Agenda 10/08/2019 Item #16E 9 (Procurement Services Change Orders)10/08/2019
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:
• One (1) change order that in aggregate modify contracts by $0.00 and add 70 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 $11,819.54
FISCAL IMPACT: The net total for the three (3) items is $11,819.54
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. 1008 Change Order Report - FY20 (PDF)
2. 1008 Change Order Backup - FY20 (PDF)
3. 1008 After the Fact Report - FY20 (PDF)
4. 1008 After the Fact Backup - FY20 (PDF)
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10/08/2019
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.9
Doc ID: 10229
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: 10/08/2019
Prepared by:
Title: Business Technology Analyst, Senior – Procurement Services
Name: Sara Schneeberger
09/20/2019 4:40 PM
Submitted by:
Title: – Procurement Services
Name: Ted Coyman
09/20/2019 4:40 PM
Approved By:
Review:
Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 09/20/2019 4:44 PM
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 09/20/2019 4:45 PM
Procurement Services Ted Coyman Additional Reviewer Completed 09/23/2019 5:22 PM
Procurement Services Catherine Bigelow Additional Reviewer Completed 09/24/2019 6:15 AM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 09/26/2019 2:48 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 09/26/2019 3:08 PM
Office of Management and Budget Laura Wells Level 3 OMB Gatekeeper Review Completed 09/26/2019 4:03 PM
Budget and Management Office Mark Isackson Additional Reviewer Completed 09/27/2019 11:04 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 09/29/2019 6:04 PM
Board of County Commissioners MaryJo Brock Meeting Pending 10/08/2019 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 18-7314 2 9/17/201995th Ave North Public Utilities RenewalD.N. Higgins, Inc. PUEPMD - Corinne Trtan $5,443,920.00 $5,443,920.00 $0.00 $5,443,920.00 0.00% 375 70 445 18.67%Meeting Date Total number of Change OrdersTotal Dollar ChangeTotal Change in Days10/8/2019 1 $0.00 7016.E.9.aPacket Pg. 1215Attachment: 1008 Change Order Report - FY20 (10229 : Procurement Services Administrative Reports)
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SchneebergerSara
Digitally signed by
SchneebergerSara
Date: 2019.09.18 08:35:27 -04'00'
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Item page #Contract or Purchase OrderDateDescription of Project Vendor Name Division ‐ Director Fiscal Impact Description1118-7430 45001956108/28/2019 Palm Seed Pod Removal Superb Landscape Services, Inc. Road Maintenance - Albert English $4,275.00 Division staff requested services that were not part of the original contract.2513-6164 45001940998/20/2019Environmental Site Assessments and ALTA SurveyDavidson Engineering Facilities Management - Margaret Bishop $7,544.54Division staff did not process a change order to add the additional funding and extend the contract time prior to the expiration of the work order.Meeting DateTotal number of After the Fact MemosTotal Fiscal Impact10/8/20192$11,819.5416.E.9.cPacket Pg. 1225Attachment: 1008 After the Fact Report - FY20 (10229 : 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
ge the information provided in this docu
ure:
Pamela Lulich Road Maintenance Division
Albert English Superb Landscape Services, Inc.
$4,275.00 18-7430 4500195610
✔
Staff requested Alexander and Foxtail palms seed pod removals in Work Area 19 "Immokalee
Road, Phase 1 (US 41 to Strand Blvd)" for June 2019 Landscape Maintenance Services. The
agreement's bid tabulation did not have line items to perform these services.
Authorize payment of Superb Landscape Services, Inc. Invoice No. 2314670 for $4,275.00 for
services rendered.
Amendment 1 was fully executed on August 26, 2019 amending the Agreement to add seed pod
removal line items to the bid tabulation for Work Area 19 "Immokalee Road, Phase 1 (US 41 to
Strand Blvd)." The unit price for Alexander and Foxtail palms seed pod removals is $15.00 each.
Pamela Lulich 8/28/2019
Albert English EnglishAlbert Digitally signed by EnglishAlbert
Date: 2019.09.05 16:37:16
-04'00'8/28/2019
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Invoice Date
7/8/2019
Invoice No.
