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Item #06 Approval for Change Order No. 1 for Additional Services to the Lakeshore Center Expansion to Design a Storage Structure to Include a Laundry Facility and Store Outdoor Event Equipment t I Ocoee florlda AGENDA ITEM COVER SHEET Meeting Date: October 17, 2017 Item # Reviewed By: i1 Contact Name: Al Butler, Director Department Director: 407; Contact Number: 407-554-7063 City Manager: Subject: Approval for additional services to design an accessory stor: !e structure for a larger facility and inclusion of an outdoor event equipment storage and laundry facility — Change Order No. 1 Background Summary: The Lakeshore Center Expansion is a capital project included in the city's list of approved investments using funds allocated from the 2017 General Fund Capital Bond Issue and a focal point of the Downtown Master Plan. The original plan was to construct an adjacent and connected 400-seat banquet and conference facility at a cost of $4 million. A conceptual design study found that a less expensive alternative that reduced the overall footprint of the building was to expand the existing structure to the north. This approach produces a single 400-seat banquet hall with a construction cost estimate of slightly less than $2 million." In accordance with the Florida Consultants' Negotiation Act (CCNA), the City Commission awarded the design work to one of the city's two continuing services architectural firms, Rhodes + Brito, which had done the original design in 2013. In the course of developing the plan to expand the facility, it was determined that a separate storage building for outdoor event equipment (mostly chairs and tables) was more cost-effective than enlarging the main building by a comparable amount. The building will also include a laundry facility for staff to clean and prepare linens for rental events. In addition, a 125-seat banquet hall was included in the main building's design to accommodate smaller events, support larger indoor weddings, allow break-out sessions for business conferences, and provide a more suitable pre-function support space. These changes increased the construction cost estimate to $2.5 million. These two expansions to the original design scope of work have prompted the architect to request a change order to increase the design fee by $35,595. Of this amount, $12,685 would go to the architect and the majority ($22,910) would go to design subconsultants for HVAC, electrical, plumbing, and structural engineering elements of the work. The amount of the change order represents a 17% increase in the design fee to accommodate a 25% increase in the construction cost estimate. Design costs remain less than 10% of the expected cost of construction. Issue: Should the City Commission approve the proposed Change Order No. 1? Recommendation: Staff recommends that the City Commission authorize the Mayor to execute the attached Change Order No. 1, and that the city accordingly increase the amount of the related purchase order. The increase in the design fee is justified by the increase in effort and is consistent with the increased cost of construction. Attachments: • Proposed design fee adjustment request from architect • Draft Change Order No. 1 Financial Impact: Approval of the proposed Change Order No. 1 is an implicit approval of an increase in the project's construction budget to $2.5 million, as the design scope of work changes are directly related to construction of a larger facility. However, the revised total budget of $2.75 million for design and construction remains below the original bond revenue allocation of$4 million. 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 exi ' contract X N/A Reviewed by Finance Dept. N/A Reviewed by ( ) N/A rhodes+brito ,>,e,0002809 ARCHITECTS October 2,2017 Mr.Jack A. Butler(Al) CIP Manager City of Ocoee 150 N Lakeshore Drive Ocoee, FL 34761 Re: Fee Proposal for City of Ocoee Storage Building Design Additional Services-001 , p, Dear Al, Per your request from our Owner/Design Team kick-off meeting held on July 27,2017,we have prepared the attached additional services request for the proposed City of Ocoee Ancillary Storage Building. The following scope revisions outline the proposed revisions to the project as discussed with you and City officials and supersede the scope outlined in our previous proposal of May 1, 2017. 1. Project Budget: The project budget has been increased from$2,000,000.00 to$2,500,000.00. The community center has inadequate storage space within the existing facility. Storage capacity will be enlarged from 500 sqft to approximately 2,000 sqft. Additional scope has been added as described in 2 below. 