Interoffice Memorandum
DATE: August 19, 2025
TO: Mayor Jerry L. Demings and County Commissioners
FROM: Carrie Mathes, FNIGP, CFCM, NIGP-CPP, CPPO, C.P.M., Manager II, Procurement Division
CONTACT: Terry Devitt, Deputy Director, Orange County Convention Center
PHONE: 407-685-9867
SUBJECT: Approval of Amendment No. 3, Contract Y23-137C Cost Estimating, Scheduling, and Project Management for the Orange County Convention Center (OCCC)
ACTION REQUESTED:
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Approval of Amendment No. 3, Contract Y23-137C Cost Estimating, Scheduling, and Project Management for the Orange County Convention Center (OCCC), with Procon Consulting LLC, in the amount of $421,799, for a revised estimated contract amount of $2,282,579. ([Orange County Convention Center Capital Planning Division] Procurement Division)
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PROCUREMENT:
This amendment adds funding at the current contracted rates for professional services to support the OCCC Capital Improvement Program for capital projects to include upgrades, replacements, renovations, and new buildouts. The services include cost estimating from the initial validation to construction documents development, project oversight from all aspects of a scope of work, schedule development, and monitoring. It has been determined that the estimated volume of work was not adequately calculated to sufficiently cover the base service period of this contract. A resolicitation is in an extended procurement process, necessitating an increase in this contract's funding.
FUNDING:
Funding is available in account number 4430-035-0960-6210.
APPROVALS:
The Orange County Convention Center concurs with this recommendation.
REMARKS:
On April 11, 2023, the Board approved the selection of three contractors for Request for Proposals Y23-137 and authorized the Procurement Division to negotiate and execute a three-year contract with Procon Consulting LLC for an estimated contract amount of $1,248,846.
Projected needs and task deliverables requiring increased use of these contracts:
1. Project Management Staff Support
a. These contracts have provided critical resources for several projects that require multiple shift coverages, to include nights and weekends, due to convention activities.
b. In order to effectively manage projects, these contracts have been utilized to manage the volume of work. Based on the level of oversight required, each position provided under these contracts has been utilized to manage deliverables.
c. Sample of projects requiring ongoing project management staff support throughout the duration of these contracts:
i. North-South Building Improvements - Phase 5A
ii. West Building C Lobby Exterior Lighting Replacements
iii. North-South MDF MDR Alternate Cooling Upgrades
iv. North-South Victaulic Coupling Replacements
v. West Building Concourse Flooring Replacement
vi. West Building Ballroom Flooring Replacement
2. Cost Estimates and Project Schedules
a. The contracts are critical for the development of project budgets and as a third-party comparison during the design phases.
b. The contracts are also utilized for schedule development for coordination around convention activities and sequencing of the construction phase.
c. Sample of upcoming projects requiring Scope Validation Estimates, Design Estimates, and Schedule coordination throughout the duration of these contracts:
i. Campus Wide Coatings Improvements
ii. North-South Building Improvements - Phase 5A
This amended increase is anticipated to adequately cover the tasks required from this contract through December 2025. Therefore, staff found the proposed increase to be fair and reasonable for the volume of work expected through this contract.
Previous contract amendments are as follows:
Amendment No. 1: Increased the contract amount by $611,934, for a revised estimated contract amount of $1,860,780. Board approval was obtained on October 8, 2024.
Amendment No. 2: Increased the hourly rates per the price escalation provision. There was no change to the contract amount. This amendment was approved within Procurement's authority.