Agenda 11/12/2019 Item #16E10 (Change Orders by the Procurement Services Division)11/12/2019
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:
•Two (2) change orders that in aggregate modify contracts by $37,520.06 and add 28 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 $28,663.33
FISCAL IMPACT: The net total for the four (4) items is $66,183.39
LEGAL CONSIDERATIONS: This item is approved for form and legality and requires a majority
vote for Board action.
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this
action. -JAK
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. 1112 Change Order Report - FY20 (PDF)
2. 1112 Change Order Backup - FY20 (PDF)
3. 1112 After the Fact Report - FY20 (PDF)
4. 1112 After the Fact Backup - FY20 (PDF)
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11/12/2019
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.10
Doc ID: 10689
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: 11/12/2019
Prepared by:
Title: Business Technology Analyst, Senior – Procurement Services
Name: Sara Schneeberger
10/29/2019 1:20 PM
Submitted by:
Title: – Procurement Services
Name: Ted Coyman
10/29/2019 1:20 PM
Approved By:
Review:
Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 10/29/2019 1:27 PM
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 10/29/2019 2:06 PM
Procurement Services Ted Coyman Additional Reviewer Completed 10/29/2019 4:32 PM
Procurement Services Catherine Bigelow Additional Reviewer Completed 10/31/2019 8:36 AM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 10/31/2019 6:59 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 11/01/2019 8:48 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 11/01/2019 9:07 AM
Office of Management and Budget Laura Wells Additional Reviewer Completed 11/01/2019 11:39 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 11/05/2019 10:28 AM
Board of County Commissioners MaryJo Brock Meeting Pending 11/12/2019 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 18-7438 5 10/14/2019GMD Bldg North - New HVAC SystemDEC ContractingFacilties Management - John McCormick$3,351,932.00 $3,351,932.00 $36,541.50 $3,388,473.50 1.09% 384 28 412 7.29%2 6 18-7276 3 10/15/2019Immokalee Rd Landscape and IrrigationHannula Landscaping and IrrigationRoad Maintenance - Katherine Chachere$1,512,274.87 $1,444,366.37 $978.56 $1,445,344.93 0.07% 371 0 371 0.00%Meeting Date Total number of Change OrdersTotal Dollar ChangeTotal Change in Days11/12/2019 2 $37,520.06 2816.E.10.aPacket Pg. 2053Attachment: 1112 Change Order Report - FY20 (10689 : Procurement Services Administrative Reports)
Revised: 06/13/2019 (Divisions who may require additional signatures may include on separate sheet.)PROCUREMENT USE ONLY
Admin BCC
Rpt BCC ES
Contract Modification Work Order Modification Amendment
Contract #: Change #: Purchase Order #: Project #:
Contractor/Firm Name: Contract/Project:
Project Manager Name: r:Division Name:
Original Contract/Work Order Amount $ 3,351,932.00 10/23/18, 11C Original BCC Approval Date; Agenda Item #
Current BCC Approved Amount $ 3,351,932.00 10/23/18, 11C Last BCC Approval Date; Agenda Item #
Current Contract/Work Order Amount $ 3,351,932.00 8/18/2019 SAP Contract Expiration Date (Master)
Dollar Amount of this Change $ 36,541.50 1.09% Total Change from Original Amount
Revised Contract/Work Order Total $ 3,388,473.50 1.09% Change from Current BCC Approved Amount
Cumulative Changes $ 36,541.50 1.09% Change from Current Amount
Completion Date, Description of the Task(s) Change, and Rationale for the Change
Notice to Proceed Original Last Approved Revised Date
Date Completion Date Date (Includes this change)
# of Days Added Select Tasks Add new task(s) Delete task(s) Change task(s) Other (see below)
Provide a response to the following: 1.) detailed 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.) RCO 13
1. Demo existing panel W3.
2. Demo existing panel W3 feeder.
3. Demo existing panel W3 circuit conductors & conduits to allow for installation of new panel W3 backbox.
4. Provide & install new 84 space, copper bus, 400A, panel W3 with breakers as illustrated.
5. Provide & install new 400A breaker & mounting hardware in existing Panel MDP. This work will require a
shutdown of panel MDP.
6. Provide & install new 400A feeder from panel MDP to existing panel W3. This work will require a shutdown of
panel MDP.
7. Provide & install new panel E3B.
8. Provide & install new panel E3B feeder.
9. Provide & install new 50A breaker in existing panel E3.
10. Provide relocation of existing VAV circuits as indicated to new panel E3B.
11. Rework existing E3 circuits to eliminate tandem breakers.
12 Rework drywall ceilings as required and repaint.
13. Rework acoustical ceilings as required.
14. Clean Up
15. Supervision
This change will be DQLQFUHDVHRIWRWKHRULJLQDOFRQWUDFWDPRXQWRI OHDYLQJDQHZ
EDODQFHRI
2.) This was a hidden condition and was existing prior to the execution of this contract and once identified represents
safety and code violations for both electrical and fire.
