Submitted By
Tammie Grossman, Director, Development Customer Services
Reviewed By
AMZ
Agenda Item Title
Title
A Resolution Approving an Independent Contractor Agreement with JLJ Contracting, Inc. for the Construction of an Enclosure Adjacent to the Northeast Elevator/Stair Tower on the Second Level of the Village-Owned Oak Park River Forest High School Parking Structure in an Amount Not to Exceed $73,450.00, Authorizing Its Execution and Waiving the Village’s Bid Process
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Overview
Overview
The elevator on the second level of the OPRF High School parking structure is not adequately sheltered, with machinery and equipment exposed to inclement weather conditions throughout the year. This exposure has contributed to malfunctions, necessitating regular repairs to the elevator equipment. Due to the specialized nature of this proposed work, Walker Consultants, the Village’s contracted engineering consultant, requested bids from three (3) pre-qualified contractors to complete this work. Accordingly, a waiver of the Village’s bid process is also presented for the Village Board’s consideration, in combination with approval of the proposed Independent Contractor Agreement the lowest responsive bidder.
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Recommendation
Recommendation
Approve the Resolution.
Fiscal Impact
A total of $75,000.00 is budgeted for this project in FY21 (GL# 5060.43770.783.570705). However, based on the bids, the total project will exceed the budgeted amount by $7,050. A budget amendment will be presented in July to account for the additional needed funds.
This project consists of two phases a design phase and a construction phase.
For the design phase, the Village executed a Professional Services Agreement with Walker Consultants, Inc. for design and construction management services in an amount not to exceed $8,600.00 pursuant to the Village Manager’s spending authority. Walker Consultants, Inc. has in-depth knowledge of the Village’s parking structures having worked on construction design documents for the capital budget over the past 5-7 years.
The construction phase contract is now before for the Village Board. Pursuant to the Village’s Purchasing Policy, staff requested bids from three (3) structural engineering firms. The lowest responsive bidder was JLJ Contracting, Inc for a total amount of $73,450.00.
Background
The Village-owned OPRF High School parking structure is located at 137 N. Scoville Avenue, at the northwest corner of Lake Street and Scoville Avenue. The garage’s parking spaces are available for public parking on days when school faculty members are not in attendance. When school faculty is in attendance, public parking is available after 4 p.m. only. Parking fees at the OPRF Garage are 50 cents per hour. Saturdays are free in the garage during the Oak Park Farmers’ Market season, which runs from May through October.
Over the past several years, the elevator at the garage has had significant mechanical failures due to the fact the elevator mechanics are not protected from the elements. The elevator was not designed to withstand rain and snow events without protection. After multiple repairs, Village staff recommends enclosing the elevator structure to prevent rain and snow from entering the elevator enclosure. Village staff believes that the enclosure will prevent the Village from having to spend funds to repair water-damaged parts and will decrease the amount of time the elevator is out of use for service.
After designing the structure, the Village’s engineering consultant, Walker Consultants, solicited and received bids from three (3) pre-qualified contractors for this project:
J. Gill and Company $130,575.00 (plus an additional $2,500.00 for bond)
National Restoration Systems $94,155.00
JLJ Contracting, Inc. $73,450.00
The proposed Independent Contractor Agreement with JLJ Contracting, Inc. provides for the construction of a small vestibule adjacent to the existing stair/elevator tower and under the existing canopy on the second level of the structure. A short concrete wall will be anchored to the existing parking structure along with a storefront window system, below the existing canopy. One (1) parking space will be removed to provide ingress and egress. The proposed enclosures plans/elevations and structural calculations, as prepared by Walker Consultants, Inc., went through the Village’s permit process review and a commercial building permit was approved, pending the award of a contract and subsequent contractor registration requirements. The plans/elevations are attached.
Due to significant lead times for materials, the contractor anticipates work to be substantially completed on or before November 8, 2021. Village staff will coordinate the repair with Oak Park River Forest High School in order to avoid disruption to the High School parking needs.
Alternatives
Request additional information.
Previous Board Action
N/A.
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
N/A
Intergovernmental Cooperation Opportunities
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