SUBJECT:
Title
Request Approval of Change Order 4 to Purchase Order 2401663: Employee Health Clinic Design - Architecture Studios, Inc., Ocala, FL (Budget Impact - Neutral; additional expenditure of $1,441)
Body
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INITIATOR: |
DEPARTMENT: |
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Susan Olsen, Director |
Procurement Services |
DESCRIPTION/BACKGROUND:
On August 20, 2024, the Board approved a task order in the amount of $94,500 with Architecture Studios, Inc. (AS) for architectural services for the construction drawings and construction administration to adapt the former Pioneer Garden club building for re-use as the Employee Health Clinic. The firm was to provide code research, construction documents, bidding assistance and construction administration services for the project, which was to include Architecture, Mechanical, Ventilation, Electrical, Plumbing, and Structural engineering services.
On December 18, 2024, Change Order 1 was done by Procurement, to add a 10% contingency to the purchase order in the amount of $9,450, as allowed in the Procurement Manual. Soon after, Change Order 2 was issued to utilize $8,140 of the contingency fund, due to unforeseen conditions, where the firm found that multiple trusses in the attic were cut to accommodate the air conditioning system.
On May 6, 2025 Change Order 3 was presented to add $10,900 to address unforeseen
structural issues. After the internal demolition of the existing building was completed, it was discovered there were numerous additional structural issues. AS had the Structural Engineer visit the site and provided details and instruction on correcting the issues.
Change Order 4, being presented today, is to account for an unanticipated project expense associated with the required minor site plan review by the City of Ocala. To avoid delay to the project schedule, the architect remitted payment of the City’s review fee, which was subsequently reimbursed by Marion County.
Attached is Change Order 4 to increase the purchase order to accommodate for reimbursement of the fee for the site plan review to AS. Pending approval today, the change order will be presented for the Clerk and Chairman’s signatures.
BUDGET/IMPACT:
Neutral; additional expenditure of $1,441.30, bringing the total purchase order amount to $116,291.30. Funding is from line ZK711519-562102 (Insurance Fund, Buildings CIP), Project RBC000002
RECOMMENDED ACTION:
Recommended action
Motion to approve and authorize the Chaiman and Clerk to execute Change Order 4 to Purchase Order 2401663 for Architecture Studios, Inc., under 20Q-170-TO-25.
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