05-D Police Facility ContractDRAFT
F:~Attorney\LisahO. esolutions\CURRENT\Brinkley-Sargent Contract Mnd Res.wpd
March 1, 2004
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS,
PARIS, TEXAS, APPROVING AND AUTHORIZING EXECUTION OF AN
AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH
BRINKLEY-SARGENT ARCHITECTS TO PROVIDE ARCHITECTURAL
SERVICES FOR CONVERSION OF THE UARCO BUILDING TO A NEW
POLICE, COURT, AND JAIL FACILITY; AUTHORIZING THE ISSUANCE
OF A NOTICE TO PROCEED WITH THE CONSTRUCTION DOCUMENTS
PHASE OF SUCH SERVICES; MAKING OTHER FINDINGS AND
PROVISIONS RELATED TO THE SUBJECT; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, the City Council of the City of Paris did heretofore, on the 1 st day of May,
2000, in Resolution No. 2000-058, authorize the execution of a professional services contract with
Brinkley Sargent Architects for the performance of a needs assessment study and plan for a police
and municipal courts center for the City of Paris; and,
WHEREAS, on October 9, 2000, such study was presented to the City Council by Brinkley
Sargent Architects; and,
WHEREAS, the City Council did heretofore, on the 13th day of November, 2000, accept
and approve such study and contract with Brinkley-Sargent Architects to provide preliminary design
and planning services in furtherance of a potential new Police and Municipal Courts facility; and,
WHEREAS, on December 10, 2001, Brinkley-Sargent presented an architectural rendering
of said project; and,
WHEREAS, the City Council did heretofore, on the 13th day of May, 2002, in Resolution
No. 2002-075, approve a professional services agreement with Brinkley-Sargent Architects to
provide substantive design and construction architectural services for conversion of the UARCO
building to a new police, court, and jail facility; and,
WHEREAS, it is necessary to amend said professional services agreement to provide for an
adjustment of $56,650.00 in the architectural fee, for the addition of Structural Engineering and
Technologies Consulting Services and an increased scope of civil engineering services, for a total
architectural fee of $183,250.00; and,
WHEREAS, the cost of such additional services will be adsorbed in the overall cost of the
project and the total amount of the estimated cost of the project remains unchanged; and
WHEREAS, the form of the Amendment to the Professional Services Agreement and the
Notice to Proceed with the construction documents phase of services, attached hereto as Exhibit A,
should, in all things, be approved, and the City Manager should be authorized to execute the same;
NOW, THEREFORE,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS, PARIS,
TEXAS:
Section 1. That the findings set out in the preamble to this resolution are hereby in all things
approved.
Section 2. That the City Manager be, and he is hereby, authorized and directed to execute,
on behalf of the City of Paris, an Amendment to the Professional Services Agreement with Brinkley
Sargent Architects, for the addition of Structural Engineering and Technologies Consulting Services
and an increased scope of civil engineering services, and the accompanying Notice to Proceed with
the construction documents phase of services, under the terms and conditions and in the form shown
in Exhibit A, attached hereto, to provide for an adjustment of $56,650.00 in the architectural fee, for
a total architectural fee of $183,250.00, which such costs will be absorbed in the overall cost of the
project, and the total amount of the estimated costs of the project remains unchanged.
Section 3. That this resolution shall be effective from and after its date of passage.
PASSED AND APPROVED this 8th day of March, 2004.
Curtis Fendley, Mayor
ATTEST:
Mattie Cunningham, City Clerk
APPROVED AS TO FORM:
Larry W. Schenk, City Attorney
March 3, 2004
Mr. Larry Schenk
City Attorney
City of Paris
125 S.E. First Street
Paris, TX 75460
HAR 0,4
BRINKi£y SAR{;eNT ARCHITECTS
Re: Paris Police & Courts Building
Dear Larry:
We have requested a $56,650 add t on to our contract in our recent Amendment Number One to
the Professional Services Contract dated April 29, 2002. The original contract had estimates for
all of our Additional Service Consultants based upon our best understanding of the project
previous to commencement of the work. The Design Development Phase of the work is now
complete and all scopes of work have been set.
The $56,650 increase falls into these areas of service:
A. Civil Engineering Fee has increased by $29,500 due to the need to replace all
existing utility lines to building. The original scope assumed the work would
involve grading & paving design.
B. Structural Engineering - Service has been added to project at a fee of $14,700.
The original contract assumed no structural services would be required. The
current scope includes reframing openings in roof, reinfoming north wall &
remedial work to existing building.
C. Technology Consultant - This service was not included in original contract.
The City has asked us to include all computer/telephone wiring as well as
Backbone design within the scope of the final Construction Documents. This
fee is $13,000. This will result in lower installation costs as well as having the
general contractor responsible for coordination rather than City vendor.
When the project started an initial project contingency of $175,000 was set. Adjustments such as
these consultants were anticipated to be absorbed by the contingency as the project was defined.
