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HomeMy WebLinkAbout5.2 Motion to Accept Proposal for Design and Construction Management Services for Public Works HVAC Replacement BoardDocs® ProPage 1 of 3 Agenda Item Details MeetingJul 10, 2018 - SPECIAL MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m. Category5. CONSENT AGENDA Subject5.2 Motion to accept proposal for for design and construction management services for Public Works HVAC replacement not to exceed $33,550. AccessPublic TypeAction (Consent) Preferred DateJul 10, 2018 Absolute DateJul 10, 2018 Fiscal ImpactYes Dollar Amount33,550.00 BudgetedYes Budget SourceCapital Improvement Fund Recommended ActionAccept the proposal for design and construction management services related to Public Works HVAC replacement as submitted by CS2 Design Group of Elk Grove Village, Illinois in an amount not to exceed $33,550. Public Content Information In the current budget, staff requested funds to remove and replace four (4) rooftop heating units (RTU) and a boiler at the Public Works facility. The RTUs help heat and ventilate the vehicle maintenance areas of the facility. The boiler provides radiant heat for the front office areas including department administration and engineering spaces. There are a total of eight (8) RTU heating units at the Public Works facility. Four (4) units were replaced in 2014 after 26 years of service. These units were replaced at a comparatively accelerated rate due to their exposure to the elements, age, and extensive use (they heated the voluminous main garage space). The remaining four (4) RTUs, as well as the boiler, are all original equipment installed when the Public Works facility was constructed in 1988. Presently, these assets are entering their 30th year of service and have reached the end of their useful life. All of the units operate inefficiently, have degraded capacity, fail frequently, incur high maintenance costs, and are exhibiting substantial metal corrosion. To facilitate replacement of this equipment, professional consultants are needed to develop plans, specifications and bidding documents necessary to complete this project. Further, technical expertise and experience are required to effectively monitor the quality of work provided by the contractor awarded the work. Accordingly, staff prepared a request for proposals (RFP) to solicit these services. The scope of work elicited in the RFP includes complete design of replacement HVAC systems including ductwork, temperature controls, chemical feeding, electrical supply, and rooftop mounting. The work also includes development of cost estimates and complete bidding documents. Request for Proposals Consulting engineers were asked to submit a technical proposal detailing the firm’s background, key personnel and approach to perform the project. In addition, each firm was asked to submit a cost proposal for the following: prepare https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login7/10/2018 BoardDocs® ProPage 2 of 3 bid documents and design specifications, conduct a pre-bid walkthrough with interested bidders, review submitted bids and to oversee the construction per their design. Three firms submitted a proposal to provide the requested professional services as described. The proposals were evaluated based on the background of the firm, related project experience, proposed services and scope of work. Each firm received a point ranking (total points=100) for each criteria. The table below summarizes this analysis: CS2 Design CategoryTotal PointsSyska/HennessyBaxter & Woodman Group Background20202018 Experience20202013 Scope25252220 Schedule15121215 Work Effort101088 Content101088 Total 100979082 The technical proposals indicated that all of the participating firms were qualified to perform the specified work. All the firms had adequate experience and appropriately trained staff to provide technical monitoring and construction observation for HVAC replacement projects. The highest rated firm was CS2 Design group of Elk Grove Village, Illinois. CS2 Design group has performed this type of work for the Village previously. They have performed exceptionally well and understand performance expectations. A copy of CS2's proposal is attached. All other references indicated that CS2 performed well. Each Firm was asked to submit a cost proposal as well. The table below summarizes staff’s analysis of costs. FirmTotal Cost CS2 Design Group$30,500 Syska / Hennessy$36,250 Baxter Woodman$45,150 CS2 Design Group of Elk Grove Village, Illinois submitted the lowest cost proposal of $30,500. Staff has evaluated the proposals received and has determined that the CS2 Design Group has demonstrated a good understanding of the proposed project. Additionally, they have demonstrated sufficient staff and resources for project design and construction oversight of the requested improvements. Staff recommends including a 10% contingency in the award for this proposed contract due to the fact that time spent on design and inspection can vary due to circumstances beyond the engineering consultant's control. For example, contractor delays, material availability and inclement weather are all parameters that can lengthen anticipated construction time. As such, a fee for services not to exceed $33,550 is recommended. Alternatives 1. Accept CS2 Design Group's proposal to provide design and construction observation for the Public Works HVAC replacement project. 