===== PDF PAGE 24 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: Resolution No. 24-R-0005 - Amendment No. 1 - COMMITTEE AGENDA DATE: January 4, 2024Professional Architectural Services - Matocha Associates COUNCIL AGENDA DATE: January 15, 2024 for the First Floor and Lower Level Renovation Project at 200 Main Street in an amount not to exceed $31,300.00. STAFF REVIEW: Mehul Patel, P.E., CFM, Director of Public Works SIGNATURE _________ _ 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 2022, the City completed the roof replacement, the exterior masonry improvements, and the structural rehabilitation of the building. On February 20, 2023 (Resolution No. 23- R-0007), the City Council awarded a contract to Construction, Inc. for the First Floor and Lower Level Renovation Project at 200 Main Street. On the same day, the City Council also awarded a professional architectural services contract for the construction oversight services for the project (Resolution No. 23-R- 0008) to Matocha Associates based on its knowledge, past experience, and familiarity with this building. In May 2023, the construction begun on the First and Lower Level Renovation Project. To date, much of the construction has been completed. However, additional time and effort are required to facilitate this project as well as to ensure quality and compliance with the contract. Matocha has spent more time than anticipated for material submittal and shop drawing reviews as well as unexpected design changes which arose due to unforeseen field conditions. The original contract completion date was November 21, 2023. There are several weeks of work remaining for the project. The new completion date will March 31, 2024, for all contract items except for the new electrical service which is anticipated to be installed by ComEd by July 2024. Staff recommends approving Amendment No. 1 to Matocha's original contract for First Floor and Lower Level Renovation Project at 200 Main Street in the amount not to exceed $31,300.00, bringing the total contract value to $91,300.00. Matocha's amendment will be funded via account 08-34-53-4818. ACTIONS PROPOSED: Approve Resolution No. 24-R-0005 authorizing the Mayor to execute an Amendment No. 1 for the Professional Architectural Services contract with Matocha Associates of Hinsdale, Illinois, for the First Floor and Lower Level Renovation Project at 200 Main Street in an amount not to exceed $31,300.00. COMMITTEE RECOMMENDATION: ===== PDF PAGE 25 ===== [Extraction: embedded PDF text] RESOLUTION NO. 24-R-0005 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE AMENDMENT NO. 1 FOR PROFESSIONAL ARCHITECHTURAL SERVICES WITH MATOCHA ASSOCIATES FOR THE FIRST FLOOR AND LOWER LEVEL RENOVATION PROJECT AT 200 MAIN STREET IN AN AMOUNT NOT TO EXCEED $91,300.00 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 an Amendment No. 1 for the Professional Architectural Services contract with Matocha Associates of Hinsdale, Illinois, for the First Floor and Lower Level Renovation Project at 200 Main Street in an amount not to exceed $91,300.00, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 15th day of January 2024. AYES: NAYES: ABSTAIN: ABSENT: Mayor Ruben Pineda ATTEST: Executive Office Manager Valeria Perez ===== PDF PAGE 26 ===== [Extraction: embedded PDF text] MATO CHA POBOXUf Architecture, and HONTICELL0, 1JTAB 841183 Program Management VOICE 880 ll80 -~ CELL 880411·2100 EH.UL GIU.TOCll.l@HA.TOCBA.OOM WEB WWW.M&TOCBA.OOM November 28, 2023 Revised December 24, 2023 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: REVISED ADDITIONAL PROPOSAL for 200 Main Street Construction Administration Services due to the extended time of the Project. Dear Mr. Patel: Attached is our additional proposal for the additional time expended on the project from August 1, 2023 thru November 2023 plus the extension of our services from November 2023 through March 1, 2024 for major construction of the work, then a reduced scope of work from March 1st to July 2024 for Construction Administration services for the Project areas described below: 1. First floor commercial space, 2. Lower-level commercial space, 3. Building infrastructure work. This represents a 50% increase in our time on the Project from our original proposal. I have moved some of the base contract services to June and July that will be -delayed to that time but should have been done by none. I am also not raising our rates until after the Project is complete in July, contrary to our contract. I have also discounted the hourly rate substantially for the additional time. This delay in completing our original contract for services is due primarily to two items: 1. Contractor's delay in starting the projec;t as scheduled in my proposal, not getting started until May even though the contract was signed in February. Numerous delays in completing the shop drawing requirements which did not get started until May and did not complete until November, which is when their construction work was originally scheduled to he complete. Three mis' steps by the contractor on the underground plumbing, Turner Court windows and the front walVmasonry delays. 