TO: Honorable Mayor & Members of the North Port Commission
FROM: A. Jerome Fletcher II, ICMA-CM, MPA
TITLE: Discussion and Possible Action Regarding the First Amendment to Construction Manager at Risk Contract No. 2024-16.002 for Construction Services Contract Phase II, by and Between the City of North Port, Florida and AJAX Building Company, LLC for Construction of an Emergency Operations Center in the Amount of $12,748,398.00.
Recommended Action
Option 1: Approve the First Amendment to Construction Manager at Risk Contract No. 2024-16.002 for Construction Services Phase Contract Phase II, by and between the City of North Port, Florida and AJAX Building Company, LLC for construction of an Emergency Operations Center (EOC) in the amount of $12,748,398.00.
City Commission Options
Option 1: Approve the First Amendment to Construction Manager at Risk Contract No. 2024-16.002 for Construction Services Phase Contract Phase II, by and between the City of North Port, Florida and AJAX Building Company, LLC for construction of an EOC in the amount of $12,748,398.00.
• Pros:
o Enables the City to have a hardened facility that can be activated for disasters, hazards, and planned events at any time.
o It provides a safe place for City employees to conduct around-the-clock operations, and meet the need for long-term, 24/7 operations.
o A larger Emergency Operations Room will allow for Emergency Management to bring in external partners to provide more seamless coordination after a disaster.
o A standalone EOC will better meet technological needs for coordinating large-scale incidents.
o Provides office space for Emergency Management, Geographic Information Systems (GIS), and Building Inspectors.
o Supports internal and external facing emergency management training.
o Meeting space for emergency planning with internal and external partners.
• Cons:
o A new building costs money to construct and operate.
Option 2: Deny the First Amendment to Construction Manager at Risk Contract No. 2024-16.002 for Construction Services Phase Contract Phase II, by and between the City of North Port, Florida and AJAX Building Company, LLC for construction of an EOC in the amount of $12,748,398.00.
• Pros:
o Saves the City money in the short-term.
• Cons:
o The City has demonstrated need for an EOC, which would increase the effectiveness of emergency response and recovery operations.
o As the City continues to grow, this need will only increase, and the future cost of building an EOC will increase.
o Current City Hall Conference Room 244 (Room 244) is not set up for emergency operations day-to-day. This delays coordination capabilities during no-notice events.
o Room 244 does not have the space to best leverage partner resources and coordinate City-wide recovery operations.
o Room 244 lacks the technology to most effectively maintain situational awareness throughout all 104 square miles of the City.
o City Hall lacks the infrastructure to support 24/7 operations, such as bunk space, large dining area, showers, and redundant water.
Background Information
The City of North Port has endured several large-scale disasters in recent years and continues to face significant risks from hurricanes, flooding, and wildfires. These events have highlighted the critical need for a dedicated, centralized EOC to coordinate disaster preparedness, response, and recovery. This need has been consistently documented in After Action Reports from past activations and exercises, as well as in the City’s 2024 Long-Term Disaster Recovery and Resilience Strategy.
Upon evaluation of the project, the use of the Construction Manager at Risk (CMaR) has been identified as the most expedient path to completing this project. The CMaR contracting process includes the following two phases:
Ø Phase I: The Contractor is selected and issued a Work Assignment for the Pre-Construction Phase. During this portion of the project, the contractor evaluates the scope of work, obtains quotes from subcontractors, and develops the Guaranteed Maximum Price (GMP).
Ø Phase II: The Construction Phase follows the Pre-Construction Phase. During this phase, the contractor proceeds with the actual construction work based on the agreed GMP. The First Amendment to CMAR Contract No. 2024-16.002 represents the authorization and funding for this second phase of the project.
The CMaR Contract was competitively bid pursuant to Sec. 2-406 of the City of North Port Procurement Code and Florida Statute 287.055, as amended, Consultant’s Competitive Negotiation Act. Staff requests City Commission approval of the First Amendment to CMaR Contract No. 2024-16.002 with AJAX Building Company, LLC in the amount of $12,748,398.00 to begin Phase Two of the CMaR process.
