HomeMy WebLinkAbout6. Village Manager's Report 04/19/2011Village of Mount Prospect
Fire Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: FIRE CHIEF
DATE: APRIL 5, 2011
SUBJECT: PHASE I PROJECTS — GUARANTEED MAXIMUM PRICE AMENDMENT
Purpose
The Fire Department is requesting Village Board Approval to amend the Guaranteed Maximum
Price (GMP) for construction of the Phase I projects.
Background
On March 17, 2009 the Village Board approved a GMP of $11,925,713 for construction of the
Phase I projects to include (1) a new Fire Station #14, (2) an Emergency Operations Center
(EOC), and (3) various modifications at Public Works. This approval began the construction
phase of these projects, and also gave authorization for Village staff to expend approximately
$14.5 million total for the three projects. This total project cost is comprised of both
construction costs as captured in the GMP and project side costs. Project costs are items that
the Village is responsible for such as architectural and engineering fees, furniture, furnishings,
and operational equipment.
The Village Board amended the original GMP once already on January 19, 2010. At this
meeting, the Village Board authorized a $144,980 reduction in the GMP for the procurement
and installation of a new paint spray booth for Public Works' Vehicle Maintenance. The
purchase of this spray booth was originally part of the construction contract, but Public Works
found it advantageous to' purchase the equipment direct and therefore removed this item from
the GMP.
Now that construction of the Phase I projects is complete, and the final costs have been
determined, staff is once again requesting the Village Board amend the GMP.
Discussion
Throughout the course of construction of the Phase I projects issues arose that sometimes
altered the scope of work of Leopardo's contract. Examples of these issues include existing site
conditions such as unsuitable soils, missed scope on construction documents, and audio /visual
infrastructure requirements at Fire Station #14 and the EOC. These changes in scope require
the Village to amend (increase) its GMP agreement with Leopardo to cover the costs associated
with this work. The increase to the GMP totals $171,816.
Phase I Projects — Guaranteed Maximum Price Amendment
April 5, 2011
Page 2
At the same time, the Village also needs to amend (decrease) the GMP with Leopardo to reflect
remaining contingency funds as well as the "shared savings" clause that was included in the
agreement. The "shared savings" clause stated that at the end of the project any remaining
contingency funds would be shared between the Village and Leopardo, according to a specific
formula, as an incentive for Leopardo to complete the projects under budget. Ultimately,
Leopardo returned $7,365 in contingency funds and $92,056 in "shared savings" back to the
Village under the terms of the contract. Also, we received a $49,084 refund from SRBL
Architects as part of the errors and omissions clause in the contract.
The end result of these changes is an increase to the current (already amended) GMP of
$72,395. This change results in a final GMP of $11,853,128, which is still $72,585 lower than
the original GMP.
Budget Update
The changes to the GMP only reflect the construction costs associated with the Phase I projects.
In addition to the construction costs, the Village also budgeted approximately $2.6 million for
project side expenses. At present, all but one of the project side purchases has been
completed. The one remaining item is software for the EOC, which staff is currently researching
and estimates will cost approximately $50,000.
Taking into account final construction totals as well as project side expenses the Phase I
projects have come in at about $13.6 million, which is approximately $987,000 under the total
budget (see attachment). Given the current estimates for the EOC software staff believes that
the total expenses for the Phase I projects will ultimately come in at between $900,000 and
$937,000 under budget.
Recommendation
Staff is requesting Village approval of a final amended Guaranteed Maximum Price (GMP) of
$11,853,128 with Leopardo Companies, Inc. Approval of this amended GMP will authorize staff
to finalize all required paperwork to close out the construction of the Phase I projects. Village
staff will be on hand at the April 19, 2011 Village Board meeting to answer any questions.
John J. Malcolm
JM /cl
Attachment
(:\Facilities Study - Phase I Projects\Village Board & COW Meetings\Final GMP Amendment VB Memo - CL (4- 5- 11).docx
Phase I Construction Projects - Working Project Side Budget [4/13/2011]
Item Budgeted Expended Encumbered Remaining
Total Construction Cost
Allowances for Items to be Purchased by VOMP
Furniture & Furnishings
Window Treatments
Audio - Visual Allowance
Equipment (copiers, etc.)
Communications Antenna
Telephone System
Computer Systems
Fitness Equipment
Miscellaneous Equipment (plants, art, etc.)
Sundries (cups, glasses, flatware, etc.)
