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AMENDMENT NO. ONE TO CONTRACT NO. K-1011-57: BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND ARCHITECTS IN PARTNERSHIP INCREASING THE CONTRACT AMOUNT BY $30,000 TO PROVIDE ADDITIONAL ARCHITECTURAL SERVICES FOR THE PREPARATION OF PLANS AND SPECIFICATIONS FOR THE RENOVATION OF THE JOE A. SMALLEY ARMY RESERVE CENTER AND BUDGET APPROPRIATION.
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BACKGROUND: On August 24, 2010 the City Council approved a contract with Architects in Partnership (AIP) to prepare plans and specifications for the renovation of the Joe A. Smalley Army Reserve Center. Preliminary plans and specifications were prepared based on the assessment of the building completed in October 2009 and input from Fire and Police, Information Technology, and Building Maintenance staff. The preliminary budget of $889,000 mandated a limited rehabilitation focusing on the minimum requirements to get the building into useable condition.
DISCUSSION: Upon further discussion, the FYE 2013 Capital Budget was approved with an increase in funding to allow complete renovation including security, air conditioning of the entire original wing, painting, floor replacement, and preparation of required infrastructure for the crime lab and property custody areas. Those changes are significant enough in scope for the architect to request additional funds to hire the appropriate engineering consultants to provide information necessary to complete the alterations to the plans and specifications. The current budget for the renovations is $1,691,500. Amendment number one to the architectural contract would increase the contract from $65,000 to $95,000. (The additional work is detailed more fully in an attachment.)
RECOMMENDATION: Because the scope of work for renovations has almost doubled, an increase in the architectural services contract is warranted. Staff recommends approval of Amendment Number One to Contract Number K-1011-57 with Architects in Partnership increasing the contract amount by $30,000. Because the original contract was funded from the Capital Fund, it is recommended that the additional funding for architectural services be authorized from the Capital Fund balance. That will require a budget appropriation of $30,000 from Capital Fund Balance (account number 050-0000-253.20-00) into Design (account number 050-9540-419.62-01; Project EF1001). Staff also recommends approval of the appropriation.