Title
Consider a memorandum/resolution awarding RFP# 22-46, HVAC and Lighting Replacement at Killeen Civic & Conference Center, to Parkhill for Architectural and Engineering Services in the amount of $157,500.
Summary
DATE: January 17, 2023
TO: Kent Cagle, City Manager
FROM: Leslie Hinkle, Executive Director of Community Development
SUBJECT: Award RFP# 22-46 for Architectural and Engineering Services for the HVAC and Lighting Replacement at the Killeen Civic & Conference Center (KCCC)
BACKGROUND AND FINDINGS:
The current Heating, Ventilation, Air Conditioning (HVAC) and lighting systems at the Killeen Civic & Conference Center are twenty years old and original to the building. Through ARPA funding, the HVAC system, interior, and exterior lighting is due to be replaced. This improvement will greatly increase energy efficiency and assist in reducing energy costs.
On August 28 and September 4, 2022, a request for proposals was advertised for architectural and engineering services for the HVAC and lighting replacement at the Killeen Civic and Conference Center. Nine firms responded to the RFP. A panel comprised of Purchasing, Engineering, and the Community Development Department staff evaluated each proposal on the following criteria:
• Previous successful planning and design experience for similar type projects
• Staff experience and team qualifications
• Appropriateness of proposed timeline
• Bonding/insurance capacity/history
• Availability and location of firm.
The proposed project will consist of:
• Discovery phase and assessment report
• Photometric study
• Schematic design
• Design development
• Construction documents
• Bidding assistance
• Construction observations
• Warranty closeout
The review panel interviewed the top three scoring firms. After the interviews were complete, the consensus of the review panel was to move forward into negotiations with Parkhill for professional services. The proposed timeframe for the architectural and engineering services to be complete and ready for competitive bidding process is four months.
THE ALTERNATIVES CONSIDERED:
1. Do not award RFP#22-46 to Parkhill for A&E services related to the HVAC and Lighting Replacement at the Killeen Civic and Conference Center.
2. Award RFP#22-46 to Parkhill for A&E services related to the HVAC and Lighting Replacement project at the Killeen Civic and Conference Center.
Which alternative is recommended? Why?
Alternative 2 is recommended based on the professional qualifications of Parkhill to perform these professional services for the project.
CONFORMITY TO CITY POLICY:
This conforms to the City of Killeen purchasing policy
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
The expenditure for FY 2023 is $157,500.
Is this a one-time or recurring expenditure?
One time
Is this expenditure budgeted?
Yes, funds are available in the Governmental CIP Fund account 349-8932-493.42-10.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
Staff recommends that the City Council award RFP#22-46 to Parkhill for architectural and engineering services for HVAC and lighting replacement at Killeen Civic & Conference Center and that the City Manager or designee be authorized to execute the professional services agreement in the amount of $157,500 and any change orders as permitted by state and local law.
DEPARTMENTAL CLEARANCES:
Legal
Purchasing
Finance
ATTACHED SUPPORTING DOCUMENTS:
Proposal
Agreement
Certificate of Interested Parties