Submitted By: Rusella Bowes-Johnson
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Presentation By: Sean Lanier
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Department: Water & Sewer
STAFF RECOMMENDATION (Motion Ready):
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Approve three-year agreements for continuing professional architectural services with various firms for citywide projects requiring architectural services
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence, Fiscally Sustainable
PROOF OF PUBLICATION:
LOI released to public: 6/5/2024; Selection Committee meeting: 7/29/2024
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BACKGROUND:
The City of Ocala has an ongoing need for professional architectural and related engineering services for miscellaneous facility modifications, additions, renovations, repairs, and remodel work on an as needed basis. Qualified firms must be licensed in the State of Florida and possess professional service registrations and licenses in accordance with applicable statutes, regulations and rules.
FINDINGS AND CONCLUSIONS:
On June 5, 2024, the City of Ocala (“City”) issued its Letters of Interest (“LOI”) No.: ENG/240627 for the procurement of citywide architectural services pursuant to a Master Services Agreement. Proposals were received from (8) eight firms and (6) six of the firms are recommended for award after being deemed to have the required staffing, expertise, qualifications, and capacity to perform the services needed by the City.
All pre-qualified Firms shall enter into a Master Services Agreement for Continuing Professional Architectural Services with the City of Ocala for a term of three years with one optional three-year renewal term. No individual project assigned by Task Work Order under the Master Services Agreement shall have a basic construction cost estimated by the City to exceed $7.5 million and no fee for professional services for a planning or study activity in excess of $500,000. If a project’s estimated construction cost limit or planning/study will exceed these amounts, that project’s architectural services will be advertised and procured separately under section 287.055, Florida Statutes.
Each of the forgoing firms will receive an Agreement for Continuing Professional Architectural Services (each a “Master Services Agreement”) for a term of three years beginning October 1, 2024, and ending September 30, 2027. No work is promised under the agreements, and each executed agreement will allow the City to utilize the services of each firm. City will award work based on need and availability, at the City’s sole discretion, and based on the firm’s negotiated loaded billing rates.
FISCAL IMPACT:
All work, allocated staff hours, and appropriate staff classifications will be assigned by individual Task Work Orders negotiated and approved between the City and the assigned firm subject to the terms and conditions of the Master Services Agreement. Negotiated Task Work Orders must be signed by the head of the utilizing department, the Procurement & Contracting Officer, and the appropriate executive leader (City Manager or City Council). Any Task Work Orders exceeding $50,000 in value must be calendared for a City Council agenda for final approval. No architectural services will be approved without budgeted allocations.
PROCUREMENT REVIEW:
These services were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW:
The Agreements will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Amend
• Table
• Deny