CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year Three to Contract 18-027, Architectural and Engineering Services, to Kluber Architects and Engineers and Legat Architects, Inc. for an amount not to exceed $125,000
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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
the 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, 9 water pumping stations, two commuter rail train stations, and four parking decks. To maintain the operation and appearance of the facilities, DPW retains 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.
On December 4, 2018, the City Council approved the award of RFQ 18-027, Architectural and Engineering Services, to Kluber Architects and Engineers and Legat Architects, Inc. for a two-year period, with four one-year options to extend the contract. The goal of the procurement was to partner with one or more vendors to provide a full range of services, including but not limited to architectural, civil, structural, mechanical, and electrical engineering services to provide a safe, clean and productive work environment for the public and City employees. The City Council approved option year one on October 20, 2020 and option year two on November 16, 2021.
DISCUSSION:
During the second extension of the contract, Kluber Architects and Engineers completed the engineering for the replacement of the entrance doors at the Municipal Center. Additionally, they completed a space evaluation at the Municipal Center and prepared a draft renovation plan focused on department efficiencies, customer service and building safety.
Legat Architects, Inc. completed a multi -year renovation plan for the interior of the Police Department. Additionally, they prepared the drawings and specifications for the security fence being installed around the Police Department.
Based upon the vendor’s performance, DPW recommends extending the contract for the third option year. Kluber Architects and Engineers and Legat Architects, Inc. have agreed to maintain the rates and terms provided for under the contract.
The term of the third option year is December 3, 2022 to December 3, 2023 with one one-year options remaining on the agreement.
FISCAL IMPACT:
CIP #: MB204, and MB222
Architecture and engineering services are expensed to the other professional service, building improvements, and architecture and engineering service accounts listed below. The totals provided reflect the 2023 proposed budget, as the contract will occur primarily during that period. A total of $125,000 is needed for option year three of the contract, which includes $20,000 for general facility projects. The work is related to CIP projects MB204 - ADA Transition Plan Improvements, and MB222 - Municipal Center Improvements. A total of $375,000 has been budgeted in the accounts below for these projects in 2023 and expenses will be allocated to specific projects as incurred. The requested award of $125,000 is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
2023 Proposed Total Budget Amount |
|
31341100-531309 |
General Fund |
$20,000 |
|
31342200-551500 |
Capital Projects Fund |
$3,742,000 |
|
31252200-551500 |
Capital Projects Fund |
$150,000 |