Okaloosa County BOCC — April 1, 2014 — BLF-TO46AmendmentBCC

TASK ORDER APPROVAL FORM Task Order Amendment Coptf -2-0F EP CONTRACT #: _G06-1353=PW- G CF. COCIES3 PW TASK ORDER #: 46 Amend zo TASK ORDER AMOUNT: $100,100 reduced to $91,300 OFFERED BY CONSULTANT: SCS ENQ@AEGES FIRM'S NAME B. Made Tomeuwn REPRESENTATIVE'S PRINTED NAM ht SIGNATURE Vick ReesiperST ifaa/aort TITLE DATE RECOMMENDED FOR APPROVAL APPROVED BY OKALOOSA COUNTY (Department Director) (Per Purchasing Manual) e $25,000 or less approved by Purchasing Director e Between $25,001 and $50,000 approved by Purchasing Director and County Administrator e =Inexcess of $50,000 approved by the Board. “2D, 2uitdnak Sign TURE / PURCHASING DIRECTOR Sable [Sovks Necker 2fafie TITLE DATE Zia Za bf COUNTY ADMINISTRATOR (tPapplicable) CHAIRMAN (if applicable) Bofly DATE DATE Environmental Consultants 3298 Summit Boulevard 850-432-6211 and Contractors Suite 31-A FAX 850-432-6220 Pensacola, FL 32503-8318 www.scsengineers.com February 14, 2014 File No. 09206033.46 MEMORANDUM TO: Scott Henson, Environmental Regulatory Manager, Okaloosa County FROM: Nicolas Howard, Project Manager SCS Engineers SUBJECT: Baker Landfill Semi-Annual Water Quality(09206033.46) The attached Task Order Amendment represents a reduction in the Task Order Amount from $100,100 to $91,300. During invoice review, it was indicated that the original Task Order fee estimates were generated using labor hour rates different from the master contract rates. Also, estimated reimbursable expenses in the fee estimate included markup which is not allowed under the master contract. The revised fee estimate table is attached to this memorandum. The reduction of the TO Amount via the TO Amendment serves to rectify the original TO fee estimate issues by reducing the Task Order Amount from $100,100 to $91,300. Thank you — Nia Nicolas C. Howard Project Manager & Offices Nationwide ATTACHMENT A-2: MANPOWER AND FEE ESTIMATE Location: Okloosa County, Florida, Baker Landfill Tasks (Hours) Total Rate Total Personnel 1 2 3 4 5 6 7 (hours) (8) ($) Principal 0 0 0 0 0 0 0 ) 0.00 0 Project Director 0 0 0 0 0 0 0 O|_ 185.00 0 Project Director 10 10 6 0 0 0 0 26| 185.00 4,810 Senior Project Advisor 0 0 0 0 0 0 0 0 0.00 0 Senior Project Manager 0 0 0 0 0 0 0 0) 0.00 0 Project Manager 30 30 8 0 0 0 0 68| 130.00 8,840 Senior Project Professional 0 0 0 0 0 0 0 O| 108.00 0 Project Professional 0 0 0 0 0 0 0 0 0.00 0 Staff Professional 80 80 40 0 0 0 0 200 86.00 17,200) Senior Technician 0 0 0 0 0 0 0 i} 0.00 0 Senior Technician 1 0 0 0 0 0 0 0 0 0.00 0 Designer 0 0 0 0 0 0 0 i) 0.00 0 Draftsperson. 0 0 0 0 0 0 0 i} 0.00 0 Associate Staff Professional 0 0 0 0 0 0 0 0 0.00 0 Technician 0 0 0 0 0 0 0 0 0.00 0 Office Services Manager 0 0 0) 0 0 0 0 0 0.00 0 Administrative Assistant 16 14 6 0 0 0 0 36 52.00 1,872) Subtotal Labor (hours) 136 134 60 0 0 0 0 330 Subtotal Labor ($) 13,462 13,358 5,902 0 0 0 0] 32,722 Reimbursables 28,536| 30,046 0 0 0 0 0 58,582 G&A, 15 percent reimbursables 0 0 0 0 0 0 0| 0 0 Total Fee Estimate $42,000| $43,400 $5,900 $0 $0 $0 So $91,300 Notes: Task 1 - February Sampling Task 2 - August Sampling Task 3 - RAI Response Task 4 Task 5 Task 6 Task 7 REIMBURSABLE COSTS Page2 Unit Cost Task (Quantity) Total Total Reimbursable (8) Unit 1 2 3 4 5 6 7 Units ($) Subconsultant (RDH) 1.00] Is 12,407| 12,407 0 0 ) 0 0 24,813 24,813 Laboratory (Pace) 1.00] __Is 16,129] 17,639 0 0 0 0 i) 33,768 33,768) Field