Exh 8AAGENDA ITEM #8A
JANUARY 26, 2004
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: City Hall Expansion
SUBMITTED BY: Jim Hanson. C''~ Ma a
DATE: January 15, 2004
BACKGROUND: The purpose of this staff report is to seek approval for azchitectural
services for design of the additional squaze footage that was
previously authorized by the Commission, to authorize some
additional design work for interior remodeling and to authorize a
small expansion to the project that would better utilize the new
space being constructed.
The City Commission made a decision to add approximately 500
square feet to the City Hall Expansion Project in the meeting of
November 10, 2003. The extra cost was $76,360, which would be
added to the existing budget of $250,000. We did not have a
proposal for additional azchitectural services at that time.
Architectural services for that additional expansion have now been
priced at $14,250. This figure includes some soil borings relating
to the expansion azea.
Since the commission meeting in November, City Hall staff has
worked with the azchitects to continue to develop the expansion
and remodeling plans. Input was solicited from City Hall
employees and many good suggestions were made. After
evaluation, several were included in the proposed plan. One of
these was to make minor adjustments to the exterior wall
configuration in the new azea which would make the office space
much more usable. This would add an estimated 60 squaze feet in
floor space and $10,860 in additional construction costs.
Many good suggestions were made for the remodeling of the
existing City Hall space, which would improve the functionality
and particulazly citizen access. The biggest of these was the
reconfiguration of the lobby azea to relocate the building permits
function. However, the cost of the remodeling in the existing
building is now estimated at $61,000 (including additional
azchitects fee). Some structural changes would be necessary to
complete the lobby work.
The changes to the exterior wall configuration for the new
construction should be added to the project because it is a "now or
AGENDA ITEM #8A
JANUARY 26, 2004
never" addition and the additional space will reduce the angulaz
nature of new offices and thereby make the space more usable.
The remodeling of the existing City Hall has grown to a point to
where it would require a significant increase in the budget and may
best be handled in a later phase to be approved in a future budget.
From a construction standpoint, these two phases would probably
be separated anyway so as to minimize the disruption to ongoing
City Hall functions. However, the city should design for the Phase
Two (remodeling) work at this time because the architects are
familiaz with. the issues at hand, it would probably cost less for
them to do the design work now rather than using different
architects later, and by including the Phase Two as an additive
alternate to the bids, we should be able to get a firm budget price
for the additional work.
Last, the azclutect has cautioned that the current budget does not
contain a contingency for the project. Current estimates are still
rough based on the eazly phases of design. Some variability in the
final bids in the range of 5 to 10 percent would not be unusual.
However, no recommendation is being made at this time to
increase the budget for a contingency.
BUDGET: The current budget for the City Hall Expansion Project is
$250.000. The Commission authorized an increase to the budget
in the 11/10/03 meeting of $72,360 for a total of $332,340. The
recommended increases for architectural services and the
additional square footage equals $31,110. This would bring the
total budget for the City Hall project to $363,450. Funding is
available in the Half Cent Sales Tax Fund.
RECOMMENDATION: 1) Authorize the City Manager to execute an amendment to the
agreement with PQH Architects for the additional services related
to the expansion project in the amount of $14,250.
2) Authorize a further amendment to the agreement with PQH
Architects to design the Phase Two interior remodeling changes
for $6,000.
3) Authorize an amendment to the budget to add the
additional floor space needed to improve the new construction as
described above for $10,860.
ATTACHMENTS: 1) Amendment to Professional Services Agreement with PQH
Architects
2) Extended Floor Plan showing current design for both new
area and remodeling
AGENDA ITEB4 #SA
JANUARY 2fi, 2004
PROFESSIONAL SERVICES
AMENDMENT
4141 Southpoint Dr., E, Suite 200
p g Jacksonville, Florida 32216
9 0 4- 2 2 4 - 0 0 01
hRCHItEC1S F AX - 22 4 - 0023
In accordance with the AGREEMENT dated:
BETWEEN: (CLIENT)
and: (CONSULTANT)
for the Project:
® authorization is (requested) (given)
August 28, 2003
AMENDMENT NO. 1
City of Atlantic Beach
800 Seminole Road
Atlantic Beach, FL 32233-5445
PQH Architects, Inc.
4141 Southpoint Drive East, Suite 200
Jacksonville, FL 32216
Atlantic Beach City Hall
Additions and Alterations
x to proceed with Additional Services
to proceed with revised scope of Basic Services
to incur Reimbursable Expenses
or
^ notification is made ~ of the need to proceed with Contingent Additional
Services
of the need for other services
AS FOLLOWS: SCOPE INCREASE:
>Conceptual Plan Modifications; meetings, re-work plans $ 1,250.00
>Final Design: additional design work for increased area $ 13,000.00
SUB-TOTAL $ 14,250.00
OPTIONAL DESIGN FEE:
>Interior modifications to Lobby/Cashier Area/
Miscellaheous (Construction Budget $50,000.00) $ 6 000.00
TOTAL $ 20,250.00
The following adjustments shall be made to compensation and time.
Compensation: Scope Increase: $14,250.00($1,250.00+$13,000.00)+Optional:$6,000.00
Time: Additiona120 Days
Prompt written notice is requri if the services indicated are not needed.
SU
(Signatur ~~
JOSE EREZ, AIA, PRESIDENT
(Prin d name and title)
14, 2004
(Date)
AUTHORIZATION IS GIVEN OR
NOTIFICATION IS ACKNOWLEDGED BY:
(Signature)
JIM HANSON, CITY MANAGER
(Printed name and title)
(Date)
AB ProfServicesAmend No.1
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