===== PDF PAGE 12 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: Resolution No. 21-R-0076 - Contract Execution- Matocha Associates for Professional Architectural Design Services COMMITTEE AGENDA DATE: September 2, 2021 COUNCIL AGENDA DATE: September 20, 2021Related to the 200 Main St Rehabilitation Project STAFF REVIEW: Mehul Patel, P.E., CFM, Director of Public Works SIGNATURE tv\J 1=-b -- APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE _________ _ ITEM SUMMARY: The City owns the four-story masonry building built in approximately 1880 located at 200 Main St. The primary entrance to the ground floor is from Main St while a secondary entrance to the lower level is from Turner Ct. This building is currently vacant. It was previously used as a mixed use building with commercial on the lower level and ground floor, while the second and third stories of the building were used as residential. In 2015, the City hired Matocha Associates, an architectural firm, alongside Tassone Architects, masonry architectural firm and Structural Resources, Inc. (SRI), a structural engineering firm to evaluate the deteriorating conditions of the building. These evaluations determined multiple issues with the building including, but not limited to, deteriorating masonry fac;ade, structural building settlement, non-compliance with current American Disability Act (ADA) requirements, fire escape related non-compliance, leaking pipes, asbestos, roof damages, etc. All of these concerns were expected due to the age of the building. Since then, the City has removed all the piping in the building as well as all of the asbestos. This project has sat idle for the last couple of years. The City wishes to revive the project again by re-engaging the firms that have worked on it in the past. Matocha Associates, under its current Phase I proposal will be responsible for preparing preliminary architectural design options for each story, preliminary mechanical, electrical and plumbing drawings for each of those option as well as opinion of probable cost. The conceptual options will include ADA compliance and multiple configurations for each story for the City to review. Once the City has selected the option with which it would like to proceed, Matocha will prepare final construction drawings and bid specifications under an amendment to this Agreement. This multi-phase approach will allow the City the flexibility to select the design option with definitive design scope prior to engaging into final construction drawings. The above referenced architectural design services will be paid for using Downtown TIF District Funds (09-34-54-4801), in which $250,000 has been budgeted. The design will move forward once approved by the City Council and is scheduled to take 12-16 weeks for completion. ===== PDF PAGE 13 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO ACTIONS PROPOSED: Approve Resolution No. 21-R-0076 authorizing the Mayor to execute a Contract with Matocha Associates of Hinsdale, Illinois, ih an amount not to exceed $38,000, for architectural design services related to the 200 Main St Rehabilitation Project. COMMITTEE RECOMMENDATION: ===== PDF PAGE 14 ===== [Extraction: embedded PDF text] RESOLUTION NO. 21-R-0076 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT WITH MATOCHA ASSOCIATES OF HINSDALE, ILLINOIS, IN AN AMOUNT NOT TO EXCEED $38,000, FOR ARCHITECTURAL DESIGN SERVICES RELATED TO THE 200 MAIN ST REHABILITATION PROJECT BE IT RESOLVED by the City Council of the City of West Chicago, in regular session assembled, that the Mayor is hereby authorized to execute a Contract for Professional Architectural Design Services for the 200 Main St Rehabilitation Project, between the City of West Chicago and Matocha Associates for an amount not to exceed $38,000, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 20th day of September 2021. AYES: NAYES: ABSTAIN: ABSENT: Mayor Ruben Pineda ATTEST: City Clerk Nancy M. Smith ===== PDF PAGE 15 ===== [Extraction: embedded PDF text] MATO CHA A 8 8 0 V I A T E 8 P.O.BmJ.31 Architecture, Development, and MONTICELLO, llT.&1184383 Program Management OFl!'ICE 880-380-2800 CELL 88CMI1·~.UOO EH.UL pwtonhe@-.toelw.- WEB WWW..MA.TOCllA.COM August 20, 2021 Mehul T Patel City of West Chicago Director of Public Works 475 Main Street West Chicago, II 60185 RE: PROPOSAL for 200 Main Street Architectural Design Dear Mr. Patel: I have prepared this proposal for the preliminary design services. It is anticipated that the following floor uses are defined by the city: 1. Lower Level-Commercial/Public Spaces 2. First Floor- Public Art Gallery 3. Second & Third Floors- Residential We will also include and A.DA Code Review and design options for the Lower and First Floors. I have approached our proposal on multiple levels, and I have provided multiple options on how we can proceed with this Project. Part One: would include the preliminary design of each floor. There will be multiple alternative designs for the residential floors, that will be presented to the Owner and then with that input we will proceed to the next phase. Once the floor designs are accepted, we would perform some preliminary MEP options which will help determine other concerns and costs with the building. The goal is to have a very good idea of the design constraints before proceeding into expensive construction drawings. I would include a preliminary master planning schedule of