QUEENS LIBRARY BUILDINGS AND GROUNDS COMMITTEE THURSDAY, MAY 25, 2017 Central Library 89-11 Merrick Blvd., Jamaica, NY 11432 AGENDA 6:00 PM BUILDINGS AND GROUNDS COMMITTEE REGULAR MEETING I. Call to Order II. Agenda Action Items 1. Contract Authorization for Design Services for the Baisley Park Community Library Expansion and Renovation (ID # 1451) 2. Contract Authorization - Pass-Through Consulting Services (ID # 1464) 3. Contract Authorization Architectural and Engineer Services Contract Extensions (ID # 1450) III. Adjournment 1. Motion to Adjourn (ID # 1457) Generated 5/22/2017 3:14 PM
2.1 Queens Library Board/Committee Item BOARD/COMMITTEE: Buildings and Grounds Committee DATE OF MEETING: May 25, 2017 ITEM ID #: 1451 AGENDA: Contract Authorization for Design Services for the Baisley Park Community Library Expansion and Renovation Background: This is an action item seeking approval from the Queens Borough Public Library s Board of Trustees for the Library to enter into a contract with Garrison Architects for design services for the Baisley Park Community Library expansion and renovation. The Board s approval is required pursuant to the Library s Purchasing Policy, which states, in pertinent part, that contracts for professional services with an annual cost in excess of $35,000 must be approved by the Board of Trustees. The Baisley Park Library was designed by J.A. Daidone Associate Architects in 1968 and opened to the public in 1970. It is a 7,500 square foot library that consists of a main floor with a raised area at the children s room, an atrium located at the center of the building, a work room, two public restrooms, and a partial second story consisting of a staff lounge, two staff restrooms, and a mechanical equipment room. The objective for the Expansion and Renovation project is to provide a 2,000 square foot addition integrated with the existing library, and to bring the entire facility into full compliance with the Americans with Disabilities Act requirements and sustainable design principles. The project will provide improved adult, teen, and children s reading areas, a large multi-purpose meeting room at the expansion with a pantry and fully accessible restrooms, and reconfigured staff and support areas. Current Status: For the reasons described above, the Library requires a consulting firm with extensive experience, qualifications and resources to provide design services for the Baisley Park community library expansion and renovation. Given the fact that the Library has received a NYSED grant which requires that all work performed using such grant funds be completed by the end of June 2018, there was insufficient time to issue a publicly-advertised RFP. Therefore, in accordance with the Library s Purchasing Policy, on April 10, 2017, the Library issued a solicitation for the required services to six firms known to the Library and/or the Owner s Representative assigned to this project. The following five firms submitted proposals that were responsive to the solicitation: Packet Pg. 2
2.1 Firm M/WBE 1 Bade Stageberg Cox 2 3 BBS Architects, Landscape Architects, & Engineers, P.C. Edelman Sultan Knox Wood/ Architects LLP 4 Garrison Architects 5 Studio Joseph NYC WBE NYC WBE A selection committee comprised of Library staff carefully evaluated each of the five proposals, utilizing the technical evaluation criteria set forth in the solicitation. The results were as follows: Total Score 1 2 3 4 5 Bade Stageberg Cox BBS Architects, Landscape Architects, & Engineers, P.C. Edelman Sultan Knox Wood/ Architects LLP Garrison Architects Studio Joseph 84.00 56.60 76.40 86.00 81.40 Rank: 2 5 4 1 3 The selection committee then reviewed the design fees from each firm for fairness and reasonableness. The design fee for each firm is as follows: Estimated Construction Cost: $7,675,000 Design Fee as a Percent of Estimated Construction Cost: 1 2 3 4 5 Bade Stageberg Cox BBS Architects, Landscape Architects, & Engineers, P.C. Edelman Sultan Knox Wood/ Architects LLP Garrison Architects Studio Joseph 15.332% 8.750% 10.879% 8.500% 14.000% Design Fee $1,176,725 $671,563 $835,000 $652,375 $1,074,500 Packet Pg. 3
2.1 Amount: Rank: 5 2 3 1 4 As indicated above, the proposal submitted by Garrison Architects had the highest technical score and the lowest price. Garrison Architects experience includes the East Elmhurst Library Expansion, which is a DDC-managed project currently underway. Garrison Architects was also the design firm for Slocum Hall at Syracuse University, the Irish Repertory Theater in Manhattan, and the Restoration Plaza in Bedford-Stuyvesant, Brooklyn. In addition, Garrison Architects has committed to meeting the solicitation s M/WBE participation goals, which are set at thirty-seven percent. The Library reviewed Garrison Architects financial stability, background, status in the City s Vendex database, and its completed vendor responsibility questionnaire. There is no indication of any adverse integrity issues or other issues with respect to the award of this contract. Garrison Architects holds several architectural, engineering and design requirements contracts with the City of New York which have been registered by the Comptroller s Office. Garrison Architects has previously and capably provided professional services to the Department of Cultural Affairs, Department of Health and Mental Hygiene, Department of Transportation, and the Queens Borough Public Library. Recommended Motion for Consideration by the Buildings and Grounds Committee: I move that the Buildings and Grounds Committee recommend to the Board of Trustees that the President and CEO be authorized to execute a contract for design services for the Baisley Park Community Library Expansion and Renovation with Garrison Architects with a design fee of eight and a half percent and an estimated cost of $652,375 for a term anticipated to conclude on June 30, 2019. Packet Pg. 4
