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CASE # CONTRACT AMENDMENT WITH BRW FOR TRANSPORTATION PLAN By: Jessie Hart, Finance Officer 5 Background: On October 12, 1993, the City of Ramsey entered into an agreement with BRW, Inc. for an update to the transportation element of the Ramsey Comprehensive Plan Update. Attached is correspondence from BRW, Inc. dated March 2, 1995. This is a request from BRW, Inc. to authorize an amendment to the contract in the amount of $3,960.00 and would bring the contract to a not-to-exceed amount of $19,680.00. This amendment is due to work requested that was outside the scope of the original agreement. The additional work is attributable to the following and is itemized by category and hours on the attached request: 1) Extra meetings with the Planning and Zoning Commission and Economic Development Commission related to the location of the proposed Mississippi River bridge; and 2) Extra meetings with the Parks and Recreation Commission and City staff to revise and refine the Trails Plan. While it is generally the City's position that contract amendments on not-to-exceed agreements are not acceptable, the additional time noted in the correspondence was clearly over and above the scope of the work agreed to in the contract with BRW, Inc. The contract also addressed this issue very specifically noting that amendments would be requested if deemed necessary. This contract is funded through planning dollars from the annual CDBG allocations, thus giving no flexibility for funding increases in the contract. However, included in the annual CDBG allocations was approximately $20,000 for the storm water study. The storm water study also has additional funding budgeted in the 1995 General Fund budget. The combined funding sources for the storm water study is approximately $40,000, $14,361 higher than the contract for the study was awarded at $25,609. Some of the excess dollars allocated for the storm water study could be redirected to cover this amendment without impacting the outcome of the study itself, since there is already adequate funding identified. This redirection of dollars from one planning project to another would require no additional action from Anoka County. As an aside, a similar request is anticipated to be received from RLK Associates, the contractor selected for the Shoreland and Land Use Management updates. Recommendation: cStaff recommneds approval of the attached amendment No. 1 to Service Agreement with BRW, Inc. in the amount of $3,960, bringing the total not-to-exceed amount to $19,680. Committee Action: Motion to recommend City Council approve the attached amendment No. 1 to Service Agreement with BRW, Inc. in the amount of $3,960, bringing the total not-to-exceed amount to $19,680. Reviewed By: City Administrator City Engineer Zoning Administrator FC: 06/27/95