Submitted By
Ahmad M. Zayyad, Deputy Village Manager / Interim Director of Development Customer Services
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving an Amendment to an Independent Contractor Agreement with J. Gill & Co. for Maintenance Repairs of the Village’s Holley Court, The Avenue, and Oak Park & River Forest High School Parking Structures to Increase the Not to Exceed Amount From $1,596,865.00 to $1,649,025.00 and Authorizing Its Execution
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Overview
Overview
In September 2023, the Village Board authorized an Independent Contractor Agreement with J. Gill & Co. for the 2023 and 2024 completion of needed maintenance repairs at the Village’s Holley Court, The Avenue, and Oak Park & River Forest High School Community Parking garages. These maintenance repairs were identified in the Village’s five-year parking garage condition assessment that was completed in 2022.
This proposed amendment to the Independent Contractor Agreement provides for the completion of additional maintenance repairs at Holley Court and The Avenue parking garage that either arose or were newly discovered after the completion of the condition assessment. The additional repairs amount to a total additional cost of $52,160.00.
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Recommendation
Recommendation
Adopt the Resolution.
Background
On March 28, 2022, the Village issued a request for proposals (RFP) for a five-year condition assessment of the Village-owned Holley Court (1125 Ontario Avenue), The Avenue (720 North Boulevard), and Oak Park River Forest High School (137 N. Scoville Avenue) parking garages. The Village received four (4) responses to the RPF, with Walker Consultants, Inc., submitting the lowest qualified bid at a total cost of $12,800.00. The Village Manager consequently executed a Professional Services Agreement with Walker Consultants, Inc. on June 6, 2022, for a not-to-exceed amount of $12,800.00. The completed condition assessment by Walker Consultants, Inc. was submitted to the Village in August 2022.
The condition assessment included observation of readily accessible exposed structural elements of the parking garages, including floors, ceilings, beams, columns, and walls, and waterproofing elements consisting of sealants and expansion joints. Additionally, the stair towers, facades, and exposed floor drainage systems were visually reviewed. Observed distresses such as significant cracks, leaks, spalls, scaling, joint deterioration, and other similar adverse conditions were documented. The condition assessment also included concrete sounding of representative floor area surfaces, to identify concrete delamination. All repair quantities were based upon projections from field measurements in generally representative areas of the three garage facilities.
On April 24, 2023, the Village Board approved a Professional Services Agreement with Walker Consultants to provide construction documents, bidding, and engineering services for the repairs to the three parking garages in an amount not to exceed $163,700.00. The Village Board approved waiving the Village’s bid process for this contract given that Walker Consultants is best suited for the project since they completed the 2022 condition assessment of the structures. Furthermore, the Village has utilized the services of Walker Consultants for its previous 2017 garage condition assessment and the subsequent engineering design and construction management services stemming from that assessment.
The scope of services for the professional services agreement, approved on April 24th, included the preparation of construction documents for maintenance repairs identified in the five-year condition assessment for 2023, and 2024. This allowed the Village to bid out the 2023 and 2024 repairs together, potentially resulting in cost savings. The agreement also provides for professional construction engineering management services throughout the course of the project in 2023 and 2024.
On July 19, 2023, the Village issued a request for bids for maintenance repairs of the three parking garages, providing prospective bidders with the detailed construction documents prepared by Walker Consultants. The request for bids was advertised on the Village’s website as well as distributed directly to known construction companies that specialize in parking garage construction. A mandatory pre-bid conference meeting was held at Village Hall on July 25, 2023, and four (4) contractors attended. Ultimately, three (3) contractors submitted bids prior to the deadline on August 11, 2023, at 5 p.m. The bids are summarized below:
J. Gill & Co. $1,596,865.00
Western Specialty Contractors $1,667,850.00
AGAE Contractors $3,093,493.51
On September 5, 2023, the Village Board adopted RES 23-263, a Resolution Authorizing an Independent Contractor Agreement with J. Gill & Co. for Maintenance Repairs of the Village’s Holley Court, The Avenue, and Oak Park & River Forest High School Parking Structures, in an Amount Not to Exceed $1,596,865.00 and Authorizing Its Execution. In addition to the base contract amount of $1,596,865.00, Walker Consultants recommended a 10% Village-controlled contingency be included in the project budget, amounting to $159,690.00. As previously communicated, use of the budgeted funds allocated for the contingency requires an amendment to the Independent Contractor Agreement by the Village Board.
Fiscal Impact
Adequate budget authority exists in the Adopted Fiscal Year 2024 Parking Fund Budget to provide for this additional cost for the project. Specifically, contingency funding exists in account # 5060-43770-784-570705 and 5060-43770-788-570705 (Building Improvements).
DEI Impact
N/A
Alternatives
The Village Board could request additional information regarding the proposed amendment to the contract.
Previous Board Action
On September 5, 2023, the Village Board adopted RES 23-263, a Resolution Authorizing an Independent Contractor Agreement with J. Gill & Co. for Maintenance Repairs of the Village’s Holley Court, The Avenue, and Oak Park & River Forest High School Parking Structures, in an Amount Not to Exceed $1,596,865.00 and Authorizing Its Execution.
On April 24, 2023, the Village Board approved RES 23-135, a Resolution Approving a Professional Services Agreement with Walker Consultants, Inc. to Provide Construction Documents, Bidding, and Engineering Services for the Repairs to the Village’s Holley Court, The Avenue, and Oak Park River Forest High School Parking Structures in an Amount Not to Exceed $163,700.00, Authorizing its Execution and Waiving the Village’s Bid Process for the Agreement.
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
As previously mentioned, staff budgeted for a 10% project contingency. Any additional use of the budgeted funds allocated for the contingency would require an amendment to the Independent Contractor Agreement by the Village Board at a future meeting.
At a future meeting, the Village Board will consider a Professional Services Agreement to provide construction documents, bidding, and engineering services for repairs to the parking structures identified for FY 25 - FY 27. Pending a competitive bid process, the Village Board would then consider an Independent Contractor Agreement for completion of the repairs pursuant to the prepared documents.
Intergovernmental Cooperation Opportunities
N/A