CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of RFP 24-197, Architectural and Engineering Services for Public Facilities, to Kluber, Inc. for an amount not to exceed $1,280,000 and for a two-year term
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works (DPW) is responsible for maintaining the operation and appearance of 56 City-owned facilities including the Municipal Center, Police Department, Public Works Service Center, Electric Service Center, ten fire stations, 16 electrical substations, two commuter rail train stations, and four parking decks. The City uses the services of a multi-disciplinary architectural and engineering (A&E) firm with expertise in general building, concrete, masonry, aggregate, steel, paving, mechanical, electrical, and specialty construction. The A&E consultant is responsible for the development, design, owner representation, bidding assistance, and project management of small to mid-sized planned and ad hoc projects for the City.
In September 2024, DPW issued RFP 24-197 seeking a vendor to provide architectural and engineering services for several planned projects at City facilities including, but not limited to, architectural, civil, structural, mechanical and electrical engineering services in order to provide a safe, clean and productive work environment for City employees and the visiting public.
DISCUSSION:
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Advertisement Date: |
9/5/2024 |
Notices Sent: |
570 |
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Opening Date: |
10/8/2024 |
Planholders: |
99 |
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Proposals Received: |
14 |
Proposals were received from the following vendors:
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ARCON Associates |
Kluber Inc. |
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Bailey Edwards Design, Inc. |
Legat Architects |
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Cordogan Clark Associates Architects |
Senga Architects Inc. |
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A. Epstein and Sons International, Inc. |
Stoiber + Associates, Ltd. |
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Globetrotters Engineering Corporation |
TKDA |
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Griskelis Young Harrell, Ltd. |
Valdes Architecture and Engineering |
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JGMA |
WSP USA Design Inc. |
A selection team comprised of staff from the Public Works, DPU-Water, Fire, and Police Departments evaluated the proposals, which were scored based upon the criteria set forth in the RFP:
1. Capability, Capacity and Qualifications of the Firm (30%)
2. Suitability and Quality of the Approach/Methodology (40%)
3. Milestones and Deliverables (30%)
After reviewing and scoring the proposals, the selection committee invited the top two vendors, Kluber, Inc. and Valdes Architecture and Engineering, to attend interviews to confirm their experience and qualifications. Following the completion of the interviews, the selection committee rescored the vendors. The vendor with the highest qualification score, Kluber, Inc., is recommended for the award. The table below provides a summary of the final qualification scores:
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Vendor |
Qualification Score |
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Kluber, Inc. |
89.7 |
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Valdes Architecture and Engineering |
84.6 |
In the coming year, A&E services will be required for various CIP projects including the Train Station Platform, Walkway and Stairwell Repair Program (MB180), ADA Transition Plan Improvements (MB204), Police Department Renovation Plan (MB219), Municipal Center Improvements (MB222), Generator, Transfer Switch and UPS Replacement Program (MB223), Fire Station Living Quarters Renovation (MB226), and Data Center Upgrade and Expansion (CE164).
Kluber, Inc. has extensive municipal experience and is well-skilled in these project areas.
The term of this contract is from January 1, 2025, through December 31, 2026. This contract may be extended for up to four additional years in increments of two years.
FISCAL IMPACT:
CIP #: Various
A&E services are expensed to the Other Professional Service, Building Improvements, and Architecture and Engineering Services accounts listed below. A total of $875,000 is needed for year one of the contract and $405,000 is estimated to be needed for year two of the contract. Public Works included $20,000 in the 2025 budget for a facility consultant. Additionally, this work will be expensed to several capital projects throughout the year. The 2025 budget includes $5,022,102 in the Capital Projects Fund for Architect and Engineer services. Additionally, the 2025 budget includes $175,000 in the Commuter Parking Fund for capital work that includes architectural services for the Train Station Platform, Walkway, and Stairwell Repair Program. Public Works also included $555,000 in the Electric Utility Fund for several capital improvements that require architect and engineering services. As expenses are incurred throughout 2025, they will be allocated to specific projects. The estimated need for 2025 is within the budgeted amount for this expense. Staff will include the dollars needed in the 2026 budget for the second year of this contract.
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Account Number |
Fund Description |
Total Budget Amount |
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31341100-531309 |
General Fund |
$20,000 |
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31341200-551500 |
Commuter Parking Fund |
$175,000 |
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31341300-551500 |
Electric Utility Fund |
$555,000 |
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*2200-531301 |
Capital Projects |
$5,022,102 |