CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Option Year One 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
body
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.
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.
DISCUSSION:
During the original term of the contract, both vendors have collaborated with staff to develop project scopes within the approved budget amounts. Additionally, both firms have acted on the City’s behalf on projects where material substitutions and unknown field conditions became issues.
In 2019 and 2020, Kluber Architects and Engineers completed the engineering and developed plans and specifications for phase three of the Municipal Center Front Plaza Renovations (MB136) as well as phases one and two of the Train Station Platform, Walkway and Stairwell repair program (MB180).
Legat Architects completed the engineering and developed plans and specifications for the front plaza renovation at the Police Department as part of the ADA Transition Plan Improvements (MB204) and the roof replacement at the Water Service Center as part of the Municipal Facilities Roof replacement program (MB 176).
Based upon both vendors’ performance, DPW recommends extending the contract for the first option year. Both vendors have agreed to maintain the rates and terms provided for under the contract. For future projects, each firm will have the opportunity to provide a cost proposal to ensure competitive pricing. The low cost proposal will be added to the contract in the form of an amendment.
The term of the first option year is December 5, 2020 to December 4, 2021 with three, one- year options remaining on the agreement.
FISCAL IMPACT:
CIP #: MB136 and MB204
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 2021 proposed budget, as the contract will occur primarily during that period. A total of $125,000 is needed for option year one of the contract, which includes $20,000 for general facility projects. The work is related to CIP projects MB136, Municipal Center Plaza and Parking Deck Repairs and MB204, ADA Transition Plan Improvements. A total of $619,2000 has been budgeted in the accounts below for these projects in 2021 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 |
2021 Proposed Total Budget Amount |
|
31341100-531309 |
General Fund |
$20,000 |
|
31342300-531301 |
Bond Fund |
$50,000 |
|
31252200-551500 |
Capital Projects Fund |
$150,000 |