Agenda Special Meeting of the Ames Public Library Board of Trustees Conference Room 620 Lincoln Way, Ste. 4 July 8, 2013

Transcription

1 Agenda Special Meeting of the Ames Public Library Board of Trustees Conference Room 620 Lincoln Way, Ste. 4 July 8, 2013 Call to Order: 5:30 p.m. New Business 1. Preliminary Plans and Specifications for Ames Public Library Window Restoration Project (Action Item) 2. Change Order No. 1 with Multivista (Action Item) 3. Change Order No. 3 with Abatement Specialties (Action Item) 4. Change Order No. 4 with A&P/Samuels Group (Action Item) 5. Change Order Approval Process (Discussion) Trustee Comments Adjournment The next regular meeting will be held on Thursday, July 18, 2013, in the Council Chambers at City Hall, 515 Clark Avenue.

2 PRELIMINARY PLANS AND SPECIFICATIONS FOR WINDOW RESTORATION PROJECT BOARD OF TRUSTEES AMES PUBLIC LIBRARY JULY 8, 2013 Be it resolved that the Board of Trustees, Ames Public Library, recommends that the City Council approve preliminary plans and specifications for the Ames Public Library Wood Window Restoration Project, issue a Notice to Bidders, and set July 31, 2013, as the bid due date and August 13, 2013, as the date of public hearing and award of contract. Kevin Stow, President Jane Acker, Secretary Packet Page 2

3 ITEM # DATE COUNCIL ACTION FORM SUBJECT: AMES PUBLIC LIBRARY - WOOD WINDOW RESTORATION PROJECT BACKGROUND: Restoration of the wood windows in the 1904 and 1940 portions of the Library building is being undertaken in conjunction with the Ames Public Library Renovation and Expansion Project. The restoration of the wood windows, estimated at costing as much as $160,000, is outside the scope of work of the general contractor, A&P/Samuels, and will be paid for from the overall project contingency. The Library Board is, therefore, seeking a professional restoration contractor to abate lead-based paint, make needed repairs, refinish, and properly re-install the original wood windows. With the assistance of the Library s construction advisor, the condition of each of the existing windows was photographically documented by Multivista IA, and a preliminary on-site visual inspection was made by David Arbogast, Architectural Conservator, on May 23, Based on that information, preliminary plans and specifications were prepared by the Library s architectural firm, MS&R, and the City s Purchasing Division. The Library now requests Council to approve the preliminary plans and specifications for the Ames Public Library Wood Window Restoration Project; issue a Notice to Bidders; and set July 31, 2013, as the bid due date and August 13, 2013, as the date of public hearing and award of contract. The Library Board of Trustees will consider these preliminary plans and specifications at its special meeting on July 8, ALTERNATIVES: 1. Approve the preliminary plans and specifications for the Ames Public Library Wood Window Restoration Project; issue a Notice to Bidders; and set July 31, 2013, as the bid due date and August 13, 2013, as the date of public hearing and award of contract. 2. Do not approve plans and specifications at this time. MANAGER S RECOMMENDED ACTION: The original plans and specifications for the Library Renovation and Expansion Project called for replacement of all windows in the library building. After hearing an appeal Packet Page 3

4 from the Historic Preservation Commission and others in the community, the City Council, on May 14, 2013, directed the Library Board to bring back change orders to the appropriate contracts to restore the historic windows in the 1904 and 1940 sections. In addition to the wood window restoration contract that is being proposed, change orders are being prepared for an upcoming City Council meeting to address the wood window restoration project with: Abatement Specialties and Terracon Consulting with respect to abatement of lead-based paint; Meyer, Scherer & Rockcastle, Ltd., for preparation of the documents outlining the scope of the wood window restoration project; and A&P/Samuels Group, A Joint Venture, to remove replacement of the wood windows in the historic sections from that firm s scope of work. The work will commence in August 2013, with intention of the work being completed by November Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1, thereby approving preliminary plans and specifications for the Ames Public Library Wood Window Restoration Project; issuing a Notice to Bidders; and setting July 31, 2013, as the bid due date and August 13, 2013, as the date of public hearing and award of contract. Packet Page 4

