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HomeMy WebLinkAboutChange Order No 1 - Code Enforcement Office Remodel - Brown & Brown General Contractors Inc1316 COUNTY —CITY BUILDING 227 W. JEFFERSON BOULEVARD SOI ITH BFND. INDIANA 46601-1 830 -I11` A. �u at 1865 CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR BOARDU LIC WORKS May 14, 2019 Eric Brown Brown & Brown General Contractors, Inc. 124 S. Elkhart Street Wakarusa, IN 46573 RE: Change Order No. 1 - Code Enforcement Office Remodel Dear Mr. Brown: PHONE 574/235-9251 FAx 574/235-9171 The Board of Public Works, at its meeting held on May 14, 2019, approved the above referenced Change Order for an increase of $4,118, bringing the current contract amount to $8,894. Enclosed is a copy of the Change Order for your records. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, AA�'Mx") Linda M. Martin, Clerk In Enclosure GARY A. GILOT GENEVIEVE E. MILLER ELIZABETH A. MARADIK LAURA L. O'SULLIVAN THERESE J. DORAU 07 1' ' CITY OF SOUTH BEND DEPARTMENT OF PUBLIC WORKS PROJECT CHANGE ORDER DATE: 5/7/2019 ..........................................................._ PROJECT NO: PROJECT NAME: Code Enforcement Office Remodel CONTRACT DATE: 2/26/2019 CHANGE ORDER NO. _...1......_ SUBJECT OF CHANGE ORDER: dated Scope and Costs.......... Updated ______. All items completed substantially as planned. See attached Comr)arison of Estimate for overruns and underruns. The original contract sum Net change by previously authorized change orders The contract sum prior to this change order By this Change Order, the project amount is The new contract sum including this change order This Change Order represents a total change of Total change for entire project Original contracted completion date/time Extension of date/time by previous change orders Date/time extension by this change order New completion date/time CONTRACTOR ,-lei Contra r ugrr ._._ ... .� �......__ __ .........�..... store dent Eric Brown, rest ....... ......._ ......................— Printed Name and Title Brown & Brown General Contractors, Inc. Company name A4.ress S Elkhart St. .2........... s"s ........................ Add Wakarusa, IN 46573 City, State, Zip ® Increased ❑ Decreased $ 4,118 $ 8,894 86.22 % 86.22 % RECOMMENDED FOR APPROVAL Construction Mai CITY OF SOUTH BEND BOARD OF PUBLIC WOR S Approved Date: ��� Gary A. �466t, Preside, t Elizabeth Marad..ik, m ....m Member Therese Dorau, Member Gen Neve E. Millefl. .ber............ _.............................. ......... . (;aay'P'.. ....... Sullivan, Me r 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. m BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date 5/3/2019 Department Central Name Adam Parsons Services BPW Date 5/14/2019 Phone Extension 9302 :..�wanrmenr��uw.u�uxxx�u�u�uxxx�u�u�uiu�ui�u�ux�uxxx�u�u�w�w�u�u�u�uuuxxxxxxxxx�u�uu�armur�. �vwttvMdpY 'Ti IrilYlll"�r�4 Required Prior to Submittal to Board ......BPW Attorney .. M �. �.....�.. �m. .. _....................................................m. ...._ Attorney Name Dept. Attorney El Attorney Name Purchasing Check the A. Item Type --- i quir edfirr• All Submissions E] Professional Services Agreement ❑ Contract F_� Open Market Contract EJ Amendment/Addendum E Bid Opening [:] Bid Award E] Quote Opening [J Quote Award Proposal Opening C/O & PCA No. ® Chg. Order, No. 1 Traffic Control Other: Company or Vendor Name New Vendor MBE/WBE Contractor Project Name Project Number Funding Source Account No. Amount Tenns of Contract Purpose/Description Required Information Proposal ❑ Special Purchase, QPA Req. to Advertise 0 Reject Bids/Quotes ❑� PCA Resolution EJ Ease./Encroach ❑ Title Sheei Brown �[J YesIf Yes, Approvedby Purchasing Brown General ontractors, Inc. P������........................._..._.........-w��.�. ® No [:]'MBE Completed E-Verify Form Attached Yes [:1, WBE F] No Code EnforcementOfficeImmprovements Code Enforcement 600-1201-415.39-89 Lump Sum To adjust the scope of the project to fit the needs of the Code Enforcement office For Change Orders Only ..._... ......._. -..__. .................._...._ .. Increase $ 4,118 _�.�.-. ...... Amount of � Decrease Previous Amount .__Increase......_. ........................-�� . 86.22% g C .. W_ Current Percent of Change: Decrease %) New Amount $ 8,894 _ ._.Increase .�.—m 86.22.0��.�.�............�..........................�._.....�..........�.�...�a ....-........._ m,�,,,,,,... _.................................._.......... ...............�. ....... ...........,.......... �... Total Percent of Change: Decrease %) Time Extension Amount: ..... ....� ..... .... New Completion Date: