Downtown City Facilities Capacity & Reorganization Study - Request to Distribute RFP and Create RFQ CommitteeCity of Dubuque
City Council Meeting
Consent Items # 13.
Copyrighted
March 21, 2022
ITEM TITLE: Downtown City Facilities Capacity& Reorganization Study- Request to
Distribute RFP and Create an RFQ Review Committee
SUMMARY: City Manager recommending City Council authorization to release a
Request for Proposals (RFP) for architectural services related to
Downtown City Facilities Capacity & Reorganization Study and that the
City Manager be authorized to negotiate and execute an agreement with
the recommended consultant.
SUGGESTED Suggested Disposition: Receive and File; Approve
DISPOSITION:
ATTACHMENTS:
Description Type
Downtown City Facilities Capacity & Reorganization City Manager Memo
Study Request for Proposals-MVM Memo
Staff Memo Staff Memo
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Downtown City Facilities Capacity & Reorganization Study -
Request to Distribute RFP and Create an RFQ Review Committee
CIP 101-2932
DATE: March 15, 2022
Project Manager Steve Sampson Brown is recommending City Council authorization to
release a Request for Proposals (RFP) for architectural services related to Downtown
City Facilities Capacity & Reorganization Study and that the City Manager be authorized
to negotiate and execute an agreement with the recommended consultant.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Mic ael C. Van Milligen
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Attachment
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Steve Sampson Brown, Project Manager
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TO: Michael C. Van Milligen - City Manager
FROM: Steve Sampson Brown - Project Manager
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SUBJECT: Downtown City Facilities Capacity & Reorganization Study -
Request to Distribute RFP and Create an RFQ Review Committee
CIP 101-2932
DATE: March 15, 2022
INTRODUCTION
The purpose of this memorandum is to request City Council approval to distribute a
Request for Proposals (RFP) for architectural services related to Downtown City Facilities
Capacity & Reorganization Study. The RFP will require the selected consultant to
complete a capacity and reorganization study of downtown City office spaces including
City Hall, City Hall Annex, The Historic Federal Building, Multicultural Family Center, and
the Old Engine House (18th & Central location).
BACKGROUND
The various City departments currently located in the buildings noted above have added
additional staff in recent years, and in the past individual office locations were determined
based on first available space with little attention paid to workflows and cross -department
collaboration. Current departments being impacted by their current space utilization and
availability includes Human Resources, Finance & Budget, City Clerk, Planning Services,
Public Information, City Manager, Engineering, Information Services, Economic
Development, Health Services, Housing & Community Development, Office of Shared
Prosperity & Neighborhood Support, and the Human Rights departments along with some
divisions of the Leisure Services department. Over the past two years, a desire to remain
an employer of choice as well as the impacts of COVID-19 on work schedules, flex
scheduling, and use of spaces have caused all City departments to significantly change
the way office areas and customer service areas are utilized. With a vision towards the
future and consideration of how services will be delivered to constituents and customers
in the future, the RFP study options to create more flexible workspaces that foster an
innovative and collaborative work style in concert with the City's values.
DISCUSSION
As part of this RFP the City is seeking to hire a consultant that will meet with all
departments covered by the study to understand current department needs, anticipate
future needs, service delivery models, and develop relocation recommendations that
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provide adequate space for each City department along with identifying potential capital
improvements that will be needed to accommodate the proposed improvements.
The RFP is structured to have the selected consultant meet frequently with a steering
committee made up of key City staff to ensure that the reorganization plans, and
recommendations are developed in a manner that maintains compatibility between the
departments that frequently interact with each other.
As part of the study, the consultant will evaluate space utilization in existing City buildings
and employee work patterns, recommend how to reprogram the use of interior spaces,
create schematic floor plans of each department's new office space, and prepare square
foot cost estimates for recommended building renovations.
The schedule for the RFP distribution and consultant selection is as follows:
RFP Release to Public
March 22, 2022
Response Due Date
April 6, 2022
Consultant Interviews
April 12-14, 2022
Recommendation to City Manager
April 20, 2022
The recommend review committee for the submitted proposals is as follows:
• Cori Burbach, Assistant City Manager
• Chris Kohlmann, Information Services Manager
• Alexis Steger, Housing & Community Development Director
• Marie Ware, Leisure Services Manager
• Justin Hogan, Facility Manager
• Steve Sampson Brown, Project Manager
Proposed Studv Schedule:
Executed Agreement with the Consultant
April 27, 2022
Initial Facility's Evaluation and Assessment
May 20, 2022
Complete Department Collaboration & Ergonomics Assessment
May 20, 2022
Draft City Facilities Capacity & Reorganization Study Report
June 10, 2022
Final City Facilities Capacity & Reorganization Study Report
July 14, 2022
RECOMMENDATION
It is recommended that the City distribute the Downtown City Facilities Capacity &
Reorganization Study RFP and solicit proposals from qualified consultants to provide the
stated professional services.
BUDGETIMPACT
The estimated cost for consulting services associated with the Downtown City Facilities
Capacity & Reorganization Study is estimated to be between $45,000 - $60,000. This
work will be funded from the Innovative & Entrepreneurial City Facilities & Service
Delivery Study CIP (#101-2932) which has a total available budget of $75,000.
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ACTION TO BE TAKEN
I respectfully request authorization to release the RFP for professional services for the
Downtown City Facilities Capacity & Reorganization Study and that the City Manager be
authorized to negotiate and execute an agreement with the recommended consultant.
SSB/ssb
cc: Cori Burbach, Assistant City Manager
Jenny Larson, Director of Finance & Budget
Gus Psihoyos, City Engineer
Chris Kohlmann, Information Services Manager
Alexis Steger, Housing & Community Development Director
Marie Ware, Leisure Services Manager
Justin Hogan, Facilities Manager
Steve Sampson Brown, Project Manager
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