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Title
Resolution declaring expectation to reimburse expenditures with proceeds of future debt in the amount of $37,672.50 for a professional design services contract with Fratto Engineering, Inc. (FEI) in the amount of $24,450, a 5% contingency in the amount of $1,222.50, and a not to exceed $4,500 reimbursables allowance for a total of $30,172.50, for completion of final design and construction administration services for a new Spay and Neuter Surgical Suite at the Prairie Paws Adoption Center; and $7,500 to cover subsurface geotechnical investigation, TAS H/C plan and site reviews, and other necessary related costs for a total request of $37,672.50.
Presenter
Marshall Warder, Building Projects Manager
Recommended Action
approve
Analysis
A surgical suite for spaying and neutering of adoptable dogs and cats housed at the PPAC has been under consideration by Environmental Services for more than a year. If constructed, it is anticipated that the surgical suite would be built through renovation of the most remote drive through truck bay at the east end of the existing facility that currently receives minimal usage other than miscellaneous bulk storage.
In October 2011, with initial design funding approved and available, Environmental Services contracted with FEI in the amount of $16,250.00 plus a not to exceed $2,500 reimbursables cost to provide professional design services and an estimate of construction cost through the Design Development phase only for the contemplated facility. It was reasoned that a design contract through this preliminary phase in conjunction with the accompanying estimate of construction would allow a good look at the proposed project by Council, who could then make a prudent decision on the merits of moving forward with the project or not without committing to the full design cost or any construction cost.
FEI worked with City staff to prepare plans as contracted, and an independent professional estimate of construction was generated through the DD phase of design. With this preliminary construction estimate in hand, a line item in the amount of $180,000 was placed in the 2013 CIP budget for additional funding to complete the design and construction of the project. This item was approved by Council at their September 18 meeting as a part of the 2013 fiscal year budget.
Pursuant to that approval, a professional design services contract with Fratto Engineering is now being requested for approval by Council in the amount of $30,172.50 for continuation and completion of final design beyond the DD phase and construction administration services through construction of the project. This amount is comprised of $24,450 for design fees, plus a 5% design contingency in the amount of $1,222.50, plus a not to exceed $4,500 reimbursables allowance. An additional request of $7,500 has been included to cover any necessary subsurface geotechnical investigations, H/C plan and site reviews, and other miscellaneous project related expenses. Once the final plans have been prepared and competitive bids received, a construction contract award recommendation will be brought before Council for consideration and approval at the appropriate time.
Financial Consideration
Interim funding in the amount of $37,673 is available from the unobligated fund balance in the Capital Reserve Fund (402590), and to be transferred to the Municipal Facilities Fund (405090), WO #01203201 (Vet Clinic Design).
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A RESOLUTION OF THE CITY OF GRAND PRAIRIE, TEXAS, DECLARING EXPECTATION TO REIMBURSE EXPENDITURES WITH PROCEEDS OF FUTURE DEBT FOR THE DESIGN OF THE SPAY AND NEUTER SURGICAL SUITE AT THE PRAIRIE PAWS ADOPTION CENTER
Whereas, the City of Grand Prairie, Texas (the "Issuer") intends to issue debt for the design of the spay and neuter surgical suite at the Prairie Paws Adoption Center, (the "Project") and further intends to make certain capital expenditures with respect to the Project and currently desires and expects to reimburse the capital expenditures with proceeds of such debt;
Whereas, under Treas. Reg. 1.150-2 (the "Regulation"), to fund such reimbursement with proceeds of tax-exempt obligations, the Issuer must declare its expectation to make such reimbursement; and
Whereas, the Issuer desires to preserve its ability to reimburse the capital expenditures with proceeds of tax-exempt obligations.
NOW THEREFORE, BE IT RESOLVED, by the City Council of the City of GRAND PRAIRIE, Texas that:
by the City Council of the City of Grand Prairie, Texas that the Issuer reasonably expects to reimburse capital expenditures with respect to the Project with proceeds of debt hereafter to be incurred by the Issuer, and that this resolution shall constitute a declaration of official intent under the Regulation. The maximum principal amount of obligations expected to be issued for the Project is $37,673.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAND PRAIRIE, TEXAS, ON THIS THE 16TH DAY OF OCTOBER, 2012.