the project, recommended phasing if any, and a preliminary opinion of probable costs based on our 16 division sections. ===== PDF PAGE 16 ===== [Extraction: embedded PDF text] Page Two of Nine Fee Proposal 200 Main Street August 20, 2021 Once this Part I is complete and accepted by the city, we would provide a proposal for construction drawings, bidding, and administration of the construction for each floor. The City's plan is to build-out the lower level and the first floor as the base bid. I would recommend, if this is the priority for construction, that the 2nd and 3rd floors be a separate bid package to follow. Again, this could be broken into phases and separate contracts. I do not anticipate the city wanting to engage the cost of the entire project at one time for a one-year budget cycle and the time frame for the entire building will add significant time to the schedule. Sincerely, MATOCHA ASSOCIATES George R. Matocha, A.I.A., NCARB File: WEST CHICAG0-200 MAIN SERVICES PROPOSAL 2021 AUGUST 20 Offices in Utah and Illinois 315 West Maple - Hinsdale - Illinois 60521 ===== PDF PAGE 17 ===== [Extraction: embedded PDF text] Page Three of Nine Fee Proposal 200 Main Street August 20, 2021 ScopeofServices Project Scope The Project involves schematic design services for the commercial use of the Lower Level and the First Floor of the Building. Also included will be accessibility design for both these levels. These floors will be considered public spaces and therefore need to meet ADA accessibility requirements. The 2nd and 3rd floors will include schematic design concepts for multiple units on a floor to a single unit on the floor. There will be no site planning since this is a downtown commercial property. Part I Existing condition data collection, field measuring, window locations, front stairwell location and existing MEP infrastructure identification locations. Schematic design and minor revisions to the floor plans is anticipated. One client meeting to review the preliminary schematic design solutions, with small revisions after collaboration with the Client. We anticipate a few meetings to review our initial layouts. This time is included in our proposal. Any further changes to the approved schematic plans will be handled as additional services in accordance with our hourly rates. Preparing of a master planning schedule that would include any phasing that would be appropriate for budgeting and sequencing of the project from a logistical perspective. Preparing an opinion of probable cost estimate in our sixteen divisions format. A second meeting/conference call with the client to review the final products before submitting to the planning committee. Part I - Design Services [12-16 Weeks] 1. Existing condition assessment. field measuring, infrastructure locations. 2. Client meeting to present preliminary design & program features of the plans. 3. Minor revisions to the plans as required. 4. Develop plumbing, mechanical, and electrical system alternatives. 5. Prepare a Master Planning Schedule for implementation of the Project. 6. Prepare an initial opinion of probable cost estimate in our sixteen divisions format. 7. Client meeting/conference call to present final product documents prior to submitting to the planning committee. ===== PDF PAGE 18 ===== [Extraction: embedded PDF text] Page Four of Nine Fee Proposal 200 Main Street August 20, 2021 Part II Architectural plans will be prepared for permits and construction and may include more than one bid package over a longer time frame. We anticipate two to three progress meetings to review our plans and details. It is important that the Client prepare for our meetings to make decisions on details, materials, and design options so that your overall schedule can be maintained. Part II - Construction Drawings- To Follow after Definition of the Program 1. Prepare floor and foundation plans indicating detailed information for permit and bidding. 2. Prepare elevations. 3. Prepare construction details and wall sections. 4. Prepare Roof Plan and show structural members on the plans and prepare calculations. 5. Show plumbing fixtures and isometrics. Our drawings will show schematic plumbing information for contractor bidding. 6. Prepare electrical plans showing outlets and switches. Our drawings will show schematic electrical information for contractor bidding. Electrical service maybe from utility grid hook-up or a Solar PV array. 7. Prepare standard residential house specification in a sheet format to be incorporated into the set of plans. 8. A few mechanical systems can be considered, wood burning stove, propane heaters, electric heat, and in-floor hot water heat. Our drawings will show schematic mechanical information for contractor bidding. Note: We recommend separate sets of plans would be prepared: 1. Lower Level - Commercial 2. First Floor-Art Gallery 3. Second & Third Residential Units ===== PDF PAGE 19 ===== [Extraction: embedded PDF text] Page Five of Nine Fee Proposal 200 Main Street August 20, 2021 Standard Plan Sets: [16-20 Weeks per set, once started.] 