HomeMy WebLinkAbout07/10/2018 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&login7/11/2018
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&login7/11/2018
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. There
will be no separate discussion of those items unless a Board member or member from the audience so requests, in
which the item will be removed from the Consent Agenda and considered in its sequence on the agenda.
Motion & Voting
(not specified)
Motion by Michael Zadel, second by Richard Rogers.
Final Resolution: Motion Carries
Yea: William Grossi, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel
https://www.boarddocs.com/il/vomp/Board.nsf/Private?open&login7/11/2018