DRAFT A S T A T E O F M I C H I G A N BOARD OF COMMISSIONERS OF THE COUNTY OF ALLEGAN. July 30, 2009

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1 DRAFT A S T A T E O F M I C H I G A N BOARD OF COMMISSIONERS OF THE COUNTY OF ALLEGAN July 30, 2009 FACILITIES MANAGEMENT APPROVE COMMUNITY MENTAL HEALTH CLINIC RENOVATION PROJECT BUDGET ADJUSTMENT WHEREAS, renovation of the Community Mental Health Clinic is necessary to improve the safety and security of the building, staff and clients; and WHEREAS, the cost of the renovations needed to complete the project is $109,413.00; and WHEREAS, $105, of the cost of the project is budgeted and approved for this project. THEREFORE BE IT RESOLVED that the Allegan County Board of Commissioners hereby approves the request from the Facilities Management Director that an additional appropriation of $4, to fund the cost difference be made from the 2009 Capital Improvement Project 2450 Fund reserves; and BE IT FURTHER RESOLVED that, as per the repayment guidelines established with the initial funds budgeted and approved for this project, Community Mental Health has agreed to repay the County for the additional funds appropriated for the project; and BE IT FINALLY RESOLVED that the Budget and Finance Director is authorized to make the necessary budget adjustments to complete this action.

2 Work Orders Dates displayed in Eastern Daylight Time 7/24/2009 9:14:41AM Work Order Summary Requestor Requestor Call Back Number Department Location Assigned Technician Priority Date Completed Status FM_Award bid For CMH Clinic Remodel Bob Wakeman Type 2662 Asset ID Facilities Management Department Number County Services Building Date Entered Becky Blaine Date Assigned 4 - within 5 business days Expected Completion Date Charge Pending Hours Admin / Board RFA 7/2/2009 4:51:52PM 7/24/2009 9:11:19AM 8/13/2009 9:25:37AM Powered by Track-It! Page 1 of 3

3 7/24/2009 9:14:41AM Work Order Work Order Description 7/2/2009 4:51:54PM ALLEGANCOUNTY\BWakeman Award bid to Triangle Associates,Grand Rapids, Mi. for security renovation of the CMH Clinic Building including base bid plus two alternates. This renovation of the center wing will improve the safety and security of the building,staff and clients Technician 7/24/2009 9:14:29AM BBLAINE Per David place on 7/30/09 BOC as discussion item. 7/22/2009 9:28:56AM BBLAINE Assigned to David for his review and recommendation. This request should be all set to present on July 30, BOC agenda as discussion item. 7/21/2009 4:36:10PM JNANCE Forwarded resolutions to DVR for review. Assign to B Blaine for ET review and Board agenda discussion. Board may move this item to action at their discretion. 7/21/2009 2:31:58PM JNANCE Per conversation with B. Wakeman: 1. Confirmed $100, budgeted/approved 2009 in "other" for this project. 2. $15,000 was previously approved in a CIP Project for exterior lighting for the CMH Clinic at nd Ave. 1.Confirmed the total bid from Triangle Associated for this project is $109, The $ for Lighting Changes for Egress Areas and Parking lots portion of the bid will be paid from the $15, approved for the lighting project. Of the $104, balance of the bid for the project, $100, is budgeted. An additional appropriation of $ will need to be made to fund the cost of this project. CMH has agreed to repay the costs of this project. Attached draft resolutions: 1. Additional appropriation. 2. Award bid. 7/21/ :02:18AM JNANCE Per DVR confirm $ with K. Kraker and/or B. Wakeman. We will need two resolutions. 1. Additional appropriation form CIP 2450 fund balance for the $ amount over the budgeted CIP funds. 2. Award bid/approve contract. Confirmed with Kriss K, Bob W. will have the final $ amount. He was going to discuss with the vendor the possiblity of re-use of some doors as a cost reduction. Left voice mail for requester to contact me regarding final $. Attached summary RFP Drafting resolutions pending response from B. Wakeman regarding final not to exceed $. 7/8/2009 8:19:03AM JNANCE Sent a reminder to requester regarding the funds/sources/line items information for this project. 7/6/ :25:58PM JNANCE Requester will talk with DVR regarding lines items and funds for this project and advise. Powered by Track-It! Page 2 of 3

4 7/24/2009 9:14:41AM Work Order /6/ :03:15AM JNANCE Attached summary of RFP specifications, plans, and addendums. Prepared draft resolution, but not attached pending response to to requester regarding funds budget show $100, approved in "Other Approved", not CIP funds. Need line item number. Also requestor RFA states $109, is the bid amount to be awarded - which is over the approved amount shown in the 2009 budget for this project. Resolution 7/24/2009 9:11:22AM DVANDEROOVAART Recommend approval. 7/2/2009 4:51:54PM ALLEGANCOUNTY\BWakeman Administrative Time-.25 hours Powered by Track-It! Page 3 of 3

