Title/Name/Summary
Elevator Inspection and Plan Review Services - Bid Award
History
The Village of Orland Park contracts its elevator inspection and plan review services to a private company for code conformance within our corporate boundaries. The Village Code (5-1-13) and the State of Illinois regulate minimum elevator and conveyance inspection standards to be performed for new and existing elevators. Our prior Village contract for elevator inspection services ended December 31, 2023, and requests for new elevator inspection proposals were publicized and submitted to the Village prior to the contract expiration.
On November 21, 2023, the Village issued Request for Proposal (RFP) 23-063 "Elevator Inspection and Plan Review Services", requesting proposals for annual elevator inspection and as-needed plan review services for elevators and other conveyances in buildings throughout the Village of Orland Park. The expectation is to select a single contractor to provide these services for three (3) years with an option to renew for an additional two (2) years. The potential total term is five (5) years.
Prospective contractors were asked to provide pricing for different inspection types and plan review services.
During the 3.5-week RFP period, thirteen (13) firms downloaded either partial or complete bid packages. No questions were received by the December 1, 2023, question acceptance deadline.
RFP 23-063 was opened December 15, 2023, at which point three (3) firms submitted bids: ATIS Elevator Inspections, LLC, ("ATIS"), St. Louis, MO; BRS USA Industries, ("BRS"), Bridgeview, IL; and Elevator Inspection Service Co, Inc. ("EIS"), Burr Ridge, IL. All qualifying bid packages are attached for reference. A summary of the pricing:
ATIS (2024/ 2025/ 2026/ 2027/ 2028)
Routine Safety Inspection (annual) ($95/ $95/ $98/ $101/ $104)
Routine Safety Re-Inspection ($75/ $75/ $77/ $79/ $81)
Plan Review ($165/ $165/ $170/ $175/ $180)
Construction Inspections (permits) ($500/ $500/ $515/ $530/ $546)
Construction Re-Inspections (permits) ($250/ $250/ $258/ $266/ $274)
Witnessing of Annual Pressure Test ($220/ $220/ $227/ $234/ $241)
BRS (2024/ 2025/ 2026/ 2027/ 2028)
Routine Safety Inspection (annual) ($25/ $25/ $25/ $27/ $27)
Routine Safety Re-Inspection ($20/ $20/ $20/ $22/ $22)
Plan Review ($40/ $40/ $40/ $40/ $40)
Construction Inspections (permits) ($40/ $40/ $40/ $40/ $40)
Construction Re-Inspections (permits) ($40/ $40/ $40/ $40/ $40)
Witnessing of Annual Pressure Test ($125/ $125/ $125/ $130/ $130)
EIS (2024/ 2025/ 2026/ 2027/ 2028)
Routine Safety Inspection (annual) ($25/ $25/ $25/ $25/ $25)
Routine Safety Re-Inspection ($25/ $25/ $25/ $25/ $25)
Plan Review ($40/ $40/ $40/ $40/ $40)
Construction Inspections (permits) ($40/ $40/ $40/ $40/ $40)
Construction Re-Inspections (permits) ($40/ $40/ $40/ $40/ $40)
Witnessing of Annual Pressure Test ($100/ $100/ $100/ $100/ $100) (per hour; approx. 1 hour)
Due to costs, ATIS was not given further consideration. Development Services called references listed on the BRS and EIS submittal forms. BRS' reference list did not appear to be double-checked prior to the submittal of its proposal. EIS' references provided positive reviews of previous work experience. Development Services staff are also familiar with EIS, having worked with their staff in the past, including the Village's most recent contract.
As such, the Development Services Department is requesting approval to award RFP 23-063 to Elevator Inspection Services Co., Inc. per the fee schedule provided in its proposal.
In evaluating the three proposals, staff considered direct costs to the Village as well as to our local businesses, as pressure tests are billed directly to the elevator owners. Given these considerations, the proposal from EIS was found to be the best proposal overall and had same or lower costs than the other two proposals. Additionally, they have an exceptional history of service to both the Village, our local businesses, and the references provided. A detailed review of the three proposals is outlined in the attached memo. This item has been examined by Finance procurement staff and is recommended for approval by the Village Board of Trustees.
Financial Impact
Funds were budgeted in FY2024 for this project in GL account 1006010-432930 in the amount of $20,000 per year.
Recommended Action/Motion
I move to approve awarding RFP 23-063 "Elevator Inspection and Plan Review Services" to Elevator Inspection Service Co, Inc. ("EIS") of Burr Ridge, IL, for elevator inspections and plan review services for the Village of Orland Park for three (3) years with the option to renew for an additional two (2) years as specified in the Village of Orland Park request for proposals, at an amount not to exceed the Board-approved budget amounts;
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review.