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A Resolution Approving an Independent Contractor Agreement with Lo Destro Construction Company to provide renovation services at South Fire Station #3 in an amount not to exceed $938,500.00 and Authorizing its Execution
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Introduction
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This renovation project involves improvements to the north portion of South Fire Station #3, located at 900 S. East Ave. The scope includes the break room, kitchen, work room, dispatch office, and restroom. The project incorporates several sustainability features, including upgrading to a geothermal HVAC system, increasing building envelope insulation, and installing replacement windows and doors.
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Recommended Action
Adopt the Resolution.
Prior Board Action
The Village Board approved funding for this project as part of the Fiscal Year 2026 Capital Improvement Budget, Building Improvement Fund (ORD 25-220).
Background
This project involves the renovation of the north section of South Fire Station #3. The station was built in 1961, and the kitchen was last remodeled more than 30 years ago, while the day room and restroom remain original to the facility. Renovations, as well as mechanical, electrical, and plumbing upgrades, were identified through the Property Condition Assessments (PCAs) completed in 2017 and again in 2024. Funding for this work was planned in the 2026 Capital Improvement Plan under the Building Improvement Fund.
The scope of work includes renovation of the break room, kitchen, work room, dispatch office, and restroom. Additional improvements include replacement of the forced air natural gas rooftop HVAC system with a geothermal system, installation of a properly sized generator, electrical and lighting upgrades, sprinkler system enhancements, replacement windows and doors, and increased insulation on the exterior walls and underside of the roof.
Pricing for this project was obtained through a Request for Proposal (RFP) process, included in the supporting documentation. Staff and the task order architect, Studio G.C., reviewed the proposals and contacted the apparent low bidder, Midwest Services Development. Midwest Services Development identified an error in their Alternate #1 pricing and could not honor their submitted cost. Staff then proceeded to the next lowest qualified bidder, Lo Destro Construction Company.
Staff recommend accepting the base bid along with all three alternates from Lo Destro Construction Company for a total proposal cost of $853,178.00, plus an $85,322 contingency for unforeseen conditions, for a total project cost of $938,500.00.
Timing Considerations
Adoption at this time will allow the project to advance on a suitable timeline to complete the work. The HVAC for the north section is failing and needs replacement.
Financial Impact
The costs for this project would be funded through the Capital Improvement Plan, Building Improvement Fund of Fiscal Year under the account 3012.43790.101.540673.
The budgeted amount for this project was $865,000.00. The increased upfront cost of the geothermal system and the parking area pavement will be offset by ITC tax credits associated with the geothermal system installation.
Operations Impact
There is no operating impact associated with this item. The item aligns with the department’s core service delivery.
DEI Impact
There is no DEI impact associated with this item.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Adopt the Resolution.
Advantages:
• The work would be completed in a timely manner and avoid increased repair and replacement costs.
Disadvantages:
• This action requires the expenditure of Village Funds.
Alternatives
Alternative 1:
The Board can table the item for additional information.
Advantages:
• The Board will be provided with the information requested.
Disadvantages:
• Significant delays could result in additional costs due to the need to rebid the project.
Alternative 2:
The Board can vote down the item.
Advantages:
• This action can result in short-term savings in fund expenditure.
Disadvantages:
• Additional major repairs and future renovation would result in multiple mobilizations and a fragmented execution of the replacement project, ultimately increasing overall costs.
Anticipated Future Actions
There are no anticipated future actions in relation to this item.
Prepared By: Rob Sproule, Public Works Director
Reviewed By: Jack Malec, Assistant to the Village Manager
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Independent Contractor Agreement
3. Supporting Documentation