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1200 County-City Building, 227 West Jefferson, South Bend, Indiana 46601-1830 Phone 574/235-9371 Fax 574/235-9021
To: Redevelopment Commission
From: David Relos, Economic Development Planner
Subject: Final Reimbursement -Building & Fire Dept Requirements for:
Relocation of 807 W. Indiana Ave.
Additional ADG Expenses
Date: February 22, 2011
Final Relocation Payment for 807 W. Indiana Ave
This is the staff report for the final, additional expenses related to the relocation of the
private club located at 807 W. Indiana Avenue. On August 06, 2010, the Commission
approved Resolution No. 2741 and an Administrative Settlement to acquire this property.
At the time, this settlement was adequate for the relocation of the club, which is being
acquired and relocated for the southern expansion of Ignition Park.
While going through the process of getting a special exception needed by any private club
to relocate within the City, the club was required by the BZA to install an 800 square foot
hard surface off street parking area, in addition to planting arborvitae as a buffer along the
alley. On October 01, 2010, the Commission approved a $3,500 payment to cover these
expenses.
As the club was preparing to move and get their new location ready, they were told that the
new location was a "change in use", and that certain major additional items needed
addressed. On November 19, 2010, the Commission approved an $11,500 agreement with
Architectural Design Group (ADG), to design and submit plans down state for approval,
draw up plan specs, and work with contractors to bid the work for the club. With this
complete, building permits can be issued, the work commence, and eventually an
occupancy permit granted. This will then allow the club to relocate, months after their
anticipated move.
After much work and bringing in additional consultants, ADG discovered that the club's new
location would not be a change in use, thereby not requiring the building to be brought up to
modern standards. However, the Building and Fire Departments are still requiring certain
upgrades to the building (new first floor men's /women's ADA compliant bathrooms, exit
signs & emergency lighting, hard wired smoke detectors on all levels, new electrical panel &
minor electrical wiring issues, one new interior & 4 new exit doors, etc).
What We Do Today Makes A Difference!
Based on conversations with these two departments, ADG submitted plans down state and
locally, which are now approved. In addition, bids from three local contractors have been
received and reviewed by ADG, on the club's behalf.
The low bidder for this work is Henry CAP Construction, in the amount of $56,290. Under
our relocation policy, these additional costs would have been included in the original
amount paid.
This club's membership is small, and they have already agreed to move themselves at no
expense to the Commission. Additionally, because of this delay, they have had to heat and
pay utilities on two buildings this winter. With these new costs, this acquisition and
relocation is still under budget.
ADG Additional Payment for Work Above Original Scope
Secondly, the work ADG needed to do to address the Building and Fire Department's
concerns caused them to incur expenses that were out of the scope of work approved by
the Commission on November 19, 2010. From my first hand experience, ADG had to go to
great lengths to determine and discuss their findings that the club's move to this location
was in fact not a change in use of the building. Because of their work, tens of thousands of
dollars in additional expenses were determined not to be necessary.
The additional work and expense ADG incurred amount to $2,350. Staff requests
Commission approval to reimburse ADG for these additional expenses, and heartedly thank
them for their guidance, patience, and knowledge in getting this job completed. It should be
noted that ADG will continue to monitor the work for the club as construction progresses.
Request for Approval
Staff requests approval of this final, additional relocation payment to the club in the amount
of $56,290, and the amount of $2,350 to ADG for their additional work to get this relocation
work completed.
Memo To RC re additional reloc costs fnal work.doc what we Do Today Makes A
Difference!
ARCHITECTURE
DESIGN GROUP
February 15, 2011
Mr. David Relos
Economic Development Specialist
City of South Bend Community & Economic Development
227 West Jefferson Blvd.
South Bend, IN 46601
RE: Clubhouse Relocation Project
2602 Western Avenue
Dear Dave:
Our proposal, dated November 16, 2010 and approved by the Redevelopment Commission on November
19, 2010, outlined our Scope of Work for the Clubhouse Relocation Project.
Subsequent to Commission's approval, ADG, Inc. incurred additional services to our approved proposal
to further analyze the Indiana Building Code requirements for change of use, which required three (3)
meetings with the South Bend Building Department, one (1) meeting with the Fire Department, two (2)
site visits, and consultation with our code consultants.
We respectfully request that an additional fee of two thousand three hundred and fifty dollars ($2,350) be
authorized for compensation to cover the additional services and all reimbursable expenses, and be paid
to ADG, Inc.
ADG, Inc. is committed to the successful completion of this project and will continue to provide our
contracted services and support to the City of South Bend. We trust that our request will meet your
approval.
Respectfully submitted,
ARCHITECTURE DESIGN GROUP, INC
William R. Lamie RA, AIA
Principal
c. file
922 E. Wayne Street
South Bend, IN 46617
tel 574.288.6626
fax 574.288.6624