Regular Village Board meetings are held at 7:30 p.m., the first and third Mondays of each month in Council Chambers of Village Hall, 123 Madison St. When a regular meeting falls on a holiday, the meeting typically is held the following night. The Village Board also meets in special sessions, usually on the second and fourth Monday. However, dates and times of special meetings can vary and may change.

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File #: RES 23-62    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 2/6/2023 Final action: 2/6/2023
Title: A Resolution Approving a Three-Year Master Agreement with Kluber, Inc. for Professional Architectural and Engineering Services with an Option to Renew the Agreement for up to Two Additional One Year Periods and Authorizing its Execution
Attachments: 1. Resolution - A&E Task Orders - Kluber, 2. Master Agreement - A&E Task Orders - Kluber, 3. Attachements - A&E Task Orders - Kluber Contract Documents
Submitted By
Rob Sproule, Public Works Director

Reviewed By
A.M. Zayyad

Agenda Item Title
Title
A Resolution Approving a Three-Year Master Agreement with Kluber, Inc. for Professional Architectural and Engineering Services with an Option to Renew the Agreement for up to Two Additional One Year Periods and Authorizing its Execution

End
Overview
Overview
In December of 2022, the Building Maintenance Division issued a Request for Qualifications for various professional architectural and engineering services needed in 2023 and subsequent years for Building Improvement Fund projects. The three most qualified firms from this recent RFQ process have been identified and staff recommends entering into Master Agreements with each of these firms. Future professional architectural and engineering services for the next three years will be administered using a task order system to these three firms for the majority of typical projects which will eliminate the need for requesting qualifications and proposals for each engineering project, saving staff time and resources in procuring these services.

End
Recommendation
Recommendation
Approve the Resolution.

Background
Professional architectural and engineering services are selected on a qualification-based system according to Federal and State laws and the Village's Purchasing Policy. The Building Maintenance Division previously requested proposals (RFP) on a project-by-project basis for these services. The procurement process for selecting firms this way takes months and many days of staff time per project for issuing the RFQ/RFP, selecting the most qualified firm, negotiating fees, and ultimately presenting to the Village Board for approval. Many municipalities have started to utilize a task order system for administering professional engineering services in order to reduce the time and resources associated with procuring these services. Architectural and engineering firms deemed most qualified are se...

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