CITY COMMISSION AGENDA ITEM

Department:

Municipal Services & Operations

Commission Meeting Date:  January 8, 2019

Staff Contact:

Dave Cronin, City Engineer

Recommendations/Options/Action Requested:

Approve change orders in the amount of $82,500.09 for work performed on the Santa Fe Depot Preservation Project. 

Executive Summary:

In 2015, the City signed Agreement No.313-13 with KDOT for Transportation Enhancement funds to share costs for the restoration of the Santa Fe Depot. The cost share is an 80/20 (state/city) split and KDOT let the project November 15, 2017.  The City Commission approved the city’s estimated cost share of $409,000 on December 5, 2017 for construction (20% of $1,759,524) and construction engineering (20% of $244,290). 

The project is substantially complete and there have been several change orders to the project due to unforeseen conditions and historical conformity. The change orders (with exception to palletizing brick) are eligible to be funded 80/20 (state/city); the city’s share is estimated to be $82,500.09.  The Purchasing Policy requires Commission approval when the cumulative amount of change orders increases the original purchase order by more than $50,000.  Change orders have been reviewed and approved by KDOT and the city’s payment will be made to KDOT following project close out.

The change orders include the following:

· Moving an electrical panel

· Salvaging and palletizing bricks that were underneath asphalt

· Replacement of additional bricks on the building exterior

· Repairing the chimney

· Replacement of the metal decking on roof

· Changes to the location and color of solar panels

· Changes to Emergency and Exit Lights

· Test drilling for the geothermal system

· ADA Ramp repairs (to be reimbursed by Amtrak)

· Addition of irrigation system

· Additional insulation

· Repair of neon roof signs

· Changes to doorways

The following funding sources apply to the project:

Funding Source	Amount
2017 Capital Improvement Reserve Funds	$325,000
*Estimated Amtrak ADA Improvements	$250,000
**Estimated Project Eligible Tax Credits	$85,000
Total	$660,000

*Amtrak has agreed to reimburse the City up to $249,239.58 in actual costs.

**State historic tax credits at 25% of eligible improvements

The following are city costs to the project:

Item	Amount
Construction (20% of $1,759,524)	$351,904.80
Construction Engineering (20% of $244,290)	$48,858.00
Change Orders	$82,500.09
Total	$483,262.89

Strategic Plan Critical Success Factor

Collaborative Solutions

Fiscal Impact (Amount/Source):

The fiscal impact to the City is $82,500.09 and will be paid with funds applied to project as detailed in the table above.  

Attachments:

Project Change Orders

Previous Agenda Reports:

December 5, 2017, Consent #12

Authorize the Mayor and City Engineer to sign the commitment of City funds with the Kansas Department of Transportation for the Santa Fe Station project, committing to a $409,000 City project match.     Staff Memo & Attachments

Reviewed By: (for CMO use only)

☐TM ☐DS ☐CT ☒BM