Submitted By
Rob Sproule, Public Works Director
Reviewed By
Erin E. Baynes, Assistant to the Village Manager
Agenda Item Title
Title
A Resolution Approving a Second Amendment to the Renewal of the Independent Contractor Agreement with South West Industries, Inc. d/b/a Anderson Elevator Co. to Provide Elevator Maintenance and Repair Services at Village-Owned Facilities to Increase the Not to Exceed Amount for Fiscal Year 2024 from $56,000.00 to $66,000.00 and Authorizing Its Execution
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Overview
Overview
This second amendment provides for an increased not-to-exceed agreement amount with Anderson Elevator Co. for emergency repairs to the Village Hall main elevator and any future unforeseen repairs that may be needed at all locations through the remainder of 2024.
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Recommendation
Recommendation
Adopt the Resolution.
Background
The Village’s Independent Contractor Agreement with Anderson Elevator provides for elevator maintenance and repair services for elevators located at Village Hall, the Public Works Center, Holley Court parking garage, and the Oak Park River Forest High School community parking garage.
On July 23rd, 2024, the Village Board approved an Amendment to the Renewal of the Independent Contractor Agreement with Anderson Elevator (First Amendment) to complete needed repairs at the Holley Court Parking Garage. On August 2nd, 2024, the main elevator at Village Hall experienced a failure of the electronic photo-eye safety mechanism which rendered the elevator inoperable. Anderson Elevator Co. was called to assess the condition of the elevator. At that time, the cost of the repair was not yet known and staff submitted an Emergency Work Authorization request to the Village Manager’s Office. The request was approved and staff directed Anderson Elevator Co. to proceed with the repairs. Anderson Elevator Co. quickly acquired the necessary parts (a new circuit board and two new electronic photo-eye devices) and expedited the repairs.
Staff recommends the Board approve the Second Amendment to the Renewal of the Independent Contractor Agreement with Anderson Elevator. If approved, the amended not-to-exceed contract amount with Anderson Elevator for Fiscal Year 2024 would be $66,000.00. This would cover the cost of the repairs to the Village Hall elevator and provide funds for any additional unforeseen repairs at other locations throughout the remainder of 2024.
Fiscal Impact
The Fiscal Year 2024 General Fund Building Maintenance Operating Budget Property Repair Account contains $205,000.00 in account no. 1001-43790-101-540674, $42,569.11 of which remains unencumbered and is available for this amendment.
If approved, the total amended contract amount with Anderson Elevator for the remainder of 2024 would not exceed $66,000.00.
DEI Impact
Elevator service within the Village is critical in ensuring equitable access to Village properties and resources.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
On July 23, 2024, the Village Board approved an Amendment to the Renewal of the Independent Contractor Agreement with Anderson Elevator (First Amendment) to complete needed repairs at the Holley Court Parking Garage (RES 24-250).
On October 16, 2023, the Village Board approved an Amendment to the Independent Contractor Agreement with Anderson Elevator to complete newly required fire alarm testing at the Village parking garages (RES 23-285).
On February 1, 2024, the Village Board approved an Independent Contractor Agreement with Anderson Elevator for a three-year period (RES 21-10).
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
Staff expects to present an agreement for this work annually.
Intergovernmental Cooperation Opportunities
N/A