Agenda 08/11/2020 Item #16E3 (09/08/2020 Item #16F1I for 08/11/2020 Absentia)08/11/2020
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 transparency 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 -$92,472.73 and add 0 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 $55,000.00 for additional services
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 four (4) items is -$37,472.73
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. 0811 Change Order Report - FY20 (PDF)
2. 0811 Change Order Backup - FY20 (PDF)
08/11/2020
3. 0811 After the Fact Report - FY20 (PDF)
4. 0811 After the Fact Backup - FY20 (PDF)
08/11/2020
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.3
Doc ID: 13101
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: 08/11/2020
Prepared by:
Title: Business Technology Analyst, Senior – Procurement Services
Name: Sara Schneeberger
08/03/2020 9:07 AM
Submitted by:
Title: Manager - Procurement – Procurement Services
Name: Sandra Herrera
08/03/2020 9:07 AM
Approved By:
Review:
Administrative Services Department Paula Brethauer Level 1 Division Reviewer Completed 08/03/2020 9:17 AM
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 08/03/2020 10:25 AM
Procurement Services Catherine Bigelow Additional Reviewer Completed 08/03/2020 1:39 PM
Procurement Services Sandra Herrera Additional Reviewer Completed 08/03/2020 4:07 PM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 08/10/2020 9:27 AM
Office of Management and Budget MaryJo Brock Additional Reviewer Skipped 08/10/2020 9:33 AM
Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 08/10/2020 11:04 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 08/10/2020 11:31 AM
Budget and Management Office Mark Isackson Additional Reviewer Completed 08/10/2020 11:51 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 08/10/2020 1:38 PM
Board of County Commissioners MaryJo Brock Meeting Pending 08/11/2020 9:00 AM
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 19-7605 2 7/13/2020Immokalee Rd, Logan Blvd and VBR New 24-inch Force Main ProjectQuality Enterprises USA, Inc. PUEPMD - Zamira DelToro $9,858,072.00 $7,901,911.28 ($100,000.00) $7,801,911.28 -1.27% 457 0 457 0.00%2 3 20-7682 1 7/16/2020Immokalee Rd at Woodcrest Dr Intersection ImprovementsWright Construction Group, Inc.Transportation Engineering - John Conti$1,564,098.50 $1,564,098.50 $7,527.27 $1,571,625.77 0.48% 210 0 210 0.00%Meeting Date Total number of Change OrdersTotal Dollar ChangeTotal Change in Days8/11/2020 2 -$92,472.73 0
Revised: 10/28/2014 (Divisions who may require additional signatures may include on separate sheet.) PROCUREMENT USE ONLY
Admin BCC
Rpt BCC ES
Contract Modification Purchase Order Modification Amendment
Contract #: Change #: Purchase Order #: Project #:
Contractor/Firm Name: Contract/Project:
Project Manager Name: r: Division Name:
Original Contract/Work Order Amount $ 9,858,072.00 3/10/2020;11B Original BCC Approval Date; Agenda Item #
Current BCC Approved Amount $ 9,858,072.00 3/10/2020;11B Last BCC Approval Date; Agenda Item #
Current Contract/Work Order Amount $ 7,901,911.28 SAP Contract Expiration Date (Master)
Dollar Amount of this Change $ (100,000.00)-20.86%Total Change from Original Amount
Revised Contract/Work Order Total $ 7,801,911.28 -20.86%Change from Current BCC Approved Amount
Cumulative Changes $ (2,056,160.72)-1.27%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.
Procurement Services
Change Order Form
70233.1
Quality Enterprises USA, Inc.
4500202526 19-7605 2
Immokalee Rd, Logan Blvd, & VBR New 24 FM
Engineering and Project Management Zamira DelToro
6/27/2021 6/27/2021 6/27/2021 3/27/2020
1.To withdraw $100,000 from Task 3 legal sketches and description for easements. The contract has an allowance item of $100,000 that
was reserved for acquisition of easements during the design build project (including legal description and sketches, etc.). Quality
Enterprises USA/Q. Grady Minor and Associates, PA (“Design Build Team”), hereafter referred to as DBT, is not going to charge under
this allowance task because the creation of legal description and sketches are part of the DBT’s scope of work (LS amount item Task
1). The County Attorney’s Office recommends staff continue the standard process for acquisition of the required easement with the
County’s Real Property Management. Therefore, the County will pay for easement costs directly, if needed.
