Title/Name/Summary
A/E Services - OPHFC Pool Renovation Project
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 firms for facility improvement projects from 2022-2024, with the option to extend any or all of those contracts for an additional two (2) years. The MSA with Robert Juris Associates Architects expired at the end of 2023.
Three (3) of these pre-qualified firms (Tria Architecture, Williams Architects, and Farnsworth Group) are also pre-qualified by the Illinois Department of Public Health (IDPH) to provide engineering services for aquatic facility projects. Cordogan Clark Associates also works on aquatic projects in Illinois via a sub-consultant.
Several priority projects have been identified by Public Works and Power Wellness staff that would need to be completed in the near term in order to maintain operational continuity and improve overall facility efficiency. Priority projects include pool filtration, pump, heater, ejector pump, chemical control systems, pool concrete resurfacing, tile, lighting, and paint restorations. The Village’s 5-Year Capital Plan includes funding for the design of a part of this work in 2024, and a portion of the construction in 2025.
In order to prepare for the renovation associated with these priority projects, as well as better understand the full cost associated with the work, the Public Works Department and Power Wellness staff met with representatives from the pre-qualified A/E firms to discuss the OPHFC Pool Renovation Project on March 18, 2024. Cordogan Clark Associates also attended the meeting.
The A/E scope of work includes design development, cost estimating, project phasing and logistics, IDPH permitting, bid documents and bidding assistance. Cost estimating would be ready before the FY2025 budget period and final project deliverables by December 1, 2024. The contract for this project may carry over through the end of 2025, depending on the actual construction schedule. A proposal for construction administration would be requested at a later date.
A summary of the A/E proposal costs is provided below:
Tria Architecture: $203,110.00
Williams Architects: $235,450.00
Cordogan Clark Associates: $285,574.00
Farnsworth Group: Opted Not to Provide a Proposal
Public Works is requesting to select the second lowest bidder for this particular project, due to the fact that Tria Architecture is currently working on the CPAC Modernization Project and will likely not have the personnel resources to complete this project within the allotted period of time.
As such, staff recommends approving the proposal from Williams Architects for $235,450.00. A 5% ($11,772.50) contingency is requested to address change orders made necessary by circumstances not reasonably foreseeable at the time the proposal was signed for a total A/E cost not to exceed $247,222.50.
ORIGINAL MOTION (WAS AMENDED AT BOT MEETING)
I move to approve the proposal from Williams Architects for A/E Services for the OPHFC Pool Renovation Project for a total amount not to exceed $247,222.50 ($235,450.00 plus a 5% contingency of $11,772.50);
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review;
AND
Authorize the Village Manager to approve change orders not to exceed the contingency amount.
Financial Impact
Funds in the amount of $30,000.00 were budgeted in FY2024 for A/E services for this project in account 3008010-432500. An additional $30,000.00 budgeted in this account for A/E services at CPAC is also available in account 3008010-432500. The remaining balance of $187,222.50 would be covered by funding available in GL account 1008010-432500.
Recommended Action/Motion
I move to approve the proposal from Tria Architecture for A/E Services for the OPHFC Pool Renovation Project for a total amount not to exceed $213,265.50 ($203,110.00 plus a 5% contingency of $10,155.50);
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review;
AND
Authorize the Village Manager to approve change orders not to exceed the contingency amount.