Maintenance & Janitorial Equipment
Radio Boosters, Antenna, & Cell Phone Boosters
Mechanics Equipment
Paint Spray Booth
Moving Costs
Total Allowances for Items to be Purchased by VOMP
Allowances for Fees & Soft Costs
Architectural & Engineering Fees
Surveys & Soil Investigations
Material Testing During Construction
Blueprinting
Relocate Utilities & Fees (electric, gas, telephone)
Utility Costs during Construction
Total Allowances for Fees & Soft Costs
Illinois Clean Energy Community Foundation Grant
(assumes receipt of grant & LEED Gold certification)
Errors & Omissions Resolution with SRBL Architects
(amount agreed upon per contract)
11,780,733.00 11,556,128.00 0.00 224,605.00
295,000.00
248,943.92
0.00
46,056.08
70,000.00
45,112.50
0.00
24,887.50
180,000.00
80,932.47
56,326.50
42,741.03
32,000.00
20,195.74
0.00
11,804.26
150,000.00
52,400.00
0.00
97,600.00
70,000.00
21,305.79
0.00
48,694.21
65,000.00
0.00
2,355.96
62,644.04
35,000.00
19,439.48
0.00
15,560.52
21,500.00
68,230.12
0.00
(46,730.12)
8,000.00
327.95
0.00
7,672.05
12,000.00
734.17
0.00
11,265.83
35,000.00
10,288.70
0.00
24,711.30
125,000.00
88,924.27
0.00
36,075.73
144,980.00
144,980.00
0.00
0.00
1,243,480.00 801,815.11 58,682.46 382,982.43
1,195,557.00
1,195,557.00
0.00
0.00
70,000.00
21,860.00
0.00
48,140.00
40,000.00
50,223.00
0.00
(10,223.00)
45,000.00
14,798.80
0.00
30,201.20
85,000.00
10,445.64
0.00
74,554.36
80,000.00
11,788.51
0.00
68,211.49
1,515,557.00
1,304,672.95
0.00
210,884.05
(129,000.00)
(129,000.00)
0.00
0.00
0.00
(49,084.00)
0.00
49,084.00
Project Budget Sub Total
Owner's Contingency Allowance
2,630,037.00 1,928,404.06 58,682.46 642,950.48
173,953.99 54,754.00 0.00 119,199.99
TOTAL BUDGET 14,584,723.99 13,539,286.06 58,682.46 986,755.47
Mount
Village of Mount Prospect
Mount Prospect, Illinois
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: ASSISTANT VILLAGE MANAGER
DATE: APRIL 13, 2011
SUBJECT: ONE YEAR EXTENSION OF FIREFIGHTER COLLECTI�
AGREEMENT
Representatives of the Mount Prospect fire union (IAFF, Local 4119) have decided to
extend the current collective bargaining agreement that was set to expire on December
31, 2011 by another year without any changes to the agreement forgoing any wage
increase for 2012. Therefore, the agreement will now expire on December 31, 2012.
The existing contract will remain unchanged with all the current terms and conditions
remaining in place for another year. The fire union representatives and its members
undertook this action due to the Village financial position and to acknowledge the
partnership between the employees and the Village during these economically
challenging times.
As you may recall all non -union employees did not receive a wage increase for 2011
and the senior management team did not receive a wage increase in 2010 or 2011.
Attached for Village Board information is a joint press release between the Village and
the union. Also attached is a copy of the extension agreement for approval
consideration by the Village Board.
DAVID STRAHL
H: \HUMR \Unions \Fire Union \2012 Contract \Contract Extension VB Cover Memo.docx
41(q �y
08/09/2011 11:50 18475068502 MOUNT PROSPECT FIRE PAGE a1/02
One Year Extension Agreement
Village of Mount Prospect
And
Mount Prospect Fire Union, Local 4119, I.A.F.F., AFL -CIO
The Village of Mount Prospect and the Mount Prospect Fire Union, Local 4119, agree to
extend the current labor agreement effective January 1, 2008 to December 31, 2011 by one
year to now expire on December 31, 2012, All existing provisions in the current agreement will
remain in force during the extension period, However, the agreement shall be automatically
renewed from year to year thereafter, unless either party notifies the other in writing at least
ninety (90) days prior to January 1, 2012, that it desires to modify or amend this Agreement. in
the event such written notice is given, the parties agree to commence negotiations as soon as
practicable, but no later than thirty (30) days after such notice.
In the event a full settlement as to the terms of a successor agreement is not reached by
June 1, 2012, the parties agree that they shall engage in mediation during the month of July and
thereafter as they may mutually agree and that either party may, after participating in at least
one mediation, invoke interest arbitration as provided by the terms of the I.P,I- .RA. §14.
Notwithstanding any provisions of this article or agreement to the contrary, this
Agreement shall remain in full force and effect after the expiration date and until a new
agreement is reached unless either party gives at least 10 days written notice to the other pa ty
of its desire to terminate this Agreement, provided such termination date shall not be before the
anniversary date set forth in the preceding paragraph and provided further that such notice shall
not be constituted as waiving the Union's rights under §14 of the I,P.L.R,A
. IN W ITNESS WHEREOF, the parties have executed this Agreement by their duly
authorized officers or representatives on this day of , 2011.
MOUNT PROSPECT FIREFIGHTERS VILLAGE OF MOUNT PROSPECT:
UNION:
By: 4W2 By:
Irvana K. Wilks, Mayor, ,
By:
M
M. Lisa Angell, Village Clerl<
H:IHUMR \Unions \Fire Union \2032 Contract \One Year Extension Agreement.doox
Dale Steward, Union President