Agenda - 04-01-1996 - IX-F - Laserfiche WebLink

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r , 3 The Architect subsequently went back to THC in an effort to determine what cost saving measure items could be pursued in order to bring the bid into closer alignment with the budget. Their collaboration with THC yielded the $3,408,642 figure which was recommended to the Board on September 5, 1995 as the bid award amount. However, the caveat offered during the Board meeting was that this amount included modifications to the roof of the Jail which had not been reviewed by the Historic District Commission and that as a result of final review and approval of the District Commission the bid award amount could change. Following the September 5 Board action the second approval process with the District Commission was begun at its next available meeting, September 20, 1995. Presentations were made at the following three Historic District Commission meetings and on October 18, 1995, the Commission approved a design which had further modifications to that which the Board had seen on September 5. Drawings and specifications were modified by the Architect to reflect the changes made to date and the information was forwarded to Trafalgar House Construction for its further cost analysis. Although these modifications eliminated some cost saving ideas which were unacceptable from an operational point of view, the significant modifications were to the roof design as required by the Historic District Commission. The resulting cost increase was$74,326 over the amount approved by the Board on 9/5/95. The contract amount which we were negotiating stood at $3,482,968. A meeting between Trafalgar House Construction and the Architect was held on January 10, 1996 for the purpose of bringing closure to the negotiation process with Trafalgar House, outlining areas of responsibility for the participants and developing a time line from which to move forward. Within a month of that meeting however, the principal decision maker for Trafalgar House and the individual with whom we had been negotiating left the company. This was the second time during the negotiations with Trafalgar House that the person operating as its primary decision maker had changed. While Trafalgar House continued to think it could build the project for the $3,482,968 figure, within a couple of weeks into the new manager's employment, there were signs that the upper management of Trafalgar House was not convinced that this could happen. Around 3/15/96 the Architect distributed a tentative schedule to Trafalgar House indicating a 3/25/96 deadline to get a final contract with the bond/insurance finalized drawings, specs, etc. to the County. (This schedule indicated that a pre-construction conference would be held on 3/27/96.) This deadline was not met by Trafalgar House. On March 28, 1996 the County was informed through its Architect that in a three hour conference call among various Trafalgar House officials, the Trafalgar House head office had instructed the manager of the RTP office to send us a letter withdrawing from negotiations to build at $3,4482,968.