Submitted By
Ahmad M. Zayyad, Deputy Village Manager / Interim Director of Development Customer Services
Reviewed By
LKS
Agenda Item Title
Title
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
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Overview
Overview
This contract provides for completion of needed and identified maintenance repairs at the Village’s Holley Court, The Avenue and Oak Park & River Forest High School Community Parking Garages, through the remainder of 2023 and 2024. These maintenance repairs were identified in the Village’s five-year parking garage condition assessment and will be completed pursuant to the construction documents prepared by the Village’s consultant, Walker Consultants, with the goal of extending the useful life of the parking structures and addressing any building safety concerns that were identified.
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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 Avenue), 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 RPF, 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 condition assessment by Walker Consultants, Inc. was submitted to the Village in August, 2022.
The condition 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. Additionally, the stair towers, facades, and exposed floor drainage systems were 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 are 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 stemming from that assessment.
The scope of services for the professional services agreement, approved on April 24th, 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, potentially resulting in cost savings. The agreement also provides for professional construction engineering management services throughout the course of 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 prior to 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
As specified in the detailed bid review included in the documentation for this agenda item, Walker Consultants recommends selecting the lowest qualified bidder, J. Gill & Co., for this contract. In addition to the base contract amount of $1,596,865.00, Walker Consultants recommends a 10% Village-controlled contingency be included in the project budget. This contingency would be $159,690.00. Use of the money allotted towards this contingency would require an amendment to the Independent Contractor Agreement by the Village Board. Staff has reviewed the bid summary and analysis and concurs with the recommendation to enter into an Independent Contractor Agreement with J. Gill & Co. for a not to exceed amount of $1,596,865.00.
Fiscal Impact
This project will occur over the span of FY 23 - FY 24 and was identified in the Village’s FY 23 - FY 27 Capital Improvement Plan.
Adequate budget authority exists in the FY 23 Parking Fund budget to complete repairs identified for immediate action in the following accounts: Account # 5060-43770-783-570705 (OPRF H.S. Garage, Property Repairs), Account # 5060-43770-784-570705 (The Avenue Garage, Property Repairs), and Account # 5060-43770-788-570705 (Holley Court Garage, Property Repairs). Necessary budget authority will be requested in the proposed FY 24 Parking Fund budget, to complete repairs identified for 2024.
DEI Impact
N/A.
Alternatives
Alternatively, the Village Board could delay action to request additional information or indefinitely defer the maintenance repairs identified in the condition assessment. However, DCS staff does not recommend delaying or deferring identified needed repair work.
Previous Board Action
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
At a future meeting, the Village Board will consider a Professional Services Agreement to provide construction documents, bidding, and engineering services for repairs to the structures identified for FY 25 - FY 27. Pending a competitive bid process, the Village Board would then consider an Independent Contractor Agreement for completion of the repairs pursuant to the prepared documents.
Intergovernmental Cooperation Opportunities
N/A.