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Home My WebLink About09/18/2014 Public Works HVAC ReplacementBoardDocs® Pro Agenda Item Details Meeting Category Subject Access Type Preferred Date Absolute Date Fiscal Impact Dollar Amount Budgeted Budget Source Recommended Action Public Content Information Page I of 3 8.1 Motion to accept bid results for Public Works HVAC Replacement in an amount not to exceed $259,600. Public Action Sep 18, 2018 Sep 18, 2018 Yes 259,600.00 Yes Capital Improvement Fund Accept the bid from C. Acitelli Heating & Piping Contractors, Inc. of Villa Park, IL to construct the 2018 Public Works HVAC Replacement Project in an amount not to exceed $259,600. The Public Works facility has eight (8) heating -only roof top units that were installed during construction of the facility in 1988. These units heat the main garage and vehicle maintenance area of the building. Staff facilitated a condition assessment of these eight (8) units in 2013 and found four (4) of the units were in need of immediate replacement. The other four (4) were in a condition which replacement could wait a few more years. During the spring of 2015 the Village replaced the four (4) poorly rated units and salvaged useful parts to keep for the other four (4) remaining units operational until they could be scheduled for replacement. In addition, the Public Works Facility has a hot water heating system (boiler) that is original to the building. The boiler has been inspected on several occasions. During the last inspection (2015), it was determined the boiler is nearing the end of its useful life and should be replaced. On July 10, 2018, the Village Board awarded a contract to CS2 Design to prepare bid documents, oversee the bidding process, and provide construction management services for the replacement of the remaining four (4) units and the boiler. The bid specifications included a base bid for the replacement of the four (4) roof top heating units and an alternate bid for the boiler. Bid Results Appropriate bid documents were developed by CS2 and a bid notice was placed in local papers and on the Village"s website. As part of the bid process, a mandatory pre-bid meeting was held on August 1, 2018 at the Public Works facility. CS2 Design was on site to provide an overview of the project and to answer questions from the nine (9) potential bidders in attendance. Sealed bids were publicly opened at 1:00 p.m. on August 13, 2018. Six (6) bids were received, and the results are as follows (listed in ascending order of base bid): Bidder Base Bid Alternate Bid (Roof Top (Boiler) https://www.boarddocs.com/il/vomp/Board.nsf/Public 9/25/2018 BoardDocs® Pro � 11101 �Jqgiig;i� a :�II , I III, 1 111•, � 11 1 10 L q 11! I I I 9 " - 'I.11 11 11, TO ro 11WO Is - T 0 I 111mat I FT -1 to Page 2 of 3 All bidders submitted a cost for the replacement of four (4) roof top units (base bid) and a cost to replace the boiler (alternatc bid). The total cost of the base bid and alternate bid exceeds the amount of funds available for the project. Review of the bids reveals that the costs for base bid work (roof top units) are consistent with the engineer's estimate of probable cost ($295,000). However, the costs submitted for the alternate bid (boiler) significantly exceed the engineer's estimate ($75,000). Due to thc substantial negative variance between the estimate and the lowest cost bid ($136,000) for this work, staff recommends awarding a contract solely for base bid work. a, Staff and CS2 Design will re-examine the bid specifications and scope of the alternate work (boiler) to identify and mitigate thC cause(s) for the negative variance. Subsequently, the work will be budgeted and re -bid at a later date. C. Acitelli Heating & Piping Contractors, Inc. (Acitelli) of Villa P. IL submitted the lowest cost bid. Staff andCS2 confirmeI Acitelli Heating & Piping"s response was inclusive of all bid requirements and the contractor has shown a good understanding o the project. ) Staff has contacted all references provided by C. Acitelli Heating & Piping. All responses were positive. Furthermore, Acitelli Heating & Piping has worked with CS2 on many projects with positive results. The firm has not performed any prior work for the Village of Mount Prospect. However, staff has concluded