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Change Order No. 3 to Emergency Purchase Order With Tetra Tech, Inc., for Emergency Debris Monitoring Due to Hurricane Milton for Department of Public Works (Contract No. 20-TF0062; Amount: $1,300,000.00)
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BRIEF OVERVIEW
On June 9, 2020, the BOCC approved award of Contract No. 20-TF0062 to Tetra Tech, Inc., for an estimated amount of $5,500,000 for Five (5) years and estimated annual amount of $1,100,000.00. Contract 20-TF0062 was awarded to two vendors, Witt Obrien’s LLC and Tetra Tech, Inc. Internal contract numbering includes alpha letter to distinguish between vendors, Witt O’Brien vendor “A” and Tetris Tech as vendor “B”.
During the Hurricanes in 2024 it was decided to use Tetris Tech, Inc for both Hurricane Helene and Hurricane Milton for the Debris Monitoring Services.
Purchase Order No. 25000053 was originally issued for $100,000.00.
Change Order No.1 in the amount of $900,000.00 was approved by the Board on December 17, 2024, to allow for continued Debris Removal due to Hurricane Milton. Purchase order increased from $100,000.00 to $1,000,000.00.
Change Order No.2 was a no-cost administrative change to correct Finance Plus total amounts per line not to exceed $999,999.99 per lin. No increase in Purchase Order amount of $1,000,000.00.
Hernando County Department of Public Works has requested change Order No. 3 in the amount of $1,300,000.00 to cover any additional invoices for Debris Removal due to Hurricane Milton that come in before finalization of this purchase order. Change Order No. 3 in the amount of $1,300,000.00, would increase the purchase order to $2,300,000.00.
FINANCIAL IMPACT
Funding, in the amount of $1,300,000.00 to Fund: 0011 - General Fund, Department: 40011 - General Fund Disaster, Account: 5303401 - Contracted Services.
FEMA reimbursement is anticipated; however, the amount and time frame of reimbursement is unknown currently.
OMB is moving applicable storm related POs and budget to the General Fund (GF) Disaster department to consolidate the encumbrances and actuals from applicable departments.
An ARPA project budget in the amount of $2,655,196 was approved at a previous meeting toward disaster relief.
A budget amendment attached to LS 15671 seeks to move budget from:
Fund: 0011 - General Fund, Department: 05981 - Contingencies Reserves, Account: 5909935 - Budget Res-Emergency to the GF Disaster department for budgetary coverage in the full amount of $6,376,901. That amount, consolidated with the ARPA amount total: $9,032,097 (=6,376,901 + 2,655,196). The Budget Policy requires a supermajority vote for approval.
Upon the Finance Department completing the FY24 year-end audit entries, OMB will “True up” funds and will reconcile the GF disaster budget to encumbrances/actual to ensure the budget agrees with the approved totals.
Lastly, when reimbursement comes in from FEMA, those funds will be put into the GF reserves to reimburse the emergency balance taken out until reimbursement is received.
LEGAL NOTE
The Board has the authority to act on this item pursuant to Chapter 2, Article V of the Hernando County Code of Ordinances, and Chapter 125, Fla. Statute.
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RECOMMENDATION
It is recommended the Board approve Change Order No. 3 in the amount of $1,300,000.00 for Purchase Order No. 25000053 bringing the total purchase order amount to $2,300,000.00.