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HomeMy WebLinkAboutAppropriation - Capital Expenditures for year 2002, $1,600,000 from the County Option Income Tax FundORDINANCE No. 9316-02 Passed by the Common Council of the City of South Bend, Indiana March 25, Attest: Attest: C~ G{~ 20 02 Presented by me to the Mayor of the City of Soutli Bend, Indiana March 26, 20 ~2 City Clerk President of Common Council Ciry Clerk Approved and signed by me March 26, 20 02 ORDINANCE NO. ` 3 ~ ~ - 0 AN ORDINANCE OF THE COMMON COUNCIL OF THE CITY OF SOUTH BEND, INDIANA, APPROPRIATING FUNDS FOR CAPITAL EXPENDITURES FOR THE FISCAL YEAR 2002 - $1,600,000 FROM THE COUNTY OPTION INCOME TAX FUND STATEMENT OF PURPOSE AND INTENT The City of South Bend through its C.O.I.T. fund anticipate making capital improvements to its municipal facilities building during fiscal year 2002 and has determined that it is necessary and appropriate to make payment of these expenses and to appropriate sufficient funds from the C.O.I.T. fund of the City. The specific capital improvements and expenditures the City anticipates making and the capital funds from which appropriations are made to support those expenditures are identified hereafter. NOW, THEREFORE BE IT ORDAINED BY THE COMMON COUNCIL OF THE CITY OF SOUTH BEND AS FOLLOWS: SECTION I. The following amount shall be and hereby are appropriated in the fiscal year 2002 and ordered set apart within the following designated capital funds for the payment of municipal facilities building design costs. FUND AMOUNT COUNTY OPTION INCOME TAX FUND (Fund # 404) 1,600,000 SECTION II. If any one or more of the provisions of this ordinance or of the subparts of the previous Section I shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality or unenforceability shall not affect any other provision hereof, and this ordinance shall be construed as if such invalid, illegal or unenforceable provision was not contained therein. SECTION III. This ordinance shall be in full force and effect from and after its passage by the Common Council and approval of the Mayor. ~~ / Member, Common Council 1st READING 3` ~\1OZ PUBLIC HEARING "3-LS_DZ 3 rd READING 3 _ Z$-OL NOT APPROVED REFERRED ^,s-ED 3~L5 -a 2. _ .. ~.-c. ~.~.- .._.~ .....~ i .,~~: ~, ~'~~~ ~ ~ ZOQ~ !! 4 q COMMITTEE REPORT TO THE COMMON COUNCIL OF THE CITY OF SOUTH BEND: Your Committee of the Whole, to whom was referred: BILL NO. 18-02 A BILL OF THE COMMON COUNCIL OF THE CITY OF SOUTH BEND, INDIANA, APPROPRIATING FUNDS FOR CAPITAL EXPENDITURES FOR THE FISCAL YEAR 2002 - $1,600,000 FROM THE COUNTY OPTION INCOME TAX FUND Respectfully report that they have examined the matter and that in their opinion, this bill is being recommended to the full Council with a favorable recommendation. Karl King Chairman COUNTY-CITY BUILDING SOUTH BEND, INDIANA 46601-1830 CITY OF SOUTH BEND STEPHEN J. LiJECKE, MAYOR PHONE 574/ 235-9216 FAx 574/235-9928 TDD 574/ 235-5567 DEPARTMENT OF ADMINISTRATION AND FINANCE FREDERICK B. OLLETT, III CONTROLLER March 5, 2002 City Council President Roland Kelly City Council 4"'Floor, County-City Building South Bend, Indiana 46601 RE: $1.6 Million Appropriation -Professional Services Development of Police and Fire Facilities Dear Councilman Kelly: The attached appropriation Ordinance is for $1.6 million. When combined with the $400,000 appropriation for professional services fees for the Police and Fire stations in the previously approved 2002 Capital Improvement Plan(CIP), this brings the total appropriations for this purpose to $2 million. You asked whether DLZ was the only firm approached about designing the project and whether the city should consider competitive cost proposals for the architectural and engineering professional services. The design work was initiated in 2001 with a Qualification Based Selection (QBS) process. We invited numerous firms who had submitted qualification and experience statements that were relevant to police and fire stations to submit written proposals. Those were evaluated by two representatives each of the Police ,Fire and Public Works Department. The best three joint ventures were given the opportunity to make more extensive oral presentations and concept proposals Upon completion of the short list review, the successful team was DLZ/Zimmerman. DLZ is a local architectural and engineering