Title
Village Hall Fire Alarm System Upgrade Project
History
The forty-two thousand (42,000) square foot Orland Park Village Hall, which was constructed in 1988, houses six (6) Village departments and approximately seventy-five (75) Village staff. While several facility improvements have been completed recently, including Board Room and office renovations, life safety and security upgrades, signage and wayfinding enhancements, soffit and window repairs, and general aesthetics improvements, many other important building systems are original to the building.
As recommended in the "2021 Facilities and Operations Master Plan", the Public Works Department budgeted in 2025 to upgrade the existing fire alarm system at Village Hall. The existing fire alarm system does not meet current fire alarm standards nor ADA mass notification requirements as noted by recent inspections by both Village-contracted inspector and the Orland Fire Prevention District.
The scope of work of the Village Hall Fire Alarm System Upgrade Project includes the replacement of all existing fire alarm devices and installation of a code-compliant mass notification system, smoke detectors, pull stations, carbon monoxide detectors, and Notification Appliance Control (NAC) Panels. Also included in the scope is all electrical wiring needed to complete the upgrades, building permit drawings, and system programming/testing.
Cooperative Purchasing / Contracting Programs
The Village utilizes a variety of cooperative purchasing programs (e.g. Omnia, Sourcewell, HGACBuy, State of Illinois Joint Purchase Program) to obtain proposals for goods and services. While not always the chosen approach, cooperative purchasing simplifies the procurement and service process for public agencies by allowing them to purchase through existing contracts negotiated by other public agencies. In other words, cooperative purchasing contracts have already gone through a competitive solicitation and evaluation process and been awarded to a supplier. The benefits of cooperative purchasing for public agencies include reduced procurement costs, greater time efficiency and the ability to obtain value-add and higher-quality products and services at industry-leading pricing.
For further reference, additional information regarding cooperative purchasing has been included as supporting documentation.
Proposal
Dav-Com Electric, Inc. (“Dav-Com”), a participant in the joint purchasing program Omnia Affiliate Compliance Management Contract #02-139, submitted a proposal to complete the Village Hall Fire Alarm System Upgrade Project. Additional information about this Omnia contract is attached for reference. A summary of Dav-Com’s proposal price is provided below:
Proposal Summary
Village Hall Fire Alarm System Upgrade Project: $212,400.00
The proposal price provided by Dav-Com was reviewed by Omina Affiliated Compliance Management against industry standard pricing of RS Means. This quality assurance ensures that pricing is fair and reasonable to other competitors’ pricing. It should also be noted that the proposal price was also far below the “Estimate of Probable Cost” of $333,229.00 (in 2022 dollars) provided in the "2021 Facilities and Operations Master Plan".
As such, based on the provided co-op proposal price and company qualifications, staff recommends approving the proposals from Dav-Com for a total of $212,400.00. A contingency of $5,000.00 is requested to address change orders made necessary by circumstances not reasonably foreseeable at the time the proposals are signed, for a total contract price not to exceed $217,400.00.
Financial Impact
Funding in the amount of $185,000.00 was budgeted in capital account 3008010-570100 for Village Hall fire system updates. An additional $32,522.00 is available in the same account from realized savings from the George Brown Commons demolition project. In total, $217,522.00 in funds are available for this project in account 3008010-570100.
Recommended Action/Motion
I move to approve the waiver of the competitive bid process in favor of participation in joint purchasing cooperative Omnia Partners pursuant to Contract #02-139 and authorize the approval and execution of a vendor contract with Dav-Com Electric, Inc. for the Village Hall Fire Alarm System Upgrade Project, based on Dav-Com Electric, Inc.’s proposal #25-167-16 dated April 12, 2025, for $212,400.00 plus a $5,000.00 contingency, for a total not-to-exceed contract price of $217,400.00;
AND
Authorize the Village Manager to execute all related contracts subject to Village Attorney review;
AND
Authorize the Village Manager to approve change orders related to the contract within the authorized amount.