HomeMy WebLinkAbout8.1 Authorization for the Village Manager to amend the Construction Management Contract for new Fire HQ4/10/2019 BoardDocs® Pro
Agenda Item Details
Meeting Apr 03, 2019 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
- REVISED
Category 8. VILLAGE MANAGER'S REPORT
Subject 8.1 Authorization for the Village Manager to amend the Construction Management contract
with Nicholas and Associates to include a guaranteed maximum price of $7,958,000 for the
new Fire Headquarters to be located at 111 E. Rand Road
Access Public
Type Action
Preferred Date Apr 03, 2019
Absolute Date Apr 03, 2019
Fiscal Impact Yes
Dollar Amount 7,958,000.00
Budgeted Yes
Budget Source Fire Headquarters Capital Account
Recommended Action Authorization for the Village Manager to amend the Construction Management contract with
Nicholas and Associates to include a guaranteed maximum price of $7,958,000 for the new
Fire Headquarters to be located at 111 E. Rand Road
Public Content
Information
On May 15, 2018, the Village Board authorized the purchase of 111 E. Rand Road for the adaptive reuse as the new
Fire Headquarters and Station 13. Then on July 17, 2018, Williams Architects and Nicholas and Associates were hired
to design and construct the project. The first authorized construction budget by the Village Board was $7,478,000,
with an overall project budget of $10,378,000. As the design team worked through layout options with staff, a
building addition to the Apparatus bay was approved by the Board on September 11, 2018 at a cost of $300,000,
raising the approved construction budget to $7,778,000. However, due to land acquisition costs being lower than
budgeted, this $300,000 construction cost increase had a zero impact to the overall project budget, which remained
at $10,378,000 including land acquisition, FFE (fixtures, furnishings, and equipment)/by owner costs, and design and
other soft costs.
Moving through schematic design and into design development drawings provided for a projected construction budget
that grew to $8,211,117. The final update to the construction budget at 80% Construction Document completion
included an anticipated construction budget of $8,311,193 which pushed the overall project budget to $10,911,193,
or about $533,000 over budget. The savings from the architectural fee and other soft cost savings of $200,000
reduced the anticipated budget shortfall to $333,000, with an overall anticipated construction budget of $10,711,193.
This increased amount can be attributed to a number of additional scope items now included in the project budget,
including:
• The addition of a seventh bay within the same apparatus footprint,
• Additional site work not anticipated due to utility connections on site,
• Additional radiant slab heating,
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• Additional interior details such as full height tile walls in the bathrooms and some glass replacement not
anticipated in initial budgeting.
The Village in conjunction with the Fire HQ construction manager, Nicholas and Associates, advertised 22 bid
packageson February 22, 2019 in order get a final cost of the new Fire HQ. Those bids were accepted and opened at
the Village Hall on March 15, 2019. A total of 86 companies responded to the request for bids, which results in an
average of 3.9 bidders per package. Staff is encouraged with the results of the bid opening, as the bids came in below
the estimated budget.
The final guaranteed maximum price (GMP) as offered by Nicholas and Associates for the Fire Headquarters is
$7,958,000, which includes a project contingency of $508,500. This provides for an overall project budget of
$10,357,890. This GMP is under the initial project budget by approximately $20,000. This GMP includes all of the
additional scopes of work mentioned previously, and outlined below:
• Decorative fencing instead of vinyl coated chain link fencing
• Stainless steel counters in the kitchen
• Epoxy coating in apparatus bay to match the coating at Public Works and the new Police HQ
• A full building lightning protection system
• 100% acoustical panel coverage on the apparatus bay ceiling
• Full height ceramic tile in bathrooms
• Monument signs at both entrances
• Additional under slab radiant heat in apparatus bay
• Replacement of the existing sanitary and storm pumps in the lower level of the building
It is clear that the efforts of the Construction Manager, Architects, and Village Staff to control the overall costs of this
project have paid off. The Fire Headquarters will reflect all the needs and requests of the Fire Staff and the needs for
the long term maintenance of the building by Public Works, all within the original overall project budget parameters.
As previously noted, the new project budget is more than $20,000 under the original as proposed in early 2018, prior
to the start of design. As a reminder, the contingencies outlined in the overall project GMP are fully refundable to the
Village in case they are not used. Therefore, the potential exists to be even further under budget at the end of the
construction process.
