===== PDF PAGE 85 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: Resolution No. 25-R-0079 - Kluber, Inc. - Professional Architectural Design and Construction Management COMMITTEE AGENDA DATE: December 4, 2025 Services related to the City Museum Renovations & COUNCIL AGENDA DATE: December 15, 2025, Improvements Project at 132 Main Street in an amount not to exceed $80,400.00 STAFF REVIEW: Mehul Patel, P.E., CFM, Director of Public Works SIGNATURE_ ________ _ APPROVED BY INTERIM CITY ADMINISTRATOR: Tia Messino SIGNATURE. __________ _ ITEM SUMMARY: The City Museum, located at 132 Main St, is a three-story masonry building originally constructed in approximately 1884. The building served as West Chicago's Town Hall and public safety headquarters before becoming the City Museum in 1975. It is listed on the National Register of Historic Places for its architectural and civic significance. The building is deteriorating and needs major exterior and interior improvements. In 2024, the City engaged with Tassone Architects, who worked on 200 Main St., to prepare plans and bid specifications for the exterior masonry rehabilitation; however, work was paused to allow for budgeting of comprehensive building needs. In FY 2026, the ' City budgeted for exterior masonry rehabilitation, roof replacement and other building improvements at this site. .The City will re-engage with Tassone Architects to prepare the bid specifications for the exterior masonry rehabilitation. Staff solicitated a proposal for the City Museum Renovations & Improvements Project (Project) from Kluber, Inc., who has provided similar services for other City projects. Kluber, Inc. has previously provided Phase II professional architectural services for various facilities projects in FY 2023 and FY 2024, including the insulation and roof replacement projects at the Streets Division Garage, interior renovation at the Fleet Garage, and exterior renovations at the Metra Depot, which were all completed successfully. Staff was satisfied with services provided by Kluber, Inc. for these projects. Kluber's proposal for Phase II and Phase Ill professional architectural services amounts to $80,400. Kluber's scope of work will generally include project management, data collection, preparation of design drawings and specification, bidding assistance, construction oversight, prepare cost estimates, review pay estimates, shop drawing review and approval as well as general project administration. The scope of improvements under this Project will be focused on the roof replacement, interior roof access hatch, evaluate and replace rooftop HVAC condensing units and associated piping and electrical components, window and door replacements (excluding the two Main St entrances and Turner Ct entrance), and fire escape repairs. The FY 2026 Capital Projects Fund Account No. 08-34-53-4801 includes $440,000.00 for this Project, which covers architectural services. After further review, staff believes there is insufficient budget to complete all scope items under this Project and the design will have to include strategic alternates to prioritize some of the scope items. Staff recommends approval of Kluber, lnc.'s proposal for Professional Architectural Design and Construction Management Services related to the City Museum Renovations & Improvements Project at 132 Main Street in an amount not to exceed $80,400.00. ACTIONS PROPOSED: Approve Resolution No. 25-R-0079 authorizing the Mayor to execute a Contract with Kluber, Inc of Aurora, Illinois, for Professional Architectural Design and Construction Management Services related to the City Museum Renovations & Improvements Project at 132 Main Street in an amount not to exceed $80,400.00 COMMITTEE RECOMMENDATION: ===== PDF PAGE 86 ===== [Extraction: embedded PDF text] RESOLUTION NO. 25-R-0079 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT WITH KLUBER, INC OF AURORA, ILLINOIS, FOR PROFESSIONAL ARCHITECTURAL DESIGN AND CONSTRUCTION MANAGEMENT SERVICES RELATED TO THE CITY MUSEUM RENOVATIONS & IMPROVEMENTS PROJECT AT 132 MAIN STREET IN AN AMOUNT NOT TO EXCEED $80,400.00 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 a Contract with Kluber, Inc of Aurora, Illinois, for Professional Architectural Design and Construction Management Services related to the City Museum Renovations & Improvements Project at 132 Main Street in an amount not to exceed $80,400.00, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 15th day of December 2025. AYES: NAYES: ABSTAIN: ABSENT: Mayor Daniel Bovey ATTEST: Executive Office Manager, Valeria Perez ===== PDF PAGE 87 ===== [Extraction: embedded PDF text] KluberArchitects + Engineers www.kluberinc.com November 12, 2025 (Revised November 25, 2025) Mr. Dave Shah, PE Assistant Director of Public Works City of West Chicago 475 Main Street West Chicago, IL 60185 Re: City Museum Renovations & Improvements - 'Project' Kluber, Inc. Proposal No. 250916.01 R1 Dear Mr. Shah: Thank you for the opportunity to present this Proposal for Professional Services for the above referenced Project. It is our understanding that the City of West Chicago ('City') desires to engage Kluber, Inc. ('Consultant') to provide usual and customary architectural and engineering Services for the proposed City Museum Renovations and Improvements located at 132 Main Street, West Chicago (herein referred to as 'Project'). OVERVIEW OF PROJECT SCOPE The Project consists of improvements to the existing facility as noted below. First Priority Items: Roof replacement of built-up roof with EPDM membrane system and counterflashing. Historic reconstruction of the spire pitched roof is not contemplated. Add an access ladder from upper floor through wood framed roof with a new roof hatch. Evaluate and replace rooftop HVAC condensing units and electrical and piping components (during re-roofing work) if deemed units are beyond their useful life. All exterior masonry rehabilitation work has been excluded as will be performed by another architectural firm contracted by the City. Secondary Priority items: (Where Budget Permits): Window replacement or repairs with non-historical units, door replacement or repairs with non-historical units (excluding the two main entrances), fire escape repairs, add structural supports for fire· escape, repair fire escape stair treads as necessary, blast, prime and repaint all fire escape components. Front entryway ramping and staircase for ADA Access has been excluded. INITIAL INFORMATION • The Ownets budget for the Cost of the Work (CoW) is $850,000.00. The Cost of the Work is the total cost to construct all elements of the Project designed or specified by Kluber, Inc.; it does not include A/E fees, land acquisition costs, permit fees, utility service connection or activation fees, financing costs, contingencies for changes in the Work, or other soft costs that are the responsibility of the Owner. • The anticipated Project schedule is to be determined as mutually agreed with the understanding that Procurement will occur in Spring 2026, Commencement of Construction Summer 2026 and Substantial Completion 2027. • The intended Project delivery method is a single contract for General Construction; single bid package. • The City's representative for the Project will be Dave Shah. • Kluber, lnc.'s representative for the Project will be Clayton Haldeman. Corporate Office Bloomington Office 41 W. Benton Street 2401 E. Washington Street, Suite 200-B2 Aurora, Illinois 60506 Bloomington, Illinois 61704 630.406.1213 309.430.6460 ===== PDF PAGE 88 ===== [Extraction: embedded PDF text] Assumptions/Exclusions include the following: A. It is our understanding that the Owner has provided or will provide all environmental testing and abatement of all hazardous materials in the area where renovation work will occur. B. The assumption is that the current facility is code compliant with the codes that were in effect when constructed. Our scope of services does not include bringing the facility up to current codes and standards beyond the scope of the Project. C. The existing utilities (water, sewer, gas, electric) are capable of supporting the proposed renovations. D. The existing mechanical and electrical distribution equipment is adequate for the proposed renovations, replacement of such equipment is not contemplated other than as noted above. The foregoing is based on our site meeting on August 14, 2025 and email dated 11/24/2025 which removed scope items from the Project. SERVICES Kluber, Inc. proposes to provide usual and customary architectural and engineering Services for the Project as set forth in the standardized Agreement for Professional Architectural Services between City of West Chicago and Consultant, and in accordance with the general understandings applicable to our relationship with you, with limitations as follows: Construction Document Phase: • Review information furnished by the Owner • Non-invasive site review, to document and generally become familiar with the existing conditions related to the Project scope of work • Prepare existing conditions in AutoCAD based on gathering of information from field surveys • Kick-off meeting with Owner to discuss Project in detail • Perform code review related to Project scope of work • Prepare specifications o • Owner bidding requirements o Technical requirements for architectural and engineering systems • Prepare technical drawings • Prepare final estimate of Cost of the Work • Administer virtual meetings with Design Team & vendors to review project • Review final documents with Owner prior to bidding • Prepare documents for permit submission by the Contractor and respond to permit comments from the Authority Having Jurisdiction. Procurement Phase: • Assist Owner in contacting potential bidders for Project • Prepare agenda and attend pre-bid meeting • Review substitution requests • Respond to contractor questions during bidding • Issue addenda (if required) • Participate in bid opening • Perform contractor bid review evaluations • Prepare and issue contractor bid results letter Construction Administration Phase: • Prepare agenda and attend pre-construction meeting • Issue ASl's and Rf P's as required • Respond to Contractor questions • Review progress pay requests if requested • Participate in conference calls administered by the Contractor with Contractor, Owner, Vendors and Design Team • Review Contractor change order requests and prepare change order documents ===== PDF PAGE 89 ===== [Extraction: embedded PDF text] • Perform site visits for progress meetings, to address contractor questions and to observe the work is proceeding in general conformance with the contract documents with a maximum