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County Administrator's Report 13. 29.
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| BCC Regular Meeting |
Budget & Finance Consent |
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| RECOMMENDATION: |
Recommendation Concerning the Contract for the Lake Charlene Area of Warrington Basin Study - Joy D. Blackmon, P.E., Public Works Department Director
That the Board take the following action regarding Contract PD 13-14.081, Lake Charlene Area of Warrington Basin Study:
A. Approve the proposed scope and negotiated Contract amount with HDR Engineering, Inc., as per Section 6.1 "Additional Services and Changes in Scope of Work" to include final engineering and plans preparation of potential design alternatives as an additional service associated with the Study;
B. Authorize staff to amend the Agreement with HDR Engineering, Inc., to add final engineering and plans preparation of potential design alternatives as an additional service associated with the Study;
C. Authorize the County Administrator to sign the Amendment; subject to Legal review and sign-off; and
D. Authorize the County Administrator execute the following Change Order:
| Department: |
Public Works |
| Division: |
Engineering/Infrastructure |
| Type: |
Addition |
| Amount: |
$295,181.73 |
| Project Name: |
Lake Charlene Area of Warrington Basin Study |
| Contract: |
13-14.081 |
| PO No. |
150758 |
| CO No. |
3 |
| Original Award Amount: |
$133,746.77 |
| Cumulative Amount of Change Orders through this CO |
$310,432.37 |
| New Contract Total |
$444,179.14 |
[Funding Source: Fund 352, "LOST III", Cost Center 210121, Object Code 56301, Project #16EN2602] |
| BACKGROUND: |
The services under this contract for a drainage study and Hazard Mitigation Grant Program (HMGP) grant application have been delayed, waiting on Florida Department of Emergency Management (FDEM) and Federal Emergency Management Agency (FEMA) to award the HMGP application submitted on March 9, 2015. This Change Order includes additional time and funding for design, survey, permitting, and construction tasks.
Change Order #3 requests funds for design tasks (project coordination, data collection, design analysis and reporting, plans production and permitting) in the amount of $151,110.02; and funds for sub-consultant tasks (survey, stormwater modeling, groundwater modeling, structural design of channel weir, structural design of triple pipe endwall, structural evaluation of excavation near mast arms, geotechnical exploration, and subsurface utility verification) for $131,245.00, per the current awarded grant agreement. Additionally, funds are requested for bid and construction assistance tasks, in the amount of $12,826.71, which will be necessary after plan submittal and approval by FDEM and FEMA.
The original contract cost approved by the Board of County Commissioners (BCC) on November 6, 2014, was $133,746.77. The total cost for the additional grant application services were increased by Change Order #1 in the amount of $15,250.64, for a revised contract amount of $148,997.41. Change Order #2 requested additional time for pending design services, with a new completion date of July 19, 2016.
This Change Order, #3, requests $295,181.73, for a total contract amount of $444,179.14. The new contract completion time is July 24, 2017 (370 days). Additional time for construction will be determined upon design approval by FDEM and FEMA.
This HMGP Grant was approved by the Board on June 16, 2016, for design services referenced as Phase 1 in the grant. Phase 2 construction funding will result in another Change Order and grant amendment, after Phase 1 design is approved by FEMA. Design services fees associated with the study and grant recommendations were negotiated with HDR and are to be presented to the Board at a later date, as per Board contract approval at the meeting on November 6, 2014. The Request for Letters of Interest (RLI) scope specifically allows for Change Order(s) for design, and states, “Additional Optional Service: While final engineering and plan preparation of potential design alternatives are not part of this scope of work, after County review of the report, the County has an option to negotiate a Change Order under this contract for construction plan design and bidding, with costs to be negotiated at a later date”, and the PF13-14.081 contract includes similar language. |
| BUDGETARY IMPACT: |
| Funding for this HMGP Grant is available in Fund 352 "LOST III", Cost Center 210121, Object Code 56301, Project #16EN2602. |
| LEGAL CONSIDERATIONS/SIGN-OFF: |
| Upon Board approval, the Amendment will be prepared by the County Attorney's Office. |
| PERSONNEL: |
N/A
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| POLICY/REQUIREMENT FOR BOARD ACTION: |
| This recommendation is in compliance with the provisions of the Code of Ordinances of Escambia County, Florida, Chapter 46, Finance, Article II, Purchases and Contracts. |
| IMPLEMENTATION/COORDINATION: |
| Upon Board approval, a Change Order will be transmitted to the Office of Purchasing for processing once the Amendment has been signed and executed by HDR Engineering, Inc. and Escambia County. |
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