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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. -_x•44 V ,' FWJ F 0]-169 ((IL Awtdin¢ Atehlteetutel evd E"ixetinE Se ices C trots' 1 NeiPm�R�Ca�Jm/eOor V' 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.