Consent 1.B.
Regular City Council Meeting
- Meeting Date:
- 01/27/2020
- TITLE
- Selection of Council Subcommittee for City Hall Facilities Negotiation
- PRESENTED BY:
- Kevin Iffland
- Department:
- City Hall Administration
Presentation:
No
PROBLEM/ISSUE STATEMENT
On June 24, 2019 City Council directed Staff to issue a request for proposals (RFP) for the purpose of gathering proposals for a consolidation of City Offices into a single or grouped facility in the downtown area of Billings. Currently, City Offices in downtown Billings are spread throughout five (5) locations that the public accesses. There is an office space deficiency across the departments as identified in the Facilities Master Plan completed in September of 2015 and refreshed in 2019. The Phase I RFP established a boundary for proposers to submit responses for facilities to accommodate the designated Departments from the Facilities Master Plan according to the scope of information and data presented.
On July 18, 2019, the Request for Proposals was advertised and closed on August 14, 2019. Proposals were received from the following:
The Boyer Company
NAI Business Properties
WC Commercial LLC
Collaborative Design Architects
Miller Trois
Fagg Family Properties LLC
On August 26, 2019, an overview of the proposals submitted were presented to City Council. City Council was asked to select members from the Council to serve on a review subcommittee. A review subcommittee consisting of Deputy Mayor Yakawich, Councilmember Clark, Councilmember Neese, City Administrator Chris Kukulski, Assistant City Administrator Kevin Iffland, Finance Director Andy Zoeller, Interim Facilities Manager Mark Balter and Architect Randy Hafer was convened. The review subcommittee met on September 9, October 1, and October 15 and reviewed the proposals based on Firm Experience and Resources, Interpretation of Scope and Presentation, Project Methodology and Innovation, and Location and Attributes for the City. The review subcommittee determined the proposal submitted by WC Commercial warranted further examination based on the evaluation criteria. The key points included location, availability of parking, met and exceeded square footage requirements, existing work with government agency and functionality in same space and preliminary design of interior spaces fit needed requirements. The terms and costs submitted under seal were then opened and examined. On October 29 the review subcommittee conducted a site visit of WC Commercial’s proposal at 316 North 26th Street, Billings, MT. On November 12, 2019, the review subcommittee met with WC Commercial for further questions on the proposal and terms and costs. On December 3, 2019, the review subcommittee met and determined WC Commercial's proposal was the top proposal. The review subcommittee determined the next course of action would be to enter negotiations with WC Commercial.
On December 16, 2019, City Council approved beginning negotiations with WC Commercial on leasing, leasing to own or purchasing 316 North 26th Street.
On 01/13/2020 City Council had a discussion on selecting Council Members to serve on a subcommittee with City Staff for negotiations. City Council determined a Council member from each Ward would be represented on the subcommittee. The City Council Members from each Ward were: Kendra Shaw, Roy Neese, Denise Joy, Pam Purinton and Mike Boyett.
On July 18, 2019, the Request for Proposals was advertised and closed on August 14, 2019. Proposals were received from the following:
The Boyer Company
NAI Business Properties
WC Commercial LLC
Collaborative Design Architects
Miller Trois
Fagg Family Properties LLC
On August 26, 2019, an overview of the proposals submitted were presented to City Council. City Council was asked to select members from the Council to serve on a review subcommittee. A review subcommittee consisting of Deputy Mayor Yakawich, Councilmember Clark, Councilmember Neese, City Administrator Chris Kukulski, Assistant City Administrator Kevin Iffland, Finance Director Andy Zoeller, Interim Facilities Manager Mark Balter and Architect Randy Hafer was convened. The review subcommittee met on September 9, October 1, and October 15 and reviewed the proposals based on Firm Experience and Resources, Interpretation of Scope and Presentation, Project Methodology and Innovation, and Location and Attributes for the City. The review subcommittee determined the proposal submitted by WC Commercial warranted further examination based on the evaluation criteria. The key points included location, availability of parking, met and exceeded square footage requirements, existing work with government agency and functionality in same space and preliminary design of interior spaces fit needed requirements. The terms and costs submitted under seal were then opened and examined. On October 29 the review subcommittee conducted a site visit of WC Commercial’s proposal at 316 North 26th Street, Billings, MT. On November 12, 2019, the review subcommittee met with WC Commercial for further questions on the proposal and terms and costs. On December 3, 2019, the review subcommittee met and determined WC Commercial's proposal was the top proposal. The review subcommittee determined the next course of action would be to enter negotiations with WC Commercial.
On December 16, 2019, City Council approved beginning negotiations with WC Commercial on leasing, leasing to own or purchasing 316 North 26th Street.
On 01/13/2020 City Council had a discussion on selecting Council Members to serve on a subcommittee with City Staff for negotiations. City Council determined a Council member from each Ward would be represented on the subcommittee. The City Council Members from each Ward were: Kendra Shaw, Roy Neese, Denise Joy, Pam Purinton and Mike Boyett.
ALTERNATIVES ANALYZED
City Council may:
- Approve of Council Members Kendra Shaw, Roy Neese, Denise Joy, Pam Purinton and Mike Boyett serving on the City Hall Facilities Negotiations Subcommittee or;
- Modify the Council Members to serve on the Subcommittee or;
- Disapprove of the Council Members to serve on the Subcommittee.
FINANCIAL IMPACT
There is no direct financial impact if approved.
RECOMMENDATION
Staff recommends approval of Councilmembers Kendra Shaw, Roy Neese, Denise Joy, Pam Purinton and Mike Boyett serving on the City Hall Facilities Subcommittee.