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Department of Utilities
Reference: A Resolution of the City Council of the City of Brighton, Colorado, Acting By and Through Its Water Enterprise, Accepting the Request for Proposal of Matrix Design Group, Inc. Awarding the Contract for Greensand Plant Scaffolding Engineering Design, Rfp #15-044, to Matrix Design Group, Inc in an Amount not to exceed Fifty One Thousand Four Hundred Sixty Three Dollars ($51,463), and Authorizing the Mayor to Sign the Contract on Behalf of The City.
To: Mayor Richard N. McLean and Members of City Council
Through: Manuel Esquibel, City Manager
Prepared By: Finance Department/ Division Procurement Contracts and Risk Management
Utilities Engineering Division
Through: Curtis Bauers, Utilities Director
Chontel Trujillo, Assistant City Manager of Operations
Cc: Dan Frelund, Finance Director
Date Prepared: October 6, 2015
PURPOSE
Requesting City Council approval of a formal Request for Proposal for the Greensand Plant Scaffolding Engineering Design Project to the most responsive and responsible firm and approving the resolution giving the Mayor authority to sign the contract. Municipal Code Section 3.08.090, “. . . . All bids and proposals in excess of $50,000 shall be awarded through formal written procedures by the city council.”
BACKGROUND
City of Brighton’s Greensand Plant’s pipe gallery contains 4 rows of 24 in pipes that are stacked upon each other to a finished height of approximately 30 feet. This pipe gallery currently creates difficult challenges when trying to inspect and maintain actuators and valves on each of these rows of pipes because of the height required to inspect. The City is looking for structural engineering design services to design 3 levels of catwalks with supports so the plant operators can reach the actuators and valves safely to inspect, operate, and maintain. Proposals were received from firms on September 10, 2015 at 10:00 AM.
Firms submitting proposals:
• DH Glabe & Associates
• Matrix Design Group, Inc.
• Hatch Mott MacDonald, LLC
• Burns & McDonnell Engineering
Based on members from the Utilities Department review of submitted Proposals, the project team ranked and evaluated the firms in a matrix that highlighted the evaluation criteria. Matrix Design Group, Inc. received the highest score from the project team as the firm best meeting the evaluation criteria. The criteria used for the evaluation and final recommendation of the interview firms included:
Ø General information
Ø Relevant firm experience
Ø Team experience and qualification
Ø Approach to project management
Ø Detailed fee schedule (Cost Estimate)
Although the cost estimate is the highest ranking criterion, the lowest bidder did not end up as the highest scoring firm when all the criteria was considered.
CRITERIA BY WHICH COUNCIL MUST CONSIDER THE ITEM
FINANCIAL IMPACT
Funding in the amount of $80,000 was approved in the 2015 budget for this project for the Greensand Plant Scaffolding Engineering Design. No additional funds are required.
STAFF RECOMMENDATION
Staff recommends the contract be awarded to the most responsive and responsible firm - Matrix Design Group, Inc., for an amount not to exceed $51,463 for the Greensand Plant Scaffolding Engineering Design.
OPTIONS FOR COUNCIL CONSIDERATION
• Approve as presented
• Reject
• Require new proposals be prepared
ATTACHMENTS
• Resolution
• RFQ Evaluation Matrix