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MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER
MEETING DATE: MAY 19, 2009
SUBJECT: ARCHITECTURAL SERVICES FOR THE CONVENTION &VISITORS
BUREAU HEADQUARTERS AND MUSEUM COMPLEX
RECOMMENDATION:
The Convention & Visitors Bureau review committee recommends that the City Council
consider awarding the Architectural Services contract to ArchiTexas for design of the
Convention & Visitors Bureau Headquarters and Museum Complex for an amount not to
exceed $552,000 in professional fees. See attached for project costs beyond basic services.
FUNDING SOURCE:
Funds are available from Bonds issued in December 2008 and May 2009 totaling
$11,700,000.
BACKGROUND (Architectural Design):
An RFP for Architectural Services was established by the Convention & Visitors Bureau with
assistance from Purchasing, Engineering and Risk Management. The RFP was published
and all bids were opened on Thursday, April 16 at 3:00 pm by Charles Dent, Purchasing
Agent for the City of Grapevine. Charles Dent examined all proposals for completeness and
forwarded analysis to the review committee.
The review committee consisted of members from Engineering, Historic Preservation,
Facilities, Finance and the Convention & Visitors Bureau. These members all provided
valuable expertise within critical areas of constructing the Convention & Visitors Bureau
Headquarters and Museum Complex and six firms were selected to make presentations to
the review committee.
To remain unbiased and objective, each firm was to conduct a 30 minute presentation with a
20 minute Question and Answer period. Each firm received an identical agenda from the
Convention & Visitors Bureau and was given the same amount of time to prepare for their
presentation. After all presentations were given, the committee members deliberated on the
top two firms to return for follow-up interviews.
5/14/2009: 10:30:25 AM
The intention of the interview was to give the firm more details on the scope of the project, to
gather more information on the qualifications and ideals of the firm and to determine which
firm best fit our needs. Upon lengthy discussions by the committee, one firm was chosen to
negotiate the bid at length.
During negotiations with ArchiTexas strategies were reached, basic time lines put in place
and a fee was established. All critical benchmarks were satisfied and an agreement
negotiated to present to the Council.
5/14/2009: 10:30:25 AM
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