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2009-229-1175 -CPZ Architect City of Miami Gardens Agenda Cover Memo Council Meeting Date: December 9, 2009 Item Type: (Enter X in box) Resolution Ordinance Other Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1st Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No X Funding Source: CIP Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid #: X Sponsor Name Danny Crew, City Manager Department: CIP Short Title: A RESOLUTION OF THE CITY OF MIAMI GARDENS, AUTHORIZING THE CITY MANAGER TO ISSUE A CHANGE ORDER TO THAT CERTAIN AGREEMENT BETWEEN THE CITY OF MIAMI GARDENS AND CPZ ARCHITECT, INC. FOR AN ADDITIONAL SIXTY THOUSAND DOLLARS ($60,000.00) FOR CONTRACT ADMINISTRATION SERVICES TO BE PROVIDED IN ACCORDANCE WITH THE MIAMI GARDENS COMMUNITY CENTER PROJECT; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE Staff Summary: On November 28, 2008, the City Council authorized the termination of architect Judson Architecture, Inc. via Resolution No: 2008‐167‐854 from the Miami Gardens Community Center project and award a replacement contract to CPZ Architects, Inc. via Resolution No. 2008‐168‐855. The latter resolution authorized continuing construction administration for CPZ and its sub‐consultants with a scope of work that included: (1) review of existing plans, (2) coordination of bid versus permit set of plans, (3) responses to delinquent requests for information by the general contractor, (4) modifications/revisions to existing plans, (5) payment of outstanding balances, and future service, to sub‐consultants, (6) obtaining additional permit approvals for subsequent revisions to plans, and (7) field inspections/site visits to monitor progress of the construction. ITEM J-10) CONSENT AGENDA RESOLUTION Change Order to CPZ Architect, Inc. 1515 NW 167 Street, Building 5 Suite 200 Miami Gardens, Florida 33169 On March 25, 2009 the City Council in accordance with Resolution No: 2009‐72‐1017 authorized a change order to the existing purchase order with CPZ Architects, Inc. for an additional $368,358.00 for a total amount of $811,631.00 for the Design and Construction Administration Services for the Miami Gardens Community Center. Current Situation: On November 10, 2009, the City Council in accordance with Resolution No: 2009‐17‐962 authorized the City Manager to extend the construction contract by 116 calendar days, plus an additional 30 days if necessary, for the completion of the Community Center. This will result in an additional 3 months of construction administration services for CPZ Architects. Staff is therefore recommending the approval of Change Order No. 2 for $60,000 for three (3) additional months of services. Proposed Action: It is recommended that City Council approve the attached resolution authorizing Change Order No. 2 to the existing Purchase Order with CPZ Architects, Inc. for an additional $60,000, for a total amount of $871,631, for the design and construction administration services for the Miami Gardens Community Center. Attachment: Attachment A – CPZ November 11, 2009 Proposal for Additional Services CPZ Architect’s, Inc. Architecture & Planning Services 4316 West Broward Boulevard, Plantation, Florida 33317 (954) 792-8525, (954) 337-0359 Fax CPZ Architect’s, Inc. AA #26000685 CPZ Project #0864 Page 1 of 1 November 11, 2009 City of Miami Gardens Attn.: Brandan DeCaro, RA, Director Capital Projects 1515 NW 167th Street Bldg. 5, Suite 200 Miami Gardens, Fl. 33169 Re: Miami Gardens Community Center Additional Services Architectural Proposal Dear Mr. DeCaro: In follow-up to our meeting last week, we are requesting additional funding to continue our Construction Administration Services for the Miami Gardens Community Center. Our original contract and previous change order was based on a completion date of October 30, 2009. However, based on some delays, the construction completion date is now set for January 31, 2010. This will require our contract to be extended for an additional 3 months. Based on our invoicing over the last several months, we have been able to reduce our hours on the project. As we reviewed our time on this project, we have estimated that our average monthly invoicing has been reduced from $50,000 to $20,000 per month. If you review our monthly invoices we did NOT charge for one of the office personnel working on your project. This was an extra set of drafting hands and we considered it project and office overhead. Our billing has been carefully monitored as to not over charge the City of miscellaneous costs. In summary and based on our estimate of an additional 3 months of construction time to complete this project, we are requesting and additional $60,000 be added to our contract to continue to provide services through the project completion. We thank you for the opportunity to offer these services. If this proposal meets with your approval, please sign this letter and return to my attention. If you have any questions, please contact me at (954) 792-8525. Respectfully, CPZ Architect’s, Inc. Chris P. Zimmerman, AIA President