Title
Police Department Evidence Storage Room Project - RFP 25-007 - Contract Award
History
On January 27, 2025, the Village issued Request for Proposal (RFP) 25-007 “Police Department Evidence Storage Room,” requesting proposals for the renovation of various interior components within the existing Police Department evidence storage room, including demolition, the expansion of the upper-level storage space, lighting improvements, and mechanical duct work.
During the five (5) weeks that the solicitation was open for review, fifty-six (56) firms downloaded either partial or complete packages. RFP 25-007 was opened on March 5, 2025, at which point eight (8) firms submitted proposals. All qualifying proposal packages and an audit of the submittals are attached for reference. A summary of the proposal prices is provided.
Proposal Price Summary
Bee Liner Lean Services: $235,000.00
BEAR Construction Company: $259,240.00
Industria Inc.: $290,157.00
Krause Construction: $321,027.00
Construction Inc.: $329,000.00
Staalsen Construction Company: $344,920.00
T. Fisher Construction: $345,000.00
Complete Construction Resources: $365,000.00
Being an RFP, the Village evaluates the submitted proposals based on price, vendor qualifications, and additional factors deemed relevant. As such, for evaluation purposes all proposals were required to include a “Technical Proposal” detailing four (4) categories: Company Experience, Operating History, Qualifications, and Proposal Fee.
In the weeks following the opening of RFP 25-007, four (4) staff members from the Police and Public Works Departments evaluated each proposal based on the aforementioned categories, and assigned a corresponding score to each submission. Each category was weighed at 25%. A summary of the evaluation scores of each technical proposal is also summarized below and on the attached “RFP 25-007 Evaluation Scoring Summary”.
Proposal Evaluation Scoring Summary
Krause Construction Inc.: 16.25
Construction Inc.: 16.25
Complete Construction Resources: 13.75
BEAR Construction Company: 11.75
Industria Inc.: 10.25
Staalsen Construction Company: 9
Bee Liner Lean Services: 8.25
T. Fisher Construction: 7.5
While the two (2) highest rated firms did not submit the lowest proposal prices, they were the lowest in a cluster of (4) four construction firms at the midpoint of the proposal price range of $321,000.00 and $345,000.00. Having proposal prices from four (4) firms that close to each other also likely reflects the true project cost based on independent estimators estimating the project. It should be noted that the selection team eliminated the three (3) lowest bidders due to poor past performance with previous Village projects, or based on issues with their technical proposal.
Therefore, while the two (2) highest rated construction firms were rated with the same evaluation score, Public Works recommends as a tiebreaking factor the firm with the lowest proposal price, Krause Construction, Inc. Public Works has successfully worked with Krause Construction, Inc., on three (3) previous projects, including the Athletics Operation Maintenance Facility, FLC Facility Improvements, and Finance Department North Renovations.
As such, the Public Works and Police Departments are requesting the approval of the proposal from Krause Construction Inc. for RFP 25-007 - Police Department Evidence Storage Room Project for an amount not to exceed $321,027.00. A 10% contingency of $32,102.70 is requested to address change orders made necessary by circumstances not reasonably foreseeable at the time the proposals are signed, for a total contract price not to exceed $353,129.70.
This agenda item is being considered by the Committee of the Whole and the Village Board of Trustees on the same night.
Financial Impact
Funds in the amount of $200,000.00 were budgeted in FY2025 in Capital Account 3008010-570100 for the Police Department Evidence Storage Room Project. Public Works budgeted $200,000.00 based on the Architect/Engineer (A/E) estimate for construction only. The A/E 2024 estimate did not factor in an escalation of costs for labor and material like steel, nor did it factor in site-specific requirements working in a highly secured space that contractors included in their price. The $153,129.70 difference between the budgeted and contract amount is available in Capital Account 3008010-570100 from savings from the CPAC Pump Replacement Project.
Recommended Action/Motion
I move to recommend to the Village Board to waive the competitive bidding process in favor of the solicitation of competitive proposals, and to approve and authorize the execution of a Contractor Agreement between the Village of Orland Park and Krause Construction Inc. of Blue Island, Illinois, as the highest weighted evaluation scored qualified responsive proposal for RFP 25-007 - Police Department Evidence Storage Room Project for a cost of $321,027.00 plus a 10% contingency of $32,102.70 for a total not-to-exceed contract price of $353,129.70.