Agenda 07/23/2019 Item #16E1 (09/10/2019 Item #16F1B for 07/23/2019 Absentia)07/23/2019
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 $0.00 and add 220 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
• One (1) after the fact memo with a fiscal impact of $2,971.50
Approval of the following documents by the County Manager is subject to formal ratification by the
Board of County Commissioners. If the decision by the County Manager is not ratified by that Board, the
document(s) shall be enforceable against Collier County only to the extent authorized by law in the
absence of such ratification by that Board.
FISCAL IMPACT: The net total for the two (2) items is $2,971.50
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. 0723 Change Order Report - FY19 (PDF)
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07/23/2019
2. 0723 Change Order Backup - FY19 (PDF)
3. 0723 After the Fact Report - FY19 (PDF)
4. 0723 After the Fact Backup - FY19 (PDF)
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07/23/2019
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.1
Doc ID: 9526
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: 07/23/2019
Prepared by:
Title: Business Technology Analyst, Senior – Procurement Services
Name: Sara Schneeberger
07/03/2019 9:17 AM
Submitted by:
Title: – Procurement Services
Name: Ted Coyman
07/03/2019 9:17 AM
Approved By:
Review:
Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 07/03/2019 9:29 AM
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 07/05/2019 7:51 AM
Procurement Services Ted Coyman Additional Reviewer Completed 07/09/2019 9:26 AM
Procurement Services Catherine Bigelow Additional Reviewer Completed 07/11/2019 8:00 AM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 07/16/2019 5:13 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 07/17/2019 8:13 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 07/22/2019 4:40 PM
Office of Management and Budget Laura Wells Additional Reviewer Completed 07/23/2019 8:41 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 07/23/2019 10:28 AM
Board of County Commissioners MaryJo Brock Meeting Pending 07/23/2019 9:00 AM
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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 13-6178 9 6/24/2019Vanderbilt Beach MSTU Utility ConversionHole Montes Inc. PTNE - Harry Sells $546,093.00 $1,010,883.00 $0.00$1,010,883.00 0.00% 1926 220 2146 11.42%Meeting Date Total number of Change OrdersTotal Dollar ChangeTotal Change in Days7/23/2019 1 $0.00 22016.E.1.aPacket Pg. 16Attachment: 0723 Change Order Report - FY19 (9526 : Procurement Services Administrative Reports)
SchneebergerSara Digitally signed by SchneebergerSara
Date: 2019.07.03 08:38:00 -04'00'
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Packet Pg. 17 Attachment: 0723 Change Order Backup - FY19 (9526 : Procurement Services Administrative Reports)
Item page #Contract or Purchase OrderDateDescription of Project Vendor Name Division ‐ Director Fiscal Impact Description1113-6164 45001938416/24/2019Southern Coastal Basin Data Collection RWA, Inc.Building Plan Review & Inspection - Richard Long$2,971.50 Division staff did not submit a change order to extend the contract time.Meeting DateTotal number of After the Fact MemosTotal Fiscal Impact7/23/20191$2,971.5016.E.1.cPacket Pg. 18Attachment: 0723 After the Fact Report - FY19 (9526 : 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
Howard Critchfield Building Plan Review & Inspection
Richard Long RWA Inc.
$2,971.50 13-6164 4500193841
✔
The vendor performed work after the final completion date of April 4, 2019.Dennis Miller was the
surveyor that did the final processing of the data and preparation of the deliverables. His
Director of Survey checked his time sheets and noticed the week prior was a very short week for
him. With having a short week before the final completion date, he was not able to complete the
deliverables that week, hence why he worked past the final completion date. Staff did not submit
a change order to extend time prior to the expiration of the work order.
I am requesting payment in the amount of $2,971.50 be paid to the vendor since all deliverables
were received.
The project manager will have more frequent status updates with the vendor to check on the
progress of the work and submit a change order to extend time if necessary.
Howard Critchfield
CritchfieldHoward Digitally signed by
CritchfieldHoward
Date: 2019.06.22 08:45:14 -04'00'06/22/19
Richard Long
longrichard Digitally signed by longrichard
Date: 2019.06.24 08:42:54
-04'00'
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Packet Pg. 19 Attachment: 0723 After the Fact Backup - FY19 (9526 : Procurement Services Administrative Reports)
Remittance Address
RWA, Inc.