3.) The County will be in violation of safety, electrical and fire codes and will not be able to achieve certificate of
occupancy.
Procurement Services
Change Order Form
50161
DEC Contracting
450019261618-7438 05
GMD Building North New HVAC System
Facilities ManagementJohn McCormick
1/26/202012/29/201910/06/2019
28
12/10/2018
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Packet Pg. 2054 Attachment: 1112 Change Order Backup - FY20 (10689 : Procurement Services Administrative Reports)
Revised: 06/13/2019 (Divisions who may require additional signatures may include on separate sheet.)
PROCUREMENT USE ONLY
Admin BCC
Rpt BCC ES
Acceptance of this Change Order shall constitute a modification to contract / work order identified above and will be subject to all the same
terms and conditions as contained in the contract / work order indicated above, as fully as if the same were stated in this acceptance. The
adjustment, if any, to the Contract shall constitute a full and final settlement of any and all claims of the Contractor / Vendor / Consultant /
Design Professional arising out of or related to the change set forth herein, including claims for impact and delay costs.
Accepted by:
(Dougals Masch II , President, DEC Contracting Group) Date
Approved by:
(Daniel A. Summers, AIA, Principal Architect, President) Date
Approved by:
(Sara Schneeberger, Procurement Specialist, Procurement Services Division) Date
Approved by:
(Damon Grant, Director, Facilities Management) Date
Prepared by:
(John McCormick, Principal Project Manager, Facilities Management Division) Date
McCormickJohn Digitally signed by McCormickJohn
Date: 2019.10.08 15:16:49 -04'00'
Douglas R. Masch II Digitally signed by Douglas R. Masch II
Date: 2019.10.10 19:22:48 -04'00'
Daniel Alan Summers Digitally signed by Daniel Alan Summers
DN: C=US, E=Dans@BSSWarchitects.com, O="BSSW Architects, Inc", CN=Daniel Alan Summers
Location: Naples, Florida USA
Reason: Licensed Architect Certification
Date: 2019.10.11 10:32:05-04'00'
SchneebergerSara Digitally signed by SchneebergerSara
Date: 2019.10.16 11:29:21 -04'00'
Daniel R. Rodriguez Digitally signed by Daniel R. Rodriguez
Date: 2019.10.14 11:15:25 -04'00'
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SchneebergerSara
Digitally signed by
SchneebergerSara
Date: 2019.10.29 11:10:15 -04'00'
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Item page #Contract or Purchase OrderDateDescription of Project Vendor Name Division ‐ Director Fiscal Impact Description1117-7154 450018690810/14/2019 Pool Resurfacing Omni Aquatics Parks and Recreation - Barry Williams $24,550.14 Division staff did not submit a change order for the additional work prior to project completion.2514-6213 450019509510/9/2019Remove and Replace an Existing 2-Ton HoistMitchell and Stark Public Utilities - Steve Messner $4,113.19Division staff did not submit a change order to add the additional time needed until the repair was complete.Meeting DateTotal number of After the Fact MemosTotal Fiscal Impact11/12/20192$28,663.3316.E.10.cPacket Pg. 2062Attachment: 1112 After the Fact Report - FY20 (10689 : 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
Bryan Vehovec Parks & Recreation
Barry Williams Omni Aquatics
24,550.14 17-7154 4500186908
✔
A PO was issued for resurfacing of Immokalee Sports Complex "kiddy pool", per the current contract with Omni Aquatics.
As the resurfacing was started by the contractor, it was discovered that the intake plumbing was restricted and was in
need of replacement. This was not anticipated in the original scope and the PO lacked an Owner's reserve to address
such issues. In order to address the plumbing restriction, it required the removal of associated piping and the re-pouring
of the pool shell. This additional work was addressed in Change Orders #1 and #2. The existing valve bypass manifold,
referenced in Invoice 5539, was also part of this additional work. It had been discussed at project progress meetings, and
should have been included in the change order requests from Omni, but was not. In addition, the design plans also
needed to be modified to reflect these changes and incurred additional design and permitting review fees. However, the
Contractor did not submit a change request while the project was on-going, nor did they reference it in their (2) change
requests, and the material was ordered and work was completed without written authorization. These changes were
necessary for the completion of the renovation but staff assigned to this project did not take proper steps regarding the
oversight of construction management, permitting, procurement procedures, etc., as they relate to change orders or
purchase order modifications. The project is now complete and the Contractor is invoicing for above-mentioned work after
the fact.
