Staff recommends that Council approve Amendment No. 1 to the professional services agreement with A&E Design, in the amount of $310,000, for Bidding and Construction Phase Basic Services associated with the Amend Park Recreation Campus Courts Facility project.

The City of Billings entered into a professional services agreement with A&E Design on December 16, 2024, for Phase 1 design services related to the Amend Park Recreation Campus and Courts Facility, for $1 million.  That agreement included architectural, structural, mechanical, electrical, and site/campus planning services through construction documents and permitting.

Amendment No. 1 now formally initiates Phase 2, which includes Basic Services for the Bidding and Construction Phase. This scope provides project oversight during construction and ensures compliance with plans and specifications. Included are continued services from A&E and its sub-consultants in architecture, mechanical, electrical, and structural engineering, as well as, civil engineering and landscape architecture.

These services are consistent with Section 3.6 of the original contract and include a construction duration of 14 months. The amendment aligns with the originally contemplated phasing strategy and budget planning, which divided work into distinct design and construction phases. The amendment is supported by Exhibit A.2 – Construction Services Proposal.

City of Billings – Project Owner and contracting entity providing oversight, funding, and administration.
A&E Design – Lead architectural firm responsible for construction administration services under this amendment.
IMEG and Krivonen – Sub-consultants providing mechanical, electrical, and structural engineering services.
Sanbell – Civil engineering firm responsible for utilities and site development oversight.
SBURA (South Billings Urban Renewal Association) – Primary stakeholder and funding partner in advancing redevelopment goals within the South Billings Urban Renewal District.
Yellowstone Ice Foundation – An adjacent facility stakeholder whose site integration is coordinated through shared infrastructure within the campus.
Community Users – Future beneficiaries of the Courts Facility and campus improvements

The City Council may:
Approve Amendment No. 1 with A&E Design for Amend Park Recreation Campus 
Request revisions to scope of cost and defer approval 
Reject the amendment, potentially delaying site development 
 

The total cost of Amendment No. 1 is $310,000. These funds will be paid from the existing $20 million project budget ($21 million with design services) allocated for the Amend Park Recreation Campus project. No additional appropriation is requested.

The $310,000 fee covers the following construction phase services as detailed in the fee proposal:
$250,000 for architectural, mechanical, electrical, and structural construction administration by A&E Design and its sub-consultants (IMEG and Krivonen).
$55,000 for civil engineering services provided by Sanbell.
$5,000 for landscape design services by A&E Design.

This amendment remains within the originally forecasted budget parameters and reflects a competitive and reasonable cost based on the scope of work and project scale.

This amendment represents the next planned step in project delivery. It keeps the project on schedule for construction to begin in summer 2025 and aligns with the original scope, which anticipated phased design and construction administration services under a total project budget of $21 million. Looking forward, this amendment positions the project for a smooth transition from design to construction, maintaining continuity with the existing project team and ensuring professional oversight throughout project execution.