5 ALLEGAN COUNTY REQUEST FOR ACTION FORM RFA#: Date: /2/09 Request Type Department Requesting Submitted By Contact Information Item(s): Purchases - Capital Budget Facilities Mgmt Bob Wakeman or extension2662 Award CMH renovation bid plus tw alternates to Triangle Associates Mile Rd., NW, Grand Rapids, Mi., Total Bid Price $109, Budgeted? Yes No No. Bids Sent No. Bids Received Prebid or Qualifications: Recommendation of Award: Award bid and sign necessary documents to Triangle Associates for base bid and two alternates to renovate the Community Health Clinic at nd Ave. Allegan Equipment / Service / Supplies: Where it was advertised Grand Rapids Press, M-Live,Allegan County Website PAGE 1 of 1

6 (Form is to be completed by FINANCE Department) RFA Presentation Bid Form Department: Facilities Management Date_06/30/09 Item(s):_Community Mental Health Clinic Renovation Project Purchasing Process: 1.) Advertised: Yes / No If Yes, where: Grand Rapids Press M-Live Allegan County Web-site 2.) Number of Vendors bid proposal package was sent to: 21 How many in Allegan County: 3 How many in West Michigan: 18 3.) Was there a Mandatory Pre-Bid Proposal meeting: Yes / No If Yes, how many attended: 23 4.) Number of bid proposals received: 5 5.) Total Bid Proposal Amount:_$89, _($84,498 bldg and $5,250 lighting) ($109, with Alternates: Door locksets $8,655 and carpeting $11,010)_ 6.) Bid Proposal Tab Sheet attached 7.) Amount budgeted: _$115,000_($100,000 bldg and $15,000 lighting) Difference: over / under If Over explain where the money will be coming from: 8.) What was the criteria for awarding the bid: evaluation criteria listed in RFP 9.) Recommendation of Award: _Triangle Associates 10.) References supplied and checked: Yes / No If No, why? Other Comments:

7 Bid Tab for RFP # Item: CMH Clinic Renovation Project Bid Proposal Opening Date: June 19, 4:00 pm VENDORS: Kalleward Group Lamar Construction Mugen Construction Triangle Associates Van Eck Construction 300 South Eighth Street 4404 Central Parkway th Street Mile Road NW 2551 Van Ommen Dr Kalamazoo, MI Hudsonville, MI Dorr, MI Grand Rapids, MI Holland, MI James Kalleward Jason Hall Kelly Bockheim James Huyser Bill Van Eck Phase 1 and 2 Total $ 96, $ 98, $ 89, $ 84, $ 89, Base bid includes carpeting and base for rooms , , 136, , 146 & corridor from door 127 east to vestibuke 130. Lighting Changes for Egress areas and Parking Lots $ 5, $ 6, $ 8, $ 5, $ 8, GRAND TOTAL $ 101, $ 104, $ 97, $ 89, $ 97, Alternatives: Other: Door Locksets $ 8, $ 15, $ 10, $ 8, $ 9, Additional Carpeting $ 13, $ 14, $ 4, $ 11, $ 12, Alternate price for additional carpet & base in corridor from door 152 to door 100 and door 127 is the $ FEE SCHEDULE: FEE SCHEDULE: Subcontractor work will be 15% for OH&P on labor and billed at cost plus 10%. mat'l by contractors own Additional materials will be forces. 10% for OH&P for billed at cost plus 10%.Selfperformed subcontractor work. 1.5% P&P work will be billed bond cost on total cost. using Triangle Assoc. billing rates. Payment terms Progess - net 30 net 30 net 30 net 30 net 30 Bid Firm 30 days 90 days 90 days 90 days 90 days (did not state on proposal (did not state on proposal Warranty contract) 5 year limited contract) 1 year 1 year Page 1 of 1

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23 Allegan County Administrative Offices County Services Building nd Avenue Allegan, MI ADDENDUM #1 POSTED June 4, 2009 PROPOSAL: # Community Mental Health Clinic Renovation Project SUBMISSION DATE: June 19, 2009 at 3:00 P.M. Attendees from Mandatory Pre-proposal Meeting (General Contractors required; subcontractors were optional): Brussee/Brady AJ Veneklasen Inc First Contracting Elzinga & Volkers DA Central SA Morman Hall Builders Triangle Associates Carter Lumber HBC Contracting McGraw Construction Kalleward Group Mavcom Inc DVK Construction Van Eck Construction Modern Office Lamar Construction Frederick Construction Mugen Construction H&K Electric W2 Schrotenboer Electric Wolverine Building 1Q. Door #124 on the door & frame schedule does not show electric strike, door closer, panic device but it does on the scope of bid, what is correct? 1A. Door #124 gets 10G05 lock and closer. 2Q. Do doors #116 / #117 need hardware? What type? 2A. No, already done in house. 3Q. On the building standards it states exit device doors to have door operators. Does this apply to door #100 / #124 / #152? 3A. #100, #127, #136, #136A, 152 receive 10G04 lock, closer, electric strike, and reader. 4Q. On the door standards it states Sargent Signature cylinders or is this on another Allegan County master system? 4A. This building will use the standard Sargent 10 Line cylinders keyed to existing County keying plan. ADMINISTRATION Robert J. Sarro County Administrator Fax administration@allegancounty.org BUDGET and FINANCE David B. Van de Roovaart Director Fax finance@allegancounty.org HUMAN RESOURCES Debbie Daniels Director Fax HR@allegancounty.org

