Title
Public Works Optimization Project - Construction Administration
History
In 2022, the Public Works Department established Master Service Agreements (MSAs) for Professional MEP and Architectural Services with seven (7) firms based on RFQ 22-004. The MSAs allow the Village to request proposals from these pre-qualified A/E firms for facility improvement projects from 2022-2024, with the option to extend any of those contracts for an additional two (2) years. At that time, the Village Board approved selected firms were Cordogan Clark Associates, Farnsworth Group Inc., Kluber Architects Engineers, Valdes Engineering Company, Tria Architecture, Williams Architects, and Robert Juris Associates Architects. Since the original approvals, MSAs have been extended for all firms except for Robert Juris Associates Architects, which was acquired by a different company.
On July 18, 2022, the Village Board approved the proposal from Valdes Engineering Company (now Valdes Architecture and Engineering) for A/E Services for the Public Works Optimization Project (see 2022-0553). Valdes Architecture and Engineering (“Valdes”) has since completed Schematic and Construction Documents (CDs) for this project as well as coordinating additional services essential to the overall project design such as geotechnical services (soil borings) and supplemental structural calculations.
Utilizing the same A/E firm that completed the project CDs to also provide Construction Administration (CA) services is ideal to ensure project efficiency to review submittals, conduct site inspections, answer RFIs and address other design issues. As such, Public Works Department requested a proposal from Valdes to provide Construction Administration (CA) Services for the Public Works Optimization Project. Also included in Valdes’ proposal are reimbursement fees incurred by Valdes during the construction document design phase, including the cost for additional soil borings on the north side of the facility (where abandoned subsurface missile silos are located) and additional A/E services associated with alternate value engineer inspired design options.
The Public Works Department is requesting approval from the Village Board to approve the proposal from Valdes Architecture and Engineering in the amount of $434,633.00 for Construction Administration Services for Public Works Optimization Project. The project is anticipated to be issued for bid/proposal in the summer of 2025, and construction is projected to be completed between 2025-2027.
This agenda item is being considered by the Committee of the Whole and the Village Board of Trustees on the same night
Financial Impact
For FY2025, $350,000.00 was budgeted for CA Services for Public Works Optimization Project in capital account 3008010-432500. An additional $84,633.00 is available in the same account to cover the difference between the proposal price and budgeted amount.
It should be noted that funds in the total amount of $700,000.00 were budgeted in the 5-Year Capital Plan ($350,000.00 in 2025 and $350,000.00 in 2026) for CA Services for Public Works Optimization Project. Valdes’ proposal of $434,633.00 for these services is $265,367.00 under this total amount.
Recommended Action/Motion
I move to approve the waiver of the competitive bid process in favor of a sole source agreement and authorize the approval and execution of a Service Agreement between the Village of Orland Park and Valdes Architecture and Engineering for Construction Administration Services for the Public Works Optimization Project for a cost not to exceed $434,633.00;
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review.