HomeMy WebLinkAboutAgenda Report - May 1, 2002 E-05CITY OF LODI COUNCIL COMMUNICATION
AGENDA TITLE: Contract Change Order No. 1 for Aquatics Facility Design
MEETING DATE: May 1, 2002
PREPARED BY: Parks and Recreation Director
RECOMMENDED ACTION: That the City Council be informed of Additional Services Change Order
No. 1 for Aquatics Facility Design work.
BACKGROUND INFORMATION: The project design work was awarded to ELS Architecture and
Urban Design on February 6, 2002, in the amount of $269,075. The design work has proceeded with a
25 meter and 50 meter option being presented to the City Council for selection and concept approval
prior to the start of schematic design. The City Council reviewed the concept design option and
provided direction on April 3, 2002.
In accordance with the Contract Change Order Policy approved by Resolution 85-173, Council is being
informed of Contract Change Order No. 1. The attached Contract Change Order which was approved
was in the amount of $8,000 ($12,775 was included in the original contract for contingency and was
utilized for the change order). The Change Order covers the additional services to prepare two concept
plans and additional presentations to Parks and Recreation Commission, City Council, Swim Club
Board, and Aquatics Task Force. These services to produce two options and required presentations
were not included in the original scope of services.
Please note that an additional change order to request additional design fees is anticipated due to
direction received by Council for this project and will be brought to Council upon receipt.
Funding Available:y,,.� 4 M 't1sja'.—
Finance Dir or
Roger Baltz t%
Parks and Recreation Director
cc: City Attorney
APPROVED:
Flynn -- City Manager
RESOLUTION NO. 85-173
RESOLUTION ADOPTING A FORMAL POLICY AND PROCEDURE
TO GOVERN CONTRACT CHANGE ORDERS
RESOLVED, that the City Council of the City of Lodi does hereby
adopt a formal policy and procedure to govern contract change orders
as shown on Exhibit "A" attached hereto and thereby made a part
hereof.
Date: December 4, 1985
I hereby certify that Resolution No. 85-173 was passed and
adopted by the City Council of the City of Lodi in a Regula--
Meeting
egularMeeting held Decenber 4, 1985 by the following vote:
AYES: Council Members - Olson, Pinkerton, Reid, Snider
and Hirschman (Mayor)
NOES: Council Men s - None
ABSENT: Council Members - None
ABSTAIN: Council :embers - None
ALICE M. REIMCHE
City Clerk
RECOMMENDED POLICY & PROCEDURES
CONTRACT CHANGE ORDERS
Purpose
Exhibit "An
To establish formal policy and procedures to govern contract
change orders.
Policy
Definition
As used in this policy, a change order shall mean a written
order to change the amount of work to be done on a formal contract
awarded by the City Council which is anticipated to result in an
increase or decrease in contract price. Change orders may not
increase or change the scope of the project specified in the contract
plans and specifications approved by the City Council.
. Department Head Authority
The responsible Department Head shall be authorized to
approve and issue individual change orders to increase the contract
price up to $5,000 or 10% of the formal contract, whichever is
larger. The aggregate total of all change orders to each contract
may not exceed 525,000.
Authority of the City Manager
The City Manager may authorize change orders in excess of
10% of the formal contract or in excess of $25,000 to avoid
extraordinary delay of work or to protect the safety of human life
and the environment at or near the work site. The City Manager shall
report the change orders and the amounts to the City Council at its
next regular meeting.
Procedure
Written change orders shall be submitted to the Finance -
Department to be added to the construction contract and encumbered
against the specific appropriation prior to payment to the
contractor. In the event unencumbered funds are not available a
special allocation must be processed to increase the applicable
appropriation.
Parks and Recreation Department
The Benefits are Endless
MEMO TO: Vicky McAthie, Finance Director
FROM: Roger Baltz, Parks and Recreation Director
DATE: March 27, 2002
SUBJECT: Additional Service/Change Order for ELS contract
As follow up to my conversations with Mr. Flynn and Ms. Keeter and in compliance with City
Resolution 85-173 this memo and attachments are submitted for your review and files.
ELS has proposed the attached additional services request for the not to exceed amount of
$8,000. The consulting services contract with ELS for the Aquatics Facility design appropriates
$269,075 for the project. A total of 5% ($12,775) of the amount is designated for contingencies.
Mr. Flynn has indicated his verbal approval for this additional work to occur. The amount of
$8,000 will not exceed the contingency amount already included in the existing contract with
ELS. Many thanks for your assistance.
Cc: Dixon Flynn, City Manager
Janet Keeter, Deputy City Manager
File
125 N. Stockton Street
Lodi, CA 95240
Website: www.lodi.gov
E -Mail: prdept@lodi.gov
(209) 333-6742
FAX: (209) 333-0162
liar -2§ -OZ 0T:53am From -ELS
+5108433304 T-140 P.002/002 F-508
ELS
ARCHITECTURE .AND URBAN DASIGN
204o Addison Street Berkeley, CA 94704
510.549-2929 510.843.3304 fax
Additional Services Request No. 1 R
Date_ March 19, 2002, revised 3/26!02 Project: Lodi Aquatics Facility
To: Roger Boltz Project No: 200118
From: David Pette Subject: Develop 2 Preferred Concepts
ELS REQUESTS ADDITIONAL SERVICES AUTHORIZATION FOR THE FOLLOWING:
At the request of the Department of Parks and Recreation, ELS proposes to provide two Preferred Concept Plans for
Steering Committee Review, and presentation to Parks and Recreation Commission and City Council as an
Additional Service. One plan will be based on a 25m pool and one will be based on a 50m pool. Both plans will
include a separate recreational pool, and support buildings and site work as may be required for each approach. Rate
of recovery and order -of -magnitude construction costs will be provided for each phut. Basic Services include
development of only a single preferred plan to such an extent. These Additional Services also include the additional
public presentations listed below. It is assumed that after the Commission and Council presentations, only one of the
two plans will be selected to proceed into full Schematic Design and documentation.
(X) WORK HAS BEGUN PER VERBAL DIRECTION AND TO MAINTAIN SCHEDULE.
( ) AUTHORIZATION REQUIRED BEFORE WORK BEGINS.
(X) RESPONSE REQUESTED WITHIN 5 DAYS
PROPOSED FEE:
Landscape $1,000
Pool Design $1,000
Architectural and Coordination (ELS)
a Additional Design $2,000
• Present to Task Force (2119), Swim Club Board (2128) $2,000
• Present to Cormmission(412}`Council 413) $2.000
Total Not to Exceed: $8,000
Submitted By:
NO►, f%►/ �/ II ,..
Date
Authorized by:
City of Lodi
Date