R2001-202 ACCEPTING THE PROPOSAL AND AUTHORIZING AN AGREEMENT

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what was needed at the time with minimal allowance for future expansion within the existing facilities. The Police Department located in the Law Enforcement Facility (LEC) with the Macon County Sheriff's Department at 333 South Franklin Street is also experiencing space need issues. This building houses the administrative and management staff offices; officer areas; the dispatch center; files and records storage; and related facilities. The space needs associated with each of these activities have increased since this facility was first occupied in 1990. City staff, after discussing the various space need issues, decided that a study is necessary to guide the City on how it can meet its current and future space needs. Such a study would involve considerable data gathering of current City staffing, equipment, furniture, functions, services, facility space and existing space use. These studies also include preparing estimates of future space needs based on staffing and the corresponding needs of the estimated staff levels. These studies are typically done by private consultants because of the resource needs and expertise required to perform these studies, especially in larger organizations. For this reason, City staff decided to solicit proposals from private consultants to do the study. A Request for Qualifications and Proposals was prepared by staff and mailed to twenty-eight consultants considered to have the professional expertise and/or the interest to perform a space needs study for the City. Ten consultants submitted proposals in response to the request. These ten proposals were reviewed by a panel of City employees which included John Smith, Assistant City Manager for Public Services; Jerry Bauer, Director of Management Services; Phillip Wilhelm, Municipal Services Manager; Randy Johner, Building Inspections Manager; Deborah Perry, Purchasing Supervisor; Stephen Swanson, Director of Engineering & Infrastructure. The basic rating factors in the review of the firms included the responsiveness to the City's request, project understanding, and the experience of the firm and its designated staff with similar studies. After reviewing and discussing the ten proposals, the panel decided to interview four consultants. The four consultants were BLDD Architects, Inc.; Hanson; Legat Architects; and Phillip Swager Associates. These firms were interviewed by the panel to further determine each firms expertise and capability to perform the study. As a result of the interviews the panel was split on the firms of Hanson and Phillip Swager Associates (PSA). After the reference checks of these two firms, the panel decided on PSA as its preferred selection. Following the selection an agreement was negotiated with PSA for the study. A copy of the agreement is attached. Primary work items in the scope of work include: b Develop the planning base for the City's organization from which to make projections of future staffing levels in 10 and 20 years. � Prepare up to 3 design concepts for the Council Chambers within 3 months from the start of the study. � Prepare floor and/or site plan drawings of existing facilities for use in assessing existing space. The unleased 30,000 square feet of space in the library has been included in the study because it may serve to provide needed space for the City. � Prepare recommendations to improve access to departments by Decatur residents and building security and communication systems.