Submitted By
John P. Wielebnicki, Public Works Director; Tammie Grossman, Director of Development Customer Services
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving an Independent Contractor Agreement with Global Maintenance Solutions LLC to Provide Building Maintenance Services for the Public Works and Development Customer Services Departments in an Amount Not to Exceed $557,000 Annually and Authorizing its Execution
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Overview
Overview
Building Maintenance services of Village owned buildings are provided by a private contractor. The current agreement expires at the end of October 2019. Recently, proposals were solicited for these services for a successor agreement. This item proposes the execution of a three-year agreement between Global Maintenance Solutions, LLC and the Village for Building Maintenance Services.
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Recommendation
Recommendation
Approve the Resolution.
Fiscal Impact
The Draft FY2020 Building Maintenance Operating Fund Budget proposes a combined total of $285,000.00 in account numbers, General Contractuals, 1001-43790-711, 713, 714 and 717-530660 for contracted Building Maintenance Services.
The Draft FY2020 Parking Fund Budget proposes a combined total of $272,000.00 in account numbers 5060-43770-783, 784, and 788-530660 for General Contractuals for Holley Court, the Avenue Garage and the OPRF Garage, $272,000.00 for contracted Building Maintenance Services.
If approved, the total annual contract cost with GMS would not exceed $557,000.00 ($507,000.00 bid price plus $50,000.00 for overtime related to snow or other emergency call-backs).
Background
In October of 2016 the Village entered into a three year agreement for Building Maintenance Services at all Village-owned properties, including the parking garages. The current agreement expires on October 31, 2019.
Staff issued a Request for Proposals for Building Maintenance Services in July of 2019. A total of three proposals were received: 1.) Orbis Construction Co., Inc. 2.) Global Maintenance Solutions and 3.) Lomeli Construction.
The proposal was divided into two parts. Part A is for the Public Works Department, Building Maintenance Division, and Part B is for the Development Customer Services Department. Contractors were advised that they could propose their services for either part A or part B or both and the Village would consider each part separately.
In general, work includes providing daily maintenance services, preventative maintenance and repairs of all Village owned facilities including parking structures. Work also includes snow removal around Village Hall and the parking structures. The services provide three contract employees that work on Village Hall, Police Station, Public Works Center and Fire Stations and three contract employees that work in the parking structures. The contract employees report directly to an on-site contract supervisor.
Although Orbis Construction Co. submitted the lowest cost proposal, the Public Works and Develpoment Customer Services Departments recommend awarding the contract to Global. Orbis has repeatedly failed to provide the appropriate level of service as outlined in the proposal which has impacted the buildings users and customers.
Alternatives
The alternative to this recommendation could be to delay action to gain additional information.
Previous Board Action
The latest action from the Village Board was approving a contract for Building Maintenance Services in October of 2016 with Orbis Construction Co., Inc.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
This agreement would be for a three-year period with two optional extension years and a successor agreement would not be brought forth until the fall of 2022.
Intergovernmental Cooperation Opportunities
None at this time.