TO: The Honorable Board of County Commissioners
THROUGH: John A. Titkanich, Jr., County Administrator
Michael C. Zito, Deputy County Administrator
Beth Powell, Parks, Recreation, & Conservation Director
FROM: Wendy Swindell, Parks, Recreation & Conservation Assistant Director
DATE: June 5, 2025
SUBJECT: Release of Retainage and Approval of Change Order No. 1 for Bid No. 2024026 for the Tracking Station Dune Crossover Repairs
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BACKGROUND
In 2022, the three dune crossovers at Tracking Station Beach Park were damaged during Hurricanes Ian and Nicole. The County advertised for bids to repair the three crossovers in December 2023. Island Harbor Custom Builders was awarded the project at the January 23, 2024 Board of County Commissioners meeting. The approved budget for the project was $197,320.00, which included $16,320 in Alternate Bid Items consisting of new materials and disposal of damaged portions of the boardwalks.
ANALYSIS
Construction of the project required obtaining local and State permits, which were not received prior to the initiation of the 2024 sea turtle nesting season. Required permits were obtained, and the portions of the boardwalk project that were not within nesting habitat were completed in the summer of 2024. The construction of the eastern portion of the crossovers was not initiated until after November 1, 2024 (end of the sea turtle nesting season). The Contractor submitted a Change Order to the Agreement to address a $58.32 reduction on the contract price due to an adjustment to the quantity of materials related to a redesign of the north and central boardwalks to stairs which are more resilient to storm events and normal beach erosion.
The project has been completed and approved by the Building Department. Island Harbor Custom Builders has requested the release of the retainage for the project in the amount of $9,863.08. In addition, the Contractor is requesting the approval of the change order which reduced the contract price.
BUDGETARY IMPACT
Funding in the amount of $7,693.20 will come from the MSTU Fund/Retainage-Hurricane Nicole, number 004-206000-23007, as well as $2,169.88 from the MSTU Fund/Retainage-Hurricane Ian Account, number 004-206000-22601 for a total amount of $9,863.08.
PREVIOUS BOARD ACTIONS
1. On November 20, 2018 the Board of County Commissioners approved a License Agreement between Lutgert Vero, LLC and Indian River County for Construction of a Dune Crossover at Tracking Station Park
2. On February 21, 2023 the Board of County Commissioners approved Work Order Number 4, Dune Crossover Replacement of Two Dune Crossover Structures and One Dune Crossover Ramp Repair at the Tracking Station Beach Access
3. On January 23, 2024 the Board of County Commissioners awarded Bid 2024026 for Tracking Station Beach Park Dune Crossover
4. On August 20, 2024 the Board of County Commissioners approved Work Order Number 4 - Amendment 1, Dune Crossover Replacement of Two Dune Crossover Structures and One Dune Crossover Ramp Repair at the Tracking Station Beach Access
POTENTIAL FUTURE BOARD ACTIONS
Potential addition of a pavilion along one of the boardwalks.
STRATEGIC PLAN ALIGNMENT
Quality of Life
OTHER PLAN ALIGNMENT
N/A
STAFF RECOMMENDATION
Recommended Action
Staff respectfully request the release of retainage in the amount of $9,863.08 to Island Harbor Custom Builders, and the approval of Change Order No.1 for Bid No. 2024026 to reduce the contract amount, which will release any further obligations of the County from the Contractor.