Interoffice Memorandum
DATE: September 15, 2026
TO: Mayor Jerry L. Demings and County Commissioners
FROM: Carrie Mathes, FNIGP, CFCM, NIGP-CPP, CPPO, C.P.M., Manager II, Procurement Division
CONTACT: Lindy A. Wolfe, P.E. LEED AP, Manager II, Utilities Engineering Division
PHONE: 407-254-9918
SUBJECT: Approval of Change Order No. 8, Task Authorization No. 3, Contract Y23-904C, Continuing Engineering Services for the Utilities Department for the Wekiwa Retrofit Projects Phase 6A (Majestic Oaks) and Phase 6B (Sweetwater Country Club Place)
ACTION REQUESTED:
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Approval of Change Order No. 8, Task Authorization No. 3, Contract Y23-904C, Continuing Engineering Services for the Utilities Department for the Wekiwa Retrofit Projects Phase 6A (Majestic Oaks) and Phase 6B (Sweetwater Country Club Place), with CPH, LLC in the amount of $258,846.76, for a revised total amount of $388,115.07. ([Utilities Department Engineering Division] Procurement Division)
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PROCUREMENT:
The Wekiwa Retrofit Projects, which include Phase 6A - Majestic Oaks (59 parcels) and Phase 6B - Sweetwater Country Club Place (24 parcels), are funded by the Florida Department of Environmental Protection (FDEP) Grant - Agreement No. WG015 and will convert a total of 83 residential parcels from septic to sewer. To ensure applicable grant deadlines were met and the project remained on schedule, the original task authorization was negotiated to initially include surveying services for 24 residential lots, allowing survey activities to commence while the design was being finalized. The design services were subsequently incorporated into the task authorization through Change Order No. 1.
To comply with the FDEP grant timelines, the engineering scope under Task Authorization No. 3 was intentionally phased, initially limiting the purchase order to survey and design services for Phase 6B. Now that both Phase 6A (Majestic Oaks) and Phase 6B (Sweetwater Country Club Place) are advancing together into the bidding and construction phase, this change order incorporates the planned Construction Administration and Community Outreach services for both phases. This ensures successful completion and grant compliance. Services include public and stakeholder coordination, review of shop drawings, responses to Requests for Information, participation in construction progress meetings, site visits, preparation of record drawings, and other related construction support. The project is located in District 2.
FUNDING:
Funding is available in account number 4420-038-1505-0017-6340.
APPROVALS:
The Utilities Engineering Division concurs with this recommendation.
REMARKS:
On February 27, 2024, Task Authorization No. 3 was created to provide surveying services in the amount of $50,344.50 for Wekiwa Retrofit Project Phase 6B - Sweetwater Country Club Place. Phase 6B encompasses 24 residential parcels and includes approximately 1,200 linear feet of gravity sanitary sewer, associated manholes, sanitary sewer services, abandonment of existing septic systems, and connection of the properties to central sewer service.
Previous change orders for this task authorization are as follows:
Change Order 1: Added engineering design services for Phase 6B in the amount of $78,923.81, for a revised total amount of $129,268.31.
Change Order 2: Reduced line 1 and added line 2. The total of the purchase order remained the same.
Change Order 3: Issued to correct reporting code.
Change Order 4: Issued to encumber $55,246.67.
Change Order 5: Issued to encumber $10,000.
Change Order 6: Issued to reallocate funds between tasks and sub consultants.
Change Order 7: Issued to encumber $5,785.25.