Title
Resolution to Approve the Professional Services Agreement with Ann Arbor Architects Collaborative, Inc. for Architectural Services for the Construction of New Fire Station 4 ($224,450.00)
Memorandum
In September 2020, the City of Ann Arbor solicited a Request for Proposal RFP # 20-29 for “Professional Architectural / Engineering Services For New Fire Station 4.” Ann Arbor Architects Collaborative Inc (A3C) was awarded a professional services agreement for this work. This included several addendums as the site plan shifted to include the tie-in to the Platt Road intersection with the additional scope of improvements to Sheffler Park. In late 2023, after the City received the completed a drawing set from A3C, notice of termination was sent to A3C due to lack of identified construction funding.
The intent is to issue an RFP in early fall 2024 for construction of New Fire Station 4. It is necessary to issue an RFP to review proposals for construction costs. If construction costs are within the estimated range, the recommendation will be for the City to sell bonds to finance construction costs. The funding source will be State of Michigan PA 289 Fire Protection Grant funds that the City receives from providing fire protection to State of Michigan facilities (University of Michigan).
The City was very pleased with the work and performance of A3C, and the contract termination was of no fault of A3C. Since A3C and their sub-contractors have done all of the previous work, it is our recommendation the attached professional service agreement be approved as a best source without a second RFP for architectural services.
Budget/Fiscal Impact: Funding is available in the Fire Department budget in the General Capital Fund to fully cover the expenses outlined in this professional service agreement. We are recommending a 10% project contingency of $22,445.00 to cover potential unanticipated items to be approved by the City Administrator if necessary.
Staff
Prepared by: Chantel Jackson, Office Administrator - Fire
Reviewed by: Mike Kennedy, Fire Chief
Approved by: Milton Dohoney Jr., City Administrator
Body
Whereas, the City of Ann Arbor solicited a Request for Proposal RFP #20-29 for “Professional Architectural / Engineering Services for New Fire Station 4” in September 2020;
Whereas, Ann Arbor Architects Collaborative, Inc (A3C) was awarded a professional services contract for this work;
Whereas, The City was very pleased with the work and performance of A3C and the agreement was terminated only due to lack of identified construction funding;
Whereas, The City intends to issue an RFP in early Fall 2024 for construction of New Fire Station 4 that will require final design, bidding, negotiation, and construction oversight; and
Whereas, A3C and their sub-contractors have done all of the previous work and, therefore, it is our recommendation the attached professional service agreement be approved as a best source without a second RFP for architectural services;
RESOLVED, That City Council approves the Professional Services Agreement with Ann Arbor Architects Collaborative, Inc. for Architectural Services for the Construction of New Fire Station 4 in the amount of $224,450.00 (the Agreement);
RESOLVED, That a contingency amount of $22,445.00 (10%) be established to fund any additional necessary services and that the City Administrator be authorized to approve change orders that do not exceed the contingency amount;
RESOLVED, That all amounts approved herein are without regard to fiscal year;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute the Agreement 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.