HomeMy WebLinkAboutItem 05 Approval of Change ORder No. 1 for Ocoee Debris Monitoring and Grants Management Services - Hurricane Ian
City of Ocoee ▪ 1 N. Bluford Avenue ▪ Ocoee, Florida 34761
Phone: (407) 905-3100 ▪ www.ocoee.org
STAFF REPORT
Meeting Date: May 7, 2024
Item #: 5
Contact Name: Hseth Burch Department Director: Stephen Krug
Contact Number: Ext. 7081 City Manager: Robert Frank
Subject: Approval of Change Order No. 1 for Ocoee Debris Monitoring and Grants
Management Services - Hurricane Ian. (Public Works Director Krug)
Background Summary:
The City Commission awarded RFP #19-011 Emergency-Disaster Debris Monitoring Services Term Contract
to the top ranked firm, Thompson Consulting Services LLC in 2019. Following Hurricane Ian passing over
Ocoee, the City activated Thompson's contract on October 3rd, 2022. The original cost estimate approved was
$129,234.00 to provide debris removal monitoring services in accordance with the approved contract based on
the estimate of debris to be removed from the City's Right-of-Way. Upon further survey of the City, additional
services were identified to remove fallen trees within the City's jurisdictional waterways. At this time, the City
requested Thompson Consulting Services LLC to assist the City in monitoring these two additional debris
removal projects and to provide grant management services to facilitate Public Assistance Grant Application.
Public Works is requesting to incorporate this work into the contract via change order. It is estimated an
additional $50,000 will be required to cover the additional debris removal monitoring and grants management
services provided by Thompson Consulting Services LLC.
Issue:
Should the Honorable Mayor and City Commissioners approve and sign the Change Order No.1 for RFP #19-
011 Emergency-Disaster Debris Monitoring Services Term Contract?
Recommendations:
City Staff recommends the Honorable Mayor and City Commissioners to approve and execute Change Order
NO. 1 for RFP #19-011 Emergency-Disaster Debris Monitoring Services Term Contract with Thompson
Consulting Services LLC, and authorize the City Manager and staff to execute additional change orders to the
contract in accordance with the Purchasing Code.
Attachments:
1. Thompson- Change Order
Financial Impacts:
The available funding for the contract increase is funded from the Emergency and Disaster Operating
Fund. These additional costs are anticipated to be reimbursed by FEMA.
City of Ocoee ▪ 1 N. Bluford Avenue ▪ Ocoee, Florida 34761
Phone: (407) 905-3100 ▪ www.ocoee.org
Type of Item: Consent
Ocoee Debris Monitoring and Grants Management Services- Hurricane Ian Change Order #01
1
CITY OF OCOEE
1 North Bluford Avenue
Ocoee, Florida 34761
*This Change Order Requires Action by the City Commission*
OCOEE DEBRIS MONITORING AND GRANTS MANAGEMENT SERVICES-
HURRICANE IAN
CHANGE ORDER NO. 01
DATE: 5/07/2024 PURCHASE ORDER: 1429057
The following changes are hereby made to the CONTRACT DOCUMENTS.
Original CONTRACT PRICE $8330.38
Current CONTRACT PRICE ADJUSTED by previous CHANGE ORDERS $8330.38
Net Increase (Decrease) Resulting from this CHANGE ORDER $____50,000
The current CONTRACT PRICE including this CHANGE ORDER $__58,330.38
Original CONTRACT COMPLETION DATE: 2/24/2023
Current CONTRACT COMPLETION DATE adjusted by previous 2/24/2024
CHANGE ORDERS
Net Increase Resulting from this CHANGE ORDER __258_Days
Current CONTRACT COMPLETION DATE including this
CHANGE ORDER __12/7/2024_____
Ocoee Debris Monitoring and Grants Management Services- Hurricane Ian Change Order #01
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CHANGES ORDERED:
I. REQUIRED CHANGES
The original contract price needs to be revised. The contract price change is required to account
for additional services required to provide Debris Monitoring for debris removal from City of
Ocoee waterways and for continued Grants Management Services $__50,000____________.
II. JUSTIFICATION
Following Hurricane Ian passing over Ocoee, the City activated Thompson Consulting
Emergency-Disaster Debris Monitoring Services, awarded in 2019, RFP #19-011. The original
cost estimate approved was $129,234.00 to provide the removal services based on the approved
contract based on debris removal from the City’s Right-of-Way. Upon further survey of the City,
additional services were identified to remove several fallen trees at two locations from drainage
canals maintained by the City. At this time the City requested Thompson Consulting to assist the
City in monitoring these two projects and to provide grants management services to facilitate
Public Assistance Grant Application. The initial PO of 1428484 with $120,903.62 of expenses
was closed and PO 1429057 was opened. The remaining amount of $8,330.38 was transferred
from PO 148484 to PO 149057, which covers most of the debris monitoring services related to
debris monitoring from the waterways. Now that the development of all damage related projects
under Hurricane Ian is complete and submitted to FEMA, development of Category Z- Indirect
and Direct Management Costs can be assessed. Public works is requesting to incorporate this
work into the contract via change order. It is estimated an additional $50,000 will be required to
cover the additional grants management services provided by Thompson Consulting.
III. NARRATIVE OF NEGOTIATIONS
Public Works negotiated with Thompson Consulting to determine the final cost of the added
items and agreed to the final change order amount.
IV. PAYMENT
In accordance with the contract.
V. APPROVAL AND CHANGE AUTHORIZATION
The original project and funding allocation was established by issuance of a CITY purchase
order, subject to the terms and conditions contained in the CITY’s solicitation, Project Manual,
Drawings, Specifications, and/or the CONTRACTOR’s service and price proposal, which
collectively form the terms of an agreement between the CITY and the CONTRACTOR for the
performance of the Work. This proposed change to the agreement requires approval by the City
Commission under the CITY’s Purchasing Rules and Regulations and is consistent with any
prior action by the City Commission to award the Work to the CONTRACTOR. It is expressly
understood and agreed that the approval of the Change Order shall have no effect on the original
agreement other than matters expressly provided herein.
Ocoee Debris Monitoring and Grants Management Services- Hurricane Ian Change Order #01
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CONTRACTOR acknowledges, by its execution and acceptance of this Change Order, that the
adjustments in contract price and time shown hereon constitute full and complete compensation
and satisfaction for all costs and modifications of performance time incurred by the
CONTRACTOR as a result of this Change Order. No other claim for increased costs of
performance or modifications of time will be granted by the CITY for the Work covered by this
Change Order. The CONTRACTOR hereby waives and releases any further claims for cost or
time against the CITY arising from or relating to the matters or Work set forth or contemplated
by this Change Order.
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Ocoee Debris Monitoring and Grants Management Services- Hurricane Ian Change Order #01
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RECOMMENDED BY: ACCEPTED BY:
CITY OF OCOEE, FLORIDA Thompson Consulting
By: By:
Signature Signature
Date: Date:
Title: Title:
APPROVED BY:
CITY OF OCOEE, FLORIDA
By: Date:
Rusty Johnson, Mayor
Attest:
Melanie Sibbitt, City Clerk
FOR USE AND RELIANCE ONLY BY THE APPROVED BY THE CITY OF OCOEE
CITY OF OCOEE, APPROVED AS TO FORM COMMISSION IN A MEETING HELD ON
AND LEGALITY THIS DAY OF , 20 UNDER
, 20 AGENDA ITEM NO. .
By:
City Attorney