Submitted By
John P. Wielebnicki, Director of Public Works
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving an Amendment to an Independent Contractor Agreement between the Village of Oak Park and Ray’s Auto Body, Inc. for 2016 Auto Body Repairs in an amount not to exceed $40,000.00 and Authorizing its Execution
End
Overview
Overview
In December of 2015, the Village renewed an agreement with Ray’s Auto Body, Inc. for 2016 auto body repairs. Due to unanticipated repairs needed it is proposed to increase the original “not to exceed” amount for the contract from $20,000.00 to $40,000.00. This would allow the contractor to complete additional vehicle accident repairs if needed by the Village.
Body
Staff Recommendation
Approve the Resolution.
Fiscal Impact
The FY 2016 General Fund, Fleet Budget, account numbers 1001-43900-(731/732/733/734)-530667, External Support, provides $116,800.00 for contract repair work.
Background
The Department of Public Works Fleet Services Division does not have an on-site body shop and therefore requires the use of a full service body shop for vehicle repairs. In 2015 staff requested proposals for body work and Ray’s Auto Body from Mokena, IL provided the lowest responsive bid. The Village then entered into an agreement with Ray’s Auto Body for this work.
In 2016, the first of two possible contract renewals was executed. Ray’s Auto Body has been the primary auto accident repair facility for the Village for several years. Auto body repairs have averaged $17,498.22 per year the last three years. As of March 31st 2016 the Village has reached $14,137.91, with $8,832.47 pending. It is anticipated that the current not to exceed amount of $20,000.00 will be exceeded this year therefore staff is requesting Village Board approval for a new not to exceed amount of $40,000.00.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
Funding for this work was approved by the board as part of the FY2016 Budget and an agreement was signed with Ray’s Auto Body, Inc. in March of 2016.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
It is anticipated that the Department of Public Works will be bringing vehicle accident repair agreements to the Village Board for consideration, when expected to exceed the Village Managers spending authority.
Intergovernmental Cooperation Opportunities
N/A.
Performance Management (MAP) Alignment
This work is in alignment with the Governance Priority established for the Department of Public Works for Maintenance and Service Programs.