2.2 Queens Library Board/Committee Item BOARD/COMMITTEE: Buildings and Grounds Committee DATE OF MEETING: May 25, 2017 ITEM ID #: 1464 AGENDA: Contract Authorization - Pass-Through Consulting Services Background: In January 2017, the Library entered into an initial contract in the amount of $35,000 with Lori Mandell Consulting, LLC to review and prepare documentation related to the administration of New York City Pass-Through contracts. This work included preparing submissions to the City s Department of Design & Construction (DDC) in order to obtain reimbursement of City-funded costs incurred with respect to previous Pass-Through Contracts. Lori Mandell is a unique consultant in this field. She served in the Capital Planning and Construction Department at the New York Public Library (NYPL) from 1985 until she retired in 2015, having risen to the role of Senior Manager for Capital Budgets. In her time at NYPL, Lori handled over $300 million in Pass-Through reimbursements for the renovation of libraries throughout Manhattan, Staten Island, and the Bronx. Thus far, her work for the Queens Library has yielded the close-out of the Windsor Park Pass- Through Project, extant since 2009, resulting in the Library obtaining an additional $47,178 in reimbursable costs. She has also obtained approval for the majority of consultants and contractors retained on the Cambria Heights Pass-Through Project and succeeded in obtaining payment from DDC in connection with the Library s first reimbursement requisition in the amount of $207,243. A second requisition in the amount of $725,921 has also been submitted to the City for processing. Ms. Mandell has also conducted considerable research and reorganization of the budget and actual expenses for the Central Pass-Through Project, soon to be resubmitted for approval to DDC. Current Status: Lori Mandell Consulting, LLC has provided critical services and deliverables to the Library as it relates to the initiation, management, and resolution of Pass-Through Projects. A significant portion of work remains on these projects before these tasks can be incorporated into the normal workflow of existing Library staff. An extension of Lori Mandell s contract will include the following services: Packet Pg. 5
2.2 Research & Fact-finding Review accounting reports, invoices, and submissions related to existing Pass-Through projects, and detail the existence, or lack, of required documentation. Project Initiation Draft and review paperwork for new Pass-Through Contracts, including required budget documents. Subcontractor Approval Packages & Other Submittals Compile and submit subcontractor approval packages, including bid documentation and Vendex/DLS forms. Submit Quarterly and MWBE Reports. Requisitions Compile and submit requisitions for reimbursement to the City. Close-out Compile and submit close-out documentation and final requisitions for release of retainage. Coordination with DDC Provide general coordination and support with DDC s Pass-Through Unit, advocating on the Library s behalf. Training Provide training and mentorship to existing Library staff, including the recentlyhired Capital Finance Manager, to take on the above tasks in the course of their normal duties. Recommended Motion for Consideration by the Building and Grounds Committee: I move that the Buildings & Grounds Committee recommend to the Board of Trustees that the President and CEO be authorized to execute a contract with Lori Mandell Consulting, LLC at a fee rate of $150 per hour, on an as-needed basis, not to exceed 100 hours for the term May 1, 2017 June 30, 2017, and not to exceed 500 hours, for the term of July 1, 2017 - June 30, 2018. Packet Pg. 6
2.3 Queens Library Board/Committee Item BOARD/COMMITTEE: Buildings and Grounds Committee DATE OF MEETING: May 25, 2017 ITEM ID #: 1450 AGENDA: Contract Authorization Architectural and Engineer Services Contract Extensions Background: The Capital and Facilities Department currently utilizes contracts for architectural and engineering services to provide as-required services throughout the Library system. Architectural services are provided by Applied Design Initiative, LLC and Integrated Design Group, Inc. Engineering services are provided by Jacob Feinberg Katz and Michaeli Consulting Group LLC and Superstructures Engineering and Architecture, PLLC. Current Status: The contracts for architectural and engineering services are set to expire on June 30, 2017. These contracts were awarded through a competitive RFP process. The Library intends to issue solicitations for replacement contracts within the month. However, in order to complete the pending solicitations while maintaining continuous availability of these critical services, the Library needs to extend the contracts with the current firms for a period of six months. Each firm has indicated that it will agree to an extension at the same rates for services set forth in the expiring contracts. Recommended Motion for Consideration by the Buildings & Grounds Committee: I move that the Buildings and Grounds Committee recommend to the Board of Trustees that the President and CEO be authorized to agree to an extension of the contracts with Applied Design Initiative, LLC and Integrated Design Group, Inc. for architectural services and Jacob Feinberg Katz and Michaeli Consulting Group LLC and Superstructures Engineering and Architecture, PLLC for engineering services for a six month period commencing July 1, 2017 and expiring December 31, 2017. Packet Pg. 7
3.1 Queens Library Board/Committee Item BOARD/COMMITTEE: Buildings and Grounds Committee DATE OF MEETING: May 25, 2017 ITEM ID #: 1457 AGENDA: Motion to Adjourn Recommended Motion for Consideration: I move that the meeting be adjourned. Packet Pg. 8