Minutes - Council - 10/16/2012 - Special

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4.03: Approve Additional Services — Sunwood Drive Construction Administration Development Manager Lazanreviewed the staff report. Interim Engineer Nelson stated his recommendation that Landform continue to be involved through completion of this project. Motion by Mayor Ramsey, seconded by Councilmember McGlone, to approve the modification to Landform's contract number RAM 12019 revising the maximum fee from $15,000 to $30,000 to cover projected efforts, as needed, through completion of the project. Further Discussion: The Council discussed the work conducted by Landform under this contract to participate in weekly meetings, provide clarification on engineering drawings, and help with problem solving. Interim Engineer Nelson stated he does not anticipate a change order from WSB. The Council expressed concern that the modification request, if approved, would double the initial contract amount. Mayor Ramsey clarified the full $15,000 may not be needed and his motion was that the increase be used as needed. Development Manager Lazan explained the City had asked Landform to react based on demands of the contractor and to anticipate $15,000. It was not a "not -to- exceed" contract. He noted Landform does not control the scope and with this complicated project there have been far more answers and field solutions than anticipated by the former City Engineer. The Council determined it did not have enough information to make this decision and asked staff to provide a spreadsheet showing a running total of expenses, change orders to date, anticipated change orders, hours spent to date, and overall project scope as a whole. City Administrator Ulrich stated staff will bring forward that detail to the next meeting and asked if the Council would entertain approving an incremental increase of $5,000 so Landform will remain engaged. Councilmember Strommen stated it is frustrating to be asked to take action at the "eleventh hour" without having the needed information and questioned whose responsibility it is to gauge when a contract is nearing its end and needs to be presented to the Council for extension. City Administrator Ulrich explained it is not unusual for this type of work, with an estimated amount, to reach that maximum and to have to request an additional amount. He stated Landform's contract is slightly over the maximum estimated and he should have notified the City it was nearing the maximum, so Landform would have to "eat" that amount for not bringing forward the extension request prior to exceeding that amount. Mayor Ramsey withdrew his motion and Councilmember McGlone withdrew his second to the motion. Motion by Mayor Ramsey, seconded by Councilmember Tossey, to postpone consideration of modification to Landform's contract number RAM 12019 to October 23, 2012. Motion carried. Voting Yes: Mayor Ramsey, Councilmembers Tossey, Backous, Elvig, McGlone, and Strommen. Voting No: None. Abstain: Councilmember Wise. 4.04: Review Utility Building / Historic Town Hall Relocation Project City Council / October 16, 2012 Page 4 of 6