchase OrderDateDescription of Project Vendor Name Division ‐ Director Fiscal Impact Description1117-7158 45001940093/5/2019 Purchase of Custom LimerockGrippo Pavement Maintenance and ConstructionRoad Maintenance - Joseph Delate $13,338.13Division staff ordered the custom limerock from the secondary vendor that did not bid on this line item.2 3 14-6187 3/19/2019 Purchase of an Office Chair Staples Procurement Services - Ted Coyman $131.81 Division staff ordered the office chair without a purchase order in place or using a pcard.Meeting DateTotal number of After the Fact MemosTotal Fiscal Impact4/9/20192$13,469.9416.E.1.cPacket Pg. 1029Attachment: 0409 After the Fact Report - FY19 (8376 : 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
Melissa Pearson Road Maintenance
Joseph Delate (Interim)
Grippo Pavement Maintenance, Inc.
$13,338.13 17-7158 4500194009
✔
On February 4, 2019, Florida Dirt Source (FDS) Manager emailed a letter terminating the contract with the
County. FDS has been going through Chapter 11 Bankruptcy, and in the letter it stated, "We are currently
battling bankruptcy and the court administrator is requiring Florida Dirt to cease supplying material and trucking."
FDS was the primary supplier for custom limerock. The Road Maintenance Division was working on a limerock
road in Golden Gate Estates when FDS abruptly terminated Agreement No. 17-7158. On February 5, 2019, a
purchase order was issued and emailed to the secondary vendor under this agreement, Christine Grippo,
Grippo Pavement.
The area supervisor ordered the custom limerock on February 11th and February 12th to complete the roadway
work. This form is required because the vendor did not bid Category H, Custom Limerock, 1-1/2" Sieve (double
crushed) line items.
To remedy the situation, staff is requesting Grippo's Invoice # 4217, dated February 13, 2019, for
Golden Gate Estates Delivery of 653.83 tons of custom limerock @ $20.40 per ton, totaling
$13,338.13 be approved for payment.
Amendment #2 was drafted and is currently processing to add a Fee Schedule for custom
limerock.
Melissa Pearson
PearsonMelissa Digitally signed by PearsonMelissa
Date: 2019.03.04 18:04:22 -05'00'03/04/2019
Joseph Delate
delate_j Digitally signed by delate_j
Date: 2019.03.05 05:18:05
-05'00'03/05/2019
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Grippo Pavement Maintenance and Construction
PO Box 1837
Lehigh Acres, FL 33970
(239) 931-4476
cggpminc@yahoo.com
http://www.GrippoPavement.com
BILL TO SHIP TO
Collier County Board of County
Commissioners
3299 Tamiami Trl E Ste 700
Naples, FL 34112-5749
Collier County Road Maint.
4121 38th Ave SE
Naples, FL 34117
239-252-8924 Jon Vortherms
Invoice 4217
DATE 02/13/2019 TERMS Net 30
DUE DATE 02/28/2019
SHIP DATE P.O. NUMBER
02/11/2019 4500194009
ACTIVITY QTY RATE AMOUNT
Golden Gate Delivery
Supply & Hauling of Custom Limerock
2/11/2019 - 373.48 tons - 17 loads
373.48 20.40 7,618.99
Golden Gate Delivery
Supply & Hauling of Custom Limerock
2/12/2019 - 280.35 tons -13 loads
280.35 20.40 5,719.14
Acceptance of Proposal. The above price, specifications and
conditions are satisfactory and are hereby accepted. You are the
authorized to do the work as specified.
1 0.00 0.00
TOTAL DUE $13,338.13
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