CF-TownC CHC-CS 861118November 18, 1986
ARCHITECTURE
PLANNING · INTERIORS
Mr. Frank Trando
City Manager
City of Coppell
616 Coppell Street
Coppell, Texas 75019
Re: Co,Dell Town
File No. 8457
Dear Mr. Trando:
Subsequent to our meeting and discussions of Tuesday, November 4th,
1986, I provide herewith a brief explanation regarding the Additional
Services Billings in question for your review.
1. On Sept. 19, 1985, Mr. Mike Henjum of our office attended
a meeting at the offices of Mr. Wayne Ginn, the Cities'
representative for this project. Also in attendance
were Mayor Lou Duggan, City Secretary, Dorothy Timmons,
Police Chief Griffin and Water Superintendent, Steve Goram.
I have attached a copy of the meeting minutes from this
meeting which clearly indicate the direction given and
authorized by the City representatives with regard to
project changes, some of which included:
A. Modifications to multi-purpose room.
B. Addition of court office.
C. Modifications to work room No. 213.
D. Modifications and possible addition of a toilet
Room #234.
E.Assistance in the preparation of telephone
specifications.
F. Security system modifications.
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McKinney Place · 3131 McKinney Avenue · Suite 850 - LB 113 · Dallas, Texas 75204 · (214) 871-9100
2250 Lucien Way · Suite 100 · Maitland, Florida 32~1 · (305) 875-0002
J. E. O'Brien, AIA S.M. O'Brien, VP/Design
G. Addition of three vaults.
The above modifications were requested by Mayor Duggan and his staff
and are Additional Services which are not part of the Architects
original scope of work. The hours are noted from September 20, 1985,
thru October 31, 1985, and include the preparation of the necessary
documents to effect the changes requested and authorized.
2. The next group of dates which you have requested infor-
mation regarding cover the period from Jan. 15, 1986,
through Feb. 15, 1986. The notations made next to each
date by Mr. Ed Powell appear to be accurate. The
following is a recap:
A. Jan. 15, 1986, Coppell Council presentation at the
request of Mr. Frank Proctor, City Manager, we were
directed to prepare for a complete presentation for
the new City Council to update them on the project
design, function, etc. Time cards indicate 12.5 hrs.
for Mike Henjum and .5 hours for John Payne in prep-
aration for this meeting. Please note that the
presentation to the City Council was made by not only
Mike Henjum, but also Jack O'Brien and myself, indi-
cated as 6.0 hours and 8.0 hours respective.
B. Also during this time period a number of requests
were made by Mr. Frank Proctor, City Manager, which
would modify the Coppell Town Center design. Mr.
Frank Proctor requested and authorized our office to
proceed with preparation of the necessary documents
and proposal requests effecting these changes.
A partial list follows:
1. Modifications to Room 212 and 213, P.R. #9.
2. Modifications to pricing and design of vault
doors at Rooms 186, 205 and PR #11.
3. Changes to "old" mayors office area, PR#12.
4. Modificatiosn to Room 144, 143, 145, and PR#13.
3. The next group of dates which you have requested information
regarding cover the period from Feb. 28, 1986, through
May 15, 1986. The hours noted are associated with four (4)
main areas, which are:
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A. The City of Coppell's requests to modify and change
the interior design, materials, and colors of the
project. This included paint, wallpaper, and carpet
to mention only a portion of the proposed changes
authorized and requested by Mayor Duggan, Frank
Proctor, and the City Council.
1. 3-15-86 Jack O'Brien 2.0 hrs.
2. 3-15-86 Jack O'Brien 2.0 hrs.
3. 3-31-86 M. Henjum 6.0 hrs.
4. 3-31-86 B. McDonnell 23.5 hrs.
5. 3-31-86 S. O'Brien 3.0 hrs.
6. 4-15-86 R. Bertsni 11.5 hrs.
7. 4-15-86 R. Bertani 5.0 hrs.
8. 4-15-86 R. Bertani 3.0 hrs.
9. 4-30-86 R. Bertani 5.0 hrs.
10. 4-30-86 M. Henjum 6.0 hrs.
