Title/Name/Summary
RFP 22-002 - CPAC Vertical Turbine Pump Replacement
History
RFP 22-002 CPAC Vertical Turbine Pump Replacement was issued on January 4, 2022, and closed on January 20, 2022. The project scope includes the replacement of the existing Vertical Turbine Pump Station #3 at the Centennial Park Aquatic Center (CPAC). The new turbine pump will be more efficient (96% vs 80%) than the existing pump, and require less maintenance overall.
Twenty-one (21) vendors fully or partially downloaded the RFP documents, and two (2) submitted proposals. It should be noted that courtesy emails with information regarding the RFP were sent to potential vendors in an effort to obtain as many submittals as possible. It should also be noted that the Village received only two (2) proposals for a similar turbine replacement project in 2021 from the same contractors as this time, suggesting that there are a limited number of contractors who are capable of performing this work. The RFP audit report and bid tabulation are attached for reference.
The original proposal price submitted by Robe, Inc. was $119,180.00, and $80,100.00 by Crossroads Construction. Due to the large difference between the proposal prices, the Public Works Department reached out to Robe, Inc. to confirm that its proposal reflected its best and final price. Robe subsequently submitted a revised proposal for $107,060.00, or a 10% reduction in price.
The final proposal totals are as follows:
Crossroads Construction, Inc.
Total Proposal Price - $80,100.00
Robe, Inc.
Total Proposal Price - $107,060.00
As an RFP, the Village evaluates proposals based on prices, vendor qualifications, and additional factors deemed relevant. The Village of Orland Park retains the right to accept any proposal, any part or parts thereof, or reject all proposals.
The Village has worked previously with Crossroads Construction, Inc., most recently in 2021 on the CPAC Stair and Landing Replacement project. The Village had numerous issues in working with Crossroads Construction on this project, mostly related to non-conformities to the project construction documents. In not adhering to the project plans and provisions detailed in the construction documents, the project suffered a lengthy delay in completion, the re-engineering of structural components and an overall time-consuming and frustrating experience for Village staff. Near continuous supervision by Village staff and outside consultants was ultimately necessary to ensure that the project was completed. All these deficiencies were documented in corrective letters to the contractor during the process.
As such, while the proposal price difference between Crossroads Construction and Robe, Inc. is substantial ($26,960.00), the Public Works Department believes the Village will receive a better project completed in a timelier manner by working with Robe, Inc. versus Crossroads Construction. The Public Works Department worked with Robe Inc. on two (2) large projects at CPAC in 2021, including the replacement of Vertical Turbine Pumps 1 and 2. In both cases, the projects ran smoothly, and the contractor was responsive and abided by all project plans. All three (3) references (Chicago Park District, University of Illinois at Chicago, IDOT) provided by Robe, Inc. related positive experiences in working with Robe, Inc. and recommended its services.
The vertical turbine project cannot begin until the IPDH issues a permit for this work. Permits for CPAC projects were submitted to IDPH in December, 2021. Robe, Inc. is listed as a pre-qualified contractor by the Illinois Department of Public Health (IDPH) for work at swimming facilities.
For the above mentioned reasons, the Public Works Department recommends awarding the contract for RFP 22-002 to Robe, Inc. A 10% ($10,706.00) contingency is also requested to address change orders made necessary by circumstances not reasonably foreseeable at the time the contract was signed. This contingency amount will be included in the contract for this project.
Financial Impact
Funds for this project are available in account 283-4005-443150 and 054-0000-470100. Savings from the VGBA grates improvement project, which was budgeted in account 054-0000-470100, would be used to cover the $27,776.00 cost difference between the $90,000 that was budgeted in 283-4005-443150 and the actual project cost of $117,776.00. The Finance Department will make this update during the next round of budget amendments.
Recommended Action/Motion
I move to approve awarding the contract for RFP 22-002 CPAC Vertical Turbine Pump Replacement to Robe, Inc. of Chicago, IL in the amount of $107,060.00, plus a 10% contingency of $10,706.00, for a total contract amount not to exceed $117,776.00;
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review.