BACKGROUND 

The Public Works Department is looking to complete a comprehensive assessment of 23 facilities owned by the Village. This assessment, or Building Asset Reserve Study, will establish a baseline condition of the infrastructure for those facilities and identify maintenance and replacement costs as they relate to the building envelope, doors, windows, roofing, interior finishes, mechanical, electrical, lighting, and plumbing.

At the completion of the study, the consultants will provide a modifiable database that inventories all known assets within these facilities and includes all estimated expenses and replacement costs for a 20 year period. These maintenance and replacement costs will be based on the current condition of the asset as well as inflation. This study will be used by staff to plan significant building maintenance projects and to create long range budget projections for the Capital Improvement Program.

After the Request for Proposal was released to nine firms on October 4, 2016, a pre-proposal meeting was held on October 13, 2016. The following five firms submitted proposals prior to the October 20, 2016 deadline:

• EMG - $50,141.50
• Structural Technologies Incorporated - $74,750
• Reserve Advisors - $97,700       
• Superior Reserve Engineering and Consulting - $102,800
• Legat Architects - $120,768.40

Proposals were evaluated on cost, the firms’ ability and expertise to provide a comprehensive study, and reference checks from other comparable municipalities. Of the five firms, EMG was the lowest responsible bidder, had staffing with the level of expertise required to perform this study, and had several positive references from previous municipal clients.

RECOMMENDATION

Staff recommends that the Village Board authorize a contract to the lowest responsible proposal for a facility reserve study to EMG of Owings Mills, Maryland, in an amount not-to-exceed $50,141.50.