HomeMy WebLinkAbout02-11-19 City Commission Packet Materials - C5. Master Agreement with ThinkOne for BPSC DesignPage 1 of 2
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Chuck Winn, Assistant City Manager
SUBJECT: Approval of American Institute of Architects (AIA) Agreements for Design
Services for the Bozeman Public Safety Center (BPSC).
MEETING DATE: February 11, 2019
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Authorize City Manager to sign AIA Document B121 Master
Agreement, B221 Document and Service Order 1 Agreement, and
future Service Orders within budget for the design of the BPSC.
BACKGROUND: On November 6, 2018, Bozeman voters approved the sale of bonds to finance
the design and construction of a new Bozeman Public Safety Center. This new building will
provide facilities for the Bozeman Police Department, Fire Department Station 1, Municipal
Courts, and victim services including City prosecution services.
Soon after the passage of the bond issue, a complaint was filed in District Court challenging the
outcome of the election. The City self-reported the complaint to the Commissioner of Political
Practices on December 3. As of the writing of this memo, the Commissioner of Political Practices
has dismissed the campaign practices claims against the City but the case remains in District Court
awaiting a decision by the judge. The City has requested an expedited ruling.
Preliminary construction estimating used to determine project costs anticipated a 6% annual
construction inflation factor which equates to as much at $200,000 a month on the total
construction estimate of $40M. Additionally, failing facilities at the Law and Justice Center and
Fire Station 1 necessitate this project move forward as expeditiously as possible. For these reasons,
we believe it is critical to continue the design process to avoid further delays and increased
construction costs. To fund this effort we have identified two currently budgeted projects that could
be delayed and are proposing an additional contribution to the fire station design project from the
Fire Capital and Equipment Fund.
To ensure we have sufficient oversight of the design effort under the current funding scenario, we
are recommending using an AIA Master Agreement with individual Service Orders for the design
and construction phases. We believe this framework will allow us to proceed in a timely and
efficient format as the funding questions are resolved and the project moves forward.
MASTER AGREEMENT: The Master Services Agreement (AIA B121) is the overarching
contract that details the responsibilities of the owner (City) and architect (Thinkone) for the
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duration of the project. It is the comprehensive agreement that details the requirements of each
party as they relate to the project.
AIA B221 and SERVICE ORDER #1: The basis of the BPSC was the 2014 Rouse Justice Center
(RJC). Much work had been done on the design of the RJC building and building site. The BPSC
takes that work and adds a new fire headquarters to the project. In order to keep the entire project
moving, we need to accelerate the design of the fire station to meet the police, courts and victim
services spaces. Service Order #1 focuses efforts on the programming, schematic, and design
development phases of the fire station and ensures the important coordination of all services within
the building and on the site. Future Service Orders will detail specific work to be done as the
project progresses.
FISCAL EFFECTS: Service Order 1 is anticipated to be a “not to exceed” contract for up to
$425,070. Until the complaint reaches final resolution and the construction bonds are sold, the
following funding sources have been identified to keep the project moving:
• Delay approved city commission room remodel - $200,000
• Delay update to Parks, Recreation and Open Space Plan (PROST) - $109,000
• Additional contribution from the Fire Capital and Equipment Fund - $116.070
Once bonds are sold, the delayed projects can continue as planned. The Director of Parks and
Recreation has recommended delaying the PROST update until the final resolution of the Park and
Trails District.
UNRESOLVED ISSUES:
ALTERNATIVES: None identified.
Attachments:
Exhibit A: AIA Document B121
Exhibit B: AIA Document B221
Report compiled on: 02/04/2019
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