Item C08BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: January 21. 200.4 Division: Public Works
Bulk Item: Yes X No Department: Eng./ConstructionManagement
AGENDA ITEM WORDING: Approval to negotiate a contract with R. J. Heisenbottle, Architects
to provide Professional Services for Marathon Courthouse Renovations.
ITEM BACKGROUND: In February, 2003 a request for Professional Services for the Marathon
Courthouse Renovations was advertised and of the seven responses received Heery
International, Inc. was selected. On May 21, 2003 BOCC awarded the contract to Heery
International, Inc. Heery International, Inc. requested modifications to the contract that were not
approved. On July 15, 2003, the BOCC gave approval to rescind contract with Heery
International. In September, 2003 another Request for Professional Services was advertised and
on October 21, 2003 six firms responded: Clemens, Rutherford & Associates, Inc.; William P.
Horn Architect; R. J. Heinsenbottle, Architect; Borelli/Miller Group; Russell Partnership and A. J.
Verde, Architect. On November 10, 2003 the selection committee held a Public Meeting to select
the firm most qualified. The tabulations of the selection committee resulted in the following
rankings, 1st R. J. Heinsenbottle, 2"d Clemens, Rutherford & Associates, Inc., 3rd Borelli Miller
Group and 4th Russell Partnership, Inc. 5th William P. Horn and 6th A. J. Verde, Architect.
PREVIOUS RELEVANT BOCC ACTION: On 12/18/02 BOCC approved infrastructure monies for
the Capital Improvements with bond monies. On 12/17/03 the BOCC tabled discussion until the
County Attorney can research the selection process.
CONTRACT/AGREEMENT CHANGES: N/A
STAFF RECOMMENDATIONS: Approval as stated above.
TOTAL COST: $109,200.00 (based on 7. 8% of $1,400,000.00) BUDGETED: Yes X NO_
(estimate only; pending outcome of negotiations)
COST TO COUNTY: $109,200.00 SOURCE OF FUNDS: Bond Funds
REVENUE PRODUCING: YES NO X AMOUNT PER MONTH YEAR
APPROVED BY:
Item
DIVISION DIRECTOR APPROV
OMB/Purchasing
Construction Manager
DOCUMENTATION: Included X To follow
Risk aaemerit
David S. Koppel, P.., County Engineer
Not required 1� F
SUMMARY OF SCORING
Marathon Courthouse
PUBLIC MEETING MELD ON
NO VEMBER 10, 2003
Date: 11/10/03
Location: 1' FLOOR GATO BUILDING,1100 Simonton Street, Key West, FL
Time: 10:00 AM
Subject: Presentations by Architectural Firms on RFQ for Plantation Key
Courthouse Renovations and Marathon Courthouse Renovations
Meeting was called to order on November 10, 2003, at 10:00am. Stephanie
Coffer, Director of Construction and Planning chaired the meeting.
In attendance were David Koppel, County Engineer; Bob Stone, Public Works;
Rob Wolfe, County Attorney; Dent Pierce, Director of Public Works and James
Roberts, County Attorney.
The selection committee included James Roberts, Bob Stone, Stephanie Coffer and David
Koppel.
Three Architectural firms gave presentations at the meeting:
Walter Martinez — The Russell Partnership gave a brief presentation on the Marathon
Courthouse.
Greg Kelley, Will Rutherford and Sue Weeks — CRA Architects Clemons, Rutherford &
Associates gave a presentation on the Marathon Courthouse and Plantation Key
Courthouse.
Nancy Miller - Borelli Miller Group, gave a presentation on Marathon Courthouse and
Plantation Key Courthouse.
At the end of the presentations there was a brief discussion among the committee on the
ranking method used for selection of the Architectural Firm. This was followed by a
brief adjournment to allow the committee to finish ranking the firms.
1
The committee re -adjourned with their ranking scores and they were as follows:
For Plantation Key Courthouse:
R.J. Heinsenbottle — 309
Clemens, Rutherford & Associates, Inc. - 306
Borelli Miller Group — 297
The Russel Partnership Inc. -281
William P. Hom, Architect — 274
A. I Verde — 0
For Marathon Courthouse:
R.J. Heinsenbottle — 309
Clemens, Rutherford & Associates, Inc. - 306
Borelli Miller Group — 297
William P. Horn, Architect — 274
After scoring the firms it was determined by the committee that selection of the top
ranking three firms will be considered for recommendation to the BOCC.
The meeting was adjourned at 12:OOp.m.
The full minutes of the meeting are on tape and available upon request.
2