Fiscal Note
The proposed resolution authorizes the Mayor and City Clerk to enter into a 3-year noncompetitive contract for Purchase of Services (Architect) with Aro Eberle Architects, Inc., a past consultant, to provide professional architectural and engineering consultant design services and construction administrative services for the design and construction of the Odana Hills clubhouse facility and Odana Hills East Park parking lot, driveway and stormwater improvements located at 4635 Odana Road at an estimated cost of $650,000.
Funding for the total contract cost is authorized under existing budget authority from the Parks Division Capital Budget (Munis 17421). Funding for construction is contingent on and subject to future appropriations included in the 2027 Adopted Capital Improvement Plan.
Title
Authorizing a noncompetitive contract with Aro Eberle Architects, Inc. to provide professional architecture and engineering services for design and construction of Odana Hills clubhouse and Odana Hills East Park improvements (District 11)
Body
WHEREAS in 2019, in accordance with MGO Section 4.26 of Madison General Ordinances, Aro Eberle Architects, Inc. was competitively selected through a request for proposal (RFP) process to provide professional architecture and engineering services for the Door Creek Park Shelter construction project; and,
WHEREAS, an evaluation team, administered by City Purchasing staff and consisting of relevant Parks Division and Engineering Division staff, conducted a detailed evaluation, and scored and ranked each of the proposals using criteria including cost, skill, past performance, local vendor preference, and references; and Aro Eberle Architects, Inc. was selected through this process; and,
WHEREAS Aro Eberle Architects, Inc. successfully provided design services related to the design and construction of the Door Creek Park Shelter; and,
WHEREAS the Parks Division and Golf Enterprise has an exciting opportunity to advance the recommendations from the Task Force on Municipal Golf through a generous donation in partnership with the Madison Parks Foundation for the Odana Hills Golf Course redesign project and fundraising effort being led by Michael and Jocelyn Keiser, who are Madison residents; and,
WHEREAS the project presents a unique opportunity for the City to leverage the private donation and take advantage of the course disruption in a way that would allow for public infrastructure improvements that would otherwise be delayed for years; and,
WHEREAS construction is anticipated to begin in late 2026 and conclude in early summer 2028 for the course; and,
WHEREAS in order to meet the donors’ timeline, the project is moving at an expedited rate, necessitating the need for a noncompetitive contract for consultant design services to ensure the Clubhouse and Park Improvements are completed by the time the course reopens in 2028 and prevent further negative impacts to revenue for the Golf Enterprise Program during the construction of the project; and,
WHEREAS the Odana Hills Golf Course redesign project allows the Parks Division and Golf Enterprise the ability to make other site improvements including stormwater management improvements, entrance drive realignment, parking lot improvements, clubhouse replacement, and other related site enhancements; and,
WHEREAS the existing Odana Hills Golf Course clubhouse is experiencing maintenance needs that are financially infeasible to repair or address; and,
WHEREAS the existing Odana Hills East Park amenities are nearing their useful lives and require significant repairs or replacements; and,
WHEREAS Aro Eberle Architects, Inc. and consultants have been working under a contract to provide Odana Hills East Park and related park entrance and clubhouse master planning; and,
WHEREAS throughout the public engagement process for the Odana Hills Golf Course and Odana Hills East Park Master Plan, there is significant public support for a clubhouse that meets a broader community need to function as a year-round gathering space, polling location and resilience center; and,
WHEREAS the Engineering Division requires consulting services to complete the professional architecture and engineering design, construction, and warranty services for the project; and,
WHEREAS to align with the privately funded course improvements and limit closure of the golf course, and corresponding revenue losses, to the greatest extent possible the design contract must be awarded and design completed at an expedited timeline for the construction to be bid in early 2027; and,
WHEREAS City staff recommend that Aro Eberle Architects, Inc. continue to provide professional architect and engineering services for the design and construction administration phases for the proposed Odana Hills Clubhouse and Odana Hills East Park improvements project as the proposal moves from master planning into the next phases of design, construction documentation, bidding, construction administration, and warranty phases; and,
WHEREAS the project will be constructed via public works bidding and construction per state statutes; and,
WHEREAS the scope of the project shall include professional architecture and engineering services that will achieve at a minimum LEED Certification-Gold per Madison Legislative File #91102 following the U.S. Green Building Council’s LEED for New Construction and Major Renovations (LEED-NC v.5) Rating System; and,
WHEREAS Aro Eberle Architects, Inc. has worked with the City previously providing all professional architecture and engineering design and construction services for Door Creek Park Shelter, a facility designed to meet LEED Silver requirements; and,
WHEREAS, under sec. 4.26(4)(b), of the Madison General Ordinances, if the aggregate amount of the fee for services will be $50,000 or more and the contract was not subject to a competitive bidding process, the contract shall meet one of the other requirements of sec. 4.26(4)(a) and be approved by the Common Council; and,
WHEREAS, for the reasons stated in the attached Noncompetitive Selection Request Form, the proposed contract with Aro Eberle Architects, Inc. meets the exception to the bidding process in section 4.26(4)(a)7. which states “A particular consultant has provided services to the City on a similar or continuing project in the recent past, and it would be economical to the City on the basis of time and money to retain the same consultant”; and,
WHEREAS the contract with Aro Eberle Architects, Inc. is contingent on the approval of the Odana Hills East Park master plan, pending review by the Board of Park Commissioners on July 8, 2026; and,
NOW THEREFORE BE IT RESOLVED that the Common Council hereby authorizes the Mayor and City Clerk to enter into a contract for Purchase of Services (Architect) in a form to be approved by the City Attorney, with Aro Eberle Architects, Inc. to provide professional architectural and engineering consultant design services and construction administrative services for the design and construction of the Odana Hills clubhouse facility and Odana Hills East Park parking lot, driveway and stormwater improvements located at 4635 Odana Road.