City Council

CITY OF FREDERICKSBURG, VIRGINIA HON. THOMAS J. TOMZAK, MAYOR HON. MARY KATHERINE GREENLAW, VICE MAYOR CITY COUNCIL HON. KERRY P. DEVINE, AT-LARGE HON. BRADFORD C. ELLIS, WARD ONE HON. GEORGE C. SOLLEY, WARD TWO HON. FREDERIC N. HOWE, III, WARD THREE Council Chambers, 715 Princess Anne Street HON. BEATRICE R. PAOLUCCI, WARD FOUR Fredericksburg, Virginia 22401 Council Work Session August 23, 2011 PPEA Procurement for Courts Project The Council of the City of Fredericksburg, Virginia held a work session on Tuesday, August 23, 2011, beginning at 5:30 p.m. in City Hall Conference Room. Council Present. Mayor Thomas J. Tomzak, Presiding. Vice-Mayor Mary Katherine Greenlaw. Councilors Kerry P. Devine, Bradford C. Ellis, Frederic N. Howe, III, Beatrice R. Paolucci and George C. Solley. Also Present. City Manager Beverly R. Cameron, Assistant City Manager Mark Whitley, City Attorney Kathleen Dooley, Parks, Recreation and Public Facilities Director Robert Antozzi, Planning Director Ray Ocel and Clerk of Council Tonya B. Lacey. Others Present. Warren Walker and Elizabeth Lerch of ARCADIS. PPEA Procurement for Courts Project. Mr. Cameron provided a background on how City Council got to the point they were at with the Courts. November 2010, a Request for Proposal (RFP) was issued. In March 2011, eight proposals were received from five design build teams. Each of the proposals were presented in a public meeting on March 15 & 16. The complete proposals were placed on the City’s website and have been available in City Hall for public review. In April, City Council began its review process by receiving a report from ARCADIS. This report provided an objective evaluation of the conceptual proposals received. On May 17, City Council held a public hearing on the court proposals. In late May, Council decided to eliminate from consideration the proposals which envisioned large court facilities on Caroline Street or Sophia Street. In June, Council reduced the final shortlist to three concepts: First Choice Scheme 2, Donely’s Scheme 5 and W.M. Jordan Scheme 2 modified. ARCADIS prepared a request for detailed information to the proposers and distributed it on July 1 and the submissions were received on August 5. Mr. Cameron stated that Council will 1 need to evaluate the three base proposals first because they most closely reflect the original RFP. Each of the proposers also submitted a mix of alternatives, they relate to whether the City would like to handle the Juvenile & Domestic Relations Court on a short term or long term solution. He said overall the proposals received were excellent. Mr. Walker explained the process for coming to an agreement on a design. He presented what he called a Roadmap to Agreement. The steps to an agreement were as follows: 1. identifying a subset of base concept options, 2. defining evaluation criteria to measure against, this can be done by looking at the PPEA guidelines and determine 6-8 criteria that are significant, 3. weight the evaluation criteria, which must be a structured mathematical approach, 4. receive/discuss strengths and weaknesses, 5. rank base concept options vs. weighted criteria 6. evaluate remaining option if needed, 7. compare to base concept options and 8. agree on #1 ranked firm/options for negotiations. Steps 4 through 8 will be held in closed session. Council further discussed the criteria and items they felt needed to be added, moved or combined. Mr. Warren explained the weighting process, which is a two-by-two comparison of selection criteria. (See attachments for more details). Adjournment. There being no further business to come before the Council at this time, the meeting was declared officially adjourned at 6:56 p.m. Tonya B. Lacey Tonya B. Lacey Clerk of Council City of Fredericksburg 2