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in connection with renovations of the County Administration Building. The negotiations were to <br />begin with the number one ranked firm on the list submitted as approved by the Board. <br />Staff has met with the number one ranked firm of Dow, Howell, Gilmore and Associates' personnel <br />and agreed on an approach to the project that would involve a phased process with applicable fees. <br />Prior to proceeding with each phase, the scope of work and associated consulting fee will be brought <br />to the Board for explanation and approval. <br />ANALYSIS <br />Phase I of this proposed project will be for Dow, Howell, Gilmore and Associates to <br />1. Develop accurate drawings of the building and facilities. <br />2. Develop a program based on a scope of work provided by staff. <br />3. Develop a schematic design of the proposed project and total estimated cost. <br />Due to the fact there are no complete mechanical, electrical, plumbing or structural "As Built" <br />drawings in existence, and the time required to develop these needed documents is unknown, it is <br />impossible to fix a firm price for the services. Also, since the best design to meet the needs of the <br />effected departments will have to be developed based on input from staff, it is impossible to fix a <br />firm price for this service. <br />Based on all the unknowns associated with this project, staff feels it would be in the County's best <br />interest for the consultant to provide a not to exceed cost for the three segments of Phase I of the <br />proposed project. They will also be required to furnish documentation to justify the components <br />comprising their costs which will allow staff an opportunity to question any part of their bill which <br />appear to be unreasonable. <br />By using the phased approach, the County will be able to determine and control what, when, and <br />how of the project. <br />RECOMMENDATION <br />Staff recommends Board approval of a contract with Dow, Howell, Gilmore and Associates for <br />Phase I of the project which includes a scope of work outlined herein, with a not to exceed price of <br />$33,000. It is also requested the Board authorized the Chairman to execute said contract. <br />ON MOTION by Commissioner Eggert, SECONDED by <br />Commissioner Bird, the Board unanimously approved <br />the contract with Dow, Howell, Gilmore and <br />Associations for Phase I of the administration <br />building renovation project, at a not -to -exceed <br />price of $33,000, as recommended by staff. <br />CONTRACT WILL BE ON FILE IN THE OFFICE OF THE <br />CLERK TO THE BOARD WHEN EXECUTED AND RECEIVED <br />SOK 964 <br />NOVEMBER 7, 1995 41 55 <br />