Council action is requested to issue a purchase order to Project Advocates, LLC in the amount of $847,534, authorizing future minor change orders and/or time extensions not to exceed $84,753.40 for Consulting Services for New and Replacement Fire Station Projects for the Fire Department.  

Council approval to issue a purchase order.

This project is to amend the Project Advocates, LLC agreement for Owner’s Representative services for the development and administration of various City projects to include New and Replacement Fire Stations. The Procurement Division issued a Request for Proposals for Owner’s Representative Services for Facilities Design & Construction on June 6, 2023, to receive qualified responses for a consulting firm to assist the City in the development of various facility projects around the City. The RFP was published through the Public Purchase e-procurement website, which notified (452) potential respondents; (72) accessed the RFP. Responses were provided by (8) firms, Project Advocates, LLC; Alfred Benesch and Associates; Avison Young Missouri, Inc; Benson Method, LLC; Copaken Brooks; Eskie & Associates, LLC; Marc Taylor Inc and Navigate Building Solutions. The RFP requested respondents to only address qualifications. The respondent with the best qualifications proposal would be approved to provide pricing. After reviewing the criteria of the project experience with similar projects, experience and qualifications of personnel, resources, response to requirements and project approach, it was determined Project Advocates, LLC provided the best qualifications-based proposal. Staff and Project Advocates, LLC then negotiated a price of $25,000 in October 2023 for preliminary services to guide the City through developing initial cost budgets and timelines for multiple various projects; establish overall activities, durations and master project schedule to define the path; and establish a procurement process for design/engineering, consultants, construction and other City contracts related to the various City projects. Since the exact scope of each City project was not known at the time, Staff and Project Advocates, LLC agreed to the preliminary services with intent to amend the agreement as each project scope was further defined.

This request is strictly for Owner’s Representative services for the duration of the New and Replacement Fire Station Projects including: due diligence and initiation; master plan and concept design oversight; design management and procurement; construction oversight and procurement; and activation, occupancy and close out. The projection of costs to Project Advocates for Fire Stations is $847,534.

The cost is within the amount budgeted for this project.

Approval of this item shall authorize change orders up to a total of ten (10) percent of the original authorized amount, provided appropriations are available.