Track renewal projects are planned District-wide as part of the 2020 sales surtax renewal program and high school track rubberization is a multi-year capital project initiative. Most of the high school tracks were assessed in poor or failed condition, so renewal was included in the 2020 sales surtax program. Since these tracks would be reconstructed as part of the renewal program, this was an opportunity to concurrently rubberize the high school tracks utilizing District capital funds. Nine tracks are either complete or under contract. The District-funded track renewal program intentionally did not address upgrading, widening or providing any field events, although several schools funded upgrades along with the track project.

The School Board (at its November 22, 2022 meeting) approved the Guaranteed Maximum Price (GMP) proposal submitted by Ivey's Construction, Inc. in an amount not to exceed $823,867.11 for the track renewal and rubberization at Space Coast Jr./Sr. High School under their continuing contract for construction management services. The GMP approval did not include converting the track from 6 lanes to 8 lanes at a cost of $183,103.54.

The 2021 District bleacher inspection report rated the home side stadium bleachers at Space Coast Jr./Sr. High School in poor structural condition. Based on further review by District staff and other experts, the home side bleachers were taken out of service in December 2021. An analysis of repair vs. replacement cost yielded a recommendation to replace the stadium bleachers.  The School Board approved the Guaranteed Maximum Price submitted by Wharton Smith, Inc. for the home side stadium bleacher replacement project at its September 8, 2022 meeting. The bleacher replacement project has resulted in a unique opportunity to move the bleachers back to accommodate a wider track.

The School Board considered this opportunity at its December 13, 2022 workshop and directed staff to prepare the change order for consideration at the January 24, 2023 meeting. 

The additional $183,103.54 is not budgeted in the track capital plan. As discussed at the workshop, staff recommends reallocating FY 22 and FY 23 capital funds from a classroom project at Mila Elementary School. The FY 23 capital plan includes $150,000 in addition to $100,000 in the FY 22 capital plan to evaluate options, engage stakeholders and start design. These funds have not yet been spent. The next step in the process for the Mila project is for the District to issue a Request for Qualifications (RFQ) for architectural/engineering services. The RFQ process typically takes 3‐4 months and the stakeholder engagement/analysis phase that follows will likely extended through this fiscal year. This initial phase of the Mila project will likely cost $50,000‐$70,000 in FY 23. Consequently, reallocating funds from this project to the Space Coast track widening project with the understanding that the FY 24 capital request will include replacing and adding to the capital funding for the Mila classroom addition project will not affect the project at Mila.

Space Coast Jr./Sr. High School has committed to fund a minimum of $5,000 towards the project. The school can also apply for the School Initiated Project match program which would match the school's contribution.

Based on Board direction, Ivey's Construction, Inc. has submitted the owner-directed additive change order in the amount of $183,103.54 to expand the track to 8 lanes. Note that the widening of the track will require demolition of the pole vault area. Relocation of the pole vault area and improvements to other field events are included in the design but are not part of the District-funded construction project at this time. Facilities staff is developing a multi-year capital plan to address the field events District-wide.

Board approval is required for purchase orders over $50,000. The standard form of the agreement was used which does not require legal review. 

Approve the owner-directed change order to the contract with Ivey's Construction, Inc. for the widening of the track at Space Coast Jr./Sr. High School from 6 to 8 lanes in the amount of $183,103.54.

Approve reallocation of FY 22 and FY 23 capital funds from the Mila Elementary classroom addition project to the Space Coast Jr./Sr. High School track widening project up to $178,103.54.