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County Administrator's Report 12. 24.
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| BCC Regular Meeting |
Budget & Finance Consent |
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| RECOMMENDATION: |
Recommendation Concerning a Change Order on Contract PD 11-12.030 to McKim & Creed, Inc., for Beach Haven Northeast Drainage and Sanitary Sewer Project Phase 2 - Joy Jones, P.E., Engineering Department Director
That the Board approve and authorize the County Administrator to execute the following Change Order to McKim & Creed, Inc., in the amount of $162,915 on Contract PD 11-12.030, Beach Haven Northeast Drainage and Sanitary Sewer Project Phase 2.
The Beach Haven Phase 2 project is a joint project with the Emerald Coast Utilities Authority (ECUA). This Change Order is for additional professional services for limited construction monitoring and design implementation, stormwater treatment, sewer improvements, roadway design, permitting, and surveying. These services are needed for Phase 2, which will take approximately three years to bid, construct, and close out the project. Design changes were required by the Federal Clean Water Act Grant, by Escambia County, and ECUA, and all are recommended for approval by staff:
| Department: |
Engineering |
| Division: |
Construction Management |
| Type: |
Addition |
| Amount: |
$162,915 |
| Vendor: |
McKim & Creed, Inc. |
| Project Name: |
Beach Haven Northeast Drainage and Sewer Project Phase 2 |
| Contract: |
PD 11-12.030 |
| PO#: |
200937 (Original PO 121406 formerly known as Jehle-Halstead, Inc.) |
| CO#: |
6 |
| Change Order #1: |
$19,000 |
| Change Order #2: |
$80,845 - Change Order posted / not approved |
| Change Order #3: |
$48,800.59 |
| Change Order #4: |
($80,845) - Deductive Change Order / to correct CO #2 posting |
| Change Order #5: |
Time Only |
| Original Contract Amount: |
$999,430 |
| Cumulative Amount of Change Orders Through this CO: |
$230,715.59 |
| New Contract Amount: |
$1,230,145.59 |
| Funding Source: |
Fund 352, LOST III, Cost Center 210107,
Object Code 56301, Project #08EN0272 |
This project is located in Commission District 2. |
| BACKGROUND: |
Meeting in regular session on July 12, 2012, the Board awarded a lump sum contract to McKim & Creed, Inc. (formerly known as Jehle-Halstead, Inc.), per the terms and conditions of PD 11-12.030, Beach Haven Northeast Drainage and Sanitary Sewer Project, a joint project between Escambia County and the Emerald Coast Utilities Authority (ECUA), to be managed by the Escambia County Engineering Department. The project provides enhanced stormwater improvements and sanitary sewer services to lots located in the Beach Haven neighborhood. The recently-completed Phase I project boundaries extend from Gulf Beach Highway on the south to Jones Swamp on the north, Decatur Avenue on the west, and Mills Avenue on the east.
Phase 2 of the project will provide improvements west to Fairfield Drive with Gulf Beach Highway as the southern boundary. The roadways running north and south include Colbert Avenue, Winton Avenue, Bremen Avenue, Calhoun Avenue, and Rentz Avenue. The roadways running east and west include Cairo Street, Lamar Street, Eliasburg Street, Talbert Street, and Graupera Street.
For Phase I:
- Change Order #1: In the amount of $19,000, was for wetland permitting, geotechnical services, and Grant documentation assistance.
- Change Order #2: Posted but not approved. A policy change occurred at that time requiring Construction Engineering Inspection (CEI) services to be performed by others besides the Engineer of Record (EOR).
- Change Order #3: In the amount of $48,800.59, was for:
- Additional funds for limited construction assistance and plan interpretation: Unforeseen issues and circumstances during construction required the Engineer to be present on-site more often than originally anticipated. The 78 hours proposed in the original Contract was not enough time to adequately help with construction assistance and interpretations for the 2.5-year construction period, and thus additional funds were required.
- County and public information meetings: Additional funds were required to cover multiple public meetings that were held to inform the public of the project prior to construction commencing. Project meetings and weekly meetings with the project team were also required during construction.
- Additional funds for bidding assistance, permitting, and as-built certification: Unforeseen design complexities required the Engineer to respond to multiple Request for Information (RFI) inquiries and addendums during the bid process, hold additional meetings with permitting agencies, and provide additional as-built certifications. These were not originally anticipated. The hours proposed in the original Contract was not enough time to adequately help with these tasks, and thus additional funds were required.
- Change Order #4: Deductive Change Order to correct Change Order #2 posting.
For Phase 2:
- Change Order #5: Time only Change Order added 1,095 days to the Contract to carry Phase 2 through bidding, construction, and closeout phases.
- This Change Order (#6): In the amount of $162,915 is a request for additional funds to perform the following:
- Ecological and Wetland Permitting Services: Additional wetland permitting is required for the installation of the wet retention system and treatment trains as required by the Federal Clean Water Act Section 319(h) Grant. Permit fees are included.
- Properties, Easement Surveys, and Legal Sketches: An additional easement survey and legal sketch were required for ECUA lift station property located on Rentz Avenue, so that the County’s standard cul-de-sac could be designed and constructed.
- Limited Construction Monitoring, Design Implementation, and Plan Interpretation During Construction: Lessons learned from Phase I revealed that additional construction monitoring services are needed for successful completion of the project and minimizing cost overruns.
- Stormwater Treatment Design: A Federal Clean Water Act Section 319(h) Grant was received for the project and requires the design of additional treatment systems for nutrient removal. The Grant-awarded funds ($600k) will be used for design changes and construction.
- Lamar Avenue Sanitary Sewer and Roadway Design: ECUA requested that sanitary sewer be routed through the unopened right of way on Lamar Street for additional separation between the sanitary sewer and stormwater ponds. This allows for easier sanitary sewer and stormwater pond maintenance while safeguarding infrastructure. County staff requested that Lamar Street roadway design services be added to provide connectivity and improve fire department and emergency response times.
- Polk Avenue Roadway Extension Design: Escambia County staff requested that Polk Avenue roadway extension design services be added to provide connectivity and improve fire department and emergency response times.
Also requested with this Change Order is the reallocation of unused existing supplemental services task funds, in the amount of $5,035, into a new supplemental services task to cover the cost to obtain an FDOT right-of-way permit for the installation of improvements along Gulf Beach Highway where it was not originally planned.
CEI services for Phase 2 will be solicited in August 2020.
Various Grant and other funding, including an ECUA Cost-Sharing Agreement, have been identified/received for Construction and CEI services for Phase 2 including:
- Gulf Coast EcoSystem Restoration Council (GCERC) $ 5,529,003
- Federal Clean Water Act Section 319(h) $ 600,000
- ECUA $ 1,757,418
- CRA Sidewalks $ 120,000
- LOST IV $ 3,158,301
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| BUDGETARY IMPACT: |
| Funds for this project are available in: |
Amount |
Fund 352, LOST III, Cost Center 210107,
Object Code 56301, Project #08EN0272 |
$162,915 |
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| LEGAL CONSIDERATIONS/SIGN-OFF: |
| N/A |
| PERSONNEL: |
| No additional personnel will be required. |
| POLICY/REQUIREMENT FOR BOARD ACTION: |
| This Recommendation is in compliance with the Code of Ordinances of Escambia County, Florida, Chapter 46, Finance, Article II Purchases and Contracts. |
| IMPLEMENTATION/COORDINATION: |
| Upon Board approval of this Recommendation, a Change Order will be transmitted to the Office of Purchasing for processing. |
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