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File #: 63945    Version: Name: SUBSTITUTE - Authorizing the Mayor and City Clerk to enter into a competitively selected, two-step contract for Purchase of Services (Architect) with Joseph Lee & Associates, LLC to provide professional architectural and engineering design services and co
Type: Resolution Status: Passed
File created: 1/27/2021 In control: Engineering Division
On agenda: 2/23/2021 Final action: 2/23/2021
Enactment date: 3/3/2021 Enactment #: RES-21-00137
Title: SUBSTITUTE - Authorizing the Mayor and City Clerk to enter into a competitively selected, two-step contract for Purchase of Services (Architect) with Joseph Lee & Associates, LLC to provide professional architectural and engineering design services and construction administration services for the design and construction of the Reindahl Imagination Center/Library. (17th AD)
Sponsors: Samba Baldeh, Paul E. Skidmore, Barbara Harrington-McKinney, Syed Abbas, Sheri Carter
Attachments: 1. 8967_ICRP_Eval_Packet.pdf, 2. 63945 Reindahl Imagination Center Memo to BPC 2.2021.pdf, 3. 210223 Common Council Registrants Report Final.pdf

Fiscal Note

The proposed resolution authorizes a contract of $295,770 with Joseph Lee & Associates, LLC to provide professional architectural and engineering design services and construction administration services for the design and construction of the Reindahl Imagination Center/Library. The Reindahl Imagination Center/Library capital project (MUNIS Project #17085) includes a budget of $500,000 in GO Borrowing from a 2018 appropriation. Available budget in this project will fund the contract proposed in this resolution. No additional appropriation is necessary.

Subsequent design phases estimated at an additional $1,200,000 and planned for 2022 and construction estimated at $15,000,000 and planned for 2023 are subject to future appropriations and are included in the 2021 Adopted CIP. The total capital project cost is currently estimated at $16,600,000.

Operating costs once the facility is open will depend on the final size of the building and the community services that are included. For comparison, a library similar to the Ashman branch would have anticipated operating costs of $1,500,000 annually.

Title

SUBSTITUTE - Authorizing the Mayor and City Clerk to enter into a competitively selected, two-step contract for Purchase of Services (Architect) with Joseph Lee & Associates, LLC to provide professional architectural and engineering design services and construction administration services for the design and construction of the Reindahl Imagination Center/Library. (17th AD)

Body

WHEREAS the 2021 Capital Budget includes funding for the Reindahl Imagination Center/Library; and,

 

WHEREAS the Engineering Division requires consulting services in order to complete the Pre-Design, Schematic Design, Design Development, Construction Documentation, Bidding, Construction Administration, and Warranty phases of the project; and,

 

WHEREAS, the Engineering Division worked with the Purchasing Division to issue RFP # 8967 to solicit proposals for such services, and received 7 proposals; and,

 

WHEREAS, an evaluation team administered by Purchasing Division and consisting of relevant Engineering, Library, Parks, and Civil Rights Divisions staff conducted a detailed evaluation, scored and ranked each of the proposals using criteria including cost, skill, past performance, local vendor preference, and references; interviewed finalists and  Joseph Lee & Associates, LLC was selected through this process; and,

 

WHEREAS, the RFP broke the work down into two Steps. The first is the “Pre-Design” step and if this is successful and acceptable to the City, the City would proceed to the second step which includes Schematic Design, Design Development, Construction Documentation, Bidding, Construction Administration, and Warranty work by the consultant; and,

 

WHEREAS the scope of this project shall include architectural/engineering services for the Reindahl Imagination Center/Library that will achieve at a minimum LEED Certification-Silver per Madison Legislative File #07453 following the U.S. Green Building Council’s LEED for New Construction and Major Renovations (LEED-NC v. 3) Rating System; and,

 

WHEREAS, Step 1, which will define the program of the Reindahl Imagination Center/Library, create a masterplan, establish the probable costs; is intended to be complete by third quarter of 2021. Step 2 is intended to begin in the first quarter of 2022, and is the bulk of consulting work; and,

 

WHEREAS, assuming successful completion of the Pre-Design phase by Joseph Lee & Associates, LLC as determined by the City Engineer, and if budget authority is granted by the Common Council, the contract will be amended as appropriate to authorize the contractor to proceed to the second phase and all of the other deliverables required by RFP # 8967; 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 Joseph Lee & Associates, LLC for Step 1, and,

 

NOW THEREFORE BE IT FURTHER RESOLVED, upon successful completion of Step 1, as determined by the City Engineer, and subject to the necessary budget authority, that the Mayor and City Clerk are authorized to sign amendments with Joseph Lee & Associates, LLC for Step 2.