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 Renewal of the Independent Contractor Agreement with Allied Garage Door, Inc. to Provide Emergency Overhead Door Repairs and Maintenance Services at Village-Owned Facilities to Increase the Not-to-Exceed Amount for FY 2024 from $50,000.00 to $60,000.00 and Authorizing its Execution
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Overview
Overview
The Village has various exterior metal overhead doors at Village-owned buildings that are currently serviced by Allied Garage Door. The 2024 Independent Contractor Agreement with Allied Garage Door requires an Amendment to provide sufficient funding for unforeseen emergency repairs that may be needed through the remainder of 2024.
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Recommendation
Recommendation
Adopt the Resolution.
Background
The Public Works Department Building Maintenance contractor typically makes repairs as needed to various overhead (OH) doors at all Village-owned buildings. When the contractor is unavailable, lacks the necessary equipment, skill, or licensing to perform such repairs, or when multiple repairs are required simultaneously, an outside contractor is called to complete the repairs.
In December 2023, the Village renewed the existing Independent Contractor Agreement with Allied Garage Door (initially executed by the Village Manager on March 1, 2023) for emergency overhead door repair and maintenance service. A 2024 purchase order (PO) was opened for $50,000.00 (PO# 04455). Funds from the Water Fund and Parking Department Fund were also included on the PO. To-date, the following balances remain on the PO:
Account No. Amount on PO Current Balance
1001-43790-101-540674 $35,500.00 $7,602.48
5040-43730-776-540674 $1,500.00 $0.00
5060-43770-788-530660 $8,000.00 $7,595.00
5060-43770-784-530660 $3,000.00 $3,000.00
5060-43770-783-530660 $2,000.00 $2,000.00
One of the overhead doors at the Public Works Center (OH speed door #3) experienced a breakdown/failure of the bottom edge assembly and a new assembly was needed. The total cost for that repair was $7,291.96, leaving a balance of $310.52 on the PO in account no. 1001-43790-101-540674 (Building Maintenance Property Repair account). Additional funds in the amount of $10,000.00 are needed to cover any future unforeseen emergency repairs through the remainder of 2024.
Fiscal Impact
The Fiscal Year 2024 Building Maintenance Operating Budget contains $205,000.00 in the Property Repair account no. 1001-43790-101-540674, $42,569.11 of which remains available and unencumbered.
If approved, the total amended contract amount with Allied Garage Door for the remainder of 2024 would not exceed $60,000.00.
DEI Impact
As it pertains to the work environment and safety, 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
N/A
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
Staff will monitor the performance of the contractor to ensure appropriate and effective methods are used while making repairs. Staff will also monitor the quality of the work completed to affirm the longevity of the repairs.
Intergovernmental Cooperation Opportunities
N/A