5 TO: FROM: Library Board of Trustees Karen Thompson, Library Administrative Assistant DATE: July 3, 2013 SUBJECT: Agenda Item 3 The plans and specifications for the Window Restoration Project are not included in this packet because they consist of 184 pages. The Library will have the documents available being viewing after they are approved by the City s Legal Department information 515 Douglas Avenue accounts Ames, IA admininstration Packet Page 5

6 CHANGE ORDER NO. 1 WITH MULTIVISTA BOARD OF TRUSTEES AMES PUBLIC LIBRARY JULY 8, 2013 Be it resolved that the Board of Trustees, Ames Public Library, approves Change Order No. 1 with Multivista as follows: photographic documentation of the interior and exterior conditions of the existing wood windows and linking them to plans on a website that can be used for bidding purposes, and photographic documentation of exact-built elevation waterproofing. Change Order #1 results in an addition of $3,088 to the Multivista contract cost. Kevin Stow, President Jane Acker, Secretary Packet Page 6

7 Contract Change Order #1 Contract No. Purchase Order # July 3, 2013 Project: Library Renovation & Expansion (photographic documentation) Contractor Name: Multivista Change Orders Approved to Date: Address: 699 Walnut Ave., Ste City, State, & Zip Code: Des Moines, IA The contract is modified as follows upon execution of this Change Order. The changes included in this change order are made in order to carry out the original intent of the contract. The changes included in this change order are to be accomplished in accordance with the terms, stipulations, and conditions of the original contract as though included herein. ITEM DESCRIPTION COST 1 Photographic documentation of interior and exterior conditions of existing wood windows and linking photos to plans on a website that can be used for bidding purposes (4 $165/hour) Elevation Waterproofing Exact Built photographic documentation 2, Total Change Order Amount: 3, Contract Price: Original contract price: $23, Change orders approved to date:.00 Amount of this change order: 3,088 Adjusted contract price including this change order: $26, Accepted for Multivista: City of Ames Approval (Lynne Carey, Interim Library Director) Signature Date Signature Date Printed Name & Title Packet Page 7

8 CHANGE ORDER NO. 3 WITH ABATEMENT SPECIALTIES BOARD OF TRUSTEES AMES PUBLIC LIBRARY JULY 8, 2013 Be it resolved that the Board of Trustees, Ames Public Library, approves Change Order No. 3 with Abatement Specialties as follows: Add $19,388 for removal of additional floor tile, mastic, ceiling plaster, and wall plaster; and repair of 50 locations and 3 doorways. Deduct $13,585 to remove abatement of lead-based paint on 55 wood windows. Change Order #3 results in an addition of $5,803 to the contract cost. Kevin Stow, President Jane Acker, Secretary Packet Page 8

9 CHANGE ORDER NO. 3 CONTRACT / BID NO: PURCHASE ORDER NO: June 25, 2013 Project: Ames Public Library Renovation & Expansion Abatement Work Contractor Name: Abatement Specialties, LLC Change Orders Approved to Date: Address: 1814 E. Avenue, NE 1 $7, City, State, & Zip Code: Cedar Rapids, Iowa $6, The contract is modified as follows upon execution of this Change Order. The changes included in this change order are made in order to carry out the original intent of the contract. The changes included in this change order are to be accomplished in accordance with the terms, stipulations, and conditions of the original contract as though included herein. ACTION DESCRIPTION COST ADD Remove 630 sq. ft. floor tile and mastic; Remove 1098 sq. ft. of ceiling plaster; Remove 624 sq. ft of wall plaster; Repair 50 locations and three doorways. Supervisor = $3,328.00; Labor = $12, Materials $2,572; Landfill fees $1, $19, DEDUCT Lead based paint abatement for the 55 windows in the 1904/1940 building. -($13,585.00) TOTAL AMOUNT FOR THIS CHANGE ORDER: 5, CONTRCT PRICE: Original contract price: $49, Change orders approved to date: $14, Amount of this change order: $5, Adjusted contract price including this change order: Accepted for Abatement Specialties, LLC: City of Ames Approval: (Lynne Carey, Acting Director - Ames Public Library) Signature Date Signature Date Printed Name Packet Page 9

