09-11-2018 School Board Meeting
Agenda Item #27


Title
Coquina Elementary School - Facility Renewal Additional Design Services

Discussion

The facility renewal project at Coquina Elementary was constructed during the summer of 2019. This project was identified back in spring 2016 as urgently needing HVAC improvements. Staff recommended and the Independent Citizens Oversight Committee concurred that the project should be done as quickly as possible, due to continuing failures. As a result, in April 2016 the Board approved a design contract with OCI Associates for design services for the entire project under their continuing contract for mechanical, electrical, plumbing (MEP) and fire protection services. The amount of the contract was not to exceed $90,355.

This project proved especially challenging to align the resources available with the needed improvements, such that OCI produced several sets of design documents. The priority needs as well as the resources changed over time contributing to the need for modified design packages for construction pricing.

One of the design iterations occurred in April 2017 in an effort to develop a smaller project for summer 2017 construction.The design work was done, but the construction services proposal again exceeded the resources available. Through a miscommunication and misunderstanding, OCI Associates was never issued a purchase order for this work ($26,030). 

Construction has been completed within the sales surtax and capital funding budgeted for the project. However, OCI Associates advised that they had not billed for nor been issued a purchase order for the work done in April 2017.

After considerable discussion and verification, the staff agrees that this work was performed and that OCI should be compensated. The oversight occurred while staff was trying to address critical HVAC needs at the school within budget constraints which led to multiple design iterations. Staff mistakenly thought this work was already covered under a different purchase order and OCI thought they already had a purchase order for the work. Once OCI contacted District staff about the oversight, it was investigated and confirmed.

Board approval is required for purchase orders over and changes over $50,000. Because there were several design iterations necessitated by budget constraints, the additional costs, in aggregate, exceed $50,000 and Board approval is requested. Funding will first be through capital or surtax that may be available within the project (such as sales tax savings or unutilized administrative budget) and then covered with unallocated capital if needed.

 



Recommendation

Approve the proposal from OCI Associates, Inc. under their continuing contract for MEP services for additional design services for Coquina Elementary HVAC in an amount up to $26,030.



Meeting Date(s)
Consent w/o Information - 9/11/2018

Authority for Action
F.S. 1001.42

Involves Expenditure of Funds Directly in the Classroom
No

Source of Funding
Capital Projects

FY
Amount
Budgeted
Fund
Cost Center
Project
Function
Object
Program
18/19$26,030yes37800915206007400684000

Legal Counsel Review
No

Contact
Susan Hann, P.E., Director of Planning and Project Management 633 1000 ext. 446


Attachment:  Coquina additional design services attachment 2017 scope.pdf