Interoffice Memorandum
DATE: July 18, 2024
TO: Mayor Jerry L. Demings and County Commissioners
FROM: Carrie Mathes, 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: Amendment No. 4, Contract Y19-818, Eastern Water Reclamation Facility Phase 6A Plant Reclaimed Water System Expansion Project
ACTION REQUESTED:
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Approval of Amendment No. 4, Contract Y19-818, Eastern Water Reclamation Facility Phase 6A Plant Reclaimed Water System Expansion Project, with CDM Smith, in the total amount of $370,877.76, for a revised total contract amount of $3,518,270.65. ([Utilities Department Engineering Division] Procurement Division)
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PROCUREMENT:
This amendment includes additional services related to final design, permitting, and construction administration.
Curtis Stanton Energy Center (CSEC) is a significant industrial user of reclaimed water effluent from the Eastern Water Reclamation Facility (EWRF). CSEC is currently scheduled to decommission a coal fired portion of CSEC which will reduce the reclaimed water demands of the facility by four million gallons per day by December 2025. Orange County Utilities identified three projects which were critical for the operation of the plant within the requirements of the current operating permit. The three projects were collectively bid as “EWRF Phase 6A” and are described as the project packages listed below:
Package A: EWRF 6A Storage and Repump
Package B: EWRF Internal Recycle Pump Replacement Package C: EWRF Motor Control Center Replacement
This specific task authorization request is associated with project Package A. The three projects were originally designed separately, with the assumption that Packages B and C would complete construction first and Package A would complete construction later. Initially, the three packages were scheduled to be bid separately on different construction timelines. However, news of the CSEC decommissioning necessitated that the three packages be bid together, with Packages C and A to be operational by December 2025 and Package B soon after that date. The bidding approach and construction milestones were adjusted to expedite the completion of assets critical for storing and pumping excess reclaimed water in the Public Access Reuse system.
On June 4, 2024, Change Order No. 1 was approved amending the associated construction contract Y24-724 EWRF 6A to include construction of the Curry Ford Access Road and stormwater ponds. These assets were identified as critical for the completion of EWRF 6A and were previously unsuccessfully bid as part of Invitation for Bids Y24-712.
This authorization will provide additional engineering services necessary to carry out the project successfully throughout construction. The level of effort required from the CDM Smith team will exceed that of the originally anticipated effort due to several impacts as described below.
1. Significant design changes, additional permitting requirements, and additional clarifications required due to the expedited schedule, the combination of three separate design sets of specifications for the different packages, and addition of the access road and stormwater.
2. Increased complexity of construction phase services due to added intermediate milestones, as required to meet the December 2025 deadline.
3. Increased construction phase services. This increase in construction coordination meetings is required to accommodate the combination of the three packages, ensuring that critical assets are operational by December 2025. Further, since the time of initial scope development, the lead times of several major project assets, specifically electrical equipment, have significantly increased due to market availability, further adding complexity to the construction schedule. This authorization accounts for the decision to issue an owner direct purchase of transformers to reduce the long lead impact on the overall construction schedule.
These services will be performed in accordance with the lump sum and not-to exceed method. This project is located in District 4.
FUNDING:
Funding is available in account number 4420-038-1538-0025-6310.
APPROVALS:
The Utilities Engineering Division concurs with this recommendation.
REMARKS:
On August 6, 2020, the Board approved the selection of CDM Smith and authorized negotiation and execution of a contract by the Procurement Division provided that the contract does not exceed the budget amount of $3,000,000 for all phases of negotiation. This change order exceeds this amount and therefore requires BCC approval.
Below is a history of the task authorizations for EWRF Phase 6A.
Phase 1: Contract Executed with Preliminary Design services.
Effective Date: 11/09/2020 Amount: $485,985.97
Amendment No. 1: Effective Date: 6/24/2021 Amount: $0
Amendment 1 revised the contract to include an additional sub consultant to perform preliminary design services.
Phase 2, Amendment No. 2: Final Design and Construction Administration Services
Effective Date: 8/17/2022 Amount: $2,661,406.92
Amendment 2 included design, permitting, bidding, and construction administration services for EWRF Phase 6A.
Amendment 3: Effective Date: 11/23/2022 Amount: $0
Encumber funds with a zero-dollar increase.