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Home My WebLink AboutO-2005-2856 REQUEST FOR CITY COUNCIL AGENDA ITEM Agenda Date Reqnes'ed: ~ 2005 Requested By: S. Gillett ~ Department: Public Works Appropriation Source of Funds: Fund 046 Account Number: 046~9892-904~1l00 Report: Resolution: Ordinance: x Amount Budgeted: $7,700,000 Exhibits: _Two (2) Ordinances Amount Requested: $10,191,593 Exhibits: Standard Form of A2,reement - Lump Sum Budgeted Item: YES Exhibits Letter from Hale-Mills - Increase for Wind Loadine: SUMMARY & RECOMMENDATION Qualification Statements were received for the design/build of the new police facility on August 2,2005. Eleven (11) Statements were received, ranked and the top five (5) respondents were selected to submit proposals for the Project. Three (3) proposals were received on September 2,2005. The proposals were ranked according to the published criteria, and the best value, which was also the lowest cost proposal, was submitted by Hale-Mills Construction, Ltd. in the amount of $8,719,315. Second and third-ranked proposals were submitted by 3D/International, Inc. ($9,655,003) and Satterfield & Pontikes Construction, Inc. ($10,096,834). Review of all three proposals revealed that not all items specified were clearly identified and priced. Additionally, the top proposal from Hale-Mills qualified their estimate to revise the price after design was 40% I.:Oll1plet~. III ord~r to answer these questions, a meeting was held with the City, the Program Manager (Huitt-Zollars) and Hale-Mills. Questionable costs and conditions were identified, in writing, to be discussed at the meeting. Hale-mills admitted they had left off several key items in the estimate, and submitted a revised cost of$9,044,315, an increase of$325,000 for four (4) items related to cabling of the communications and security systems. Additionally, furnishings (furniture and office equipment) was not included in the proposal. In fact, none ofthe three (3) proposals including furnishings. Hale-Mills proposed to include a furniture allowance, at a not to exceed cost of $650,000, which would be used as needed for the furnishing of the facility. This allowance would be approved by the City. This would bring the total cost to $9,694,315. Finally, Hale-Mills agreed to a firm-cost contract with no future escalation. The city and the contractor agreed to the revised costs, and a Standard Form of Agreement Between Owner and Design-Builder - Lump Sum is attached. With a 2% contingency of $193,886, total authorization for the Project would be $9,888,201. With the recent hurricane activity, the design wind loading ofthe building is under reconsideration. The specifications call for a design of 120 mph (Category 3). It has been suggested that the design be increased to accommodate a Category 4 storm (150 mph). The additional cost to increase the design wind ioading to 150 mph is $297,443, per the attached letter, increasing the cost to $9,991,758. With a 2% contingency of $199,835, total authorization for the Project would be $10,191,593. The original budget of $7,700,000 was discussed at the July 11,2005 workshop meeting. Council was advised that the projected cost was $10,500,000. Potential sources of additional funding include Certificates of Obligation. City Council indicated that the Project should go forward on this basis. Action Required bv Council: Approval of an Agreement between the City of La Porte and Hale-Mills Construction, Ltd. For the design-build of the La Porte Police Facility for a lump sum price of $9,694,315; with a 2% contingency of $193,886, for a total authorization of $9,888,20l. OR Approval of an Agreement between the City of La Porte and Hale-Mills Construction, Ltd. For the design-build of the La Porte Police Facility, increasing the design wind loading to 150 mph, for a lump sum price of $9,991 ,758, with a 2% contingency of $199,835, for a total authorization of $10, 191 ,593. Approved for City Council Aeenda II -~ ---05 Date ORDINANCE NO. 2005- ~ <t5~ AN ORDINANCE APPROVING AND AUTHORIZING AN AGREEMENT BETWEEN THE CITY OF LA PORTE AND HALE-MILLS CONSTRUCTION, LTD., FOR THE DESIGN-BUILD OF THE LA PORTE POLICE FACILITY; INCREASING THE DESIGN WIND LOADING TO 150 MPH, APPROPRIATING NOT TO EXCEED $9,991,758.00 PLUS A CONTINGENCY OF $199,835.00, TO FUND SAID CONTRACT; MAKING VARIOUS FINDINGS AND PROVISIONS RELATING TO THE SUBJECT; FINDING COMPLIANCE WITH THE OPEN MEETINGS LAW; AND PROVIDING AN EFFECTIVE DATE HEREOF. