MEMORANDUM - Traverse City Area Public Schools
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MEMORANDUM
TO: Dr. John R. VanWagoner II, Superintendent
FROM: Christine Thomas-Hill, Associate Superintendent of Finance and Operations
DATE: March 5, 2021
RE: Westwoods Classrooms Addition and Site Improvement
The attached information details the bids, purchases and/or services being recommended as
follows:
Operations
● Westwoods Classroom Additions and Site Improvement
o Classroom additions:
Award to Hallmark Construction for an amount not to exceed $3,445,000.00;
Includes a 10% contingency; funded from Capital Bond Funds.
Letter from architect as supporting documentation for this award
recommendation has been included in the packet.
o Utility Relocation:
Fee paid to Cherryland Electric Cooperative for an amount not to exceed
$23,625.00; funded from Capital Bond Funds.
Administration recommends Board Finance and Operations Committee support the
bids/purchases as outlined above and in the attached, and move these items forward to the
full board for approval.Memorandum
T C A P S · C A P I T A L P R O J E C T S | P L A N N I N G
Date: February 25, 2021
To: Christine Thomas-Hill, Associate Superintendent of Finance and Operations
From: Paul D. Thwing, R.A., Director of Capital Projects | Planning
Subject: Westwoods Classrooms Addition and Site Improvements
TCAPS Project Number: WW21-001
Bids were received February 16, 2021 for the Classrooms Addition and Site Improvements project at Westwoods
Elementary School. This project was advertised on SOM Sigma website, www.Bid4Michigan.com, in the Record
Eagle, Builders Exchange of Michigan, and other state wide bidding forums. The project consists of the
construction of six classrooms, upgrades to the whole building fire alarm system and improvements to the site
including parking and drop-off configurations.
School Board Policies and Guidelines, Section 7110 Construction of New Facilities, states “… The Board reserves
the right to reject any or all bids or waive irregularities or to accept the bid, which in its sole determination, best
fits the needs of the School District and is in the best interest of the School District.”
Following the completion of our bid reviews and post-bid interviews, and with a recommendation from Cornwell
Architects, we recommend that the Board award to, in our determination, the lowest responsive and
responsible bidder.
The difference in low to second low bid is $1,700 on a $3,125,000 bid. Five hundredths (.05%) of a
percent difference.
Hallmark Construction and their subcontractors have successfully completed several projects recently
for TCAPS within the restrictive school construction period and with minimal disruption to teaching and
learning.
We have no experience with C.E. Gleeson.
Our architects voice concern in their recommendation about the masonry work and schedule for this
project. The masonry construction on this project will drive the schedule as it is a masonry bearing
design. Hallmark’s proposed mason has previous experience completing work for TCAPS.
We therefore recommend a contract for the Westwoods Elementary Classrooms Addition and Site
Improvements be awarded to Hallmark Construction for a total contract award not to exceed $3,445,000.00.
This figure includes a 10% (+/-) contingency.
As part of this project the main three phase electrical service to the building needs to be relocated. This work
can only be performed by Cherryland Electric Cooperative or their approved contractor. The relocation fee for
this work is $23,625.00.
Total Project cost for approval: $3,445,000.00 + $23,625.00 = $3,468,625.00
Work for this project can begin April 5, 2021 with Board approval. Substantial completion of the site work is
expected no later than August 20, 2021. Substantial completion of the addition is expected no later than
December 9, 2021.
This project will be funded from Capital Bond Funds.
Page 1 of 1Bid Recommendation
T C A P S · C A P I T A L P R O J E C T S | P L A N N I N G
Date: February 25, 2021
To: Christine Thomas‐Hill, Associate Superintendent of Finance and Operations
From: Paul D. Thwing, R.A., Director of Capital Projects | Planning
Subject: Westwoods Elementary Classrooms Addition and Site Improvements
TCAPS Project Number:
Project:
Bids were received February 16, 2021 for the Classrooms Addition and Site Improvements project at
Westwoods Elementary School.
The project consists of the construction of six classrooms, upgrades to the whole building fire alarm system
and improvements to the site including parking and drop‐off configurations.
Item Bid: Westwoods Elementary Classrooms Addition and Site Improvements
Advertisement Date(s): January 17 – February 16, 2021
Bid Opening Date: February 16, 2021; 2:00pm
Person Coordinating Proposals: Paul Thwing
Bidders List Base Bid
C.E. Gleeson $3,125,000.00
Hallmark Construction $3,126,700.00
Grand Traverse Construction $3,174,000.00
Eckler Building Solutions $3,310,000.00
Comstock Construction $3,359,160.00
Budget: Capital Bond Funds
Recommended Contract Award to Hallmark Construction in the amount of: $3,126,700.00
Recommended By: Paul Thwing
Comments: See Bid Memorandum for comments.
The work for this contract may begin in April 5, 2021 with Board Approval, with substantial completion no
later than December 9, 2021.
T:\00 FACILITIES\WESTWOODS\WW21-001 Classroom Addition\02 CONSTRUCTION ADMIN\CA01 BIDDING\04 BID REC_MEMO\WW21-
001 BID Recommendation.Docx Page 1 of 1February 23, 2021 Mr. Paul Thwing Director of Capital Projects & Planning Traverse City Area Public Schools 1212 Cass Road Traverse City, MI 49685 Re: Westwoods Elementary School – Classroom Addition – Bid award Dear Paul: Cornwell Architects has reviewed the bids received for the above project and have conducted a post-bid telephone interview with the apparent low bidder and the second low bidder (see attached our notes). During the post-bid interview with Hallmark Construction, the second low bidder, they indicated their bid included all the equipment and materials per our plans and specifications. They have submitted the required MEP equipment forms with their bid. These have been reviewed with our MEP consultant (Nealis Engineering), with no concerns. Our post-bid interview with Gleeson Constructors covered the same topics as our conversation with Hallmark, but we also focused on the distance from their offices in Troy, MI to the project site and the fact we have not worked with them in the past. Their list of sub-contractors includes a few firms outside the northern Michigan area and also some local firms. I am specifically concerned about their mason. DV Masonry was incorporated in 2017 and is located in Newaygo MI. Based on the amount of masonry work on the project the project, I am concerned about potential schedule delays based on adequate crew and distance from the project site. 109 East Front Street, Suite 213, Traverse City, Michigan 49684 • 231.946.7711(p) • www.cornwell-architects.com
Based on the very tight spread between Gleeson and Hallmark of only $1,700, an out of town relatively new mason on Gleeson’s team and Hallmark recent success with TCAPS renovation projects, I am recommending award to Hallmark Construction for their bid of $3,126,700. We also recommend TCAPS carry an additional 8% contingency or $250,136 for this project. The results of the bidding produced five qualified bids with a range of $234,160 from low to high. Sincerely, Mark T. Humitz Cornwell Architects
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