Subject:
Title
Change Order to Add Design of the 2nd Floor and Basement to RFP 24-19, 1st Floor Town Hall Renovation - Architectural Drawings for Construction
Body
DATE(S) OF PRIOR COUNCIL CONSIDERATION OF THIS ISSUE:
- On Jan. 10, 2022, a feasibility study was awarded to PMA Architects.
- On Jan. 9, 2023, feasibility study results were presented at a work session.
- On Feb. 5, 2024, feasibility study results were presented at a work session and Council approved moving forward with the design of first floor renovations.
- On Aug. 26, 2024, Council approved the award of RFP 24-19 to Dewberry Architects for Design Services for the 1st Floor Town Hall Renovation.
- On Oct. 27, 2025, Council adopted the 2026 Capital Improvement Plan that included the 2nd Floor and Basement Design and Construction.
EXPLANATION AND SUMMARY:
Request:
The Department of Public Works requests Town Council approval to award a change order to Dewberry Architects, Inc. for the Town Hall Renovation Design Contract, RFP 24-19, in the amount of $137,667 and increase the contract value from $301,239 to $438,906 plus 25% contingency for a total authorization of $548,633.
Background:
RFP 24-19 is for the design of the first floor only. Town Council authorized the 2nd Floor and Basement to be added to the project in the 2026 adopted Capital Improvement Plan. This change order will add Tasks 1 - 6 as described in attachment 1 (Initial Assessment & Planning through the Permitting Phases), for the 2nd Floor and Basement Renovation.
Discussion:
In 2024, Town Hall was selected for a renovation project and qualified for ARPA funding due to the poor arrangement of staff workstations, realignment of staff functions, and addition of new staff such as the Economic Development Department added in 2019.
A feasibility study was awarded to PMA Architects in January 2022 to develop the program of requirements for Town Hall staff, space utilization standards, recommendations for improvements, test-fit floor plans, and budget level estimates. PMA interviewed staff, conducted site visits, and presented their findings to Council in January 2023 and again with revisions in February 2024. At the Feb. 5, 2024, work session, Council approved staff to proceed with renovating only the first floor due to funding constraints.
RFP 24-19 for design and post construction services for the renovation of the first floor of Town Hall was advertised and nine firms responded. An evaluation committee reviewed and scored the proposals, and three firms were interviewed by the panel. The panel scored the presentations based on the evaluation criteria of the RFP and Dewberry was selected.
Town Council subsequently approved staff to proceed with the design for the remaining spaces on the second floor and basement in the adopted 2026 CIP. The project will be phased with first floor construction in FY28/29 and second floor and basement construction in FY30/31.
Departmental Recommendation: Recommend approval
Finance Recommendation: Recommend approval
Purchasing Recommendation: Recommend approval.
Town Attorney Recommendation: The Town Council may approve the proposed contract change order at its discretion.
Town Manager's Recommendation: I recommend the Town Council approve a change order for the Town Hall Renovation Design contract, as presented.
Cost and Financing: $137,667
Account Number: 300-026-1021-39420-48801.
Prior Funding Approval: ARPA.
Decision Needed by This date: July 8, 2026
PROPOSED/SUGGESTED MOTION
Recommended Action
"I move to approve a change order to Dewberry Architects, Inc. to add the 2nd Floor and Basement to the Town Hall Design Contract, RFP 24-19, in the amount of $137,667 and increase the contract value from $301,239 to $438,906 plus 25% contingency for a total authorization of $548,633 as described in this report.
Or
Other action deemed necessary by Council.