HomeMy WebLinkAbout5.2 Motion to accept proposal for for design and construction management services for Public Works HVAC replacement not to exceed $33,550.1/20/2021 BoardDocs® Pro
Agenda Item Details
Meeting Jul 101 2018 - SPECIAL MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - 7:00 p.m.
LC�ategory 5. CONSENT AGENDA
f�
Qubject 5.2 Motion to accept proposal for for design and construction management services for Publi
Works HVAC replacement not to exceed $33,550. 1
r,irwv-=- 11110101
Type Action (Consent)
Preferred Date Jul 10, 201�,:o
Absolute Date Jul 101 2014V,,
Fiscal Impact Yes
Dollar Amount 33,550.04
Budgeted Yes
Budget Source Capital Improvement Fund
Recommended Action Accept 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
"= 11714 1s] 0
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.
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 bid
documents and design specifications, conduct a pre-bid walkthrough with interested bidders, review submitted bids and
to oversee the construction per their design.
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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:
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. performed exceptionally well . • understand performance exI' . •
copy of CS2's proposal is attached.
Each Firm was asked to submit a cost proposal as well. The table below summarizes staff"s analysis of costs.
• •
Design Group
Hennessy
'• 'II
Baxter Woodman
Design Group of •ve Village,, Illinois! • the lowest• proposal of $30,500. St. .s evaluated tht
proposals received and has determined that the CS2 Design Group has demonstrated a good understanding of the
proposed • • Additionally, . demonstrated sufficient staff. • resources forproject design . • construction
oversight of • ' • 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
Accept i n Group's r I to providedesign and construction observation for the Public Works
replacement rj c.
2. Action discretion of VillageBoard.
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
Mt. Prospect CS2 Proposal PW - RTU Boiler.
PW HVAC Replacement RFP.pdf (23 KB) .® .®
.® .® .®
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Total Points
CS2 Design
• p
Syska/Hennessy
Baxter &Woodman
ExperienceBackground
• •
Ell
Work Effort
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. performed exceptionally well . • understand performance exI' . •
copy of CS2's proposal is attached.
Each Firm was asked to submit a cost proposal as well. The table below summarizes staff"s analysis of costs.
• •
Design Group
Hennessy
'• 'II
Baxter Woodman
Design Group of •ve Village,, Illinois! • the lowest• proposal of $30,500. St. .s evaluated tht
proposals received and has determined that the CS2 Design Group has demonstrated a good understanding of the
proposed • • Additionally, . demonstrated sufficient staff. • resources forproject design . • construction
oversight of • ' • 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
Accept i n Group's r I to providedesign and construction observation for the Public Works
replacement rj c.
2. Action discretion of VillageBoard.
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
Mt. Prospect CS2 Proposal PW - RTU Boiler.
PW HVAC Replacement RFP.pdf (23 KB) .® .®
.® .® .®
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Administrative Content
Executive Content
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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
Motion by Michael Zadel., second by Richard Rogers.
Final Resolution: Motion Carries
Yea: William Grossi, Paul Hoefertf Richard Rogers,, Colleen Saccotelli, Michael Zadel
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Director
Sean P. Dorsey
Date: January 29, 2018
Mourit'Ptospect
Mount Prospect Public Works Department
1700 W. Central Road, Mount Prospect, Illinois 60056-2229
Request for Proposal
From: Paul Fahey
Village of Mount Prospect Public Works Department
RE: Request for Proposal
RTU Replacement Mount Prospect Public Works Department
Deputy Director
Jason H. Leib
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(a-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
IL Mourit'Ptospect
Director
Sean P. Dorsey
Mount Prospect Public Works Department
1700 W. Central Road, Mount Prospect, Illinois 60056-2229
Scope of Work to be included in Request for Proposal
Deputy Director
Jason H. Leib
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
mourlt'ptospw
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
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
1111111111111112 illl
M r. Pau I Fahey
Mt. Prospect Public Works Department
1700 W. Central Road
Mt. Prospect, IL 60056
Re: Engineering Proposal
RTU & Boiler Replacement 2018
Mt. Prospect Public Works Department
Mt. Prospect, IL
Dear Mr. Fahey:
February 12, 2018
We appreciate the opportunity and are pleased to present the following engineering
proposal on the above referenced project. We understand the project to be a replacement
of four (4) rooftop units with duct distribution for units 8 & 9, and replacement of a boiler
system/heating plant. Per our meeting and the information we received from you, we
anticipate our scope of services to be as follows:
I. Scope of Work
A. HVAC:
1. Design replacement of heating and ventilating system described above.
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.
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Page 2
Engineering Proposal
RTU & Boiler Replacement 2018
Mt. Prospect Public Works Department
Mt. Prospect, IL
II. 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.
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.
E. Additional Services:
1. Any other scope of work not specifically identified in Section I. or design
services not specifically identified in Section II. as being provided by CS2
Design Group shall be considered Additional Services.
Page 3
Engineering Proposal
RTU & Boiler Replacement 2018
Mt. Prospect Public Works Department
Mt. Prospect, IL
III. Compensation
A. Basic Service Fee:
1. CS2 Design Group will provide all services in Section II. for scope of work
listed in Section I. for a lump sum of Twenty -Nine Thousand Five Hundred
Dollars ($29,500.00).
B. Reimbursable Expenses:
1. All reimbursable expenses will be billed at 100% of our direct cost or at fair
market price if performed in house.
2. Plotting and printing:
a. CS2 Design Group will pay for the following:
(1) All drawing plotting and drawing/specification printing costs for our in-
house use.
b. Reimbursable expenses will include the following:
(1) All drawing printing costs other than for our in-house use.
3. All expenses associated with delivery of review and final documents beyond
normal First Class US Mail will be a reimbursable expense.
C. Additional Services:
1. All Additional Services shall be billed on an hourly basis. Reference "2018
Hourly Billing Rates" schedule attached.
IV. Billing
A. Billing will be made monthly for work performed during the previous month. Bills
will be prepared on a percentage basis of the estimated maximum billable fee for
each phase of the project in accordance with the following schedule.
Phase % of Fee
Cost Esimate/Construction Document Phase 80%
Bidding/Permit Phase 5%
Construction Phase 15%
B. All reimbursable expenses and Additional Services will be billed monthly.
Page 4
Engineering Proposal
RTU & Boiler Replacement 2018
Mt. Prospect Public Works Department
Mt. Prospect, IL
C. Payment for all invoices is due 30 days from the invoice date. All outstanding
invoices will be subject to a 1.5% interest charge per month applied to the total
remaining unpaid balance, including any accrued interest charges.
V. Acceptance of Engineering Proposal
A. This proposal letter, when signed and returned to our office within 60 days of the
date on the first page, constitutes the full agreement between our firms for
engineering services.
B. We have sent this proposal for your review. If you agree with our proposal, please
indicate your acceptance by returning one signed copy to our office. We will assign
a design team to this project and begin work upon its receipt. We thank you for
asking our firm to submit this engineering proposal and we look forward to working
for you on this project.
Sincerely,
CS2 Design Group, LLC
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Steven J. Schafer, P.E., LEED AP
Design Proposal Accepted:
Client Name:
Signature:
Date:
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2018 HOURLY BILLING RATES
CLASSIFICATION
HOURLY RATE
Principal
$190-00
Senior Project Manager
$170.00
Project Manager
$155-00
Project Designer
$125-00
CAD Operator
$100-00
Administrative Assistant
$90-00
The above rates are in effect through December 2018.
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