Title
Village Hall Window Blind Project (Reissue) - RFP 23-072
History
On December 8, 2023, the Village issued Request for Proposal (RFP) 23-072 “Village Hall Window Blind Project” requesting proposals for the removal of existing blinds and installation of new roller shades and mini-blinds on a variety of exterior windows, interior windows, and doors at Village Hall.
During the four (4) weeks that the bid was open for review, fifteen (15) firms downloaded either partial or complete bid packages. RFP 23-072 was opened on January 4, 2024, at which point three (3) firms submitted bids. All qualifying proposal packages and an audit of the proposals submittals are attached for reference. A summary of the proposal prices is provided below:
Cache Furniture
Lake Level Proposal Price - $5,464.00
First Floor Proposal Price - $18,52,3.00
Second Floor Proposal Price - $21,745.00
Grand Total Proposal Price - $45,732.00
Chicago Blind Company
Lake Level Proposal Price - $5,806.00
First Floor Proposal Price - $20,437.00
Second Floor Proposal Price - $23,470.00
Grand Total Proposal Price - $47,227.35*
* After submitting their proposal, Chicago Blind Company offered an additional 5% discount for a revised Grand Total Proposal Price of $47,227.35. Their original proposal price was $49,713.00.
Heels and Hammers Construction
Lake Level Proposal Price - $5,464.00
First Floor Proposal Price - $84,330.00
Second Floor Proposal Price - $99,915.00
Grand Total Proposal Price - $209,161.00
After all submittals had been reviewed, Public Works Staff met with representatives from the two (2) lowest bidders, Cache Furniture and Chicago Blind Company, to discuss project logistics and each company’s ability to meet the Village’s RFP requirements. Both companies provided excellent references and qualifications. Public Works staff were equally impressed with both companies and their proposed project schedules. It should be noted that after submitting their proposal, Chicago Blind Company offered an additional 5% discount for a revised Grand Total Proposal Price of $47,227.35. Documentation of this discount is included in the attached Chicago Blind Company RFP submittal.
Despite both companies providing proposals of comparable amounts, based on the lowest proposal price and company qualifications, staff recommends approving the proposal from Cache Furniture for $45,732.35. A 10% ($4,573.24) contingency is requested to address change orders made necessary by circumstances not reasonably foreseeable at the time the proposal was signed, for a total contract price not to exceed $50,305.59.
ORIGINAL MOTION (Different Motion was approved at meeting. See below under Recommended Action/Motion)
I move to approve awarding RFP 23-072 Village Hall Window Blind Project to Cache Furniture for a total amount not to exceed $50,305.59 ($45,732.35 plus 10% contingency of $4,573.24);
AND
Authorize the Village Manager to approve change orders not to exceed the contingency amount;
AND
To authorize the Village Manager to execute all related contracts subject to Village Attorney review.
Financial Impact
Funding for this project was budgeted in FY2023 in account 1008010-570100. A request for these funds to be rolled over from 2023 to 2024 will be processed by the Finance Department.
Recommended Action/Motion
I move to approve awarding RFP 23-072 Village Hall Window Blind Project to Chicago Blind Company for a total amount not to exceed $52,005.09 ($47,277.35 plus 10% contingency of $4,727.74);
AND
Authorize the Village Manager to approve change orders not to exceed the contingency amount;
AND
To authorize the Village Manager to execute all related contracts subject to Village Attorney review.