firm with a significant number of engineers and architects. They strategically teamed on this project with Zimmerman Design from Wisconsin. Zimmerman has a wealth of experience on police and fire stations. The fees for DLZ/Zimmerman are in the range for the type of project by size and by complexity. It is important to remember that good engineering mid architectural services saves money in the long run, since the big dollars are in the construction. The better the set of plans and specifications that are put together, the less likelihood of contractors covering risks for unknowns or being in a strong position to negotiate additional change orders after award. For that reason, we discourage the use of competitive cost bidding on engineering and architectural services and make our selection based on the best fit for the project in terms of qualifications and experience and then negotiate a reasonable price within standards of the design industry. CATHERINE A. HUBBARD-SHEAR LIZ ROWS THOMAS SKARBEK SUSAN WALLACE ROBERTt~LLEN DIRECTOR DIRECTOR DIRECTOR MANAGER DIRECTOR HUMAN RESOURCES CTTYFINANCE BUDGETING & FINANCIAL REPORTING BENEFITS INFORMATION TECHNOLOGY During 2001, the DLZ/Zimmerman team, working with the Police, Fire and~Public Works staff, completed the programming and schematic design portion of the professional services. The analysis evaluated six alternatives, which we will review in detail again on March 18. The recommended option was Option No. 4, which called for remodeling of the existing facility to serve the Police Department needs and construction of a new Central Fire station and administrative offices at an alternate site. It is customary upon completion of the programming and schematic design phases to go into design development and then construction documents (plans and specifications). The bidding process will come next and then the construction phase (including shop drawing review and resident prof ect inspection services). The Police Station and the Fire Station projects are estimated at construction costs of about $16.1 million and total project costs at $ 18.8 million. The design fees are $ 1.37 million or 8.5 percent of construction which is typical for a project of this scope and complexity (industry range is 8 -12 percent). The other soft costs are in acceptable industry ranges again as a percent ofconstruction---the largest item is construction inspection and shop drawing review which is the balance of the $ 2 million for professional architectural and engineering services. The construction services fees are under $ 600,000 which is 3.5 percent of construction-for comparison sake the state routinely permits construction engineering services at 15 percent of construction for highway projects. The other soft costs are things like furniture ,fixtures and equipment to make the stations function as optimal work environments. The Fire Station is on the critical path as the first item that must be done. It will take us until this summer to complete design plans and specifications to put the project out to bid. It will then take twelve months to construct the facility. The Police Station remodeling must await "some empty pegs in the pegboard" through the vacation of some of the Fire Department space from the Municipal Services Facility. The design will take us until the Fall of 2002. Public bidding will take a couple months and construction of the Police Station is expected to take 18 months. We look forward to presenting the work to date, current status and proposal for where we go from here on the Police and Fire Stations. Rick Ollett will present the financing plan. Gary Gilot, Chief Taylor, Chief Bennett and Carl Littrell will be available to answer technical questions on the project. We will also ask our lead architect on the proj ect, Steve Kromkowski of DLZ, to be present to assist with the presentation and answer any questions you may have. If you have any questions or need more information in anticipation of the March 18 work session on this project, please contact either Rick or Gary as appropriate. Sincerely, ~• Frederick B. Ollett III, City Controller c: Mayor Steve Luecke City Council Members Gary Gilot, Public Works Steve Kromkowski, DLZ Indiana Chief Luther Taylor, Fire Department Chief Larry Bennett, Police Department Carl Littrell, City Engineer