The URL can be used to link to this page

Home My WebLink About6.7 Motion to waive the rules requiring public bidding and accept the cost proposal from Assurance Heating & Air Conditiong, Inc. to install requisite heating and air condition system modifications for Fire Station 11 at a cost not to exceed $57,180.M+awn �'xytlts=e Item Cover Page Subject Motion to waive the rules requiring public bidding and accept the cost proposal from Assurance Heating & Air Conditiong, Inc. to install requisite heating and air condition system modifications for Fire Station 11 at a cost not to exceed $57,180. Meeting Fiscal Impact (Y/N) Dollar Amount Budget Source Category Type Information March 19, 2024 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD Y $57,180.00 Community Investment Program Fund and General Fund CONSENT AGENDA Action Item Staff is self -performing the construction management of the Fire Station 11 renovation project by utilizing a mix of in-house labor and contract labor. As part of that function, staff has sought cost proposals for various building systems to solicit competitive prices from competent firms in a timely manner. In addition to the plan drawings developed by Studio 222 Architects, staff has defined work scopes that include all necessary rectangular ductwork, round ductwork and flex connections, supply and return diffusers, and new exhaust ductwork for Qty -4 - bathroom exhaust fans per the drawings MD100, M000, M100, M200, M300. The following two (2) proposals were received on March 11, 2024. A third contractor declined to participate in the project, citing an inability to accommodate the rectangular ductwork requirements. The proposed prices in the table below represent the cost to install new HVAC duct work per the drawings for the Fire Station 11 renovation. PROPOSAL RESULTS BIDDER Total Assurance Heating $57,180 & Air Conditioning, Inc. Air Comfort j $68,500 The lowest cost proposal is from Assurance Heating and Air Conditioning of Buffalo Grove, Illinois. Reference checks indicate that they have successfully completed work of this scale and scope in an acceptable manner. Discussion Staff requests a waiver of the bidding process because, for the sake of expediency, the usual and customary bidding process was not utilized. Although competitive prices were secured for this bundle of work, some components of the technical bidding process, such as bid notices, bidding periods, and bid package documents were omitted. Adherence to a traditional bidding procedure would have required additional time and money for third party technical support to create bid packages, additional time for bidding, and additional time in the contract period to more formally accommodate the varied and changing other work commitments of successful bidders. Additionally, these HVAC modifications are time -sensitive and on the critical path for the Fire Station 11 renovation project. Presently, fire sprinkler contractors are installing sprinkler systems in the annular spaces above the proposed ceiling tiles. The HVAC contractor must communicate and coordinate with the fire sprinkler contractor regarding duct routing to avoid conflict between sprinkler pipes and air ducts. This work, along with some of the electrical and low voltage cabling work must be completed prior to the installation of the drop ceiling. Adherence to this critical path and facilitating timely initiation of subsequent tasks is another reason prompting staff to request a waiver of the bidding process. Finally, it is relevant to note that most building trades are much busier during summer months due to a seasonal spike in general construction activity and tightly time -constrained work in school buildings. As a result, trade work not slated for April or May will likely be more expensive and require more time to complete. For reference, the following sequence of work is preferred to avoid additional costs and accommodate the June 30th project deadline: 1. Underground work (plumbing, electrical, etc.) 2. Wall framing (full height). 3. Overhead fire sprinkler and HVAC work. 4. Overhead electrical and low voltage cabling work 5. Wall framing (low height in bunk room). 6. Electrical and low voltage runs inside wall frames. 7. Insulation. 8. Drywall, mud, tape, and paint all the walls. 9. Drop ceiling installed. 10. Sprinkler heads and HVAC supply vents & return vents installed. 11. Outlets, switches, lights, and miscellaneous low voltage installed. 12. Carpet and tiles installed. 13. Furniture and appliances installed. 14. Punchlist 15. Ribbon cutting. Alternatives 1. Waive the rules requiring public bidding and accept the cost proposal from Assurance Heating & Air Conditing, inc. to install the requisite heating and air conditioning system modifications at Fire Station 11. 