The Division is requesting payment to Omni Aquatics in the amount of $24,550.14 for invoices
5534-R, 5538 and 5539.
The project was transferred from a maintenance project to a pool replacement project and
transferred to Facilities Management for project management oversight. Projects of this nature
will be managed in the future by the capital projects team associated with Facilities Management.
Bryan Vehovec
VehovecBryan Digitally signed by VehovecBryan
Date: 2019.09.17 15:46:03 -04'00'9/17/19
Barry Williams
WilliamsBarry Digitally signed by WilliamsBarry
Date: 2019.10.14 09:51:10 -04'00'10/14/19
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Packet Pg. 2063 Attachment: 1112 After the Fact Backup - FY20 (10689 : Procurement Services Administrative Reports)
INVOICE
Invoice #
Date
Customer ID
To: Scott Holtrey
Field Supervisor of Aquatics / Irrigation
Collier County Parks and Recreation
15000 Livingston Road, Naples Florida 34109
239-252-4077
TY
PE Description Item Qty Total Markup Line Total
Orig. BDG
Amt Total
% of
BDG
02 - PERMITTING
L Tier 4 Labor - Permitting 150.00 2 300.00 0%- 300.00$
M Collier County Plan Revision 420.00 1 420.00 0%- 420.00$ 1,500.00 28%
M Health Department Fee 225.00 1 225.00 0%- 225.00$
Notes:
Total Invoice 945.00$
P.O. #4500186908
May 1, 2019
5534-R
CCPRD
Project Location
Immokalee Sports Park
Activity Pool Repair
Thank you for your business!
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INVOICE
Invoice #
Date
Customer ID
To: Scott Holtrey
Field Supervisor of Aquatics / Irrigation
Collier County Parks and Recreation
15000 Livingston Road, Naples Florida 34109
239-252-4077
TY
PE Description Item Qty Total Markup Line Total
Orig. BDG
Amt Total
% of
BDG
01 - ENGINEERING
L Tier 4 Labor - CAD Plan Creation 150.00 10 1,500.00 0%- 1,500.00$
L Tier 1 Labor - CAD Plan Review 180.00 2 360.00 0%- 360.00$
S Engineer review & seal com. Pool Plans (revision) 3,000.00 1 3,000.00 15%450.00 3,450.00$
Notes:
Total Invoice 5,310.00$
P.O. #4500186908 5538
May 1, 2019
CCPRD
Project Location
Immokalee Sports Park
Activity Pool Repair
Thank you for your business!
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INVOICE
Invoice #
Date
Customer ID
To: Scott Holtrey
Field Supervisor of Aquatics / Irrigation
Collier County Parks and Recreation
15000 Livingston Road, Naples Florida 34109
239-252-4077
TY
PE Description Item Qty Total Markup Line Total
Orig. BDG
Amt Total
% of
BDG
04 - CONSTRUCTION
L Tier 1 Labor - Piping - Coordination & Supervision 180.00 40 7,200.00 0%- 7,200.00$
S Install valves at plumbing manifold 3,750.00 1 3,750.00 15%562.50 4,312.50$
M Material \ White Goods & Fittings 1,380.99 1 1,380.99 10%138.10 1,519.09$
M Material \ Valves & Hardware 2,925.12 1 2,925.12 10%292.51 3,217.63$
O Freight of Above Valves 35.00 1 35.00 0%- 35.00$
M Material \ Valves & white goods 383.33 1 383.33 10%38.33 421.66$
M Material \ Valves & white goods 1,444.78 1 1,444.78 10%144.48 1,589.26$
Notes:
Total Invoice 18,295.14$
P.O. #4500186908 5539
May 1, 2019
CCPRD
Project Location
Immokalee Sports Park
Activity Pool Repair
Thank you for your business!
4 16.E.10.d
Packet Pg. 2066 Attachment: 1112 After the Fact Backup - FY20 (10689 : 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
Randy Lewis Public Utilities
Steve Messner Mitchell and Stark
$ 4,113.19 14-6213 4500195095
✔
This was a time and material, not to exceed, Work Order driven project. The scope of the project
was to replace an inoperable hoist and repair the existing hoist to utilize as a spare. The rebuild
was not complete prior to the expiration of the work order and a change order to add additional
time was not submitted.
Division staff requests payment of invoice #19249 in the amount of $4,113.19.
Plant staff will closely monitor all work orders and submit necessary change orders to ensure
timely completion.
Randy Lewis
LewisRandy Digitally signed by LewisRandy
Date: 2019.10.09 11:20:21
-04'00'10/9/2019
Steve Messner
Steve Messner Digitally signed by Steve Messner
Date: 2019.10.09 13:10:13 -04'00'10/09/2019
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