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R-1749 - 09/11/2018 - SPORTS CORE - Resolutions Supporting Documents Page 1 BOARD OF TRUSTEES MEETING SAMUEL E. DEAN BOARD ROOM BUTLER GOVERNMENT CENTER 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 630-368-5000 AGENDA ITEM Regular Board of Trustees Meeting of September 11, 2018 SUBJECT: Award of Contract – Oak Brook Golf Club Patio Renovation Project FROM: Rania Serences, Senior Purchasing Assistant BUDGET SOURCE/BUDGET IMPACT: $285,500.00 from Golf Club General Operations, Structural Improvements (831-90400). RECOMMENDED MOTION: I move that the Village Board award a contract to the lowest responsive and responsible bidder, Orbis Construction Company, Inc., of Volo, Illinois, for the Oak Brook Golf Club Patio Renovation Project in the amount of $279,500.00, and approve Resolution R-1749. If approved, I also move that the Village Board approve Ordinance 2018-BU-AMEND-S- 1548, An Ordinance Authorizing an Amendment to the 2018 Budget. Background/History: A solicitation for bids for the Oak Brook Golf Club Patio Renovation Project was posted on the Village website and sent to eighteen (18) companies on August 9, 2018. Six (6) companies attended the pre-bid meeting on August 16, 2018 and seven (7) sealed bids were received and opened on August 23, 2018 (see attached bid tabulation). Williams Architects (our consulting engineer) recommends that we award the contract to the lowest responsive and responsible bidder, Orbis Construction Copmany, Inc. (see attached letter). The contract also allows an additional $6,000 allowance for contingencies and testing. References were received and reviewed and staff is satisfied. The project consists of but is not limited to expansion, excavation, selective demolition, concrete work, masonry, trellis, lighting, and gas fire pits. This is the first stage of the Golf Clubhouse Improvement Project recommended by the advisory committee and approved ITEM 6.E.6 Page 2 for bidding by the Village Board at the January 23, 2018 meeting. Work is expected to begin October 1, 2018. This project will be funded by the accumulated golf surcharge revenue. The Golf Club charges a $3 per round golf surcharge fee to fund future golf course capital improvements. Fees are collected and accumulated in the Golf Surcharge Fund for future use. As of August 31, 2018, there was approximately $640,000 in the Golf Surcharge Fund. If the patio project is approved, a budget amendment is necessary to use a portion of this money to fund the project. The proposed budget amendment transfers $285,500 ($279,500 awarded amount plus $6,000 for contingencies and testing) from the Golf Surcharge Fund to the Sports Core Fund. Also, the Structural Improvements (831-90400) account in the Sports Core is increased for the patio project. The amendment decreases the Golf Surcharge Fund balance and has a zero net effect in the Sports Core Fund (revenues and expenses are increased for equal amounts). Recommendation: That the Village Board award a contract to the lowest responsive and responsible bidder, Orbis Construction Company, Inc., of Volo, Illinois, for the Oak Brook Golf Club Patio Renovation Project in the amount of $279,500.00, and approve Resolution R-1749 and Ordinance S-1548. 28 August 2018 Mr. Riccardo Ginex Village Manager Village of Oak Brook 1200 Oak Brook Road Oak Brook, IL 60523 Re: Oak Brook Golf Club Patio Renovation Bid Award Recommendation WA Project No.: 2018-027 Dear Rick, Bids for the Golf Club Patio Renovation were opened at 2:00 pm on Thursday, August 23, 2018. Seven bids were received ranging from $279,500 to $419,000 (see attached Bid Tally). Orbis Construction is the apparent low bidder with a bid of $279,500 and L.J. Morse is the apparent second low bidder with a bid of $292,700. Williams Architects conducted phone interviews with both companies. Both are comfortable with their bids and are confident they have a good understanding of the scope of work. We are familiar with both firms as both have worked on Williams Architects projects. We further made reference calls for Orbis Construction and all were positive (see attached memo). Our most recent experience with Orbis is an interior renovation project for the Round Lake Area Park District. Generally, the project progressed well and the work was of an acceptable quality. Derek Watson, President of Orbis was the primary contact person on the project. In our phone conversation Derek indicated he will be the primary contact person on this project. He further noted he is careful to maintain a work load that is manageable. He also noted they are considering adding a project manager to assist with the company’s overall work load. Orbis acknowledged the overall schedule is