HomeMy WebLinkAboutItem 12 - Golf CourseIITM i / 2
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MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
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FROM: ROGER NELSON, CITY MANAGER �
MEETING DATE: OCTOBER 16, 2001
SUBJECT: AMENDMENT TO GOLF COURSE DESIGN SERVICES
CONTRACT
RECOMMENDATION:
City Council to authorize acceptance of a $25,000 amendment to a contract with the Golf
Resources Group for design services related to the Grapevine Municipal Golf Course
expansion and remodeling project and appropriating funds necessary for said contract.
FUNDING SOURCE:
Lake Enterprise PCMF Account Number 210-48850-341-2 in the amount of $60,250.
BACKGROUND:
The Golf Course expansion and remodeling project was initiated in February of 1996. At
the time the original contract with GRI was approved, it appeared that the project would be
scheduled to start construction in the fall of 1996 and completed in 1999.
However, construction was delayed as a result of the Corps of Engineers approval
processes, the difficulties in resolving irrigation water availability issues, and other factors.
The Corps of Engineers approval process was lengthy and required numerous meetings,
site visits and additional work to coordinate with the City's Engineer on the project. The
requirements for tree preservation and mitigation of environmental wetland issues
necessitated significant redesign efforts on the part of GRI, none of which was anticipated
when they entered into the original contract.
The City is now ready to enter into Phase III of the construction project which is the
reconstruction of the back nine of the original 18 holes. The design has been completed
by GRI and they will be administering the third phase construction process. GRI has done
excellent work for the City on this project. They have been very creative in their design
modifications which were necessary to accommodate the environmental concerns and they
have been very responsive to the City's needs. Given the extensive additional work
required and the time delays, all of which were beyond the control of GRI, the request for
additional compensation is warranted.
October 11, 2001 (8:26AM)
The current contract with GRI is for $200,000. The requested modifications will increase
the contract by $25,000 for a total of $225,000 for design services for the project. Amounts
will be paid to GRI as per the schedule requested in the GRI letter of September 8, 2001.
Staff has reviewed the matter and recommends approval of the contract modification.
WAG/cjc
AGMAmendGR12001
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October 10, 2001 (11:28AM)
1850 Crown Dr.
Suite 1112
Dallas, TX 75234
Phone: (972) 831 9200
Fax: (972) 831.1616
E-mail: weibring@golfresourcesinc.com
D.A. Weibring/
Golf Resources Group
September 18, 2001
Mr. Bill Gaither
Director of Administrative Services
City of Grapevine
200 South Main Street
P. O. Box 95104
Grapevine, TX 76009
Dear Bill:
I would Iike to personally thank you for the opportunity that our firm has had to work with you,
Jim Smith and the City of Grapevine. We are very pleased with the finished product on the first
two nine's and look forward to completing the third nine, as it is the most dramatic piece of
property of the three nine's. We are confident we will be able to finish this 27 -hole complex off
on a very high note.
We appreciate your consideration in working out an increase in the design fee based upon certain
factors that have occurred in this project. The following will hopefully justify such an increase.
The original Design Agreement was executed in February of 1996. While
we understood the scope of the project and the timing of the project to be
implemented over three years, there has been an even further delay now
pushing the project back into the fall of 2001 to be completed in 2002.
During this time (since 1996), our design fee and experience level have
increased dramatically. Our design fee for this project today would probably
be at least 150% more than what was contracted for in 1996.
2. In the past year, in order to complete the second nine holes and get the course
ready to play this spring, the GRI staff has attended a number of meetings
both at the golf course and at City Hall to meet with City representatives,
contractors, etc. I know you, Jim Smith and Jim Long had to deal with these
issues as well, and I feel together we have made the best of a bad situation.
The man-hours for finishing up this second nine were substantially more than
any other similar job we have been involved with.
Based on my understanding, our original fee for the project was $135,000, which was increased
by $65,000 back in 1998. CulTently, there are six payments remaining of $5,875/per month for a
GRI Consulting, Inc. GRI Construction, Inc. GRI Design, Inc. GRI Management, Inc.
total of $35,250 remaining to be paid by the City. Based on the delay of the 3rd nine and our
estimation of approximately 200 additional man hours devoted to the completion of the 2nd nine, I
would like to propose the following revised payment schedule which includes an increased fee of
$25,000 to be paid as follows:
November 1, 2001 - $10,000
Upon Commencement of Construction
on the Third Nine — $5,583.33/month
for Nine Months $50,250
Total revised payments 60 250
Bill, as you know; we are prepared to move forward on this third nine and look forward to doing
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request would be greatly appreciated.
Since,
Sam Swanson
cc: Jim Smith
Steve Wolfard
SS/bap Gaither091801
Agreed & Accepted
W ' lrn Q.�ra t',iri' Da*A
Director of Administrative Services
City of Grapevine