Equipment Rental 11] day 0 0 0 0 0 0 i) 0 0 Postage & Freight 1.0) ...ls 0 0 0 0 0 0 ) 0 0 Supplies 1.0| each 0 0 0 0 0 0 0 0 0 Licenses/Permits 1.0| T&M 0 0 0 0 0 0 0 0 t) 0 0 CADocuments and Settings\shenson'Local Settings\Temporary Intemet Files\Content, Outlook\60SIOWSU\(TO46_ProposelFeelist_Fee Revised 2010 rate mod-rev2.xls}Budget Joanne Kublik From: Zan Fedorak Sent: Monday, March 10, 2014 5:29 PM To: Gary Stanford; Jack Allen; Joanne Kublik; Marcella B. Eubanks Ce: Olivia Tanner; Samuel S. Scallan; Kay Godwin Subject: RE: Task Orders Gary, Thanks so much for providing your guidance on this. We’ll make sure that all future amended Task Orders are processed with the interpretation below. Zan From: Gary Stanford [mailto:GStanford@clerkofcourts.cc] Sent: Monday, March 10, 2014 12:23 PM To: Zan Fedorak; Jack Allen; Joanne Kublik; Marcella B. Eubanks Cc: Olivia Tanner; Samuel S. Scallan Subject: RE: Task Orders Zan, We certainly agree on your audit focus, because that is certainly our focus. This issue, | believe, has been interpreted differently by different people at different times, so | would certainly say clarity i in policy, as you say, as well, of the agreed upon interpretation is critical d n Gary Stanford — Finance Officer Okaloosa County Clerk of Circuit Court BCC Finance Division 302 N. Wilson Street, Suite 203 Crestview, FL 32536 Tel: (850) 689-5000 x 3411 From: Zan Fedorak [mailto:zfedorak@co.okaloosa.fl.us] Sent: Friday, March 07, 2014 11:57 AM To: Jack Allen; Joanne Kublik; Marcella B. Eubanks Cc: Gary Stanford; Olivia Tanner; Samuel S. Scallan Subject: RE: Task Orders All, Obviously , based on the varied responses, the Purchasing Manual is not clear on this issue. Finance Fir the final word on this. Marcella and | spoke and we both came to the same conclusion that the amount of the amendment is irrelevant lf Gary and Sam are in agreement with this interpretation, we will move forward with that process for all future amendments and make sure that is clear in any policy updates. Thanks Zan From: Jack Allen Sent: Friday, March 07, 2014 9:53 AM To: Joanne Kublik; ‘Marcella B. Eubanks’ Cc: Zan Fedorak; Gary Stanford; Olivia Tanner Subject: RE: Task Orders Jo, I’m not sure that is the answer from what | interpreted from Marcella’s response. Since this is a deductive amount within Zan’s approval, she can sign it. Marcella, please let me know if I’m misinterpreting your response. Thanks, Jack From: Joanne Kublik Sent: Friday, March 07, 2014 9:40 AM To: ‘Marcella B. Eubanks’; Jack Allen Cc: Zan Fedorak; Gary Stanford; Olivia Tanner Subject: RE: Task Orders Then to the Board it is! Many thanks for all the info you have provided. Jo Joanne Kublik, Contracts and Lease Coordinator Okaloosa County Purchasing Department 602-C North Pearl Street Crestview, Florida 32536 (850) 689-5960 jkublik@co.ckaloosa.fl.us Please note: Due to Florida's very broad public records laws, most written communications to or from County employees regarding County are public records, available to the public and media upon request. Therefore, this written e-mail communication, including your e-mail , may be subject to public disclosure. busines addres From: Marcella B. Eubanks [mailto:MEubanks@clerkofcourts.cc] Sent: Friday, March 07, 2014 9:40 AM To: Joanne Kublik; Jack Allen Cc: Zan Fedorak; Gary Stanford; Olivia Tanner Subject: RE: Task Orders Jo, please see highlighted section below. | don’t think it matters if it is an increase or decrease. In my opinion, what drives the amendment is the amount of the amendment, not the amount of the original TO. XV. TASK ORDERS Task orders represent additional or new work assigned to an existing task order specific contract previously approved by the Board. 