Title
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A Resolution Approving an Amendment to the Renewal of an Independent Contractor Agreement with Total Elevator Service LLC. to provide Elevator Maintenance and Repairs Services at Village-Owned Buildings in 2026 to Increase the Not To Exceed Amount from $50,000.00 to $165,000.00 and Authorizing its Execution
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Introduction
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The Public Works Department Building Maintenance Division manages the annual maintenance, testing, certification and repairs of all elevators and lifts in Village-owned properties. Due to unforeseen needed repairs in order to restore service and ensure proper operation and certifications for all elevators and lifts through the end of 2026, Public Works Staff recommend increasing the not to exceed amount to $165,000 for the contract with Total Elevator Service LLC.
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Recommended Action
Adopt the Resolution.
Prior Board Action
There is no prior Board action associated with this item.
Background
The Public Works Department’s Building Maintenance Division manages the annual maintenance, testing, certification, and repairs of all elevators and lifts located in Village owned facilities. These services are performed under an annual contract with a qualified elevator service provider.
For 2026, the Building Maintenance Division renewed the Independent Contractor Agreement with Total Elevator Service LLC for the first of two possible one year renewals, at a not to exceed amount of $50,000. Due to several unforeseen repairs, including units currently out of service, the renewal budget has been nearly exhausted.
Building Maintenance staff worked with Total Elevator Services LLC to develop a comprehensive repair scope addressing:
• Elevators currently inoperable and requiring immediate return to service
• Predictive repairs needed to ensure reliable operation moving forward
• Required annual maintenance, testing, and certification obligations
The total cost associated with these repairs and required services resulted in a staff recommendation to increase the contract’s not to exceed amount to $165,000 for the 2026 renewal period.
This amendment ensures the Village can complete all necessary work to maintain safe, reliable elevator operations across its facilities.
Timing Considerations
There are no specific timing considerations associated with this item.
Financial Impact
There are sufficient unencumbered funds within the following FY 2026 Budget accounts to cover the proposed increase to the not to exceed amount.
• Building Maintenance General Contractuals - 1001.43790.101.530660
• Building Maintenance Property Repair - 1001.43790.101.540674
• Oak Park River Forest Garage Building Improvements - 5060.43770.783.570705
• The Avenue Garage Building Improvements - 5060.43770.784.570705
• Holley Court Garage Building Improvements - 5060.43770.788.570705
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.
Advantages:
• The proposed resolution provides for the necessary contractor repairs, maintenance, testing and certification of all elevators and lifts in Village-owned facilities.
• Elevators can be brought back into service, tested, certified and operate reliably moving forward
Disadvantages:
• This action can require an increased expenditure of funds.
Alternatives
Alternative 1:
The Board can table the item for additional information or discussion.
Advantages:
• The Board would be presented with the requested information.
Disadvantages:
• There are no disadvantages to this alternative.
Alternative 2:
The Board can vote down the item.
Advantages:
• There are no advantages to this alternative.
Disadvantages:
• The Building Maintenance Division would be unable to repair inoperable elevators and ensure safe, reliable operation until further action is taken.
Anticipated Future Actions
There are no anticipated future actions in relation to this item.
Prepared By: Rob Sproule, Public Works Director
Reviewed By: Jack Malec, Assistant to the Village Manager
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Amendment
3. Supporting Contract Documents