Fiscal Note
The proposed resolution authorizes an amendment to an existing contract for professional architecture and engineering design services for the Sycamore Avenue Public Works Maintenance Facility-Office Remodel Project for the amount of $20,000. The new contract as amended would total $55,540. Funds are available in the 2019 Capital Budget under MUNIS Project 11314-Streets East Office Remodel.
Title
Authorizing the Mayor and City Clerk to execute an amendment to the existing Purchase of Services contracts between the City of Madison and Hein Engineering Group Inc. and Destree Design Architects Inc. for professional architecture and engineering design services for the Sycamore Ave Public Works Maintenance Facility-Office Remodel Project. (17th AD)
Body
WHEREAS, the 2019 Capital Budget includes $2,908,197 for Streets East Office Remodel; and
WHEREAS, the City Engineering Division intended to complete the majority of the design work in house but needed Mechanical, Electrical, and Plumbing (MEP) services from a qualified consultant, and
WHEREAS, the parties, the City of Madison ("City") and Hein Engineering Group (“Engineer”) entered into a contract for the purchase of professional engineering design and construction administration services for the Office Remodel project in July, 2016 ($23,900) after competitive Request for Bids (RFB) processes;, with three (3) quotes received and quotes were less than $25,000 so a formal RFP was not required; and
WHEREAS, the workload of the Facilities Section did not allow for the in house design as originally planned, and
WHEREAS, the parties entered into Design Amendment #1 on November 28, 2018, Amendment #2 on January 04, 2019, and Amendment #3 on November 6, 2019 for a total cost of $35,540 to acquire additional MEP services and structural engineering services necessary to complete the design of the project; and
WHEREAS, additional structural engineering services are required to strengthen existing structural members to support mechanical components needed for the project estimated at $20,000; and
WHEREAS, the additional services required to complete the items would further increase the Purchase of Services Contract amount above $25,000; and
WHEREAS, a formal RFP process would not be economical on the basis of time and money because the Architect and Engineer have unique project knowledge and another firm(s) could not complete the bid documents as efficiently; and
WHEREAS, under MGO 4.26(4)(b), if a service contract exceeds $25,000 and the contract was not subject to a competitive selection process, the contract shall meet one of the requirements of sec. 4.26(4)(a) and be approved by the Common Council, and signed by the Mayor and Clerk; and
WHEREAS, this contract meets section 4.26(4)(a)7 which provides that a contract may be approved without a competitive selection process if the contractor has performed similar services in the past and it would be economical on the basis of time and money to retain the same firm.
NOW THEREFORE BE IT RESOLVED that the Mayor and City Clerk are hereby authorized to execute an Amendment to the Contracts between the City of Madison and Hein Engineering Group Inc. in a form to be approved by the City Attorney, to provide additional structural engineering services; and
BE IT FURTHER RESOLVED that in accordance with MGO section 4.26(4)(a)7 the Common Council finds that the further solicitation of proposals is not required because the contractor has performed similar services in the past and it would be economical on the basis of time and money to retain the same firm.