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF LA PORTE: Section 1. The City Council hereby approves and authorizes the contract, agreement, or other undertaking described in the title of this ordinance, a copy of which is on file in the office of the City Secretary. The City Manager is hereby authorized to execute such document and all related documents on behalf of the Ci ty of La Porte. The City Secretary is hereby authorized to attest to all such signatures and to affix the seal of the City to all such documents. City Council appropriates the sum not to exceed $9,991,758.00, plus a contingency of $199,835.00, from Account No. 046-9892-904-1100, and other lawfully available funds, ~ g., fund balances on hand at the date of passage and approval of this ordinance, and future lawfully available funds, to fund said contract. Section 2. The City Council officially finds, determines, reci tes, and declares that a sufficient written notice of the date, hour, place and subject of this meeting of the City Council was posted at a place convenient to the public at the City Hall of the City for the time required by law preceding this meeting, as required by the Open Meetings Law, Chapter 551, Texas Government Code; and that this meeting has been open to the public as required by law at all times during which this ordinance and the subject matter thereof has been discussed, considered and formally acted upon. The City Council further ratifies, approves and confirms such written notice and the contents and posting thereof. Section 3. This Ordinance shall be effective from and after its passage and approval, and it is so ordered. PASSED AND APPROVED, this 14th day of November, 2005. CITY .OF LA P~ i~ ; \) ~~.. \~--- By: Alton E. Porter Mayor ATTEST: ~~ ; !titi . Mart a A. lllett City Secretary APPROVED: ~ tJ~W . . Knox W. Askins City Attorney 2 Of01V r ORDINANCE NO. 2005- 17\ i 5 (j (0, ;1JZr/ l)clvt! ~C/ AN ORDINANCE APPROVING AND AUTHORIZING AN AGREEMENT BETWEEN 'THE CITY OF LA PORTE AND HALE-MILLS CONSTRUCTION, LTD., FOR THE DESIGN-BUILD OF THE LA PORTE POLICE FACILITY; APPROPRIATING NOT TO EXCEED $9,694,315.00 PLUS A CONTINGENCY OF $193,886.00, TO FUND SAID CONTRACT; MAKING VARIOUS FINDINGS AND PROVISIONS RELATING TO THE SUBJECT; FINDING COMPLIANCE WITH THE OPEN MEETINGS LAW; AND PROVIDING AN EFFECTIVE DATE HEREOF. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF LA PORTE: Section 1. The City Council hereby approves and authorizes the contract, agreement, or other undertaking described in the title of this ordinance, a copy of which is on file in the office of the City Secretary. The City Manager is hereby authorized to execute such document and all related documents on behalf of the Ci ty of La Porte. The City Secretary is hereby authorized to attest to all such signatures and to affix the seal of the City to all such documents. Ci ty Council appropriates the sum not to exceed $9,694,315.00, plus a contingency of $193,886.00, from Account No. 046-9892-904-1100, and other lawfully available funds, e.g., fund balances on hand at the date of passage and approval of this ordinance, and future lawfully available funds, to fund said contract. Section 2. The City Council officially finds, determines, reci tes, and declares that a sufficient written notice of the date, hour, place and subject of this meeting of the City Council was posted at a place convenient to the public at the City Hall of the City for the time required by law preceding this meeting, as required by the Open Meetings Law, Chapter 551, Texas Government Code; and that this meeting has been open to the public as required by law at all times during which this ordinance and the subject matter thereof has been discussed, considered and formally acted upon. The City Council further ratifies, approves and confirms such written notice and the contents and posting thereof. Section 3. This Ordinance shall be effective from and after its passage and approval, and it is so ordered. PASSED AND APPROVED, this 14th day of November, 2005. CITY OF LA PORTE By: Alton E. Porter Mayor ATTEST: ~Q I coD * ~ Martha A. Gillett City Secretary APO:M c;b Knox W. Askins City Attorney 2