Interoffice Memorandum
DATE: May 6, 2025
TO: Mayor Jerry L. Demings and County Commissioners
FROM: Carrie Mathes, CFCM, NIGP-CPP, CPPO, C.P.M., Manager II, Procurement Division
CONTACT: Brian Sanders, Manager, Transportation Planning Division
PHONE: 407-836-8022
SUBJECT: Approval of Contract Y24-817, Lake Pickett Road Roadway Conceptual Analysis Study
ACTION REQUESTED:
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Approval of Contract Y24-817, Lake Pickett Road Roadway Conceptual Analysis Study, with Dewberry Engineers, Inc., in the total contract award amount of $993,199.18. ([Public Works Department Transportation Planning Division] Procurement Division)
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PROCUREMENT:
The consultant will provide a technical evaluation of Lake Pickett Road from E. Colonial Drive (SR 50) to Percival Road to review the need for additional roadway enhancements and pedestrian, cyclist, and transit enhancements. This will include an evaluation of current conditions as well as future developments that are planned for this roadway. This project is located in District 5.
FUNDING:
Funding is available in account number 1002-072-2732-3110.
APPROVALS:
The Transportation Planning Division concurs with this recommendation.
REMARKS:
On October 29, 2024, the Board selected Dewberry Engineers, Inc. and authorized the Procurement Division to commence contract negotiations with a not-to-exceed budget of $700,00. Since that time, we have seen significant price increases throughout the industry. During the fee negotiation process, the Transportation Planning Division and Dewberry Engineers, Inc. completed four rounds of negotiation. First, the original hourly rate for Geotechnical and Environmental Consultants, Inc.’s Chief, Senior Engineer and Engineer roles had increased 22-50% from other projects that had been submitted to the county within the past year. Taking the time to negotiate these rates brought them down to a more consistent rate with our other projects and saved the county money. Second, Dewberry Engineers, Inc. overlooked some new scope requirements pertaining to how right-of-way identification maps are created and how to perform title searches that were added as part of the 2024 project advertisements. The Transportation Planning Division met with the consultant to explain details of the scope language that had been added since the last conceptual analysis Dewberry Engineers, Inc. performed, and they were able to provide a more refined estimate. Last, the engineering and design industry has seen a great increase in costs as many survey companies face shortages of skilled surveyors available to complete a project of this magnitude. Engineering costs, U.S. postal mailing rates and equipment rental fees also continue to increase at a rapid rate since the original estimate causing protracted negotiations. This uncertainty has added additional time to our reviews and responses from the consultant. The current proposal has hourly rates in line with other Roadway Conceptual Analyses studies and the number of hours per task is appropriate for a project of this magnitude. The Transportation Planning Division is in support of the final fee proposal of $993,199.18. Initial funds have been secured in the Y25-26 cycle to complete the project.