6610 Willow Park Drive
Suite 200
Naples, FL 34109
Phone 239.597.0575 | Fax 239.597.0578
Howard Critchfield May 20, 2019
Collier County Board of County Commissioners Project No: 130063.00.66
Attn: Accounts Payable Invoice No: 000044513
3299 Tamiami Trail E
Suite 700
Naples, FL 34112-5749
Project 130063.00.66 Collier County - Southern Coastal Basin
PO 4500193841
Professional Services from March 24, 2019 to April 27, 2019
Task 0001 Data Collection
Data Collection
Professional Personnel
Hours Rate Amount
Cadd Technician
Ward, Michael 3/21/2019 4.00 81.00 324.00
Review data, prepare CO
Ward, Michael 3/25/2019 6.00 81.00 486.00
Assist crew in data collection
Ward, Michael 4/1/2019 6.00 81.00 486.00
Work with Crew on the bridge
Three Man Survey Crew
Vaughn, M. Kevin 3/25/2019 11.75 161.00 1,891.75
Southern Coastal Basin - Location and topo
Vaughn, M. Kevin 3/26/2019 11.75 161.00 1,891.75
Southern Coastal Basin - Location and topo
Vaughn, M. Kevin 3/27/2019 11.50 161.00 1,851.50
Southern Coastal Basin - Location and topo
Vaughn, M. Kevin 3/28/2019 11.50 161.00 1,851.50
Southern Coastal Basin - Location and topo
Totals 62.50 9,406.50
Total Labor 8,782.50
Billing Limits Current Prior To-Date
Total Billings 8,782.50 0.00 8,782.50
Limit 16,100.00
Remaining 7,317.50
Total this Task $8,782.50
Task 0002 Preparation of Deliverables
Preparation of Deliverables
Terms: Net Due Thirty (30) Days
Invoice
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Packet Pg. 20 Attachment: 0723 After the Fact Backup - FY19 (9526 : Procurement Services Administrative Reports)
Project 130063.00.66 Collier County - Southern Coastal Basin Invoice 000044513
Professional Personnel
Hours Rate Amount
Surveyor and Mapper
Ward, Michael 3/26/2019 4.50 120.00 540.00
process data collected
Ward, Michael 4/9/2019 3.50 120.00 420.00
Work with Dennis on exhibits.
Cadd Technician
Medeiros, Noah 4/9/2019 1.50 81.00 121.50
Process field topo data and start survey.
Miller, Dennis 4/10/2019 4.00 81.00 324.00
set dwg file, import data, commence populating spreadsheet
Miller, Dennis 4/11/2019 5.00 81.00 405.00
drawing clean up populating spreadsheet
Miller, Dennis 4/12/2019 7.00 81.00 567.00
prepare exhibits
Miller, Dennis 4/13/2019 7.00 81.00 567.00
prepare exhibits
Miller, Dennis 4/14/2019 7.00 81.00 567.00
prepare exhibits
Totals 39.50 3,511.50
Total Labor 3,511.50
Billing Limits Current Prior To-Date
Total Billings 3,511.50 0.00 3,511.50
Limit 4,640.00
Remaining 1,128.50
Total this Task $3,511.50
Total this Invoice $12,294.00
Terms: Net Due Thirty (30) Days Page 2
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Packet Pg. 21 Attachment: 0723 After the Fact Backup - FY19 (9526 : Procurement Services Administrative Reports)
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LangAshley
From:Michael Ward <maw@consult-rwa.com>
Sent:Friday, June 21, 2019 10:54 AM
To:CritchfieldHoward
Cc:LangAshley; Ruth Nichols; Laura Henchesmoore
Subject:Re: FW: RWA PO 4500193841
Good morning Howard,
We have requested that our insurance certificate be sent to Collier County. That is kind of odd, they usually
automatically send the renewals.
