Submitted By
John P. Wielebnicki, Public Works Director
Reviewed By
A.M. Zayyad
Agenda Item Title
Title
A Resolution Approving an Independent Contractor Agreement with Midwest Services and Development Corp. for the South Fire Station Bunk Room, Locker Room, and Restroom Renovations Project in an Amount Not to Exceed $565,215.00 and Authorizing its Execution
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Overview
Overview
This renovation project is included in the adopted Capital Improvement Plan, Building Improvement Fund, for the Fire Department which involves renovations to the bunk room, locker room, and restroom at the South Fire Station located at 900 S. East Ave.
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Recommendation
Recommendation
Approve the Resolution. It is proposed to move forward with this project as deferring it to a future year could cost additional monies as construction costs continue to rise.
Fiscal Impact
The following is a breakdown of project costs:
- Base Proposal cost: $539,000.00
- Combined total for accepted/declined alternates + $4,000.00
- Credit for value engineering
[accepted scope-reduction and materials substitutes] - $4,700.00
- Five percent contingency (5%) $ 26,915.00
Total cost $565,215.00
The Fiscal Year 2022 Capital Improvement Plan (CIP) Building Improvement Fund Budget account no. 3012-43790-101-540673 includes $450,000.00 for renovations to the bunk room, locker room, and restroom at the South Fire Station. Staff proposes to defer other fiscal year 2022 CIP projects and savings from another project as set forth below:
- FY 2022 CIP Budget $450,000.00
- Deferring the allocated funds for the main fire station
bunk room modifications (that project would be
deferred until 2023) $ 25,000.00
- Deferring the Village Hall employee lounge restroom
ventilation improvements (that project would also
be deferred until 2023) $ 32,500.00
- Savings from the Police Dept. Firing Range
Ventilation Improvements Project. $ 60,000.00
Total available funding $567,500.00
Background
This project was initially identified as a necessity in 2019 and was included in the 2020 CIP Building Improvement Fund, however, when bids for this work were received in early 2020, the cost exceeded the available budget and the project was deferred. Staff used the construction cost bids that were received in 2020 as a basis for the 2021/2022 CIP Building Improvement Fund budget for this project.
In October of 2021, the Village Board approved a Professional Services Agreement with Studio GC for architectural design services to renovate the bunk room, locker room, and restroom at the south fire station. Studio GC completed the design documents in January of 2022 and a Request for Proposals (RFP) for construction was issued on January 26, 2022. The RFP was posted in the Wednesday Journal and on the Village web page, and staff also solicited bids directly from area construction companies.
The construction cost estimate that was provided by the architectural firm that designed the renovations (Studio GC) back in November of 2021 was in-line with the budgeted amount, however, material and fuel prices have risen substantially since then causing the cost for this project to increase. Recommended funding for this project is shown in the Fiscal Impact section of this report.
A total of eight (8) proposals were received. Midwest Services and Development Corp. submitted the most favorable proposal. Staff contacted the references listed by Midwest Services and Development Corp. and all responses were positive.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Board previously acted on this item by approving the project as part of the 2022 CIP.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
Two projects are being deferred to allow this work to move forward.
Intergovernmental Cooperation Opportunities
None.