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1985-12-02 - Resolution 1985-66 - AUTHORIZING THE EXECUTION OF AN AGREEMENT FOR THE PREPARATION OF A SPACE REQUIREMENTS MASTER PLAN AND LONG RANGE BUILDING AND SITE PROGRAMRESOLUTIoN No. 85- 66 AUTHORIZING TIIE EXECUTION OF AN AGREEMENT FOR TIiE PREPAXATION OF A SPACE REQUIREMENTS MASTER PLAN AND LONG RANGE BUILDING AND SITE PROGRAM WEEREAS, it ls the deslre of the Vl11age Board to develop a plan for the future construction and expanslon of nuni.cipal facilltles; and, SIHEREAS, it is desirable to retaln the services of a professlonal archltect to prepare such a plan; and, I,II{EREAS, proposals were reeeived and evaluated fron a number of archl- tectural flrms, resultlng ln a recomendatlon to accept the proposal subnltted by OrDonnell Wlcklund PLgozzi, Inc.; and WIIEREAS, the attached agreement covers the terns and condltlons for the preparatlon of a space requlreoents master plan and long range buildlng and slte program. NOW, THEREFORT, BE IT RESOLVED BY TEE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF BUFFAIO GROVE, COOK AND LAIG COUNTIES, ILLINOIS, AS FOLLOWS: That the Village Presldent is hereby authorlzed to execute the attached agreement on behalf and betrreen the Vlllage of Buffalo Grove and OrDonnell Wtcklund PLgozzL, Inc. AyES: 6 - Marienthal, 0'Re11J.y, Glover, Reld, Shlelds, KowalskL NAYES:0 - None ABSENT:0 - None PASSED: December 2 1985 r 985APPROVED: Deceuber 2 APPROVED ATTEST: Vi1la Clerk &-lr.A^ L. CLAYTON, Village Pre en t z\ AGREEMENT FOR THE PREPARATION OT A SPACE REQUIREMENTS MASTER PLAN AND LONG RANGE BUILDING AND SITE PROGRAM FOR THE VILLAGE OF BUFFALO GROVE THIS AGREE{ENT }.!ADE AND ENTERD INTO rhis t Oas aay ofby and between 0rDonnell Wlcklund plgozzl Archlfects, Inc.,Northbrook, Illlnols, herelnafter called the ARCHITECT, andBuffalo Grove, located ln the counties of Cook and Lake, anherelnafter called the VILLAGE, covers the preparatton of anaster plan and long range building and slte progran for ceproposed nuniclpal bulldlngs and facllitles of the VILLAGE. ilr^onu., re8s, 3239 Arnold Lane, the Vlllage of d State of Illlnois, space requireEeots rtaln existlng and 1 1 I Tasks and Scope of Work Tloe 1.1.1 1.1.2 1.r.3 1.I.4 1.I.5 1.1.6 The ARCHITECT agrees to perforn the follolrlng tasks and the scope ofwork as set forth ln a I'A proposal to the Vlllage of Buffalo Grove forthe Developnent of a Facllltles plan,r' as prepared by the ARCHITECT,and dated Septenber 27 , 1985, whlch ls incorpotated ind nade a part ofthls AGREEMENT: Analyze and document the physlcal and functional space needs of thePollce, Publlc Works, and Golf Operatlons Departments through the year2020, to lnclude, as approprlate, the projecilon of staffln;, fleelexpanslon, and parking needs. Analyze and docuEent the functlonal space needs of the Departments tobe relocated to the lokrer level of Village Hal1. Based on lnformation developed ln Subparagraph f.l.l., deteralne theultlmate (2020) size of pollce, public L'oiks, and golf fac11ltles,lncIud1ng parking. Develop a plan for the phased constructlon of facllitles in l0 yearlntervals to meet proJected space oeeds, and a plan for the lntlrlorredeslgn of the lorser level of Village Hall. Estinate the coat of each phase of constructlon for each facillty. Develop a slte plan and renderlngs of the facllltles for each phase ofconstructLon ldentlfled 1n Subparagraph l. 1.4. Prepare and submlt thlrty (30) coples of a report and recomendatlonsto the VILLAGE, and nake a fornal presentatlon of the report andrecommendatlons to the Board of Trustees. 1.1.7 2 2.1 The_ARCHITECT agrees to complete the tasks and scope of nork descrlbedin Subparagraphs l.I.l. through 1.1.7. wlrhin eighry_four (g4) calendardays after date of written notice to proeeed, Thls schedule nay be -11]y:!gq by the VTLLAGE to allow ror pu.roJs'of time requlred for rheVTLLAGE'S revlew and approval or sutri"sioil.--r' ti,. absence of I )) 3 3.I 3.2 In the event \rrltten notice to proceed is not glven the ARCHITECT by December 3, 1985, the schedule for conpletlon of the tasks and scope of rrork may be nodlfled as provided ln Subparagraph 8.2. Compensatlon such adjustments, however, the schedule sha1l not be exceeded by the ARCHITECT unless approved Ln wrtttng by the VILLAGE. The ARCHITECT agrees to complete the tasks and scope of work descrlbedln Subparagraphs I.1.1. through 1.1.7. for a fee not to exceed tuenty-seven thousand nine hundred two dollars ($Zj ,902). Tte ARCHITECT agrees to lnvolce the VILLAGE nonthly for servicesrendered and expenses lncurred under thls AGREU..fENT. Sald lnvolceshall lnclude, as a ulnLnun, the nane and t1t1e of each person engagedon the project durlng the lnvolce period, the hourly bllling rate of each person, a brlef descrlptlon of the vork performed and hours