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Regular Agenda Item 3. E.

Regular BOS Meeting

Meeting Date:	05/04/2021
Submitted For:	Daren Frank	Submitted By:	Betty Hurst, Contracts Administrator
Department:	Finance
Fiscal Year:	2021	Budgeted?:	Yes
Contract Dates Begin & End:	1 year from Approval	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information

Request/Subject

Award two (2) Contracts for On-Call Design and Architectural Services

Background Information

Gila County has had several design projects for building remodels and construction in the past several years. In order to ensure that small remodel projects remain on schedule, staff would prefer to engage at least two firms for these remodel projects. The total design costs will be no more than $100,000 per project. Out of five firms that answered Request for Qualifications No. 012021, 2 companies were chosen. Per A.R.S. § 41-2581, the Procurement Department was asked to help negotiate each company's hourly costs for professional services. With the two companies on call, scheduling time constraints will be the only other consideration. By entering into a contract with each of these companies, it is anticipated that projects will stay on schedule.

Evaluation

The overall selection criteria included the Project Manager's qualifications, design philosophy, process, quality assurance/quality control (QA/QC), project experience, and overall quality of the proposal. The scored review sheets are attached to this agenda item. Each contract amount shall not exceed $100,000 per year. Staff doubts that the companies will reach that threshold with the current list of planned projects.

Conclusion

Having more than one on-call design/architectural company on the contract will enable staff to have professional concepts and drawings readily available for remodeling or construction. This should speed up the process for future remodeling or building projects. The companies chosen with the selection criteria were Canyon Country Design, Inc., and GH2 Architects. Each contract would have a “not to exceed” contract amount of $100,000 per year. Each contract is for a period of 1 year and may be renewed for four additional one-year periods at the discretion of the Board.

Recommendation

Facilities Management staff recommend and request that the Board of Supervisors award two contracts for on-call design/architectural services for vertical building projects that involve remodeling and design. Contracts amounts may not exceed $100,000 per year.

Suggested Motion

Information/Discussion/Action to allow for on-call design and/or architectural services for projects costing $100,000 or less each with any one or more than one of the following firms: Canyon Country Design, and GH2 Architects. (Daren Frank)

Attachments
Professional Services Contract No. 012021-1
Professional Services Contract No. 012021-2
Addendum 1
Statement of Qualifications No. 012021
Plan Holders List
Department Evaluation
ADM Group-Sealed Bid
BWS Archtects-Sealed Bid
Canyon Country Design
GH2 Architechts-Sealed Bid
M3 Engineering & Technology Corp.-Sealed Bid