HomeMy WebLinkAboutA001 - Council Action form dated September 3, 2025ITEM #:2
DATE:09-03-25
DEPT:POLICE
SUBJECT:ANIMAL SHELTER FACILITY PROJECT - DESIGN CONTRACT
COUNCIL ACTION FORM
BACKGROUND:
The City's Animal Shelter, located at 325 Billy Sunday Road, is in need of replacement. The
existing facility is undersized and experiences challenges related to weatherization,
mechanical equipment, and other aging systems. City staff has been working through the
planning stages to develop a new animal shelter facility for the past several years.
In November 2024, staff became aware that the property at 2715 Dayton Ave, which recently
housed Eagle’s Loft daycare, was for sale. The City Council obtained an option to purchase
the property following an assessment of the potential to renovate it into a new animal shelter.
On December 26, 2024, the City Council approved an agreement not to exceed $66,360
with INVISION Architecture LTD (INVISION), Des Moines, Iowa, to analyze the existing
conditions and needs and identify future requirements for a modern animal shelter
facility. Following that evaluation, INVISION was to provide the City a conceptual design
and a preliminary cost estimate that would be approved as a change order.
After receiving the conceptual design report, on February 18, 2025, City Council approved the
purchase of 2715 Dayton Avenue in the amount of $1.1 million. At that same meeting, staff
notified City Council that an anonymous lead donation of $3 million had been obtained.
Staff solicited a proposal from INVISION to proceed with the remaining design steps in the
project. These include completion of schematic design, design development, and construction
documents, bidding phase and construction administration. On July 22, 2025, staff discussed
the agreement with City Council, and further negotiations with INVISION took place to arrive at
an agreement. INVISION has submitted a revised fee of $557,000 for these services,
including a not-to-exceed amount of $12,000 for hourly fees to design the FF&E.
A change order to INVISION's initial contract has been prepared to incorporate this additional
work. The proposed change order utilizes standardized design contract documents produced
by the American Institute of Architects (AIA), with amendments negotiated between INVISION
and City staff. The contract incorporates references to best practices outlined by the American
Society of Veterinarians (ASV) Guidelines for Sheltering, and the need to meet the
requirements for Animal Welfare of the Iowa Department of Agriculture and Land Stewardship
(IDALS).
In addition, the contract outlines the City's interest in reducing greenhouse gas emissions. The
architect will evaluate and present options to incorporate geothermal heating and cooling,
ensuring that the building is ready to install future solar panels, LED lighting, variable
frequency drives for pumps, and a heat recovery system. Additionally, the building design
contains elements to address acoustics (particularly important for the dog kennel area) and
keyless entry systems compatible with the City's existing equipment.
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Moving forward with this change order will allow for schematic drawings to be completed.
These drawings will be a helpful visual aid for the fundraising campaign to utilize in soliciting
donations for individual elements within the project. Proceeding with the change order will also
allow the project to move towards bidding and construction this winter.
The project budget contains a combination of City funds and donations for private individuals.
The budget is shown in the following table:
EXPENSES FUNDING SOURCES
Previous Site Investigation $ 4,075
2715 Dayton Purchase Option 5,000
Land Acquisition 1,100,000
Conceptual Design 66,360
Change Order No. 1 for Detailed
Design/Construction Specs (This
Action)
557,000
Construction/Renovation (including
FF&E/Permits)5,401,565
Contingency (10%)250,000
3rd Party Testing/Geotechnical 40,000
FY 2023/24
General Fund
Savings
$ 100,000
Council Priorities
Capital Fund 2,855,000
Lead Donation 3,000,000
Donation
Campaign 1,500,000
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TOTALS $ 7,424,000 $ 7,455,000
ALTERNATIVES:
1. Approve Change Order No. 1 to INVISION Architecture, LLC, Des Moines, Iowa for
Architectural and Engineering Services for the Ames Animal Shelter Facility Project in an
amount not-to-exceed $557,000.
2. Do not approve Change Order No. 1 for the Ames Animal Shelter and direct staff to
solicit proposals for the next phases of the Animal Shelter Relocation Project design
process.
3. Refer this item back to staff for further information.
CITY MANAGER'S RECOMMENDED ACTION:
Architectural and Engineering Services are required to develop the Animal Shelter
Relocation project, support fundraising, and prepare construction documents for bid.
INVISION has successfully developed the conceptual design for the facility and
understands the City's interests in the development of a completed project. The firm is
reputable and has performed similar work for comparable communities in the past.
Therefore, it is the recommendation of the City Manager that the City Council approve
Alternative No. 1 as described above.
ATTACHMENT(S):
Change Order #1 v1-INVISION-Fillable Form-Mayor_Signed.pdf
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CHANGE ORDER NO.
CONTRACT / BID NO:
PURCHASE ORDER NO:
DATE: ______________________
Pro ect:
Contractor Name: Change Orders Approved to Date:
Address: 1 2
City, State, & Zip Code: 3 4
5 6
7 8
9 10
The contract is modified as follows upon execution of this Change Order. The changes included in this
change order are made in order to carry out the original intent of the contract. The changes included in
this change order are to be accomplished in accordance with the terms, stipulations, and conditions of
the original contract as though included herein.
ACTION DESCRIPTION COST
TOTAL AMOUNT - CHANGE ORDER # :
Contract Price:
Original contract price:
Change orders approved to date:
mount of this change order:
djusted contract price including this change order:
Recommended by: Accepted by City of Ames: Accepted for Contractor:
______________________
________________, Director
City of Ames _______________
______________________
John A. Haila, Mayor
City of Ames
______________________
Signature
______________________
Printed name & title
______________________
Date
______________________
Date
______________________
Date
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