Agenda - Council - 01/27/2015 - Laserfiche WebLink

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4. Final Design & Specifications --August 2014 ($128,000) The purpose of this stage is to develop final site plans, architectural plans, civil plans, landscaping plans, electric/mechanical plans, construction specifications and bid documents. By completing this step, the City would be in position to move forward with constructing Fire Station #2 in a quick and effective manner. This work does have a shelf life of approximately five years. This work will need to be completed in order to construct a new Fire Station #2. This step was approved by the City Council in August 2014. UPDATE: BKV Group has completed final design. BKV Group completed site plan review on January 13. BKV Group is finalizing bid documents now. The most recent budget estimates from BKV Group are as follows: Construction Costs: $3,390,000 Soft Costs: $461,000, Sub Total: $3,851,000 (about $140,000 increase from preliminary design; step 3 above). The reason for the increased costs are as follows: (1) inflation on material costs (2) negative supply/demand effects on construction industry (3) unforeseen earthwork (4) staff recommendation to increase "construction administration" services by the architect. NOTE: these costs don't include financing costs. See budget section of case for details. 5. Letting Bid & Bid Award --($9,000) The purpose of the case tonight is to initiate this step in the project process. The purpose of this stage is to let bids, attain bids, and potentially award the proposed construction project to a general contractor. Listed below is the project timelines along with various decision points. 1. City Council Approval to issue the project for Bids — Tuesday, January 27, 2015 2. Issue 100% Bidding documents — Thursday, February 12, 2015 3. Pre -Bid Meeting Tuesday, February 24, 2015 at 2:00 PM at the City 4. Last Date to receive questions or substitution request — Thursday, February, 26, 2015 5. Last Addendum issue — Wednesday, March 4, 2015 6. Bids Received — Thursday, March 12, 2015 at 3:00 PM 7. Bid Results Presented to City Council for contract award — Tuesday, March 24, 2015 8. Notice to proceed issued — Wednesday, March 25, 2015 9. Estimated Construction period set at 11 months 6. Construction Administration ($50,000) Upon awarding a bid to a general contractor, BKV Group will administer the construction process in conjunction with a general contractor. This stage of the process is execution/construction. Staff has requested additional oversight of this project by BKV Group to ensure quality construction of a multi-million dollar facility, to increase efficiencies of the construction process, improve communications during construction, increase oversight of general contractor, and to reduce/eliminate construction issues. Specifically, BKV Groups' site visits and communications to City staff will be double from lx every two weeks to lx every week. The original proposal by BKV Group was $34,000. The adjusted (increased) price for this service is now $50,000.