11. 4-30-86 B. McDonnell 10.0 hrs.
12. 4-30-86 B. McDonnell 6.5 hrs.
13. 5-15-86 R. Bertani 7.0 hrs.
14. 5-15-86 R. Bertani 3.0 hrs.
NOTE: The dates noted indicate ending date of time
period and not the actual date work was accomplished.
B. The second item indicates the installation of the roof
deck and roof materials. The General Contractor failed
to comply with the Contract Documents with regard to the
products and installation of roofing system. These
problems were solely caused by and in control of the
General Contractor and his Subcontractors. The roof
problem caused for additional engineering to be necessary
by our office, and also additional inspections, research
and testing to be accomplished. (The problems were associ-
ated with the I.B.P. slate look roof system and also the
Built-Up Roof System where an incorrect and unacceptable
installation was noted.) This problem was noted to the City
of Coppell representatives prior to any work being accom-
plished by our firm. The following is a listing of the
hours associated with the problem:
1. 2-28-86 R. Bertani 9.0 hrs.
2. 2-28-86 M. Henjum 3.0 hrs.
3. 3-15-86 R. Bertani 4.0 hrs.
C. The third item involves a problem with the structural
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steel at the roof area not being erected to the heights
noted on either the Contract Documents or the approved
Shop Drawings or Approved Erection Drawings. The
General Contractor and his Subcotractor made modifica-
tions in the field which further compounded these
problems and also caused for the wood trim on the
cornice area to be unlevel. Numerous meetings were
held and much additional time was expended by both the
architect and structural engineer to come up with a
solution to resolve the roof problem caused by the
General Contractor and his Subcontractors. Prior to any
work being accomplished on this item, the City of Coppell's
representatives were appraised of the situation and
authorized us to proceed wth a resolution. The costs
associated with this work were to be backcharged by the
City of Coppell to the General Contractor. The follow-
ing is a partial listing of hours spent attempting to
resolve this problem:
1. 3-31-86 R. Bertani 15.0 hrs.
2. 4-1-86 T. Callaway 2.0 hrs.
3. 4-15-86 R. Bertani 10.0 hrs.
4. 4-30-86 R. Bertani 15.5 hrs.
5. 4-30-86 R. Bertani 2.5 hrs.
6. 4-30-86 R. Bertani 6.0 hrs.
NOTE: This is only a partial listing of time.
The overall costs associated with this particular
item is noted on the May 28, 1986, billing and is
in the amount of $7,794.52.
D. The fourth item involves various changes and modifica-
tions requested and authorized by Mr. Frank Proctor,
for other City personnel. Some of the changes included:
1. Changes in jail area addition of bunks.
2. Addition of window in Police Communication area.
3. Lighting for donated picture at second floor,
library lobby.
4. Vinyl and carpet changes in Police Dept. area.
A partial listing of hours indicates the following:
1. 2-28-86 C. Johnson 2.0 hrs.
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2. 4-30-86 R. Bertani 9.0 hrs.
4. With regard to our conversation concerning the billing of Addi-
tional Services for graphic and signage consultation, we agreed
to invoice the City of Coppell for the actual hours of Belinda
McDonnell rather then an original budget allowance established
by the City of Coppell and not included in the Archtect's con-
tract. The following is a breakdown of hours by pay period and
costs associated with this Additional Service.
A. 1/31 7 hours $ 279.09
B. 2/15 10 hours 388.70
C. 2/28 15 hours 583.05
D. 4/15 7 hours 272.09
E. 4/30 6 hours 233.72
F. 5/15 2.5 hours 97.18
G. 5/31 1 hour 38.87
Total $1,885.20
Billing No. 3 dated September 24, 1986, has been
revised to comply with our Agreement, and is
attached herewith.
In conclusion, we have provided herewith the information requested
concerning the Additional Services noted on your list and hopefully
this information answers all questions. Please note that all hours
noted are associated with Additional Service work authorized and
completed prior to July 7, 1986.
Sincerely,
Directo~ of Construction Administration
cc: Mayor Lou Duggan
Ed Powell
Jack O' Brien
Susan O'Brien
Karen Cruz
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