Submitted By
Rob Sproule, Public Works Director
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Approving an Independent Contractor Agreement with ABM Industry Groups, LLC to Provide Building Maintenance Services at Village-owned Facilities in 2025 in an Amount Not to Exceed $855,000.00 for 2025 and Authorizing its Execution
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Overview
Overview
Building Maintenance services are currently provided by a private contractor for all Village-owned facilities. The current agreement expires December 31, 2024. Proposals were solicited for these services for a successor agreement in June 2024. This item proposes the execution of a five-year agreement between ABM Industry Groups, LLC and the Village for Building Maintenance services at all Village-owned facilities.
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Recommendation
Recommendation
Approve the Resolution.
Background
In September 2019, the Village entered into an agreement with Global Maintenance Solutions, LLC to provide building maintenance services at all Village-owned facilities, including the parking garages. The current agreement expires on December 31, 2024.
Village staff issued a Request for Proposals for Building Maintenance Services on June 5, 2024. Global Maintenance Solutions and ABM Industry Groups were the only two companies that submitted proposals. ABM’s initial proposal was based on the Village’s current Building Maintenance Services model; however, ABM has also proposed an alternate model (outlined in the attached RFP) that they feel would be better suited to meet the Village’s needs.
The current level of service being provided by Global Maintenance Solutions is not meeting Village staff’s expectations or the needs of the Public Works and Development Services Departments. Lack of supervisory oversight and communication between Global Maintenance management and Village staff with regard to absenteeism has been an ongoing issue. Furthermore, over the entire contract period there have been several instances of poor quality of work, inability to complete repairs or general maintenance duties, and lack of follow-up on closing out projects and tasks. An improvement in Building Maintenance Services is highly warranted and greatly desired by VOP Building Maintenance staff.
Staff believes the proposed staffing approach in ABM’s alternate model would be both cost-effective and efficient, while also ensuring that Village facilities receive the highest level of care and attention. ABM has carefully crafted a staffing model that aligns with the Village’s requirements. Central to their approach is the appointment of five skilled Stationary Engineers (members of the Local 399 Collective Bargaining Agreement), one of which would serve as the Chief Engineer on-site as well as one of the Village’s primary liaisons with ABM. This individual would be responsible for:
• Work scheduling and oversight: Ensuring that all maintenance and repair activities are scheduled appropriately and executed to the highest standards.
• Quality control: Overseeing the completion of all tasks to guarantee the work meets or exceeds the Village’s expectations.
• Prioritization and resource allocation: Effectively managing and prioritizing work orders, particularly during times of equipment failure, to ensure swift and appropriate responses.
• Vendor coordination: Managing all external vendors, including scheduling and quality assurance, to ensure they deliver their services in line with the Village’s and ABM's standards.
In addition to the Chief Engineer, ABM’s proposed staffing model includes two Journeyman Engineers, two full-time Trainee Engineers, and one full-time Engineer Helper to cover Village Hall and the Police Dept., the Public Works Center, the Metra Station, police sub stations, all three fire stations and all three parking garages. The Chief Engineer and Helper Engineer would work Monday through Friday with one crew, made up of one Journeyman Engineer and one Trainee Engineer, working Sunday through Thursday and the other working Tuesday through Saturday, all on straight time (no overtime). This seven day a week coverage at each location would ensure that all routine and preventative maintenance tasks are handled efficiently and that immediate needs are addressed promptly. These crews would also be available to support the parking garages as required, whether for scheduled maintenance or in response to urgent issues. This staffing strategy not only provides comprehensive coverage for all Village facilities but also offers significant cost savings compared to the staffing levels outlined in the RFP. ABM has stated that, by strategically placing their personnel and ensuring they are highly coordinated, they can deliver superior service while maintaining budgetary efficiency.
ABM’s approach is warranted by their extensive experience managing similar scopes at other client sites. Village staff will also have access to ABM’s computerized maintenance management system, Angus, at no additional cost. The Angus database will store all facility maintenance activities in one place, including equipment, materials, and work orders. Access to Angus will allow Village staff to track the crews’ activities, keep ABM accountable to the Village’s priorities, and manage the extensive data associated with maintaining facilities and their associated mechanical, electrical, and plumbing systems. ABM has stated that they are confident the combined model of proposed staff and management software would provide the Village with the optimal balance of quality service and cost-effectiveness.
Along with the Independent Contractor Agreement, and in an effort to reduce costs associated with the Building Maintenance Services contract, ABM will enter into a vehicle lease agreement with the Village to lease two (2) Ford Transit Connects. These vehicles have recently been decommissioned from their previous assignments and would not otherwise be used for Village service.
Staff contacted the references listed in the ABM proposal and all references have stated that ABM is a competent contractor that provides excellent service.
If approved, the total annual contract cost with ABM Industry Groups, LLC would not exceed $885,000.00 in 2025, which includes a 5% contingency built in for overtime costs.
Fiscal Impact
The Fiscal Year 2025 proposed Building Maintenance Operating Fund Budget proposes a combined total of $919,940.00 in account number 1001-43790-101-530660 for General Contractuals, $485,700 of which would be for contracted Building Maintenance Services. The Fiscal Year 2025 Parking proposed Fund Budget includes a combined total of $352,200.00 in account numbers 5060-43770-783, 784, and 788-530660 for General Contractuals for Holley Court, the Avenue Garage and the OPRF Garage, $302,550 of which would be for contracted Building Maintenance Services. The remainder of the contract is expected to be covered by cost savings on MEP emergency repair and preventative maintenance contracts in Building Maintenance account numbers 1001-43790-101-530660 and 1001-43790-101-540674 associated with General Contractuals and Property Repair.
If approved, the total annual contract cost for 2025 with ABM would not exceed $855,000.00
For agreeing to a five-year contract period, ABM Industry Groups has also provided the Village with a one-time credit of $50,000 that the Village may apply to any monthly invoice.
DEI Impact
N/A
Alternatives
The alternative to this recommendation could be to delay action to gain additional information.
Previous Board Action
The Village Board approved a contract for Building Maintenance Services at all Village-owned properties, including the parking garages, in 2016 with Orbis Construction and again in 2019 with Global Maintenance Solutions.
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
This agreement would be for a five-year period so a successor agreement would not be brought forth until the Fall of 2029.
Intergovernmental Cooperation Opportunities
N/A