HomeMy WebLinkAbout9.3 Motion to accept proposal to provide design engineering and construction inspection services for the Village Hall and Public Works facility window replacement project in an amount not to exceed $41,500.Mr�GauC �'d'+rt;�iect
Subject Motion to accept proposal to provide design
engineering and construction inspection services
for (Hall . •PublicWorks facility
window • project in an amountnot •
exceed
Meeting
Fiscal Impact
Dollar Amount
Budget Source
Category
Type
Information
July 19, 2022 - REGULAR MEETING OF THE MOUNT
PROSPECT VILLAGE BOARD -
true
$41,500.00
Capital Improvements Fund
VILLAGE MANAGER'S REPORT
Action Item
A key goal of Mount Prospect's Strategic Plan is to maintain the Village's
infrastructure in a top-quality condition. One of this year's capital improvements is
to remove and replace the windows in both the Village Hall building and the Public
Works facility. The Village Hall windows are original from 2004. The Public Works
facility windows are original to the building, which was constructed in 1987.
In both buildings the windows have met their designed life expectancy. Current
functionality, energy efficiency, and overall condition of these windows warrant
replacement. More specifically, the windows approved in the Village Hall design
were value engineered to meet budget and have never functioned effectively in a
commercial space application. These windows are out of production (and have
been for several years) so parts to repair them are not available. Gaps and sealing
limitations create drafts that render HVAC control difficulties. This dramatically
effects temps in offices, particularly in the winter.
Staff is seeking to enter into a contract with a consulting engineering firm for
1
design engineering and construction inspection
design will replace the existing windows with
improving temperatures in adjacent conditioned
window functionality and overall aesthetics.
1:7 &III ;&-ii 7o7:i a :107 i�y_1 W:T
for this project. The proposed
an energy efficient window
spaces, as well as improving
A request for technical and cost proposals was posted on the Demandstar website.
Two (2) consulting engineering firms responded submitting technical and cost
proposals
The scope of work is defined below:
Design Engineering
• Review available original design and/or as -built documents to become
familiar with the construction of windows and exterior.
• Evaluate applicability of local Energy Code requirements to this project.
• Perform a visual review of the windows from the exterior and interior.
Visually review window perimeter sealant, window operations and window
glazing. Document existing conditions and installation.
• With assistance from a contractor, make an exploratory opening in the
masonry cladding to review how the existing windows are attached to the
building.
• Based on field findings and installation requirements, develop alternative
repair/replacement approaches for the Village's consideration. Such
approaches may include replacing individual glass units only versus replacing
the entire window.
• Prepare plans, specifications, and bid documents necessary to secure
competitive public bids to replace windows in the Village Hall and at the
Public Works facility.
Construction Engineering
2
• Conduct pre -construction meeting
• Review contractor submittals
• Review pay request
• Perform on-site quality assurance
• Prepare a field observation report
• Prepare a photo report
• Conduct periodic progress meeting with Village staff
• Perform a final inspection and prepare "punch list" of item to complete
• Perform final walk through
IRMA1,1*31111
The consulting firm's submitted proposals were reviewed by staff on the basis of
their understanding of our goals and their methodology of the design process.
Both responding firms demonstrated acceptable levels of experience, project
content and staff background expertise. They were rated (with a maximum score
of 100 points) according to these specific categories: company background,
experience, scope of work, schedule, work effort and proposal content. The
rankings are:
Category
Background
Experience
Scope
Schedule
Work effort
Content
Total
Max
Points
20
20
25
15
10
10
100
Firm
Hutchinson Design
Group
20
20
24
12
10
9
95
Hours
Building Technology
Consultants
20
19
22
13
10
10
94
Total Cost Cost/Hour
KI
Hutchinson Design 209 $41,500
Group, LTD
Building Technology 225 $72,000
Consultants
$198.50
$320
Hutchinson Group has a very strong project team with extensive experience
designing building improvement projects. Notably, the Hutchinson Group has
completed similar building improvement projects for the Village including the roof
replacement at the former Police and Fire Headquarters Building and the new roof
on the Public Works facility. Hutchinson's work in each case exceeded
expectations resulting in project completed ahead of schedule and under below
contract award.
Staff has discussed the proposed scope of work with the Hutchinson Group and is
confident the firm has sufficient resources to deliver quality design and
construction oversight in a timely manner and at the cost indicated.
Alternatives
1. Accept proposal from Hutchinson Design Group to provide design engineering
and construction inspection services for the Village Hall and Public Works
Facility Window Replacement Project.
