Interoffice Memorandum
DATE: July 1, 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 Amendment No. 10, Task Authorization No. 12, Contract Y17-901E, Addition of Variable Frequency Drives (VFD) for Water Supply Facilities - Oak Meadows Water Supply Facility (WSF) and Hidden Springs Repump Facility (RF)
ACTION REQUESTED:
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Approval of Amendment No. 10, Task Authorization No. 12, Contract Y17-901E, Additional Construction Administration Services for the project, Addition of Variable Frequency Drives for Water Supply Facilities - Oak Meadows WSF and Hidden Springs RF, with CHA Consulting, Inc., in the amount of $4,987.18, for a revised contract amount of $514,832.13. ([Utilities Department Engineering Division] Procurement Division)
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PROCUREMENT:
The contractor has encountered unforeseen field conditions that have delayed completion of the Oak Meadows WSF portion of the project beyond the current contract scope. As a result, this amendment will provide additional engineering services under Task 800 - Construction Administration to support the extended construction duration through project completion.
The additional services are required to address the replacement of a recently installed air conditioning unit at the Oak Meadows WSF that was damaged during construction. The originally approved air conditioning unit is no longer available from the manufacturer and must be replaced with a different brand. Engineering services will include review of shop drawings for the replacement unit, on-site coordination during installation, observation of testing and startup activities, and support through project closeout to achieve final completion. This project is located in Districts 1 and 6.
FUNDING:
Funding is available in account numbers 4420-038-1544-0013-6310 and 4420-038-1544-0014-6310.
APPROVALS:
The Utilities Engineering Division concurs with this recommendation.
REMARKS:
On September 25, 2017, the Board approved the selection of CHA Consulting, Inc. to provide Continuing Utilities Engineering Services.
Task Authorization No. 12 was executed on January 1, 2019, in the amount of $294,865.22 for the addition of VFD’s for Water Supply Facilities - Oak Meadows WSF and Hidden Springs RF.
Previous Amendments for this Task Authorization are as follows:
Amendment 1: Provided additional scope of work at zero dollars to remove two of the water supply facilities from the original four included in the original scope of work due to the CCNA amount limit for projects.
Amendment 2: Provided additional engineering services under Task 200 Final Design and Task 800 Construction Administration to add the replacement of the existing emergency power generator and fuel tank at the Oak Meadows WSF to the project scope. This amendment increased funding by $28,284.36, resulting in a revised Task Authorization amount of $323,149.58.
Amendment 3: Provided additional engineering services under Task 200 Final Design and Task 800 Construction Administration to replace the existing 36-inch water main at Oak Meadows WSF determined to be in critical condition. This amendment increased funding by $28,530.58, resulting in a revised Task Authorization amount of $351,680.16.
Amendment 4: Provided additional engineering services under Task 200 Final Design for the FDEP permit submittal and application fees, not included in the original scope for both facilities. This amendment increased funding by $3,676.05, resulting in a revised Task Authorization amount of $355,356.21.
Amendment 5: Provided additional engineering services under Task 200 Final Design to adjust the design of the electrical room layout at Oak Meadows WSF to accommodate the proposed Variable Frequency Drives units, not included in original scope. This amendment increased funding by $57,755.90, resulting in a revised Task Authorization amount of $413,112.11.
Amendment 6: Provided additional engineering services under Task 800 Construction Administration to extend services by nine months due to the construction schedule being extended due to long lead on delivery of VFDs, pumps and generator units. This amendment increased funding by $13,167.96, resulting in a revised Task Authorization amount of $426,280.07.
Amendment 7: Provided additional engineering services under Task 800 Construction Administration to extend services by two months for additional progress meetings and on-site coordination meetings, review of additional shop drawings and RFIs related to the facility shutdown process. Additional services that were not part of the original scope and needed due to unforeseen field conditions experienced by the contractor with a long lead on delivery of the HVAC system, pumps and generator fuel tank. This amendment increased funding by $32,466.98, resulting in a revised Task Authorization amount of $458,747.05.
Amendment 8: Provided additional engineering services under Task 800 Construction Administration to extend services by five months for additional progress meetings and on-site coordination meetings, review of additional shop drawings and RFIs related to the facility start-up process and testing period. Additional services that were not part of the original scope and needed due to unforeseen field conditions experienced by the contractor with a long lead on delivery of the HVAC system and generator/fuel tank systems. This amendment increased funding by $40,775.28, resulting in a revised Task Authorization amount of $499,522.33.
Amendment 9: Provided additional engineering services under Task 800 Construction Administration to extend services by 5 months with additional progress meetings, for consultation and advice to assist in resolving field conflicts encountered during the remaining testing period of the facility and unforeseen field conditions experienced by the contractor related to the installation of generator, fuel tank, and HVAC system. This amendment increased funding by $10,322.62, resulting in a revised Task Authorization amount of $509,844.95.