Okaloosa County BOCC — April 19, 2016 — Tindale Oliver Contract - First Amendment — reading text

Lynn Hoshihara; Laura Porter Subject: FW: Cost of TDP Contract - Please Review This is for the Tindal Oliver contract; link below. Thanks, Jo http://www.co.okaloosa.fl.us/sites/default/files/contracts/contra pdf/C16-2334-GM.pdf 1 Joanne Kublik, FCCM Contracts and Lease Coordinator Okaloosa County Purchasing Department 5479A Old Bethel Road 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: Zan Fedorak Sent: Monday, March 21, 2016 11:16 AM To: Joanne Kublik Subject: FW: Cost of TDP Contract Joanne, Please have legal review the attached contract amendment? The “TO TDP Budget” attachment is the revised budget that will accompany the contract amendment. The other attachment is the budget that was originally approved with the contract and the email string below is a description of why we needed the budget amendment. Thanks Zan From: Janet Willis Sent: Wednesday, March 02, 2016 3:26 PM To: Zan Fedorak <zfedorak@co.okaloosa.fl.us>; Joanne Kublik <jkublik@co.okaloosa.fl.us> Cc: Elliot Kampert <ekampert@co.okaloosa.fl.us>; Marcella B. Eubanks <meubanks@okaloosaclerk.com>; 'Ashley S. Endris' <aendris@okaloosaclerk.com> Subject: FW: Cost of TDP Contract Zan/Joann, I have invoices from Tindale Oliver for the last four months that are waiting to be processed which currently total $102,573.90. Because they aren’t able to be reconciled with TO’s current project Budget, they’re be rejected. The last remaining issue is that TO’s Project Budget lists estimated hours to be worked per employee & per task and because this was an estimated projection, if/when the hours change, it requires a contract amendment even when the total budgeted per task is not exceeded. Because the hours probably will differ on every invoice from the current project budget, we requested that Tindale Oliver submit a revised project budget for Board approval that reflects the task, the task description, and the total hours and cost assigned to each overall task only. I've attached the proposed revised project budget as well as the currently approved project budget. As you can see, the cost per task and the overall cost remains unchanged. If you anticipate an issue with the new project budget or require additional information in the revised project budget, please advise. Otherwise, I'll prepare the revised budget and send through the Coordination process for the next agenda. Janet M. Willis Transit Coordinator/Grants Manager Phone: 850/609-7003 Fax: 850/833-9286 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: Ashley S. Endris [mailto:aendris@okaloosaclerk.com] Sent: Wednesday, February 10, 2016 2:39 PM To: Janet Willis <jwillis@co.okaloosa.fl.us> Cc: Elliot Kampert <ekampert@co.okaloosa.fl.us>; Marcella B. Eubanks <meubanks@okaloosaclerk.com> Subject: RE: Cost of TDP Contract Yes, | would think that this would require an amendment to the contract. Exhibit A which includes the chart has been made a part of the contract. If this changes, an amendment would need to be executed to revise the chart and hours worked. Please refer to the purchasing manual and make contact with purchasing to help in processing an amendment if needed. Thank you, Ashley From: Janet Willis [mailto:jwillis@co.okaloosa.fl.us] Sent: Wednesday, February 10, 2016 2:03 PM To: Ashley S. Endris Cc: Elliot Kampert; Marcella B. Eubanks Subject: RE: Cost of TDP Contract Ok, I'll ask T-O to show hours per task per employee and resubmit asap. Just so I'm clear when processing future invoices, if one of their employee works more hours than actually shown on the budget sheet BUT they remain within their budget for the total task, does that require an amendment to the contract to be approved by the Board? How does that work? Janet M. Willis Transit Coordinator/Grants Manager Phone: 850/609-7003 Fax: 850/833-9286 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: Ashley S. Endris [mailto:aendris@okaloosaclerk.com] Sent: Wednesday, February 10, 2016 1:45 PM To: Janet Willis <jwillis@co.okaloosa.fl.us> Cc: Elliot Kampert <ekampert@co.okaloosa.fl.us>; Marcella B. Eubanks <meubanks@okaloosaclerk.com> Subject: RE: Cost of TDP Contract Janet, For example, on the invoice for October, tasks 1, 2, 4 and 6 have current billing. According to the backup documentation of hours worked, it shows that Richard Dreyer worked some hours as the Project Manager, but it doesn’t show what task he worked those hours under. In the chart it shows set hours for set tasks for each position. For example, on the chart, Task 1 lists: 1.01 Provide input to steering committee composition, Project Manager, 2 hours, 1.02 Prepare for and facilitate