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Home My WebLink About2003-073 � 7 ons River � sto c r a 3 _ d Water Management District Kirby B. Green III , Executive Director • John R. Wehle, Assistant Executive Director Post Office Box 1429 • Palatka, FL 32178- 1429 • (386) 329-4500 CHANGE ORDER AUTHORIZATION - NO COST EXTENSION DATE : March 5, 2003 CONTRACT NO : 99H235 CHANGE ORDER NO . 1 CONTRACT NAME : Stormwater Management Cost-Share Agreement TO : Keith McCully , PE, Esq . Indian River County Stormwater Division 1840 25 "' Street Vero Beach , Florida 32960-3365 FROM : Troy Rice , Project Manager DESCRIPTION OF WORK or CHANGE ORDER REC2UIREMENTS * The Roseland Area project includes the construction of two interconnected stormwater ponds control water surface area = 2 . 84 and 1 . 41 acres installation of enlarged culverts ; and construction of stormwater convevance swales to treat runoff from a 125 - acre residential and commercial area and to relieve flooding and road access problems created by the overflow of a natural slough south of Bay Street . The Gifford Area project includes the construction of a wet detention treatment pond ( 4 . 5 -acres ) with a controlled discharge rate on the west side of the railroad tracks and a conveyance swale on the west side of US 1 to provide flood protection erosion control and reduction of the occurance ofstagnantsurface water in the area This Contract is funded by the Water Management Lands Trust Fund and is subtect to the conditions included in Exhibit "C , " Com troller Contract Payment Requirements , Department of Banking and Finance Bureau of Auditing Manual ( 10/07/97) attached hereto and by reference made a part hereof. Revised timelines for each project are attached as Exhibits " A- 1 " and " B -3 . " CAUSE OF DELAY and JUSTIFICATION FOR EXTENSION : The County is requesting an eighteen - month time extension to com fete these projects due to delays in land acquisition and right-of-way easement issues . REVISED TIMEFRAME FOR COMPLETION OF WORK : Extend the contract completion date from May 30, 2003 to November 30, 2004 (impact on schedule : 550 days ) Approved Date : Kirby B . Green III Exec ive Director � Acknowledged : a Date : March 19 , 2003 Indian River Co my C Ratified : April 1 , 2003 s Indian River Countvm a " Administration _.... .. , Budget Co . Attorney , GOVERNING BOARD npt Duane Ottenstroer, CHAIRMAN OmetriasD. Long, VICE CHAIRMAN R . Clay Albright, SECRETA Risk ManagementI "I IUI TIT Q JACKSONVILLE APOPKA EAST LAKE WEIR i Department jACKSONVILI E W. Michael Branch Jeff K. Jennings William Kerr r _ FERNANDINA BEACH ^4 i , ne r f g .. 3 MAITLAND MELBOURNE BEACH : ... ..EUNNELL_-.... NTE. SF'RI [ Contract 99H235 Change Order # 1 Exhibit "A- 1 " — Revised Project Delivery Schedule Indian River County — Gifford Area Stormwater Improvement Project Task Description Delivery Schedule Indian River SJRWMD Conce tual Design Complete $ 13 , 200 (cash) $ 0 Final Design & Permits Complete $ 15 , 000 (cash ) $ 109000 Land Acquisition & 95 % Complete Easements May 2003 $ 100 , 000 (cash) $ 0 Construction $ 185 ,000 (cash ) Monitoring and Final May — Nov 2003 $ 25 ,000 (in -kind) $ 40 ' 000 Report Nov 03 — Nov 04 $ TBD (cash & in-kind) $ 0 Totals $ 338 , 200 $ 5000 Total Project Cost $388 ,200 Exhibit ` B - 3 " - Revised Project Delivery Schedule Indian River County — Roseland Area Stormwater Improvement Project Task Description Delivery Schedule Indian River SJRWMD Conceptual Design Complete $ 20, 000 $ 0 Wetland Mapping 95 % Complete Final Design & May 2003 $ 18 , 000 $ 0 Permits May — July 2003 $ 157000 $ 10, 000 Land Acquisition May — July 2003 $ 100 , 000 $ 0 Construction Aug — Nov 2003 $ 242000 $210 , 000 Monitoring and Final Nov 03 — Nov 04 Report $ 0 Totals $ 15 ,000 $ 395 , 000 $2359000 Total Project Cost $ 630 , 000 EXHIBIT "C" Comptroller Contract Payment Requirements Department of Banking and Finance, Bureau of Auditing Manual ( 10/07/97) Cost Reimbursement Contracts Invoices for cost reimbursement contracts must be supported by an itemized listing of expenditures by category ( salary, travel , expenses , etc . ) Supporting documentation must be provided for each amount for which reimbursement is being claimed indicating that the item has been paid . Check numbers may be provided in lieu of copies of actual checks . Each piece of documentation should clearly reflect the dates of service . Only expenditures for categories in the approved contract budget should be reimbursed . Listed below are examples of types of documentation representing the minimum requirements : ( 1 ) Salaries : A payroll register or similar documentation should be submitted . The payroll register should show gross salary charges , fringe benefits , other deductions and net pay . If an individual for whom reimbursement is being claimed is paid by the hour, a document reflecting the hours worked times the rate of pay will be acceptable . (2) Fringe Benefits : Fringe Benefits should be supported by invoices showing the amount paid on behalf of the employee (e . g. , insurance premiums paid) . If the contract specifically states that fringe benefits will be based on a specified percentage rather than the actual cost of fringe benefits , then the calculation for the fringe benefits amount must be shown . Exception : Governmental entities are not required to provide check numbers or copies of checks for fringe benefits . (3 ) Travel : Reimbursement for travel must be in accordance with Section 112 . 061 , Florida Statutes , which includes submission of the claim on the approved State travel voucher or electronic means . (4) Other direct costs : Reimbursement will be made based on paid invoices/receipts . If nonexpendable property is purchased using State funds , the contract should include a provision for the transfer of the property to the State when services are terminated . Documentation must be provided to show compliance with Department of Management Services Rule 60A- 1 . 017, Florida Administrative Code, regarding the requirements for contracts which include services and that provide for the contractor to purchase tangible personal property as defined in Section 273 . 02 , Florida Statutes , for subsequent transfer to the State . (5 ) In -house charges : Charges which may be of an internal nature (e . g . , postage , copies , etc . ) may be reimbursed on a usage log which shows the units times the rate being charged . The rates must be reasonable . (6) Indirect costs : If the contract specifies that indirect costs will be paid based on a specified rate , then the calculation should be shown . Pursuant to 216. 346 , Florida Statutes , a contract between state agencies including any contract involving the State University system or the State Community College system, the agency receiving the contract or grant moneys shall charge no more than 5 percent of the total cost of the contract or grant for overhead or indirect cost or any other cost not required for the- payment of direct costs .