R-1989 - 03/22/2022 - BATH & TENNIS - Resolutions Supporting Documents ITEM 6.13.1
BOARD OF TRUSTEES MEETING
V1HAG1 or SAMUEL E. DEAN BOARD ROOM
OAK B F9?K , BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
March 22, 2022
SUBJECT: Award of Contract—Bath&Tennis Pool
Renovation Repairs
FROM: Rick Valent, Director of Public Works
BUDGET SOURCE/BUDGET IMPACT: The Sports Core Fund, Structural Improvements
(812-90400), to be increased in the amount of$135,000 through a transfer of funds to be
recovered from a litigation case
RECOMMENDED MOTION: I move that the Village Board waive the bidding process
and award a contract to Schaefges Brothers, Inc., Wheeling, Illinois, in the not to exceed
amount of $135,000 and approve Resolution R-1989, pending final attorney review and
approval.A contract for needed repairs incurred during the recent renovation project.
Background/History:
Since the closing of the pool after Labor Day 2021 holiday, staff has diligently worked
with legal counsel, engineering consultants, aquatic consultants, and contractors to
determine the best course of action regarding the results of the recent renovation project.
The process has been a very long and difficult one in determining the game plan for the
future of pool operations. Fast forward to today and staff is comfortable in making a
recommendation that will finalize the renovations project and meet the Memorial Day
expectation of opening once again.
Over the last three months the original engineering consultant, who was not contracted
for construction management services, was able to develop a comprehensive and
categorized punch list of items. The three categories are, easy-to-moderate and difficult
items, which will be addressed by approving this agreement with the Schaefges Brothers,
and items to be addressed by revising and resubmitting design drawings to the IDPH
which the engineering consultant has been approved to move forward on.
The easy-to-moderate and difficult categories require an IDPH prequalified contractor to
complete the work. Staff has worked closely with two of such since the pools opened
over the July 4t'2021 holiday, each performing some form of service or repair at the
pools. Both were provided the punch list and asked to present a proposal. Only one of the
two responded, Schaefges Brother, Inc. Their proposal is comprised of$75,000 for punch
list repairs, $35,000 for swim platforms and installation, and a contingency of$25,000
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for items still in the process of being assessed.
In order to meet the Memorial Day opening this year, it is imperative that work begin
immediately and that following the traditional bidding process would absolutely
jeopardize just that. Schaefges Brothers, Inc. are quite confident in their abilities,the
procurement of materials, and meeting a mid-May deadline for the pools to be fully
operational. Being operational mid-May the latest will allow the Village's pool
management company to train, setup, etc.
Recommendation:
Staff recommends that the Village Board waive the bidding process and award a contract
to Schaefges Brothers, Inc., Wheeling, Illinois, in the not to exceed amount of$135,000
and approve Resolution R-1989,pending final attorney review and approval.A contract for
needed repairs incurred during the recent renovation project.
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