workedby each person, and an itexnizatlon of other project related expensealncurred by the ARCHITECT. Additlonal Servlces Relmbursable Expenses Vlllage Particl pat ion Payments to th e Archltect I 4 4 In all lnstanees where the VILLAGE requests speciflc servlces of the ARCHITECT, the ARCHITECT shal1 notlfy the VILLAGE in rrrtrlng where theservlces requested are coasLdered additlonal servlces beyond those setforth 1n thls AGREEMENT. No additlonal servlces shall be perforaed bythe ARCHITECT unless said servlces are authorlzed by the .orpor.t"authorlties of rhe VILLAGE. I 5 5 In all lnstances where the VILLACE nakes requests of the ARCEITECTwhlch would result ln expendltures nade by the ARCHITECT beyond thoserequlred by rhts AGREEI{ENT, the ARCHITECT sha11 nottfy th" VILLAGE 1orrrltlng where the request ls consldered a relnbursable expense. Nosuch expenses shall be incurred by the ARCHITEC? unless aiproved inwrltlng by the VILLAGE. I 6 6 The VILLAGE agrees to nake staff and l1ne personnel available to theARCHITECT for-ueetlngs and lntervierrs; to provide access to reports,records, and flles; and to render approvals and declslons paorptty-"oas to avold unreasonable delay ln the progress of the ARCHiTECiTSservices. 7 7 I The VILLAGE shall wlthhold payDent of the ARCHITECT,S flnal involce oran amounr equal ro one_fourth of the fee "" ".t-fo"tt ii i"Upri"gr.pi. 2 The VILLAGE agrees to pay lnvoiees subnttted under Subparagraph 3.2 netthlrty (30) days after recelpt except as otir..ri"" provlded bySubparagraph 7. 2. 71 3.1, vhichever ls greater, untll formal presentatlon of the report tothe Board of Trustees, The VILLAGE agrees to schedule a presentatlon before the Board of Trustees to be held wlthin thlrty (30) days ofwrLtten request of the ARCHITECT. Said aoount due the ARCHITECT sha1l become payable thirty (30) days followlng the date of formalpresentatlon. Terminatlon or Anendment8 8 8 1 2 Breach or vlolatlon of any of the covenants nade hereln by the ARCHITECT or VILLAGE shall lnvalldate rhls AGREEI,IENT and each party shal1 have access to aoy such renedLes as nay be provlded by law. Thls AGREE!,IENT can be nodlfled or rescinded only by a writlng slgned byan offlcer of rhe ARCHITECT and the presldenr of the VILIAGE. rN wrrNEss WHEREOF rhe ARCHTTECT has hereuoro set 1ts hand and seal rheday and date flrst above Lrrltten and the VTLLAGE has caused the execution of the AGREn'IENT to be made by its Presldent and attested by its clerk pursuant to theresolution passed by the Board of rrustees, which resolution is to be conslderedaa part of thls AGREEMENT, the same as though lt rrere urltten hereln. O IDONN WICKLTIND PIGOZZI, INC. B ATTEST:VILLAGE OF BUFFALO GROVE, ILLINOIS TN v 111 Clerk I ge President 3 D A statement that the project cost as preaented under paragraph IIB above sha11 not be wlthdrann by the proposer for a perlod of ntnety (90) days followlng subnlttal. II1. Staff Resunes Resumes or professlonal quallficatlon statements should be submltted for each person ldentlfled by nane 1n Sectioo II. IV. Work Sanples Sanples of a report sinllar to that contemplated under Task 1.7, englneerlng and archltectural plans sini.lar to those required under Task 2.I, and cost eatlmatea and bld documents under Task 2,2 should be subnltted. V. Servlce Contract Proposal The Vlllage nornally prefers the nethod of conpensatlon for professlonal servlce contracts of thl.s type to be based upon ttcost plus a flxed fee wlth an upset llnlt of compensatlonrr. It ls requested that a draft contract document be eubmltted. If the flrm would prefer to propose a dlfferent form of coEpensatlon, an explanatlon of any beneflts to the V1l1age of the varlatlon should be lncludedrrlth the subElttal. Flve (5) copi.es of the proposal should be addressed to: Jaues W. Doyle Aaslatant V111a8e Manager Vlllage of Buffalo Grove 50 Raupp Boulevard Buffalo Grove, IL 60089 Slncerely, JA}.{ES W. DOYLE Asslstant V11lage Manager 4 JWD/ps A11 subnittals nust be received no later than 5:00 p.U. on Frlday, Septenber 27,1985, In subnittlng a proposal, lt ls understood that the Village reserves therlght to reject any proposal for failure to conply lrlth the requirenents as setforth abovel however, it oay waive any nlnor defects or lnfornalitles at ltsdlscretlon. The Vlllage further reserves the rlght to reject any and allproposals or to arrard a contract which ln lts Judgment ls in the best lntereet ofthe Vl11age. Succeseful flrns w11l be invlted to oake a presentatlon before anapproprlate technlcal team of V1llage staff. It ls antlclpated thatpresentatlons w111 be scheduled the week of October 7, l9g5 and that areconnendatlon wlll be uade to the Vltlage Board on October 21, I9g5. _ Should you have any questlons regardlng thls request for proposal, pleasefeel free to contacr Ee at 312-459-2519.