HomeMy WebLinkAbout28. Additional Services/Professional Service Agreement/MartinRiley Architets EngineersCITY HALL
215 Church Avenue
P.O. Box 1130
Oshkosh, Wisconsin
54903-1130 City of Oshkosh
�
�
CJIHKU�
.JN ; H F ,,v.A (1'. fi
T0: Honorable Mayor and Members of the Common Council
FROM: Mark Rohloff, City Manager
DATE: April 1, 2016
RE: Additional services added to Professional Service Agreement for Transportation
Department office reconfiguration - MartinRiley Architects Engineers ($17,350)
BACKGROUND
The Transportation Department is located in the former city incinerator building. It has been a good reuse
of the building and very minimal remodeling has been done to the office area. However, the building
needs to address various accessibility, security and customer-oriented issues to prolong its use. The
original contract with MartinRiley was reported to council last November. Over the years many needs have
been identified. In addition to the space needs assessment MartinRiley performed in 2011 a few other
studies were done. The Police Department did a security audit of the building in 2011 and identified the
need for improved security including card readers and fencing. As part of the city wide McKinstry study in
2009, the need to replace many mechanicals and upgrade HVAC equipment was identified. This winter the
boiler in the building failed many times. Staff had to manually restart the boiler multiple times per day and
had it serviced regularly to keep the building heated throughout the winter. Gartman Mechanical Systems
(GMS) spent days tearing the boiler apart to identify the issue. The boiler uses a pulse technology that is
obsolete and is clogged up beyond repair. GMS recommends replacement. It was also discovered that the
fire panel in the building is inoperable.
ANALYSIS
As staff worked with MartinRiley, it was decided that it is most efficient and cost effective to address most
of these issues with the remodel project. The project will now include: replacing the fire panel, smoke
detectors, horn-strobes and associated hardware and wiring, replacing the boiler and mechanicals,
redesigning and replacing the HVAC system in the office area including a variable air volume system,
chemical pot, ductwork and equipment similar to other city buildings, removal and capping of the existing
perimeter hydronic heating fin tube radiator, adding gates and fencing as well as a card reader system for
security. There is cost associated with prolonging the use of older buildings such as this; however, at this
time we believe it is the best alternative. Due to MartinRiley's background and experience putting together
the original specs for this project, staff solicited a proposal from them to coordinate the plans, bid
specifications and construction management for these additional services. Transportation and purchasing
staff reviewed MartinRiley's qualifications, proposal, and cost, and determined that they are best suited to
oversee these additional services. The project timeline is to begin construction in June with anticipated
completion in fall of 2016.
FISCAL IMPACT
MartinRiley Architects Engineers original proposed cost was $29,473 plus any reimbursable expenses such
as mileage. The added work increased MartinRiley's cost $17,350. The 2016 CIP allocated $310,000 for
this project.
RECOMMENDATION
Section 12-16 of the Municipal Code provides that subject to approval of the City Manager, the City may
enter into professional service agreements without following a competitive bidding or quotation process.
In accordance with Section 12-16 of the Municipal Code and because the total value of these agreements
with MartinRiley is in excess of $25,000, I am hereby submitting a report of this purchase to the Common
Council. If you have any questions on this purchase please contact me or Transportation Director, Jim
Collins.
Respectfully Submitted,
�� ��.��--
Mark A. Rohloff
City Manager