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Home My WebLink AboutAmendment No. 1 to PSA - Additional Srvcs Time & Effort Required Public Bid Expenses for Former Salvation – Alliance Architects ELIZABETH A. MARADIK GARY A. GILOT JORDAN V. GATHERS JOSEPH R. MOLNAR MURRAY L. MILLER 1316 COUNTY-CITY BUILDING 227 W. JEFFERSON BOULEVARD SOUTH BEND, INDIANA 46601-1830 PHONE 574/ 235-9251 FAX 574/ 235-9171 CITY OF SOUTH BEND JAMES MUELLER, MAYOR BOARD OF PUBLIC WORKS July 27, 2021 Mr. Christopher Hartz, RA Alliance Architects 929 Lincolnway East, Suite 200 South Bend, IN 46601 chartz@alliarch.com RE: Amendment No. 1 to Professional Services Agreement Dear Mr. Hartz: At its July 27, 2021 meeting, the Board of Public Works approved the above referenced amendment for additional services to produce bid documents for the Former Salvation Army Building roof repairs – Project No. 119-084B in the amount of $1,500 with a total amount of $10,800. Enclosed please find a copy of the amendment for your records. If you have any further questions regarding this matter, please call this office at (574) 235-9251. Sincerely, /s/ Laura Hensley/Acting Anne Fuchs, Clerk Enclosures AF/lh Page 1 of 1 INTER-OFFICE MEMORANDUM DEPARTMENT OF PUBLIC WORKS DIVISION OF ENGINEERING TO: Anne Fuchs, Clerk Board of Public Works FROM: Zach Hurst, Project Engineer SUBJECT: PSA Amendment No. 1 - Project No. 119-084B Former Salvation Army Building Roof Repairs DATE: July 1, 2021 This amendment to the Professional Services Agreement with Alliance Architects adds fee back to the contract to account for the unforeseen expense of needing to put the project out for public bid after quotes came back over the $150,000 threshold as outlined in the Indiana State Code. Quotes were solicited in late 2020, and both quotes received exceeded the allowable threshold for quoted projects. The architect was directed to modify the quote documents into bid documents. This amendment adds in the time and effort required for the architect to produce documents for public bid, and addresses reimbursable expenses incurred thus far. 929 Lincolnway East, Suite 200 | South Bend, Indiana 46601 | Tel 574.288.2052 | www.alliarch.com June 30, 2021 Mr. Zach Hurst, PE VIA E-MAIL Project Engineer Public Works | Division of Engineering 1316 County-City Building 227 West Jefferson Boulevard South Bend, IN 46601 RE: Contract Amendment No. 1 Roof Restoration and Replacement at the Former Salvation Army Building Dear Zach: Thank you for the opportunity to submit this contract amendment for additional services related to the bidding of the roof restoration and replacement project. Per your email request on 12/21/20, the project changed scope from soliciting contractor quotes to being a bid package. The additional fee requested for performing this change amounts to $1,500, bringing the total project fee to $10,800. Aside from the aforementioned bid scope, there were no additional scope changes to the proposed work. The bidding documents were created in a timely manner, with bids received in early February. Construction is under way with completion expected this summer. Thank you again for giving us the opportunity to work with you and present this amendment. If you have any questions or concerns, please feel free to contact us. Sincerely, ALLIANCE ARCHITECTS Christopher Hartz, RA From:Chris Hartz To:Zach Hurst Cc:Bill Lamie Subject:RE: Former Salvation Army Roof - quote update Date:Monday, December 21, 2020 4:33:11 PM Zach, We estimate that our design fee would be no greater than $1500 using the hourly rates for additional services. This assumes modifying the front end documents to be bid in lieu of quote, defining the alternate in the specifications and drawings, participating in a pre-bid conference/meeting, addressing bidder questions, reviewing bids, and providing our recommendation. Construction Administration services would remain unchanged from the previous proposal. Completing the documents for February bidding should not be an issue. Please let me know if this is acceptable, and we can begin working on these changes shortly. Thanks. Christopher Hartz Alliance Architects From: Zach Hurst <zhurst@southbendin.gov> Sent: Monday, December 21, 2020 10:17 AM To: Chris Hartz <chartz@alliarch.com> Cc: Bill Lamie <blamie@alliarch.com> Subject: RE: Former Salvation Army Roof - quote update Chris- I was able to secure some more funds for the roof and have some direction. What I’d like to do is prepare some bid documents, instead of quote documents, with the main change being the lower roof coating being an alternate bid item. This way we can hopefully award the more critical upper roof portion if nothing else. Being realistic about bidding timelines, we’d probably be looking to open bids sometime in February, with work taking place over the summer. When we opened quotes and were over the allotted limit, our Board approved a request to advertise for public bids for the project, so I just need the completed plans and manual to move forward. So what I would need from Alliance would be an estimate of your design fee to revise the drawings and project manual, and your timeline for being able to perform the revisions. I have attached our blank front end bid documents so you can see what will need to be revised on the City side of things. Our agreement for this project included hourly rates for additional services, so an email outlining the added fee would suffice in lieu of an amendment to the agreement. Please let me know what questions or concerns you have – thank you. Zach Hurst, P.E. BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date 07/01/2021 Name Zach Hurst Department DPW BPW Date 07/27/2021 Phone Extension 3057 Review and Approval Required Prior to Submittal to Board Diversity Compliance and Inclusion Officer Officer Name BPW Attorney Attorney Name Dept. Attorney Attorney Name Purchasing Check the Appropriate Item Type – Required for All Submissions Professional Services Agreement Contract Proposal Open Market Contract Amendment/Addendum Special Purchase, QPA Bid Opening Bid Award Req. to Advertise Title Sheet Quote Opening Quote Award Reject Bids/Quotes Proposal Opening C/O & PCA No. PCA Chg. Order, No. Traffic Control Resolution Other: Ease./Encroach Required Information Company or Vendor Name Alliance Architects New Vendor Yes If Yes, Approved by Purchasing No MBE/WBE Contractor MBE WBE Completed E-Verify Form Attached Yes No Project Name Salvation Army Roof Repairs Project Number 119-084B Funding Source RWDA TIF Account No. PO-0004341 Amount $1,500.00 Terms of Contract Purpose/Description Amendment covers added fee to produce bid documents after quotes were rejected as excessive. For Change Orders Only Amount of Increase Decrease $ ($ ) Previous Amount $ Current Percent of Change: Increase Decrease % ( %) New Amount $ Total Percent of Change: Increase Decrease % ( %) Time Extension Amount: New Completion Date: