Agenda 08/25/2020 Item #16E1 (09/08/2020 Item #16F1H for 08/25/2020 Absentia)08/25/2020
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:
• Three (3) change orders that in aggregate modify contracts by -$140,000.00 and add 205 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 $3,029.00 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) ite ms is -$136,971.00
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. 0825 Change Order Report - FY20 (PDF)
2. 0825 Change Order Backup - FY20 (PDF)
16.E.1
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08/25/2020
3. 0825 After the Fact Report - FY20 (PDF)
4. 0825 After the Fact Backup - FY20 (PDF)
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08/25/2020
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.1
Doc ID: 13240
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: 08/25/2020
Prepared by:
Title: Business Technology Analyst, Senior – Procurement Services
Name: Sara Schneeberger
08/13/2020 2:42 PM
Submitted by:
Title: Manager - Procurement – Procurement Services
Name: Sandra Herrera
08/13/2020 2:42 PM
Approved By:
Review:
Procurement Services Ana Reynoso Level 1 Purchasing Gatekeeper Completed 08/13/2020 3:35 PM
Administrative Services Department Len Price Level 1 Division Reviewer Completed 08/17/2020 5:23 PM
Procurement Services Sandra Herrera Additional Reviewer Completed 08/18/2020 8:47 AM
Procurement Services Catherine Bigelow Additional Reviewer Completed 08/18/2020 11:09 AM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 08/18/2020 11:12 AM
Budget and Management Office Mark Isackson Additional Reviewer Completed 08/18/2020 3:35 PM
Office of Management and Budget Michael Cox Additional Reviewer Skipped 08/18/2020 3:41 PM
Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 08/18/2020 3:42 PM
County Attorney's Office Jeffrey A. Klatzkow Additional Reviewer Completed 08/19/2020 1:59 PM
County Attorney's Office MaryJo Brock Level 3 County Attorney's Office Review Skipped 08/19/2020 10:57 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 08/24/2020 12:57 PM
Board of County Commissioners MaryJo Brock Meeting Pending 08/25/2020 9:00 AM
16.E.1
Packet Pg. 175
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 18-7245 1 7/31/2020Collier County Comprehensive Watershed Improvement PlanTaylor Engineering, Inc.Coastal Zone Management - Gary McAlpin$1,499,994.00 $1,499,994.00 $0.00 $1,499,994.00 0.00% 730 145 875 19.86%2 3 18-7305 2 8/5/2020 Master Pump Station 306 PWC Joint Venture, LLC PUEPMD - Wayne Karlovich $10,719,008.00 $10,719,008.00 ($140,000.00) $10,579,008.00 -1.31% 640 0 640 0.00%3 5 19-7568 1 8/13/2020Western Interconnect Force Main Metro Equipment Services, Inc.PUEPMD - Julian DeLeon $3,293,020.00 $3,293,020.00 $0.00 $3,293,020.00 0.00% 300 60 360 20.00%Meeting Date Total number of Change OrdersTotal Dollar ChangeTotal Change in Days8/25/2020 3 -$140,000.00 20516.E.1.aPacket Pg. 176Attachment: 0825 Change Order Report - FY20 (13240 : Procurement Services administrative reports)
SchneebergerSara Digitally signed by SchneebergerSara
Date: 2020.08.03 10:39:41 -04'00'
1116.E.1.b
Packet Pg. 177 Attachment: 0825 Change Order Backup - FY20 (13240 : Procurement Services administrative reports)
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Packet Pg. 178 Attachment: 0825 Change Order Backup - FY20 (13240 : Procurement Services administrative reports)
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 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 $ 10,719,008.00 12/11/18 11H Original BCC Approval Date; Agenda Item #
Current BCC Approved Amount $ 10,719,008.00 N/A Last BCC Approval Date; Agenda Item #
Current Contract/Work Order Amount $ 10,719,008.00 4/8/2021 SAP Contract Expiration Date (Master)
Dollar Amount of this Change $ (140,000.00) -1.31% Total Change from Original Amount
Revised Contract/Work Order Total $ 10,579,008.00 -1.31% Change from Current BCC Approved Amount
Cumulative Changes $ (140,000.00) -1.31% 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.