I am fine with the short pay of the invoice, and processing the After the Fact Form. In looking at the invoice, the time
after the fact was Dennis Miller. He was the surveyor that did the final processing of the data, and preparation of the
deliverable. I checked his time sheets, and the week prior was a very short week for him. He was not able to complete
the deliverables that week, therefore he ran over.
Thank you fir your help with the Howard!
Have a great weekend.
Mike.
___________________
The linked image cannot be displayed. The file may have been moved, renamed, or deleted. Verify that the link points to the correct file and location.
The linked image cannot be displayed. The file may have been mov ed, renamed, or deleted. Verify that the link points to the correct file and location.
The linked be displayehave been ren amed, oVerify that to the corrlocation.
Michael A. Ward, PLS
Director of Survey, Vice President
Please contact me on my direct line,
or my cell number listed below.
DIRECT LINE | 239.260.4370
CELL | 239.245.4555
EMAIL | maw@consult-
rwa.com
NOTICE: Upon receipt of any electronic file/data from RWA, Inc., you are agreeing to the following:
This file/data is for informational purposes only. It is the responsibility of the recipient to reconcile
this electronic file/data with the actual project site conditions. Recipient agrees to indemnify and
hold harmless RWA, Inc. for any defects or errors in this file/data.
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On Wed, Jun 19, 2019 at 8:58 AM CritchfieldHoward <Howard.Critchfield@colliercountyfl.gov> wrote:
Good Morning Michael,
Any update in regards the invoice? Please let us know if you have any questions.
Thanks
Howard Critchfield, P.E.,CFM
Senior Project Manager
Growth Management Department
Collier County Government
2800 N Horseshoe Dr.
Naples, FL 34104
P: (239) 252‐5858
F: (239) 252‐6372
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How are we doing?
The Building Plan Review and Inspection Division wants to hear from you!
Please take our online SURVEY.
We appreciate your feedback!
From: CritchfieldHoward
Sent: Monday, June 3, 2019 10:28 AM
To: 'Michael Ward' <maw@consult‐rwa.com>
Subject: FW: RWA PO 4500193841
Good Morning Michael,
Finance staff has identified some issues with the invoice No. 130063.00.66 in regards to the professional services
provided date ranges.
Please see the email below for detailed instructions.
Reply if you have questions.
Thanks
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Howard Critchfield, P.E.,CFM
Senior Project Manager
Growth Management Department
Collier County Government
2800 N Horseshoe Dr.
Naples, FL 34104
P: (239) 252‐5858
F: (239) 252‐6372
How are we doing?
The Building Plan Review and Inspection Division wants to hear from you!
Please take our online SURVEY.
We appreciate your feedback!
From: LangAshley <Ashley.Lang@colliercountyfl.gov>
Sent: Friday, May 31, 2019 2:21 PM
To: CritchfieldHoward <Howard.Critchfield@colliercountyfl.gov>
Subject: RWA PO 4500193841
Hey Howard,
Here is what we can do to rectify this issue:
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1. We need RWA’s updated Certificate of Liability Insurance as their Professional Liability coverage expired on
03/31/19. I’ve attached a copy.
2. As the final completion date was April 4, 2019, everything done after that date cannot be paid at this time,
that amount is $2,971.50. It clearly states this in the Notice‐To‐Proceed.
3. If RWA approves us to short pay the invoice by the $2,971.50, we can proceed with approvals, and get the
other $9,322.50 paid which was within the allotted time frame on the Notice‐To‐Proceed.
4. To get the $2,971.50 paid to RWA an After the Fact form will need to be completed. I’ve attached the
form, so you can have the vendor explain why work was performed after the completion date per the Notice‐
to‐Proceed. I need the Detail of Purchase: Explain the circumstances behind this purchase field explained. I put
in the first sentence but will need the reason why from them. I’ve completed the other two fields.
Please let me know if you have any questions.
Kindest Regards,
Ashley Lang
Senior Management and Budget Analyst
Growth Management Department
Operations & Regulatory Management
2800 Horseshoe Drive North, Naples, FL 34104
Office: (239) 252-2302 Fax: (239) 252-3047
How are we doing?
The Operations & Regulatory Management Division wants to hear from you!
Please take our online SURVEY.
We appreciate your feedback!
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