Submitted By
Ahmad M. Zayyad, Deputy Village Manager / Interim Director of Development Customer Services
Reviewed By
LKS, Deputy Village Manager
Agenda Item Title
Title
A Resolution Approving the Renewal of the Independent Contractor Agreement with Global Maintenance Solutions LLC for Building Maintenance Services for the Public Works and Development Services Departments in 2024 in an Amount Not to Exceed $728,500.00 and Authorizing its Execution
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Overview
Overview
Building maintenance services of Village owned buildings are provided by a private contractor. Staff requested a renewal of the current Independent Contractor Agreement with Global Maintenance Solutions LLC for building maintenance services for the Public Works and Development Services Departments that expires on December 31, 2023. The Agreement allows for two additional one-year renewal periods. This would be the second of the two annual renewals.
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Recommendation
Recommendation
Adopt the Resolution.
Background
In September of 2019, the Village entered into an Independent Contractor Agreement with Global Maintenance Solutions LLC to provide building maintenance services at Village owned buildings (Village Hall, Public Works Center, Metra Station, three fire stations and three parking garages). The current agreement expires on December 31, 2023. During this period, the contractor has provided consistent staffing, has performed well, and has gained an in-depth knowledge of the buildings, associated systems and components (HVAC, structural, mechanical, electrical and plumbing).
The scope of building maintenance services provided by the contractor includes carrying out the necessary day-to-day duties that keep the facilities functioning in a safe, clean and comfortable manner, as well as executing more complicated tasks involving repairs to critical building systems, completion of work order requests and management of inventory, supplies, materials and equipment. The contractor also performs snow and ice removal at Village Hall, the Metra station, Public Works Center and the three parking garages.
Global Maintenance Solutions has submitted a statement indicating that they intend to provide the same level of service in 2024 with a 2.3% rate increase that aligns with the Agreement and Consumer Price Index (CPI) language. Staff recommends that the Village Board approve the renewal of the existing Independent Contractor Agreement with Global Maintenance Solutions. If approved, this would be the second of two permissible extensions. In the summer of 2024, staff would again bid out building maintenance services for Village-owned facilities.
Fiscal Impact
The Fiscal Year 2024 proposed budget includes a total of $899,981.00 in account # 1001-43790-101-530660 (Public Works- Building Maintenance, General Contractuals). The total amount for the twelve-month period for building maintenance services for the Public Works Department would not exceed $445,010.00.
The Fiscal Year 2024 proposed budget includes a combined total of $1,148,085.00 in account numbers 5060-43770-783, 784, and 788-530660 (Parking, General Contractuals) for Holley Court garage, the Avenue garage and the OPRF high school garage. The total contract amount for the twelve-month period for building maintenance services at the parking garages would not exceed $283,490.00.
If approved, the total contract amount with Global Maintenance Solutions for building maintenance services for the Public Works and Development Services Departments for the period January 1, 2024 through December 31, 2024 would not exceed $728,500.00.
DEI Impact
N/A.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
On October 17, 2022, the Village Board approved a renewal to the Independent Contractor Agreement with Global Maintenance Solutions for Building Maintenance Services (RES 22-254).
On September 16, 2019, the Village Board approved an Independent Contractor Agreement with Global Maintenance Solutions for Building Maintenance Services in September of 2019 for a three-year period with the option to renew the Agreement for two additional one-year periods (RES 19-289).
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
It is anticipated that the Public Works Department will bring these agreements to the Village Board annually.
Intergovernmental Cooperation Opportunities
N/A.