HomeMy WebLinkAbout07/16/2019 Bid Result - Edwin and Elsie (Meyn) Busse Park 7/17/2019 BoardDocs®Pro
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Agenda Item Details
Meeting Jul 16, 2019 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
Category 8. VILLAGE MANAGER'S REPORT
Subject 8.2 Motion to accept bid for Edwin and Elsie (Meyn) Busse Park construction in an amount
not to exceed $537,153.27.
Access Public
Type Action
Preferred Date Jul 16, 2019
Absolute Date Jul 16, 2019
Fiscal Impact Yes
Dollar Amount 537,153.27
Budgeted Yes
Budget Source Prospect and Main TIF
Recommended Action Accept the lowest cost, responsive bid for the construction of Edwin and Elsie (Meyn) Busse
Park from Clauss Brothers, Inc. for the Base Bid and Alternative #1 in an amount not to
exceed $537,153.27.
Goals 24. Downtown Splash Pad
Public Content
History
The purchase of 19 and 21 S. Emerson Street from the Busse family was authorized in April of last year to allow for
the construction of a new park. The properties were sold under the condition that the future park be named "Edwin
and Elsie (Meyn) Busse Park" and that a permanent bench or plaque in honor of Wallace E. Busse and Marion Busse
be placed in the park. The existing homes were demolished, back filled, and restored to grass in July of 2018 and the
public engagement process began at the Downtown Mount Prospect Block Party and Talk and Chalk events.
Design Firm Selection
Staff sought proposals from private design firms in the summer of 2018 after closing on the properties and assuming
ownership. The Village wanted to ensure that the design process would be public in nature and that holding several
meetings and opportunities for public engagement was integral to the success of this project. Staff sought a design
firm that would lead a highly collaborative design process and after reviewing the proposals, staff selected three firms
to interview for the project. The Village ultimately selected Altamanu, Inc. to conduct the public engagement and
design process after interviewing the three finalists.
Public Engagement
Public involvement was a focus of this project. The following table lists the public engagement activities held for this
project and their outcomes.
Talk and Chalk - Gathered input on potential park amenities. Most requested were a splash pad, benches, and a
flexible entertainment space.
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Downtown Block Party_ - Gathered input on desired park amenities. Most requested were a water feature, outdoor
lighting, versatility, and to provide seating in the park.
Stakeholder Meetings - Altamanu, Inc. met with four stakeholder parties determined by staff. These groups
recommended that the park be flexible in nature, but that the privacy of adjacent residents be respected. Also
requested was that the park be programmable and enhance current downtown activities.
Public Charrette #1 - Altamanu, Inc. provided handouts, surveys, and design precedents to gather input on basic park
design and amenities to be included in the park. Strongly supported items included seat walls, traditional benches,
festoon (cafe) lighting, a large space to hold events, a pavilion, the use of concrete and pavers, and for a unique
feature to be located in the park.
Public Charrette #2 - Altamanu Inc. presented an overview of survey results, design precedent preferences, and put
forward two park design schemes for public comment. One of the schemes utilized a series of circles to shape the
park with a pavilion located near Emerson Street while the other used tangential shapes and located the proposed
pavilion on the interior of the park.
Surveys - Two online surveys were conducted which garnered responses from more than two hundred (200) people.
Survey respondents indicated that they would most likely use the park on the weekend in the late afternoon.
Recreation space that could accommodate outdoor dining was highly desired, while community gardening and public
workspace was not supported. Creating a pavilion or entertainment space was highly requested.
Committee of the Whole Meeting - Staff presented the two park designs to the Village Board for their consideration
and input at the November 27, 2018 Committee of the Whole Meeting. Staff was instructed to move forward with the
tangential shape scheme and to move forward to construction drawings with the proposed pavilion and water feature
as alternates to obtain cost estimates to construct these individual amenities.
Bid Results
On June 25, 2019, bids were publicly opened and read aloud as required by Village Code. Five (5) bids were
submitted. Staff followed the bid opening with supplemental questions and clarifications to ensure that bidders
provided accurate numbers. Only three (3) of the original five (5) bidders submitted this additional information. The
results are as follows:
Alternate Alternate Recommended
Contractor Base Bid #1 #2 Total
(pavilion) (fountain) (Base Bid + Alt.
1)
................................................................................................................................................................................................................................................................................................................................................................................................
Clauss Brothers, Inc. $457,883.82$30,429.45 $130,484.25$488,313.27
................................................................................................................................................................................................................................................................................................................................................................................................
Landworks Ltd. $467,651.66. . . . .............. . .. . ... $56,472.30.....$..3..5......,...6.....6......5..........0......0............$......5......2.....4.......,....1.....2......3..........9......6
MartamConstruct1on,$477,988.00$49,856.00 No Bid $527,844.00
Inc. .....
..................................
All bids were reviewed to ensure that the documents had the requisite signatures and appropriate bid security. All
bidders properly submitted required documents, security, and signatures.
Discussion
The lowest-cost, responsive bidder is Clauss Brothers, Inc. of Elgin, Illinois. Clauss Brothers had an initial base bid of
$447,323.32. They revised their base bid price to $457,883.82 after learning the project did not allow for any seed
and blanket, instead requiring sod for the entirety of the park. Their bid price still represents the low bid for the base
park construction, as shown in the table above. Clauss Brothers has not performed work for the Village in the past.
However, the firm provided an extensive list of completed contracts that are similar to this proposed project's scope of
work. Staff reached out to several references. All indicated that Clauss Brothers performed quality work, completed
tasks on schedule, and completed work under budget. Altamanu, Inc. has worked with Clauss Brothers in the past
and has submitted a bid response letter which recommends Clauss Brothers as the preferred contractor for this
project.
Staff recommends that the pavilion (Alternative #1) be included in the accepted bid. Including Alternative #1 in the
park construction still keeps the overall project cost within the total budget of $675,000, and does not put the
construction at risk of running over budget. Further, it will be of great value to the public space and create a gathering
place for park users for years to come. Staff is not recommending pursuing a water feature (Alternative #2) at this
time due to the Illinois Department of Public Health (IDPH) regulations related to water features, which would require
washrooms and showers be present on site. The variation process through IDPH could take anywhere from 4 to 12
weeks and puts the completion of the project by the end of this year at risk. Staff recommends that any water
feature be installed at a later date.
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Staff recommends that the project award include the base bid and Alternative #1 ((Base Bid) $457,883.82 +
(Alternate #1 - pavilion) $30,429.45 = $488,313.27). Staff is also requesting a 10% contingency ($48,840.00) to
address any unforeseen issues or quantity variances should they arise. The total recommended project award is
$537,153.27 ($488,313.27 + 10% contingency of $48,840.00). If approved, project construction would start on
Wednesday, July 31, 2019 and be completed by no later than November 27th of this year.
Alternatives
1. Accept the lowest cost, responsive bid for the construction of Edwin and Elsie (Meyn) Busse Park from Clauss
Brothers, Inc. for the Base Bid and Alternative #1 in an amount not to exceed $537,153.27.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board accept the lowest-cost, responsive bid for the Edwin and Elsie (Meyn) Busse
Park as submitted by Clauss Brothers, Inc. of Elgin, Illinois in an amount not to exceed $537,153.27.
Altamanu Bid Response Letter.pdf (160 KB) Bid Package.pdf (22,850 KB)
Bid Documents.pdf (1,922 KB) Busse Pocket Park Plans in Bid Package.pdf (19,062 KB)
Administrative Content
Executive Content
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