Title/Name/Summary
Space Needs Analysis - Approval of Architectural Firm
History
A request for proposal (RFP) for architectural services to perform a space needs analysis was sent out. The RFP generated a response from ten very qualified firms. Those firms are listed below alphabetical order. Each firm was required to include a detailed scope of work and a chart indicating their proposed timeline for completion.
4240
Burnidge Cassell Architects
Gilfillan Callahan Nelson Architects
FGM Architects
Robert Juris and Associates Architects
Kluber Skahan and Associates
Linden Group Architects
PHN Architects
Teng
Williams Architects
A review team consisting of the three Recreation Supervisors, the Parks and Facilities Director, Director of Recreation, and Assistant Village Manager evaluated the proposals which were all deemed to be excellent. Five of these qualified firms were selected for interviews based on several criteria including experience in space needs analysis, work with recreation facilities, expertise in the area of reuse including sustainable building elements and total estimated cost.
Interviews were held and each firm was given the opportunity to present their work experience and to introduce the team that would be assigned to the project. Fee proposals were considered as part of this review to be sure that the deliverables from each firm were comparable.
All documents provided by the firms are available for Board review. These firms all had significant relevant experience and were all very eager to work with the Village of Orland Park. Reference checks were made to confirm that the top firms could deliver what was proposed, on time and within budget. After considering the results of the interviews and the reference checks, the team is recommending the firm of Gilfillan, Callahan, and Nelson Architects.
Gilfillan, Callahan, Nelson Architects was chosen due to their relevant experience, excellent references, impressive management team and their use of technology to provide digital facility plans that our staff will be able to use to manage our space in the future. The firm will be using REVIT modeling to give our design a “third dimension” and will be working with subcontractors to provide mechanical, electrical, and HVAC reports as well as structural engineers, landscaping and security consultants. We believe the competing firms were all excellent, but that the Village will be getting more for our money in hiring this firm. Gilfillan Callahan Nelson was the lowest cost firm overall and we feel that they will provide one of the most complete analysis.
Financial Impact
$30,000 was rolled over into FY08 budget for this project. Our intent is to hold an additional $10,000 in contingency should one or more facilities require additional study for example a more in-depth structural engineering analysis for the former Police facility or the RDC.
On October 22, 2007 this item was reviewed and approved by the Recreation and Parks Committee and referred to the Board for approval.
Recommended Action/Motion
I move to approve entering into an agreement with Gilfillan, Callahan, and Nelson Architects to provide a Space Needs Analysis for specified facilities in the amount of $18,500.
And
To approve an additional $10,000 contingency which will also cover appropriate reimbursable costs.