1. Foundation Plan and details 2. Floor Plans and miscellaneous details 3. Light and Vent Schedule 4. Mechanical, Plumbing and Electrical Plans & schedules with Plumbing Isometrics 5. Wall Sections and Miscellaneous Details 6. Sheet Specifications (2 pages) Exclusions: We have not included civil engineering Civil engineering services may be required to be done by others for any outside utility work. We do not provide block elevations of kitchen cabinets. Final design is left up to the owner and builder with our consultation. Phone coordination with building/permit officials is included in our fee, up to 2 hours. Meetings at the agency offices is consider additional services. The Owner must field the questions and contact the Architect directly, we do not include discussions with the General Contractor or Sub-Contractors. We have not included any construction services during the building phase. We can provide these services on an hourly basis or a fixed fee once a construction schedule is known. ===== PDF PAGE 20 ===== [Extraction: embedded PDF text] Page Six of Nine Fee Proposal 200 Main Street August 20, 2021 Professiona Fees Matocha Associates will provide the scope of services outlined above for the following fixed fees: Part I - Schematic & Design Development $38,000.00 Existing Conditions/Field 7,000.00 ADA Solutions 5,600.00 Schematic Design 11,800.00 Infrastructure Assessment 2,900.00 Master Planning 1,700.00 Cost Estimating 4,500.00 Client Meetings 4,500.00 Part II - Construction Drawings 1. Lower Level - Commercial 2. First Floor-Art Gallery 3. Second & Third Residential Units ===== PDF PAGE 21 ===== [Extraction: embedded PDF text] Page Seven of Nine Fee Proposal 200 Main Street August 20, 2021 AdditionalServices Additional Services Hourly Rates: Hourly rates for services consist of items not covered under this Agreement and are billed on a time and material basis with the following hourly rates: Architectural: Principal $225.00 Senior Project Manager $165.00 Project Architect $145.00 Arch. Project Manager $132.00 Staff Architect $125.00 Arch. Proj. Coordinator $115.00 Intern Architect $105.00 Our hourly rates are subject to a change effective on January 1st of each year. Reimbursables The following are reimbursable expenses and are billed at 1.1 times the rates below: A fixed fee can be provided once a scope of materials has been defined. Part I fixed fee of $1,500.00. Part II to be determined. 1. Office copying @ $0.05 each. 2. Blue printing @ Vendors direct cost. 3. Fax transmissions @ $0.10 per page. 4. Mileage at the federal rate when adjusted. 5. Mailings, express services. 6. Project photography. 7. Special consultants if required and approved in advance by the owner. 8. Travel expenses ===== PDF PAGE 22 ===== [Extraction: embedded PDF text] Page Eight of Nine Fee Proposal 200 Main Street August 20, 2021 Miscel aneous • Invoices are submitted monthly and are payable in twenty-five days. Invoices not paid in thirty days from the invoice date are subject to one percent finance charge, compounded monthly. • Matocha Associates carries a standard $1,000,000/$2,000,000 professional liability insurance policy. • This proposal shall be effective for a period of not more than one month from the date above. Should this period expire prior to acceptance, Matocha Associates reserves the right to submit a revised proposal. • We propose a standard B101 [2007] A.I.A. and can be made available to you if you do not have copy. Contract form is to be mutually negotiated for architectural services. The terms and conditions of this contract form shall be the basis of this interim agreement, along with the proposal until such time as a formal contract is signed. • Upon direction to proceed by the client, whether verbally or in writing, this proposal is a binding agreement between the parties, such to the terms and conditions set forth herein. If a formal written contract is not issued and fully executed, then this proposal shall continue to bind the parties through completion of the project. • In recognition of the relative risks, rewards and benefits of the project to both the Client and Matocha Associates, the risks have been allocated such that the Client agrees to the fullest extent permitted by law, to limit Matocha Associates' liability to the Client so that the total aggregate liability of Matocha Associates to the Client shall not exceed Matocha Associates' fee. This limitation shall apply regardless of the cause of the action, however alleged or arising, unless otherwise prohibited by law. ===== PDF PAGE 23 ===== [Extraction: embedded PDF text] Page Nine of Nine Fee Proposal 200 Main Street August 20, 2021 • When Matocha Associates does not provide construction observation services, it is agreed that the professional services of Matocha Associates do not extend to or include the review or site observation of the Contractor's work, performance, or pay request approval. During construction, the Client assumes the role of the Architect and will hold harmless Matocha Associates for the Contractor's performance or the failure of the Contractor's work to conform to the design intent and the contract documents. • Matocha Associates work will not proceed until a fully executed agreement is on file. Acceptance If the Scope of Services and Professional Fees as noted are satisfactory, please indicate your acceptance by signing below. Two copies will be fully executed so that you will have a copy. Accepted By: _____________ _____ _ Date Accepted By: ______________________ _ George R. Matocha Date ===== PDF PAGE 24 ===== [Extraction: embedded PDF text] 200 Main St DuPage Web Mapping Appicatiai - DuPage County, lllinoE DuPage County Ph# 1 (630)407-5000 N lnfonnation Technology Department/ GIS Division Email gis@