Consent 1.C.
Regular City Council Meeting
- Meeting Date:
- 05/29/2012
- TITLE
- Construction Management Agreement for New Library Project
- PRESENTED BY:
- Bill Cochran, Library
- Department:
- Library
Presentation:
Information
PROBLEM/ISSUE STATEMENT
At its November 8, 2010 Regular Meeting, the City Council approved the acceptance of the gift of $2,000,000 from the Parmly Billings Library Foundation for design of a new library building, with the understanding, as presented at the October 18, 2010 Work Session, that the Foundation, having received a gift in this amount from an anonymous donor, "would proceed to hiring an architect to work on the design." The Foundation reported back to the City Council at its January 10, 2011 Regular Meeting, that the firm selected was Will Bruder + Partners, which had selected O2 Architects as its local partner.
This design team worked closely with Library and City staff to meet with the public, solicit community input, develop conceptual, schematic, and design development plans, all before the successful November 8, 2011 bond issue election to fund construction of the building. The design team also worked in coordination with Library staff and the City Engineer's Office to complete various site preparation projects on properties adjacent to the current Library building that comprise the site on which the new building will be constructed.
The collaboration among the Library Foundation, Library and City staff, and the design team have been exemplary and productive. However, staff recommends that the City retain the services of a professional construction manager to represent the City's interests now that the project is entering the bidding process and construction phases. Because the project will be constructed on City land, with City funds, and the City will own and be liable for the project, the City should no longer rely solely on cooperation among the design team and its client, the Library Foundation.
A Request for Proposals resulted in eight responses received by the March 16, 2012 due date. Library Director Bill Cochran served as chair of an RFP Review Committee that included Assistant City Administrator Bruce McCandless and City Engineer Debi Meling. The Committee met to review the proposals on March 22, 2012 and selected three finalists to interview. The Committee interviewed the finalists on March 29 and 30 and selected A & E Architects as the recommended firm. Cochran subsequently negotiated a fee for services for the term of the attached contract of $209,410.
This design team worked closely with Library and City staff to meet with the public, solicit community input, develop conceptual, schematic, and design development plans, all before the successful November 8, 2011 bond issue election to fund construction of the building. The design team also worked in coordination with Library staff and the City Engineer's Office to complete various site preparation projects on properties adjacent to the current Library building that comprise the site on which the new building will be constructed.
The collaboration among the Library Foundation, Library and City staff, and the design team have been exemplary and productive. However, staff recommends that the City retain the services of a professional construction manager to represent the City's interests now that the project is entering the bidding process and construction phases. Because the project will be constructed on City land, with City funds, and the City will own and be liable for the project, the City should no longer rely solely on cooperation among the design team and its client, the Library Foundation.
A Request for Proposals resulted in eight responses received by the March 16, 2012 due date. Library Director Bill Cochran served as chair of an RFP Review Committee that included Assistant City Administrator Bruce McCandless and City Engineer Debi Meling. The Committee met to review the proposals on March 22, 2012 and selected three finalists to interview. The Committee interviewed the finalists on March 29 and 30 and selected A & E Architects as the recommended firm. Cochran subsequently negotiated a fee for services for the term of the attached contract of $209,410.
ALTERNATIVES ANALYZED
The Council may:
- Award the contract to A & E Architects; or
- Do not award the contract to A & E Architects. If this contract is not awarded, the City will not have professional construction management services representing its interests during the construction of the new public library building.
FINANCIAL IMPACT
The funding for the construction management contract is available in unobligated Library reserves.
RECOMMENDATION
Staff recommends that the City Council award a contract for construction management services for the new public library building to A & E Architects in the amount of $209,410.