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HomeMy WebLinkAboutSummary FormFILE ID: Q V'{ 3s9 RE.7 Date:/k2/2008 Requesting Department: Capital i►ii},iv�........_ Commission Meeting Date: District Impacted: All Type: ® Resolution ❑ Ordinance ❑ Emergency Ordinance ❑ Discussion Item ❑ Other Subject: Resolution to award Agreements to Post Buckley Schuh & Jernigan, Inc. and DMJM Harris, Inc. to provide Capital Program Support Services for the multi -year Capital Improvements Plan . Purpose of Item: To accept the recommendation of the City Manager to approve the findings of the Evaluation Committee's ranking, pursuant to RFP 06-07-034, and to authorize the City Manager to execute Professional Services Agreements with the highest ranked firms, Post Buckley Schuh & Jernigan, Inc. and DMJM Harris, Inc., for Capital Program Support Services for the multi -year Capital Improvements Plan. Background Information: On 11/5/07, the Department of Capital Improvements (CIP) issued a Request for Proposals (RFP) No. 06-07-034. The RFP anticipated awarding up to two (2) Agreements for Capital Program Support Services (CPSS). The highest ranked firm (Prime) is expected to provide all Capital Program Support Services required by the City. The City may award a separate agreement to the second highest ranked firm (Secondary) to assist the City in those instances where the Prime cannot provide the staffing or services required by the City in the timeframe required by the City. On 12/6/07, seven (7) submittals were received in response to the RFP. An evaluation committee met on 1/9/08 to review and develop a short-list of the most qualified firms. The four (4) short-listed firms were DMJM Harris, Inc. (DMJM), Jones Lang LaSalle, Post Buckley Schuh & Jernigan (PBSJ) and URS Southern Corporation. Continued on next page Budget Impact Analysis NO Is this item related to revenue? YES Is this item an expenditure? If so, please identify funding source below. General Account No: Special Revenue Account No: CIP Project No: B -7 O go g(-V/3 - 7 O SAD 9 NO Is this item funded by Homeland Defense/Neighborhood Improvement Bonds? Start Up Capital Cost: Maintenance Cost: Total Fiscal Im . ac : CIP using or ceiving capital funds Grants N/A Purchasing f) Chief i *Fiscal Ye&* FY 07-08 FY 08-09 FY 09-10 $5,555,886 * Final A . 1 royals SIGN AND ATE Budget 3��1108 wl'►12�»� sk Management Wept. Director City Manager ct (based on work commencin' t'plfil 21, 2008) 1,425,000 $ 2,630,000 $ 1,500,000 Background Information continued... The committee requested that the four short listed firms respond to questions during a forty-five (45) minute question and answer session conducted with each firm on 1/23/08. The short listed firms were given an opportunity to provide answers to a series of questions and each was able to present their team's experience and capabilities in the allotted timeframe. Based on their responses, the highest ranked firm was PBSJ. City staff conducted negotiations with PBSJ and PBSJ has agreed to provide the necessary staffing for an annual not to exceed rate of $2,527,943. Additionally, the hourly rates for additional services have been negotiated and the City may call upon PBSJ staff or their sub -consultants to provide additional services as needed. The agreement is for a 2 year period with the option to renew for 3 additional 1 year periods. The maximum compensation for the two years is $5,055,886, which includes anticipated additional services. The Committee selected DMJM Harris, Inc. (DMJM) as the Secondary firm and the City has negotiated hourly rates on an as needed bases should their services be required. The agreement is for a 2 year period with the option to renew for 3 additional 1 year periods. The maximum compensation for the first year is $250,000, with the total not to exceed amount over two years capped at $500,000. The total fiscal impact of this legislation is the calculation of the maximum compensation allowable over a 2 year period for both the Prime and Secondary firms combined, $5,555,886.