Submitted By
Rob Sproule, Public Works Director
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Approving a Renewal of the Independent Contractor Agreement with Allied Garage Door, Inc. to provide Emergency Overhead Door Repairs and Maintenance Services at Village-owned Facilities in 2025 in an Amount Not to Exceed $52,500.00
End
Overview
Overview
The Public Works Department is responsible for the maintenance and repair of Village-owned facilities. A number of these facilities have large overhead doors for vehicle access including Village Hall, the Public Works Center, the Central Pump Station, Holley Court Parking Garage, Avenue Parking Garage, and OPRF High School Parking Garage. Staff request a renewal of the current Independent Contractor Agreement with Allied Garage Door, Inc. for emergency overhead door repair that expires on December 31, 2024. The Agreement allows for two additional one-year renewal periods. This would be the second of the two annual renewals.
End
Recommendation
Recommendation
Adopt the Resolution.
Background
In March of 2023, the Village entered into an Independent Contractor Agreement with Allied Garage Door, Inc. for emergency overhead door repairs and maintenance services at Village-owned facilities including Village Hall, the Public Works Center, the Central Pump Station, Holley Court Parking Garage, Avenue Parking Garage, and OPRF High School Parking Garage. That Agreement allows for two additional one-year renewal periods, the first of which expires on December 31, 2024. If approved, this would be the second of the two possible renewals.
Allied has submitted a statement indicating that they intend to provide the same level of service in 2025 at the same hourly rates as both 2023 and 2024. Allied has been the Village’s overhead door contractor for many years and has always performed well and been professional, reliable, and competent. Staff recommends that the Village Board approves the Renewal of the Independent Contractor Agreement with Allied Garage Door for 2025.
Fiscal Impact
If approved, the total contract amount with Allied Garage Door would not exceed $52,500 in Fiscal Year 2025, which includes:
• $40,000.00 for the Building Maintenance Division from GL #1001-43790-101-540674
• $2,000.00 for the Water Division from GL# 5040-43730-776-540674
• $7,500.00 for Holley Court Parking Garage from GL# 5060-43770-788-570705
• $1,500.00 for Avenue Parking Garage from GL# 5060-43770-784-570705
• $1,500.00 for OPRF High School Parking Garage from GL# 5060-43770-783-570705
DEI Impact
N/A.
Alternatives
The Board may delay action to gain additional information.
Previous Board Action
The original Independent Contractor Agreement with Allied Garage Door, Inc. in March 2023 and the first renewal to this Agreement in 2024 were signed under Village Manager spending authority. An amendment to the renewal was approved by the Village Board at the August 27, 2024 Board Meeting (RES 24-276).
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
If approved, this agreement is the second of two, one-year renewals. For fiscal year 2026, the Building Maintenance Division will need to go out to bid for overhead door repairs and maintenance for 2026. It is anticipated that the agreement that results from that process will also need to be approved by the Village Board.
Intergovernmental Cooperation Opportunities
N/A.