Submitted By
Rob Sproule, Public Works Director
Reviewed By
Erin E. Baynes, Assistant to the Village Manager
Agenda Item Title
Title
A Resolution Approving an Amendment to the Independent Contractor Agreement with Xtreme Fire Protection, LLC for Annual Inspection and Repair Services of Fire Sprinkler Systems at Village Facilities to Increase the Not to Exceed Amount for Fiscal Year 2024 from $50,463.63 to $60,000.00 and Authorizing its Execution
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Overview
Overview
Fire sprinkler systems in Village-owned buildings require annual testing and inspection. This includes fire sprinkler systems at Village Hall, the Public Works Center, the three (3) fire stations, and three (3) Village-owned parking garages. This amendment is for additional funds to complete necessary unforeseen repairs to the Village Hall IT server room sprinkler system.
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Recommendation
Recommendation
Adopt the Resolution
Background
Fire sprinkler systems (wet and dry) are installed at Village Hall, the Public Works Center, the three (3) fire stations, and three (3) Village-owned parking garages. Each system must be inspected and tested on an annual basis. A recent inspection of the Village Hall IT server room dry sprinkler system revealed that the air compressor for that system is burnt out and requires replacement.
In February 2024, the Village Board approved an Independent Contractor Agreement with Xtreme Fire Protection for annual sprinkler system testing for an amount not to exceed $50,643.63. The agreement includes $13,282.50 in account number 1001-43790-101-540674 for any unforeseen needed repairs at all locations. To date, $3,771.50 remains in that account for the purchase order (PO).
Xtreme Fire Protection submitted a quote for a total cost of $6,329.90 for the replacement of the dry sprinkler system in the Village Hall IT server room. Staff recommends Board approval of the amendment to the Independent Contractor Agreement with Xtreme Fire Protection to complete this critical and needed repair. If approved, the amended not-to-exceed agreement amount with Xtreme Fire Protection for Fiscal Year 2024 would be $60,000.00. This amount will cover the cost of the repairs to the IT server room system and provide funds for any additional unforeseen repairs at other locations through 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 available and unencumbered to date.
If approved, the total amended contract amount with Xtreme Fire Protection for the remainder of 2024 would not exceed $60,000.00.
DEI Impact
This project is 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
On February 6, 2024, the Village Board approved an Independent Contractor Agreement with Xtreme Fire Protection for annual sprinkler system testing for a price not to exceed $50,643.63 (RES 24-121).
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
Staff expects to bring an agreement for this work to the Village Board annually.
Intergovernmental Cooperation Opportunities
N/A