Alternatives
1. Motion to authorize the Village Manager to amend the Construction Management contract with Nicholas and
Associates to include a guaranteed maximum price of $7,958,000 for the new Fire Headquarters to be located at 111
E. Rand Road.
2. Action at discretion of Village Board.
Staff Recommendation
As the project includes additional services and is still under the original project total budget, staff recommends
approval of a motion to authorize the Village Manager to amend the Construction Management contract with Nicholas
and Associates to include a guaranteed maximum price of $7,958,000 for the new Fire Headquarters to be located at
111 E. Rand Road.
Administrative Content
Executive Content
Motion & Voting
Authorization for the Village Manager to amend the Construction Management contract with Nicholas and Associates
to include a guaranteed maximum price of $7,958,000 for the new Fire Headquarters to be located at 111 E. Rand
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Motion by Michael Zadel, second by Richard Rogers.
Final Resolution: Motion Carries
Yea: William Grossi, Eleni Hatzis, Paul Hoefert, Richard Rogers, Colleen Saccotelli, Michael Zadel
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Village of Mount Prospect
Community Development Department
MEMORANDUM
TO: MICHAEL CASSADY, VILLAGE MANAGER
CC: NELLIE BECKNER, ASSISTANT VILLAGE MANAGER
FROM: MARK RYSAVY, DD BUILDING & INSPECTION SERVICES
DATE: MARCH 26, 2019
SUBJECT: FIRE HEADQUARTERS GUARANTEED MAXIMUM PRICE
Prospect
On May 15, 2018 the Village Board authorized the purchase of 111 E. Rand Road for the adaptive reuse
as the new Fire Headquarters and Station 13. Then on July 17, 2018, Williams Architects and Nicholas
and Associates were hired to design and construct the project. The first authorized construction budget
by the Village Board was $7,478,000 with an overall project budget of $10,378,000. As the design team
worked through layout options with the staff, a building addition to the Apparatus bay was approved by
the Board on September 11, 2018 at a cost of $300,000 raising the approved construction budget to
$7,778,000. However, due to land acquisition costs being lower than budgeted, this $300,000 construction
cost increase had a zero impact to the overall project budget, which remained at $10,378,000 including
land acquisition, FFE/by owner costs, and design and other soft costs.
Moving through schematic design and into design development drawings provided for a projected
construction budget that grew to $8,211,117. The final update to the construction budget at 80%
Construction Document completion included an anticipated construction budget of $8,311,193 which
pushed the overall project budget $10,911,193 or about $533,000 over budget. The savings from the
architectural fee and other soft cost savings of $200,000 reduced the anticipated budget shortfall to
$333,000 with an overall anticipated construction budget of $10,711,193.
This increased amount can be attributed to a number of additional scope items now included in the project
budget including the addition of a seventh bay within the same apparatus footprint, some additional site
work not anticipated due to utility connections on site, additional radiant slab heating, some interior details
like full height tile walls in the bathrooms, and some glass replacement not anticipated in initial budgeting.
Anticipating positive bid results staff proceeded with the project bidding, and on February 22, 2019 the
Village, in conjunction with the Fire HQ construction manager, Nicholas and Associates, advertised 22
bid packages in order get a final cost of the new Fire HQ. Those bids were accepted at the Village Hall
on March 15, 2019 and were opened over the afternoon. The bid packages were as follows:
001 Demolition and Abatement
002 Earthwork
003 Site Utilities
004 Fencing and Gates
Page 2
005 Concrete
006 Asphalt Paving
007 Masonry
008 Steel
009 Roofing
010 Aluminum and Glazing
011 Overhead Doors
012 Doors, Frames, and Hardware
013 General Trades
014 Framing and Drywall
015 Flooring and Tile
016 Acoustical Ceilings
017 Paints and Coatings
018 Elevator
019 Fire Suppression
020 Plumbing
021 HVAC
022 Electrical
86 companies responded overall to the request for bids, which gave us an average of 3.9 bidders per
package. When compiling all the bids for each package, staff is encouraged with the results as the bids
came in below the estimated budget. The final guaranteed maximum price (GMP) as offered by Nicholas
and Associates for the Police Headquarters is $7,958,000 which includes a project contingency of
$508,500. This provides for an overall project budget of $10,357,890. This GMP includes all of the
additional scopes of work mentioned previously, but outlined below:
Decorative fencing instead of vinyl coated chain link fencing
Stainless steel counters in the kitchen
Epoxy coating in apparatus bay to match the coating at public works and the new Police HQ
• A full building lightning protection system
• 100% acoustical panel coverage on the apparatus bay ceiling
Full height ceramic tile in bathrooms
Monument signs at both entrances
Additional under slab radiant heat in apparatus bay
Replacement of the existing sanitary and storm pumps in the lower level of the building
A detailed construction budget breakdown is provided as an attachment to this memo, but a summary of
the project costs from initial budget presentation to the final GMP and budget is below:
Page 3
It is clear that the efforts of the Construction Manager, Architects, and Village Staff to control the overall
costs of this project have paid off. The Fire Headquarters will reflect all the needs and requests of the Fire
Staff and the needs for the long term maintenance of the building by Public Works, all within the original
overall project budget parameters. In fact, the new project budget is more than $20,000 under the original
as proposed in early 2018 prior to the design even beginning. As a reminder the contingencies outlined
in the overall project GMP are fully refundable to the Village in case they are not used. So the potential
exists to be even further under budget at the end of the construction process.
