HomeMy WebLinkAbout2007-05-14 07-169 ORDERItem Mo. 07 169
Date: 05-14 7
Item/Sub]ec ORDER, Awarding Archltec ural and Engineering Services Contacts
Responsible Department: Purchasing
Commentary:
The award of Bvee year conbacs to Carpenter Assocates, Ames A/E and lames Sewall Company
was reviewed by the Finance Cmnmlttee on May ], 2007 and referred to me City Council wird a
recommendation Por approval.
Deparo ent Head!
Recommend approval.
Associated Information: Memo to Rnance Commlttee
Budget Approval:
.fL�LA nand Director
Legal Approval
City Sdiclor
Introduced for -
X Passage
_ First Reading Page—or—
Referral
age_ofReferral
07 169
or ej ,nn Assigned to Cmmcllor scone May 14. Eep]
if CITY OF BANGOR
(TITLE.) Order, Awarding Architectural and Engineering Services Contracts
6y the Ob Coumrl ofGre Oty ofFangor..
ORDERED,
THAT, Deborah Cyr, Finance Director, Is hereby authorized to execute contracts
with Carpenter Associates, Ames A/E, and James Sewall Company for architectural
and engineering services required on an as needed basis for various City projects.
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07 369
To: Finance Committee Members
From: Debbie Cyr
Date: May 1, 2007
Re: Architectural and Engineering Services for City Projects
Background
It has been the Cltys practice to retain 2 — 3local architectural/engineenng firms
for various small to medium sled projects (< $500,000) that the City may
undertake in any given year. We have found this arrangement to be beneficial
to the City. It is not uncommon for departments to periodically undertake
structural/mechanical renovations or, on a more limited basis, small new
construction projects. This mechanism has provided us with the ability to obtain
estimates early on in the process and streamline the actual procurement of
contracted services.
To date, our Engineering Department has provided some level of service in
support of such City projects either directly or Indirectly via consultation with the
engineering firms. This is a bend we expect to increase as the City nears
completion of its work associated with the EPA consent degree (CSO program),
making more time available within our own department to perform some of the
work previously contracted out. However, we must recognize that project
timing, new regulations, specific expertise, etc. may impact whether or not we
use an outside contractor or our own department to perform certain work.
Requests for Qualifications
The current contracts have expired, and we have requested letters of
qualifications from area architectumilegineering firms. Eleven submittals were
received and reviewed by a selection committee consisOng of Bob Jarvis, BIA,
Brad Moore, W WIP, Art Morgan, Engineering Dept, and myself. The committee
utilized the following criteria in evaluallng each respondent:
• Capability to perform all or most aspects of a project
• Reputation for personal and professional integrity and competence
• Key personnel's professional background and experience
• Current workload -
• Demonstrated ability to meet schedule or deadlines
• Capability to complete projects without having major cost escalations or
overruns
• Quality of projects previously undertaken
• Familiarity with and proximity to the City of Bangor
• Billing rates and firm's charges for overhead and profit
07 Inc)
Recommendation
Based upon the committee's review of the submittals as compared to the criteria,
and in conjunction with the Citys past experience and our engineering staff's
strengths, we recommend that the City enter Into three year professional
services contacts with the following three firms: Ames AIE, Carpenter
Associates, and James Sewall Co. it is anticipated that the conbacis will contain
an option to renew for one additional three year period as well as a tenninalJon
for convenience clause for the CiNs protection.