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 Allied Garage Door, Inc. for the Public Works Center Exterior Door Replacement Project in an Amount Not to Exceed $38,388.00 and Authorizing its Execution
End
Overview
Overview
The Public Works Center has various exterior metal doors original to the building that are in poor condition. Staff proposes an agreement with Allied Garage Door, Inc. to replace multiple exterior doors at the Public Works Center.
Recommendation
Recommendation
Adopt the Resolution.
Background
The existing exterior metal doors being proposed for replacement are original to the Public Works Center when the building was built in 2007. The metal frames of these doors have become warped and rusted, making the doors difficult to open and close and creating a security breach when left open. The project involves removing the existing metal frames and doors along with all associated hardware (door closers, handles, hinges, thresholds and electronics) and installing new fire-rated metal doors, frames and hardware. The new doors and frames would be primed and painted once installed. Repairs to the Public Works Center main entrance double glass doors and the Fleet main entrance door are also included in this project. These doors do not require replacement but are experiencing intermittent issues, such as not closing entirely, dealignment, repeated loosening of key cylinders, and worn out hinges.
On June 28, 2023 staff issued a Request for Proposals (RFP) for the Public Works Center Exterior Door Replacement Project. The RFP was advertised in the Wednesday Journal and also posted on the Village web page. A total of four (4) companies attended the pre-bid meeting on July 14, 2023. Two (2) proposals were received. Allied Garage Door, Inc. submitted the most favorable proposal and staff recommends that the Village Board approve the Independent Contractor Agreement with Allied Garage Door, Inc. for this project. Allied Garage Door has been the Village’s overhead door repair and maintenance contractor for many years and their performance, professionalism and quality of work has been excellent. If approved, the total cost with Allied Garage Door would not exceed $38,388.00, which includes the base bid cost of $14,970, plus $21,590 for the cost of all five alternates, plus $1,828 as 5% contingency for unforeseen conditions.
Fiscal Impact
The Fiscal Year 2023 Building Improvement Fund contains $30,000.00 for the Public Works Center Exterior Door Replacement Project and $25,000.00 for new office furniture for the Public Works Center in account # 3012-43790-101-540673 (Building Improvement, Building Maintenance). The total contract cost for the exterior door replacement project would be $38,388.00 and the difference of $8,388.00 would be covered by using a portion of the funds allocated for new office furniture for the Public Works Center.
DEI Impact
N/A.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Board approved the estimated budget for this project as part of the Fiscal Year 2023 Capital Improvement Plan.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
N/A.
Intergovernmental Cooperation Opportunities
N/A.