kickoff meeting with steering committee, Project Manager, 12 hours, and so on, for each position. We need to be able to tie back to the hours referenced on the chart. Which tasks did each employee work on for each month that is being invoiced? Thank you, Ashley From: Janet Willis [mailto:jwillis@co.okaloosa.fl.us] Sent: Wednesday, February 10, 2016 12:30 PM To: Ashley S. Endris Cc: Elliot Kampert; Marcella B. Eubanks Subject: RE: Cost of TDP Contract Ashley, I'm going to need more guidance as what to ask Tindale-Oliver for specifically this time. What specifically do they need to add/expand on their invoice? The invoice and back-up documentation list each task description by title, shows each the total hours worked by each employee, their title, dates, and pay rate per employee/total charged per employee and cumulative total per task . | can’t tell what’s missing. Janet M. Willis Transit Coordinator/Grants Manager Phone: 850/609-7003 Fax: 850/833-9286 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: Ashley S. Endris [mailto:aendris@okaloosaclerk.com] Sent: Wednesday, February 10, 2016 11:58 AM To: Janet Willis <jwillis@co.okaloosa.fl.us> Cc: Elliot Kampert <ekampert@co.okaloosa.fl.us>; Marcella B. Eubanks <meubanks@okaloosaclerk.com> Subject: FW: Cost of TDP Contract Importance: High Janet, Please see attached Tindale Oliver pay request that we received in the courier this morning. The list of employee hours worked that is included with each invoice for October, November and December does not reconcile to the chart that is included in the contract (attached). We cannot verify which hours were worked under each task listed on the chart. Please work with Tindale-Oliver to correct paperwork to show which hours were worked under which task and to show remaining hours for each task and employee. I will send the pay request back to your attention for correction. Thank you, Ashley Ashley S. Endris Accountant ....... Okaloosa County Clerk of Circuit Court = 4 Contracts and Grants : ~fi :- 101 E James Lee Blvd, Room 104 Crestview, FL 32536 Tel: (850) 689-5000 x 4382 Fax: (850) 689-4272 My new email address is aendris@okaloosaclerk.com From: Marcella B. Eubanks Sent: Monday, February 08, 2016 11:33 AM To: 'Elliot Kampert'; Zan Fedorak Cc: Janet Willis; Ashley S. Endris; Mindy Kovalsky Subject: RE: Cost of TDP Contract Good morning, we appreciate the explanation. If Janet has invoicing that reconciles to the referenced “chart”, then there shouldn’t been any problem in processing for payment, please forward the invoicing. Thank you Marcella B. Eubanks Contracts and Grants Manager ..... Okaloosa County Clerk of Circuit Court <, Contracts and Grants 3 & i~ 101 E James Lee Blvd, Room 104 - <~ Crestview, FL 32536 Tel: (850) 689-5000 x 4381 Fax: (850) 689-4272 My new email address is meubanks@okaloosaclerk.com From: Elliot Kampert [mailto:ekampert@co.okaloosa.fl.us] Sent: Monday, February 08, 2016 11:04 AM To: Marcella B. Eubanks; Zan Fedorak Cc: Janet Willis Subject: Cost of TDP Contract Importance: High Good morning, Marcella and Zan, Attached for your consideration please find the project budget for Tindale-Oliver’s contract to do the Transit Development Plan. Janet and | spoke with Richard Dreyer of Tindale-Oliver this morning and confirmed with him that the total cost is $168,085. Marcella, correct me if I'm wrong, but | believe C&G’s concern stems from the $15,200 line item that shows in the lower portion of the chart under “Temporary Labor” from Quest Corporation of America (QCA). Please note that Quest’s time is included in the total hours of the upper portion of the chart (QCA is the third column from the right on the chart); however, because it is a temp company, it must be specifically identified as such and so is also shown below. If you do the math, you'll see there is no double dipping — the costs associated with Quest’s 160 hours (515,200) are included in the $163,845. The remaining $4,240 are the costs associated with TempForce Temporary Labor. $163,845 + $4,240 = $168,085. Please let me know if you have any further questions or comments. Thanks, Elliot Elliot L. Kampert, AICP; Director Okaloosa County Growth Management Department 1250 Eglin Parkway N Room 319 Shalimar, FL 32579 850-651-7180 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. PLEASE NOTE: Florida has a very broad public records law. Email communications to or from Okaloosa County Ci Court employees are considered public records and are sst. Your e-mail communications, including your email address, are subject to public disclosure. This email is intended for the addressee(s) indicated above only. If you have received this email in error, please delete it immediaiely.