Interoffice Memorandum
DATE: August 6, 2024
TO: Mayor Jerry L. Demings and County Commissioners
THROUGH: N/A
FROM: Ed Torres, M.S., P.E., LEED AP, Director, Utilities
CONTACT: Troy Layton, P.E., NCEE, Manager, Utilities
PHONE: 407-254-9794
DIVISION: Field Services Division
ACTION REQUESTED:
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Approval and execution of Change Order Number 12, Contract Y23-741-R2 Pine Hills Road Pedestrian Safety Improvements-Phase II, with RMS Constructors Group, LLC, in the amount of $9,849,999.52, for a revised total contract amount of $ 21,436,439.57. District 6. (Field Services Division)
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PROJECT: N/A
PURPOSE: RMS Constructors Group, LLC has submitted a price proposal for additional services under the terms of Contract Y23-741. This project consists of pedestrian safety improvements throughout Pine Hills Road from S.R. 50 (Colonial Drive) to Figwood Lane. The original scope of work includes constructing a raised median along 1.69 miles of Pine Hills Road, upgrading curb ramps and driveways to meet ADA requirements, installation of approximately 3,650 liner feet of steel loop fence Pedestrian Channelization Barrier, upgrading mast arms at two intersections, landscaping, and approximately 8,600 liner feet of asphalt milling and resurfacing of the entire road width of Pine Hills Road. The original project included no Utilities work in the scope.
Change Order No. 12 includes utilities work to construct wastewater improvements to convert 93 parcels currently utilizing private septic tank systems to a centralized public gravity sewer system. The project limits are along Pine Hills Road from north of Colonial Drive to Silver Star Road (SR 438). The proposed scope of work includes approximately 4,000 linear feet of 8-inch gravity sewer main, 22 sanitary sewer manholes, service laterals, cleanouts, and connections at 93 parcels, abandonment of 93 septic systems, and associated restoration of roadway, curbing, sidewalks, driveways, fences, landscaping, and maintenance of traffic. Proposed Change Order No. 12 proposes to add this work to Contract Y23-741 in the amount of $9,849,999.52.
Orange County obtained two grants, including $1,725,814.62 from American Rescue Plan Act (ARPA) and $4,290,000 from Florida Department of Environmental Protection (FDEP) and was selected for a third grant from St. Johns River Water Management District (SJRWMD) for $3,167,000. The grants total of $9,182,814.62 for the above wastewater improvements including engineering design, construction, and capital fees. The ARPA funds will be used entirely to pay for engineering design and capital fees and will not be used to pay for construction. Orange County will contribute $2,666,428.42 to the project, of which $273,428.90 will be used to pay engineering design and capital fees and $2,392,999.52 will be for construction.
The requirements from the first two grants stipulate the project must be constructed and operational prior to December 31, 2026. The County attempted to have a joint project for both the gravity improvements and pedestrian safety improvements under one contract; however, the urgent need for pedestrian safety could not wait for the finalization of the sewer project design. Further, it is not financially feasible or practical to bid a separate sewer retrofit project due to the overlapping scope of work specifically due to the asphalt milling and resurfacing requirements of both projects. If Contract Y23-741 is allowed to be completed without this change order’s work, the County would then be impacting over 1.1 miles of newly paved Pine Hills Road roadway to install the gravity sewer and then repaving this area a second time. A cost analysis was performed assessing the proposed change order work and comparing the pricing to current sanitary sewer projects under construction by the County. The proposed prices are comparable with current contracts and in line with fair market values for this higher traffic location. Further, we reviewed the circumstances regarding this Change Order with FDEP as it relates to the grant, and FDEP has agreed that we can seek Board approval and proceed to construction.
Change Orders No.1 through No.3 required the Board’s approval and increased the Contract 7.6% from the original contract of $10,309,067 to $11,090,450.73 in June 2023. The change orders consisted of additional hours for Law Enforcement Services for safety concerns, new traffic control assembly, and additional pedestrian safety work to be in compliance with the Americans with Disabilities Act.
Change Orders No.4 through No.11 increased the Contract by $495,989.32 to $11,586,440.05 or 4.5% and were approved prior to March 21, 2024. They included a deduction for office space, installation of additional signalization for a temporary left lane, removal and replacement of a damaged inlet top, installation of bollards to protect pedestrian crossings, additional work for differing site conditions, relocation of a traffic controller cabinet due to right of way clearances, and additional hours for Law Enforcement Services for safety concerns.
The proposed Change Order No.12 for $9,849,999.52 increases the Contract value by 93.3% and revises the contract amount to $21,436,439.57.
BUDGET: N/A