24 5Q. If this is on another master system what keyway and will the keying system be available to set up the cylinders? 5A. Sargent 10 Line standard cylinder RB keyway bitting provided following approval of contract. 6Q. Will you send me a list of the qualified general contractors; I understand that Builders Exchange has the wrong information on the project. 6A. General Contractors are listed above as attendees to the mandatory meeting. 7Q. Is there a time when I may access the facility to see existing door #136A? 7A. On Fridays in the PM by arrangement with Bob Wakeman. 8Q. The interior doors stain varies from door to door, what shade does the County require us to match? 8A. Currently, some doors were stained at the manufacturer and others were stain by the County. The County is requesting to match any of the doors as close as possible. Vendors may use the manufacturer to stain the doors. 9Q. The RFP states The County of Allegan is exempt from Federal Excise Tax and Michigan Sales Tax and the same shall not be charged to the County. It is our experience with working on other County projects in Michigan that this project would be subject to these taxes. Please clarify. 9A. Correct. 10Q. Is there a sole source for the card access system? 10A. The County s standard card access system is a DSX system supplied through Mid-State Security. 11Q. Is there a backer required for walls for furniture installation? 11A. The following rooms will require backers: Room 142 East and South walls Room 124 All walls Room 128 West wall Rooms 129, 132, and 133 East and West walls Room 136E (area between room 136 & 133) Northeast and West walls 12Q. Will carpet replacement be required? 12A. Yes, for areas where walls are moved. 2

25 Allegan County Administrative Offices County Services Building nd Avenue Allegan, MI ADDENDUM #2 POSTED June 9, 2009 PROPOSAL: # Community Mental Health Clinic Renovation Project SUBMISSION DATE: June 19, 2009 at 3:00 P.M. Additional Questions were submitted for clarification: 1Q. The new wooded shelves for the Library, are they free standing or attached to the wall? Material to be made of and finish? Locations to be installed. 1A. Attach to North wall in Room 146 full length and remaining length to South wall of the same room starting in East corner. Backing is necessary where fastened to wall. No backs to shelves, just painted drywall. Material is pine and stained to match doors. 2Q. Has the flooring and base been addressed? 2A. Follow standards for carpeting and match cove with cove in North wing halls. 3Q. Room # 135, Toilet Room, shows no sink is there one? 3A. Yes, it needs one and it shows as existing. In addition, Room #134, has plumbing currently but no sink or toilet. Room #134 will need both as it will be turned in a toilet room. 4Q....just want to be sure I understand Q and A number 3 correctly in Addendum #1. In spite of what the schedule calls out, this particular project does NOT include any power door operators, either for 'handicapped accessibility' or as power supplies for the electric strikes and card readers. In other words, in your the 3 A answer, 'closer' means manual closer. 4A. Yes, it means manual door closer such as Sargent 351-our standard closer. ADMINISTRATION Robert J. Sarro County Administrator Fax administration@allegancounty.org BUDGET and FINANCE David B. Van de Roovaart Director Fax finance@allegancounty.org HUMAN RESOURCES Debbie Daniels Director Fax HR@allegancounty.org

26 Allegan County Administrative Offices County Services Building nd Avenue Allegan, MI ADDENDUM #3 POSTED June 12, 2009 PROPOSAL: # Community Mental Health Clinic Renovation Project SUBMISSION DATE: June 19, 2009 at 3:00 P.M. Clarification on Electrical Items and Carpeting: Electrical Items: GFI in two bathrooms 134,135 Minimum 21 duplex receptacles at owner s discretion Up to 15 wall switches Minimum of 9 phone/ data drops (1/2 conduit to 2X4 box in wall) Move generator annunciator to new reception wall Move remote fire alarm annunciator to new reception wall (probably Mid-state Security task along with card access) Carpeting: Identify areas replaced in bid and give as alternate all additional carpet required to do all from door 152 to door 100 and east to room 130. ADMINISTRATION Robert J. Sarro County Administrator Fax administration@allegancounty.org BUDGET and FINANCE David B. Van de Roovaart Director Fax finance@allegancounty.org HUMAN RESOURCES Debbie Daniels Director Fax HR@allegancounty.org