10 Abatement Specialties (PO 48232) Description Date Amount For Running Contract Total Approved Original Contract 1/14/2013 Library Expansion and Renovation: PO $49, Change Order 1 2/7/2013 $1, Remove ductwork in Founder's Suite $50, LC Change Order 1 2/7/2013 $4, Additional asbestos tile removal $55, LC Change Order 1 2/7/2013 $1, Remove mastic on countertops $57, LC Change Order 2 3/28/2013 $6, Remove north stair ceiling coffer $64, LC Change Order 3 7/3/2013 $19, remove floor tile, mastic, add'l ceiline and wall plaster $83, Change Order 3 7/3/2013 ($13,585.00) Eliminate abatement of LBP on wood windows Packet Page 10

11 CHANGE ORDER NO. 4 WITH A&P/SAMUELS GROUP BOARD OF TRUSTEES AMES PUBLIC LIBRARY JULY 8, 2013 Be it resolved that the Board of Trustees, Ames Public Library, recommends that the City Council approve Change Order No. 4 with A&P/Samuels Group, a Joint Venture, as follows: Add $1,500 to upgrade proposed interior elevator lighting Add $2,832 to cut down existing piers in Youth Services area on the south end of the building Add $15,128 to demolish and reconstruct unsalvageable west wall Deduct $65,663 by removing the replacement of the wood windows Add $8,211 to repair existing brick walls on the south end of the building Add $16,778 for structural work needed to replace existing brick walls in historic section of the Library to facilitate relocation of kitchenette. Change Order #4 results in a reduction of $21,214 in the contract cost. Kevin Stow, President Jane Acker, Secretary Packet Page 11

12 ITEM # Date COUNCIL ACTION FORM SUBJECT: LIBRARY RENOVATION AND EXPANSION PROJECT CHANGE ORDER #4 WITH A&P/SAMUELS GROUP BACKGROUND: The Library s renovation and expansion construction began in January Since that time the project has been moving along well and has encountered very little work needed beyond the anticipated scope. One of the first change orders was to remove the historic treatment specialist from the contract with A&P/Samuels Group, the Library's General Contractor. With recent discoveries and the City Council decision to keep the historic wood windows, the project has now met the threshold for a change order to be issued to A&P/Samuels Group. The change order includes the following adds and deducts that total more than $50,000 and therefore must be approved by the City Council: 1) Add $1,500 to upgrade proposed interior elevator lighting 2) Add $2,832 to cut down existing piers in Youth Services area on the south end of the building 3) Add $15,128 to demolish and reconstruct unsalvageable west wall 3) Reduce $65,663 by removing the replacement of the wood windows 5) Add $8,211 to repair existing brick walls on the south end of the building 6) Add $16,778 for structural work needed to replace existing brick walls in historic section of the Library to facilitate relocation of kitchen The total for change order #4 is reduction of $21,214. A&P/Samuels was originally approved at $12,543,350. The contract with Change orders #1 through #3 increased the total contract cost by $937. With change order #4 A&P/Samuels revised contract amount is $12,523,073. (See attached Project Cost Summary.) The overall project as of June 13, 2013 has an additional contingency of $1,208,890 and those dollars will be used in part for the additional cost for the window restoration project, which is outside of the original scope of the A&P/Samuels contract. Packet Page 12

