===== PDF PAGE 16 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: Resolution No. 22-R-0026 - Contract Execution - Matocha Associates Amendment #1 for Architectural Design COMMITTEE AGENDA DATE: May 5, 2022 COUNCIL AGENDA DATE: May 16, 2022Services related to the 200 Main St Rehabilitation Project STAFF REVIEW: Mehul Patel, P.E., CFM, Director of Public Works SIGNATURE f\t~ ....\.c-'~.---..~ 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. The City is currently in the process of a structural and masonry rehabilitation. The roof will also be replaced in summer of 2022. On September 20, 2021, the City Council approved Resolution 21-R-0076 for the Mayor to execute a Contract Agreement 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. The purpose of this agreement was for Matocha Associates to prepare preliminary architectural design options for each story, along with preliminary mechanical, electrical, and plumbing drawings for each of those options, as well as opinion of probable cost. The conceptual options also include ADA compliance and multiple configurations for each story for the City to review. Over the last few months, Matocha Associates has worked with staff to complete the conceptual design for each floor. The final report was presented to the Infrastructure Committee on April 7, 2022. The Infrastructure Committee directed staff to obtain an architectural design proposal from Matocha Associates to prepare final construction drawings and bid specifications under an amendment to its current Agreement, which will include constructing the backbone of the mechanical, electrical, and plumbing systems as well as buildout of the lower level and Main St level. The proposal also includes assessment and design of the exterior fire escape. This multi- phase approach was chosen to 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 Capital Funds (08-34-53-4818), in which $814,000 has been budgeted for the ongoing structural and masonry rehabilitation as well as roof replacement. The design will move forward once approved by the City Council and is scheduled to take 5-6 months for completion. ===== PDF PAGE 17 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO ACTIONS PROPOSED: Approve Resolution No. 22-R-0026 authorizing the Mayor to execute a Contract Amendment #1 with Matocha Associates of Hinsdale, Illinois, in an amount not to exceed $123, 100.00, for a revised contract amount of $161, 100.00, for architectural design services related to the 200 Main St Rehabilitation Project. COMMITTEE RECOMMENDATION: ===== PDF PAGE 18 ===== [Extraction: embedded PDF text] RESOLUTION NO. 22-R-0026 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT AMENDMENT #1 WITH MATOCHA ASSOCIATES 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 Amendment # 1 with Matocha Associates of Hinsdale, Illinois, in an amount not to exceed $123,100.00, for a revised contract amount of $161,100.00, for architectural design services related to the 200 Main St Rehabilitation Project., in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 16th day of May 2022. AYES: NAYES: ABSTAIN: ABSENT: Mayor Ruben Pineda ATTEST: Deputy City Clerk Valeria Perez ===== PDF PAGE 19 ===== [Extraction: embedded PDF text] MA.TO CHA A 8 8 0 ~ I A T E 8 POBOXIAf Architecture, and MONTICJlLLO, 1JTAH 846811 Program Management VOICE 880 380 • 2800 CELL 030411.~noo EH.lIL GMA.TOCB.l@MA.TOCIU.OOM WEB WWW.MA.TOCIU.COM April 27, 2022 Mehul T. Patel City of West Chicago Director of Public Works 475 Main Street West Chicago, IL 60185 Email: MPatel@westchicago.org (T) 630-293-2255 RE: PROPOSAL for 200 Main Street Archltectural/Englneerlng Services Amendment # 1 Dear Mr. Patel: Attached is our proposal for the architectural and engineering design for the following scope of work: 1. First floor commercial space, 2. Lower-level commercial space, 3. Building infrastructure work. Our proposal will include the detailed construction drawings, bidding and construction services. Included herein are the Scope of Work, fee proposal break-down, and other contractual clauses that will form the basis of an agreement. Construction services have been shown as an alternate add fee. Our workload will prevent us from starting this project until after July 4. Thank you for the opportunity to continue to assist you with your professional service needs. If you have any questions, please feel free to contact me. Sincerely, MATOCHA ASSOCIATES George R. Matocha, Manager Office in Utah and Illinois 315 West Maple - Hinsdale - Illinois 60521 ===== PDF PAGE 20 ===== [Extraction: embedded PDF text] Page Two 200 Main Street Architectural/Engineering Services April 27, 2022 ScopeofServices Matocha Associates proposes to provide architectural services for the renovation of commercial space on the first, lower levels of the building and the Infrastructure components include below: 1. New stairwell, 2. New sprinkler system for the building, 3. New electric service for the entire building, 4. New fire alarm system for the building, 5. Minor sidewalk/curb work on the site, 6. Fire Escape replacement. all based on the schematic design prepared early this year in our final report to the city. Our work is based on floor plans dated 2-15-22. The square footage is 1596 for the two floors. Approximate total project cost of $1 ,582,000.00 for the total scope of work under this agreement. Architectural/Engineering Construction Documents (Drawings) Services 1. Field Review of property and site measuring. 