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A Resolution Approving an Independent Contractor Agreement with Biko Construction LLC for the 120 North Oak Park Avenue - MEP Relocation and Sidewalk Vault Fill Project in an Amount not to Exceed $1,169,527 and Authorizing its Execution
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Introduction
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The Village received one bid for the MEP Relocation and Sidewalk Vault Fill Project at 120 North Oak Park Avenue. The bid represents a competitive bid. The work includes relocating mechanical systems (MEP) from a basement space under the public sidewalk and filling the space with lightweight concrete so that the existing sidewalk can be replaced as part of the active Oak Park Avenue Streetscape Project. There is a separate agenda item for an agreement with the property owner to allow for this work and reimburse the Village for work relating to relocating mechanical systems.
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Recommended Action
Adopt the Resolution.
Prior Board Action
The Board has taken the following prior actions:
• The Village Board approved a Professional Services Agreement with H. W. Lochner, Inc. for Professional Engineering Services for the Design of the Sidewalk Vault Abandonment Project at 116-136 North Oak Park Avenue in an Amount Not to Exceed $82,680 on December 9, 2025 (RES 25-374).
• The Village Board approved a Three-Year Master Agreement with Kluber, Inc. for Professional Architectural and Engineering Services with an Option to Renew the Agreement for up to Two Additional One-Year Periods on February 6, 2023 (RES 23-62).
Background
The existing building at 116-136 North Oak Park Avenue has a basement space which extends under the sidewalk for the entire Oak Park Avenue frontage, all within the Village’s public right-of-way. These basement spaces under sidewalks are called sidewalk vaults. The existing sidewalk acts as the roof of the basement. The vault roof/sidewalk is in bad condition and needs to be replaced in order to maintain a safe and accessible public sidewalk. In order to replace the existing sidewalk/vault roof, the existing sidewalk vault needs to either have a new structural roof installed at the correct elevation or the sidewalk vault needs to be abandoned and filled in.
Besides the vault roof needing to be replaced due to its deteriorating condition, the vault roof needs to be replaced so that the public sidewalk can be replaced as part of the Oak Park Avenue Streetscape Project. The Village has been working with the property owner on this issue for a number of years in advance of the current Oak Park Avenue Streetscape Project. The streetscape project requires that the concrete sidewalk be lowered so that a new paver sidewalk can be installed. Preliminary costs were developed for replacing the vault roof with a new structural slab and for filling the vault with lightweight concrete. Costs for replacing the vault roof were cost-prohibitive, and the property owner preferred to move forward with a proposed project to fill the existing vault. The sidewalk vault at this location also has various building mechanical, electrical, and plumbing (MEP) systems installed within the vault space under the sidewalk. These MEP systems include electrical, HVAC, steam heat, fire suppression, and plumbing. In order to proceed with work to abandon and fill the vault, these MEP systems must also be relocated out of the vault area.
This item is for the construction contract to fill the sidewalk vault and relocate the mechanical systems out of the vault space. The Village has been working with Kluber, Inc. and H. W. Lochner on the design of the vault filling and MEP relocation. The work involves relocating the MEPs from the vault and into the normal basement spaces, building a wall to separate the vault from the basement under the building, filling the vault with lightweight cellular concrete in lifts, then pouring a non-reinforced concrete cap over the space to serve as the base of a new sidewalk.
The Village received one bid for the project from Biko Construction LLC on July 20th. After reviewing the bid, this bid represents a competitive bid for the project. The Village requested a base bid to complete the work by February 5, 2027, based on construction timeframe estimates from Lochner and Kluber, and also requested a bid alternate to complete the work by November 6, 2026. The base bid to complete the work by February 2027 was $1,161,736, and the bid alternate to complete the work by November 6, 2026 was $1,176,718. Completing the work by November 6, 2026 should give the Village’s streetscape contractor enough time to complete the sidewalk work in the vault area and complete the streetscape project by the desired timeframe of Thanksgiving 2026. Staff does not recommend awarding the contract for the base bid for completion in February of 2027.
There is a separate Board agenda item for an agreement with the property owner allowing for this work to occur in their building and for cost sharing for this project. The separate agreement obligates the property owner to pay for costs related to the MEP relocation work. The property owner has completed some work on their own for relocating electrical systems from the vault. Due to delays in negotiating the agreement with the property owner, construction costs for this contract have increased slightly to meet the November 6th deadline. The revised contract amount to remove the electrical relocation work but still meet the contract deadline of November 6th is $1,169,527. The Village’s estimated costs for the work related to filling the vault space are $872,731, with the property owner reimbursing the Village for actual costs for relocating the MEPs, which are estimated at $296,796 based on the low bid by Biko.
Timing Considerations
Adoption of the Resolution at this time will allow for the contractor to complete construction in the desired timeframe. Construction of the vault filling work is scheduled for completion by November 6th to allow for the Village’s streetscaping contractor to complete the sidewalk work in this area.
Financial Impact
The amount for this contract is not to exceed $1,169,527. The Village’s estimated costs for the work related to filling the vault space are $872,731, with the property owner reimbursing the Village for actual costs for relocating the MEPs, which are estimated at $296,796. The FY26 Budget included $575,000 for this work in the Capital Improvement Fund, Public Works - Engineering, Streetscaping account no. 3095.43780.101.570959. There is $412,466 in savings from the recently completed and closed-out Madison Street Streetscape in this same account that will be used to fund the remaining $297,731 needed for this work. The property owner will reimburse the Village for costs of relocating MEPs, which are estimated at $296,796.
Operations Impact
There is no operating impact associated with this item. The item aligns with the department’s core service delivery.
DEI Impact
There is no DEI impact associated with this item.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Adopt the Resolution, which will allow for construction of this project to move forward on its desired schedule.
Advantages:
• This contract will allow for the procurement of needed services.
Disadvantages:
• This action requires the expenditure of funds.
Alternatives
Alternative 1:
The Board can delay action to gain additional information.
Advantages:
• Board members would be presented with the additional information they requested.
Disadvantages:
• Any delay will result in sidewalk work occurring in 2027.
Alternative 2:
The Board can vote down the item and require the property owner to complete all necessary work.
Advantages:
• This action can result in cost savings.
Disadvantages:
• Needed work would not occur this year, and sidewalk work would be done in 2027 following vault filling work.
Anticipated Future Actions
There are no anticipated future actions in relation to this item.
Prepared By: Bill McKenna, Village Engineer/Assistant Public Works Director
Reviewed By: Rob Sproule, Public Works Director
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Independent Contractor Agreement
3. Proposal
4. Cost Breakdown