DEPARTMENT: Parks, Facilities, and Fleet Management
FILE TYPE: Consent Action
TITLE
title
Approval Of Contract Amendment For UrbanWorks Architecture LLC For Lebanon Hills Maintenance Facility Professional Services
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PURPOSE/ACTION REQUESTED
Approve a contract amendment for UrbanWorks Architecture LLC for Lebanon Hills Maintenance Facility professional services.
SUMMARY
In February 2023, Capital Projects Management (CPM) issued a Request for Proposals (RFP) for the design of the Lebanon Hills Maintenance Facility. UrbanWorks Architecture LLC was unanimously recommended for award by the selection committee, and by Resolution No. 23-170 (April 11, 2023), staff was authorized to enter into contract with UrbanWorks Architecture LLC for Schematic Design. While UrbanWorks Architecture LLC submitted a fee proposal of $893,150 for the full design and construction administration of the new facility, the contract award was only for the completion of schematic design. The County opted to complete the site survey in-house, which decreased that initial contract value by $7,550 from their fee proposal.
During schematic design, UrbanWorks Architecture LLC assisted the County through public engagement by hosting two open house events for an additional services fee of $9,800 that has already been included in their contract through amendment.
When schematic design was approved through Resolution No. 23-381 (August 29, 2023), staff was only able to contract with UrbanWorks Architecture LLC for $574,525 due to the available budget in the 2023 Buildings Capital Improvement Program. The County now needs to increase their fee to cover the construction administration and close-out phases. In their original proposal, UrbanWorks Architecture LLC’s fee for these two phases was $188,325.
During the design process, UrbanWorks Architecture LLC completed a second set of additional services. These included additional engagement with the Master Gardeners and additional design work to meet easement requirements with Great River Energy. After reviewing options for pre-designed greenhouses, it was decided to have UrbanWorks Architecture LLC create site-specific drawings and specifications for the greenhouse. For all this additional work, they have requested an additional services fee.
With complete funding for design now available for the project, Staff recommends increasing UrbanWorks Architecture LLC’s contract to the full, originally proposed amount, plus the requested additional services, for a contract total of $950,000.
RECOMMENDATION
recommendation
Staff recommends the Board approve the contract increase for UrbanWorks Architecture LLC for a contract total of $950,000.
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EXPLANATION OF FISCAL/FTE IMPACTS
The 2024 Buildings CIP Budget includes a total approved budget of $16,843,711. Sufficient funding is available for this design contract amendment. (Attachment: Financial Summary). Project costs will be included in the 2025 CIP over the next year.
☐ None ☒ Current budget ☐ Other
☐ Amendment Requested ☐ New FTE(s) requested
RESOLUTION
body
WHEREAS, staff was authorized to enter into a contract with UrbanWorks Architecture LLC for the completion of the Lebanon Hills Maintenance Facility schematic design; and
WHEREAS, UrbanWorks Architecture LLC submitted a fee proposal of $893,150 for the full design and construction administration of the new facility; and
WHEREAS, the current contract with UrbanWorks Architecture LLC includes one additional service and fees through and including bidding at $707,075; and
WHEREAS, construction administration, close-out, and an additional services request are needed to complete the work, which brings the total contract value to $950,000; and
WHEREAS, the County had originally contracted with UrbanWorks Architecture LLC only through bidding due to available funding in the 2023 Buildings Capital Improvement Program Budget; and
WHEREAS, the 2024 Buildings Capital Improvement Program Budget has sufficient funding for this design contract.
NOW, THEREFORE, BE IT RESOLVED, That the County Board authorizes the Parks, Facilities, and Fleet Management Director to execute a contract amendment to the professional services contract with UrbanWorks Architecture LLC 901 North 3rd Street, Ste 145, Minneapolis, MN 55401, to increase professional design fees for the Lebanon Hills Maintenance Facility for a contract amount not to exceed $950,000, subject to approval by the County Attorney’s Office as to form.
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PREVIOUS BOARD ACTION
23-170; 4/11/23
23-381; 8/39/23
ATTACHMENTS
Attachment: Financial Summary
BOARD GOALS
☐ A Great Place to Live ☐ A Healthy Environment
☐ A Successful Place for Business and Jobs ☒ Excellence in Public Service
CONTACT
Department Head: Taud Hoopingarner
Author: Christina Lundgren