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AMENDMENT NO. TWO TO CONTRACT K-1516-110: BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND ADG, P.C., INCREASING THE CONTRACT AMOUNT BY $ 1,411,727 FOR A REVISED CONTRACT AMOUNT OF $3,289,408.14 TO PROVIDE ADDITIONAL PROGRAM MANAGEMENT SERVICES FOR CURRENT PROJECTS AND PROGRAM MANAGEMENT SERVICES FOR ADDITIONAL NORMAN FORWARD PROJECTS (RUBY GRANT PARK, PARK MAINTENANCE BUILDING, AND ADULT SOFTBALL AND FOOTBALL COMPLEX) AND BUDGET APPROPRIATION FROM THE NORMAN FORWARD FUND BALANCE.
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BACKGROUND: On February 23, 2016, City Council approved Contract K-1516-110 with ADG P.C. (ADG) in an amount not-to-exceed $1,747,644.14 for the purpose of providing services including: facility assessment; planning and programming; architectural and engineering plan review; design and construction coordination; and construction observation for certain NORMAN FORWARD construction projects. Specifically, those projects included:
• Central Library
• East Branch Library
• Westwood Aquatic Center
• Indoor Soccer Facility
• Senior Citizen Center
• Indoor Multi Sport Facility
• Indoor Aquatic Facility
Amendment No. 1 to Contract K-1516-110, increasing the contract amount by $130,037 for a revised contract amount of $1,877,681.14, was approved by City Council on June 27, 2017, which added additional program management services for:
• Reaves Park
• Griffin Park
• Westwood Indoor Tennis Facility
DISCUSSION: Amendment No. 2 to Contract K-1516-110 provides for additional program management services for:
• Ruby Grant Park
• Park Maintenance Building
• Adult Softball and Football Complex
Amendment No. 2 also provides additional program management services not previously anticipated for the Central Library, Reaves Park, Griffin Park, Westwood Tennis Facility, Senior Center, Indoor Multi Sport Facility and Indoor Aquatic Facility. ADG has provided services for all of these projects during the initial contract period. However, projects have taken longer to complete than anticipated at the start of the NORMAN FORWARD program. These projects are either ongoing or anticipated to begin in the near future. ADG has provided a proposed list of services for each of these projects which includes, among other things, services for program management, design and construction document review, consultant invoice review, bid assistance and construction observation. A list of services for each project, along with a cost breakdown for each service is provided in the attachment to Amendment No. 2. The total fees for continued services are proposed at $2,057,901, which results in an overall contract increase of $1,411,727. An appropriation from the NORMAN FORWARD Fund Balance (account 051-000-253.20-00) to Norman Forward Project management (account 051-1011-413.40-03) for $1,411,727 is requested to be considered by Council as part of this contract amendment approval.
The additional services proposed in Amendment No. 2 are crucial to the successful management of these projects. The time and expertise required to provide the levels and types of review, along with construction administration, is not available given the existing projects and current level of City staffing.
Contract K-1516-110 originally had a 36-month term, which expires at the end of February 2019, Amendment No. 2 also addresses an additional 36-month extension of the contract terms. The Program Management Services provided by ADG, and the projects on which these Program Managements Services will be provided, are set forth in new Exhibits A, B and C, attached to Amendment No. 2, effective March 1, 2019, and which will be fully substituted in place of the Exhibits A, B and C that were originally attached to K-1516-100 when it was approved February 23, 2016.
RECOMMENDATION: Staff recommends that City Council approve Amendment No. 2 to Contract K-1516-110 with ADG, P.C., increasing the contract amount by $1,411,727 for an additional term and services, making the total contract amount $3,289,408.14 and appropriate $1,411,727 from the NORMAN FORWARD Fund Balance (051-000-253.20-00) to Norman Forward Project, Professional Services/Consultant Planning (051-1011-413.40-03).