BACKGROUND

The Village has undertaken a multi-year program to rehabilitate the four Village-owned parking garages. The four-phase program was initiated in 2015 after a condition assessment was performed by Walker Restoration Consultants in 2014.  The Village is in the 3rd year of the program and has budgeted $810,000 in the FY17 CIP for Phase 3 of the Garage Rehabilitation Program.  Phase 1 consisted of the rehabilitation of the municipal parking garage at Village Hall and the roof decks of the TIF 1 and TIF 2 garages.  Phase 2 consisted of the rehabilitation of the lower floors of the TIF 2 garage. This year's phase consists of rehabilitating the lower floors of the TIF 1 garage on Vail Street.

Both Phase 1 and 2 of this program were publicly bid and subsequent to each letting, the contracts were awarded to J. Gill and Company of South Holland, Illinois.

In each case, J. Gill was at least 16% less than the next lowest bidder, and both projects came in under budget and on time.  In addition, complaints and complications were minimal on both projects in large part due to J. Gill’s willingness to be flexible and accommodating to the public and Public Works’ staff. This cooperation included frequent relocation of dumpsters and project shut downs due to scheduled special events.

During the design stage of this year's program, Walker Restoration was approached by J. Gill to see if the Village would consider a contract extension from the previous year's bid with no increase in unit prices.  At the Village’s request, Walker’s staff analyzed the Phase 3 - Scope of Work, and submitted the attached recommendation.  Walker's analysis showed that out of the $687,380 engineer’s project cost estimate, $590,540 or 86% is covered by the 2016 (Phase 2) unit prices which will be held from last year’s bid. The balance of $96,840 is work not included in last year’s program. However, Walker’s staff analyzed this work and they believe that J. Gill’s proposal pricing for this additional work is competitive. To summarize, J. Gill offered a bid price of $681,061 which included the same prices for all publicly bid unit prices on the 2016 project.

The Phase 3 project scope includes our highest profile parking garage with the most varied user demands. Another significant complicating factor this year will be the minimized access to the Municipal Garage due to the Police Facility construction project.  Because of their demonstrated flexibility and cooperation, we believe awarding this contract to J. Gill and Company is in the Village’s best interest. The Phase 3 project will have to work around the Sounds of Summer, Promenade of Art, Mane Event/Taste of Arlington, and numerous Metropolis Ballroom and Metropolis Theater events.  Staff believes that J. Gill and Company is in the best position to minimize the disruption during construction.

RECOMMENDATION

It is recommended that the  Village Board waive competitive bidding requirements and award the 2017 Parking Garage Rehabilitation Project to J. Gill and Company in the full project amount of $681,061 and authorize staff to execute the necessary documents.  Eighty-six percent of this contract consists of unit prices that have been extended from the 2016 bid award.  Staff believes that it is the Village's best interest to award this project to J. Gill and Company.