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HomeMy WebLinkAbout~Master - Waiving the Purchasing Policies and Procedures for Competitive Bidding of Professional Services and Approving a Single-Source Cotnract for the Downtown Plaza RESOLUTION NO. 21-427 RESOLUTION WAIVING THE PURCHASING POLICIES AND PROCEDURES FOR COMPETITIVE BIDDING OF PROFESSIONAL SERVICES AND APPROVING A SINGLE- SOURCE CONTRACT FOR THE DOWNTOWN PLAZA FOR THE CITY OF AMES, IOWA WHEREAS,the City Council initially discussed features and amenities for a new Downtown Plaza at its November 24, 2020, meeting as it relates to the City Council Goal to "begin construction of downtown community space in 2021"; and, WHEREAS, on December 8, 2020, the City Council directed staff to proceed with preparing a conceptual design for a plaza at the site located east of City Hall known as Parking Lot N; and, WHEREAS, the City hired Confluence, Inc., to help create concepts for the Lot N site that addresses the goals for the project as a new amenity and attraction to Downtown; and, WHEREAS, the scope of work included an outline of the City Council's ideas for features to include in the concept and Confluence worked with the City's team to address these City Council interests and refine a concept for public comment; and, WHEREAS, Confluence developed multiple designs that integrated art, water features, and ice skating into a Plaza concept; and, WHEREAS,Confluence,along with City staff,hosted an online public meeting in January 2021 to review the preferred concept and to gauge interest in preferred features; and, WHEREAS, the City also had two weeks of public input through an online survey and online comment options; and, WHEREAS, the City Council has included funding for $3.7 million for the Downtown Plaza project as part of the budget approval for FY 2021/22, and in July 2021, the City Council requested Confluence's opinion regarding its confidence in the February 2021 cost estimate, given the increasing volatility in the market for construction materials; and, WHEREAS,the final concept accepted by the City includes a water feature known as a runnel that flows through the site and ends in a spray feature for summer activity as well as a ribbon ice skating loop for winter activities; and, WHEREAS, the Plan also includes hardscape and green landscaped areas,benches, small stage for performances,year-round public restrooms, support for food trucks, and public art; and, WHEREAS,the next step in realizing a Downtown Plaza is to move forward with final design and construction documents for bidding; and, WHEREAS, the project scope also includes the addition of angled parking in front of City Hall along Clark Avenue; and, WHEREAS,a multi-disciplinary team is needed for the integrated features ofthe Plaza,which will consist of a landscape architect, civil engineer, water feature designer, ice skating designer, and an architect are all needed, at a minimum, to complete the design work for the project; and, WHEREAS, City staff have also determined that construction management of the project is a necessary service for the project once the award of a contract for construction occurs; and, WHEREAS, due to support for the Conceptual Plan prepared by Confluence and the necessary integrated nature of the design team, staff approached Confluence for a proposed scope of service as the lead consultant for the Project; and, WHEREAS, Confluence provided a scope of services that matches the expectations of the City for design needs as well as the overall timeline for the project; and, WHEREAS, current City of Ames Purchasing Policies require competitive written proposals for Professional Services over $50,000 and due to the need to meet the desired timeline and Confluence's work on the conceptual design of the plaza,staff is recommending waiving the City's Purchasing Policies and Procedures for competitive bidding of professional services and hire Confluence for the design of the Plaza. NOW,THEREFORE,BE IT RESOLVED by the City Council of the City of Ames,Iowa,that the waiver of the City's Purchasing Policies and Procedures for competitive bidding of professional services and approving a single-source contract for the Downtown Plaza is hereby approved. ADOPTED THIS 27th day of July, 2021. Diane oss, City Clerk John A. Haila, Mayor Introduced by: Martin Seconded by: Betcher Voting aye: Beatty-Hansen, Betcher, Corrieri, Gartin, Junck, Martin Voting nay: None Absent: None Resolution declared adopted and signed by the Mayor this 27th day of July, 2021.