2. Action at the discretion of the Village Board.
Staff Recommendation
Staff recommends that the Village Board accept the proposal from Hutchinson
Design Group, LTD to provide design engineering and construction inspection
services for the Village Hall and Public Works Facility Window Replacement Project
for an amount not to exceed $41,500.
ATTACHMENTS:
070122 Window Replacement Proposal.pdf
4
o,
• Hutchinson Design Group, Ltd. 232 E. Main Street
RoofPoint"" Excellence inDesign Award Recipient Barrinc,Pn, Illinois 60010
July 1, 2021
Mr. Scott Moe
Streets/Buildings Superintendent
Public Works Department
Village of Mount Prospect
1700 West Central Road
Mount Prospect, IL 60056-3218
Re: Village of Mount Prospect
Window Removal and Replacement
Professional Services Offer
Dear Mr. Moe:
847.756.4450v i1i.ilchrsoi)Desictr7
847.756.445'1 't Gl-OLu r.ccrrn
Via E-mail: SMoe@mountprospect.org
The Hutchinson Design Group, Ltd., is pleased to submit this proposal for providing field
investigation, destructive exploration, design, construction document preparation and
bidding assistance for the window removal and replacement work the Village of Mount
Prospect. Our fees are based on the following scope of services:
FIELD INVESTIGATION - DESIGN — CONTRACT DOCUMENTS — BIDDING
• Field verification of the conditions surrounding the windows, interior, and exterior.
• Work with Carmin Construction to remove select windows to ascertain the existing
rough opening conditions; windows to be reinstalled.
o Cost for contractor to do this work is included in our fee.
• Photographically document the existing conditions.
• Determine with the Village of Mount Prospect the requirements of the new
windows.
• Determine and design the required repairs and remediation.
• Prepare construction documents (drawings and specifications).
o Note: An electronic copy of the construction documents shall be provided
to you. If you would like for HDG to have the printing performed, the
cost of printing is exclusive of professional fees and will be a direct
reimbursable.
• Assist in the solicitation of bidders.
6
July 1, 2022
Village of Mount Prospect
Window Removal and Replacement
Design through Bidding
Professional Service Offer
Page 4 (?f'4
• Attend and conduct pre-bid meeting.
• Answer any questions during the bidding period.
• Review bids and provide recommendation.
• Prepare AIA° A101TM - 2017 Standard Form of Agreement Between Owner and
Contractor.
CONSTRUCTION ADMINISTRATION
• Conduct pre -construction meeting; issue meeting minutes.
• Review Contractor Submittals: Review performed by registered architect, stamp
and indicate action required, and return to contractor via FedEx or e-mails
depending on submittal size.
• Review pay requests; issue certification of same.
• Perform on-site quality assurance observations during construction noting work in
progress, materials in use, weather, crew forces on-site, observations made, and
items to follow up on; photograph work in place.
o Prepare a Field Observation Report.
■ Written Report to include:
• Project Name, Date, Time, Weather, Observer, Persons
on-site.
• General Observations of Work in Progress.
• General Observations of all Work.
• Items to Verify from date of observation, as well as
verification of previous Items to Verify.
• Information of Directives Given.
o Photo Report to include:
■ Photos with captions coordinated with written report.
• Hold periodic progress meetings with Village of Mount Prospect representative
and Contractor; prepare and distribute meeting minutes.
• Answer questions from the field.
• Perform a final inspection and prepare a `punch list' of items to complete.
• Perform final walk through.
Ro'OFF'ONT' Hutchinson Design Group, Ltd.
Leadership for our Future
7
July 1, 2022
Village of Mount Prospect
Window Removal and Replacement
Design through Bidding
Professional Service Offer
Page 4 (?f'4
• Review all warranty submissions for correctness and issue Closeout Letter to
Village of Mount Prospect listing all warranties and guarantees, date of
commencement and years under warranty. Copy contractor on same.
We propose to provide all these services for the lump sum fee of..............$41,500.00
The attendance at board meeting(s), investigation of unknown conditions that result in
change order preparation and/or clarifying sketches are considered an additional service
and professional services in regard to these and other services not delineated under
`Scope of Services' would be invoiced on a time and material basis. I look forward to
working with you on this project and in the successful completion of the work.
The attached Terms and Conditions are made a part of this offer.
If this offer is acceptable to you, please return a signed copy to Hutchinson Design
Group, Ltd., via mail, fax or e-mail.
Thank you for the opportunity to provide this proposal. We look forward to assisting you
on this Project. If you have any questions, please do not hesitate to contact me.
Sincerely,
DigO,l Sig—rure
Thomas W. Hutchinson, AIA, CSI, Fellow-IIBEC, RRC
Principal, Hutchinson Design Group, Ltd.
Attachments: Terms and Conditions
RoOFF'ONT' Hutchinson Design Group, LtdExcel le ncc,Resilience Buffifing.
In
Leadership for our Future
0
July 1, 2022
Village of Mount Prospect
Window Removal and Replacement
Design through Bidding
Professional Service Offer
Page 4 of 4
ACCEPTANCE
To accept this Proposal as written, please execute by signing below and return a copy via
e-mail, fax, or regular mail for countersigning by HDG. A fully executed copy will be
returned to the Client.
This Proposal shall become an Agreement only after execution by both parties.
By execution with signature below, Client indicated that they have read, understood and
agrees with terms of this Proposal in its entirety, and has the authority to enter into this
Agreement on behalf of the Client.
We accept this Professional Services Offer
along with the attached Terms and
Conditions:
Company:
Signature:
Name (Print):
Title:
Date:
Phone:
Fax:
Email:
Billing Address:
Company: Hutchinson Design Group, Ltd.
Signature:
Name (Print):
Title:
Date:
RoOFF'ONT' Hutchinson Design Group, Ltd.
Leadership for our Future
0
o,
• Hutchinson Design Group, Ltd. 232 E. Main Street 847.756.4450 v i1i.ilch rsoi)Desictr7
RoofPoint'"" Excellence inDesign Award Recipient Barrhnt.Pn, Illinois 60010 847.75Q3).4451 t carrarup.ccrrn
Terms and Conditions
Village of Mount Prospect
Window Removal and Replacement
July 1, 2022
1. Parties: The Parties are Hutchinson Design Group, Ltd., an Illinois corporation,
and Village of Mount Prospect, a , is referred
to herein as "Client."
2. Invoicing and Payment: Invoices shall be rendered monthly pertaining to
services performed and expenses incurred. Client shall make full payment within
30 days of delivery of the invoice unless other terms are specifically agreed to in
writing between Hutchinson Design Group, Ltd. and Client. Invoices shall be
deemed delivered when mailed.
3. Interest and Unpaid Balance Due: If any amount is not paid to Hutchinson
Design Group, Ltd. when due, the unpaid amount shall accrue interest from the
due date thereof at the rate of one and one-half percent (1.5%) per month until
paid. Interest on the unpaid amount shall be payable upon demand.
4. Attorney Fees and Collection Costs: In the event it becomes necessary for
Hutchinson Design Group, Ltd. to refer any unpaid amount to an attorney for
collection, then in addition to any other amount due hereunder to Hutchinson
Design Group, Ltd., Client shall be liable to Hutchinson Design Group, Ltd., for
all of Hutchinson Design Group, Ltd.'s costs of collection, which includes
reasonable attorney fees, paralegal fees, court costs and other costs of litigation
including, but not limited to, court reporter fees.
5. Document Ownership: All original calculations, sketches, reports, and
construction document drawings shall remain the property of Hutchinson Design
Group, Ltd. Copyright on all the above-mentioned items is retained permanently
by Hutchinson Design Group, Ltd., unless expressly assigned in writing to Client.
Samples or materials may be disposed of by Hutchinson Design Group, Ltd., after
three calendar months from delivery of any such items to Hutchinson Design
Group, Ltd.
6. Document Coordination: Hutchinson Design Group, Ltd., reserves the right to
withhold documents scheduled for bid/construction release if sufficient design
information from the Client's Architect, required for the production of accurate
bid/construction documents, is not provided to Hutchinson Design Group, Ltd., in
a timely manner. Hutchinson Design Group, Ltd., will not be responsible for
coordination of information not provided to Hutchinson Design Group, Ltd., in a
timely manner.
11 lDt s t d l lEnvelope Desibn
Hutchinson Design Group, Ltd ,
ResWen,!!v Building
Leadership for our Future
10
July 1, 2022
Village of Mount Prospect
Window Removal and Replacement
Design through Bidding
Terms and Conditions
Page 2 (?f'2
7. Conditions and Obligations: Hutchinson Design Group, Ltd., will exercise all
reasonable skill, care and diligence in the provision of services and shall act in
good faith but accepts no liability for any damages that exceed the fees that have
been paid for our services.
8. Indemnification: Hutchinson Design Group, Ltd., and its consultants shall be
contractually indemnified by any and all Contractors performing work as a result
from this agreement and shall be named as an additional insured under the
Contractor's general liability policy and any other relevant insurance policies for
which a roof consultant may be named as an additional insured.
9. Termination: This agreement may be terminated at any time by either Party
delivering written notice to the other Party. Upon termination, Hutchinson
Design Group, Ltd., shall invoice Client for any remaining fees and expenses and
Client shall pay such invoice within 30 days from the delivery of the invoice.
RoOFF'ONT' Hutchinson Design Group, Ltd.
Leadership for our Future
11
MAYOR
Pau|YVm. Hoe[crt
TRUSTEES
AgosbnoS, Fi|ippnne
TeniGe�ns
]nhnl Mntuszak
Peggy pissunock
Richard F, Rogers
Colleen E, Saccolelli
DATE: ]une16,2O22
VILLAGE MANAGER
M|chudl CossaUy
DIRECTOR OF PUBLIC WORKS
ScanDoozy
Phone�B«7/O/O-564O
Fax: 847/253-937/
wwwmounLpmxpccLnrg
Village of Mount Prospect
Public Works
1700 W, Central Road, MuuntProspect, IUinois 60056
FROM� Scott Moe, Streets/Buildings
Superintendent
Village ofMount Prospect
Public Works Department
RE� Request for Proposals
Window Replacement Project
Village Hall, 5OSEmerson &PubUc
Works Facility, l7OOVVCentral
Your firm is invited to submit a Technical Propusu/ and Cost Proposal to become eligible for a possible
interview for engineering sen/ices for the Window replacement project at the Village Hall Building and
the Public Works Facility,
Attached tothis memo are:
1. A list of materials and information that should be included with your Technical Proposal and Cost
Proposal (Exhibit A),
2� A general definition of the scope of work and requirements for your submittal (Exhibit B).
I The evaluation process and tentative schedule (Exhibit Q.
The Village of Mount Prospect appreciates your interest in this pro/ect. Any questions regarding this
RequestforPropusub can be directed to Scott Moe, Streets/Buildings Superintendent with the Village of
Mount Prospect, by phone at D47-87O-564Ooremail at
Your Technical Proposal and Cost Proposal are to be submitted one of the following two ways and received
nolater than S:OOp.m.or) Friday, July 1,2O2Z:
via DernandStar
login orregister at
search for and click on Window Replacement Project follow directions to upload
documents
via Email
send documents tothe attention ofScott Moe, Public Works Streets/Buildings Superintendent, at
withVVindovvReplacement Project inthe Subject line
12
Exhibit A
Requirements for Technical and Cost Proposal
Agency: Village nfMount Prospect
Project: Window Replacement Project
Location: Village Hall, 5O6Emerson & Public Works Facility, 17OUVVCentral
Your Technical Proposal and Cost Proposal should include the following information:
1. Name, address and brief history offinn�
I Organizational chart and r6sunri6s of key personnel to be assigned to this project.
I Related experience during the last five (5)years.
4. Description of process to accomplish the required tasks of the project. This should include:
a. Anunderstanding ofthe project,
b, Objectives to be met as part of the project.
c. Your approach iocompleting the project,
d. The projected number of hours to complete the project broken down by task and personnel,
e. Aproject schedule,
Exhibit B
General Scope ofWork
Agency: Village mfMount Prospect
Project: Window Replacement Project
Location: Village Hall, 5OSEmerson & Public Works Facility, 17OOVVCentral
1. Overview
Mount Prospect Village Hall is 3 -story municipal building constructed in 2003. The facade primarily
consists of brick masonry cladding with aluminurn-clad wood windows. The windows have poor thermal
performance, which has resulted in excess stress on the building's HVAC systems, and general discomfort for
building occupants. The Village of Mount Prospect is interested in replacing the windows to improve energy
efficiency. Additionally, The Mount Prospect Pub|icWorks facility is a single -story building constructed in
1988. The facade of the office portion of the building primarily consists of brick masonry cladding with
aluminum -framed windows in punched openings. The windows have poor thermal performance,
which has resulted in excess stress on the building's HVAC systems, and general discomfort for building
occupants. In some cases, insulated g|asS unit(IGU) seals have failed resulting in fogging and/or condensation
between the Z panes of glass.
Village Of Mount Prospect Public Works Department I Page 2
13
2. Scope of Services:
The scope of services sought by the Village shall include the provision of all required labor, materials,
equipment, expertise and consultation of professional engineering related to completion of the
following tasks. The Village will consider additional tasks at the consultant's recommendation.
w
Review available original design and/or as -built documents tobecome familiar With |he
construction ofwindows and extehorvvaUs.
w
Evaluate applicability oflocal Energy Code requirements to this project. Determine the
=
Perform a visual review of the windows from the exterior and interior, Visually review
window perimeter sealant, window operations and window glazing, Document existing
conditions and instaUadondetai|s.
m
With assistance frorn a contractor make an exploratory opening in themasonry cladding
toreview how the existing windows are attached tothe structure,
° Based on field findings and installation requirements, develop alternative
repair/replacement approaches forthe Village Of MOUnt Prospect's consideration. Such
approaches may include replacing IGUs Only versus replacing the entire window assembly,
Preparation ofPlans, Contract Documents, and Cost Estimate
a. Prepare design parameters and recommended standards.
b. On the basis of the prior work, and the approval thereof, prepare engineering plans,
specifications, and contract documents, which shall include bid forms, instruction to bidders,
contract forms, special provisions, bonding and insurance requirements and, where applicable,
county, state or federal compliance requirements, and assist in the preparation of other related
document,,.
c. During prosecution of the contract documents, the Consultant will submit for review pre -final
plans, special provisions and cost estimate at completion intervals of 50%, and 95%. One
complete electronic set shall be submitted to the Village for both of the pre -final review.
Bidding
a. The Consultant shall submit final contract docurnents to the Vill ige; one hard copy and one
electronic version.
b. The Consultant shall be available to respond to any questions that may arise during the bidding
process.
c, The consultant shall identify qualified contractors and assist the Village of Mount Prospect in
obtaining bids for the project.
d. The scope ofwork will consist ofthe following:
V Assist the Village ofMount Prospect inpreparing abid advertisement
~ Send bid documentstoprospective contractors
a Hold a pre-bid meeting at the site. Prepare and distribute pre-bid meeting minutes.
U Answer questions from prospective contractors and prepare an addendum if
necessary,
~ Review submitted bids and provide asummary ofbids,
m Based on review ofbids, recommend a contractor to perform the work.
Village of Mount Prospect Public Works Department I Page 3
14
Construction Phase Services
The consultant shall preform contract administration services and field observations,
The services consists ofthe following:
° Prepare an agreement form between the Village of Mount Prospect and Contractor. Forward
the agreement form to the Village of Mount Prospect's attorney for review and incorporate
comments.
m
Represent the Village ofMount Prospect indealing with the Contractor aswell asadvise and
consult with the Village ofMount Prospect onmatters pertaining tmrepairs.
° Perform field observations on a part-time basis and provide written reports summarizing our
observations. The objectives of the field reviews will be to assess conformance of work with
project specifications as well as progress and quantityof repair work. The extent of required
site visits will greatly depend on the project approach, and the Contractor's work schedule and
sequence,
NI Hold periodic progress meetings with Village of Mount Prospect representatives and
Contractor to discuss schedule, pay requests, general progress, etc. Prepare meeting
minutes and distribute to attendees and other designated parties.
°
Review Contractor's payment requests and provide written payment
recommendations tnthe Village ofMount Prospect.
m Review Contractor's requests for information (RFUand issue clarifications
U Prepare bulletins for design changes necessitated byfield conditions.
~ Review requests for change orders, and when appropriate, issue change orders,
w
Provide input to assist in resolving unanticipated field conditions or proNenns,if
they arise.
� Provide contract dose -out services including punch|ist preparation, final review of
work, contract dose -nut and warranty submittals, and recommendations regarding
final payment.
° Provide aclose-out package inelectronic format.
Village of Mount Prospect Public Works Department I Page
15
Exhibit C
Evaluation Process
Agency: Village mfMount Prospect
Project: Window Replacement Project
Location: Village Hall, 50 Emerson 8i Public Works Facility, 17DDVVCentral
Your Technicol Proposal and Cost Proposal are to be submitted one of the following two ways and received
nulater than 5:OOpm.unFriday, June17,2OZZ:
via DemandStar
login orregister at
search for and click on Window Replacement Project follow- directions to upload
documents
via Email
send documents to the attention of Scott Moe, Streets/Buildings Superintendent, at
with Window Replacement Project
The Technical Proposal and Cost Proposal will be evaluated based on the following factors:
• Project Understanding 8,Technical Approach
* Similar Project Experience
w Project Team Capabilities
• Overall Completeness ofSubmittal
The Village may choose toconduct interviews with the shnrt|istfirms. \fso, those selected for aninterview
will be contacted bvthe Village to arrange a date/time to meet at the Mount Prospect Puh|ir VVn/k�
Department, 1700 W. Central Road, or via 6oToMeeting.
The Village of Mount Prospect appreciates your interest in this pnoject. Any request for information or
questions regarding this Request for Proposals can be directed to 5cN1 Moe, Streets/Buildings
Superintendent, bvphone at847'D7Q'564Uoremail otlrnoe@4IogL)tg�t,,!2rg
Village of Mount Prospect Public Works Oepaftment I Page S
16