Change Order No 1 - Code Enforcement Office Remodel - Brown & Brown General Contractors Inc

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woo a Al Memorandum . w....v .m sa To: South Bend Board of Public Works From: Adam Parsons, Director of Facilities Management Date: 5/7/2019 Subject: Change Order for Code Enforcement Office Remodel Background On February 14, 2019, Department Head, Tracy Skibins, requested the changes outlined below to the specifications for the Code Enforcement Office Remodel project. However, due to an error, the changes were not included in the specifications provided to the contractors from whom quotes were requested. On February 26, 2019, the quote to update the Code Enforcement office space was awarded to Brown & Brown General Contractors, Inc. in the amount of $4,776. During the pre -construction meeting on March 12, 2019, Tracy reiterated the need for adjustment to the original scope. Brown & Brown submitted an updated project cost via e-mail on March 13, 2019, in the amount of $8,894. Tracy agreed to the cost increase, and on March 19, 2019, 1 sent an e-mail to Brown & Brown accepting their updated pricing without the Board's approval of a change order. Work commenced during the week of April 8, 2019. Request Due to unforeseen circumstances, a substantial change order is required for the completion of this project. The updated cost of the project is an increase of 86%, above the standard 20% change order limit. In an oversight, the City's Engineering Department was not included during the design and award phases of this project. It was not until the inspection team from Engineering was included that it was realized that a formal change order is required. Because Engineering was not involved at the appropriate time, proper change order procedures were not followed. We are requesting that the Board approve the change order request and continue the project with Brown & Brown. Exianation of Changes Tracy originally expressed her desired changes on February 14, 2019, after it became apparent that the original design did not fit current needs of the Code Enforcement office. Those changes were verbally communicated to Brown & Brown, at the pre -construction meeting on March 12, 2019. The changes in project scope are as follows: Storage Closet The initial scope of work called for complete removal of one wall of the storage closet. This allowed room for installation of newly installed cubicles and an increased number of employees. Due to the combined effects of finding new, smaller cubicles and the inability to disperse the contents of the storage closet throughout the rest of the office, the scope was updated to include relocation of the storage closet wall. New Office The initial scope of work called for half walls to encompass a makeshift working area for two employees. The need for noise reduction and privacy due to the sensitive nature of their work and the best practice of securing documentation in an enclosed office led to the updated scope of full height walls.