Item 4J - MemoCITY OF
SOUTH LAKE
MEMORANDUM
March 4, 2025
To: Alison Ortowski, City Manager
From: Lauren LaNeave, Interim Director of Public Works
Item 4J
Subject: Approve an Addendum to the Standard Form of Agreement
Between Owner and Architect with RPGA Design Group, Inc.
(RPGA) to revise the scope of work and compensation, to an
amount not to exceed $2,700,000, for design services for the
Southlake Municipal Service Center and Public Safety Training
Tower.
Action
Requested: Approve an addendum to the Standard Form of Agreement Between
Owner and Architect with RPGA Design Group, Inc. (RPGA) to revise
the scope of work and compensation, to an amount not to exceed
$2,700,000, for design services for the Southlake Municipal Service
Center and Public Safety Training Tower. Funding for this addendum
is available within the project budget.
Background
Information: The purpose of this item is to seek City Council approval of an
addendum to the Standard Form of Agreement between with RPGA
to revise the scope of work for design services and compensation, to
an amount not to exceed $2,700,000, for design services for the
Southlake Municipal Service Center.
On December 1, 2020, City Council approved a design agreement
for the Municipal Service Center in an amount not to exceed
$2,000,000 with RPGA. The original design fee included the
architect's fee, which was based on a percentage of the "Owner's
Final Cost of the Work," and the subconsultants' fees, which were
stipulated amounts. On December 7, 2021, the City Council
approved a separate design agreement with RPGA for the Public
Safety Training Tower. This addendum for consideration only
impacts the design agreement that was approved on December 1,
2020.
This addendum reflects:
• scope of work revisions for the Municipal Service Center
(Administration Building, Service Bay Building, and overall
site) during design,
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Item 4J
• formalizes RPGA's re -negotiated architect's fee from 10% of
construction costs to a flat fee,
• and adjusts the subconsultants' fees for additional
architecture/engineering (A/E) services rendered during
design development.
Scope of Work Revisions During Design
During design, it was determined that a number of tasks that were
not originally included in RPGA's scope of work were required to
complete the design, and a number of tasks were no longer
applicable to the project. The scope of work revisions are
summarized below.
Scope of Work Revision Summary
Additional Tasks Re uired
Tasks No Lon gr Applicable
• Offsite sanitary sewer
• Delineation of Waters of the
survey & design
United States
• Phase II environmental site
• Nationwide permit
assessment
assessment
• Flood study and Letter of
• Detention pond design
Map Revision (LOMR)
coordination with FEMA
• Best management practice
development /
implementation / monitoring
for fire department training
water runoff into the
floodplain
Renegotiated Architect's Fees
The City renegotiated RPGA's architect's fees as part of an effort to
align the scope and design with the project's budget during
schematic design in 2023. To help limit design costs, it was agreed
that the architect's fee would be stipulated at $1.95 million, since the
anticipated construction cost for the MSC at the time was $19.5
million. The flat rate fee allowed the City and consultants to have a
more efficient process to revise the budget while exploring and
pricing out more cost-efficient construction methods, exterior
finishes, and materials.
Subconsultant Compensation Adjustment
During design development, updated construction estimates from
Byrne showed that more precise design details and shifting market
conditions were driving project costs higher than originally expected.
In response, the City, RPGA, and Byrne reevaluated the needs
assessment and space utilization with the intent of reducing the size
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Item 4J
and optimizing the use of the remaining available spaces, resulting
in adjustments to the layout of key buildings, paving materials, and
adjusting the parking area to better control costs. These changes
required additional design work beyond the original scope of the
designer's subconsultants, and the addendum documents the extra
work and corresponding compensation, making these consultants
whole.
Financial
Considerations: Funding for this addendum is available in the Capital Improvements
Program in the Southlake Municipal Service Center and Public
Safety Training Tower budget.
The costs associated with this addendum are reflected on Table 1
below:
Table 1. Summary of Design Agreement & Addendum
ITEM
COST
TOTAL
ORIGINAL AUTHORIZATION 12/01/2020
$2,000,000
ADDENDUM 03/04/25
- Scope of Work Revisions (Design)
$107,366
- Renegotiated Architect's Fee
$330,364
- Subconsultant Compensation
$201,000
Adjustment
CONTINGENCY (2.32%)
$61,270
REVISED COUNCIL AUTHORIZATION
$2,700,000
Strategic Link: This item links to the City's Strategy Map strategic focus areas are
Safety & Security, Infrastructure, and Performance Management and
Service Delivery. It specifically relates to the City's Corporate
Objectives F1: Safeguarding the public trust through a commitment
to thoughtful planning and responsible, conservative financial
management and F2: Investing to provide & maintain high quality
public assets and 133: Maintaining an environment of future
readiness by understanding.
Citizen Input/
Board Review: None.
Legal
Review: The City Attorney has reviewed and approved the addendum.
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Item 4J
Alternatives: The City Council may approve or deny the addendum.
Supporting
Documents: Attachment A: Addendum
Attachment B: Existing Agreement
Attachment C: Location Map
Staff
Recommendation: Approve an addendum to the Standard Form of Agreement Between
Owner and Architect with RPGA to revise the scope of work and
compensation, to an amount not to exceed $2,700,000, for design
services for the Southlake Municipal Service Center and Public
Safety Training Tower.
Staff
Contact: Lauren LaNeave, Interim Director of Public Works
Mamerto A. Estepa, Jr., Project Manager
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