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 Third Amendment to the Independent Contractor Agreement with J. Gill & Co. for Maintenance Repairs of the Village’s Holley Court, The Avenue, and Oak Park River Forest High School Parking Structures to Increase the Not-To-Exceed Amount from $1,671,175.00 to $2,416,175.00, Waiving the Village’s Bid Process, and Authorizing Its Execution
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Overview
Overview
In September 2023, the Village Board authorized an Independent Contractor Agreement with J. Gill & Co. for the 2023 and 2024 completion of maintenance repairs at the Village’s Holley Court, The Avenue, and Oak Park & River Forest High School parking garages. The proposed third amendment to the Agreement provides for the contractor to complete recently-discovered additional repairs of the Avenue Parking Garage, for an additional amount of $745,000.00. Due to the time sensitive nature of the repairs, it is recommended to waive the bid process for said repairs and award the work to J. Gill & Co.
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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 conditions assessment by Walker Consultants, Inc. was submitted to the Village in August 2022.
The conditions 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. The stair towers, facades, and exposed floor drainage systems were also 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 given that Walker Consultants, Inc. completed the 2022 condition assessment of the structures. The Village has 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, approved on April 24, 2023, 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.
On July 19, 2023, the Village issued a request for bids for maintenance repairs of the three parking garages, providing prospective bidders with the detailed construction documents prepared by Walker Consultants, Inc. The request for bids was advertised on the Village’s website and distributed directly to known construction companies that specialize in parking garage construction. A mandatory pre-bid conference meeting was held at Village Hall on July 25, 2023, and four (4) contractors attended. Ultimately, three (3) contractors submitted bids before the deadline on August 11, 2023, at 5 p.m. The bids are summarized below:
J. Gill & Co. $1,596,865.00
Western Specialty Contractors $1,667,850.00
AGAE Contractors $3,093,493.51
On September 5, 2023, the Village Board adopted RES 23-263, a Resolution Authorizing an Independent Contractor Agreement with J. Gill & Co. for Maintenance Repairs of the Village’s Holley Court, The Avenue, and Oak Park & River Forest High School Parking Structures, in an Amount Not to Exceed $1,596,865.00 and Authorizing Its Execution.
On January 23, 2024, the Village Board adopted RES 24-009, increasing the total contract amount to $1,649,025.00. The additional contract spending authority, amounting to $52,160.00, specifically provided for additional maintenance repairs at the Holley Court and The Avenue garages that either arose or were newly discovered after the completion of the condition assessment.
During recent concrete repairs at the Avenue parking garage, concealed post-tensioned slab tendons were exposed on the underside of the second level. The Village’s project consultant, 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 24-233, approving a second amendment to the Independent Contractor Agreement with J. Gill & Co. to increase the not-to-exceed contract amount from $1,649,025.00 to $1,671,175.00 to complete a limited post-tension investigation of the Avenue parking garage in conjunction with the Village’s consultant, Walker Consultants. This evaluation required J. Gill employees to coordinate the exploratory openings, perform additional demolition and concrete removal, repair tendon sheathing following Walker’s inspections, and repour the openings using mortar.
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. Contained in a separate agenda item (RES 24-274) on this agenda is a second amendment to the professional services agreement with Walker Consultants, Inc. to complete construction repair documents and provide engineering services and construction observation using repair method 2 (installation of new steel beams to support the impacted slabs).
Walker Consultants, Inc. recommends that either 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 the repairs instead of maintaining weekly inspections. Based on the vital role that 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 to proceed with completing 20% construction drawings for a cost of $7,500.00. These 20% drawings were then submitted to J. Gill & Co. to compile the construction pricing reflected in the proposed contract amendment. Due to the time sensitive nature of the repairs, it is recommended to waive the bid process for said repairs and award the work to J. Gill & Co. In consultation with staff, Walker Consultants, Inc. verified that the pricing submitted by J. Gill & Co. is competitive by comparing it to the pricing of similar scopes of work.
Fiscal Impact
A FY 2024 budget amendment will be necessary to accommodate this third amendment to the Independent Contractor Agreement. Staff will submit a budget amendment for the Village Board’s consideration, amending account #5060-43770-784-570705 (Parking, The Avenue, Building Improvements) to increase the budget by $745,000.00 using available Parking Enterprise fund balance.
DEI Impact
N/A
Alternatives
N/A
Previous Board Action
On June 18, 2024, the Village Board adopted RES 24-233, a Resolution Approving a Second Amendment to the Independent Contractor Agreement with J. Gill & Co. for Maintenance Repairs of the Village's Holley Court, The Avenue, and Oak Park River Forest High School Parking Structures to Increase the Not-To-Exceed Amount from $1,649,025.00 to $1,671,175.00 and Authorizing Its Execution
On January 1, 2024, the Village Board adopted RES 24-009, a Resolution Approving an Amendment to an Independent Contractor Agreement with J. Gill & Co. for Maintenance Repairs of the Village's Holley Court, The Avenue, and Oak Park & River Forest High School Parking Structures to Increase the Not to Exceed Amount From $1,596,865.00 to $1,649,025.00 and Authorizing Its Execution
On September 5, 2023, the Village Board adopted RES 23-263, a Resolution Authorizing an Independent Contractor Agreement with J. Gill & Co. for Maintenance Repairs of the Village’s Holley Court, The Avenue, and Oak Park & River Forest High School Parking Structures, in an Amount Not to Exceed $1,596,865.00 and Authorizing Its Execution.
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 change orders to the scope of work with J. Gill & Co. from additional repairs 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