Interoffice Memorandum
DATE: November 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: Raymond Williams, Manager, Public Works Engineering Division
PHONE: 407-836-7909
SUBJECT: Approval of Contract Y23-805, Final Engineering Design Services Pine Hills Road Trail Phase 2C (from Bonnie Brae Circle (Located 500’ North of North Lane) to Clarcona Ocoee Road)
ACTION REQUESTED:
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Approval of Contract Y23-805, Final Engineering Design Services Pine Hills Road Trail Phase 2C (from Bonnie Brae Circle (Located 500’ North of North Lane) to Clarcona Ocoee Road), with AVCON, Inc., in the total contract award amount of $740,548.99. ([Public Works Department Engineering Division] Procurement Division)
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PROCUREMENT:
This contract will provide final engineering design of Pine Hills Road Trail Phase 2C from North Lane to Clarcona Ocoee Road for a distance of approximately one mile. This project is located in District 2.
FUNDING:
Funding is available through the Florida Department of Transportation (FDOT) Local Agency Program with supplemental funding by the County using the following account numbers:
• 7540-062-2129-6310 Grant Accounting Line
• 1265-062-2129-6310 Local Match Accounting Line
APPROVALS:
The Public Works Engineering Division concurs with this recommendation.
REMARKS:
On March 7, 2023, the Board approved the selection of AVCON, Inc. and authorized the Procurement Division to commence contract negotiations within an estimated budget of $600,000. This amount was based on an in-house estimate completed in September 2019 using estimates of staffing hours and personnel rates from older contracts. The project negotiations were delayed due in part to the reasons listed below.
• FDOT added a requirement for cultural resources assessment, which required the addition of sub-consultant Archaeological Consultants, Inc. (ACI).
o After ACI was added, FDOT mistakenly indicated ACI was not qualified to do this work.
o Further review from senior FDOT staff confirmed ACI is qualified when working under a prime consultant with appropriate FDOT qualifications.
• After award, sub-consultant Gator Engineering & Aquifer Restoration, Inc., dba GEAR declined to participate and was required to be replaced by Drummond Carpenter, Inc.
• Due to above delays, AVCON, Inc. and multiple sub-consultants had to process updated FDOT pre-qualification letters.
Due to the delays and inflation, the costs for the project were increased and an updated cost estimate was prepared in May 2023. On June 2, 2023, FDOT provided concurrence to negotiate with AVCON, Inc. based on an updated engineering estimate of $913,619.81. The final negotiated amount of $740,548.99 falls under the updated estimate and provides for appropriate staffing to ensure project success.