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Regular Village Board meetings are typically held at 7:00 p.m., the first three Tuesdays of each month in Council Chambers of Village Hall (room 201), 123 Madison St. When a Regular Meeting falls on a holiday, the meeting typically is held the following night. The Village Board also meets in special sessions from time to time. However, dates and times of Special Meetings can vary and may change.

File #: RES 25-246    Name:
Type: Resolution Status: Consent Agenda
In control: President and Board of Trustees
On agenda: 8/5/2025 Final action:
Title: A Resolution Approving an Independent Contractor Agreement with Garland/DBS, Inc. for PWC Floor Sealing through Omnia Partners Master Intergovernmental Cooperative Purchasing Agreement (Micpa) #PW1925 in an Amount not to Exceed $126,192.00, Authorizing its Execution and Waiving the Village's Bid Process for the Agreement
Attachments: 1. 1 - Resolution - 2025 PWC Floor Sealing, 2. 2 - Independent Contractor Agreement - 2025 PWC Floor Sealing, 3. 3 - Supporting Contract Documents - PWC Floor Sealing
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Title

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A Resolution Approving an Independent Contractor Agreement with Garland/DBS, Inc. for PWC Floor Sealing through Omnia Partners Master Intergovernmental Cooperative Purchasing Agreement (Micpa) #PW1925 in an Amount not to Exceed $126,192.00, Authorizing its Execution and Waiving the Village’s Bid Process for the Agreement                                                       

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Introduction

overview

This project entails the installation of a traffic coating membrane in designated sections of the first-floor vehicle storage area at the Public Works Center (PWC). The coating is necessary to mitigate water intrusion into the lower level caused by operations on the first-floor, and to enhance the facility’s structural integrity and long-term durability.                                          

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Recommended Action

Adopt the Resolution

Prior Board Action

The Village Board approved funding for the program as part of the Fiscal Year 2025 Capital Improvement Budget on November 11, 2024 (MOT 24-264).

Background

This project constitutes the third phase of traffic coating enhancements at the Public Works Center (PWC), following the initial phases completed in 2014 and 2015. The 2025 work will address the remaining first-floor areas not included in previous efforts, along with repairs to segments of the existing membrane that are exhibiting signs of deterioration.

In coordination with this effort, a structural assessment of the facility is currently underway. Any recommended repairs resulting from that evaluation will inform the scope of work planned for implementation in 2026.

Pricing for this phase was obtained through Garland/DBS, Inc., leveraging the Omnia Partners cooperative purchasing program under Contract No. PW1925, which is included in the supporting documentation.

Staff recommends approval of the full proposed project cost of $126,192.00

Timing Considerations

Adoption at this time will allow for the project to advance on a suitable timeline in order to complete the work in 2025, prior to the commencement of snow removal operations.

Budget Impact

The costs for this project would be funded through the Building Improvement Fund section of Fiscal Year 2025 Capital Improvement Fund under the account 3012.43790.101.540673. There are sufficient unencumbered funds to cover the cost of this planned project. 

 

Staffing Impact

There is no staffing 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 work would be completed prior to the end of fiscal year 2025 as planned.

Disadvantages:

                     This action requires the expenditure of funds. 

Alternatives

Alternative 1:

The Board can table the motion for more information or further discussion.

Advantages:

                     The Board would be presented with any requested information.

Disadvantages:

                     Significant delay could impact the potential for the project to be completed in 2025.

Alternative 2:

The Board can vote down the resolution.

Advantages:

                     There are no advantages to this alternative.

Disadvantages:

                     Required repair work would need to be completed using the 2025 Building Maintenance Property Repairs Budget to address any tripping hazards. This approach would likely result in multiple mobilizations and a fragmented execution of the coating project, ultimately increasing overall costs.

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.                     Independent Contractor Agreement

3.                     Supporting Contract Documents