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REQUEST FOR CITY COUNCIL AGENDA ITEM <br /> Agenda Date Requested: February 14, 2011 Budget <br /> Requested By: Donald Ladd Source of Funds: GEN 601 Fund 15 <br /> Department: Fire Account Number:015- 9892 - 601 -1100 <br /> Report: Resolution: Ordinance: Amount Budgeted: X250,000.00 <br /> Exhibits: Draft Contract Amount Requested: $1 <br /> Exhibits: Budgeted Item: YES <br /> Exhibits <br /> SUMMARY & RECOMMENDATION <br /> Staff reviewed and rated proposals from eighteen architectural firms. Staff entered into <br /> negotiations with the firm having the highest rating. Negotiations were terminated on the basis the <br /> firm was not responsive and their proposed design fee was beyond the City's budgetary <br /> constraints. Thus, staff began negotiations with the second highest rated architectural firm, Ray & <br /> Hollington Architects (R &H). As a result of the negotiations staff reached an informal agreement <br /> with Ray & Hollington Architects for the design Fire Station # 1 at a cost of $183,750. Ray & <br /> Hollington's proposal encompasses all phases of the project for a fee of 7.5% ($260,500) based on <br /> an estimated construction cost of $3,500,000. Our current budget of $250,000 is for Design Phase <br /> services only. Ray and Hollington's proposal surpasses our current need by including the Bidding <br /> Phase, Construction Phase, and the Operational Phases of the project. Our recommendation is for <br /> Council to consider entering into a contract with R &H, but to only fund the Design Phase Services <br /> in the amount of $183,750. <br /> During the design phase reimbursable expenses are expected to be around $4,000.00. This will <br /> bring the total request amount to $187,750. <br /> Action Required by Council: <br /> Authorize the City Manger to execute an agreement with Ray & Hollington Architects for design <br /> of New Fire Station # 1 at an amount of $183,750 and establish a reimbursable account in the <br /> a • unt of $4,000. <br /> AI <br /> A s . l for C R , ouncil A. enda <br /> • 1 .1. /8 I <br /> Ron ottoms, City Manager Date <br />