Title
Resolution to Amend Existing Three-Year Contracts with Approved Vendors for Parks and Recreation Services Capital Projects (Combined NTE $400,000.00)
Memorandum
Attached for your review and action is a resolution to amend the professional service contracts with pre-qualified Landscape Architecture, Architecture, and Engineering firms approved to provide design services for capital improvements and renovation projects for Parks and Recreation Services.
Professional Services Contracts with four firms were approved in 2008 (R-08-0534). The combined total cost of these contracts was not to exceed $300,000.00 within a period of three years. The contracts have been in effect for 18 months, but the approved funding has already been exhausted due to the quantity of work solicited during this period. The addition of $100,000.00 to the capital projects budget would allow additional work to be completed under these contracts.
This pre-qualified vendor approval process was implemented to create efficiencies and streamline the process of choosing consultants for a variety of park design projects. Parks and Recreation Services often requires the services of consultants to perform design and engineering work on multiple smaller and medium scale projects, including, but not limited to: architectural design of additions for existing recreation facilities, structural engineering work for retaining walls and bridges, and civil engineering design of storm water facilities in parks. Requiring proposals and interviews of consultants for each project is expensive and time consuming. By pre-qualifying consultants capable of performing the work with the experience appropriate for park work, valuable in-house resources have been more effectively utilized.
The contracts have been quite successful, and the projects that were originally identified are now complete, including engineering for stormwater design and construction documentation at West Park, architectural services for the Cobblestone kitchen renovations and structural engineering for pedestrian bridge repairs. Additionally, several recreation facilities were renovated that required architectural and engineering services, including barrier free access to the historic Kempf House and Buhr Park Ice Arena and Pool, specifications for repair of the steel structure at Buhr Park Ice Arena, and design of a retaining wall at West Park, which brought the amount to the capital projects $300,000 limit.
The qualified consulting firms have executed contracts for services with the City. With the additional funds, they would continue to receive bid requests for design work and projects would continue to be awarded based on the quality of the proposal for a particular project and the fee requested per project.
Funding for projects to be implemented this fiscal year is included in the Parks Rehabilitation and Development Millage, and the Parks Maintenance and Capital Improvements Millage.
Staff
Prepared by: Amy Kuras, Park Planner
Reviewed by: Colin Smith, Parks and Recreation Services Manager, Jayne Miller, Community Services Administrator
Body
Whereas, The City of Ann Arbor has Professional Services Contracts with the firms: Beckett and Raeder, Mitchell and Mouat Architects and the Mannik and Smith Group to perform general Landscape Architecture, Architecture and Engineering Services (R-08-239);
Whereas, The pre-qualified consulting firms were awarded contracts for services for up to three years on a competitively bid per project-basis with a combined total not to exceed amount of $300,000.00 to perform design services for park projects,
Whereas, Award of contracts for services in this manner has allowed for the City to expedite the design, engineering and implementation process;
Whereas, Numerous projects have been completed, and the $300,000.00 has been expended; and
Whereas, There is sufficient funding in the Parks Rehabilitation and Development Millage and Parks Capital Improvements and Maintenance Millage budgets, to cover the cost of additional services to be performed this fiscal year;
RESOLVED, That City Council approve increasing the combined amount of the three-year contract for General Landscape Architecture, Architecture and Engineering Services by $100,000.00, for a combined total not to exceed $400,000.00 and the related amendment of the contracts with each of the pre-qualified consultants to add funding in a not to exceed amount of $100,000.00 amongst the consulting firms in any fiscal year of the remaining term of their respective contracts;
RESOLVED, That the Mayor and Clerk be authorized and directed to execute the contract amendments after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution, including the approval of work statements for individual projects based on competitive bids by the qualified consulting firms and after approval as to form by the City Attorney without regard to fiscal year.