Prepared by: ___________________________________________________________________________ Date: ________________
Wayne Karlovich, Senior Project Manager – PUD - EPMD
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: ________________
'H$QJHOR+HQGHUVRQ6HQLRU3URMHFW0DQDJHU - PWC Joint Venture, LLC
Approved by: ___________________________________________________________________________ Date: ________________
Dawn Jakiela, P.E. - AECOM Technical Services
Approved by: ___________________________________________________________________________ Date: ________________
(Procurement Professional)
Procurement Services
Change Order Form
70237.1
PWC JOINT VENTURE LLC
450019339518-7305 2
Master Pump Station 306
Public Utilities Eng. & Project ManagementWayne Karlovich
NA4/8/20214/8/2021
-
07/08/2019
1. This change will reduce the value of the Allowance for Additional Work by $140,000 to provide funds to project number 70237 to
cover project costs outside of the scope of work for this construction contract. These include additional CEI services, fiber optic
communications connections, PLC programming, and building permitting inspections. These services will be procured in
accordance with the procurement ordinance. The costs for changes currently under consideration have been reviewed; staff and
the engineer of record believe that sufficient funding will remain in the Allowance to cover future changes, given that six months
remain in this two year contract. Original allowance fund amount is $800,000 (PO Line 30); current amount is $563,385.20;
revised amount after this change is $423,385.20.
2. The project is 70% complete and the majority of the underground construction work is complete. Very few unforeseen conditions
were encountered resulting in a significant amount of allowance funds remaining in the contract.
3. If this change is not processed, staff will be required to pursue a budget amendment to cover the costs for additional work to be
done under this project number. This will encumber funds that would have otherwise been used for other projects, while leaving
unused allowance funds encumbered under this purchase order until the final closeout of this contract.
ate sheet.
_______
08052020
08.05.2020
KarlovichWayne Digitally signed by KarlovichWayne
Date: 2020.08.05 10:13:25 -04'00'
DeAngelo Henderson
Digitally signed by DeAngelo Henderson
DN: C=US, E=dhenderson@pwc-llc.com,
O=PWC Joint Ventures LLC, CN=DeAngelo
Henderson
Reason: I attest to the accuracy and integrity of
this document
Date: 2020.08.05 10:30:35-04'00'
Digitally signed by Dawn Jakiela
DN: cn=Dawn Jakiela, c=US, o=Unaffiliated,
ou=A01410C0000016AFF1AB3410000265B,
email=dawn.jakiela@aecom.com
Date: 2020.08.05 11:33:39 -04'00'
Dawn
Jakiela
SchneebergerSara Digitally signed by SchneebergerSara
Date: 2020.08.06 08:11:25 -04'00'
2316.E.1.b
Packet Pg. 179 Attachment: 0825 Change Order Backup - FY20 (13240 : Procurement Services administrative reports)
Revised: 10/28/2014 (Divisions who may require additional signatures may include on separate sheet.)
PROCUREMENT USE ONLY
Admin BCC
Rpt BCC ES
Approved by: ___________________________________________________________________________ Date: ________________
Craig Pajer, EPMD Principal Project Manager
Approved by: ___________________________________________________________________________ Date: ________________
Tom Chmelik, EPMD Department Director
Approved by: ___________________________________________________________________________ Date: ________________
Joseph Belone, Financial Operations Support Director
PajerCraig Digitally signed by PajerCraig
Date: 2020.08.05 13:34:36 -04'00'
ChmelikTom Digitally signed by ChmelikTom
Date: 2020.08.05 14:11:23 -04'00'
Joseph Bellone Digitally signed by Joseph Bellone
Date: 2020.08.05 14:15:43 -04'00'
4 16.E.1.b
Packet Pg. 180 Attachment: 0825 Change Order Backup - FY20 (13240 : Procurement Services administrative reports)
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Packet Pg. 181 Attachment: 0825 Change Order Backup - FY20 (13240 : Procurement Services administrative reports)
SchneebergerSara Digitally signed by SchneebergerSara
Date: 2020.08.13 14:28:46 -04'00'
6 16.E.1.b
Packet Pg. 182 Attachment: 0825 Change Order Backup - FY20 (13240 : Procurement Services administrative reports)
Item Page #Contract or Purchase OrderDate Description of Project Vendor Name Division ‐ DirectorFiscal Impact for Additional ServicesOutstanding InvoicesDescription1119-7525 45002026048/3/2020Everglades City Museum Roof Replacement Capital Contractors, LLC Facilities Management - Damon Grant $3,029.00 $0.00Division staff did not submit a change order for the additional work prior to the expiration of the purchase order.Meeting DateTotal number of After the Fact MemosFiscal Impact for Additional ServicesOutstanding Invoices8/25/2020 1 $3,029.00 $0.0016.E.1.cPacket Pg. 183Attachment: 0825 After the Fact Report - FY20 (13240 : 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
Thomas James Orr Facilities
Damon Grant Capitol Contractors LLC
$3,029.00 19-7525 4500202604
✔
It was discovered at the Cupola when counter flashing was about to be installed that there was no
wall sheathing and tar paper behind the siding to stop rain from getting into the museum though the
wood siding. Due to the historical significance of the structure, the typical manner of addressing the
problem by removing the existing siding, installing new sheathing/building wrap and then installing
new siding was not possible. It was determined that caulking all the seams and applying two coats
of an elastomeric compound would make the existing siding watertight thereby preserving the
museum’s appearance. Total Cost to install the paint is $2,579.