2. The Com Ed issue with not enough power available for the development of the building, and transformers not being available until summer of 2024. ===== PDF PAGE 27 ===== [Extraction: embedded PDF text] Page Two 200 Main Street CA Services November 28, 2023 Revised December 24, 2023 Our additional proposal will include additional construction administration services only, based on the drawings prepared by our office in 2022. Included herein are the Scope of Work, fee proposal break-down, and other contractual clauses that will form the basis of an agreement. We are limited on available staff this year for CA Services and therefore the schedule of meetings on site will need to work with our personnel's available times and dates. A schedule of meeting every two weeks, on an established time and day of the week will be necessary for us to efficiently perform our scope of services. 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 c17~ George R. Matocha, Manager Office in Utah and Illinois 315 West Maple - Hinsdale - Illinois 60521 ===== PDF PAGE 28 ===== [Extraction: embedded PDF text] Page Three 200 Main Street CA Services November 28, 2023 Revised December 24, 2023 ScopeofServices Matocha Associates proposes to provide additional construction administration services for the renovation of commercial space on the first and lower levels of the building. Infrastructure components include: 1. Lower and First Floor Renovation 2. New stairwell, 3. New sprinkler system, 4. New electric service for the entire building, 5. New fire alarm system, 6. Minor sidewalk/curb work on the site. Additional Construction Administration Services 1. Attend on-site Owner meetings (twice per month), Owner or Contractor to prepare meeting agenda and meeting notes, thru February 28, 2024. 2. After or before the Owner's meeting review the construction progress and prepare a field report with photographs documenting the progress of the construction. Additional site visits to date 5. 2 additional per month from November 2023 thru February 28, 2024. (8) 3. Review the General Contractor's pre-approved and reviewed sub- contractor shop drawings and submittals noted in the construction drawings and specification. Additional hours expended to date 38. This should be complete and no additional time is expected under this item. 4. Review of Request For Information (RF/) documents about the drawings from the General Contractor. Additional hours expended to date 26.5, we are including an additional 4 hours through the end of the year. No additional reviews a'fter December 31, 2023. 5. Review monthly payment requests (9 included) submitted to the Owner, additional payment request 3 additional are expected above the original proposal. 6. Review and advise the Owner on change orders submitted by the General Contractor. Additional hours expended to date 28. Undetermined at this point, but we have included additional time of 10 hours for this item and would expect no further reviews by January 31, 2024. 7. Final Site Review and Punchlist, this is under the original proposal. 8. In am including the new engineering for the ejector pit $1,200.00 in this additional work that was completed in July 2023. Exclusions: 1. The General Contractor is responsible for submitting a final submittal log to the Owner as part of Project Close-out and a box of files with the As-Built Drawings prepared by the contractor, all the project submittals, records of the Project, warranties and Auto-Cad As-built Drawings. ===== PDF PAGE 29 ===== [Extraction: embedded PDF text] Page Four 200 Main Street CA Services November 28, 2023 Revised December 24, 2023 PreliminarySchedule Construction 4/1/23 to 11-24-2023 extended to February 28, 2024 Project Close-out 11/30/23-12-15-2023 moved to July 1st to July 31, 2024 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 intennediate invoicing purposes. In order to be fair on this proposal, I am not basing this fee on our hourly rates in the original contract, because this also includes overhead costs included under the original proposal through December 31, 2023, but I do need to add overhead costs through July, 2024 which were not anticipated. Construction Administration: $57,500 Additional $29,800 Reimbursables: $ 2,500 Additional $1,500 Total Architectural Fee: $60,000 Additional $31,300 ===== PDF PAGE 30 ===== [Extraction: embedded PDF text] Page Five 200 Main Street CA Services November 28, 2023 Revised December 24, 2023 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 $270.00 Senior Project Man. $195.00 Project Architect $175.00 Arch. Project Man. $160.00 Staff Architect $150.00 Arch. Proj. Coard. $135.00 Intern Architect $125.00 Our hourly rates are subject to a change effective on January 1st of each year. If any of the work is not completed by 713112024 then our rates will increase by a multiple of 1.10 for the remainder of the Project 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. ===== PDF PAGE 31 ===== [Extraction: embedded PDF text] Page Six 200 Main Street CA Services November 28, 2023 Revised December 24, 2023 Miscellaneous • 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 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 superseded 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. • Matocha Associates work will not proceed until a fully executed agreement is on file. ===== PDF PAGE 32 ===== [Extraction: embedded PDF text] Page Seven 200 Main Street CA Services November 28, 2023 Revised December 24, 2023 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. Please update the Purchase Order when the City Council approves the additional services. Accepted By: ______________ _ Its: Date Accepted By: _ _____________ _ George R. Matocha Date