The City Council authorized staff to engage the recommended contractor to conduct a city facilities space needs analysis after a competitive request‑for‑proposals and interviews.
Staff told the council that the city solicited proposals on an abbreviated timetable and received 12 submissions, interviewed four finalists and recommended the firm identified in the packet because of its national experience, local subconsultants and proposed work plan. Staff said the firm proposed eight work sessions with staff and stakeholders, offered deliverables intended to support long‑term planning and submitted a fee of $25,960, which staff described as the best value among interview finalists.
Staff named subconsultants and key personnel proposed for the work, noting prior local experience: Ortel (architect) and Kraus Anderson (facility assessment manager) were listed as subconsultants and the staff referenced team members including Paul Mitchell, Michael Healy, Kelly Naylor, Andrew Cooper and Maurice Solomon as the people who would perform the assessment.
Council discussed prior expectations for cost — council members said they had seen space needs studies cost significantly more in other jurisdictions — and staff explained this engagement represents phase one of a multi‑phase effort. Councilmembers also asked about short‑term accommodations for staff working in constrained spaces; staff noted interim steps already taken such as reconfiguring kitchens and creating flexible workspaces to relieve immediate constraints.
Action taken: Council authorized staff to move forward with contracting with the recommended firm (listed in staff materials as BKV and referenced in the motion as BKB) to perform the space needs analysis. A unanimous voice vote approved the motion.
Why it matters: The space needs analysis is the first of multiple phases the city anticipates for facility planning; the study's deliverables and engagement plan will inform future budget and capital decisions.
Discussion vs. decision: Staff presented a recommendation and details of the procurement (discussion); council approved authorization to contract (formal decision).