Submitted By
John P. Wielebnicki, Public Works Director, LaDon Reynolds, Police Chief
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving a Professional Services Agreement with Clark Dietz, Inc. for Mechanical Engineering Services for the Oak Park Police Department Firing Range Ventilation Improvements Project in an Amount Not To Exceed $35,000.00 and Authorizing its Execution
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Overview
Overview
The Oak Park Police Department’s existing firing range is located in the lower level of Village Hall as part of the Police Station space. The firing range has been out of service since 2017 due to substandard ventilation and air flow in that space. The approval of these services would be the first step in providing the Police Department with a much needed and mechanically up-to-date firing range necessary for officer certification.
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Recommendation
Recommendation
Approve the Resolution.
Fiscal Impact
Funds are provided in the Building Improvement Fund, account no. 3012-43790-101-540673, for Police Station improvements. In 2019, there was $150,000.00 of unspent funds that were specifically dedicated for the firing range ventilation improvements.
The Clark Dietz, Inc. base proposal is for $30,500.00. Given some of the uncertainties with these types of retro fit projects, staff is recommending a not to exceed amount of $35,000.00 for these services.
Background
Since 2008 Public Works staff has been working intermittently with Police Department staff to identify and correct numerous various deficiencies in the firing range, including poor lighting, outdated equipment, insufficient sound proofing, and most recently noted, air exchange/ventilation issues.
In 2014, Best Technology Solutions (BTS) provided a “Shooters Exposure Assessment and range Airflow Evaluation” to the Police Department. The evaluation revealed that the range failed to meet acceptable OSHA guidelines with respect to potential lead exposure. As a result, this report warranted further verification, and staff retained Midwest Environmental Consultants (MEC) to conduct a separate analysis which corroborated the BTS findings.
The next step in the process of improving the air flow in the range involved modifying the existing ductwork leading from the firing range air handling unit into the range to bring in 100% fresh outside air into the space. Although that effort provided minimal improvement, it did not solve all of the air exchange deficiencies. Another study conducted by MEC in early 2017 showed the range to still have a positive air pressure (meaning more air going out of the range area instead of into the range) and inadequate air exchange rates. As a result, the range has not been used since early 2017.
In early 2019, the Police Department retained the services of Carey’s Small Arms Range Ventilation to conduct an updated study of the existing air flow and ventilation conditions inside the firing range. The study found that the existing mechanical system components are below current NIOSH, OSHA an EPA standards and insufficient for indoor firing range ventilation and air supply. The study also corroborated that the range has a positive air pressure relative to the surrounding spaces (hallway, vending area and locker rooms). Modern indoor firing ranges are required to maintain a negative air pressure to the surrounding space (meaning airflow goes into the space, not out of the space). Lastly, the study provided recommendations on what needs to be done to bring the range up to current standards and provide the needed ventilation improvements.
In January of this year, staff issued a Request for Proposals (RFP) for design/build ventilation improvements to the range. No bids were received, and after following up with prospective bidders, staff learned that a design/build approach was less desirable for contractors than a traditional design/bid/build method, so on February 26th, 2020, staff issued another RFP for mechanical design services to improve the firing range ventilation. A total of four proposals were received. A summary is attached.
Although Oak Brook Mechanical submitted the lowest price, they have no experience in designing indoor firing range ventilation/HVAC systems. Based on the proposals submitted, staff recommends approval the Clark Dietz, Inc. proposal. The project team of Clark Dietz has recent experience in designing firing range ventilation improvements, and has stated that the conditions of their most recent firing range project was virtually identical to the issues Police Department, currently faces. They have demonstrated they are competent and confident in understanding the needs of the Police Department.
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 continue to work with the Police Department to ensure that improvements made to the ventilation system are adequate. The next step would be to place the new ventilation design out for construction bids. Staff will bring forward to the Board the lowest responsible bid for approval.
Intergovernmental Cooperation Opportunities
None.