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Item 4HCITY OF SOUTHLAKE 4H - 1 MEMORANDUM June 12, 2013 TO: Shana K. Yelverton, City Manager FROM: Chris Tribble, Director of Community Services SUBJECT: Approve amendment to agreement with RPGA Design Group, Inc. for design services in the amount of $711,700 for the DPS North Training Facility Project Action Requested: City Council approval of an amendment to the design contract with RPGA Design Group, Inc. in the amount of $711,700 to complete the DPS North project. Background Information: In the time since the original contract was approved, the scope of the DPS North Training Facility project was increased and modified, and LEED certification was added, resulting in additional design services requirements. The action requested is to amend the contract with RPGA accordingly. Project Background: 2005 - The Matrix Study recommends that DPS North be constructed on the land near Dove and White Chapel. November 11, 2008 — Robert Garza is selected as the architect for the project. December 2, 2008 — City Council approves contract with RPGA in the amount of $968,300. February 3, 2009 — City Council authorizes the City Manager to hire a Construction Manager at Risk. April 14, 2009 — Crime Control and Prevention District Board approves Lee Lewis Construction. November 9, 2009 - A SPIN Meeting is held regarding the DPS North project. City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4H -2 Shana Yelverton, City Manager Meeting Date — June 18, 2013 Page 2 of 3 January 7, 2010 — Planning and Zoning Commission approves a zoning change and site plan for the DPS North site plan. June 15, 2010 — City Council approves a zoning change and site plan for the DPS North project. However, the fire tower was removed from the scope of the project at the request of residents and Council. Project was placed on hold pending further discussions with residents. May 2, 2012 — Bids were opened and GMP established for $13,315,693 with Lee Lewis. July 10, 2012 — Lee Lewis began construction Financial Consideration: The 2008 original total project estimate was as follows: 1. Construction cost = $9,000,000 2. Construction Manager at Risk Fees = $360,000 3. RPGA design services contract = $968,300 4. Fixture Furniture and Equipment = $601,200 5. Owner Costs and Contingency = $295,000 6. TOTAL COST = $11,224,500 The original design services contract fee of $968,300 was based on 8% of the total construction cost, not to exceed $720,000, plus pre -design services of $24,000 and additional services in the amount of $224,300. In 2009, based on the changes in scope of the project, the revised total construction cost was estimated to be $14,697,474. The current total anticipated project spending is as follows: 1. Lee Lewis CMAR contract=$13,606,626 2. RPGA design services contract = $1,680,000 3. Furniture, Fixtures & Equipment = $590,000 4. Public art = $133,157 5. Owner Costs = $170,000 6. TOTAL ANTICIPATED COST=$16,179,783 City of Southlake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork 4H -3 Shana Yelverton, City Manager Meeting Date — June 18, 2013 Page 3 of 3 To date, $1,529,455.37 has been paid to RPGA for design services on the project. The current funding allocated within the CCPD CIP is $16,789,157. Approval of Item 4H will not increase the CCPD CIP budget for the project, as the total cost of the project is still under what was allocated within the CIP. Strategic Link: This item is linked to the City's Strategy Map related to the focus area of Safety and Security and meets the corporate objectives to Achieve the Highest Standards of Safety and Security, Achieve Best in Class Status in all City Disciplines, Invest to Provide High quality public assets, Provide High Quality Customer Service, and Improve performance of delivery and operational processes. Citizen Input/ Board Review: Crime Control and Prevention District recommended approval of the amendment, as presented, unanimously at their June 12 2013 meeting. Several public meetings have been held since 2005 including: ➢ SPIN Meeting ➢ CCPD Meetings ➢ Planning & Zoning Meeting ➢ City Council Meetings Legal Review: N/A Alternatives: Alternatives may include: ■ Approval of amendment to RPGA contract as presented ■ Approval of amendment to RPGA contract with input as desired Staff Recommendation: City Council approval of the amendment to the contract with RPGA Design Group, Inc. for design services in the amount of $711,700 for the DPS North Training Facility project. City of South/ake Values. - Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork