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HomeMy WebLinkAbout4.1 Fire Station 11 RenovationM+awn �'xyt�lts�=e Item Cover Page Subject Fire Station 11 Renovation Meeting March 12, 2024 - MEETING OF THE MOUNT PROSPECT COMMITTEE OF THE WHOLE Fiscal Impact Y Dollar Amount $1,733,500.00 Budget Source Community Investment Fund and General Fund Category DISCUSSION ITEMS Type Presentation Information This memorandum transmits an internally generated guaranteed maximum price (GMP) to remodel the former Elk Grove Rural Fire Protection District facility at 1415 East Algonquin Road for use as Mount Prospect Fire Department Station 11. The GMP to complete this work is $1,733,500. The estimated date of substantial completion is June 30, 2024. Attached for reference is the proposed floor plan for the revitalized facility (Attachment A). The scope of work will also include reconstruction/resurfacing of the driveway and roadway. Staff proposes to deliver this project utilizing a mix of in-house labor and contract labor. Project management will be provided by Public Works Department and Fire Department staff. In-house labor will be supplied by Public Works Department staff. Procurements of materials and services will be made by Public Works and Fire staff pursuant to the existing Village of Mount Prospect Purchasing Policy: 1. Any item or service procured through single or multiple transactions between $5,000 and $20,000 will require approval from the Director of Public Works and the Director of Finance. 2. Any item or service procured through single or multiple transactions between $20,001 and $50,000 will require approval from the Director of Public Works, the Director of Finance, and the Village Manager. 3. Any item or service procured through single or multiple transactions above $50,000 will require Village Board approval. 4. Procurements under $50,000 will have at least two (2) written competitive quotes except for allowable sole source circumstances. In addition, because this project almost certainly satisfies the State of Illinois' definition of a "public work", contracted services will require the payment of prevailing wages in Cook County. When the Elk Grove Rural Fire Protection District abruptly ceased operations on October 1 of last year, staff contacted Nicholas & Associates and asked the firm to begin the process of developing a GMP to upgrade the Elk Grove Rural Fire Protection District building using a design/build project delivery process. The design/build process offers an alternative approach to traditional project delivery, particularly in construction. Unlike the usual design -bid approach, it establishes a set maximum price for the project upfront. The contractor is then responsible for managing both the design and construction phases, working collaboratively with the owner to stay within the agreed-upon budget. In addition, the design/build process can often be the fastest way to deliver a project because the design and construction phases are streamlined. Given the Elk Grove Rural Fire Protection District posthaste exit, staff felt that speed of project delivery was important. Nicholas & Associates is a Mount Prospect -based developer and construction management firm that specializes in the construction and rehabilitation of municipal buildings. The firm has successfully performed this type of work for the Village in the past utilizing the design/build process. Most notably, the firm successfully completed an adaptive re -use project at Fire Station 13 in 2020. This project transformed a vacant bank building into our current Fire Department Headquarters Station. As you are aware, the Village typically procures professional services by identifying the best qualified firm and negotiating a price. In the design/build process, price takes the form of a GMP. Developing a viable GMP requires a careful definition of the work. Specifically, a complete set of plans is essential to garner good numbers. Accordingly, Nicholas & Associates contracted an architectural firm to prepare the requisite drawings. The cost of this work is $120,000. Ultimately, this fee would have wound up as a pay item in Nicholas & Associates' GMP. That GMP would have been presented for Village Board consideration prior to the commencement of work at Fire Station 11. However, during the early stages of developing Nicholas & Associates' GMP, staff concluded that costs were trending high. Consequently, staff suggested moving project delivery in- house. In what can accurately be described as a grassroots initiative, staff felt that utilizing existing employee skills, leveraging joint purchasing contracts, and self -performing some of the work to reduce the need for contracted labor could result in substantial savings. Most importantly, the scope and scale of work proved to be much more in staff's wheelhouse as a remodeling project than Nicholas & Associates' sweet spot as an adaptive re -use project. Attached for reference please find a detailed cost estimate delineated by construction trade divisions (Attachment B). Please note that this estimate includes a cost comparison with a pre -final cost estimate prepared by Nicholas & Associates. Nicholas & Associates' numbers were based on 90% complete construction documents. Staff's GMP is based on 1000/a complete, issued for construction plans and is supported by actual contractor and/or supplier price quotations. Staff's GMP was prepared by Public Works Department Buildings Foreman Paul Fahey and Fire Department Battalion Chief Todd Novak. Staff has a high degree of confidence in this GMP. Table 1 below summarizes these costs: Table 1 For an apples -to -apples comparison, the "Total Included" row indicates the price for each party (the Village and Nicholas & Associates) to deliver the same bundle of work. Staff's price is $808,700. Nicholas & Associates' likely price is $1,795,992. The estimated savings using staff to deliver the project is $987,292. Nicholas & Associates' initial calculations did not include several work tasks and/or procurements that are essential to a functional fire station. To facilitate comparison, staff also excluded these items from the core bundle of work. These items include things like kitchen cabinetry, gear lockers, beds, kitchen appliances, dispatch equipment, and repairing the roadway. For ease of viewing, these proposed expenditures are listed separately in Attachment C. Whether delivered by staff or Nicholas & Associates, the cost of these items must be added to the "Total Included" prices. These items total $924,800. The "Total Excluded" row reflects this addition. In summary, the total cost for Village staff to deliver the project is $1,733,500 ($808,700 + $924,800 = $1,733,500) and the total cost for Nicholas & Associates to deliver the project is $2,720,792 ($1,795,992 + $924,800 = $2,720,792). These costs are delineated in the "Total" row. Funding for this project is proposed to be drawn from a $1 million carry-over (from 2023 to 2024) in the Community Investment Fund (CIP) and from a surplus of General Fund interest income. As work progresses, all expenditures will be project coded to accurately cost and report the work. Paul Fahey (Public Works) and Todd Novak (Fire) will serve as co -project managers. Staff will present this matter for the Village Board's consideration at the March 12, 2024, Committee of the Whole meeting. At this meeting, Fire Department staff will discuss the station layout and overall operational plan for the facility. Public Works staff will present the GMP budget. At the March 19th Regular Meeting of the Village Board, staff intends to request Village Board approval of the internal GMP. Staff will also request payment of $120,000 to Nicholas & Associates as remuneration for completed design work and construction documents. Discussion VOMP Cost N & A Costs Difference Total Included $808,700 $1,795,992 ($987,292) Total Excluded $924,800 $924,800 - Total $1,733,500 1 $2,720,792 1($987,292) For an apples -to -apples comparison, the "Total Included" row indicates the price for each party (the Village and Nicholas & Associates) to deliver the same bundle of work. Staff's price is $808,700. Nicholas & Associates' likely price is $1,795,992. The estimated savings using staff to deliver the project is $987,292. Nicholas & Associates' initial calculations did not include several work tasks and/or procurements that are essential to a functional fire station. To facilitate comparison, staff also excluded these items from the core bundle of work. These items include things like kitchen cabinetry, gear lockers, beds, kitchen appliances, dispatch equipment, and repairing the roadway. For ease of viewing, these proposed expenditures are listed separately in Attachment C. Whether delivered by staff or Nicholas & Associates, the cost of these items must be added to the "Total Included" prices. These items total $924,800. The "Total Excluded" row reflects this addition. In summary, the total cost for Village staff to deliver the project is $1,733,500 ($808,700 + $924,800 = $1,733,500) and the total cost for Nicholas & Associates to deliver the project is $2,720,792 ($1,795,992 + $924,800 = $2,720,792). These costs are delineated in the "Total" row. Funding for this project is proposed to be drawn from a $1 million carry-over (from 2023 to 2024) in the Community Investment Fund (CIP) and from a surplus of General Fund interest income. As work progresses, all expenditures will be project coded to accurately cost and report the work. Paul Fahey (Public Works) and Todd Novak (Fire) will serve as co -project managers. Staff will present this matter for the Village Board's consideration at the March 12, 2024, Committee of the Whole meeting. At this meeting, Fire Department staff will discuss the station layout and overall operational plan for the facility. Public Works staff will present the GMP budget. At the March 19th Regular Meeting of the Village Board, staff intends to request Village Board approval of the internal GMP. Staff will also request payment of $120,000 to Nicholas & Associates as remuneration for completed design work and construction documents. Discussion Alternatives 1. Discuss Fire Station 11 Renovation 2. Action at the discretion of the Village Board Staff Recommendation Informational Presentation and Discussion Attachments 1. ATTACHMENT A - FIRE STATION 11 LAYOUT PLAN 2. ATTACHMENT B FIRE STATION 11 GMP 3. 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OC � lug V s Z a ',, U N FIRE STATION 11 REHABILITATION PROJECT EXCLUSIONS LIST February 29, 2024 i �• .. 1111: �©© Envelope Study : Changing locks and securing building 1111 ©© Removal of fuel tank 1"J"Iraffirm. 0119ME-701 MR / Removal Ext Signage l i •-t • -.0 • ... ©© ConcreteApron West Side .�� �� .-. -$22 i / i ..- �� 1 Hose rack modifcations ' .. but material Steelbase for Gear washer re use PW Labor/-•• to buy material there is small counter top piece Interior Window base replacement .. •.. /l 1 Foundenvelope study and minor Roof • 1111: issues PW has EnvelopeFound during Study, brick deterioration... metal flashing windowunder each . deflect .. ��� �� water away from the brick �; i Stairwell and Basment ceiling and walls. PW bought material, outside Painting of Basement contractor supplied labor •. • . - �.. .:. .. 1111 .-. �©'. - — •. • . •.... :. 1111 .-. —© Wood trim around Windows Small Trim around windows Adding another layer Drywall. separationRefinishing . d App Bay 1111: •". Wall Modifications. App B .. ©© Room1111Pw Labor, just material i r r i Lockers / Benches 1111: —©Labor and material.. . ©© Paper• Ide Bathroom - 111 1: . ab b nd Mirrors.-:- DispatchFire '. •. •. - 1111 .-. ©© .- ..- .. - • - 1111: .-. —© Village Network Equipment 1-71 "111 3 doors :::. piece installed i 0 / i i r —Refrigerator3 . • fridges Coffee Machine - Drinking Fountain - .. Air Dryer 3 TV's - Lt Office Day room and Dinning Area - •0000... 0:000 .-. -© - •... • _ .. .. 0000 .-. -- Hose and Power Shore Line p Floor Misc Equipment000 0. .•. oc abStorage ®®_©Work out equipment for basement Work Out -. 0000. .•. •0000.. 0000flooring i i r r r r � f - earLockers for App Bay tin NO111 .•. -© Kitchen.. .. •-.. . - 0000.. .-. -© _• •.. 0000 .-. -© - ."w� ©© �01jjjjj��VNIUM�r ri r 0000.©© Hood Suppression0 0 0 0 .. -© ... rf � � i WN i r i r r r , r r -- -'-.. - ... • 0000. .-. -- 0000 .. ... . -' PW Labor, Installation of water line in basement for w000 . . 0000 .. PW Labor, -Re work Gas LinesPWLabor, just material r r r� r � r r � re, i MI'/ - :.. • . - 0000 �-- f r i r rr -'- _• . - _• _ 0000. .-. ©© - - • . ... .. 0000. .-. -- ... 0000. rr r r r e t / r r � f f Cable for Village network Cable/ Jacks and cable supports cableInterior 008 81 '©©Labor,material - .� .. -.. � r i r r i i r r l - ..• - 0.000 .-. -- .. - - . NVR to Match Rest of . Surveillance Camera System®®©©• 0000. .-.in each housing � r r r rr rr rr r r r r r r11 i � i f r i r r r r r e l Repave •. 0000.. .•. -- Re Stripe parking lot Storm .. . -- - ...:- - - • 0000. .-. ©© � - - •.. - - . - venr to remove but need restore Removal 0 0.. 0000 .. ©©. -.. . . ..00"88 - •... - - ... r r r �r i � 11 111 11 .-. r -- / f