Title
A/E Services for Village Hall Security Upgrade Project
History
On May 16, 2022, the Village Board approved the proposal from Williams Architects for A/E Services for the Village Center Soffits, Windows, Caulking, and Emergency Ladders project. The scope of work for this project included the creation of bid drawings and specifications for 1) the replacement of soffits at Village Hall, FLC, and Civic Center; 2) the exteriors re-caulking of Village Hall, FLC, and Civic Center; 3) the replacement of damaged/broken exterior windows at Village Hall; and 4) the installation of new escape ladders and windows at Village Hall.
To date, all work has been completed for items 1,2 and 3 listed above by Williams Architects (an Invitation to Bid (ITB) for those items was issued on October 4, 2022). However, during the investigation period for this project it was determined that the installation of escape ladders and windows (item #4 above) was not a viable option. Since that time, the Village Manager’s Office, Public Works, and Police Departments have worked with Williams Architects on an alternative option to improve the overall safety at Village Hall, which is focused on enhancing security measures located in the interior of Village Hall.
As the original A/E scope of work was adjusted by removing the need for bid documents for the installation of new escape ladders and windows at Village Hall, Williams Architects has issued a $10,700.00 deduction from their original proposal cost and will not bill those costs. See proposal summary below:
Soffits, Windows and Caulking Proposal Summary
Williams Architects (Original Proposal) - $143,810.00
Williams Architects (Revised Proposal) - $133,110.00 ($143,810.00 - $10,700.00)
Consequently, a new scope of work was developed for the Village Hall Security Upgrade Project. In lieu of requesting proposals from all seven (7) pre-approved A/E firms for this project, the Public Works Department requested a proposal directly from Williams Architects, as they were already involved and very familiar with the new scope of work. A summary of Williams’ proposal for the new scope of work is provided below:
Village Hall Security Upgrade Project Proposal
Williams Architects (Proposal) - $57,622.00
Based on proposal pricing, staff recommends approving the proposal from Williams Architects for $57,622.00. A 5% ($2,881.10) contingency is requested to address change orders made necessary by circumstances not reasonably foreseeable at the time the proposal was signed, for a total project cost not to exceed $60,503.10 ($57,622.00 plus a 5% contingency of $2,881.10).
Financial Impact
Funds are available for this project in FY2022 - Consulting Services.
Recommended Action/Motion
I move to approve the proposal from Williams Architects for A/E Services for the Village Hall Security Upgrade project for a total amount not to exceed $60,503.10 ($57,622.00 plus a 5% contingency of $2,881.10);
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review;
AND
Allow the Village Manager to approve change orders not to exceed the contingency amount.