2314670
Bill To:
Board of County Commissioners
Clerk's Finance Department
3299 Tamiami Trail East
Suite 700
Naples, FL 34112-5749
SUPERB LANDSCAPE SERVICES, INC.
3980 Exchange Avenue
Naples, FL 34104
Payment Terms
Net 30
Account #Property
CONTRACT 18-7430
PO# or CO#
4500195610
Total
Invoice
Tel: (239) 643-6205
Fax: (239) 643-5012
Description of ChargesQty Rate Amount
COLLIER COUNTY ROADWAY LANDSCAPE MAINTENANCE JUNE 2019, AS PER
CONTRACT 18-7430 AND PURCHASE ORDER 4500195610
IMMOK ROAD PHASE 1
SIDE ROW MOWING 4/10, 6/19, 9/11, 11/13, 3/28, 6/130 50.00 0.00
STREET CLEANING 4/10, 4/23, 5/2, 5/11, 5/21, 6/1, 6/9, 6/19, 6/28, 7/10, 7/23, 7/30,
8/6, 8/13, 8/20, 8/27, 9/11, 9/22, 10/1, 10/9, 10/17; NEW 10/24, 10/31, 11/12, 11/19,
11/28, 12/5, 12/12, 12/19, 12/31, 1/10, 1/17, 1/24, 1/31, 2/7, 2/14, 2/21, 2/27, 3/7, 3/14,
3/21, 3/27, 4/3, 4/10, 4/18, 4/25, 5/2, 5/9, 5/16, 5/23, 5/30, 6/6, 6/13, 6/20, 6/27
0 500.00 0.00
WEEDING0 2,525.00 0.00
GENERAL TRIMMING 5/2+5/12, 10/9, 7/310 50.00 0.00
TRASH REMOVAL0 500.00 0.00
IRRIGATION 11/6, 11/19, 12/60 450.00 0.00
FERTILIZATION LABOR ONLY TO APPLY 50# BAGS 1/31 107 BAGS PHASE10 10.00 0.00
SEED POD REMOVAL ALEXANDER 6/25-189189 15.00 2,835.00
SEED POD REMOVAL FOXTAIL 6/25-93, 7/1-396 15.00 1,440.00
IMMOK ROAD I-75
SIDE ROW MOWING 11/13, 1/31, 3/28, 6/130 50.00 0.00
WEEDING NEW 10/24, 10/31, 11/12, 11/19, 11/28, 12/5, 12/12, 12/19, 12/31,
1/10, 1/17, 1/24, 1/31, 2/7, 2/14, 2/21, 2/27, 3/7, 3/14, 3/21, 3/27, 4/3, 4/10, 4/18, 4/25,
5/2, 5/9, 5/16, 5/23, 5/30, 6/6, 6/13, 6/20, 6/27
0 600.00 0.00
GENERAL SITE TRIMMING0 10.00 0.00
STREET CLEANING0 300.00 0.00
TRASH REMOVAL0 300.00 0.00
IRRIGATION 11/6, 11/19, 12/60 250.00 0.00
FERTILIZATION LABOR ONLY TO APPLY 50# BAGS 1/31-39 BAGS I-750 10.00 0.00
INVOICE
$4,275.00
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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
Margaret A. Bishop Facilities Management
Damon Grant Davidson Engineering
$7,544.54 13-6164 4500194099
✔
A work order was issued to Davidson Engineering for environmental site assessments and ALTA
survey of the Collier County Golden Gate Golf Course project. Unforeseen conditions were
encountered during the assessment and it was necessary to add groundwater testing at the
maintenance facility to analyze Lead and Dieldrin contamination.
A change order to add the funding for the additional work and to extend the contract time was not
done prior to the expiration of the work order.
Authorize payment of invoice #20065 in the amount of $7,544.54 for services rendered.
Division will review practices and procedures for change orders and make sure they are
reviewed and approved in a timely manner.
Margaret A. Bishop
BishopMargaret Digitally signed by BishopMargaret
Date: 2019.08.20 12:55:11 -04'00'
Damon Grant
GrantDamon Digitally signed by GrantDamon
Date: 2019.08.20 14:45:24
-04'00'
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