Submitted By
Tammie Grossman, Director Development Customer Services
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving a Change Order for the Professional Services Agreement V3 Companies, Ltd. to Develop a Recommended 5-Year Capital Improvement Plan (CIP) for the Village’s Surface Parking Lots and a First Amendment to the Agreement to Extend the Contract Term and Authorizing the Amendment’s Execution
End
Overview
Overview
This is a change order to the contract with V3 Companies, Ltd. for consulting Services for a 5-Year Capital Improvement Plan (CIP) for the Village’s surface parking lots. The change order amends the expiration date only from December 31, 2018 to June 30, 2019. We are not seeking additional funds.
Body
Staff Recommendation
Approve the Resolution
Fiscal Impact
The costs for this approved contract are funded through the Enterprise Fund as follows;
$40,085 - Bid Proposal
$8,000 - Optional Coring
$1,915 - Optional Additional Services, only if needed
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$50,0000 from GL account number 5060-43770-787-570707 for Building Improvements
Background
V3 Companies, Ltd. began and completed a substantial portion of the contracted work in 2018. This included surveying and documenting existing conditions at 94 Village-operated parking lots. In 2019 V3 Companies, Ltd. is concluding its work providing a report and recommendation for the 5-year Capital Improvement Plan (CIP). The expiration date of the original contract should have been June 30, 2019 to accommodate the known timeline for completing the final report. This contract amendment will update the expiration date to June 30, 2019.
The Village of Oak Park operates 94 surface parking lots. Having a Capital Improvement Plan (CIP) to maintain these facilities is critical. Having well maintained, attractive and safe facilities adds to the Village and our community. Each year the Capital Improvement Plan (CIP) includes an allocation of funds to continue maintaining and improving lots. However, having a study with a detailed plan would make this process more efficient, assist staff in planning for future expenditures and increase the lifespan of these facilities.
On August 02, 2018 the Village of Oak Park released an RFP for Consulting Services for 5-Year Capital Improvement Plan (CIP) for the Village’s Surface Parking Lots. The Village had 6 respondents and believes that V3 Companies was the lowest, most responsible bidder.
Gewalt Hamilton Associates $8,950
V3 Companies $40,085
Hancock Engineering $45,000
DLZ $59,000
Kimley Horn $78,000
Walker Consultants $198,000
The Village of Oak Park, Public Works Department has used V3 Companies in the past and has been happy with the companies work and responsiveness.
Alternatives
N/A
Previous Board Action
The Village Board approved of the original agreement with V3 Companies, Ltd. on September 17, 2018.
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
N/A
Intergovernmental Cooperation Opportunities
N/A
Performance Management (MAP) Alignment
Parking and Mobility Services Division is scheduled to start MAP in the final phase.