Okaloosa County BOCC — April 15, 2014 — Email Correspondence for Change Order No. 1_West Hangar Area Parking_CEW — reading text

Wendy Cain From: Tracy Stage Sent: Monday, March 31, 2014 12:45 PM To: Jack Allen Ce: Joanne Kublik; Zan Fedorak; Wendy Cain Subject: Re: Questions? Perfect Jack. Thanks. Sent from my iPhone On Mar 31, 2014, at 12:14 PM, "Jack Allen" <jallen@co.okaloosa.fl.us> wrote: Nope. | did not see anything in the policy that required changes order to go through internal review. They appear to be governed by the approval thresholds related to dollar amount and length of time. Sorry, | should have been more direct to your original question. © From: Tracy Stage Sent: Monday, March 31, 2014 12:10 PM To: Jack Allen; Joanne Kublik Cc: Zan Fedorak Subject: RE: Questions? Thanks Jack. It’s a 63 day time extension, which will need to go to the BCC for approval. That said, do we need to have a coordination sheet completed and attached? Tracy From: Jack Allen Sent: Monday, March 31, 2014 12:04 PM To: Joanne Kublik Cc: Zan Fedorak; Tracy Stage Subject: RE: Questions? Hey Tracy, | certainly understand your concern. I’ve researched the Policy again just to make certain. Please see the excerpts below from Purchasing Policy that support our position... Let me know if you have any questions. Thanks, Jack VII. ISSUING DEPARTMENT MONITOR RESPONSIBILITIES 9) Review contractor change orders, if allowable, forward to Department Director for approval and submission to the Board, County Administrator or Purchasing Director or their designee for approval pursuant to the approval authority contained in this Manual. XIV. CHANGE ORDERS — CONTRACTED SERVICES 2. Approval Authority a. The Purchasing Director may approve deductive Change Orders which do 1 not materially alter the character of the work contemplated by the contract and may approve additive change orders up to and including $25,000 and which do not in total exceed 5% of the initial contract price. b. The County Administrator, or designee, may approve additive change orders up to and including $50,000 and which do not in total exceed 10% of the initial contract price. c. All Change Orders exceeding $50,000 or 10% of the initial contract price require Board approval. 44 3. Guidelines a. Board approval is required where the cumulative effect of an approved Change Order for a project will require an extension of a contract completion date by more than 60 days. b. All Change Orders requiring Board approval must be approved prior to authorization of work. No claim against the County for extra work in furtherance of such Change Order shall be allowed without Board approval. c. Change Orders shall not be artificially distributed or divided as to bring the amount within lower approval authorities. e. All authorized Change Orders are subject to written confirmation regarding the availability of sufficient funding for each Change Order by the official authorizing such Change Order. From: Tracy Stage Sent: Monday, March 31, 2014 11:40 AM To: Joanne Kublik; Jack Allen; Zan Fedorak Cc: Wendy Cain Subject: FW: Questions? Joanne, Just for my clarification, we have an agenda item going to the April 16"" BCC for approval. It is a change order to a contract, adding days no cost increase. Are you stating that this does not need to have a coordination sheet attached and that we do not have to fwd the Change Order to Purchasing, Risk and Attorney? We have been told, all items relating to contracts or leases must have attorney review., i.e., a coordination sheet attached. We will get asked once it is placed on the agenda and | will need a written reply from Purchasing to attach to the item. Thank you! Tracy From: Wendy Cain Sent: Monday, March 31, 2014 11:35 AM To: Tracy Stage Subject: FW: Questions? From: Joanne Kublik Sent: Monday, March 24, 2014 2:16 PM To: Wendy Cain Subject: RE: Questions? It does not have to come to Purchasing first - we normally do not coordinate change orders. Jack asks if you can drop it off today...Please let me know. Thanks, Jo Joanne Kublik, Contracts and Lease Coordinator Okaloosa County Purchasing Department 602-C North Pearl Street Crestview, Florida 32536 (850) 689-5960 jkublik@co.okaloosa.fl.us Please note: Due to Florida's very broad public records laws, most written communications to or from County employees regarding County business are public records, available to the public and media upon request. Therefore, this written e-mail communication, including your e-mail address, may be subject to public disclosure. From: Wendy Cain Sent: Monday, March 24, 2014 2:06 PM To: Joanne Kublik Cc: Jack Allen Subject: Questions? | have a Change Order that will be adding 63 days to the Contract Time on C13-2070-AP. Although it will be going before the Board, should | still route it through Purchasing for your review with a Contract Coordination Sheet attached? Jack: Avcon dropped off an extra hard copy of the Cell Phone Waiting Area Quote Docs and Specs. | will drop it in courier or do you need it sooner? Thanks, Wendy Wendy S. Cain Finance & Project Development Specialist Airports Administration Okaloosa County Airports 1701 State Rd 85 N Eglin AFB, FL 32542-1498 wcain@co.okaloosa.fl.us (850) 651-7160 Ext. 4 Fax: (850) 651-7164 www.FlyVPS.com