HomeMy WebLinkAboutItem #10 Approval to Execute Change Order No. 1 Related to the Agreement with Zyscovich, Inc., Pursuant to RFQ #1704 for Development of a Design Criteria Package for a New City Hall, which Reduces the Total Contract Amount by $58,200 Ocoee
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AGENDA ITEM COVER SHEET
Meeting Date: April 17, 2018
Item # /Q
Reviewed By:
Contact Name: Al Butler, Director Department Director: /�
Contact Number: 407-554-7063 City Manager: •
Subject: Approval of Change Order No. 1 related to the agreement w h Zyscovich, Inc. for
development of a design criteria package for a new City Hall—part of the Downtown
Redevelopment Master Plan. The proposed change order modifications have a net effect of
reducing the total contract amount by$58,200.
Background Summary:
The Florida Consultants' Competitive Negotiations Act ("CCNA," §287.055, Florida Statutes) governs the
manner in which cities may procure professional services from architects, engineers, and other state-
licensed professionals. It also describes the way in which a city may conduct the procurement process
for a design-build project, which is a type of construction that requires the builder to also provide the
formal design documents. A design-build project uses a multi-step procurement process. The first step
is the preparation of a design criteria package by the city that sets forth the basic requirements for the
desired structure. A licensed architect or engineer must prepare and sign/seal a design criteria
document stating the basic requirements for the building to be constructed. Combining the request for
proposal (RFP) developed by the city and the design guidance provided by the architect, the design
criteria package establishes the general guidelines for how the structure is to be laid out, such as the
number, size, and arrangement of office spaces. It also includes important functional requirements, such
as how the air conditioning should be controlled and the quality of finish materials that must be provided.
In the case of Ocoee's new City Hall, the package also provides a site plan showing the location of the
building and some sample artist renderings showing a preferred architectural style. The intent is to say
what the city wants without specifying exactly how it is to be provided. Respondents to the RFP are
supposed to use their creativity as designers and builders to offer competitive alternatives from which the
City Commission will ultimately make a selection.
Professional services solicitation RFQ1704 sought qualified firms to provide architectural and/or
engineering services to prepare a design criteria package for constructing the new City Hall, with
subsequent owner's representative services. After reviewing several proposals received, and in
response to the selection committee's rankings of the qualified firms, the City Commission awarded the
work to a team led by the architectural firm of Zyscovich, Inc., on July 18, 2017 and a contract was
entered into by the parties in the amount of$334,465.00.
The original concept for developing the design criteria package was to provide a fairly detailed set of
design specifications for key elements of the building as a means of more fully expressing the city's
needs and design elements. During the course of conducting the conceptual design task, which was an
early part of the project, it was found that several drawings and other design documents proposed for
delivery by the consultant would not actually be needed in order to complete the design criteria package.
At the same time, the production and presentation of design alternatives took substantially greater time
than had originally been anticipated. Concurrent with the change in content for the design criteria
package was recognition of the benefits that would result from the consulting team's participating more
fully in the design-build proposal review process. With there being less specificity regarding the intended
design, it becomes more important to have professional insight to review the proposed buildings and
construction prices.
Issue:
Should the City Commission approve proposed Change Order No. 1 for the Agreement executed by the
city and Zyscovich, Inc. pursuant to procurement RFQ1704, which provides for development of a design
criteria package for relocating the Ocoee City Hall, along with subsequent provision of owner's
representative services?
Recommendation:
Staff recommends that the City Commission approve the attached Change Order No. 1, which reduces
the total amount of the contract by $58,200. This reduction is the net result of a $145,885 reduction
architectural and engineering fees related to the activities established by the contract for the conceptual
design task; an additional $66,400 for extra architectural and engineering services required by the
conceptual design process and production of a more detailed narrative for the design criteria package;
and the reallocation of$20,885 in engineering subconsultant fees from the conceptual design task to the
owner's representative task.
Staff additionally recommends that the City Commission grant authority to the City Manager to approve
future reductions to the contract fees of any amount and future increases up to the limit of his purchase
authority that may be related to the Zyscovich, Inc. contract.
Attachment:
Proposed Change Order No. 1 executed by the city project manager and Zyscovich, Inc.
Financial Impact:
The proposed expenditure will reduce the cost of the work to the city by $58,200 while still delivering a
useful design criteria package and owner's representative services.
Type of Item: (please mark with an"x,
Public Hearing For Clerk's Dept Use:
Ordinance First Reading x Consent Agenda
Ordinance Second Reading Public Hearing
Resolution Regular Agenda
x Commission Approval
Discussion&Direction
X Original Document/Contract Attached for Execution by City Clerk
Original Document/Contract Held by Department for Execution
Reviewed by City Attorney Uses existing contract and standard change order form X N/A
Reviewed by Finance Dept. \9Sno o ALO N/A
Reviewed by ( ) N/A
A
ocoee
florida
CITY OF OCOEE
150 North Lakeshore Drive
Ocoee, Florida 34761
RFQ #1704—CITY HALL DESIGN CRITERIA PACKAGE DEVELOPMENT
CHANGE ORDER NO. 1
DATE: April 2, 2018
The following changes are hereby made to the CONTRACT DOCUMENTS.
Original CONTRACT PRICE $334,465.00
Current CONTRACT PRICE ADJUSTED by previous CHANGE ORDERS $334,465.00
Net Increase(Decrease) Resulting from this CHANGE ORDER ($58,200.00)
The current CONTRACT PRICE including this CHANGE ORDER $276,265.00
Original CONTRACT COMPLETION DATE: N.A.
