CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of JOC Procurement NS-004-CY23.A, Mansion Exterior Restoration Entry Porch Repairs, to Robe Construction, Inc. for an amount not to exceed $235,441.92, plus a 5% contingency
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DEPARTMENT: Naper Settlement
SUBMITTED BY: Harriet M. Pistorio, Chief Operating Officer
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
Naper Settlement identified a multi-year exterior maintenance restoration project which is the approved CIP NS061, to support exterior infrastructure preservation repairs at the historic Martin Mitchell Mansion. These preservation repairs are part of comprehensive and ongoing cyclical maintenance directives as forecasted by the Settlement’s Buildings & Grounds Department.
The NS061, CY 2023 preservation repair scope covers identified essential repairs to exterior porch systems at the front north guest entry porch and the porta cochere staff entry porch systems. An Existing Building Condition Assessment report was completed in June 2023 by the architecture firm Charles Vincent George, identifying the project’s current conditions, and defining the preservation repair recommendations and related specification scopes. Charles Vincent George Architects produced the project’s construction drawings based of the approved report findings that outlines essential repair scopes and details required for the successful preservation project outcome.
The porch system repair scopes cover carpentry repairs to porch floors, railing, posts, columns, stairs and balustrades, porch painting, minor porch roof maintenances as required, and minimal masonry parge coat repairs directly adjacent to porch column carpentry repairs. Implementing these stabilizing preservation repairs to these daily used porch systems will ensure the longevity of this original historic museum building asset by addressing and resolving these necessary repairs.
DISCUSSION:
Naper Settlement issued BID 23-174, Mansion Exterior Restoration - Entry Porch Repairs on July 6, 2023, to hire a contractor to implement the specified Mansion exterior porch preservation repair scopes directed by CVG. The bid was broadcast to 237 entities, 28 supplemental suppliers, and had 6 plan holders. Naper Settlement provided a preferred vendor list referencing 26 vendors for inclusion in the bid broadcast. A non-mandatory pre-bid meeting was held July 17, 2023 and two vendors attended, Futurity 19 and Renaissance Historical Exteriors. No bids were received on the July 27, 2023 bid due date. Purchasing obtained (6) No-Bid responses which indicated no capacity to attend pre-bid or to complete work, project was too small, just signed up to see types of bid packages the website offered, had shortage of supplies and/or labor, or could not complete on time, which deterred their participation in the bid process.
Naper Settlement Staff and the CVG architect reviewed the project’s scope of work for possible adjustments in order to move forward again with a successful outcome. It was determined that the original preservation scope of work must remain as specified and designed in order to achieve the intended approved project goals for this historic museum asset.
After discussing the no bid outcome with the City’s Procurement Team and with limited time to rebid the project and complete in 2023 as directed, the Naperville Job Order Contract (JOC) Cooperative Contract was recommended for consideration to complete the work. Naper Settlement met with JOC and received an acceptable, within budget project quote in the amount of $235,441.92, with a 5% contingency $11,772.09, and recommends moving forward with Robe who is immediately available to complete this work in 2023.
The CIP NS061 construction substantial completion date is 12/31/2023. Contract close-out date is 12/15/2024.
FISCAL IMPACT:
CIP #: NS061
This project is expensed to the Building Improvements account listed below. The 2023 budget included $309,000 for CIP NS061. Through August, $24,500 has been allocated to the project for design consulting services. The requested award is within the amount remaining on this project budget for 2023.
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Account Number |
Fund Description |
Total Budget Amount |
|
51342200-551500 |
Capital Projects Fund |
$2,269,000 |
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|
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*Per Council directive, contingency on construction projects is set at 3% on projects over $500,000 and 5% on projects under $500,000.