Submitted By
Rob Sproule, Public Works Director
Reviewed By
Ahmad M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Approving an Independent Contractor Agreement with Xtreme Fire Protection, LLC for Annual Inspection and Repair Services of Fire Sprinkler Systems at Village Facilities for a Three-Year Term in an Amount Not to Exceed $50,463.63 in 2024 with an Option to Renew for Two Additional One-Year Terms Thereafter and Authorizing its Execution
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Overview
Overview
Fire sprinkler systems in Village-owned buildings require annual testing and inspection. There are fire sprinkler systems at Village Hall, Public Works Center, the three fire stations and three parking garages. This three-year agreement includes the required testing and inspection along with required repairs and improvements identified during previous inspections.
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Recommendation
Recommendation
Adopt the Resolution.
Background
There are various fire sprinkler systems (wet and dry) at Village Hall, Public Works Center, the three fire stations and three parking garages. Each system needs to be inspected and tested on an annual basis. The contract with the previous inspection and testing company expired at the end of 2023.
In November 2023, staff issued a Request for Proposals (RFP) for fire sprinkler system annual testing and repair services for all fire sprinkler systems at Village Hall, Public Works Center, three fire stations and three parking garages. The RFP was posted on the Village web page and was advertised in the Wednesday Journal. The RFP also included several alternates for repairs needed at various locations. Three proposals were received and Xtreme Fire Protection, LLC submitted the most favorable pricing.
Staff recommends that the Village approves the Independent Contractor Agreement with Xtreme Fire Protection to conduct annual testing of the fire sprinkler systems at Village Hall, Public Works Center, main, north and south fire stations, and the three parking garages (Holley Court, Avenue Garage and OPRF Garage), and to complete the work associated with Alternates 4A, 4B and 4C. Alternate No. 1 is being completed by another company who submitted more favorable pricing during a separate bid process, and Alternate No. 2 is being deferred until staff can solicit bids from alternate companies in an effort to secure more favorable prices. Xtreme Fire Protection has submitted correspondence stating they accept the scope of work (base bid service plus Alternates 4A, 4B and 4C). Lastly, the backflow inspection services would be a separate contract, and staff will solicit bids from local area companies for this service in an effort to secure more favorable pricing.
If approved, this would be a three (3)-year Agreement with the option to renew the Agreement for two (2) additional one (1)-year periods, and the total contract amount in Fiscal Year 2024 would not exceed $50,463.63 which includes the base bid price of $14,355.00 for annual inspection services at all locations, plus the costs for Alternates No. 4A ($500.00), 4B ($20,072.50) and 4C ($782.50), plus $1,003.63 as 5% contingency for Alternate No. 4B for unforeseen conditions, plus $12,000.00 to cover the cost of any unforeseen needed repairs at the Public Works Center, Village Hall and fire stations throughout 2024, plus $1,750.00 to cover the cost of any unforeseen needed repairs at Holley Court and Avenue parking garages throughout 2024.
Fiscal Impact
The Fiscal Year 2024 General Fund Building Maintenance Operating Budget General Contractuals Account contains $899,981.00 in account no. 1001-43790-101-530660. The Fiscal Year 2024 Parking Fund Budget contains $680,200.00 in the Holley Court General Contractuals account no. 5060-43770-788-530660, $306,640.00 in the Avenue Garage General Contractuals account no. 5060-43770-784-530660, and $161,545.00 in the OPRF Parking Garage General Contractuals account no. 5060-43770-783-530660.00.
The Fiscal Year 2024 General Fund Building Maintenance Operating Budget Property Repair Account contains $205,000.00 to cover the cost of Alternates No. 4A and 4C ($1,282.50 combined), and to cover the cost of any unforeseen needed repairs throughout 2024 at the PWC, Village Hall and fire stations.
The Fiscal Year 2024 Parking Fund Property Repair Account contains $18,500.00 in account no. 5060-43770-788-540674 and $12,500.00 in account no. 5060-43770-784-540674 to cover the cost of any unforeseen needed repairs throughout 2024 at the parking garages.
The Fiscal Year 2024 CIP Building Improvement Fund contains a total of $2,832,885.00 in account no. 3012-43790-101-540673, $346,885.00 of which is dedicated for MEPS and Fire Protection System Repairs for the Public Works Center. Alternate No. 4B for $20,072.50 is to replace corroded galvanized sprinkler system pipes and corroded sprinkler heads under the fuel station overhang roof on the north side of the exterior of the PWC. This work was identified as a necessity in the Property Condition Assessment (PCA) completed for the Public Works Center in 2023.
The 2024 PO allocations would be as follows:
GL# Amount Notes
1001-43790-101-530660 $9,585.00 (annual inspections at PWC, FD and V.H.)
1001-43790-101-540674 $13,282.50 (Alt.# 4A and 4C plus $12K for repairs)
5060-43770-788-530660 $1,660.00 (annual inspection at Holley Court)
5060-43770-784-530660 $1,555.00 (annual inspection at Ave. Garage)
5060-43770-783-530660 $1,555.00 (annual inspection at OPRF Garage)
5060-43770-788-540674 $1,000.00 (for unforeseen needed repairs at Holley Court)
5060-43770-784-540674 $750.00 (for unforeseen needed repairs at Ave. Garage)
3012-43790-101-540673 $21,076.13 (for Alt.# 4B - bid cost plus 5% contingency)
TOTAL for 2024 PO: $50,463.63
DEI Impact
This project would be in line with Village Board Goal #2 Community Health & Safety, Priority 6: Ensure Healthy Work Environments for Village Workers.
Alternatives
The Board may delay action to gain additional information.
Previous Board Action
The Village Board has approved agreements for this contract work in the past.
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
Staff anticipates returning in the future for approval of the two annual renewals.
Intergovernmental Cooperation Opportunities
N/A