At the Village Board meeting on April 4, 2019 staff will be requesting for the Board to authorize the
Village Manager to modify the contract for Construction Management services with Nicholas and
Associates to include the GMP of $7,958,000.
111 E. Rand Road - New Fire HQ
Original Budget- Amended
GMP Costs
Construction Cost
$7,277,000.00
$7,149,500.00
add'I costs for app bay
$300,000.00
$300,000.00
project contingency
$201,000.00
$508,500.00
FFE/ By Owner Costs
$350,000.00
$350,000.00
Design Fees & Soft
Costs
$750,000.00
Architect Base
$498,000.00
Architect Interior
$16,500.00
Architect Reimb.
$10,000.00
Furniture Design
$18,200.00
site borings
$7,190.00
Total Cost Without
Land
$8,878,000.00
$8,857,890.00
Land Acquisition
$1,500,000
$1,500,000.00
Total Project Cost
$10,378,000.00
$10,357,890.00
It is clear that the efforts of the Construction Manager, Architects, and Village Staff to control the overall
costs of this project have paid off. The Fire Headquarters will reflect all the needs and requests of the Fire
Staff and the needs for the long term maintenance of the building by Public Works, all within the original
overall project budget parameters. In fact, the new project budget is more than $20,000 under the original
as proposed in early 2018 prior to the design even beginning. As a reminder the contingencies outlined
in the overall project GMP are fully refundable to the Village in case they are not used. So the potential
exists to be even further under budget at the end of the construction process.
At the Village Board meeting on April 4, 2019 staff will be requesting for the Board to authorize the
Village Manager to modify the contract for Construction Management services with Nicholas and
Associates to include the GMP of $7,958,000.
..- . • ..- - Station No. 13JA
• Attachment
BP #
Description (30,600 SF)
$/SF
TOTAL
Allowance Included
001
Demolition & Abatement
7.00
$214,125
$15,000
002
Earthwork
13.21
$404,100
$100,000
003
Site Utilities
4.68
$143,153
$15,000
004
Fencing & Gates
4.83
$147,850
$5,000
005
Concrete
18.45
$564,700
$20,000
006
Asphalt Paving
1.91
$58,493
$15,000
007
Masonry
14.11
$431,900
$20,000
008
Steel
7.97
$243,800
$10,500
009
Roofing
11.00
$336,670
$20,000
010
Aluminum & Glazing
5.11
$156,500
$20,000
011
Overhead Doors
1.63
$49,900
$3,000
012
Doors, Frames & Hardware
3.64
$111,270
$15,000
013
General Trades
15.03
$459,800
$60,000
014
Framing & Drywall
12.47
$381,625
$20,000
015
Flooring & Tile
13.74
$420,349
$15,000
016
Acoustical Ceilings
4.72
$144,528
$10,000
017
Paints & Coatings
5.62
$172,000
$10,000
018
Elevator
3.10
$95,000
$5,000
019
Fire Suppression
3.29
$100,756
$10,000
020
Plumbing
18.62
$569,900
$40,000
021
HVAC
24.97
$763,965
$40,000
022
Electrical
37.71
$1,154,040
$40,000
Landscaping Allowance
2.45
$75,000
Lockers & Benches
2.61
$80,000
Window Treatments
0.33
$10,000
Flagpoles
0.23
$7,142
Signage & Plaques Allowance
2.12
$65,000
Pre-emptive Control on Main Street Allowance
1.63
$50,000
Total Hard Costs
Contingency / Allowances
Insurance
Bond Premium
General Conditions
Construction Fee
$7,411,566
Included in Bid Packages
Included in Fee
1.82 $55,587
8.77 $268,500
7.27 $222,347
Total Construction Costs 260.07 $7,958,000
$508,500