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A Resolution Approving a Construction License Agreement with Chicago Title Land Trust Company for the Sidewalk Vault Filling and Mechanical Relocation at 116-136 North Oak Park Avenue and Authorizing its Execution
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Introduction
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The Village negotiated an agreement with the property owner to allow for the Village’s contractor to fill the basement space under the public sidewalk along Oak Park Avenue and relocate certain mechanical systems so that the public sidewalk can be replaced as part of the Oak Park Avenue Streetscape Project. Per the terms of the agreement, the Village will pay for the costs associated with filling the vault, and the property owner will pay for costs associated with mechanical system relocations.
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Recommended Action
Adopt the Resolution.
Prior Board Action
The Board has taken the following prior actions:
• The Village Board approved a Approving an Independent Contractor Agreement with Biko Construction LLC for the 120 North Oak Park Avenue - MEP Relocation and Sidewalk Vault Fill Project in an amount not to exceed $1,169,527 on August 25, 2026 (RES 26-264).
Background
The existing building at 116-136 North Oak Park Avenue has a basement space that extends under the sidewalk for the entire Oak Park Avenue frontage, all within the Village’s public right-of-way. These basement spaces under sidewalks are called sidewalk vaults. The existing sidewalk acts as the roof of the basement. The vault roof/sidewalk is in bad condition and needs to be replaced in order to maintain a safe and accessible public sidewalk. In order to replace the existing sidewalk/vault roof, the existing sidewalk vault needs to either have a new structural roof installed at the correct elevation or the sidewalk vault needs to be abandoned and filled in.
Besides the vault roof needing to be replaced due to its deteriorating condition, the vault roof needs to be replaced so that the public sidewalk can be replaced as part of the Oak Park Avenue Streetscape Project. The Village has been working with the property owner on this issue for a number of years in advance of the current Oak Park Avenue Streetscape Project. The streetscape project requires that the concrete sidewalk be lowered so that a new paver sidewalk can be installed. Preliminary costs were developed for replacing the vault roof with a new structural slab and for filling the vault with lightweight concrete. Costs for replacing the vault roof were cost-prohibitive, and the property owner preferred to move forward with a proposed project to fill the existing vault. The sidewalk vault at this location also has various building mechanical, electrical, and plumbing (MEP) systems installed within the vault space under the sidewalk. These MEP systems include electrical, HVAC, steam heat, fire suppression, and plumbing. In order to proceed with work to abandon and fill the vault, these MEP systems must also be relocated out of the vault area.
This item is for an agreement with the property owner which allows for the work to occur and defines cost-sharing responsibilities. This agreement obligates the property owner to pay for costs related to the MEP relocation work, and the Village will pay for costs associated with filling the vaulted sidewalk space. The work involves relocating the MEPs from the vault and into the normal basement spaces, building a wall to separate the vault from the basement under the building, filling the vault with lightweight cellular concrete in lifts, then pouring a non-reinforced concrete cap over the space to serve as the base of a new sidewalk. The property owner has completed some work on their own for relocating electrical systems from the vault. The Village’s estimated costs for the work related to filling the vault space are $872,731, with the property owner reimbursing the Village for actual costs for relocating the MEPs, which are estimated at $296,796 based on the low bid by Biko. There is a separate Board agenda item for a construction contract with Biko Construction for the MEP relocation and vault filling work.
Timing Considerations
Adoption of the Resolution at this time will allow for the contractor to complete construction in the desired timeframe. Construction of the vault filling work is scheduled for completion by November 6th to allow for the Village’s streetscaping contractor to complete the sidewalk work in this area.
Financial Impact
The estimated costs to fill the vault and relocate the mechanicals are not to exceed $1,169,527. The Village’s estimated costs for the work related to filling the vault space are $872,731, with the property owner reimbursing the Village for actual costs for relocating the MEPs, which are estimated at $296,796.
Operations Impact
There is no operating impact associated with this item. The item aligns with the department’s core service delivery.
DEI Impact
There is no DEI impact associated with this item.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Adopt the Resolution, which will allow for construction of this project to move forward on its desired schedule.
Advantages:
• This agreement will allow for the work to proceed.
Disadvantages:
• This action requires the expenditure of funds.
Alternatives
Alternative 1:
The Board can delay action to gain additional information.
Advantages:
• Board members would be presented with the additional information they requested.
Disadvantages:
• Any delay will result in sidewalk work occurring in 2027.
Alternative 2:
The Board can vote down the item and require the property owner to complete all necessary work.
Advantages:
• This action can result in cost savings.
Disadvantages:
• Needed work would not occur this year, and sidewalk work would be done in 2027 following vault filling work.
Anticipated Future Actions
There are no anticipated future actions in relation to this item.
Prepared By: Bill McKenna, Village Engineer/Assistant Public Works Director
Reviewed By: Rob Sproule, Public Works Director
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Construction License Agreement
3. Exhibit C of Agreement