that the firm is well qualified to perform the proposed work at their submitted bid price. It is recommended that a 10% contingency be included in the project award to allow for quantity variances and unanticipate conflicts. For this project, a 10% contingency added to the lowest base bid would result in a total contract award o $259,600.00. (Base Bid: $236,000 + Contingency: $23,600 = Total Recommended Award: $259,600). )1 1. Accept bid from C. Acitelli Heating & Piping in the amount of $259,60 2. Action at discretion of Village Board. I Staff Recommendation https://www.boarddocs.com/il/vomp/Board.nsf/Public 9/25/2018 Heating Total Bid Units) (Base Bid Alternate bid C. Acitelli Heating & Piping $236f000 $136f000 $372f000 Contractors, Inc. Amber Mechanical Contractors, $298f3OO 14 ,000 $446f300 Inc. F.E. Moran, $298f6OO $143f500 $442,100 Inc. RI OImes Company $335,666 $129,140 $464, 06 Air Con Refrigeration $337,103 $147f807 $484,910 Oak Brook Mechanical $363f400 $158f400 $521f800 Services, Inc. � 11101 �Jqgiig;i� a :�II , I III, 1 111•, � 11 1 10 L q 11! I I I 9 " - 'I.11 11 11, TO ro 11WO Is - T 0 I 111mat I FT -1 to Page 2 of 3 All bidders submitted a cost for the replacement of four (4) roof top units (base bid) and a cost to replace the boiler (alternatc bid). The total cost of the base bid and alternate bid exceeds the amount of funds available for the project. Review of the bids reveals that the costs for base bid work (roof top units) are consistent with the engineer's estimate of probable cost ($295,000). However, the costs submitted for the alternate bid (boiler) significantly exceed the engineer's estimate ($75,000). Due to thc substantial negative variance between the estimate and the lowest cost bid ($136,000) for this work, staff recommends awarding a contract solely for base bid work. a, Staff and CS2 Design will re-examine the bid specifications and scope of the alternate work (boiler) to identify and mitigate thC cause(s) for the negative variance. Subsequently, the work will be budgeted and re -bid at a later date. C. Acitelli Heating & Piping Contractors, Inc. (Acitelli) of Villa P. IL submitted the lowest cost bid. Staff andCS2 confirmeI Acitelli Heating & Piping"s response was inclusive of all bid requirements and the contractor has shown a good understanding o the project. ) Staff has contacted all references provided by C. Acitelli Heating & Piping. All responses were positive. Furthermore, Acitelli Heating & Piping has worked with CS2 on many projects with positive results. The firm has not performed any prior work for the Village of Mount Prospect. However, staff has concluded that the firm is well qualified to perform the proposed work at their submitted bid price. It is recommended that a 10% contingency be included in the project award to allow for quantity variances and unanticipate conflicts. For this project, a 10% contingency added to the lowest base bid would result in a total contract award o $259,600.00. (Base Bid: $236,000 + Contingency: $23,600 = Total Recommended Award: $259,600). )1 1. Accept bid from C. Acitelli Heating & Piping in the amount of $259,60 2. Action at discretion of Village Board. I Staff Recommendation https://www.boarddocs.com/il/vomp/Board.nsf/Public 9/25/2018 BoardDocs® Pro Page 3 of 3 Staff recommends that the Village Board accept the bid from C. Acitelli Heating & Piping Contractors, Inc. of Villa Park, IL to construct the 2018 Public Works HVAC Replacement Project in an amount not to exceed $259,600. 20"1.8 1 --NAC VvoIII III(2�Z�KS AC�l.� '�[��'�'�"��'�'�'��.�.�.�.�.��.�.�.�.�.��-�[ df ,34-9 IIS III,,,) 20"1.8 1 --NAC VvoIII II III,,, ,IIS III,,, III III........... ,IIS III ,IIS '''' III ,IIS IIS tf (`.',1�1408 K[:.13) ��:.)Vv ��ZOO�f 1 q�- Uni�-�--s JI�- g (507 K[:.3) 1,, -)VV 1-----1VACSI�-)e(',. i -a w i in g s (3 4 9 6 K [:.13) Administrative Content Executive Content Motion & Voting Accept the bid from C. Acitelli Heating & Piping Contractors, Inc. of Villa Park, IL to construct the 2018 Public Works HVAC Replacement Project in an amount not to exceed $259,600. Motion by Michael Zadel, second by Colleen Saccotelli. Final Resolution: Motion Carries Yea: William Grossi, Eleni Hatzis, Colleen Saccotelli, Michael Zad) https://www.boarddocs.com/il/vomp/Board.nsf/Public 9/25/2018