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Commission approves $415,971 change order and related budget amendments for East Longwood Phase 2 septic abatement
Summary
Commissioners amended the FY2024–25 budget and approved engineering and construction change orders for the East Longwood Phase 2 septic-tank abatement project, including a principal change order of $415,971.23 and smaller engineering adjustments.
The City Commission on April 8 approved a budget amendment and multiple contract increases tied to the East Longwood Phase 2 septic tank abatement project, including a large construction change order of $415,971.23 and an additional engineering-services increase of $9,427.59.
Chad (Shad) Smith, Public Works Director, explained that the project encountered unanticipated underground conditions, additional septic tanks and resident-requested connections that increased scope. Smith described the largest change order as covering underground work, utility connections and pavement adjustments, and said the extra work allowed about seven additional residences to connect to the system.
Commissioners approved three related agenda items in succession. The commission first adopted a budget amendment for FY2024–25 tying the public-utility fund to the additional appropriation (item 12B). It then approved an increase of $9,427.59 to Barnes Furlan and Associates for additional engineering and construction administrative services (item 12C). Finally, the commission approved the larger construction purchase order increase for the contractor (item 12D) that adds $415,971.23 to the project.
Deputy Mayor Sackett and Commissioner Morgan asked whether change orders could be bundled or managed differently; city staff said the overall increase represents about a 7.7% rise on the project and noted multiple funding sources including a St. Johns grant (reimbursement portion), a state private work grant and a low-interest State Revolving Fund (SRF) loan. Staff said portions of costs are reimbursable and that the increases will be covered from utility reserves rather than the general fund.
All three motions passed unanimously, 5-0. The clerk recorded affirmative votes from Mayor McMillan, Deputy Mayor Sackett, Commissioner Shoemaker, Commissioner Boney and Commissioner Morgan.
City staff said additional reimbursements remain to be processed and that final payments will be submitted through grant and loan reimbursement channels; staff committed to reporting back on options for contingency language or internal procedures to reduce administrative burden from frequent change orders on similar projects.