2. Scope of Work: The scope of the project has been modified to include the following: 2.1 Outside Storage Building:An increase in the amount of seating capacity of the community center will require additional storage for tables and chairs. The City believes that a separate storage facility would best accommodate the additional storage. It must be ventilated, or conditioned. The additional scope will include the design of an approximately 50' X 50' (2500 sft)Storage building west of the proposed building with walkway to building.The storage building should be designed to match the architecture of the community center. The new storage building should include a loading area, landscape, electrical and plumbing for a at least 2 washers/dryers 3. Schedule:We will provide schematic design floor plans&elevations for approval. The schedule for the remaining construction documents are TBD. 4. Additional Fee:Our proposed Lump Sum fee to provide this additional scope of work is$35,595 The total design fee is as follows: Previous Fee(remaining): $ 168,566 Additional Fee: $ 35,595 SubTotal Lump Sum Design Fee: $204,161 Total Architectural Design Fee: $ 12,685 5. Lump Sum Fee Distribution : The Fee Distribution shall be as follows: 30%Submittal: $ 5,642 Construction Documents(90%) $25,034 Permit/Bid Documents $ 4,919 $35,595 • 601 N.Magnolia Ave. • Suite 100 • Orlando,FL 32801 • 407.648.7288 •fax:407.648.7289 • www.rbarchitects.com :\11015-0000_city of ocoee-cont sys\workorders\wo-0004_lakeshore community ctr expan\administration\agreements\addl svcs\asr no.01\11015-0004 Iscc_asr no.01.docx page 2 of 2 rhodes+brito architects inc. The Architect will submit invoices monthly on a percent complete basis. Reimbursable expenses will be submitted with receipts as a separate bill. 6. Construction Administration: The Architect will include Construction Administration Services as part of its basic scope of work for the Community Center Expansion project. All remaining terms of our original accepted proposal shall remain. Should you have any questions, please call or email me to meet with you to discuss. Again,we are very appreciative of this opportunity. RHODES+BRITO ARCHITECTS INC. 1111 ,,, l• Ruffin A.Rhodes AIA, LEED''AP PRINCIPAL, DIRECTOR OF OPERATIONS Error!Not a valid link. florida CITY OF OCOEE 150 North Lakeshore Drive Ocoee, Florida 34761 LAKESHORE CENTER EXPANSION PROJECT CHANGE ORDER NO. 1 DATE: October 17, 2017 The following changes are hereby made to the CONTRACT DOCUMENTS. Original CONTRACT PRICE $203,753.00 Current CONTRACT PRICE ADJUSTED by previous CHANGE ORDERS $203,753.00 Net Increase (Decrease) Resulting from this CHANGE ORDER 35,595.00 The current CONTRACT PRICE including this CHANGE ORDER $239,348.00 Original CONTRACT COMPLETION DATE: October 25, 2013 Current CONTRACT COMPLETION DATE adjusted by previous CHANGE ORDERS November 17,2018 Net Increase Resulting from this CHANGE ORDER 0 days Current CONTRACT COMPLETION DATE including this CHANGE ORDER November 17, 2018 Lakeshore Center Expansion Project, Design Change Order#1 CHANGES ORDERED: I. REQUIRED CHANGES AND JUSTIFICATION This change order modifies the total cost of design services to accommodate an increase in scope; i.e., a larger main building and an accessory storage facility with laundry. II. NARRATIVE OF NEGOTIATIONS The proportional increase in Contract Price is less than the proportional change in the construction cost estimate. IV. PAYMENT There is no change in the payment schedule. Progress payments are made as the Work progresses. V. APPROVAL AND CHANGE AUTHORIZATION The original project and funding allocation was established by issuance of a City purchase order, subject to the terms and conditions contained in the City's contract and/or the Architect's service and price proposal, which collectively form the terms of an agreement between the City and the Architect for the performance of the Work. This proposed change to the agreement requires approval by the City Commission under the City's Purchasing Rules and Regulations and is consistent with any prior action by the City Commission to award the Work to the Architect. It is expressly understood and agreed that the approval of the Change Order shall have no effect on the original agreement other than matters expressly provided herein. The 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 City for the Work covered by this Change Order. The Architect hereby waives and releases any further claims for cost or time against the City arising from or relating to the matters or Work set forth or contemplated by this Change Order. [signature page follows] Lakeshore Center Expansion Project, Design Change Order#1 RECOMMENDED BY: ACCEPTED BY: CITY OF OCOEE, FLORIDA RHODES +BRITO, ARCHITECTS By: By: Signature Signature Date: Date: Title: Title: 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 ,20 AS ,20 AGENDA ITEM NO By: City Attorney Lakeshore Center Expansion Project, Design Change Order#1