HomeMy WebLinkAbout~Master - Updated Change Order No. 2 for City Hall Emergency Operations Center Renovation Project RESOLUTION NO. 12-655
RESOLUTION APPROVING RECISION OF PREVIOUS CHANGE ORDER NO. 2 AND
APPROVING UPDATED CHANGE ORDER NO. 2 WITH SHIVE-HATTERY
REGARDING CITY HALL EMERGENCY OPERATIONS CENTER
(EOC)RENOVATION PROJECT
FOR THE CITY OF AMES,IOWA
WHEREAS,on November 27,2012,staff recommended that Council approve a change order
to the architectural and engineering (A&E) agreement with Shive-Hattery for a scaled down
Emergency Operations Center(EOC) renovation project in City Hall; and,
WHEREAS, that change order included an increase in fees of$42,500 for the additional
design work and a deduction of$28,774 for the construction phase services not rendered in either
of the two earlier failed bids; and,
WHEREAS,this created a net increase of$13,726($42,500-$28,774)to the A&E contract,
for a grand total of$128,726; and,
WHEREAS, upon further discussion with Shive-Hattery and after Council approved the
change order, staff discovered that the$28,774 deduction,which was an assumption made by staff,
should not have been removed from the contract, and Shive-Hattery intended to use that, plus the
additional fees, to complete this project; and,
WHEREAS, with that understanding, the change order should have been only to add
$42,500, making the total A&E agreement $157,500; and,
WHEREAS, following discovery of this oversight, staff took time to review and reevaluate
other concerns related to the successful completion of this project; and,
WHEREAS, staff met with a principal from Shive-Hattery to discuss the challenges still
facing this project; and,
WHEREAS, this included asking why the additional architectural fees are as large as they
are with a project roughly one third the size of the original project where most of the design work
has already been done; and exploring options to reduce design costs,bring in acceptable bids, and
successfully complete this project on time within budget; and,
WHEREAS,the Shive-Hattery representative explained that its fees are based on the number
of hours it would take them to disassemble the current plans and specs, redesign and redraw the
plans, and reassemble the specifications for the next bid; and,
WHEREAS, staff then conducted a second conference call with the Shive-Hattery principal
to revisit their design and service fees and the concerns regarding the success of this project; and,
WHEREAS, several options were discussed that include more shared responsibility of cost
opinions and design fees by Shive-Hattery, providing ownership of electronic contract documents
to the City, and gaining a strong commitment from the firm to make this a successful project.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Ames, Iowa,
rescission of the previous Change Order#2, is hereby approved, and the updated Change Order#2
to Shive-Hattery for$35,859 in redesign fees for a total contract amount of$150,859 if the lowest
responsible and responsive bid received is less than$950,000; or$17,929 if the lowest responsible
and responsive bid received is between $950,000 and $1,000,000; or a zero cost increase if the
lowest responsible and responsive bid received is over $1,000,000 is further approved.
ADOPTED THIS 18'h day of December, 2012.
Diane R. Voss, City Clerk Ann H. Campbell, Mayor
Introduced by: Orazem
Seconded by: Larson
Voting aye: Davis, Larson, Orazem, Wacha
Voting nay: Goodman, Szopinski Absent: None
Resolution declared adopted and signed by the Mayor this 18th day of December, 2012.