CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year Four 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 appearance of 56 City-owned facilities including the Municipal Center, Police Department, Public Works Service Center, ten fire stations, 16 electrical substations, nine water pumping stations and two commuter rail stations. To manage this, 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-size 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 period of two years, with four one-year options to extend. 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, option year two on November 16, 2021, and option year three on December 6, 2022.
DISCUSSION:
During the third extension year, Kluber Architects and Engineers completed the engineering for the security improvements to the Municipal Center lobby. Additionally, they are working with the IT Department on the datacenter expansion project.
As part of the multi-year renovation for the interior of the Police Department, Legat Architects, Inc. prepared the drawings and specifications for the recently renovated commander offices and sergeants’ area. Additionally, they are working on the plans and specifications to convert the bunk room at Fire Station 7 to dorm style rooms to address inclusivity and privacy.
Based on the vendor’s performance, DPW recommends extending the contract for the fourth and final 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 fourth and final option year is December 4, 2023 to December 3, 2024 with no option years remaining on the agreement.
FISCAL IMPACT:
CIP #MB188, MB204, and MB222
Architectural and engineering services are expensed to the other professional services and building improvements accounts listed below. The totals provided reflect the 2024 proposed budget, as the contract will occur primarily during that period. A total of $125,000 is needed for option year four of the contract, which includes $20,000 for general facility projects. The work is related to the following CIP projects: MB188 Municipal Facilities Door Replacement, MB204 ADA Transition Plan Improvements, and MB 222 Municipal Center Improvements. A total of $860,000 has been budgeted in the accounts below for these projects in 2024 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 |
2024 Proposed Total Budget Amount |
|
31341100-531309 |
General Fund |
$20,000 |
|
31342200-551500 |
Capital Projects Fund |
$2,645,700 |
|
31252200-551500 |
Capital Projects Fund |
$150,000 |
|
31341300-551500 |
Electric Utility Fund |
$510,000 |