In addition to this, six (6) bundles of asphalt roofing shingles were requested so the roof (if needed
after a Hurricane) can be repaired with the same 3 tab asphalt shingles. Total Cost = $450.
This additional work was to be added via a change order, but was not fully executed prior to the
expiration of the purchase order.
Please approve the attached additional work needed to complete the project in a total amount of
$3,029.00
In the future, I will ensure that additional time or funds needed will be added via a change order
prior to the expiration of the purchase order as required by contract.
Thomas James Orr
OrrThomas Digitally signed by OrrThomas
Date: 2020.07.15 09:21:38
-04'00'7-15-20
Damon Grant
GrantDamon Digitally signed by GrantDamon
Date: 2020.08.03 15:04:03
-04'00'
1 116.E.1.d
Packet Pg. 184 Attachment: 0825 After the Fact Backup - FY20 (13240 : 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 $ 83,950.00 Original BCC Approval Date; Agenda Item #
Current BCC Approved Amount $ 83,950.00 Last BCC Approval Date; Agenda Item #
Current Contract/Work Order Amount $ 83,950.00 SAP Contract Expiration Date (Master)
Dollar Amount of this Change $ (14,971.00) -17.83% Total Change from Original Amount
Revised Contract/Work Order Total $ 68,979.00 -17.83% Change from Current BCC Approved Amount
Cumulative Changes $ (14,971.00) -17.83% 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
There are two changes proposed to the original tasks in this contract. One reduces the amount (Delete Tasks) of the
contract by $ 18,000 and the other increases the contract amount (Change 1 and 2) by $3,029 for a net change of
purchase order< $14,971>.
Change 1:
1. It was discovered when counter flashing was about to be installed that there was no wall sheathing and tar paper
behind the siding to stop rain from getting into the museum though the wood siding. Due to the historical significance of
the structure, the typical manner of addressing the problem by removing the existing siding, installing new
sheathing/building wrap and then installing new siding was not possible. It was determined that caulking all the seams
and applying two coats of an elastomeric compound would make the existing siding watertight thereby preserving the
museum’s appearance.
2. The lack of wall sheathing and tar paper was uncovered during construction.
3. If this change is not processed it may not have been possible to retain the authentic appearance of the building.
4. Contract Sum is increased by $2,579.
[Sub Cost: $1220.00] + [15% Markup $183.00] + [8 hr/ 1 Day PM Hours (Approved County PM Rate $147) $1176.00]
Change 2:
1. It was requested that 6 bundles of shingles be delivered to a 21
st St. location. That was accomplished and has a total
value of $450.
2. Contract Sum is increased by $450
Change 3:
1. The Contract Documents include a unit price for replacing roof deck of $15/SF, and 400 SF, or $6,000 is built into
the Contract Sum. No roof deck was required to be replaced so there is a deduct from the base price of $6,000.
2. Additionally Alternates 3, and 4 were accepted and built into the Contract Sum. Both Identify unit prices of $15 /
SF for 400 units EA. Neither of those were required which generates a total deduct of $12,000. These three
together generate a total deduct of $18.000.
3. Contract Sum is decreased by $18,000.
Prepared by:
(Thomas Orr, Project Manager, Facilities Management Division) Date
Procurement Services
Change Order Form
50187.1
Capitol Contractors Inc
450020260419-7525 001
Everglades City Museum Roof Replacement
Facilities Management Thomas James Orr
06/25/2006/25/20 06/25/20 03/27/20
6/25/19 16.C.9
6/25/19 16.C.9
6/24/2022
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Packet Pg. 185 Attachment: 0825 After the Fact Backup - FY20 (13240 : 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
Approved by:
(John McCormick, Principal Project Manager, Facilities Management Division) Date
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:
(Adam Ahmad, Capital Contractors LLC)Date
Approved by:
(Damon Grant, Director, Facilities Management Division)Date
Approved by:
(Procurement Professional)Date
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Packet Pg. 186 Attachment: 0825 After the Fact Backup - FY20 (13240 : Procurement Services administrative reports)