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 Independent Contractor Agreement with Pavement Systems, Inc. for the 2023 Parking Lot Improvements Project in an Amount Not to Exceed $146,799.00 and Authorizing Its Execution
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Overview
Overview
A public bid opening was held on October 9, 2023 for this project with one (1) bid submitted by Pavement Systems, Inc. The bid is less than the budgeted amount for this project and is within 10% of the engineer’s estimate and it is therefore recommended to award the Contract to the sole bidder, Pavement Systems, Inc. The proposed agreement provides for improvements to eleven (11) Village-owned surface parking lots throughout the community.
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Recommendation
Recommendation
Adopt the Resolution.
Background
Ongoing resurfacing, stormwater management and other maintenance activities are necessary to ensure Village parking lots are up to the standards set forth in the Village code for all parking lots. On September 19, 2018, the Village Board engaged the services of V3 Companies, LTD. to develop a 5-year capital improvement plan for the Village’s surface parking lots. The first of the five (5) year plan was completed in 2019, pursuant to an Independent Contractor Agreement with Chicagoland Paving Contractors, Inc. for an amount not to exceed $175,000.00. The remaining four (4) years of improvements have yet to be completed. This deferral was primarily due to the COVID-19 public health emergency but also due to management’s reassessment of other priorities for capital improvements throughout the parking system, including electric vehicle charging infrastructure.
The Village engaged the services of V3 to complete design work and bid assistance for the proposed improvements to various parking lots in 2023 via a task order agreement in the amount of $23,587.00. V3 is one of four consultants under a task order procurement system with the Village and was best qualified to perform this work. Subsequently, a request for bids was published on the Village website on September 29, 2023. A public bid opening was then held on October 9, 2023 for this project with one (1) bid submitted by Pavement Systems, Inc. for a not-to-exceed amount of $146,799.00.
This project includes improvements to the following surface parking lots:
1. Lot 29 (715 Garfield Street)
2. Lot 46D (400 S. Cuyler Avenue)
3. Lot 46E (400 S. Cuyler Avenue)
4. Lot 66 (600 North Boulevard)
5. Lot 66N (636 North Boulevard)
6. Lot 68 (508 S. Austin Boulevard)
7. Lot 100 (437 Clinton Avenue)
8. Lot 101 (101 N. Humphrey Avenue)
9. Lot 109 (407 S. Scoville Avenue)
10. Lot 110 (423 S. Scoville Avenue)
11. Lot SB6 (700 South Boulevard)
If approved, work will be substantially completed by November 22, 2023, weather dependent.
Fiscal Impact
The FY 23 Parking Fund budget includes $312,478 for lot resurfacing, landscaping and maintenance within account # 5060-43770-787-570707 (Parking Lots, Capital Improvements). With $23,587.00 expended on design work and bid assistance, $288,891.00 remains available for this project.
DEI Impact
N/A.
Alternatives
The Village Board could delay action to gain additional information.
Previous Board Action
On September 17, 2018, the Village Board adopted RES 18-985, a Resolution Approving a Professional Services Agreement with V3 Companies, LTD. to develop a recommended 5-year capital improvement plan for the Village’s Surface Parking Lots.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
Staff anticipates bringing forward future contracts for the Village Board’s consideration for parking lot improvements in FY 24 and FY 25.
In FY 26, staff would recommend the Village Board consider approval of another condition assessment of the Village’s surface parking lots.
Intergovernmental Cooperation Opportunities
N/A.