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Operations & Maint. Garage ProjMEMORANDUM April 11, 2002 TO: FROM: SUBJECT: The Honorable Mayor and City Council Members Michael C. Van Milligen, City Manager Consultant Selections for New Garage Facility Operations & Maintenance Manager Don Vogt is recommending that Robert M. Kueny, Architect, be retained to provide architectural and engineering design services for the new Operations & Maintenance Department and Water Distribution Division Garage Facility for a cost of $472,500. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM/jh Attachment cc: Barry Lindahl, Corporation Counsel Cindy Steinhauser, Assistant City Manager Don Vogt, Operations & Maintenance Manager CITY OF DUBUQUE, IOWA MEMORANDUM April 11, 2002 TO: FROM: SUBJECT: Michael C. Van Milligen, City Manager Don Vogt, Operations & Maintenance Manager Consultant Selections For New Garage Facility INTRODUCTION The purposes of this memorandum are to solicit your and City Council's approval of the selection of a firm for design services for the new Operations and Maintenance Department and Water Distribution Division garage facility, and, inform you of progress made regarding selecting a firm to provide construction inspection services for the project. BACKGROUND Thirteen months ago, the City Council authorized funding for the design and construction of a new garage facility on City property abutting Kerper Court. This facility would replace those located at 925 Kerper Boulevard and 505 Adams Street. Over the ensuing months, the firm of Maximus (formerly DMG-Maximus), whose retention had been approved by Council in May of 1999, completed its previously authorized planning study and preliminary design. A request for architectural/engineering design and construction inspection services was prepared by Maximus and City staff last Winter. It was mailed to all seven local firms and six pre-qualified regional firms in February. On March 7th, five bid proposals were received and opened. They were from Performa Architectural of DePere, Wisconsin, Allen and Urbain Inc. of Dubuque, Durrant Group, Inc. of Dubuque, Straka Johnson Architects of Dubuque, and Robert M. Kueny Architect of Kenosha, Wisconsin. DISCUSSION The proposals were evaluated by the project team of Finance Director Ken TeKippe, Water Department Manager Bob Green, Street and Sewer Maintenance Supervisor John Klostermann, Water Distribution Supervisor Mike Brekke, Engineering Division Assistant II Todd Irwin, Vehicle Maintenance Supervisor Erv Hooks and me. After meetings on March 7th and 12th, our team agreed that Performa, Kueny and Durrant had the three strongest amhitectural and engineering design proposals. Those firms were subsequently interviewed by the team on Mamh 26th. During meetings on Mamh 26th and 28th, the team quickly agreed that Kueny and Durrant proved to be the strongest candidates and focused on them from that point on. Both Kueny and Durrant brought a wealth of experience and solid references in the area of public works facility design. However, Kueny's bid proposal for architectural and engineering services was substantially lower than Durrant's. At the March 28th meeting, the project team confirmed with Kueny that their proposal for our required amhitectural and engineering services was complete. Our team also confirmed with Kueny the reason for their bid being 31% lower than Durrant's ($472,500 versus $690,700). Kueny noted that they had very recently designed new public works garage facilities for Davenport, Moline and Burlington. The wealth of experience and data from those projects allows Kueny to design our facility with a significant advantage over its competitors. The construction inspection service proposals received from the five previously noted firms were somewhat difficult to evaluate. Kueny declined to submit a proposal for the specified full-time service. The bid proposals from Performa and Allen & Urbain each exceeded $260,000. Durrant and Straka Johnson have both indicated their willingness to provide full-time censtruction inspection services, but at higher fees than their original bids. They both ascdbed their higher costs to duplicate tasks being originally covered by their architectural and engineering design proposals. RECOMMENDATION Based on extensive evaluations of the proposals, initial and secondary interviews, and, reference checks, the new garage project team recommends that the firm of Robert M. Kueny Architect be retained to provide architectural and engineering design services for the new Operations and Maintenance Department and Water Distribution Division garage facility. I recommend that the new construction inspection proposals from Durrant and Straka Johnson be evaluated by our project team for recommendation to you and the City Council for consideration and action in the very near future. BUDGET IMPACT Kueny's bid proposal for architectural and engineering design services was $472,500. The other four proposals ranged from $635,000 to $805,000. The budget for this phase of the $10,248,106 project is $317,800. Durrant's and Straka Johnson's proposals for construction inspection services are both less than $175,000. The other three proposals were non-interest, $262,000 and $295,000. ACTION STEP Should you concur with the recommendations to select Robert M. Kueny Amhitect to provide architectural and engineering design services and to re- evaluate the construction inspection service proposals from Straka Johnson Architects and Durrant Group, Inc. for the new garage facility, it is requested that you submit these recommendations to the City Council for consideration and approval.