tight, but should not be an issue for completing the concrete and masonry work. He did indicate the specified trellis has a long lead time: 3 to 4 weeks for submittals and 10 to 12 weeks for fabrication and delivery. He proposed an alternate manufacturer with shorted lead times. Williams Architects will review the proposed substitution and advise on its acceptability. Based on the above, Williams Architects recommends the contract for the Oak Brook Golf Club Patio Renovation be awarded to Orbis Construction Company, Inc. in the amount of $279,500. Please feel free to contact us if you have any questions. Cordially, Thomas G. LaLonde, AIA, LEED AP Managing Principal / Vice President XC: Rania Serences / Village of Oak Brook (VOB) Sean Creed / VOB Jim O’Malley / Williams Architects (WA) Brian Essig / WA Attachments g:\2018\2018-027 oak brook golf club exterior patio renovation\c. bidding and negotiations\2018 08 28 bid award recommendation.docx PROJECT MEMORANDUM PROJECT: Oak Brook Golf Club Patio Renovation PROJECT NO.: 2018-027 TO: Rania Serences REGARDING: Orbis Construction Reference Check PREPARED BY: Brian Essig DATE PREPARED: 8/28/2018 NOTE: The following items shall be recorded as a part of the above project record and acted upon as noted unless Williams Architects is promptly directed to proceed otherwise. ITEMS: Williams Architects contacted the four references included with the 8/23/18 Orbis Construction bid package. Of the four, Williams was able to speak with three. Following is a summary of the conversations. Golf Maine Park District The contact included with the reference, John Jekot, gave a positive review of working with Orbis Construction. He noted that the project consisted primarily of site work, with a total budget of approximately $1,000,000. The work was completed by subcontractors hired by Orbis. He expressed satisfaction with the quality of work and noted a positive working relationship with the project manager, Derek Watson. Change orders for unforeseen circumstances were fair and paperwork, in general, was well handled. Punch list items were completed in a timely manner, and there were no problems during project close-out. Mr. Jekot stated that he would hire Orbis again for future projects. McHenry Community College The reference provided by Orbis provided a positive review. The project involved an interior renovation and installation of new windows. The project budget was approximately $92,000. Orbis did much of the interior framing work with their own crew, but hired subcontractors for the glazing (Reliance) and electrical. The reference was satisfied with the quality of the work, and noted that Derek Watson was responsive and accessible. The workers were punctual and the project was completed on schedule. Paperwork was handled well, and there were no issues during project close out. The college would hire Orbis again for future projects. Meeting Agenda / Project Name / Date / Page 2 500 Park Boulevard, Suite 800  Itasca, Illinois 60143  P 630.221.1212  F 630.221.1220  www.williams-architects.com Downers Grove Golf Club The client hired Orbis to build a driving range structure that was part of a larger construction project at the club. The total project budget was about $300,000. Orbis’ scope was approximately half of this. The client stated that he would give Orbis a grade of “B+.” He was happy with the quality of the finished product and noted that the project was completed on schedule. There were no issues with paperwork or closeout procedures. Orbis self-performed about 80% of the work, but hired a concrete sub to pour the footings. The client stated that he would hire Orbis again for future projects. End of Project Memorandum G:\2018\2018-027 Oak Brook Golf Club Exterior Patio Renovation\B. General Basic Services_Task 20-50\B.08. Project Memorandum Village of Oak BrookProject: Oak Brook Golf Club Exterior Patio RenovationProject No.: 2018-027Bid Opening Date / Time: Thursday, August 23, 2018 / 2:00 PMDOCUMENTS SUBMITTEDAttended Pre-Bid Meeting#CONTRACTORBASE BIDADD #1REC'DADD #2 REC'DBID BOND REMARKS1 Boller Construction Company$362,000.00xxx2 LJ Morse Construction Co.$292,700.00xxx3 Schaefges Brothers, Inc.$419,000.00xxx4 D. Kersey Construction Company$359,618.00xxx5 RoMAAS, Inc.