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ARF- 4041

Regular Agenda Item 3. B.

Regular BOS Meeting

Meeting Date:	11/15/2016
Submitted For:	Steve Sanders	Submitted By:	Betty Hurst, Buyer
Department:	Finance
Fiscal Year:	2016-2017	Budgeted?:	Yes
Contract Dates Begin & End:	120 days	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information

Request/Subject

Award Contract No. 061916 with Woodson Engineering & Surveying to provide Pre-Design Services for Site Development Alternatives for the Payson Courthouse Complex.

Background Information

At the July 26, 2016, Board of Supervisors' Regular Meeting, the Board authorized the advertisement of Request for Qualifications (RFQ) No. 061916 - Pre-Design (Phase 1) Site Development Alternatives for the Payson Courthouse Complex.

Gila County wishes to make improvements to the Payson Courthouse Complex at 108 W. Main Street in Payson, Arizona. Some of these improvements may include modifications to the Old NAPA Building and the existing Sheriff's Office and Jail as shown on the attached Exhibit A. The County would like to make the best use of the entire complex with regard to pedestrian and vehicular traffic usage to accommodate the proposed modifications and the existing use of the site.

RFQ No. 061916 - Pre-Design (Phase 1) -Site Development Alternatives for the Payson Courthouse Complex was advertised in the Arizona Silver Belt on August 3, 2016, and August 10, 2016, with a bid due date of August 19, 2016.

Evaluation

RFQ No. 061916 was emailed to eight design firms and posted on the County website. A mandatory pre-proposal walk through was held on August 10, 2016, at 9:30 A.M. Twelve contractors attended the walk through (see attached sign-in sheet) and five proposals were received.

These proposals were evaluated by staff and scored based off of the criterion provided in the RFQ. Woodson Engineering & Surveying received the top score and was notified of their selection. Woodson Engineering & Surveying prepared an initial cost proposal for the proposed work as outlined on the RFQ and submitted this to staff for review. After several internal discussions and discussions with Woodson Engineering & Surveying, a final proposal was agreed upon. Staff believes this final proposal is appropriate for the services to be provided.

Conclusion

The Payson Courthouse Complex is in need of site improvements to address both existing and future pedestrian and vehicular traffic usage. The services to be provided by Woodson Engineering & Surveying will play a critical role in helping Gila County to identify the best utilization of the site and associated costs of potential improvements.

Recommendation

The Public Works Director recommends that the Board of Supervisors award a contract for RFQ No. 061916 to Woodson Engineering & Surveying in an amount not to exceed $71,940.00. which includes a 10% contingency, to provide pre-design services for site development alternatives for the Payson Courthouse Complex.

Suggested Motion

Information/Discussion/Action to review all responses received for Request for Qualifications No. 061916 - Pre-Design (Phase 1) - Site Development Alternatives for the Payson Courthouse Complex; award to the most qualified respondent; and authorize the Chairman's signature on the award contract for a contract amount of $71,940 with project completion no later than 120 days from the Notice to Proceed date. (Steve Sanders)

Attachments
Contract No. 060916
Tetra Tech RFQ Response
SWI RFQ Response
Woodson Engineering & Surveying Statement of Qualifications
Koo Design RFQ Response
Kimley Horn RFQ Response
Evaluation Results
Norris Design Proposal
Woodson Work Summary
Exhibit A
Walk Thru Attendence