Submitted By
John P. Wielebnicki, Public Works Director
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving an Independent Contractor Agreement Between the Village of Oak Park and South West Industries, Inc. d/b/a Anderson Elevator Co. for Emergency Elevator Repairs for the Dole Learning Center Elevator in an Amount not to Exceed $24,600.00, Authorizing its Execution and Directing Staff to Prepare the Necessary Budget Amendment
End
Overview
Overview
The main underground hydraulic cylinder for the Dole Learning Center elevator has failed leaving the elevator inoperable. This is considered an emergency repair to allow the elevator to be placed back in service. The agreement would allow for the repair to move forward and provide additional funds for the repair. The Lowest proposal was received from Anderson Elevator Co. Anderson is the current elevator maintenance and repair service company for all Village-owned elevators.
Body
Staff Recommendation
Approve the Resolution.
Fiscal Impact
The FY 2018 General Fund balance would need to be utilized to cover the cost of the repairs needed at the Dole Learning Center since this item was not anticipated or budgeted for. Work would be charged to account 1001-43790-712-530660, General Contractuals.
A budget amendment will be prepared for a future Budget Amendment Village Board item.
If approved, the Independent Contractor Agreement with Anderson Elevator would not exceed $24,600.00.
Background
The Dole Learning Center, located at 255 Augusta, has an elevator that is inoperable due to the main cylinder failure. On Sunday, August 26, 2018, Village Building Maintenance staff received a call that the elevator was not working. On Monday morning, August 27th staff placed a call to the Village’s elevator service company, Anderson Elevator to investigate the elevator outage. Anderson Elevator dispatched the technician normally assigned to the Dole Center. An attempt was made to repair the elevator but the technician was unable to return the elevator to an operable status. Anderson provided a proposal for the repair. Staff reached out to Thyssen Krupp (the manufacturer of the elevator) and KONE to request pricing for the repair since it was such a significant cost to repair. Only Anderson and Thyssen Krupp submitted a proposal within the requested time frame. KONE provided a proposal past the requested date.
Staff recommended approval of the work under emergency authorization by the Village Manager. Anderson has indicated that work could take up to five weeks to be completed once given the notice to proceed. Since time is of the essence to make the elevator operable staff has proceeded authorizing the work with Anderson under the Village Managers emergency authority.
This item is a follow up to provide an Independent Contractor Agreement with Anderson Elevator to repair the Dole Center elevator. Anderson Elevator has provided elevator maintenance and repair services for the Village in the past and is the current service provider for the Village. The Village entered into an Independent Contractor Agreement with Anderson Elevator in February of 2018 for a total of $20,000.00 for general maintenance and repair. This Amendment would cover the cost to repair the Dole Center elevator.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
None.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
Staff will monitor the progress and timeliness of the repairs and will ensure that all necessary testing and inspections are performed to return the elevator to a safe working condition.
Intergovernmental Cooperation Opportunities
The Village owns the dole Learning Center and has storage of records located there. The Library and the Park District are the main users of the facility. The Village is responsible for the maintenance of building common areas and the other taxing bodies are responsible for their spaces.
Performance Management (MAP) Alignment
This work is in alignment with the Governance Priority established for the Public Works Department for Maintenance and Service Programs.