Interoffice Memorandum
DATE: September 17, 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: Mark Ikeler, Manager, Water Reclamation Division
PHONE: 407-254-9705
SUBJECT: Ratification of Change Orders No. 4 and 5, Purchase Order M117957 for Mobile Belt Filter Press Rental at Hamlin Water Reclamation Facility
ACTION REQUESTED:
title
Ratification of Change Orders No. 4 and No. 5, Purchase Order M117957 for Mobile Belt Filter Press Rental at Hamlin Water Reclamation Facility, with Merrell Bros, Inc., in the amount of $195,750, for a revised total amount of $555,515.92. ([Utilities Department Water Reclamation Division] Procurement Division)
body
PROCUREMENT:
Change Order No. 4 added funding, in the amount of $43,500, to continue the rental of the dewatering equipment and extended the lease period from August 1, 2026, to September 30, 2026. This change order covers the continued operation of the biosolids dewatering process at the Hamlin Water Reclamation Facility and provides uninterrupted disposal of biosolids at 16000 Malcom Road, Winter Garden, Florida. The change order funding includes equipment rental, chemicals, and continued use of the equipment necessary for ongoing operational needs.
Change Order No. 5 added funding to continue the rental of the dewatering equipment and extended the lease period from October 1, 2026, through April 30, 2027. The total amount of Change Order No. 5 is $152,250.
These change orders were executed without prior approval due to urgent operational necessity. The previously awarded Contract Y25-1069 was terminated unexpectedly after the vendor supplied equipment with incompatible and unproven specifications, making it unusable for the facility’s biosolids management needs. Termination of that contract created an immediate operational gap requiring continuation of the existing rental equipment to avoid interruptions in biosolids processing, potential regulatory noncompliance, and environmental impacts.
Because the facility could not pause or reduce biosolids production, and because alternate equipment options were not available on short notice, change orders No. 4 and No. 5 were processed to maintain continuity of critical services. These actions were taken with approval from Deputy County Administrator Jon Weiss to ensure uninterrupted operations while a new long-term procurement path is established. Ratification is therefore requested for these change orders, which were necessary to protect public health, regulatory compliance, and environmental stewardship.
FUNDING:
Funding is available in account number 4420-038-1360-3197.
APPROVALS:
The Water Reclamation Division concurs with this recommendation.
REMARKS:
On April 25, 2025, Purchase Order M117957 was issued to Merrell Bros, Inc. in the amount of $149,235.92, which was within Procurement’s authority. The initial six-month rental of the belt filter press was required when the original disposal methods for biosolids were no longer economical due to logistical constraints. A vendor was selected to provide a portable belt filter press until a long-term contract could be established. The original rental period was from May 1, 2025, through October 30, 2025. Additional time was needed for the contract to be solicited, awarded, and projected for approval by the Board in February 2026.
An Invitation for Bids (IFB) was issued and awarded on June 12, 2026. Unfortunately, the awarded vendor could not provide the equipment as specified in their submittal, and the contract was terminated on August 16, 2026. The nine-month rental extension is necessary to continue providing services while the IFB is re-issued, evaluated, and awarded.
Previous change orders are as follows:
Change Order No. 1: Extended the Purchase Order for a period of six-months, from October 18, 2025, to April 17, 2026, in the amount of $130,500, for a revised total of $279,735.92. Board approval was obtained on December 2, 2025.
Change Order No. 2: Extended the Purchase order for a period of three-months, from April 18, 2026, to July 17, 2026, in the amount of $65,250, for a revised total of $344,985.92.
Change Order No. 3: Extended the Purchase Order for a period of two-weeks to align it with the County’s fiscal year, from July 18, 2026, to July 31, 2026, in the amount of $14,780, for a revised total of $359,765.92.