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April 13, 2021 School Board Meeting
Mila Elementary School - Design Build Services - SALES SURTAX AND SALES SURTAX RENEWAL
Meeting Date(s)
Consent w/o Information - 04/13/2021
Consent Type
Without Information

The 2014 sales surtax facility renewal project at Mila Elementary School was constructed in summer 2018. At the time, it was noted that the scope of work was incomplete due to budget constraints. The initial intent of this project was to continue HVAC renewal and incorporate the 2020 sales surtax projects scheduled in year 1 (electrical).

The Design Criteria Package (DCP) that was prepared by Above Group, Inc. under their continuing contract for mechanical, electrical, plumbing and fire protection engineering services, included a comprehensive review of facility issues at Mila. The DCP included continuing HVAC and electrical renewal, but also noted drainage issues and water intrusion through highly corroded doors. After consultation with the Building Official, these exterior doors can be removed and the opening refilled. The buildings will then be painted (interior and exterior). The flooding issue in the courtyard between Building 1 and the cafeteria will be addressed as this is contributing to water intrusion into the building. Because the HVAC work will affect ceilings in several buildings, this is a good time to install new ceiling tiles and convert to LED lighting in the classrooms (except Building 9). If funding is available, flooring will also be replaced in areas identified in the DCP. Building 9 will be addressed separately as proposed in the FY 21/22 capital allocation as a multi-year project.

Wharton Smith, Inc. has submitted a Guaranteed Maximum Price (GMP) in an amount not to exceed $1,641,918 under their continuing contract for design build services for the project based on a design criteria package submitted by Above Group, Inc. under their continuing contract for mechanical, electrical, plumbing and fire protection engineering services. Administration and permitting costs are estimated at $15,000.

The project is funded through several sources. The Independent Citizens Oversight Committee (ICOC) approved an allocation of $750,000 from the 2014 sales surtax in August 2020 for HVAC as part of the development of the sales surtax renewal plan. The ICOC recently approved an additional allocation of $800,000 from the 2014 sales surtax for the expanded scope of work at its February 17, 2021 meeting. This was approved by the School Board at its March 9, 2021 meeting. The electrical renewal is funded through the 2020 sales surtax. The remaining scope items (flooring and LED lighting) will be funded through capital, with anticipated expense transfer for LED lighting in year 2 of the sales surtax renewal program up to the amount available. Below is a summary of the funding plan:


Component Cost Fund/Project Number Funding Source
HVAC   $             892,308.47 398/520400  2014 surtax  
Electrical  $             312,866.20 397/541300  2020 surtax 
Drainage   $               92,616.96 398/551700  2014 surtax 
Canopy modifications  $               25,000.00 398/530700  2014 surtax 
Water intrusion (doors, sealing & paint)  $             187,081.45 398/530800  2014 surtax 
Flooring  $                  8,000.00 371/305963  capital  
LED lighting  $             124,044.92 371/541401  capital and expense transfer to 2020 surtax for LED lighting ($71,995) 
Total GMP  $         1,641,918.00    
Administration & permitting  $               15,000.00 398/500000  2014 surtax 
Total  $         1,656,918.00    


The distribution of costs across the funding sources is as follows:

Cost  Funding Source
 $                   1,197,006.88 2014 surtax
 $                       312,866.20 2020 surtax
 $                         75,049.92 capital  
 $                         71,995.00 capital then expense transfer to 2020 surtax
 $                   1,656,918.00  


Board approval is required for purchase orders over $50,000. The standard agreement template has been used which does not require legal review.


Approve the total project construction budget in the amount of $1,656,918 for the facility renewal at Mila Elementary School. 

Approve the Guaranteed Maximum Price (GMP) submitted by Wharton Smith, Inc., in an amount not to exceed $1,641,918 under their continuing contract for design build services for the facility renewal at Mila Elementary School. 

Authority for Action
F.S. 1001.42
Involves Expenditure of Funds Directly in the Classroom
Source of Funding

Sales Surtax
Financial Impact
FY Amount Budgeted Fund Cost Center Project Function Object Program
21/22 $1,197,007 Yes 398 4031 varies 7400 681/687 000
21/22 $312,866 Yes 397 4031 541300 7400 681/687 000
21/22 $132,045 Yes 371 4031 varies 7400 681/687 000
21/22 $15,000 Yes 398 4031 500000 7400 686 000
Legal Counsel Review
Susan Hann, P.E., Assistant Superintendent Facilities Services 633-1000 ext. 11446 David Lindemann, AICP, Director Planning & Project Management 633-1000 ext. 11463
Mila Facility Renewal 2021 GMP Attachments.pdf
Mila Photos of Existing Conditions 2021.pdf
Agenda Plus