2. Sidewalk design on the lower level for improved handicap accessibility. [Civil engineering allowance of $2,800 is included in our proposal.] 3. Prepare architectural/engineering plans and details, store front elevations and program information provided as outline in the schematic design package. 4. Engineering drawings for electrical, mechanical, plumbing and fire protection plans and details. 5. Fire Escape plans, structural engineering and details 6. Prepare commercial architectural/engineering sheet specification. Exclusions: 1. Any exterior work other than, fire escape, new doors and store front/windows on the first and lower levels. 2. Engineering site visits or reviews during construction are $500 per day per engineer. 3. Any work on the two residential floors, other than what is included under the building infrastructure scope of work. The remaining scope of work is delineated below. ===== PDF PAGE 21 ===== [Extraction: embedded PDF text] Page Three 200 Main Street Architectural/Engineering Services April 27, 2022 DRAWING PREPERATION 1. Prepare construction drawings for the areas indicated above. 2. Investigate the existing conditions and required details in the field. 3. Includes engineering of structural for metal fire escape, electrical, mechanical, plumbing, fire protection and fire alarm systems. BIDDING 4. Review and assist the City with the bid documents package. 5. Attend mandatory contractor pre-bid meeting. 6. Respond to bidding questions in City required public bid format. 7. Attend public bid opening meeting. 8. Clarify the bid of the selected qualified bidder, verify contractor references and make a recommendation for City council selection. CONSTRUCTION ADMINISTRATION {Alternate fee} 1. Attend mandatory contractor pre-construction meeting. 2. Make semi-monthly on-site reviews of the work and provide field reports to the Team [12 trips are budgeted for this project. 3. Review shop drawing submittals for compliance with the drawings and specifications. 4. Collect warranty documentation, make a 100% on-site review and prepare a written punch list. 5. Collect final documentation and close-out the project. 6. Review seven monthly contractor pay requests. 7. We have included 10 RFI' s in our fee. PreliminarySchedule Design Approval 6/30 Drawing 7/4-1111 Bid period 1111-11/23 Pre-Bid Conference 11117 Bid Opening 11123 Clarify bids/Committee 11123-12/1 Recommendation to A ward 12/1 Committee 12/2 Award contract Dec Board Meeting 12/19 Construction 2/1123 Project Close-out 7 /31 /23 ===== PDF PAGE 22 ===== [Extraction: embedded PDF text] Page Four 200 Main Street Architectural/Engineering Services April 27, 2022 Professional Fees Matocha Associates will provide the architectural scope of services outlined above for the following fixed fee. The breakdown is to be used for intermediate invoicing purposes. The following engineering services are included in the fee: Civil, Electrical, Mechanical, Plumbing, Sprinkler, Fire Alarm. Base Fee Reimbursables Architectural/Engineering $114,700.00 + $1,500.00 Bidding: $ 6,400.00 + $ 500.00 Total Architectural Fee: $121,100.00 + $2,000.00 Alternate Fee: Construction Administration: $ 31,085.00 + $2,500.00 HourlyRates 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 Man. $165.00 Project Architect $145.00 Arch. Project Man. $132.00 Staff Architect $125.00 Arch. Proj. Coord. $115.00 Intern Architect $105.00 CAD Operator $ 90.00 Draftsman $ 75.00 Our hourly rates are subject to a change effective on January 1st of each year. If any of the buildings are not completed by 12/31/2022 then our rates will increase by a multiple of 1.05 for next year. ===== PDF PAGE 23 ===== [Extraction: embedded PDF text] Page Five 200 Main Street Architectural/Engineering Services April 27, 2022 Reimbursables A reimbursable allowance has been included in the fees above. All bidding document reproduction will be invoiced at 1.0 times the actual expense. Electronic drawings can be provided to the Owner for their own reproduction. The Owner should allow for $4,500 for reimbursable expenses. Miscellaneous • Invoices are submitted monthly and are payable in twenty 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 two months from the date above. Should this period expire prior to acceptance, Matocha Associates reserves the right to submit a revised proposal. • 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. Although this proposal may be superceded by a formal, written contract in the event of which this proposal shall be deemed null and void if no such written contract is executed and delivered by both parties, 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 Consultant, the risks have been allocated such that the Client agrees to the fullest extent permitted by law, to limit the Consultant's liability to the Client, so that the total aggregate liability of the Consultant to the Client shall not exceed the Consultant's fee. This limitation shall apply regardless of the cause of the action however alleged or arising, unless otherwise prohibited by law. • 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 failure of the Contractor's work to conform to the design intent and the contract documents. ===== PDF PAGE 24 ===== [Extraction: embedded PDF text] Page Six 200 Main Street Architectural/Engineering Services April 27, 2022 • 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: ______________ _ Its: Date Accepted By: _____________ _ George R. Matocha Date