Submitted By
Rob Sproule, Public Works Director
Reviewed By
Ahmad M. Zayyad, Deputy Village Manager / Interim Director of Development Customer Services
Agenda Item Title
Title
A Resolution Approving an Amendment to the Independent Contractor with J.L. Adler Roofing & Sheet Metal, Inc. for the South Fire Station Roof Replacement Project to Change the Project Completion Date and Increase the Not to Exceed Amount from $185,720.00 to $226,920.00, Authorizing its Execution and Directing Staff to Prepare the Necessary Budget Amendment for the Project
End
Overview
Overview
At the October 16, 2023 Village Board meeting, the Board approved an Independent Contractor Agreement with J.L. Adler Roofing & Sheet Metal, Inc. to replace the roof at the South Fire Station. Unexpected conditions were discovered during the demolition process that require an Amendment to the Agreement to increase to not to exceed amount of the agreement and change the project completion date.End
Recommendation
Recommendation
Adopt the Resolution.
Background
The Village Board approved an Independent Contractor Agreement with J.L. Adler Roofing & Sheet Metal, Inc. on October 16, 2023 to replace the roof at the south fire station for a total cost not to exceed $185.720.00. Work began in mid-November and during removal of the existing roof, deteriorated rotten wood was discovered along the north east section of the lower roof. The initial project completion date was December 31, 2023, however, the unexpected conditions discovered caused a delay in completing the finishing details along the perimeter of that section. Staff directed the contractor to provide a proposal cost to replace the deteriorated wood. The architect performing the construction administration on the project (Kluber, Inc.) has submitted a Construction Change Directive (CCD) describing the additional scope of work and outlining the proposed added cost. The total proposal cost to replace the deteriorated wood is a not to exceed amount of $45,950, and the recommended revised project completion date is March 31, 2024. Replacement of the wood is necessary in order to securely fasten the new gutters that would be installed as part of the original scope of work, and to reattach the metal paneling that was removed during demolition of the old roof.
In order to keep the project moving forward, staff requested emergency work authorization from the Village Manager’s Office to proceed with CCD #001 for a total cost not to exceed $45,950.00, and to accept the revised project completion date. Unspent funds from CCD #001 and the contract allowance would be credited back to the Village once the project is completed.
Fiscal Impact
$50,000.00 is included in the Fiscal Year 2024 Building Improvement Fund Budget in account # 3012-43790-101-540673 (Public Works, Building Maintenance) for the Main Fire Station Men’s Showers Renovations Project. This project would be deferred to 2025 and the available funds would be used to cover the cost of CCD #001. If approved, the amended total contract amount with JL Adler Roofing would not exceed $226,920.00. A first quarter budget amendment will also be submitted to carry-forward funds to the 2024 Building Improvement Fund budget for expected costs associated with closing out the project that were not expensed in 2023 due to the delay with the deteriorated wood.
DEI Impact
N/A
Alternatives
The Board may delay action to gain additional information
Previous Board Action
The Village Board approved an Independent Contractor Agreement with J.L. Adler Roofing & Sheet Metal, Inc. on October 16, 2023 to replace the roof at the south fire station for a total cost not to exceed $185.720.00 (RES 23-289).
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
N/A
Intergovernmental Cooperation Opportunities
N/A