The City of Schertz solicited Requests for Qualifications (RFQ) for professional architectural / engineering services related to the design and construction of Fire Station # 4. The RFQ received 15 responses from various firms. Through the evaluation process, a committee was selected consisting of several members of various City departments, and one outside member with expertise in this field. The evaluations of the submissions included interviews and reference checks with other agencies that had utilized the firm in the past. Out of the 15 submissions, 2 were selected as finalists. The department's building committee arranged to visit several fire departments around the state to look at the final products produced by the firms, as well as gain first-hand insight into the experiences of those agencies. Ultimately, Eikon was selected as the sole finalist for the services on Fire Station # 4. Council approved the contract with Eikon in September of 2023, and the project got underway. Problems began to arise after the lead architect initially involved in the project left the firm.  Shortly thereafter, the second architect assigned was terminated from the firm.  A project with a regional fire department was having significant issues in which the work was eventually turned over to a third party. Information being relayed to us from the agency was not timely or, when disseminated, was found to be inaccurate. The City attempted to address these issues with the assistance of our Owner's representative; however, issues with Eikon persisted. Staff consulted with the City Attorney and ultimately made the decision to terminate the contract with Eikon for Architectural and Engineering Services (A/E) for Fire Station # 4 on August 22nd, 2024. In accordance with Section 9.5 of the agreement, the City may terminate immediately upon not less than seven (7) days' written notice to the Architect for the City's convenience and without cause. 

At the time of termination, Eikon had completed approximately 85% of Schematic Design Documents (SDD).

During the RFQ process, Martinez Architects was the second-highest ranked firm. In accordance with RFQ Section 1.4 Selection Process, if the City is unable to negotiate a successful agreement, the City will terminate negotiations with the first-ranked Respondent and commence negotiations with the second-ranked Respondent in the same manner. For this reason, once the contract with Eikon was terminated, the City began negotiations with Martinez Architects to provide the necessary A/E services to complete the Fire Station # 4 project. Staff, in consultation with our Owner's Representative, has determined that Martinez remains qualified to provide these services to the City and a contract was successfully negotiated - presented and attached hereto for Council's approval. Martinez will be able to use the work previously completed by Eikon (SDD) and pick up the project where they left off. 

After termination of Eikon, and previous extensive analysis of RFQ responses, the city staff determined that Martinez is well qualified to provide required services. 

The firm is reputable and has provided Architectural and Engineering services to several other fire departments throughout the region. With their experience in the public sector, City Staff feel that Martinez will be able to provide a product that is able to last for several decades to come. 

City Staff have determined that it is in the best interest of the City to enter into an agreement with Martinez for architectural and engineering services for Fire Station 4. 

Under the previous contract with Eikon, the amount payable under the agreement was 9.25% of construction costs, which were estimated at $10,000,000. The total amount spent with Eikon prior to termination was $121,887.

The amount payable under the agreement with Martinez Architecture shall be 8.85% of construction costs, which are still estimated at $10,000,000.

There is $12,000,000.00 available for this project from the 2022 GO Bond issuance which will cover the current estimate for the design and construction.

Approval of Resolution 24-R-152.