Regular Village Board meetings are typically held at 7:00 p.m., the first three Tuesdays of each month in Council Chambers of Village Hall (room 201), 123 Madison St. When a Regular Meeting falls on a holiday, the meeting typically is held the following night. The Village Board also meets in special sessions from time to time. However, dates and times of Special Meetings can vary and may change.

File #: RES 23-210    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 6/20/2023 Final action: 6/20/2023
Title: A Resolution Approving an Amendment to the Renewal of the Independent Contractor Agreement with C.D.E. Body Shop II, Inc. for 2023 Auto Body Repairs to Change the Not to Exceed Amount from $25,000.00 to $55,000.00, Authorizing its Execution and Directing Village Staff to Prepare the Necessary Budget Amendment
Attachments: 1. Resolution - 2023 Autobody Repair Renewal Amendment - C.D.E. Body Shop, 2. Amendment to Renewal - 2023 Autobody Repair - C.D.E. Body Shop, 3. Attachments - 2023 Autobody Repair Renewal Amendment - C.D.E. Body Shop
Submitted By
Rob Sproule, Public Works Director

Reviewed By
A.M. Zayyad, Deputy Village Manager

Agenda Item Title
Title
A Resolution Approving an Amendment to the Renewal of the Independent Contractor Agreement with C.D.E. Body Shop II, Inc. for 2023 Auto Body Repairs to Change the Not to Exceed Amount from $25,000.00 to $55,000.00, Authorizing its Execution and Directing Village Staff to Prepare the Necessary Budget Amendment

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Overview
Overview
In February of 2021, the Village entered into an agreement with C.D.E. Body Shop II, Inc. for 2021 auto body repairs due to accidents in the amount of $25,000.00, with the option to renew for two years. The contract was renewed for the second time in 2023 with a not to exceed amount of $25,000.00. In 2023, significant body damage repairs have been required. It is proposed to increase the "not to exceed" amount for the renewal from $25,000.00 to $55,000.00. This would allow the contractor to complete vehicle accident repairs if needed.

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Recommendation
Recommendation
Adopt the Resolution.

Background
The Department of Public Works Fleet Services Division does not have an on-site body shop and therefore requires the use of a full-service body shop for vehicle repairs. In 2020 staff requested proposals for bodywork and C.D.E. Body Shop II, Inc. provided the lowest responsive bid. An agreement was entered in 2021 with this vendor.

In the past ten years, auto body repairs have averaged $23,654.16 annually. As of May 31, 2023, the Village has spent $8,651.64, with $15,112.27 additional currently estimated. Total repair expenses are predicted to be $23,763.91. There is currently another squad car awaiting an estimate and repairs. The current not to exceed amount of $25,000.00 will be exceeded this year. Vehicles currently undergoing repairs are frontline Police vehicles, and unavailable for use until said repairs are complete. Staff is proposing to amend the agreement to a new not to exceed amount of...

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