Request to Distribute Request for Qualifications (RFQ) to hire a Mechanical/Electrical/Plumbing Systems Design Consultant & Architectural Design Consultant and Create an RFQ Review CommitteeCity of Dubuque
City Council Meeting
Consent Items # 012.
Copyrighted
December 18, 2023
ITEM TITLE: Request to Distribute Request for Qualifications (RFQ) to hire a
Mechanical/Electrical/Plumbing Systems Design Consultant &
Architectural Design Consultant and Create an RFQ Review Committee
SUMMARY: City Manager recommending City Council approval to distribute two
Request for Qualifications (RFQ) documents to hire a consultant to
provide Mechanical/Electrical/Plumbing (MEP) design services, to hire a
consultant to provide architecture design services, to create an RFQ
review committee, and authorize the City Manager to negotiate a final
agreement with the recommended consultants.
SUGGESTED Suggested Disposition: Receive and File; Approve
DISPOSITION:
ATTACHMENTS:
Description Type
MVM Memo City Manager Memo
Staff Memo Staff Memo
THE CITY OF
Dubuque
DUB TEE1.
All -America City
Masterpiece on the Mississippi
� pp
zoo�•*o 13
zoi720zoi9
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Request to Distribute Request for Qualifications (RFQ) to hire a
Mechanical/Electrical/Plumbing Systems Design Consultant &
Architectural Design Consultant and Create an RFQ Review Committee
DATE: December 14, 2023
Project Manager Steve Sampson Brown is recommending City Council approval to
distribute two Request for Qualifications (RFQ) documents to hire a consultant to
provide Mechanical/Electrical/Plumbing (MEP) design services, to hire a consultant to
provide architecture design services, to create an RFQ review committee, and authorize
the City Manager to negotiate a final agreement with the recommended consultants.
The Facility Management Team (FMT) is currently coordinating design and construction
projects for three locations: office space renovations on the first floor of City Hall, office
space renovations on the second floor of City Hall Annex, and for upgrades to the
heating ventilation, air conditioning (HVAC) systems at the Historic Federal Building. To
efficiently manage the work required for these three projects which will run on parallel
schedules, the FMT is proposing to hire one architect to provide services for all three
projects and a second electrical/mechanical engineer to work on the same three
projects. Each consultant will provide space use planning, design, bidding, and
construction administration services.
The scope of work in each of the two RFQs will allow for the selected consultants to
provide on -call design services on an as needed basis to the city. Having an on -call
contract in place will improve the responsiveness to equipment breakdowns and
failures, and in turn will help expedite getting affected city buildings back to normal
operating conditions.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Mich el 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
THE CITY OF
DUB E
Masterpiece on the Mississippi
TO: Michael C. Van Milligen - City Manager
FROM: Steve Sampson Brown - Project Manager
Dubuque
All•America City
2007-2012.2013
2017*2019
SUBJECT: Request to Distribute Request for Qualifications (RFQ) to hire a
Mechanical/Electrical/Plumbing Systems Design Consultant &
Architectural Design Consultant and Create an RFQ Review Committee
DATE: December 13, 2023
INTRODUCTION
The purpose of this memorandum is to request City Council approval to distribute two
Request for Qualifications (RFQ) documents to hire a consultant to provide
Mechanical/Electrical/Plumbing (MEP) design services and to hire a consultant to
provide architecture design services. The Facility Management Team (FMT) is currently
coordinating design and construction projects for three locations: office space
renovations on the first floor of City Hall, office space renovations on the second floor of
City Hall Annex, and for upgrades to the heating ventilation, air conditioning (HVAC)
systems at the Historic Federal Building. To efficiently manage the work required for
these three projects which will run on parallel schedules, the FMT is proposing to hire
one architect to provide services for all three projects and a second
electrical/mechanical engineer to work on the same three projects. Each consultant will
provide space use planning, design, bidding, and construction administration services.
DISCUSSION
For the City Hall Annex project, after the Information Services Department relocates to
their new office location in Dubuque Industrial Center West, it is planned to fully
renovate the second floor of the annex so that the Human Resources Department can
relocate to this location. The goal of this relocation is to create a more discreet and
secure location for the Human Resources Department to provide services from. Since
the annex is not open to the public and is more detached from other city service
locations, this new space will allow the Human Resources team to meet with city
employees and provide a higher degree of confidentiality when appropriate.
For the City Hall project, this work has three planned outcomes. The first is to create a
more open and welcoming customer service greeting area for the public when arriving
at city hall to seek services, the second is to relocate and expand the Clerk's Office into
space that will be vacated by the Human Resources Department, the third is to expand
the office space of the Finance Department.
Page 1 of 3
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 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
reduce operating costs include upgrading the older fluorescent lights throughout the
building with LED fixtures and evaluating the suitability of utilizing renewable energy
sources as part of the planned HVAC systems upgrade.
Lastly, the scope of work in each of the two RFQs will allow for the selected consultants
to provide on -call design services on an as needed basis to the city. Having an on -call
contract in place will improve the FMT's responsiveness to equipment breakdowns and
failures, and in turn will help expedite getting affected city buildings back to normal
operating conditions. These RFQs propose an initial three-year contract for on -call
services, with the City having the exclusive option for two one-year extensions. For
medium and large sized capital improvement projects, it is intended that individual
RFQs will still be utilized to select any needed consultants.
The schedule for the RFQ distribution and consultant selection is as follows:
RFQ Release to Public
December 19, 2023
Response Due Date
January 11, 2024
Consultant Interviews
January 22-26, 2024
Recommendation to City Manager
February 1, 2024
The recommend review committee for the submitted proposals is as follows:
• Cori Burbach — Asst. City Manager
• Chris Kohlmann — Chief Information Officer
• Justin Hogan — Facilities Manager
• Steve Sampson Brown - Project Manager
Note: Once the two described consultant contracts are awarded, a comprehensive
project team involving stakeholder representatives from all departments affected by the
described work will be assembled.
RECOMMENDATION
It is recommended that the City distribute the RFQs for mechanical/electrical/plumbing
services and architectural services and solicit proposals from qualified consultants to
provide the described professional services, and to also create an RFQ review
committee.
Page 2of3
BUDGETIMPACT
The estimated cost for consulting services associated with the describe projects is as
follows:
CITY HALL:
Architectural Services: $25,000
MEP Services: $30,000
CITY HALL ANNEX:
Architectural Services: $30,000
MEP Services: $20,000
HISTORIC FEDERAL BUILDING:
Architectural Services: $50,000*
MEP Services: $200,000*
* Estimate only covers the initial condition assessment phase and preliminary planning. Based
on available project funding, design and construction administration fees will be negotiated at a
later date.
These consulting fees will be paid through existing available capital project funds in the
respective CIPs. On -call consulting service work performed on individual capital
projects will be recharged to those CIPs with a scope and fee to be negotiated for each
new work request.
ACTION TO BE TAKEN
I respectfully request authorization to release the RFQs for professional services for the
MEP Systems Design Services and Architectural Design Services and that the City
Manager be authorized to negotiate a final agreement with the recommended
consultants.
SSB/ssb
cc: Gus Psihoyos, City Engineer
Cori Burbach — Asst. City Manager
Chris Kohlmann — Chief Information Officer
Justin Hogan — Facilities Manager
Page 3 of 3