2. Action at the discretion of the Village Board. Staff Recommendation Staff recommends that the Village Board waive the rules requiring public bidding and accept the cost proposal from Assurance Hearing & Air Conditioning, Inc. to install the requisite heating and air conditioning system modifications at Fire Station 11. Attachments 1. HVAC scope defined per Studio222 2. Assurance Heating & Air Condition Proposal HVAC scope defined per Studio222's Drawing dated 2/9/2024 pages MD100, M000, M100, M200, M300 Work Scope: • Install all ductwork needed to for proper air flow to space ---per drawing. • Install diffusers and balance dampers after ceiling grid is installed. • Hook up ductwork to 4 already installed 100 CFM bathroom exhaust fans to main exhaust trunk. • Provide new exhaust trunk 4 feet down from roof, attach to existing Sheetmetal truck that is going thru roof. • NO exhaust fan needed in locker room. Orr "'t_ & r' "# Assurance.. itle,atiltiq & ,ii eat �afinc ,,, � X111: , ° ,,,60089 Illlllfiiumn Ill�iiriiiv� ttm�ttwina�vaa 111111 III��mt�iiimt^ 847 729- 3 III T 3 889" February 28, 2024 Mount Prospect Public Works Department 1415 E Algonquin Rd Arlington Heights IL. 60005 Re: Fire Station 11 Renovations Blueprint Dated 2/09/2024. Proposal based on prevailing wage. Dear Paul, Assurance Heating proposes to complete the following scope of work: RTU 1: ➢ Reuse existing main ductwork. ✓ Relocate runout metal as necessary for new design. ✓ Furnish and install (6)Titus OMNI 2 x 2 Supply diffusers. ✓ Furnish and install (3) Titus 350 return grills with squared to round transition. ✓ Furnish and install Honeywell seven-day programmable T6 thermostat. ✓ Complete low -voltage electrical to new thermostat location. RTU 2: Breathe EZ Hoon Sdutons, LLC, Ii ➢ Furnish and install new main ductwork from existing supply and return drops. ✓ All new ductwork to be sealed and insulated per code. ✓ Furnish and install new runout metal for supplies and returns. ✓ Furnish and install (9)Titus OMNI 2 x 2 Supply diffusers. ✓ Furnish and install (2) Titus 350 L grills with squared to round transition. ✓ Furnish and install (2) Titus 350 transfer grills with squared to round transition. ✓ Furnish and install Honeywell seven-day programmable T6 thermostat. ✓ Complete low -voltage electrical to new thermostat location. RTU 3: ➢ Furnish and install new main ductwork from existing supply and return drops. ✓ All new ductwork to be sealed and insulated per code. ✓ Furnish and install new runout metal for supplies and returns. ✓ Furnish and install (9)Titus OMNI 2 x 2 Supply diffusers. ✓ Furnish and install (2) Titus 350 L grills with squared to round transition. ✓ Furnish and install (2) Titus 350 transfer grills with squared to round transition. ✓ Furnish and install Honeywell seven-day programmable T6 thermostat. ✓ Complete low -voltage electrical to new thermostat location. Page 1 of 2 „, A, ar a P ” Assurance tte,alitiq & Ait t� o 0 �titta �i�t�u��w Ili :x '760 IIIIIIastuumn.. s IDiriive, uulta.lo Grove, 60089 III. 111111 1P, III 1hoi e 4' 729-4328 III 4' 43 889" RTU 4: ➢ Reuse existing main ductwork. Modify ductwork as necessary for new design. ✓ Furnish and install new runout metal. Exhaust: ✓ All new metal to be insulated and sealed for code. ✓ Furnish and install (2) Young motorized auto changeover dampers with thermostat for bunk 1 and 2. ✓ Furnish and install (9)Titus OMNI 2 x 2 Supply diffusers. ✓ Furnish and install (5) Titus 350 return grills with squared to round transition. ✓ Furnish and install Honeywell seven-day programmable T6 thermostat. ✓ Complete low -voltage electrical to new thermostat location. Extended ductwork approximately 4 feet down from roof off existing exhaust fan. ✓ Furnish and install ductwork to hook up 4 existing 100 cfm exhaust fans. Upon completion of the project, we will replace air filters in the existing RTUs and have a Certified Independent Contractor Balance the systems. The total above cost is.........................................................................................................................$57,180.00 initial Deduction 1: Please deduct $3200.00 if an independent balancing contractor isn't necessary for this project. Please initial deduction 1 is chosen Exclusions: permit fees, life safety, roofing, kitchen exhaust and high-voltage electric Disclaimers: Assurance shall be solely responsible for all HVAC and related work described in this contract including the techniques, sequences and procedures and gives it all the attention necessary for such proper supervision and direction. Assurance is not responsible for its inability to perform, or delays caused by acts of God, labor disputes or strikes, war, riots, weather conditions, material availability, shortages, public authorities or other cause and casualties beyond it reasonable control and delay due to owners conduct. Conditions: Pricing for scope of work detailed in this contract is based on regular working hours Monday through Friday. No additional work will be completed without receiving either prior written and/or verbal approval from an Authorized Signee/Owner or Owner(s) Authorized Agents agreeing to pay for additional work not shown on this contract. Prices set forth on this proposal are good for 30 days from the date shown on the top of this page. Prices are subject to change 30 days after date on this proposal. Page 2 of 2 „, A, a a P ” Assurance ttc,aritiq & Air Co nditionil1q. Ilne. 760IIIlllasthriii IIl�iNve, �uffa.lo rove, 6 /� "' IIL 111111 III 1hoi e 328 III ax 3 8897 ICDUC'r Terms and Conditions of payment: A schedule of values will be issued upon awarding of contract. A 30% mobilization line item to be paid upon contract approval. Materials stored to be paid within 30 - days of equipment delivery. Progressive billing will be presented in accordance with your billing schedule and based on the percentage of work completed. Warranty: one-year parts and labor. All the above work will be completed in a neat and workman like manner. If the above work is satisfactory to you and meets with your approval, kindly sign and return one copy of this letter to us and retain a copy for your files. Sincerely yours, ken'Tn Mira& Ken Fritzshall Project Manager Assurance Heating and Air Conditioning. Inc. Signature Date Page 3 of 2