13 - Contract with Archer Construction for new northwest EMS Station

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Item No. 13 TO: Mayor & City Council FROM: John Godwin, City Manager SUBJECT: EMS STATION DATE: March 2, 2018 BACKGROUND. In October 2016 the council voted to hire Paul Denney as the architect for a new EMS station to be located on 19"' NW to serve the northwest part of the city and county (we provide EMS service county -wide). In 2017, we bid the construction proJect, but received only two bids, both ot' which were significantly over budget. We did not believe a re -bid would appreciably affect the cost, at least not enough to make the project aff'ordable. Therefore, we took a new approach by which we redesigned the project in conjunction with the architect and a certified builder (design -build). The city council approved membership several meetings ago in The Inter -local Purchasing System (TIPS), a national purchasing cooperative that pre - competitively procures purchasing contracts for its members. This operates very Much like other governmental purchasing pools, though this one also includes services, not just goods, and was originally created for school systems. TIPS is 110LIsed and managed by the Region 8 Education Service Center located in Pittsburg, Texas. It does all the legally required solicitations, including advertising. s'rATUS OF ISSUE: It was our goal to move into the facility in fall 2017, but repeated delays have Pushed Lis back by very many months. The attached contract with Archer Construction & Design, a pre -qualified TIPS bidder with whom we have been meeting weekly for months, will finally get us started, hopefully as soon as March 19, ifthe council approves the agreement. The negotiated price is approximately $479,000, almost $300,000 less than the original low bid, submitted last year by Archer. We will ask for approval of an amount not to exceed $500,000 to cover any minor change orders that might arise, so the project is not delayed still more while awaiting council agendas. In the meantime, PRMC has indicated they want us to move ftorn our long-standing quarters at the hospital by April 1, since they may have a construction project beginning there. If the hospital does not allow Lis more time, we will have to, rent a trailer for the approximately six months during which Construction occurs.