2.This change was not included in the original contract because it was anticipated that the DBT would use the allowance to acquire the
necessary legal descriptions & sketches for the project. A legal description and sketch was prepared by the DBT; during that time the
County learned that creation of legal description and sketch documents were included as part of the DBT’s proposal (LS amount item
Task 1) and therefore will not be charged to this task by the DBT.
3.If the easement is not donated by the property owner, the County will need to pay the cost assigned to the easement property. If this
change is not accepted, the County will not have the $100,000 available in the program fund which could be used to pay the cost incurred
for easement acquisition.
Line/Task #Description Original Amount Current (after CO#1) After CO#2
Task1- Design Build Logan Blvd-Immokalee Rd-VBR $ 8,600,000.00 $ 8,600,000.00 $ 6,643,839.28
CO #1 ($1,828,187.59 + $127,973.13) $ (1,956,160.72)
Task2-FPL Electrical Services and/or PS
Electrical/Instrumenstation work allowance $ 100,000.00 $ 100,000.00 $ 100,000.00
Task3-
Legal Sketches and description for easements
(temporary and permanent easements) work
allowance
$ 100,000.00 $ 100,000.00 $ -
Task4-Owner's allowance $ 430,000.00 $ 430,000.00 $ 430,000.00
Task5- Net cost increase of additional negotiated $ 628,072.00 $ 628,072.00 $ 628,072.00
PO Total 9,858,072.00$ 7,901,911.28$ 7,801,911.28$
1 1
Revised: 10/28/2014 (Divisions who may require additional signatures may include on separate sheet.)PROCUREMENT USE ONLY
Admin BCC
Rpt BCC ES
Prepared by: _____ ____________________________________ Date: ________________
(Zamira DelToro, CSM Project Manager - PU Engineering and Project Managemen)
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: ___________________________________________________________________________ Date: ________________
(Lou Gaudio, Vice President –Quality Enterprises USA, Inc)
Approved by: ___________________________________________________________________________ Date: ________________
(Justin Frederiksen, P.E. Vice President –Q. Grady Minor and Associates, PA)
Approved by: ___________________________________________________________________________ Date: ________________
(Michael Stevens, P.E. Principal Project Manager –PU Engineering and Project Management)
Approved by: ___________________________________________________________________________ Date: ________________
(Tom Chmelik, P.E. Director –PU Engineering and Project Management)
Approved by: ___________________________________________________________________________ Date: ________________
(Sarah Schneeberger, Procurement Professional)
__________________________________________________________________
innnnnnnnn Frederiksen PE Vice Presid
ra DelToro,CSM Project Manage
7/13/2020
7/10/2020
ChmelikTom Digitally signed by ChmelikTom
Date: 2020.07.14 09:41:35 -04'00'
SchneebergerSara Digitally signed by SchneebergerSara
Date: 2020.07.20 10:36:41 -04'00'
2
23
SchneebergerSara Digitally signed by SchneebergerSara
Date: 2020.07.21 08:30:13 -04'00'
4
5
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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
Robert Graham Water - Power Systems
Beth Johnssen Technical Management Assoc.
55,000 19-7527 4500200762
✔
On November 8, 2019, staff requested quotes for a Journeyman for an anticipated project of 12-16 weeks to all three vendors under contract, as
required by the Agreement, and inadvertently obtained an additional quote from a non-contracted vendor. Technical Management Associates
provided a quote for $80 and there were no-quotes from Hart’s Electric and Simmonds Electric due to unavailable manpower. There are no other
vendors with available manpower at a lower rate than $80 per hour. The original PO for $21,000 was opened and utilized to hire two
Electricians-Journeymen, instead of one Electricians-Journeymen.
Staff requested a PO modification to increase the existing PO by $25,000 for additional journeyman labor due to unexpected security issues at the
plant. Staff requested a second increase PO modification for $30,000 for continual journeyman labor services.