13 The Library Board of Trustees will consider this change order request at its special meeting on July 8, ALTERNATIVE: 1. Approve change order #4 to upgrade elevator lighting, eliminate existing piers in the Youth Services area, reconstruct the west wall, remove wood window replacement, and repair existing brick in multiple locations. 2. Do not approve change order #4 for to upgrade elevator lighting, eliminate existing piers in the Youth Services area, reconstruct the west wall, remove wood window replacement, and repair existing brick in multiple locations. MANAGER S RECOMMENDED ACTION: The Library Renovation and Expansion project has been moving along well. The requested change order #4 will help address several important structural issues that have been uncovered and will eliminate the wood window replacement from the A&P/Samuels Group contract. This keeps the project working toward the goals set forward by the Library Board of Trustees and City Council for this major community project. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1, thereby approving Library s General Contractor Change Order #4. Packet Page 13

14 Project Cost Summary Project: Ames Public Library 623 East Lincoln Way Ames, Iowa Ames, Iowa Architect: MS&R Architects 6/13/2013 No. Scope of Work/Description Amount Remarks 1 Construction Costs 1.01 Prime General Contractor - Original Contract Amount $ 12,543,350 A&P / Samuals, a Joint Venture Wausau, Wisconsin 2 Construction Change Orders 2.01 Changes Through Change Order No: Subtotal $ 12,544,287 Current Contract Amount 3 Change Order Allowance 3.01 Current Amount Reserved for Potential Change Orders 8.0% 999,063 Total Construction Costs $ 13,543,350 4 Professional Services 1,865, Professional Design Services - Main Project $1,260,755 MS&R Architects 4.02 Professional Services for Furnishings 205,570 MS&R Architects 4.03 Reimbursable Expenses 40, Printing of Bid Documents 15,000 Action Reprographics 4.05 Phase 1 Environmental Study 19,200 Terracon Consultants 4.06 Code Related Testing During Construction 94,423 Allender Butzke Engineers 4.07 Geotechnical Soil Investigation 5,760 Allender Butzke Engineers 4.08 Topographical Survey 6,250 CGA 4.09 LEED Building Commissioning Services 49,879 Cornerstone Commissioning 4.10 LEED Application Fees 12, Construction Advisor 133,400 Integrity Construction thru CO# Construction Documentation 23,477 Multivista Subtotal $ 15,409,064 5 Owner Costs 3,262, Furnishings, Including Installation $2,150,000 MS&R Budget updated Book Security System 50, Book Depository Equipment 27, Library Signage 138,000 MS&R Budget a Asbestos Abatement Design & Testing 56,691 Terracon Consultants thru CO#1 5.05b Asbestos Abatement Contractor Costs 64,055 Abatement Specialties CO#2 5.06a Moving Costs From Existing Library 5, b Moving Costs To New Library 10, a Temporary Location - Lincoln Center 414,300 Rent for 21 months 5.07b Temporary Location E. Lincoln Way 47,000 Rent for 24 months 5.07c Temporary Location Misc. Expense 40,000 Approx. $14,000 spent to date 5.08 Automated Materials Handling System 260,000 Transferred from City CIP Budget 5.09 Wood Window Restoration Subtotal $ 18,671,110 6 Project Contingency 6.5% 1,208,890 Current Project Budget $ 19,880,000 Based on Cash on Hand 4/15/13 7 Outstanding Pledges & Fundraising 205,000 Total Project Budget $ 20,085,000 Footnote: Additional items to be added to project scope based on fundraising efforts include A/V equipment for meeting rooms, computers, network equipment, and video surveillance. Agenda Item 10 Packet Page 14