Current CONTRACT COMPLETION DATE adjusted by previous
CHANGE ORDERS N.A.
Net Increase Resulting from this CHANGE ORDER N.A.
Current CONTRACT COMPLETION DATE including this
CHANGE ORDER N.A.
CHANGES ORDERED:
I. REQUIRED CHANGES AND JUSTIFICATION
This change order modifies the total cost of the project by making changes to the Scope
of Work which produced changes in the fee to be paid to the ARCHITECT. It consists of
the following actions and costs:
1. Reduce the Scope of Work to remove the production of detailed design
documents, resulting in cost savings of$145,885.
As originally contemplated, the Architect was to provide fairly explicit design
guidance documents, such as exterior elevations, conceptual floor plans, and
interior elevations and details. In consultation with city staff and the city attorney
for construction contracts, and after reviewing earlier deliverables from the
architect, it was determined that these detailed documents were not needed to
solicit design proposals from qualified design-bid firms. Instead, it was determine
that a more limited design criteria package containing guidance on basic
operational and design requirements
2. Reallocate $41,400 to cover the cost of additional design proposals, two
additional sets of schematic diagrams (conceptual floor plans), and additional
client/architect meetings to review conceptual design documents.
The conceptual design process took substantially longer to complete than
originally anticipated due to the complexity of reaching a consensus solution.
The proposed reallocation of fees reflects the change in emphasis from detailed
design to conceptual design activities by the Architect. This activity also included
the production of additional color design renderings and the presentation of
design alternatives to the City Commission.
3. Reallocate$25,000 of the original contract fee devoted to plans production to
instead generate a design narrative suitable for the design criteria package as now
being produced.
A new activity to produce a design criteria package in narrative form will replace
the original effort to develop detailed drawings. The funds will be split between
the Architect($15,725) and Stantec, the engineering subconsultant($9,675).
4. Reallocate $10,885 of the original funding for producing construction cost
estimates (provided by subconsultant Carlsson) during the conceptual design
process to evaluating price proposals during the design-build contractor selection
process.
The original Scope of Work included $15,190 for Architect's subconsultant
(Carlsson) to develop detailed construction cost estimates during the conceptual
City Hall Design Criteria Package Development Project, Change Order#1 Page 2
design process as a means of providing information regarding the likely cost of
various design and construction method alternatives. At the time work on the
conceptual design task was halted, only$4,305 had been billed for this work.
Since the design details of the various alternative proposals that are expected
during the design competition phase of the contractor procurement process may
be significantly different from the design alternatives presented in the design
criteria package, staff and the Architect found that the remaining cost estimating
funds should be reallocated to the owner's representative task so the various price
proposals may be evaluated. The information generated would be used by the city
to better understand and compare the design and price proposals received from the
most qualified solicitation respondents.
5. Reallocate$10,000 of the original contract fee for engineering subconsultant
support for conceptual design to evaluating design proposals during the design-
build contractor selection process.
In the same way that funds allocated to cost estimating were reallocated to
evaluate price proposals, it is proposed that design engineering fees removed from
the conceptual design task be used instead to review design proposals for
conformance with the established criteria. The information generated would be
used by the city to better understand and compare the design and price proposals
received from the most qualified solicitation respondents.
II. NARRATIVE OF NEGOTIATIONS
This change order was the result of an evaluation by the city of Architect-produced
deliverables, a review of what was needed to create an effective design criteria package
as part of a complete solicitation for a design-build firm, and extensive negotiations
between the city, the Architect, and its subconsultants. The$145,885 in fee reductions is
partially offset by$87,685 in reallocations to other activities; see attached spreadsheet,
which is incorporated herein by this reference. The net effect is to decrease the design
criteria fee by$79,085 and to increase the owner's representative fee by$20,885.
IV. PAYMENT
This change order reduces the total project cost.
V. APPROVAL AND CHANGE AUTHORIZATION
It is expressly understood and agreed that the approval of the Change Order shall have no
effect on the original Contract other than matters expressly provided herein.
ARCHITECT acknowledges,by its execution and acceptance of this Change Order, that
the adjustments in Contract Price and Time shown hereon constitute full and complete
compensation and satisfaction for all costs and modifications of performance time
incurred by the ARCHITECT as a result of this Change Order. No other claim for
increased costs of performance or modifications of time will be granted by the OWNER
City Hall Design Criteria Package Development Project, Change Order#1 Page 3
for the Work covered by this Change Order. The ARCHITECT hereby waives and
releases any further claims for cost or time against the OWNER arising from or relating
to the matters or Work set forth or contemplated by this Change Order.
RECOMMENDED BY: ACCEPTED BY:
CITY OF OCOEE.FLORIDA ZYSCOVICH, INC.
f , • `11011111P %
By: 4( 4,''(.L..L-- By:
Signature Signature �pp
Date: , ))3 L- e% Date: �r _ \ f
Title:P) - c� icC5 Title: 1441L` .
5.
APPROVED BY:
CITY OF OCOEE,FLORIDA
Owner
Date:
Rusty Johnson,Mayor
Attest:
Melanie Sibbitt, City Clerk
FOR USE AND RELIANCE ONLY BY THE APPROVED BY THE CITY OF OCOEE
CITY OF OCOEE,APPROVED AS TO FORM COMMISSION IN A MEETING HELD ON
AND LEGALITY THIS DAY OF UNDER
,20 AGENDA ITEM NO.
By:
City Attorney
City Hall Design Criteria Package Development Project, Change Order#1 Page 4
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