Agenda - Public Works Committee - 11/17/2015

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Please review staff recommendation first. If the Council is concerned with the Staff recommendation, below are alternatives to consider: 1. Competitively Bid Step 1 of the attached process (rather than select BKV Group now). 2. Don't budget for Step 2 in 2016 at this time (wait until 2017 or later). 3. Oppose planning for the reconstruction of a replacement Public Works Campus altogether in 2015 (or later). Funding Source: General Fund and Enterprise Funds Recommendation: 1. Consider Staff recommendation on how to proceed with the space needs analysis (Step 1 of process). Typically, Staff would recommend completing a RFQ (Request for Quotes) for this type of work. However, a RFQ on a space needs analysis can easily turn into a bidding war between engineering firms; which motivates firms to "undercut" their bid on the space needs analysis in an effort to "buy" later steps of engineering/ architectural services (steps 2-5 outlined in the attachment). Unless a solid reason exists, Cities select the lowest quote on any given project. This situation can result in a lack of service/ quality in work delivered. Additionally, it should be noted, a space needs analysis can be a fairly ambiguous in terms of several items (not easy to compare apples to apples --and challenging to draft a very clear RFQ). As a result of the information outlined above, Staff would feel more comfortable allowing an architectural/ engineering firm that has a good track record with City to complete Step 1 of this process. Then, when it comes to Steps 2-5, staff would recommend architectural/ engineering services for this project be competitively bid (i.e. a standard RFQ process). NOTE: in order for the City to receive quality competitive bids for steps 2-5, the space needs analysis needs to be thorough and of high quality (will make the RFQ very clear). This work is not required to be competitively bid via State Statute. Attached to this case is a proposal from BKV Group for a space needs analysis (not to exceed $19,500). Staff would recommend awarding BKV Group this work. BKV Group has a solid track record with the City (Fire Station #2 and the Ramsey Municipal Center). 2. Consider Staff recommendation to budget $65,000 for preliminary design in 2016 (Step 2 of process). As the Council knows, in order to complete a project in 2016, we need to budget for that project in 2015. If the Council is interested in moving this project along in 2016, Staff would recommend budgeting for Step 2 (Preliminary Design) now. Staff was provided a "preliminary/ budgeting" estimation of $55,000 for this work by BKV Group. Staff would recommend the City Council budget $65,000 for Step 2 in 2016. Action: Motion to: Accept the attached proposal for professional services from BKV Group, not to exceed $19,500. -and- Direct Staff to budget $65,000 in 2016 for preliminary design of a replacement Public Works Campus. Campus REF MAP (Two Options) Process Outline BKV Group Proposal (Step 1 Space Needs) Attachments Form Review