Submitted By
Emily A. Egan, Director of Development Services
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Approving a Second Amendment to the Independent Contractor Agreement with J. Gill & Co. for Maintenance Repairs of the Village’s Holley Court, The Avenue, and Oak Park River Forest High School Parking Structures to Increase the Not-To-Exceed Amount from $1,649,025.00 to $1,671,175.00 and Authorizing Its Execution
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Overview
Overview
In September 2023, the Village Board authorized an Independent Contractor Agreement with J. Gill & Co. for the 2023 and 2024 completion of maintenance repairs at the Village’s Holley Court, The Avenue, and Oak Park & River Forest High School parking garages. The proposed second amendment to the Agreement provides for the contractor to complete a post-tension investigation of the Avenue Parking Garage in conjunction with the Village’s consultant Walker Consultants in an additional amount of $14,250.00. Furthermore, the change order provides for additional work at the Holley Court Parking Garage in an additional amount of $7,900.00. The total not to exceed contract amount is proposed to increase by $22,150.00.
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Recommendation
Recommendation
Adopt the Resolution.
Background
On March 28, 2022, the Village issued a Request for Proposals (“RFP”) for a five-year condition assessment of the Village-owned Holley Court (1125 Ontario Street), The Avenue (720 North Boulevard), and Oak Park River Forest High School (137 N. Scoville Avenue) parking garages. The Village received four (4) responses to the RFP, with Walker Consultants, Inc. submitting the lowest qualified bid at a total cost of $12,800.00. The Village Manager consequently executed a Professional Services Agreement with Walker Consultants, Inc. on June 6, 2022, for a not-to-exceed amount of $12,800.00. The completed conditions assessment by Walker Consultants, Inc. was submitted to the Village in August 2022.
The conditions assessment included observation of readily accessible exposed structural elements of the parking garages, including floors, ceilings, beams, columns, and walls, and waterproofing elements consisting of sealants and expansion joints. The stair towers, facades, and exposed floor drainage systems were also visually reviewed. Observed distresses such as significant cracks, leaks, spalls, scaling, joint deterioration, and other similar adverse conditions were documented. The condition assessment also included concrete sounding of representative floor area surfaces to identify concrete delamination. All repair quantities were based upon projections from field measurements in generally representative areas of the three garage facilities.
On April 24, 2023, the Village Board approved a Professional Services Agreement with Walker Consultants to provide construction documents, bidding, and engineering services for the repairs to the three parking garages in an amount not to exceed $163,700.00. The Village Board approved waiving the Village’s bid process for this contract given that Walker Consultants is best suited for the project since they completed the 2022 condition assessment of the structures. Furthermore, the Village has utilized the services of Walker Consultants for its previous 2017 garage condition assessment and the subsequent engineering design and construction management services.
The scope of services for the professional services agreement, approved on April 24, 2023, included the preparation of construction documents for maintenance repairs identified in the five-year condition assessment for 2023 and 2024. This allowed the Village to bid out the 2023 and 2024 repairs together, resulting in cost savings. The agreement also provided for professional construction engineering management services throughout the project in 2023 and 2024.
On July 19, 2023, the Village issued a request for bids for maintenance repairs of the three parking garages, providing prospective bidders with the detailed construction documents prepared by Walker Consultants. The request for bids was advertised on the Village’s website as well as distributed directly to known construction companies that specialize in parking garage construction. A mandatory pre-bid conference meeting was held at Village Hall on July 25, 2023, and four (4) contractors attended. Ultimately, three (3) contractors submitted bids before the deadline on August 11, 2023, at 5 p.m. The bids are summarized below:
J. Gill & Co. $1,596,865.00
Western Specialty Contractors $1,667,850.00
AGAE Contractors $3,093,493.51
On September 5, 2023, the Village Board adopted RES 23-263, a Resolution Authorizing an Independent Contractor Agreement with J. Gill & Co. for Maintenance Repairs of the Village’s Holley Court, The Avenue, and Oak Park & River Forest High School Parking Structures, in an Amount Not to Exceed $1,596,865.00 and Authorizing Its Execution.
On January 23, 2024, the Village Board adopted RES 24-009, increasing the total contract amount to $1,649,025.00. The additional contract spending authority, amounting to $52,160.00, specifically provided for additional maintenance repairs at the Holley Court and The Avenue garages that either arose or were newly discovered after the completion of the condition assessment.
During recent concrete repairs at the Avenue parking garage, concealed post-tensioned slab tendons were exposed on the underside of the second level. The Village’s project consultant, Walker Consultants, conducted testing of the exposed slab post-tension tendons to determine if they were under tension. Six (6) of the fourteen (14) exposed tendons were not under tension or had partial tension. Based on this, Walker Consultants recommends performing an additional limited post-tensioned slab tendon evaluation of this bay of the garage. This evaluation requires J. Gill employees to coordinate the exploratory openings, perform additional demolition and concrete removal, repair tendon sheathing following Walker’s inspections, and re-pour the openings using mortar. Although there are non-destructive test methods available that promise to identify distress within the embedded post-tensioned system, Walker Consultants believes the excavation method will be the most cost-effective, accurate, and reliable method of identifying the level of slab tendon deterioration. This additional work accounts for $14,250.00 of the total $22,150.00 proposed increase. A separate agenda item for the Village Board’s consideration is an amendment to the Professional Services agreement with Walker Consultants for the increase to their scope of services arising from the proposed post-tensioned slab tendon evaluation.
In addition, the proposed amendment to the agreement provides for the additional demolition work necessary to properly remove the existing damaged and worn flooring in the Holley Court security office. This additional work amount to $7,900.00 of the total increase of $22,150.00.
Fiscal Impact
Adequate budget authority exists in the FY 24 Parking Enterprise Fund within the following accounts:
5060-43770-788-570705 (Parking, Holley Court, Building Improvements) = $7,800.00
5060-43770-784-570705 (Parking, The Avenue, Building Improvements) = $14,250.00
DEI Impact
N/A
Alternatives
N/A
Previous Board Action
On January 1, 2024, the Village Board adopted RES 24-009, a Resolution Approving an Amendment to an Independent Contractor Agreement with J. Gill & Co. for Maintenance Repairs of the Village's Holley Court, The Avenue, and Oak Park & River Forest High School Parking Structures to Increase the Not to Exceed Amount From $1,596,865.00 to $1,649,025.00 and Authorizing Its Execution
On September 5, 2023, the Village Board adopted RES 23-263, a Resolution Authorizing an Independent Contractor Agreement with J. Gill & Co. for Maintenance Repairs of the Village’s Holley Court, The Avenue, and Oak Park & River Forest High School Parking Structures, in an Amount Not to Exceed $1,596,865.00 and Authorizing Its Execution.
On April 24, 2023, the Village Board approved RES 23-135, a Resolution Approving a Professional Services Agreement with Walker Consultants, Inc. to Provide Construction Documents, Bidding, and Engineering Services for the Repairs to the Village’s Holley Court, The Avenue, and Oak Park River Forest High School Parking Structures in an Amount Not to Exceed $163,700.00, Authorizing its Execution and Waiving the Village’s Bid Process for the Agreement.
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
Future change orders to the scope of work with J. Gill & Co., including work stemming from the limited post-tensioned slab tendon evaluation, would be presented to the Village Board for review and consideration as additional contract amendments.
Intergovernmental Cooperation Opportunities
N/A