The following provides a chronological order of events regarding the Emergency Operations Center Project:
Ø April 12, 2022: Entered into Agreement No. 2021-17 Professional Architectural and Engineering Service with Schenkel & Shultz for City of North Port Police Department Facilities (“Original Agreement”) for renovation of the existing North Port Police Department facility and design of the new Emergency Operations Center (“EOC”).
Ø March 2, 2023: Agenda Item 23-0262 discussion and recommendation for a stand-alone Emergency Operations Center, separate from Police Department Headquarters, nearby on City-Owned land - Presentation to Commission.
Ø September 12, 2023: Commission approved the Second Amendment to Agreement No. 2021-17 Professional Architectural and Engineering Services to Expand the Scope of Service with Schenkel & Shultz to include Phase II - Schematic Design for the New Police Headquarters and an Emergency Operations Center Facility.
Ø February 26, 2024: Agenda Item 24-0347 discussion with Commission regarding EOC costs and location, adjacent to Fire Station 81. EOC adopted as new CIP F24EOC.
Ø December 10, 2024: Agenda Item 24-1627 Commission approved the Fourth Amendment to Agreement No. 2021-17 with Schenkel and Shultz to complete Phase III - V for Design Development, Construction Documents, Bidding Assistance, and Construction Administration. Agenda Item 24-1630 Commission approved Contract No. 2024-16.002 Preconstruction Services, Phase I, with Ajax Building Company, LLC, for Design Support, Coordination, Project Scheduling, Design and Equipment Evaluation and Recommendations, and a GMP for Project F24EOC, EOC.
Ø August 28, 2025: City of North Port Emergency Management, Public Works Project Management, Schenkel & Shultz and Ajax Building Company hold the GMP Negotiation Meeting.
Ø September 8, 2025: EOC project update provided to Commission. Emergency Management was asked to bring back a funding solution for the $1.7 million shortfall to begin construction.
Ø September 9, 2025: Resolution 2025-R-61 adopted Revising the List of Proposed Infrastructure Projects Funded Through Sarasota County’s Collection of the One Percent Infrastructure Sales Surtax Proceeds for Years 2025 through 2039, to include Project F24EOC, EOC.
Ø October 6, 2025: Emergency Management provided an update to Commission regarding identified funding to fulfill the identified $1.7 million shortfall and begin EOC Construction. The funding identified to make up the $1.7 million shortfall included $1,344,365 from the Building Fund, and $340,740 from Surtax.
The Fifteenth Amendment to Construction Manager at Risk Contract No. 2024-16.002 for Construction Services Contract Phase II by and between the City of North Port, Florida, and AJAX Building Company, LLC, for construction of an Emergency Operations Center has been reviewed by the City Attorney and is legally correct as to form.
The Fifteenth Amendment to Construction Manager at Risk Contract No. 2024-16.002 for Construction Services Contract Phase II by and between the City of North Port, Florida, and AJAX Building Company, LLC, for construction of an Emergency Operations Center was provided to the City Clerk’s Office on November 13, 2025, for signature, subject to City Commission approval.
Strategic Plan
Disaster Response and Recovery Management
Financial Impact
|
Account |
Project |
Amount |
|
306-2223-525.62-00 |
F24EOC |
$ 12,010,321.00 |
|
135-2700-524.62-00 |
F24EOC |
$ 738,077.00 |
Funding is contingent upon City Commission approval of Ordinance 2025-34 to amend the Fiscal Year 2025-2026 budget during the City Commission Regular Meeting scheduled for December 9, 2025.
Procurement
CMaR Contract, Phase I for Construction Phase Services of new EOC was procured pursuant to Sec. 2-406 of the City of North Port Procurement Code and Florida Statute 287.055, as amended, Consultant’s Competitive Negotiation Act.
AJAX Building Company, LLC
1080 Commerce Blvd.
Midway, Florida 32343
Attachments:
1. First Amendment
2. Contract No. 2024-16.002
3. Florida Department of Corporations
Prepared by: Stacy Aloisio, Emergency Manager
Department Director: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager