Interoffice Memorandum
DATE: June 19, 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. 9, Contract Y17-804, Hamlin Groves Trail and Avalon Road Master Pump Stations
ACTION REQUESTED:
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Approval of Amendment No. 9, Contract Y17-804, Hamlin Groves Trail and Avalon Road Master Pump Stations, with Black and Veatch Corporation, in the amount of $227,475.62, for a revised total contract amount of $2,367,255.57. ([Utilities Department Engineering Division] Procurement Division)
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PROCUREMENT:
Contract Y17-804 encompasses two construction contracts: the Hamlin Groves Trail Master Pump Station (MPS) and the Avalon Road MPS. The Hamlin Groves Trail MPS project has been constructed and successfully closed out. In contrast, the Avalon Road MPS project remains under construction. Both construction projects were designed under the same engineering services contract with Black and Veatch.
The Avalon Road MPS project encountered significant design modifications due to evolving adjacent development and road widening plans. Additional efforts were required for responding to addendum items, obtaining permits, reviewing supplementary shop drawings, and managing delays in material and equipment deliveries, which resulted in previous amendments. This amendment will address additional construction administration (CA) engineering services beyond the original scope of the Avalon Road MPS project to account for an additional 12 months of unforeseen construction duration.
This amendment will provide the following services for the additional 12 months of construction:
1. Project Management Services: Includes, but is not limited to, invoicing, M/WBE reporting/compliance, project budgeting and controls, scheduling resources, survey, geotechnical investigation, and ecological investigation services.
2. Meetings: Additional onsite and virtual meetings, including meeting attendance and reviewing and providing input on meeting minutes.
3. Site Visits: Additional site visits to observe the progress of the work, resolve questions, or provide clarifications.
4. Additional Submittal Review: The amendment fee includes the review of up to 82 submittals beyond the original scope of services.
This project is located in District 1.
FUNDING:
Funding is available in account number 4420-038-1507-0032-6310.
APPROVALS:
The Utilities Engineering Division concurs with this recommendation.
REMARKS:
On August 22, 2017, the Board approved the selection of Black and Veatch Corporation and authorized negotiation and execution of a contract by the Procurement Division provided that the contract does not exceed the budget amount of $1,650,000 for all phases of negotiation.
Previous contract amendments for both projects are as follows:
Contract executed with preliminary, final design, and bidding services for Hamlin Groves Trail MPS (Phase 1)
Effective Date: 10/02/2017 Amount: $919,607.03
Amendment No. 1: (Phase 2) Design, preliminary, final, and bidding services for Avalon Road MPS.
Effective Date: 1/15/2019 Amount: $719,368.75
Amendment No. 2: Additional design services and reallocation of tasks for Hamlin Groves Trail MPS.
Effective: 7/31/2019 Amount: $10,000
Amendment No. 2: Additional engineering services to redesign the Hamlin Groves Trail MPS north access driveway and to relocate the odor control unit from the east side of the site to the west side.
Amendments No. 3, 4, 5, 6: Encumbered funds with a zero-dollar increase.
Amendment No. 7: Additional design, bidding, and CA services for Avalon Road and Hamlin Groves Trail MPS.
Board Approval Date: 9/03/2021 Amount: $397,199.73
Amendment No. 7: Additional design, bidding, and CA services for the Hamlin Groves Trail MPS and the Avalon Road MPS (four months construction extension). Only $77,962.54 of this amount was associated with the Avalon Road MPS CA services.
Amendment No. 8: Additional bidding and CA services for the Avalon Road MPS (six months construction extension).
Effective Date: 8/04/2023 Amount: $93,604.44