1. Approval — All task orders require a written request (refer to Form Appendices) which has been reviewed and approved by the requesting depart Appr Il be pursuant to the threshold levels for authorization. 2. Scope of Work — All task orders shall contain a clearly defined detailed scope of work. 3. Payment — All task orders must contain a clearly defined payment schedule or process. 2 4. CCNA -Florida Statute 287.055 (Procurement of Personal Property & Services), commonly referred to as the “Consultant's Competitive Negotiation Act” must be complied with. Marcella B. Eubanks Contracts and Grants Manager Okaloosa County Clerk of Circuit Court Contracts and Grants 1804 Lewis Turner Boulevard, Suite 206 Ft. Walton Beach, FL 32547 Tel: (850) 651-7200 x 4381 From: Joanne Kublik [mailto:jkublik@co.okaloosa.fl.us] Sent: Friday, March 07, 2014 9:16 AM To: Jack Allen; Marcella B. Eubanks Cc: Zan Fedorak Subject: RE: Task Orders Joanne Kublik, Contracts and Lease Coordinator Okaloosa County Purchasing Department 602-C North Pearl Street Crestview, Florida 32536 (850) 689-5960 jlaiblik@co.ckaloosa.flus 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: Jack Allen Sent: Friday, March 07, 2014 9:14 AM To: Joanne Kublik; Marcella B. Eubanks Cc: Zan Fedorak Subject: RE: Task Orders Jo, While a deductive revision is not specifically addressed under the Task Order section of the manual, historically, | have always used the Change order guidelines when it relates to Task Order revisions...see excerpt below... XIV. CHANGE ORDERS — CONTRACTED SERVICES 1. Change Orders are changes due to unanticipated conditions or developments made to a contract which do not substantially alter the character of the work contracted for and which do not vary so substantially from the original specification as to constitute a new undertaking. 2. Approval Authority a. The Purchasing Director may approve deductive Change Orders which do 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. Thanks, Jack From: Joanne Kublik Sent: Friday, March 07, 2014 9:05 AM To: Marcella B. Eubanks Cc: Zan Fedorak; Jack Allen Subject: Task Orders Importance: High Marcella — we have a revised task order #46, amendment 2 for SCS, C06-1353-PW. The original amount was $102,200 and it was approved by the Board, signed by the chairman. Revision #1 reduced the amount to $100,100. Revision #2 further reduces the amount to $91,300. Question — does Amendment 2 have to go to the Board for approval? Amendment 1 did go to the Board and chairman signed, but the department is questioning this and | cannot find direction in the Purchasing Manual. Can you help me on this??? Joanne Kublik, Contracts and Lease Coordinator Okaloosa County Purchasing Department 602-C North Pearl Street Crestview, Florida 32536 (850) 689-5960 jkublik@co.ckaloosa.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. PLEASE NOTE: Florida has a very broad public records law. Email communications to or rom Okaloosa County Clerk of Court empl are considered public records and are available to the public and media upon request. Your e-mail comir cluding 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 ff immediately.