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November 16, 2021 Organization of the Board/Regular School Board Meeting
Title
Educational Services Facility - Additional Design Services - SALES SURTAX
Meeting Date(s)
Consent w/o Information - 11/16/2021
Consent Type
Without Information
Discussion

The School Board approved a design services task order with TLC Engineering Solutions for facility renewal design in December 2019. The scope of work included exterior door replacement, chiller replacement and refurbishment, cooling tower refurbishment and controls. Since that time, the scope of the project has expanded to include more extensive renewal of the HVAC system. Additional items include replacement of all variable air volume boxes (120) and replacing all chillers in lieu of refurbishment. The budget for the work (including HVAC and door replacement) has more than doubled from what was contemplated in the original design proposal. The project has also been separated into phases based upon the different types of work and the funding available.

The consultant's original task order amount was approved at $59,010 which included design as well as construction administration services. As the scope of the project evolved, the consultant continued design work and expended significantly more hours than what was included in original proposal. The consultant was paid for their design effort through approximately July 2021 up to the total amount of the purchase order, which inadvertently used the construction administration budget that was part of the original task order. 

TLC has completed the design phase of the project, including all of the additional scope items. TLC has submitted a request for additional services that includes all of the uncompensated hours for design as well as the estimated hours for construction administration. The additional services proposal amount is $37,940, which includes construction administration.

TLC has documented the hours expended on the design effort on the project, including completion of the additional scope. TLC separately provided design relating to security and HVAC for the tech rooms at ESF. The Guaranteed Maximum Price (GMP) for the construction of the HVAC project is on the School Board's November 16, 2021 agenda. The GMP for the door replacement is anticipated to be on the Board's December 14, 2021 agenda. The GMP for security was approved by the Board October 26, 2021.

Board approval is required for change orders exceeding $50,000 or 10% of the original contract amount. The standard form is used which does not require legal review. The additional design services will be funded through 2014 sales surtax.

Recommendation

Approve the additional services proposal from TLC Engineering Solutions in the amount not to exceed $37,940.

Authority for Action
F.S. 1001.42
Involves Expenditure of Funds Directly in the Classroom
No
Source of Funding

Sales Surtax
Financial Impact
FY Amount Budgeted Fund Cost Center Project Function Object Program
21/22 $37,940 Yes 398 9860 520400 7400 684 000
Legal Counsel Review
No
Contact
Susan Hann, P.E., Assistant Superintendent Facilities Services 633-1000 ext. 11446 David Lindemann, AICP, Director Planning and Project Management 633-1000 ext. 11463
Attachments
ESF Design CO Attachments.pdf
Agenda Plus