Additional items which absorbed this contingency were asbestos abatement and I.T. cabling costs.
The overall project budget will not change as this additional service request is added to the project.
I have enclosed a copy of the most current Project Budget for your use.
[*lease contact me if you have any questions.
Si[cere,y,
cc: Karl Louis
Enclosure
20029.00 P3
Project Budget
Police and Courts Facility
City of Paris
March 3, 2004
04/29102 11t4/2003 09/09103 9/24/2003 11/7/2003 31312004
Site Acquisition
Land Cost 1,275,000 1,275,000 1,275,000 1,275,000 1,275,000 1 275,000
Site Assessment 0 0 0 0 0 0
Closing Costs 0 0 0 0 0 0
Testing Services
Subsurface Soils 2,500 2,500 2,500 18,250 18,250 18,250
Constructio~ N~ateri~s 18,000 18,000 18,000 10,000 10,000 10,000
Construction
Building 3,499,000 3,499,000 3,533,200 3,500,000 3,674,031 3,513.000
Existing Site Utilities Relocation 0 0 0 0 0 0
Landscape 15,000 15,000 15,000 10,000 10,000 10,000
Cor~5ngency 204,200 204,200 150,000 150,000 150,000 150,000
FF&E
Furniture 210,000 210,000 330,000 260,000 270,000 270,000
AV Equipment 30,000 30,000 73,000 41,904 41,904 41,904
Communications Tower 0 0 0 0 0 0
Police Lab Equipment 20,000 20,000 20,000 0 0 0
City Budgete
Asbestos Abatement 0 80,000 40,652 40,663 40,663 40,663
Site Survey 4,000 4,000 4,000 8,033 8,033 8,033
Telephone 80,800 80,800 96,000 98,000 50~000 50,000
IT Cabling/Backbone 0 0 100,000 70,000 70,000 70,000
Moving Costs 2,000 2,000 2,000 2,000 2,000 2,000
Communications Relocation 0 0 0 0 0 o
Bond Interest 0 0 0 g 0 0
Site Paving Materials Allowance 0 0 0 0 20,000 20,000
Project Contingency 175,000 t 15,000 115,000 0 0 0
Indirect Costs
NE Basic Services 336,000 338,000 338,000 338,000 338,000 338,000
Cost Estimating 11,000 11,000 10,800 10,800 10,800 10.000
Civil Eng~neenng 7,000 7,000 39,500 36,000 35,000 36,000
Landscape Design 8,500 6,500 11,300 4,400 4,400 4,400
A/V/Acoustical Engineer 12,000 12,000 26,000 20,800 20,500 20,500
ADA Consultant 6,000 6,000 3,750 3,750 3,750 3,750
Structural Engineering 0 0 14,700 14,700 14,700 14,700
Technology Consultant 0 0 15,000 14,000 13,000 13,000
Interior Design & Furniture Selection 38,000 36,000 38,000 38,000 38,000 38,000
As-Builts (existing) 8,000 8,000 8,000 0 4,000 4,000
Reimbursable (Budget Only) 38,000 38,000 38,000 38,000 38,000 38,000
Note B
Note G
Note G
Note B
Note C
No~e A
Note D
Note E
Note F
Note G
Note G
Note B
Note B
Note B
Note H
Note G
Note S
Note J
Note M
Note K
Note K, L
Note K, D
Note K, F
Not~ K
Note K
Note K, H
Note N
Total Project Cost
Original Project Budget
Bond Interest Accrual Contribution
Status
6,000,000 6,000,000 6,317,402 6,000,000 6,161,031 6000,000
8,000,000 6,000,000 6,000,000 6,000,000 6,000,000 6,000,000
0 0 0 0 161,03t 0
0 (317,402)
*Reference budget notes next page.
Police and Cou Facility
City of Paris
Project Budget Notes
March 3, 2004
Note A:
Note B:
Note C:
Note D:
Note E:
Note F:
Note G:
Note H:
Note J:
Note K:
Note L:
Note M:
Note N:
Reference accepted pricing reductions dated October 2, 2003 (Exhibit A enclosed).
New roof will be an alternate to bid documents
Final cost provided by city.
Budget estimate based upon final scope of work.
Scope of work limited to interior courtyard at communications. City to provide all
remaining landscape work at site.
Final D.D. budget with all cuts included in Note A. Four dispatch stations and fixed
seats at courtroom. Police training to occur at briefing.
AN scope limited to courtroom requirements. No a/v included at courtroom for police
training. Police training a/v limited to roll-down screen
Budget not included in this scope of work.
CAT 5E cabling throughout with limited cable trays.
City budget for site paving materials.
Final negotiated contract based upon scope of work.
Site utilities by city. City to perform construction administration services from civil
contract.
Contingency moved to cover increase in furniture, IT and AA/budgets.
$4,000 added back for as-builts of existing facility. Final construction as-builts removed
from architectural contract.