Submitted By
Emily A. Egan, Development Services Director
Reviewed By
Erin E. Baynes, Assistant to the Village Manager
Agenda Item Title
Title
A Resolution Approving a Second Amendment to the Professional Services Agreement with Walker Consultants, Inc. to Increase the Not-To-Exceed Amount from $171,700.00 to $231,700.00 and Authorizing its Execution
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Overview
Overview
In April 2023, the Village Board authorized a Professional Services Agreement with Walker Consultants, Inc. to prepare construction documents for bidding and engineering services intended to address immediate (2022), 2023, and 2024 repair recommendations as outlined in the condition assessment report. The proposed second amendment to the Agreement provides for the completion of construction repair documents, engineering services, and construction observation of recently discovered additional repairs of The Avenue parking garage for an additional amount of $60,000.00.
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Recommendation
Recommendation
Adopt the Resolution.
Background
On March 28, 2022, the Village issued a request for proposals (RFP) for a five-year condition assessment of the Village-owned Holley Court (1125 Ontario Street), The Avenue (720 North Boulevard), and Oak Park River Forest High School (137 N. Scoville Avenue) parking garages. The Village received four (4) responses to the RFP, with Walker Consultants, Inc., submitting the lowest qualified bid at $12,800.00. The Village Manager consequently executed a Professional Services Agreement with Walker Consultants, Inc. on June 6, 2022, for a not-to-exceed amount of $12,800.00. The completed condition assessment by Walker Consultants, Inc. was submitted to the Village in August 2022.
The condition assessment included observation of readily accessible exposed structural elements of the parking garages, including floors, ceilings, beams, columns, and walls, and waterproofing elements consisting of sealants and expansion joints. Additionally, the stair towers, facades, and exposed floor drainage systems were visually reviewed. Observed distresses such as significant cracks, leaks, spalls, scaling, joint deterioration, and other similar adverse conditions were documented. The condition assessment also included concrete sounding of representative floor area surfaces to identify concrete delamination. All repair quantities were based upon projections from field measurements in generally representative areas of the three garage facilities.
On April 24, 2023, the Village Board approved a Professional Services Agreement with Walker Consultants, Inc. to provide construction documents, bidding, and engineering services for the repairs to the three parking garages in an amount not to exceed $163,700.00. The Village Board approved waiving the Village’s bid process for this contract as Walker Consultants, Inc. completed the 2022 condition assessment of the structures. The Village had also utilized the services of Walker Consultants, Inc. for its previous 2017 garage condition assessment and the subsequent engineering design and construction management services. The scope of services for the professional services agreement included the preparation of construction documents for maintenance repairs identified in the five-year condition assessment for 2023 and 2024. This allowed the Village to bid out the 2023 and 2024 repairs together, resulting in cost savings. The agreement also provided for professional construction engineering management services throughout the project in 2023 and 2024.
During recent concrete repairs conducted at The Avenue parking garage, concealed post-tensioned slab tendons were exposed on the underside of the second level. Walker Consultants, Inc. conducted testing of the exposed slab post-tension tendons to determine if they were under tension. Six (6) of the fourteen (14) exposed tendons were not under tension or had partial tension. Based on this, on June 18, 2024, the Village Board adopted RES 24-232, a Resolution Approving an Amendment to the Professional Services Agreement with Walker Consultants, Inc. to perform an additional limited post-tensioned slab tendon evaluation of this bay of the garage for an additional not-to-exceed amount of $8,000.00, bringing the total contract amount to $171,700.00.
The limited slab post-tensioned evaluation was completed on July 2, 2024. A copy of the complete field report summarizing Walker’s findings is Included in the attachments to this agenda item. Walker recommends that the slab be repaired or strengthened by one of the following two methods:
Method 1: Repair slab PT tendons - To repair the slab tendons in place, the broken/corroded tendons will be removed and new tendons will be installed and restressed. The necessary temporary shoring in this method will require closing the parking structure for approximately 8 to 12 weeks. The expected approximate repair design life for this method with proper maintenance repairs is more than 10 years. Walker’s opinion of the probable construction cost for this method ranges from approximately $350,000 to repair known broken tendons to $650,000 to repair all tendons in this bay. Based on Walker’s previous experience, it is likely that all tendons in this bay will require repair.
Method 2: Install new steel beams to permanently support the slabs - Installation of new steel beams will occur on the underside of the slab for this entire bay. The new steel beams will be supported by the existing PT beams. The parking structure will likely be able to remain open during this repair method. The expected approximate repair design life for this method with proper maintenance repairs is over 20 years. Walker’s opinion of the probable construction cost for this method ranges from approximately $500,000 to $600,000.
Walker Consultants, Inc. further recommends that either the repair option begins within two months of the evaluation completed on July 2, 2024 (September 2, 2024) or that weekly inspections occur to monitor the bay impacted by the post-tension slab tendons. Staff recommends proactively addressing these repairs instead of maintaining weekly inspections. Based upon the vital role The Avenue garage plays in commuter parking and the overall vibrancy of adjacent business districts, staff recommends moving forward with repair method 2, allowing the parking garage to remain open. Consequently, on August 8, 2024, the Village Manager gave emergency purchase authority to allow Walker Consultants, Inc. to proceed with the completion of 20% of construction drawings for a cost of $7,500.00. These 20% drawings were then submitted to J. Gill & Co. to compile construction pricing. Due to the time-sensitive nature of the repairs, Walker Consultants, Inc. recommended waiving the bid process for said repairs and awarding the work to J. Gill & Co. The amendment to the Independent Contractor Agreement with J. Gill & Co. is a separate agenda item for the Board’s consideration at this meeting. Walker Consultants, in consultation with staff, verified that the pricing submitted by J. Gill & Co. is competitive by comparing the submitted pricing to similar scopes of work.
It should be noted that staff sought second opinions from two (2) other engineering consultants, HR Green, Inc. and Kluber, Inc. Both consultants agreed with Walker Consultants, Inc.’s evaluation and approach to repairing the slab in question as well as investigating the remainder of the facility in the near future.
Fiscal Impact
A FY 2024 budget amendment is necessary to accommodate this second amendment to the Professional Services Agreement. Staff will submit a budget amendment for the Village Board’s consideration, amending account #506043770-784-570705 (Parking, The Avenue, Building Improvements) using the available Parking Enterprise fund balance to increase the budget by $60,000.00.
DEI Impact
N/A
Alternatives
N/A
Previous Board Action
On June 18, 2024, the Village Board approved RES 24-232, a Resolution Approving an Amendment to a Professional Services Agreement with Walker Consultants, Inc. to Increase the Not to Exceed Amount from $163,700.00 to $171,700.00 to Provide for a Limited Slab Post-Tensioned Evaluation of the Village’s Avenue Parking Garage.
On April 24, 2023, the Village Board approved RES 23-135, a Resolution Approving a Professional Services Agreement with Walker Consultants, Inc. to Provide Construction Documents, Bidding, and Engineering Services for the Repairs to the Village’s Holley Court, The Avenue and Oak Park River Forest High School Parking Structures in an Amount Not to Exceed $163,700.00, Authorizing its Execution and Waiving the Village’s Bid Process for the Agreement.
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
Future changes to the scope of work with Walker Consultants, Inc. from additional evaluation of other post-tensioned slab tendons throughout the garage would be presented to the Village Board through additional contract amendments for its review and consideration at a future Village Board meeting.
Intergovernmental Cooperation Opportunities
N/A