Staff did not re-quote the three contracted vendors, since the Journeyman rate is per contract and two of the three contracted vendors previously
provided no-quotes based on a lack of manpower to provide the services. Staff viewed the original PO as an open blanket PO driven by the
contracted hourly rate for services sought and did not re-quote for the additional PO increases.
Authorization to pay invoices listed below totaling $27,520.00 (copies attached) and any additional invoices presented for this PO #4500200762, which has a balance
remaining of $19,800.00
Inv. date Invoice Amount
5/11/2020 1781 $6,400.00
6/01/2020 1793 $5,120.00
6/08/2020 1796 $3,840.00
6/15/2020 1798 $3,200.00
6/22/2020 1800 $3,840.00
6/29/2020 1806 $5,120.00
Staff has been made aware of the contract language and guidelines and will follow these
procedures when procuring services in the future.
Robert Graham GrahamRobert Digitally signed by GrahamRobert
Date: 2020.07.07 09:26:55 -04'00' 07/06/2
Beth Johnssen
Beth Johnssen Digitally signed by Beth Johnssen
Date: 2020.07.07 13:36:52 -04'00'
11
10251 Metro Parkway
Suite 118
Ft. Myers, FL 33966
Phone: 239.437.9582
May 11, 2020
INVOICE # 1781
COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS
ATTN: ACCOUNTS PAYABLE
3299 TAMIAMI TRAIL E, STE 700
NAPLES, FL 34112-5749
Project:Electrical Journeyman to work with Power System Techs on SRO Issues
P.O.# 4500200762
TMA - 2320-102-6
Work week ending 5/10/20
LABOR: 80.00 Reg Hrs @ $80.00 $6,400.00
0.00 OT Hrs @ $120.00 $0.00
MATERIAL:
Net Cost $0.00
Markup @ 10%$0.00 $0.00
Sales Tax
Markup @ 5%$0.00 $0.00
$6,400.00
TOTAL AMOUNT DUE THIS INVOICE BY
May 26, 2020 ………………………………………………………………………………………………..$6,400.00
2
10251 Metro Parkway
Suite 118
Ft. Myers, FL 33966
Phone: 239.437.9582
June 1, 2020
INVOICE # 1793
COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS
ATTN: ACCOUNTS PAYABLE
3299 TAMIAMI TRAIL E, STE 700
NAPLES, FL 34112-5749
Project:Electrical Journeyman to work with Power System Techs on SRO Issues
P.O.# 4500200762
TMA - 2320-102-9
Work week ending 5/31/20
LABOR: 64.00 Reg Hrs @ $80.00 $5,120.00
0.00 OT Hrs @ $120.00 $0.00
MATERIAL:
Net Cost $0.00
Markup @ 10%$0.00 $0.00
Sales Tax
Markup @ 5%$0.00 $0.00
$5,120.00
TOTAL AMOUNT DUE THIS INVOICE BY
June 16, 2020 ………………………………………………………………………………………………..$5,120.00
3
10251 Metro Parkway
Suite 118
Ft. Myers, FL 33966
Phone: 239.437.9582
June 8, 2020
INVOICE # 1796
COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS
ATTN: ACCOUNTS PAYABLE
3299 TAMIAMI TRAIL E, STE 700
NAPLES, FL 34112-5749
Project:Electrical Journeyman to work with Power System Techs on SRO Issues
P.O.# 4500200762
TMA - 2320-102-10
Work week ending 6/7/20
LABOR: 48.00 Reg Hrs @ $80.00 $3,840.00
0.00 OT Hrs @ $120.00 $0.00
MATERIAL:
Net Cost $0.00
Markup @ 10%$0.00 $0.00
Sales Tax
Markup @ 5%$0.00 $0.00
$3,840.00
TOTAL AMOUNT DUE THIS INVOICE BY
June 23, 2020 ………………………………………………………………………………………………..$3,840.00
4
10251 Metro Parkway
Suite 118
Ft. Myers, FL 33966
Phone: 239.437.9582
June 15, 2020
INVOICE # 1798
COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS
ATTN: ACCOUNTS PAYABLE
3299 TAMIAMI TRAIL E, STE 700
NAPLES, FL 34112-5749
Project:Electrical Journeyman to work with Power System Techs on SRO Issues
P.O.# 4500200762
TMA - 2320-102-11
Work week ending 6/14/20
LABOR: 40.00 Reg Hrs @ $80.00 $3,200.00
0.00 OT Hrs @ $120.00 $0.00
MATERIAL:
Net Cost $0.00
Markup @ 10%$0.00 $0.00
