Submitted By
John P. Wielebnicki, Public Works Director
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving an Independent Contractor Agreement with Allied Garage Door, Inc. to Replace Overhead Doors at the North and South Fire Stations and at the Public Works Center in an Amount Not to Exceed $82,550.12 and Authorizing its Execution
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Overview
Overview
This item was included in the FY 19 CIP. This item includes replacing the existing overhead doors at the North and South Fire Stations. In addition, this project also includes replacement of three doors at the Public Works Center. Public Works staff solicited proposals for this work and recommends accepting the proposal from Allied Garage Door, Inc.
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Body
Staff Recommendation
Approve the Resolution.
Fiscal Impact
The FY2019 CIP Building Improvement Fund Budget includes a total of $97,000.00 in account no. 3012-43790-101-540673 for replacement of overhead doors at the North and South Fire Stations and the Public Works Center.
The breakdown of the budget is as follows: Fire Station 2 Overhead Door Replacement ($30,000.00), Fire Station 3 Overhead Door Replacement ($35,000.00), High Speed Overhead Door for Fleet Shop ($17,000.00) and Outside Metal Overhead Doors at the Public Works Center ($15,000.00) for a total of $97,000.00.
If approved, the total contract cost with Allied Garage Door, Inc. would not exceed $82,550.12. This price includes accepting Option #1 for the Fire Station Doors.
Background
The Public Works Department issued a Request for Proposals (RFP) on May 22, 2019 for the replacement of overhead doors for the Fire Department and Public Works Center. The RFP was posted on the Village web site and advertised in the Wednesday Journal. Staff also sent the RFP to several local garage door companies.
Allied Garage Door, Inc. was the only company that submitted a proposal as shown on the attached Summary. Staff contacted other vendors to inquire why they did not provide a proposal. Door Systems intended to submit a proposal, but the day before proposals were due they called and stated they would not be submitting a proposal and cited family issues and lack of time as reasons. First Class Garage Door also replied and declined to submit a proposal. The other companies that were solicited were non-responsive.
If approved, Allied Garage Door, Inc. would replace two overhead steel doors at the South Fire Station, two overhead steel doors at the North Fire Station, two outside overhead steel doors at the Public Works Center, and install one new high-speed overhead door for the Fleet Shop at the Public Works Center.
The existing overhead steel doors at the North and South Fire Stations were installed in the late 1980’s and are in need of replacement. The Main Fire Station received new overhead doors in 2018. The new doors requested for the North and South Fire Stations would match the doors at the Main Fire Station and would include new operators for each door as well as all required safety devices (photo eyes and entrapment protection).
The west outside overhead steel door at the Public Works Center is original to the building and is in need of replacement. In 2017, the east outside overhead steel door received a new motor/operator and some of the door slats were replaced, however, the barrel assembly and its internal gears are original and are in need of replacement. This work accounts for two outside steel doors to be replaced at the Public Works Center.
In late 2018, an assessment on the condition of the existing overhead steel doors for the Fleet Shop at the Public Works Center was completed and it was determined that replacement of the Fleet Shop doors could be delayed. Instead, to improve the operations of the Fleet Division, one new high-speed door at the north end of the shop was proposed to be added. Currently, only a steel overhead door exists at this location. The new high-speed door would be retrofit over the existing framework of the existing steel overhead door and the steel overhead door would remain in place and serve as a security door for the Fleet Shop.
Alternatives
The Village Board could delay action to gain additional information.
Previous Board Action
The Village Board approved replacement of the Main Fire Station overhead doors in 2018.
Citizen Advisory Commission Action
N/A.
Anticipated Future Actions/Commitments
It is anticipated that the four remaining Fleet Shop overhead steel doors at the Public Works Center will be in need of replacement at some point in the future.
Intergovernmental Cooperation Opportunities
N/A.