2. Action at discretion of Village Board. Staff Recommendation Staff recommends that the Village Board accepts the proposal for Public Works HVAC replacement project design and construction observation as submitted by CS2 Design Group of Elk Grove Village, Illinois in an amount not to exceed $33,550. Mt. Prospect CS2 Proposal PW - RTU Boiler Replacement 2018.pdf (117 KB) PW HVAC Replacement RFP.pdf (23 KB)0701141601.jpg (507 KB) https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login7/10/2018 BoardDocs® ProPage 3 of 3 0701141601a.jpg (556 KB)0701141604.jpg (505 KB)0701141513a.jpg (625 KB) 0701141512.jpg (575 KB) Administrative Content Executive Content All items under Consent Agenda are considered routine by the Village Board and will be enacted by one motion. 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Uif!bcpwf!sbuft!bsf!jo!fggfdu!uispvhi!Efdfncfs!3129/! Nfdibojdbm!–!Fmfdusjdbm!Fohjoffst!–!948!Pblupo!Tusffu-!Fml!Hspwf-!JM!71118!–!Qi!958/:92/2991!–!Gby!958/:92/2996! xxx/dt3eftjhohspvq/dpn! Director Deputy Director Sean P. Dorsey Jason H. Leib Mount Prospect Public Works Department 1700 W. Central Road, Mount Prospect, Illinois 60056-2229 Request for Proposal Date: January 29, 2018 From: Paul Fahey Village of Mount Prospect Public Works Department RE: Request for Proposal RTU Replacement Mount Prospect Public Works Department Your firm is invited to submit a proposal for Engineering services for the replacement of four (4) rooftop units with duct distribution and replacement of boiler system/heating plant. Attached to this memo is a general scope of work and requirements. The Village of Mount Prospect appreciates your interest in this project. Any questions regarding this request for proposal can be directed to Paul Fahey, Building Foreman with the Village of Mount Prospect, by phone at 847-870-5640 or email at pfahey@mountprospect.org. Your proposal should be submitted via mail or email no later than 5:00pm on February 12, 2018. Mr. Paul Fahey Building Foreman Village of Mount Prospect 1700 W Central Rd Mount Prospect, Illinois 60056 Phone 847/870-5640 Fax 847/253-9377 www.mountprospect.org Director Deputy Director Sean P. Dorsey Jason H. Leib Mount Prospect Public Works Department 1700 W. Central Road, Mount Prospect, Illinois 60056-2229 Scope of Work to be included in Request for Proposal A. HVAC: 1. Design replacement of heating and ventilating system associated with four (4) rooftop units. 2. Design a replacement boiler, pumps, flue, piping, 3-way valve, chemical treatment system, etc. 3. Design round spiral ductwork distribution system. 4. Design temperature control system modifications. B. Electrical: 1. Design electrical system to provide power to all replacement HVAC equipment. C. Structural/Roofing: 1. Analyze existing structural system to determine impact of new HVAC equipment on roof. 2. Design additional structural reinforcement as required. 3. Design roof repairs for the new rooftop unit curbs. Design Services A. Cost Estimate Phase: 1. Provide a cost estimate for the scope of work. The boiler work will be an alternate price. B. Construction Document Phase: 1. Attend design meeting to discuss system requirements and make recommendations. 2. Receive existing building mechanical, electrical, and structural drawings. 3. Visit existing building and survey the existing mechanical and electrical systems for type, condition, capacity, and location of major equipment as well as routing of systems within the project area. 4. Prepare design drawings to include floor plans, details, equipment schedules, etc. for the scope of work as described above in Section I. Phone 847/870-5640 Fax 847/253-9377 www.mountprospect.org Director Deputy Director Sean P. Dorsey Jason H. Leib Mount Prospect Public Works Department 1700 W. Central Road, Mount Prospect, Illinois 60056-2229 5. Prepare specifications in book format for the scope of work as described above in Section I and prepare for public bidding. C. Bidding Phase: 1. Prepare any supplemental drawings and/or specifications required to clarify the bid documents during bidding. 2. Conduct pre-bid meeting. 3. Contact qualified contractors and encourage them to bid on the project. 4. Attend the bid opening. 5. Assist with evaluation of bids received. D. Construction Phase: 1. Review all shop drawings on equipment and systems designed by this office. 2. Provide three (3) site visits. An observation report on work designed by our firm will be submitted to you after our visit. 3. Visit site at time of substantial completion and provide final punch list on work designed by our firm. 4. Assembly close out documents. Phone 847/870-5640 Fax 847/253-9377 www.mountprospect.org Page 1 of 1 https://www.boarddocs.com/il/vomp/Board.nsf/files/B2BTEZ6BF9F4/$file/0701141601.jpg7/10/2018 Page 1 of 1 https://www.boarddocs.com/il/vomp/Board.nsf/files/B2BTF36BFA74/$file/0701141601a.jpg7/10/2018 Page 1 of 1 https://www.boarddocs.com/il/vomp/Board.nsf/files/B2BTF56BFAE1/$file/0701141604.jpg7/10/2018 Page 1 of 1 https://www.boarddocs.com/il/vomp/Board.nsf/files/B2BTFZ6C1951/$file/0701141513a.jpg7/10/2018 Page 1 of 1 https://www.boarddocs.com/il/vomp/Board.nsf/files/B2BTG56C19C1/$file/0701141512.jpg7/10/2018