Placement: Consent Agenda
Action Requested: Motion / Vote
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Approve Amendment #1 to Contract #20220066 for The Saints Golf Course Drainage Improvement Project.
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Submitted By: Robyn Holder, CPPB, Procurement Management Division (PMD).
Strategic Plan Link: The City's Goal of high-quality infrastructure and facilities.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Robyn Holder, CPPB (PMD).
2. Parties: City of Port St. Lucie and XGD Systems, LLC.
3. Purpose: To cover additional work generated through unknown field changes discovered during construction.
4. New/Renewal/Modified: Modified.
5. Duration: Additional 33 calendar days are required to complete the work. New Contract end date is 1/2/2024.
6. Benefits to Port St. Lucie: Implementing the additional work while the soil material is onsite and the contractor is already mobilized, will reduce future CIP requests for driving range improvements and potentially save an estimated $500,000.00.
7. Cost to Port St. Lucie (Annual and Potential): The additional cost is estimated at $390,000.00 for a new Contract amount of $3,569,951.29.
Presentation Information: N/A.
Staff Recommendation: Move that the Council approve Amendment #1 to Contract #20220066 for The Saints Golf Course Drainage Improvement Project with XGD Systems, LLC.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve Amendment #1 to Contract #20220066.
2. Move that the Council not approve Amendment #1 to Contract #20220066 and provide staff with direction.
Background: On May 1, 2023, XGD Systems, LLC, commenced construction of The Saints Drainage Improvement Project. One of the project elements, the enlargement of an existing lake on golf course hole No. 4, was completed this past week per the project Grant Agreement. When the water level in the lake was dropped to enlarge the lake, a large silt deposit was revealed in front of the existing discharge pipes, likely the result of silt migration through the golf course drainage system over the past 20 years. This silt deposit appears to impede the flow of water from the discharge pipes into the lake and will adversely impact our optimum ability to move water through the golf course’s improved drainage system. Similarly, excavated soils from the lake were greater in volume than anticipated, and the mound created within the designated staging area for excavated soils is now higher than expected, and blocks the view of multiple residents that live adjacent to the golf course. In addition, staff has received several complaints from owners of the adjacent homes that their views of the golf course have been negatively impacted.
Considering the two issues outlined above, and seeking to take corrective action, staff spoke with XGD Systems, LLC, and requested proposals to address and correct both issues. XGD has offered to excavate the silt deposits blocking the existing drainage pipes entering the lake and reduce the overall height of the soil mound that is generating complaints from adjacent neighbors. This will be accomplished by transporting excavated soil to the golf course driving range while the front 9 holes are closed. The proposed plan is to use this challenge to our advantage and rebuild the driving range, including raising the sprinkler system and constructing new target greens that are, at present, too close to homes on the right side of the driving range. In addition, the range will be recontoured for better drainage and will be sprigged with Bermuda grass, giving a much more pleasing and professional look to the driving range. The proposed driving range improvements will require an extension of the contracted time of performance by 33 days. It should be noted that the contractor has advised they can complete all of the work on time per the original completion date provided they have favorable weather conditions throughout the contract construction window. However, XGD is requesting an extension of time to allow for inclement weather and to not be charged liquidated damages if the project goes beyond the original contract completion date. In addition, XGD is ready to act immediately and perform the additional work while the front 9 holes of the golf course remain closed to the public as the original project’s scope of work continues. In addition, staff has field-adjusted the upcoming drainage work on the back 9 holes to enable a proactive response to unanticipated future issues. A directional bore is now required instead of excavating between the homes as originally intended. The directional bore will connect hole 11 to the main irrigation lake with a 30” drainage pipe. This change will result in the installed piping to be located at 13 feet below the existing subgrade to eliminate any conflict with existing utilities. We have also discovered that an existing 10” irrigation mainline will conflict with the new lake to be excavated on hole 18, and an extension of a swale and yard drain behind the 10th green will require an extension to allow proper drainage.
Issues/Analysis: Staff has reviewed the proposed work changes described herein and finds them to be fair and reasonable.
Financial Information: Funds are appropriated in the General Fund CIP / Saints Golf Course / Improvements O/T Building (#301-7250-563000-23PR001P).
Special Consideration: N/A.
Location of Project: The Saints Golf Course, 2601 SE Morningside Blvd., Port St. Lucie, Florida.
Attachments:
1. Amendment #1.
2. Original Contract.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 23170-10
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Deputy City Attorney. Approved as to Legal form and sufficiency by James D. Stokes, City Attorney.