City Council Minutes 2015 01 20 - Laserfiche WebLink

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City Council Meeting Minutes January 6, 2015 Page 17 of 18 guaranteed maximum price was $11.9 million based on a 60% completion of the design. Between the 60% and 100% design completion there are contract specification changes, which in some cases reduce the scope and in other cases increases the scope associated with the project. That process has resulted in significant increases in the scope of work. Staff, the design and construction team continue working to identify cost savings and "Value Engineering" in design, materials, equipment and other changes. They identified $600,000 of ways to scale back without compromising the functionality and Tong -term cost effectiveness of the facility. Although staff will continue to look for ways to save, it is unlikely to identify other significant savings. At the high end it may add $500,000 over what was previously projected. Staff believes the project is closer to $300,000 over what was projected. City Manager Fleming requested a January 23 study session, including visiting the City Services Facility site, and having the contractor and design team in attendance to ensure the most qualified response to all questions /comments City Council may have on the project. Staff anticipates a range of up to an additional $500,000 beyond the 2014 -2015 budget communication, which failed to highlight the remaining uncertainty and unavoidable risks of cost increases in September. Staffing and procedural changes have been made to prevent such communication lapses from happening in the future. Fiscal Impact: The potential cost increases to the project may be up to $300,000, which would require a budget appropriation. There was Council consensus to review this matter at the January 23 study session. SUMMER CITY COUNCIL MEETING SCHEDULE Deputy City Manager Balser reported some members of the City Council have asked about creating a longer break between meetings this summer to allow for extended vacation time. The City Charter requires the City Council hold at least two regular meetings each month. The three possible scenarios for a summer City Council meeting schedule are as follows: Option 1: June 2 — regular meeting June 9 — budget retreat and regular meeting July regular schedule (Three weeks between meetings) Option 2: June 2 — regular meeting June 9 — budget retreat and regular meeting July 14 — regular meeting July 21 — study session July 28 — regular meeting (Four weeks between meetings) Option 3: June 2 — regular meeting June 9 — budget retreat and regular meeting