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Agenda Item Details
Meeting Jul 17, 2018 - REGULAR MEETING OF THEM UT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 8. VILLAGE MANAGER'S REPORT
Subject 8.2 Motion to Authorize the Village Manager to enter into a contract with Williams Architects
for architectural services to design the new fire headquarters located at 111 E. Rand Road in
an amount not to exceed $498,000.00
Access Publi;
Type Action
Preferred Date Jul 17, 2018
Absolute Date Jul 17, 2018
Fiscal Impact Ye -1
Dollar Amount 498f000.00
Budgeted Ye*2
get Source Capit romp
Recommended Action Motion to Authorize the Village Manager to enter into a contract with Williams Architects fo
architectural services to design the new fire headquarters located at 111 E. Rand Road in a
amount not to exceed $498,000.00 1
Public Content
Information
Similar to the process followed for the new Police Headquarters, the Village issued a request for proposals (RFP) for
Architectural Design Services for the new Fire Headquarters to be located at 111 E. Rand Road on May 25, 2018. The
RFP was advertised in the Daily Herald, posted online on the Village website's transparency portal, emailed directly to
a number of experienced fire station Architects, and was made available at the Community Development counter. The
deadline for submittals was June 20, 2018 at 3:00 pm. Five firms responded with proposals.
Proposals were evaluated by a selection team of Village Staff from several departments including the Manager"s
Office, the Fire Department, Public Works, Community Development, and by Trustee Richard Rogers. Evaluations were
based upon four major criteria weighted equally:
• specific project understanding,
• a thorough understanding of the scope of work,
• the qualifications of the proposed design team members, and
• overall experience with Police projects.
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Specific Project
Identification of
Qualifications of
Experience with Public
Total
Firm Name
Understanding
Scope of Work
Project Team
Fire Facilities
Score
FGM Architects
24
24
23
23
94
Williams Architects20
20
22
20
84
Cordogan Clark
Arch itects
19
19
20
18
76
Healy, Bender &
Associates
19
19
18
18
74
Studio GC
119
119
118
112
168 ------ — i
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The fee proposals were then opened and ranked in order from lowest to highest. Fee proposals were to be based upon
a $7.277 million construction budget, and included four major categories:
• Preliminary Design,
• Design Development,
• Construction Documents, and
• Construction Administration
Firm Name
Preliminary
Design Construction
Construction
Tota I Fee
Design
Development Documents
Administration
Williams Architects
$70f000.00
$80f000.00 $205f000.00
$143f000.00
$498f000.00
Cordogan Clark
Architects
$99,676.00
$74,757.00 $224,271.00
$99,676.00
$498f380.00
Studio GC
$75,322.12
$125f536.88 $200f859.00
$100,429.00
$502,147.00
Healy, Bender &
Associates
$90f000.00
$160f000.00 $270f000.00
$100f000.00
$620f000.00
FGM Architects
$100,615.00
$140,465.00 $280f248.00
$167,632.00
$688f960.00
When combining the qualification evaluations with the fee proposal costs, Williams Architects and Cordogan Clark
were selected to participate in interviews based on their scores during qualifications and their overall value of
proposals. Both firms were requested to be present for a visit to the site at 111 E. Rand Road on July 10, 2018 then
take part in an interview immediately after. The evaluation team, along with Trustee Rogers, asked representatives
from Williams Architects and Cordogan Clark design teams a series of questions, which included:
• After walking through the existing building, what are some of the challenges you see to this project and how
would you address them?
• What are some common issues you have experienced in your past Fire Station projects and do you
foresee them impacting this project?
• What does value engineering mean to you and when does it get accomplished in the process?
• What is your experience working with construction management firms on previous projects and when do you
suggest that team come on board?
• Lead us through your anticipated design process schedule.
• Discuss your approach to addressing design conflicts with the existing building and your design drawings.
• What is the current workload of your team assigned to this project?
• How can your drawings and specifications aid in the ability to attract multiple bidders?
• Does your firm use BIM (Building Information Modeling) in the design process?
• What is your opinion of LEED Certification and the process?
While both firms performed extremely well in the process, Williams Architects was the selection of the evaluation team
to design the new fire headquarters. Williams Architects has designed 31 suburban area fire stations over the last 27
years. They have a well-qualified and seasoned staff that is selective of the projects they take on, so they can devotc
the proper attention to them. Williams Architects had a very specific understanding of the scope of work that would
be required to complete the adaptive reuse of a former bank building into the new fire headquarters, and had several
ideas that could help with in-house training opportunities for the fire department staff. In addition, Williams
Architects previously had a construction management department within their company. This has allowed them t*
compile historical pricing data to help the selected construction manager in their process, which will provide an extra
set of eyes on the budget.
Given the results of the qualification evaluations, the cost proposal comparison, and the in person interview process,
staff recommends Williams Architects to be selected to design the new Fire Headquarters.
Alternatives
1. Motion to Authorize the Village Manager to enter into a contract with Williams Architects for architectural services to
design the new fire headquarters located at 111 E. Rand Road in an amount not to exceed $498,000.00
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2. Action at discretion of Village Board.
Staff Recommendation
Staff Recommends the Village Board Approve a Motion to Authorize the Village Manager to enter into a contract with
Williams Architects for architectural services to design the new fire headquarters located at 111 E. Rand Road in an
amount not to exceed $498,000.00
(659 IIS III:.3)
Administrative Content
Executive Content
Motion & Voting
Motion to Authorize the Village Manager to enter into a contract with Williams Architects for architectural services to
,#esign the new fire headquarters located at 111 E. Rand Road in an amount not to exceed $498,000.00
Motion by Richard Rogers, second by Colleen Saccotelli.
Yea: Richard Rogers, Colleen Saccotelli
Nay: Paul Hoefert
Not Present at Vote: William Grossi
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