15 AP/Samuels Group, A Joint Venture Description Date Amount For Running Contract Total Approved Original Contract 1/14/2013 $12,543, Library Expansion and Renovation: PO $12,543, Change Order 1 4/23/2013 ($13,850.00) Removal of Historic Treatment Specialist $12,529, yes Change Order 2 3/22/2013 $1, Installation of fence screening material $12,530, yes Change Order 3 4/16/2013 $13, Additional receptacles; modify ceiling & lights in elevator $12,544, yes Change Order 4 7/9/2013 $1, Upgrade proposed interior elevator lighting $12,545, Change Order 4 7/9/2013 $2, Cut down existing piers in south end of Youth Area $12,548, Change Order 4 7/9/2013 $15, Demolish and reconstruct unsalvagable west wall $12,563, Change Order 4 7/9/2013 ($65,663.00) Remove replacement of wood windows in historic sections $12,498, Change Order 4 7/9/2013 $8, Repair existing brick walls on end $12,506, Change Order 4 7/9/2013 $16, Structural work/replace existing brick walls for kitchenette R:\Administration Services\APL Board of Trustees\Board Meeting Packets\2013\ _Special\Samuels_Change_Order_Summary.xlsx Packet Page 15

16 6.12 CONTRACT CHANGE ORDERS A. A contract change order shall be issued for any change to the original contract including, but not limited to, contract terms, price, delivery, and scope of work. Any change to a contract requires a change order regardless of whether price is affected. The change is not effective until a contract change order has been fully executed. B. The Department Head or designee will provide a cost/price analysis when the proposed contract change affects cost/price. C. For the purpose of this policy, the change order amount is the net cost of the change order, not the value change of any one line item. D. Changes to Contracts Awarded by City Council 2 : 1. The Department Head, or designee with proper purchasing authority, will have the authority to approve contract change orders increasing or decreasing the contract up to a cumulative total of the lesser of $25,000 or 20% of the original contract amount. 2. The City Manager will have the authority to approve contract change orders increasing or decreasing the contract up to a cumulative total of the lesser of $50,000 or 20% of the original contract. 3. The City Council will approve contract change orders increasing or decreasing the contract in an amount in excess of the lesser of $50,000 or 20% of the original contract amount, and contract change orders which, if approved, result in cumulative change order totals in excess of the lesser of $50,000 or 20% of the original contract price. 4. Following City Council approval of prior contract change orders, the Department Head, or designee with proper purchasing authority, will have the authority to approve additional contract change orders increasing or decreasing the contract up to an additional cumulative total of the lesser of $25,000 or 20% of the original contract amount. 5. Following City Council approval of prior contract change orders, the City Manager will have the authority to approve additional contract change orders increasing or decreasing the contract up to an additional cumulative total of the lesser of $50,000 or 20% of the original contract amount. 2 This includes contract awards of less than $50,000 if the contract was awarded by City Council. Bids, Quotations, and Proposals: 6-20 Packet Page 16

17 6. Contract change orders approved by Department Heads and/or designees will be reported to City Council. 7. Contract change orders approved by the City Manager will be reported to City Council. 8. When a performance bond is required for a project, an additional bond is required in conjunction with contract change orders when the total of contract change orders exceeds the existing bond amount by more than $100,000. Including the additional bond(s), the total of bonds would be at least 100% of the revised contract price. E. Changes to Contracts Not Originally Awarded by City Council: 1. The Department Head, or designee with proper purchasing authority, will have the authority to approve contract change orders provided the total contract amount, including all change orders, is less than $25, The City Manager or designee will have the authority to approve contract change orders provided the total contract amount, including all change orders, is less than $50, The City Council will approve contract change orders increasing the total amount of the contract to $50,000 or more C. applies thereafter. F. The Purchasing Division will review all contract change orders and adjust encumbrances as applicable. G. The project engineer/manager is authorized to stop work when necessary in order to obtain additional performance bonds and to seek approval for contract changes as required by 6.12 C. and 6.12 D, and to approve charges resulting from said work stoppage for up to one calendar week. The cost of such work stoppage will be included in a subsequent or the final project change order OTHER USING DEPARTMENT RESPONSIBILITIES A. Bids, Quotations, and Proposals Solicited by the Using Department: If the using department directly solicits bids or proposals, they will include provisions to meet the requirements of applicable Federal and State laws and the City s policies. Bids, Quotations, and Proposals: 6-21 Packet Page 17