Mechanical Electrical and Plumbing (MEP) Systems Assessment and Design Project - Request to Distribute a Request for Qualifications (RFQ) and Create an RFQ Review Committee Copyrighted
February 6, 2023
City of Dubuque Consent Items # 019.
City Council Meeting
ITEM TITLE: Mechanical Electrical and Plumbing (MEP) Systems Assessment and
Design Project— Request to Distribute a Request for Qualifications
(RFQ) and Create an RFQ Review Committee
SUM MARY: City Manager recommending City Council approval to release the
Request for Qualifications (RFQ)for professional services for the
mechanical, electrical, and plumbing (MEP) Systems Assessment and
Design Project and that the City Manager be authorized to negotiate a
final agreement with the recommended consultant.
SUGGESTED Suggested Disposition: Receive and File;Approve
DISPOSITION:
ATTACHMENTS:
Description Type
MVM Memo City Manager Memo
Staff Memo Staff Memo
Dubuque
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Mechanical Electrical and Plumbing (MEP) Systems Assessment and
Design Project — Request to Distribute a Request for Qualifications (RFQ)
and Create an RFQ Review Committee
Fire Hq CIP# 1315000008
Federal Building CIP# 55655000003
DATE: February 1, 2023
Project Manager Steve Sampson Brown is recommending City Council approval to
release the Request for Qualifications (RFQ) for professional services for the
mechanical, electrical, and plumbing (MEP) Systems Assessment and Design Project
and that the City Manager be authorized to negotiate a final agreement with the
recommended consultant.
The scope of work will involve designing and creating bid documents for upgrades to
the HVAC system at Fire Headquarters; and assessing the current condition of the
HVAC system at the Federal Building, working with city staff to create a phased
equipment upgrade plan, and then designing and creating bid document for HVAC
system component replacements as funding become available.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Mic ael C. Van Milligen
MCVM:sv
Attachment
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Gus Psihoyos, City Engineer
Steve Sampson Brown, Project Manager
Dubuque
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TO: Michael C. Van Milligen, City Manager
FROM: Steve Sampson Brown, Project Manager
SUBJECT: Mechanical, Electrical and Plumbing (MEP) Systems Assessment and
Design Project — Request to Distribute a Request for Qualifications (RFQ)
and Create an RFQ Review Committee
Fire Hq CIP# 1315000008
Federal Building CIP# 55655000003
DATE: January 31, 2023
INTRODUCTION
The purpose of this memorandum is to request City Council approval to distribute a
Request for Qualifications for electrical and mechanical engineering design services.
The scope of work will involve designing and creating bid documents for upgrades to
the HVAC system at Fire Headquarters; and assessing the current condition of the
HVAC system at the Federal Building, working with city staff to create a phased
equipment upgrade plan, and then designing and creating bid document for HVAC
system component replacements as funding become available.
DISCUSSION
For the Fire Headquarters HVAC Replacement Project a previously completed HVAC
and Electrical Lighting Systems Improvement Study identified work at Fire Headquarters
as the highest priority of all Fire Department buildings. The recommended work
includes replacing the boiler, air handlers, and adding an energy recovery ventilator and
digital controls system to the building. Additional items identified by the report
recommended upgrading the existing lighting system with LED lights. The report
indicates an estimated payback period of 4-years for the LED fixtures upgrade.
For the Federal Building HVAC Assessment and Upgrades project, the work will start
with the hired consultant performing an HVAC and Electrical Systems Improvement
Study for the building. The last major renovation work at the Federal Building was
completed in 2007-2008. During that project approximately half of the building's HVAC
system was upgraded to modern equipment and technology. Currently at the building's
cooling tower, two air handlers, pneumatic controls systems, boilers and about 50% of
the electrical service panels are at or nearing their end of service life. Further options to
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reduce operating costs include upgrading the older fluorescent lights throughout the
building with LED fixtures and adding solar panels to the main building roof which was
replaced in 2019.
Additionally, the scope of work in the RFQ will allow for the selected consultant to
provide on-call mechanical, electrical, and plumbing (MEP) design services on an as
needed basis to the City. Having an on-call contract in place will improve the Facility
Management Team's responsiveness to equipment breakdowns and failures, and in
turn will help expedite getting affected city buildings back to normal operating
conditions. Having a dedicated MEP design consultant will also create cost savings for
capital projects due to being able to have one consultant firm mobilizing their staff to
visit multiple project sites during a single trip to Dubuque. This will reduce travel related
overhead costs. This RFQ proposes an initial three-year contract for on-call services,
with the City having the exclusive option for two one-year extensions.
The schedule for the RFQ distribution and consultant selection is as follows:
RFQ Release to Public February 8, 2023
Response Due Date February 23, 2023
Consultant Interviews March 7-17, 2023
Recommendation to City Manager March 28, 2023
The recommend review committee for the submitted proposals is as follows:
• Amy Scheller— Fire Chief
• Dave Grass — Fire Captain
• Justin Hogan — Facilities Manager
• Justine Hull — Traffic Engineer
• Tony Breitbach — Purchasing & Risk Manager
• Steve Sampson Brown - Project Manager
RECOMMENDATION
It is recommended that the City distribute the MEP Systems Assessment and Design
Project RFQ and solicit proposals from qualified consultants to provide the described
professional services.
BUDGET IMPACT
The estimated cost for consulting services associated with the MEP Systems
Assessment and Design Project RFQ is estimated to be $100,000 for work at Fire
Headquarters and $325,000 for work at the Federal Building. These consulting fees will
be paid for through existing available funds in the respective CIPs.
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On-call consulting service work performed on individual capital projects will be
recharged to those projects, with the scope and fee to be negotiated for each project.
ACTION TO BE TAKEN
I respectfully request authorization to release the RFQ for professional services for the
MEP Systems Assessment and Design Project and that the City Manager be authorized
to negotiate a final agreement with the recommended consultant.
SSB/ssb
cc: Gus Psihoyos, City Engineer
Amy Scheller— Fire Chief
Dave Grass — Fire Captain
Justin Hogan — Facilities Manager
Justine Hull — Traffic Engineer
Tony Breitbach — Purchasing & Risk Manager
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