The URL can be used to link to this page

Home My WebLink About2021-10-18-I01N Public Works Site Expansion Phase 1_Professional Services Agr Amend No 2AGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: October 18, 2021 AGENDA ITEM:Consideration of approval of a resolution approving Second Amendment to Agreement for Professional Consulting Services with Farnsworth Group [Waukee Public Works Site Expansion Phase 1] FORMAT:Resolution SYNOPSIS INCLUDING PRO & CON: The original agreement was approved by City Council on November 18, 2019. Amendment No. 1 was approved on October 19, 2020 which included architectural and engineering services for a site expansion and construction of a separate cold storage facility at the existing Public Works Campus. Per many discussions between City staff and Farnsworth staff from September 10, 2021 to now, the size, scope, complexity, and cost of the project has significantly changed from what was assumed when Farnsworth Group initially started designing the project. The building footprint increased in size from an initial size of 25,200 sf to 33,729 sf. The project budget therefore increased from an initial project cost of $2,500,000.00 to $7,151,169.00. The main reason for such a large cost increase is primarily due to staff underestimating the original project budget. Further cost increases are attributed to increased building footprint and the increase to construction materials. City and Farnsworth staff have worked with a local contractor who provides construction estimating services to ensure our budget is within reason and conservative based on today’s construction industry. This project is included in the draft FY 2023 CIP with a total project funding of $7.155M. The project schedule is currently to take bids in December 9, 2021 and complete construction by November 2022. FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS: Increase in the design fee of $120,385.00. Total contract amount will be $307,885.00, which is 4.3% of the overall project cost. COMMISSION/BOARD/COMMITTEE COMMENT: STAFF REVIEW AND COMMENT: RECOMMENDATION: Approve Resolution and Agreement. ATTACHMENTS: I. Resolution II. Engineering Services Amendment No. 2 PREPARED BY: Beth Richardson REVIEWED BY: Rudy Koester RK I1N THE CITY OF WAUKEE, IOWA RESOLUTION 2021- APPROVING ENGINEERING SERVICES AMENDMENT NO. 2 WITH FARNSWORTH GROUP [WAUKEE PUBLIC WORKS SITE EXPANSION PHASE 1] IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA WHEREAS, the City of Waukee, Iowa is a duly organized municipality within Dallas County; AND, WHEREAS, on November 18, 2019 (Resolution #19-429), the Waukee City Council approved an agreement with Farnsworth Group; on October 19, 2020, Amendment No. 1 was approved (Resolution #2020-403) related to the Waukee Public Works Site Expansion Phase 1 Project; AND, WHEREAS, the size, scope, complexity, and cost of the project has significantly changed from what was assumed when Farnsworth Group initially started the designing the project therefore the project cost has increased, resulting in a second amendment to the agreement with Farnsworth Group for architectural and design service for the Public Works Site Expansion Phase 1 project; NOW THEREFORE BE IT RESOLVED by the City of Waukee City Council in session this 18th day of October, 2021, that it hereby approves the Second Amendment to Agreement for Professional Consulting Services with Farnsworth Group [Waukee Public Works Site Expansion Phase 1]. ____________________________ Courtney Clarke, Mayor Attest: ___________________________________ Rebecca D. Schuett, City Clerk ROLL CALL VOTE AYE NAY ABSENT ABSTAIN Anna Bergman Pierce R. Charles Bottenberg Chris Crone Larry R. Lyon Ben Sinclair ENGINEERS | ARCHITECTS | SURVEYORS | SCIENTISTS 14225 University Avenue, Suite 110 Waukee, Iowa 50263 p 515.225.3469 www.f-w.com October 4, 2021 Waukee Public Works 805 University Avenue Waukee, IA 50263 Attn: Rudy Koester, Public Works Director Re: Owner/Architect Agreement – Second Amendment Waukee Public Works – Site Expansion Phase 1 Dear Rudy: We are requesting an amendment to the Owner/Architect Agreement for the Waukee Public Works Site Expansion – Phase 1. Per our discussion on September 10, 2021, the size, scope, complexity, and cost of the project is significantly different from what was assumed when we were initially hired to design this project (First Amendment Letter, dated 09/15/2020). Our original design fee of $175,000, approved in the First Amendment Letter, was based on 7.0% of an Approximate Construction Cost of $2,500,000. The salt shed + cold storage building size was 25,200 SF. September 15, 2020 Total Buildings Site Work Approximate Construction Cost $2,500,000 $1,780,000 $720,000 Fee Basis from RSMeans $1,000,000 $5,000,000 8.00% 5.33% as % as $ Proposed Fixed A/E Fee 7.00% $175,000 Reimbursable Expenses $12,500 TOTAL A/E FEE $187,500 The current Estimated Construction Cost is $6,590,640. The current design of the salt storage + cold storage building is 33,729 SF. Since the cost of the building increased, we propose using a sliding scale to reduce the percentage and determine our fee. We also utilized a reduced Construction Cost of $5,500,000, estimated in March 2021 by Lang Construction Group. The new calculated design fee would be 5.29% of $5,500,000 = $290,785. Waukee Public Works October 4, 2021 Page 2 of 3 Additionally, we were required to prepare a Storm Water Management Plan (SWMP) for the project. We were under the impression the project was covered by a previous SWMP, but the amount of new impervious development triggered the requirement to have a new SWMP prepared. The cost of this design work was an additional $4,600. September 1, 2021 Total Buildings Site Work Approximate Construction Cost $5,500,000 $4,481,675 $1,018,325 Fee Basis from RSMeans $5,000,000 $10,000,000 5.33% 4.90% as % as $ Proposed Fixed A/E Fee 5.29% $290,785 Prepare Storm Water Management Plan $4,600 Reimbursable Expenses $12,500 TOTAL A/E FEE $307,885 Therefore, we request an increase in the design fee of $120,385 = ($290,785 + $4,600) – $175,000. Through the development of the project, we consulted with you and together we concluded the project schedule should be revised from the schedule included in the First Amendment, dated 09/15/2020. We request the following revisions to the original agreement, dated 18th day of November 2019, and the First Amendment, dated September 15, 2020: 2. SCHEDULE: Exhibit C: Project Schedule revise to read as follows: Start Design Process: October 12, 2020 Project Bidding Documents Complete: November 1, 2021 Project Bids: December 9, 2021 Project construction Commences: January 15, 2022 Project construction Completion: November 15, 2022 3. COMPENSATION: Revise paragraph to read as follows: A. In consideration of the professional services provided herein, the City agrees to pay the Consultant the following lump sum of $295,385, excluding any authorized reimbursable expenses, as set forth in Exhibit D. Total Reimbursable Expenses: $12,500 Total Fee including reimbursable expenses: $307,885 Delete the COMPENSATION article listed in the First Amendment, dated September 15, 2020. Waukee Public Works October 4, 2021 Page 3 of 3 If you agree with the revisions noted above, then please have an authorized person sign on the line below. Attached is a copy of the original agreement and the First Amendment. Sincerely, FARNSWORTH GROUP, INC. CITY OF WAUKEE Jerry Purdy, AIA, AEB Courtney Clarke Principal Mayor