HomeMy WebLinkAbout35. Professional Services Agreement- FGM Architects for City Hall Space Needs AssessmentTO: Honorable Mayor and Members of the Common Council
FROM: Mark A. Rohloff, City Manager
DATE: July 26, 2018
RE: Professional Services Agreement with FGM Architects for City Hall Space Needs
Assessment ($25,000)
BACKGROUND
One of the City Manager's 2018 goals established by Council was to provide a comprehensive look at
City -owned facilities. In response to this goal General Services' staff conducted a Facilities Maintenance
Matrix that collected facility assessment data within the last 15 years from our departments. This data
was compiled into a Facilities Maintenance Matrix covering each building's various assessments
including HVAC, roofing, emergency generators, elevators, space needs assessments and more. The
matrix review also presented recommendations that further space needs assessments be conducted
moving forward (contingent upon funding approval) for City Hall offices, Public Safety Building
(Police), and Fire Stations. This matrix was presented at the April 10, 2018 Common Council meeting.
At this same meeting Council approved $250,000 in fund balance reservations for these three space need
assessments (and staffing analysis for Police and Fire). This memo addresses the outcome of the RFP
that was issued for the City Hall Space Needs Assessment.
Purchasing solicited an RFP seeking architectural/design firms to provide a space needs assessment for
City Hall offices. The RFP sought to obtain professional services from a qualified firm to perform a
detailed space needs assessment of City Hall for the City's current needs as well as the needs projected
into the future. This assessment would include a systematic study of the City Hall property, buildings,
and departments to identify any deficiencies or opportunities to define the functional space needs of each
of the City Hall Departments, both current and future (20-30 years). This assessment would prepare a
report which provides clear direction to address current and future space and/or programming
deficiencies and how those deficiencies will be met. This will include recommendations on how to
appropriately utilize existing space or preparation of preliminary office space plans if renovation or
relocation is proposed. The space needs will also cover parking and traffic flow issues related to
additional office space or relocation. In providing the professional services, the RFP also sought the
following:
• Evaluation of the site and buildings considering current function and future needs
including environmental conditions, parking and landscaping.
• Collecting information and documents of existing conditions.
City Hall, 215 Church Avenue P.O. Box 1130 Oshkosh, WI 54903-1130 http://www.ci.oshkosh.wi.us
• Review the current space allocation and layouts and make short and long term
recommendations to allow for meeting the current and future needs of our staff and
customers and to make the current space more efficient.
• Assessment of the current infrastructure for electrical, plumbing, mechanical, fire
alarm, security, media and data systems with the City Hall complex.
• Assessment of current ADA accessibility and future ADA needs.
• Assessment of the site for current building code compliance.
ANALYSIS
The RFP was sent to known firms that perform these services. The proposals were due May 31, 2018.
Proposals were received from four firms. An evaluation committee reviewed all proposals against the
stated criteria within the RFP. Based on this review, it was the consensus of the evaluation committee
that the proposal from FGM addressed all the RFP criteria and with their cost proposal of $25,000,
provided the best solution and value to address the scope of work requested in the RFP. FGM's client
list includes many municipalities and counties across the Midwest including several Wisconsin
municipalities. Follow up on FGM's references indicated a very high level satisfaction, professionalism
and completeness with projects being completed on time and on budget.
FISCAL IMPACT
The Common Council approved the development of a Contingency Fund through Resolution 18-
191/2017 Fund Balance Reservations, to fund this initiative requested by the Common Council. This
project will be charged to A/N#: 0323-0130-6466-06837
RECOMMENDATION
Chapter 12 of the Municipal Code of the City of Oshkosh provides that professional services of a
specialized nature, including architectural services, may be procured without the use of competitive
bidding or quotation process. In accordance with Section 12-16 of the Code, I am hereby submitting this
report regarding this staffing analysis agreement.
Please contact me if you have any questions concerning this agreement.
Respectfully Submitted,
Mark A. Rohloff, City Manager