Sales Tax
Markup @ 5%$0.00 $0.00
$3,200.00
TOTAL AMOUNT DUE THIS INVOICE BY
June 30, 2020 ………………………………………………………………………………………………..$3,200.00
5
10251 Metro Parkway
Suite 118
Ft. Myers, FL 33966
Phone: 239.437.9582
June 22, 2020
INVOICE # 1800
COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS
ATTN: ACCOUNTS PAYABLE
3299 TAMIAMI TRAIL E, STE 700
NAPLES, FL 34112-5749
Project:Electrical Journeyman to work with Power System Techs on SRO Issues
P.O.# 4500200762
TMA - 2320-102-12
Work week ending 6/21/20
LABOR: 48.00 Reg Hrs @ $80.00 $3,840.00
0.00 OT Hrs @ $120.00 $0.00
MATERIAL:
Net Cost $0.00
Markup @ 10%$0.00 $0.00
Sales Tax $0.00
TOTAL AMOUNT DUE THIS INVOICE BY
July 7, 2020 ………………………………………………………………………………………………..$3,840.00
6
10251 Metro Parkway
Suite 118
Ft. Myers, FL 33966
Phone: 239.437.9582
June 29, 2020
INVOICE # 1806
COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS
ATTN: ACCOUNTS PAYABLE
3299 TAMIAMI TRAIL E, STE 700
NAPLES, FL 34112-5749
Project:Electrical Journeyman to work with Power System Techs on SRO Issues
P.O.# 4500200762
TMA - 2320-102-13
Work week ending 6/28/20
LABOR: 64.00 Reg Hrs @ $80.00 $5,120.00
0.00 OT Hrs @ $120.00 $0.00
MATERIAL:
Net Cost $0.00
Markup @ 10%$0.00 $0.00
Sales Tax $0.00
TOTAL AMOUNT DUE THIS INVOICE BY
July 14, 2020 ………………………………………………………………………………………………..$5,120.00
7
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
Dayne Atkinson PUD-SHWMD
Kari Hodgson Mitchell & Stark Const. Co., Inc.
$10,875.00 16-7021 4500197770
✔
Mitchell & Stark Construction Co., Inc. were contracted to construct Hammerhead Group 9B for
the sum of $235,900.00. This contract allows for construction less than $250,000 to commence
without Board Approval and requires Payment and a Performance Bond be obtained. This is the
only contract in this Division with a provision that differs from County policy regarding services
rendered greater than $200,000 do not require Board approval.
Upon final invoice of $10,875.00 and submittal of closeout documents, it was found that the
work was performed without a Bond.
To obtain Board approval to pay the vendor's final invoice of $10,875.00, who has
satisfactorily performed the work.
The contract exemption from Board approval will no longer be honored, rather this contract shall
adhere to Procurement policies. The responsible staff member has been counseled and controls
have been put into place to avoid this in the future.
Dayne Atkinson
AtkinsonDayne Digitally signed by AtkinsonDayne
Date: 2020.06.29 13:45:26 -04'00'
Kari Hodgson
HodgsonKari
2020.07.23 12:34:33 -04'00'
8 2
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Item Page #Contract or Purchase OrderDate Description of Project Vendor Name Division ‐ DirectorFiscal Impact for Additional ServicesOutstanding InvoicesDescription1119-7527 45002007627/7/2020 Electrical Repairs on SROTechnical Management AssociatesWater - Beth Johnssen $55,000.00 $27,520.00Division staff did not re-quote the three contracted vendors for the additional increases made to the purchase order as required by contract.2816-7021 45001977707/23/2020Hammerhead Group 9B ConstructionMitchell & Stark Construction Co., Inc.SHWMD - Kari Hodgson $0.00 $10,875.00Construction was done without a payment and performance bond in place as required by contract.Meeting DateTotal number of After the Fact MemosFiscal Impact for Additional ServicesOutstanding Invoices8/11/2020 2 $55,000.00 $38,395.00