Memorandum

City of Lawrence

Fire Medical

TO:	Diane Stoddard, Interim City Manager
FROM:	Mark Bradford, Fire Chief
DATE:	January 25, 2016
RE:	Architectural Services for Fire Station No. 1/Douglas County Senior Citizens Deferred Maintenance and Remodel Project, negotiation of scope and fee for architectural design services.

Project Description

It is a mid-century modern structure, originally constructed and opened for use in 1950 as a public safety building.  This facility now houses LDCFM Station No. 1 personnel and equipment in the west wing and the Douglas County Senior Center in the East portions of the building.  An existing building survey was performed in 2010, evaluating existing roofing, building envelope components, structural, mechanical, electrical, and plumbing systems.  The proposed “Fire Station No. 1 Deferred Maintenance and Remodel Project” is a result of the findings and recommendations contained in this building survey.

The scope of the project will include the following:

1. Review existing building assessment and survey study completed in 2010 and generate a final scope of work to be included within the project based on construction dollars available.  Existing building assessment will be made available via website review.

2. Provide A/E services necessary to design, document, bid and manage during construction, the project scope as determined from the Building Assessment Review. Professional services provided in this RFQ response shall cover fees for the following:

a. Architectural

b. Structural Engineering

c. Mechanical, Electrical, Plumbing Engineering

d. Civil Engineering

3. Provide A/E services necessary to design, document, bid that would impact the West wing of the building currently occupied by Douglas County Senior Services.  This would include any architectural, structural engineering, mechanical, electrical, plumbing engineering and civil engineering associated with work being done in the East wing (fire station project).

4. A Phase 1 Assessment and any necessary remediation work will be performed as part of this project. 

Consultant Selection Process

A 6-member selection committee reviewed the Qualification Statements and rated each firm’s proposals on criteria listed below. Scores were totaled and firms were ranked by best score in order to select the design consultant. Consultants who submitted proposals included (BG Consultants, Gould Evans, HTK Architects, Sabatini Architects, STRATA Architecture, TEVIS Architects, Zimmerschied Architects). The committee members were: Chuck Soules, Public Works Director; Jason Stowe, Facilities Manager; Brenna Buchanan Young, Douglas County Senior Services; Captain Brandon Holloman; Division Chief Bill Stark and Chief Mark Bradford.

Firms were evaluated on the following criteria:

1.	Provide background information on your practice.  Indicate how long the firm has been in professional practice, approximately how large the professional staff is, and what areas of expertise the firm offers.  Indicate if your practice is multi-disciplinary or single disciplinary.  Identify the project manager and other key personnel who will work on the project.
2.	Explain your approach to public safety/fire station projects and project management.  How is your internal staff selected?  How will you select the consultants you will employ?  What is your method for coordinating various design professionals who will assist your team?  How do you interact with the client and keep them on task and the project on schedule?
3.	Identify sub-consultants who will be participating on your team.  Indicate what their role will be and provide information regarding the key staff members from each firm and who will be responsible for their services.
4.	Provide contact references from other municipal clients starting with the most recent project first.  Provide a brief description of the projects executed for each of these clients.
5.	Indicate your experience with the remodel of public safety buildings and specifically with the remodel of fire stations.  Provide specific project examples in the form of written project briefs that should include photographs.  Indicate which of the consultants worked on which project and their roles.
6.	Provide a cost proposal for the completion of the report for project and provide general billing rates that will be applicable for all phases of the project.
7.	Indicate ability to meet project schedule.

Based on a thorough evaluation using the above mentioned criteria, the selection committee is recommending that the city negotiate an Architectural Services Agreement with Zimmerschied Architecture, PLLC.

Project Cost / Funding

The original estimated design and construction cost was $2,630,000 based on a 2010 architectural/engineering evaluation and study.  This estimate does not include Geo-Technical Engineering services, Special Inspections, Phase I Assessment and Hazardous Materials Abatement Activities, Emergency Power or any Senior Center area improvements.  The total approved budget will be funded from general obligation bonds with a percentage of the total cost to be funded by Douglas County.

Project Schedule

Scope and Fee Negotiations:	February 16, 2016
Engineering Design and Construction Plans:	July 1, 2016
Construction:	Fall 2016 – Summer 2017

Action Request

Authorize staff to negotiate an agreement with Zimmerschied Architecture, PLLC for architecture and engineering services for the Fire Station No. 1 Remodel Project. The agreement will be presented at a later date to the City Commission for approval.