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HomeMy WebLinkAbout~Master - Change Order to Professional Services Agreement for City Hall Renovation RESOLUTION NO. 12-611 RESOLUTION APPROVING CHANGE ORDER TO PROFESSIONAL SERVICES AGREEMENT FOR CITY HALL RENOVATION - EMERGENCY OPERATIONS CENTER FOR THE CITY OF AMES, IOWA WHEREAS, this report recounts challenges involved with two previous efforts to bid out City Hall renovations,reports on a time extension granted by FEMA for a$600,000 grant to expand the City's Emergency Operations Center(EOC), and recommends one final effort to work with the previous architectural firm, scale back the renovation project, and seek construction bids that meet the new FEMA time frame and the available budget; and, WHEREAS,on April 12,2011,the City Council approved an Architectural and Engineering Services Agreement with Shive-Hattery Architecture&Engineering of West Des Moines,Iowa,for the design,bidding,and construction administration of a space re-use reconstruction project in City Hall; and, WHEREAS,the original contract was for$112,000,and was later increased to$115,000 to include relocating the print shop within the basement to create more room for relocation of the Information Technology(IT) Division; and, WHEREAS, the original project included all of the first floor Police Department areas, including the public hall way by the Police Department,as well as all of the basement areas that are currently occupied; and, WHEREAS, the budget for this project was $1,400,000 with $600,000 coming from a Homeland Security FEMA Grant to help renovate the EOC, and$800,000 from the City's general fund to provide a match for the grant funding and to cover the remaining costs to renovate the basement and improve the Police Department; and, WHEREAS, two successive bidding processes both ended with construction bids that far exceeded the scheduled budget, and, at that pont, enough time had elapsed that it was no longer feasible to reduce the scope of the project a third time, rebid it, and complete the project prior to expiration of the FEMA grant; and, WHEREAS,in one final effort to salvage the FEMA grant,however,staff consulted with the Iowa Department of Homeland Security,reviewed the project scope one last time, and reduced the scope to a project focused only on renovating the EOC and associated spaces in the Police Department; and, WHEREAS, staff then applied to FEMA for a grant extension,requesting an adequate time line for the architect to redo the plans and specifications,to obtain acceptable bids,and to complete the reconstruction; and, WHEREAS, on November 9, 2012, six weeks after submitted the grant extension request, FEMA responded with a three-month time frame extension to December 31, 2013; and, WHEREAS, staff has determined that a project can be designed and done in the time frame now allowed by FEMA,however,that can only be done if Shive-Hattery is retained to revise existing plans and specifications; and, WHEREAS,Shive-Hattery has the original construction plans and specifications,and would need the least amount of time to redraw them for a reduced project scope; and, WHEREAS, at staff s request, Shive-Hattery has prepared a revision to its service fee to redraw the plans for a scaled back EOC project, to rebid the project, to oversee the construction phase, and to complete this project on time; and, WHEREAS,its revised fee proposal is for$42,500,and by deducting the fee for services not rendered and adding $42,500 for the revised service fees to complete this smaller project, the net change to Shive-Hattery's contract would add$13,726, for a total contract cost of$128,726. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Ames, Iowa, that a Change Order to the existing contract with Shive-Hattery of West Des Moines,Iowa,to deduct $28,774 for services not rendered, and to add $42,500 for the proposed fees to complete the Emergency Operations Center Project in City Hall is hereby approved. ADOPTED THIS 27th day of November, 2012. C~\ � � A. tom• a.-A&'a Diane R. Voss, City Clerk Ann H. Campbell, Mayor Introduced by: Goodman Seconded by: Wacha Voting aye: Davis, Goodman, Orazem, Szopinski, Wacha Voting nay: Larson Absent: None Resolution declared adopted and signed by the Mayor this 27th day of November, 2012.