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Exhibit 1 - Agenda Information Sheet - Amendment 1 City of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance ACM: David Gaines DATE: July 20, 2021 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the approval of a first amendment to a Professional Services Agreement between the City of Denton and Kirkpatrick Architecture Studio, amending the contract approved by the City Manager on May 18, 2020, in the not-to-exceed amount of $88,570.00; said first amendment to provide additional architectural design for the renovation of the American Legion Hall Senior Center (ALH) located at 629 Lakey Street; providing for the expenditure of funds therefor; and providing an effective date (RFQ 7366 – providing for an additional first amendment expenditure amount not-to-exceed $79,208.00, with the total contract amount not-to-exceed $167,778.00). INFORMATION/BACKGROUND The American Legion Hall Senior Center, located at 629 Lakey Street, is one of the recreational facilities used for active senior adult programmings such as sewing, educational seminars, exercise, table games, fellowship, and monthly socials. The facility has two structures, the south side built in 1957 (2,500 square feet) and the north side (2,600 square feet) built in 2003, which is connected by a covered walkway. The buildings serve as a social and recreational gathering place for adults age 50 and older. In the Summer of 2017, the Parks and Recreation Department provided a tour of this facility to the City Manager. During the tour, it was noticed that several areas of the south structure built in the late 1950s had cracks in the wall and showed signs of foundation settling. The north structure had no structural issues. As a result, an engineering study was commissioned by Eikon Consulting to determine the stability of the structure, provide a repair estimate, or a replacement estimate if the repairs were too costly. Based on the age of the building, Eikon recommended that the cost to repair would be higher than a full replacement of the south structure. Eikon was contracted to complete the design and provide construction documents of the new building and remodel of the existing north building. RFQ 7366 was solicited in January 2017 for design documents and construction administration services on the ALH renovation project and awarded to Eikon Consulting. The original project scope was to save the north building, demolish the 2,500 square foot 1957 south building and construct a 2,500 square foot addition onto the north building with no interior remodeling. The original construction budget was $614,712. City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com During the Schematic Design phase, the scope increased to a 5,000 square foot addition and full interior remodeling of the north building for an approved construction budget of $942,750. Eikon Consulting’s contract was increased to $94,800 (10.06% of the construction budget) with a construction administration services fee of $8,472 (extremely undervalued by any measure). Staff received a construction budget estimate of $1,444,423 (53% over budget) in February of 2019. Additional funds were committed to the project and staff began the permit process. Eikon’s lack of timely responses addressing code and permit issues extended the permit process from four weeks to twelve weeks. Additionally, the project property required a replat to proceed to construction. The City elected to end Eikon’s contract responsibilities at the completion of the bidding phase on June 27, 2019, leaving construction administration services to another party third-party. Originally, this building was bundled with the tennis center pro shop in North Lakes Park in anticipation of achieving savings by grouping the facilities into one project. Unfortunately, it was determined after evaluating the bids that it was more affordable to move forward with separate construction contracts from two different construction firms. Mart Inc., from Irving, TX received the ALH contract via Council approval on February 25, 2020. Staff coordinated with Purchasing to utilize the Architect of Record (Bates-Martin Architects, Denton) to fulfill construction administration services for the North Lakes Tennis Center and ALH projects. Purchasing advised these services for ALH were too dissimilar to the North Lakes Tennis Courts to be utilized. The staff proceeded to solicit a Request for Qualifications, advertised between April 24-28, 2020. Three firms responded and Kirkpatrick Architecture Studios, Denton TX, received the highest evaluation scores on May 1, 2020. During construction, it was found that the construction documents provided by Eikon held an unforeseeable number of constructability issues. Kirkpatrick Architecture Studios has proven to be an invaluable asset and invested hours essentially redesigning portions of the ALH project. Currently, staff does not anticipate any additional change orders for Kirkpatrick Architecture. PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS) On May 13, 2020, City Manager approved the professional services agreement with Kirkpatrick Architecture Studio for construction administration services for American Legion Senior Center Hall. RECOMMENDATION Award Amendment No. 1 with Kirkpatrick Architecture Studio, for additional design services for the renovation of the American Legion Hall Senior Center located at 629 Lakey Street, in a not-to-exceed amount of $79,208, for a total amended contract amount of $167,778. PRINCIPAL PLACE OF BUSINESS Kirkpatrick Architecture Studio Denton, TX ESTIMATED SCHEDULE OF PROJECT This project will be started upon approval with a completion date within 6 months. FISCAL INFORMATION These services will be funded from Certificates of Obligation Funds. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Original Contract Exhibit 3: Ordinance and Amendment 1 Respectfully submitted: Lori Hewell, 940-349-7100 Purchasing Manager For information concerning this acquisition, contact: Scott Gray, 940-349-7744. Legal point of contact: Marcella Lunn at 940-349-8333.