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Home My WebLink About6.8 Motion to authorize pre-construction design and engineering service expenses for Fire Station 11 for Nicholas & Associates, Inc. for $120,000.Subject Meeting Fiscal Impact (Y/N) Dollar Amount Budget Source Category Type Information Item Cover Page Motion to authorize pre -construction design and engineering service expenses for Fire Station 11 for Nicholas & Associates, Inc. for $120,000. March 19, 2024 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD CONSENT AGENDA Action Item When the Elk Grove Rural Fire Protection District abruptly ceased operations on October 1 last year, the Village of Mount Prospect assumed Fire and EMS operations for the unincorporated Cook County area within Elk Grove Township. The Village of Mount Prospect, Elk Grove Township, and Elk Grove Rural Fire Protection District entered a court -supervised settlement agreement. The settlement agreement granted ownership of Fire Station 11 to the Village of Mount Prospect. The building at 1415 E Algonquin Road (Fire Station 11) is in good condition. However, it is not up to the village standards and needs rehabilitation. This item deals with the design engineering portion of the rehabilitation of Fire Station 11. Discussion Nicholas & Associates is a Mount Prospect -based developer and construction management firm specializing in the construction and rehabilitation of municipal buildings. The firm has successfully performed this type of work for the Village using the design/build process. Most notably, the firm successfully completed an adaptive reuse project at Fire Station 13 in 2020. This project transformed a vacant bank building into our current Fire Department Headquarters Station. 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 guaranteed maximum price to upgrade the Elk Grove Rural Fire Protection District building using a design/build project delivery process. 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. In the original budget by Nicholas & Associates, the A&E costs were estimated at $152,686. However, the actual cost of the design and engineering project is $120,000, which is about 6.92 percent of the overall project cost. Industry standards for the overall design and engineering services typically range from 8 to 12 percent of the project costs. 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. In light of the above, the scope of work to be performed by Nicholas & Associates was limited to design and engineering services, and they have completed the assigned work. If the Village had chosen to do an RFP/RFQ for the design, build, and construction management services for Fire Station 11, it would have added anywhere from 6 to 8 months to the process, and that is not a viable option as it is in the best interest of the Village to occupy and start Fire and EMS operations from Fire Station 11 as early possible. Currently, areas south of the tollway are served by the City of Des Plaines and Elk Grove Village. Once Fire Station 11 is up and running, it will be the closest station to the unincorporated area and will become primary for the Fire and EMS operations. In light of the above, staff recommends authorizing pre -construction design and engineering service expenses for Fire Station 11 for Nicholas & Associates, Inc. for $120,000. Alternatives 1. Authorize pre -construction design and engineering service expenses for Fire Station 11 for Nicholas & Associates, Inc. for $120,000. 2. Action at the discretion of the Village Board. Staff Recommendation Staff recommends authorizing pre -construction design and engineering service expenses for Fire Station 11 for Nicholas & Associates, Inc. for $120,000. Attachments VOMP - NA Design Planning Recap 1001 Feehanville Drive, Mount Prospect, IL 60056 1 Phone (847) 394.6200 1 Fax (847) 394.6205 January 22, 2024 Mr. Michael Cassady Village Manager Village of Mount Prospect 50 S. Emerson St. Mount Prospect, IL 60056 RE: Mount Prospect Fire Station 11— Preconstruction Planning & Design Fee Recap Dear Mr. Cassady, Below is a summary of the costs incurred (to date) for Planning, Design & Budgeting for Fire Station 11. - Concept/Design Development: $27,000 - CD/Permit Documents (Includes MEP FP Design): $73,000 - Preconstruction Planning & Budgeting: $20,000 Total: $120,000 NOTE: Construction Administration (CA) is not included above, but can be provided for an additional $30,000 Construction Administration Includes: - Review of shop drawings and sample submittals. - Prepare and issue supplemental instructions and bulletins/change orders. - Review and respond to written Requests for information (RFI). - Attend an average of one (1) on-site Construction meeting every other week to monitor the construction for general conformance with the construction documents. - Provide on-site observation visit in conjunction with Owner and Architect - Monitor construction for general conformance with the construction documents. - Prepare one (1) punch list site visit at Substantial Completion, or when directed by Owner. - Follow-up punch list site visit once the Contractor has signed off stating the punch list is complete. - Project closeout and warranty period. - Review project closeout documents Should you have any questions regarding the above or you need additional information, please do not hesitate to contact our office or me directly. Sincerely, Dave Torres Senior Project Manager Nicholas & Associates, Inc. Mount Prospect Fire Station 11- Preliminary Budget Assessment 1415 E. Algonquin Road, Arlington Heights, IL Interior (non -load bearing walls) Remodel/Renovation 12.13.23 Area A: Entry, Public & Offices 722 Area B: Living Room 1,158 Area C: Kitchen & Related Storage 336 Area D: Washrooms 305 Area E: Bunk Rooms 764 Area F: General Storage 63 Area G: Locker Room 504 Area H: Maintenance 204 Area I: Back of House Storage 224 Area J: Basement and Exterior n/a Clarifications/Assumptions: A & E services to be approved by 12/19/23 A & E to coordinate closely with MPFD to ensure correct scope assumptions /limited revisions by 2/6/24. Related permits to be expedited by all entities and issued by 3/1/24 or sooner Construction commencement by 3/13/24 or sooner and substantially complete by 6/1/24, in a single, 3 month project duration. Exclusions: IT Service Upgrades/Infrastructure Low Voltage Systems Emergency Management Systems Specialty Equipment Environmental/Abatement work Exterior Site Work Items pending confirmation: General Demolition, to be performed and coordinated by Public Works. Phase 2 scope of work, which needs to be otherwise performed after 6/1/24... related to long lead-times.