Agenda 03/10/2020 Item #16E 7 (Procurement Change Orders)03/10/2020
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 60 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 $171,734.34
FISCAL IMPACT: The net total for the two (2) items is $171,734.34
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. 0310 Change Order Report - FY20 (PDF)
2. 0310 Change Order Backup - FY20 (PDF)
3. 0310 After the Fact Report - FY20 (PDF)
4. 0310 After the Fact Backup - FY20 (PDF)
16.E.7
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03/10/2020
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.7
Doc ID: 11780
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: 03/10/2020
Prepared by:
Title: Business Technology Analyst, Senior – Procurement Services
Name: Sara Schneeberger
02/20/2020 3:53 PM
Submitted by:
Title: Manager - Procurement – Procurement Services
Name: Sandra Herrera
02/20/2020 3:53 PM
Approved By:
Review:
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 02/20/2020 4:57 PM
Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 02/21/2020 10:20 AM
Procurement Services Catherine Bigelow Additional Reviewer Completed 02/21/2020 10:29 AM
Procurement Services Sandra Herrera Additional Reviewer Completed 02/21/2020 10:32 AM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 02/24/2020 11:56 AM
Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 02/24/2020 12:07 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 02/26/2020 9:32 AM
Budget and Management Office Mark Isackson Additional Reviewer Completed 02/27/2020 3:54 PM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 03/01/2020 11:41 AM
Board of County Commissioners MaryJo Brock Meeting Pending 03/10/2020 9:00 AM
16.E.7
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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 18-7445 3 2/6/2020Pelican Bay Sign Repair/ReplacementAmerican Infrastructure ServicesPelican Bay Services - Lisa Jacob$483,630.00 $516,359.40 $0.00 $516,359.40 0.00% 395 60 455 15.19%Meeting Date Total number of Change OrdersTotal Dollar ChangeTotal Change in Days3/10/2020 1 $0.00 6016.E.7.aPacket Pg. 1280Attachment: 0310 Change Order Report - FY20 (11780 : Procurement Services Administrative Reports)
SchneebergerSara Digitally signed by SchneebergerSara
Date: 2020.02.06 11:06:12 -05'00'
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Packet Pg. 1281 Attachment: 0310 Change Order Backup - FY20 (11780 : Procurement Services Administrative Reports)
Item page #Contract or Purchase OrderDateDescription of Project Vendor Name Division ‐ Director Fiscal Impact Description1118-7242 45001869632/19/2020NCWRF Irrigation Quality Water Main Quality Enterprises USA, Inc. PUEPMD - Tom Chmelik $171,734.34Division staff did not process a change order to add the additional contract time needed to complete the project, prior to the expiration of the contract.Meeting DateTotal number of After the Fact MemosTotal Fiscal Impact3/10/20201$171,734.3416.E.7.cPacket Pg. 1282Attachment: 0310 After the Fact Report - FY20 (11780 : 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
Peter Schalt Engineering & Project Mgmt
Tom Chmelik Quality Enterprises USA
$171,734.34 18-7242 4500186963
✔
Quality Enterprises USA (QE) performed the NCWRF Irrigation Quality Water Main project. The
project completion date was July 8, 2019. There was a problem coordinating the final electrical
work to the panel (contractor's subcontractor), fiber work (County IT), and contractor's fiber
equipment subcontractor to install them. In this process, time was consumed to coordinate the
work. There remained some work to be done for final tie-ins, training, equipment start up, to
prepare close out documents, and to release retainage. The additional time needed to complete
the project was not added prior to the expiration of the contract.
We are asking the Board to approve the final change order and the final amount above to be paid
to the contractor for work performed satisfactorily. The contractor's invoice No. 71471 in the
amount of $171,734.34 is attached.
There will be more diligent monitoring of project completion dates by both the contractor and the
County.
schalt_p Digitally signed by schalt_p
Date: 2020.02.19 08:27:20
-05'00'
ChmelikTom Digitally signed by ChmelikTom
Date: 2020.02.19 08:45:56
-05'00'
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