$367,900.00xxx6 Frontier Construction$294,999.00xxx7 Orbis Companies$279,500.00xxxADDENDUM RESOLUTION 2018-SC-GOLF-CNTRCT-R-1749 A RESOLUTION APPROVING AND AUTHORIZING THE AWARD AND EXECUTION OF A CONTRACT FOR THE OAK BROOK GOLF CLUB PATIO RENOVATION PROJECT BY AND BETWEEN THE VILLAGE OF OAK BROOK AND OBRIS CONSTRUCTION COMPANY, INC. WHEREAS, the Village of Oak Brook (“Village”) desires to make certain improvements to the patio located at the Oak Brook Golf Club, including expanding the patio, demolition work, and associated utility work, all as more fully detailed in the Contract attached as Exhibit A (collectively, the “Work”); and WHEREAS, the Village solicited bids for the Work and received 7 bid proposals; and WHEREAS, Orbis Construction Company, Inc. of Volo, Illinois (“Orbis”) is the lowest responsive and responsible bidder for the completion of the Work; and WHEREAS, the Village and Orbis desire to enter into and execute a contract to complete the Work in an amount not to exceed $285,500.00 (“Contract”), which Contract is attached as Exhibit A; and WHEREAS, the Village President and Trustees have determined that it is in the Village’s best interests to enter into the Contract with Orbis; NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS, as follows: Section 1: The foregoing recitals are incorporated as though fully set forth in this Section 1. Section 2: The President and Board of Trustees hereby approve the Contract by and between the Village and Orbis in substantially the same form attached as Exhibit A, and in a final form acceptable to the Village Attorney. Section 3: The Village Manager and Village Clerk are hereby authorized and directed to execute the Contract attached as Exhibit A, and the Village Manager is authorized and directed to take all steps necessary to implement the terms of this Resolution and the Contract. Section 4: This Resolution shall be in full force and effect from and after its passage and approval by the Village President. [SIGNATURE PAGE FOLLOWS] Resolution 2018-SC-GOLF-CNTRCT-R-1749 A Resolution Approving and Authorizing the Award and Execution of a Contract for the Oak Brook Golf Club Patio Renovation Project 2 of 3 2 4827-9760-3185, v. 1 APPROVED THIS 11th day of September, 2018 Gopal G. Lalmalani Village President PASSED THIS 11th day of September, 2018 Ayes: ___________________________________________________________ Nays: ___________________________________________________________ Absent: __________________________________________________________ ATTEST: _____________________________________ Charlotte K. Pruss Village Clerk Resolution 2018-SC-GOLF-CNTRCT-R-1749 A Resolution Approving and Authorizing the Award and Execution of a Contract for the Oak Brook Golf Club Patio Renovation Project 3 of 3 3 4827-9760-3185, v. 1 EXHIBIT A CONTRACT D,p● 1[〕「】;i Pro9rattAⅢunt Nじ “ bё r: 宅重引-9υ ィ醒 盤じTtt LA冑 ●F書 I COntra“P∥ce: tf uricer $?0,M ,8, $zo,ooo'lsoo,ooo $500′001‐寧1′000,Ooo OVer$1,000.000 Oaと ■う「ooに bolぐ とlに DRふb 亀八。口cttb4 7θ ♂ Nlmel J賜 クィ(先 〃χ√ 1 Da“ : ‐g./7‐2θ /〆 掟EVIEW OF CoNTRACTS Threl.(3)0111inals signed ly 6ther p●rt, Orllinai prOv:led to StaFF member fOr other party Orilinal prOv:ded to o樹 cial F:leS す ¬ llr,*-c5) Date/1nltia:s Date/1nitials Date/1nlti311 Vilヽ te OF oaキ BrOol:Approved b,ooorl oFTrusteet・ Date′lllti3"_ ORDINANCE 2018-BU-AMEND-S-1548 AN ORDINANCE AUTHORIZING AN AMENDMENT TO THE 2018 BUDGET WHEREAS, the Village Manager has recommended an amendment to the 2018 Budget by increasing Golf Surcharge Fund and Sports Core Fund for the transfer of accumulated golf surcharge funds to pay for Golf Club capital improvements; and WHEREAS, the Village President and Board of Trustees concur with and approve of the Village Manager’s recommendations. NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS that the following amendment is hereby authorized: Section 1: The recitals above are hereby incorporated into and made a part of this ordinance. Section 2: The Golf Surcharge Fund and Sports Core Fund 2018 budget is amended to reflect changes in the attached schedule, attached as “Exhibit A”, by increasing as showing in the column labeled “Amendment”. Section 3: This ordinance shall be in full force and effect from and after its passage and approval as required by law. Section 4: All ordinances or parts thereof in conflict with the provisions of this ordinance be and the same are hereby repealed to the extent of such conflict. APPROVED THIS 11th day of September, 2018. Gopal G. Lalmalani Village President PASSED THIS 11th day of September, 2018. Ayes: Nays: Absent: ATTEST: Charlotte K. Pruss Village Clerk Ordinance 2018-BU-AMEND-S-1548 Authorizing An Amendment To The 2018 Budget Page 2 of 2 EXHIBIT A Exhibit A Ordinance 2018‐BU‐AMEND‐S‐1548 2018 Original 2018 Revised Fund Program Object Description Budget Budget Amendment 53 845 80200 Transfer Out/In ‐$                  285,500$        285,500$         Total Golf Surcharge Fund ‐$                  285,500$        285,500$         52 831 48150 Transfer From Other Funds ‐$                  (285,500)$       (285,500)$        52 831 90400 Structural Improvements 65,000             350,500           285,500            Total Sports Core Fund 65,000$          65,000$          ‐$