Agenda Item
ii. E-SPLOST V Project ~ Guaranteed Maximum Price, Budget Reallocation, and Amendment Request ~ #35235 ~Toney Elementary School HVAC Systems Replacement and Renovations ~ Ajax Building Company, LLC and Croft & Associates, Inc. ~ Final GMP Approval, Budget Reallocation, and Amendment No. 2 -A/E Fee Adjustment (Not to exceed ~ Collectively ~$9,284,971.50)
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the DeKalb County School Board of Education (“the Board”) approve the below:
Approve the established Guaranteed Maximum Price (“GMP”) of $7,335,874 for the construction of the Toney Elementary School HVAC Systems Replacement and Renovations E-SPLOST V project per the terms set forth in the Construction Manager at Risk (“CM@Risk”) contract previously awarded to Ajax Building Company, LLC.
It is also requested to approve a Budget Reallocation of $1,784,124 from E-SPLOST V program contingency to fund this project.
It is further requested that the Board of Education approve Amendment No. 02 to Croft & Associates, Inc. in a Not -to-Exceed amount of $164,973.50 for added design services.
Approval of the Guaranteed Maximum Price (GMP), budget reallocation and Amendment No. 02 meets Strategic Goal Area 6: Organizational Excellence.
Why: Approval of the Guaranteed Maximum Price (GMP) of $7,335,874 and budget reallocation of $1,784,124 for the construction of the Toney Elementary School HVAC Systems Replacement and Renovations E-SPLOST V project project as per the CM@Risk contract approved by the Board, February 12, 2024, to Ajax Building Company, LLC, ensures the completion of this project supporting a safe and healthy teaching and learning environment for students and staff.
Approval of Amendment No. 2 to amend the agreement with Croft & Associates, Inc. in the amount of $164,973.50, will provide the necessary funds for the additional scope and construction administration services (“CA”) as outlined in the Fee Adjustment document (s).
Details: On February 12, 2024, the Board of Education approved the award of a Construction Management at Risk (CM@R) contract to Ajax Building Company, LLC for the completion of the Toney ES HVAC Systems Replacement and Renovations and for Pre-Construction Services in the amount of $50,000.
On May 9, 2022, the Board approved the award of a Professional Architectural and Engineering (A/E) Services contract for the design of the Toney ES Major Building System Replacement to Croft & Associates, Inc. in the amount of $294,346.50.
Pursuant to that agreement, the Design Professional (CROFT), CM@R (Ajax), Program Manager (ACERM), multiple DCSD Departments and DCSD Operations have collaborated to generate a design, a safe construction phasing plan, and a GMP in the best interest of the DeKalb County School District.
This action establishes a Guaranteed Maximum Price and Contract Time for all the Work set forth in the attached Toney ES GMP Amendment 10-16-24.
Financial impact: The total contract amount for the Toney Elementary School HVAC Systems Replacement and Renovations project in the amount of $7,335,874 will be allocated from the general contractor construction cost code SP5FACCON.35235.GENCONTR under the voter-approved E-SPLOST V program and will require a budget reallocation of $1,784,124 from E-SPLOST V program contingency to fund this project.
The total contract amount for the Toney Elementary School HVAC Systems Replacement and Renovations project in the amount of $498,020 will be allocated from the Architect cost code SP5FACCON.35235.ARCHITECT under the voter approved E-SPLOST V program.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678-676-1447
Mr. Hans Williams, Dir. Planning & E-SPLOST Programming, Division of Operations, 678-676-1588
Effective: Upon Board Approval
Status: Approved by the Office of Legal Affairs
October 17, 2024
Mr. Brian Albanese
Deputy Program Director
1780 Montreal Road
Tucker, GA 30084
brian_albeanese@dekalbschoosga.org
RE: Toney Elementary School
Fee Reconciliation based upon final GMP and original SCL
The final GMP proposed for Toney Elementary School is significantly higher than the original SCL presented in
the RFQ. CROFT’s design fee is tied to a percentage of the final GMP accepted by DeKalb County.
Additionally, CROFT has undertaken additional scope including adding ceiling replacements, extended
permitting assistance, multiple iterations of the mechanical equipment design, and additional CA efforts (as this
project was originally intended to be completed in the summer of 2024). The cost estimate at the 100% CD
deliverable $6.8M, which is within 8% of the contractor’s proposed GMP.
Given these reasons, we formally request that our contract for this school be adjusted as shown below:
Toney Elementary School
Original SCL: $4,905,775
GMP: $7,335,874
Total Additional Fee: $164,973
ORIGINAL FEE ADJUSTED FEE DIFFERENCE
Prelim Consult $ 22,651.00 $ 33,871.00 $ 11,220.00
SD $ 44,151.00 $ 66,021.00 $ 21,870.00
50% CD $ 57,868.00 $ 86,533.00 $ 28,665.00
100% CD $ 73,585.00 $ 110,035.00 $ 36,450.00
FINAL CD $ 51,934.00 $ 77,659.00 $ 25,725.00
ADD SERVICE (Security Vestibule) $ 38,700.00 $ 57,870.00 $ 19,170.00
CA $ 44,157.50 $ 66,031.00 $ 21,873.50
TOTAL $ 333,046.50 $ 498,020.00 $ 164,973.50
Mr. Albanese, thank you for the opportunity to submit this contract adjustment. Should you have any questions
regarding this request, please do not hesitate to give me a call.
Sincerely,
CROFT & Associates, Inc.
Parker Gordy
Associate | Project Engineer
Atlanta • Charlotte • Denver • Myrtle Beach •Savannah
www.croftae.com