Brynt Johnson,

Director of Engineering and Building Services

First and final renewal of continuing services agreements for Engineering and Architectural services with various consulting firms.

Issue Statement: The City’s agreement for Architectural and Engineering Services with various consultants expires September 17, 2021. The agreements were initially executed on September 18, 2019 for a period of two (2) years and provided for one (1) renewal for an additional two (2) years.

Recommended Action:  That City Commission adopt a resolution authorizing the execution of a two-year renewal for the continuing services agreements with the listed firms.

Background; On September 11, 2019, in accordance with Request for Qualifications (RFQ) 052819, the City Commission adopted resolution R-2019-125 for continuing service contracts with several architectural and engineering firms to provide professional services on an as-needed basis for various city projects. The contracts allow for a two (2) year renewal at the end of the original contract expiration date. The original contract expiration date is September 17, 2021 and the firms listed below have requested contract renewals for an additional two (2) years, per the terms and conditions of their original agreements.

The listed firms submitted letters requesting that their respective contracts be renewed for an additional two (2) years per the terms of the existing agreement. At the end of the initial two (2) year term, the consultants are also allowed to negotiate their rates. All of the firms that submitted renewal requests provided revised rates. Fees for each firm were reviewed and all are within industry standard.

Approximately 16 of the firms listed are either currently working on a City project or have worked on a City project since the execution of the agreements in 2019. Given the number of projects listed in the City’s Capital Improvement Plan, it would be in the best interest of the City to renew the contracts with all of the firms listed. Staff recommends that the City Commission authorize the renewal of these continuing contracts at the revised proposed rates.  Rates for existing project authorizations will not be affected by the proposed rate changes.  

Staff has reviewed the proposed rates and are of the opinion that the City has been provided rates for services that are consistent with industry standards. Based on rates being within industry standard, staff recommends that City Commission authorize the renewal of the continuing services agreements and associated rates with the firms listed.

This item has no immediate financial impact.  All existing task orders issued to firms will continue to utilize the rates that were in effect at time the order was approved.  Future services to be performed by the Firm(s) listed above, on an as-needed basis, will be priced using the renewal rates.  Funds will be taken from the professional services account of the department utilizing these services and are included in the proposed FY 22 Budget. 

A copy of each firm's current rate structure is attached.

Staff recommends that City Commission adopt a resolution authorizing the execution of a two (2) year renewal for the continuing services agreements with the listed firms.