Title
Public Works Optimization Project - Additional Design Services
History
In both 2022 and 2026, the Public Works Department established Master Service Agreements (MSAs) for Professional Mechanical, Electrical, Plumbing (MEP), and Architectural Services through Requests for Qualifications (RFQs) 22-004 and 26-004. These MSAs allow the Village to solicit proposals from a pool of pre-qualified architectural and engineering (A/E) firms for facility improvement, renovation, and capital projects as needs arise.
The current Village Board-approved MEP and Architectural Services firms include Cordogan Clark & Associates, Farnsworth Group, Kluber Architects + Engineers, Valdes Architecture and Engineering, Tria Architecture, Williams Architects, Bailey Edward Design, Dewberry Architects, DLR Group, and The HOH Group.
By utilizing these pre-qualified firms, the Village is able to efficiently procure professional design services while ensuring competitive pricing, technical expertise, and familiarity with municipal facility projects.
On July 18, 2022, the Village Board approved a proposal from Valdes Architecture and Engineering to provide A/E services for the Public Works Optimization Project (see 2022-0553). Since that time, Valdes has completed both the Schematic Design (SD) and Construction Document (CD) phases of the project.
Utilizing the same A/E firm that prepared the original construction documents to revise those drawings based on an updated project scope is the most efficient and cost-effective approach. As the firm of record, Valdes Architecture and Engineering possesses extensive knowledge of the project's design, permitting requirements, and technical details, allowing revisions to be completed more efficiently and accurately than would be possible with a new consultant.
To date, the Public Works Optimization Project has been advertised for bid on three (3) separate occasions without receiving a bid that would allow the project to proceed. As a result, the project scope has been reevaluated to identify opportunities for cost reduction while preserving the most critical operational and facility improvements needed to support Public Works functions.
A revised scope of work has been developed to address the Village's near-term operational and facility needs while reducing overall project costs and maintaining the project within the approved budget. By focusing on the most critical project components, the Village can continue to advance key operational improvements while improving the likelihood of a successful bid and project implementation.
Accordingly, the Public Works Department is requesting Village Board approval of a proposal from Valdes Architecture and Engineering to update the existing construction documents to reflect a revised scope of work for an amount not to exceed $239,910.00.
In addition to completing the original Schematic Design and Construction Document phases, Valdes also previously coordinated and managed several supplemental services that were necessary to advance the project, including IDOT bidding updates, geotechnical investigations and soil borings, and supplemental structural engineering calculations. Costs associated with these services remain outstanding and have been incorporated into the proposed amendment for Board consideration.
Financial Impact
Funding in the amount of $250,000.00 is available in GL account 1008010-432500 for A/E Services for Facility Projects.
Recommended Action/Motion
I move to approve the contract with Valdes Architecture and Engineering in an amount not to exceed $239,910.00, and as fully presented.
(Full motion - not necessary to be read)
I move to approve a sole source agreement and authorize the approval and execution of a Professional Service Agreement between the Village of Orland Park and Valdes Architecture and Engineering for Public Works Optimization Project - Additional Design Services for a cost not to exceed $239,910.00;
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review;
AND
Authorize the Village Manager to approve change orders related to this contract within the authorized amount.