Title/Name/Summary
RFP 18-038 - Village Hall Green Roof Project
History
PROJECT OVERVIEW
On August 8, 2018, the Village issued a Request for Proposals (RFP 18-038 Village Hall Green Roof Project) for a subject matter expert (SME) to advise on and supervise the installation of two (2) green roofs and two (2) observation decks by qualified Village staff, the procurement of all green roof and decking materials, the training of two (2) Village staff members in green roof maintenance and assistance in performance data collection. Proposals were due on August 24, 2018. The Village received qualifying proposals from Apropos Landscape and EcoGardens, LLC.
PROPOSAL REVIEW
On August 28, 2018, a Selection Committee comprised of Village staff reviewed the qualifying proposals. The Apropos Landscape total project proposal was listed as $60,000, although verification of their line items costs resulted in an actual total proposal of $59,170. The proposal from EcoGardens, LLC. was $49,820.00. The price difference between the two proposals was $9,350, which was largely attributed to higher material unit prices from Apropos. EcoGardens, LLC. provided a narrative detailing the company's experience with green roof and green roof decking installation throughout the Chicagoland area. The project narrative is attached for review (a similar narrative was not provided by Apropos). Mr. Greg Raymond, who would be the actual SME from EcoGardens, LLC, has managed or installed over 2 million square feet of green roof/roof garden space, including many projects with decking on pedestals, which aligns with the plans for the Village Hall green roof.
As per the RFP's requirements, the Selection Committee evaluated all proposals based on the following criteria: price (50%), subject matter expert (SME) qualifications (40%), and Village discretion (10%). Members of the Selection Committee evaluated and scored each submittal using the RFP Criteria. The RFP Coordinator averaged the total scores and provided an Evaluation Summary, which resulted in a final score and is attached for review. The highest final score of 95 points, which also included the lowest bid amount, was awarded to EcoGardens, LLC.
Accordingly, the Selection Committee recommends EcoGardens, LLC. as the subject matter expert (SME) to assist the Village in the establishment of a green roof at Village Hall. A breakdown of the project proposals from both EcoGardens, LLC. and Apropos Landscape is attached for review. The unit pricing proposed by EcoGardens, LLC. would be set even if the quantities listed in the RFP are adjusted.
PROJECT FUNDING
On August 6, 2018, the Village Board of Trustees approved the use of funds from the Tree Preservation and Green Infrastructure Account (TPGIA) in an amount not to exceed $70,000.00 for the installation of a Village Hall Green Roof and associated amenities and services at the Orland Park Village Hall (see 2018-0467 - Village Hall Green Roof Project). The estimated budget for the green roof and observation deck portions of the project is $51,000, with the remaining budget ($19,000) set aside for electrical, plumbing, interior work, furniture and miscellaneous/contingency costs. As mentioned, the project proposal from EcoGardens, LLC. for the decks and green roof were $49,820.00, or $1,180 under budget. To cover any minor unforeseen additional costs, his request includes a $1,180 (2%) contingency to be added to the $49,820 EcoGardens, LLC. proposal. As such, the total RFP request is for an amount not to exceed $51,000.
Financial Impact
Funds for this project are available in the Tree Preservation and Green Infrastructure Account (TPGIA) # 010-0000-223100. The TPGIA is restricted funding set up to specifically fund green infrastructure and tree planting projects within the Village.
The schedule to complete the decking and green roof work is for the Fall, 2018, which is when the Parks Department and Building Division staff will be best available to work with the SME to complete their parts of the project. It also coincides with a cooler time or year, which will make watering plant materials a less burdensome task for the Parks Department, who will maintain the green roof with guidance from the SME.
To accommodate the installation schedule for this project, this request is presented directly to the Village Board without previous Development Services, Planning and Engineering Committee review. By doing so, approximately one (1) month is saved from the overall project construction schedule. Had this RFP approval been sent to the next Development Services, Planning and Engineering Committee meeting (September 17), and subsequent Board meeting (October 1), completion of the project this year would have been difficult due to the limited amount of time remaining to acquire and install the green roof plant materials.
This case is now before the Village Board of Trustees for final consideration.
Recommended Action/Motion
I move to approve the proposal from EcoGardens, LLC. as the subject matter expert (SME) to perform all duties and responsibilities outlined in RFP 18-038 Village Hall Green Roof Project, for an amount not to exceed $51,000.