of four (4) visits • Perform up to two (2) reviews of each construction submittal • Perform one (1) site visit to confirm Substantial Completion and identify punch list items • Perform one (1) site visit to verify completion of punch list items and confirm Final Completion of the Work • Issue Certificate of Substantial Completion • Assumed Construction duration: 5 months SUPPLEMENTAL AND ADDITIONAL SERVICES Supplemental Services are not included in the Services described above, but may be required for the Project or specifically requested by the City. The list below indicates Supplemental Services that will be provided by Kluber, City, To Be Determined (TBD) or Not Provided for the Project. • Civil Engineering Consultant assumed will not be required and has not been included. • Historical Preservation has not been included. Additional Services are not included in the Services described above, but may be required for the Project. The list below indicates Additional Services that may arise at no fault of the Consultant and approved by the City are as follows. 1. Services necessitated by a change in the Initial Information, previous instructions or approvals given by the City, or a material change in the Project including size, quality, complexity, the City's schedule or budget for Cost of the Work, or procurement or delivery method. 2. Services necessitated by the enactment or revision of codes, laws, or regulations, including changing or editing previously prepared Instruments of Service. 3. Changing or editing previously prepared Instruments of Service necessitated by official interpretations of applicable codes, laws or regulations that are either (a) contrary to specific interpretations by the applicable authorities having jurisdiction made prior to the issuance of the building permit, or (b) contrary to requirements of the Instruments of Service when those Instruments of Service were prepared in accordance with the applicable standard of care. 4. Services necessitated by decisions of the City not rendered in a timely manner or any other failure of performance on the part of the City or the City's consultants or contractors. 5. Preparing digital models or other design documentation for transmission to the City's consultants and contractors, or to other City-authorized recipients. 6. Preparation of design and documentation for alternate bid or proposal requests proposed by the City. 7. Preparation for, and attendance at, a public presentation, meeting or hearing. 8. Preparation for, and attendance at, a dispute resolution proceeding or legal proceeding, except where the Consultant is party thereto. 9. Evaluation of the qualifications of entities providing bids or proposals. 10. Consultation concerning replacement of Work resulting from fire or other cause during construction. 11. Assistance to the Initial Decision Maker (third party consultant, such as City's Representative), if other than the Consultant. COMPENSATION Kluber, Inc. proposes to provide the Services described above for the Stipulated Sum noted below. Kluber, Inc. proposes to provide the Supplementary and Additional Services described above for the fees scheduled below. Compensation for Basic, Supplementary and Additional Services does not include the services of other independent professionals, associates, or other consultants. If they are required, our fee will be increased by the direct costs of those services multiplied by a factor of 1.15 for overhead, coordination and management of the delivery of those services. ===== PDF PAGE 90 ===== [Extraction: embedded PDF text] Our billing for Services will be based on progress of the work performed and is outlined as follows: Services: Construction Documents Phase ........................................................... $62,550.00 Procurement Phase ................................................................................ $2,600.00 Construction Administration Phase ...................................................... $14,500.00 Total Basic Services Fee: ........................ $79,650.00 Estimated Reimbursable Expenses: ............................. $750.00 Total Services+ Estimated Reimbursable Expenses: ........................ $80,400.00 Supplemental and Additional Services: As requested ............................................................. At Hourly Rates listed below Responding to Permit Comments from AHJ .............. At Hourly Rates listed below Supplemental Services ............................................................... To be Determined Additional Services .................................................... At Hourly Rates listed below Each Site Visit during construction ............................................................ $525.00 Reimbursable Expenses (not included in fees noted above) incurred in connection with our services, and our consultants, will be charged on the basis of cost, without additional markup. Anticipated reimbursable expenses for this project include expedited courier services, printing and plotting, document reproduction, premiums for professional liability insurance in excess of usual and customary coverage and models, renderings or professional photography, and are anticipated not to exceed $750.00 .. Changes in services, when authorized, will be charged on an hourly rate as scheduled hereafter and amended annually in accordance with our hourly rate schedule (2025): Kluber Architects + Engineers Staff Hourly Rate Principal.. ................................................................................................... $239.00 Project Manager .......................................................................... $187.00 Project Mechanical Engineer 111 ................................................................. $177.00 Project Mechanical Engineer 11 .................................................................. $149.00 Project Mechanical Engineer 1................................................................... $122.00 Project Electrical Engineer 111 .................................................................... $177.00 Project Electrical Engineer II ..................................................................... $149.00 Project Electrical Engineer I ...................................................................... $122.00 Project Structural Engineer 111 .................................................................... $177.00 Project Structural Engineer 11 ..................................................................... $149.00 Project Structural Engineer 1. ..................................................................... $122.00 Project Technologist.. ................................................................................. $177.00 Project Architect 111 .................................................................................... $144.00 Project Architect II ..................................................................................... $122.00 Project Architect I .......................................................................................$101.00 Interior Designer 111 .................................................................................... $122.00 Interior Designer 11 ...................................................................................... $101.00 Interior Designer 1........................................................................................ $84.00 Construction Observer ................................................................................ $101.00 Senior Project Coordinator .......................................................................... $84.00 Project Coordinator ...................................................................................... $63.00 Mark-up for hourly Projects (indirect costs, OH & P) ............................... 20.0% Hourly rates for dispute resolution or legal proceedings are 2.0 times the rates noted above. ===== PDF PAGE 91 ===== [Extraction: embedded PDF text] Limitation of Liability: Notwithstanding any other provision of this Agreement, and to the fullest extent permitted by law, the total liability, in the aggregate, of Kluber, lnc.'s officers, directors, partners, employees, agents, and Kluber's Consultants, and any of them to City/Client and anyone claiming by, through, or under City/Client for any and all claims, losses, costs, or damages whatsoever arising out of, resulting from, or in any way related to the Project or the Subagreement from any cause or causes, including but not limited to the negligence, professional errors or omissions, strict liability or breach of contract, or warranty express or implied of Kluber's officers, directors, partners, employees, agents, or Kluber's Consultants, or any of them shall not exceed the total amount of two times fee, excluding reimbursable expenses, up to the and not exceeding the insurance policy limits. The services provided herein are governed solely with regards to permanent building codes only, compliance with OSHA regulations is specifically excluded. INSURANCE Kluber, Inc. will maintain its standard insurance as noted below until termination of this Agreement. If the City requirements are above the types and limits the Consultant normally maintains, the City shall pay the Consultant as a reimbursable expense. • Kluber, Inc. will maintain the insurance requirements as set forth in the City's Standardized Agreement for Professional Architectural Services. COPYRIGHTS AND LICENSES • As set forth in the City's Standardized Agreement for Professional Architectural Services. CLAIMS AND DISPUTES • As set forth in the City's Standardized Agreement for Professional Architectural Services. TIMING All services contemplated within this proposal shall be completed within 8 months after the acceptance date. Services performed after closure of that window will be billed hourly in accordance with the rates set forth above. This proposal is valid for a period of up to 45 days from the date noted on this proposal. FINAL NOTE If this proposal satisfactorily sets forth your understanding of our agreement, we would appreciate your authorization to proceed with this Work. We are available to discuss any aspect of this proposal with you at your convenience. Kluber, Inc. appreciates the interest expressed in our firm and we look forward to serving your needs in the future. Sincerely, Michael T. Kluber, P.E. Accepted (Signature) Date President Kluber, Inc. Michael Guttman, City Administrator By (printed name and title) Confidentiality Notice: The contents of this proposal are confidential and may not be distributed to persons other than the City.