The Public Works Department supervises a preventative maintenance contract for HVAC systems at six of the Village's high-profile facilities: Village Hall, Police, Fire Station #1, Fire Station #2, Senior Center, and Public Works. Having a preventative maintenance contract in place for HVAC is essential to improving air quality, increasing the system's efficiency, reducing energy costs, and prolonging the life of the equipment through consistent evaluation and scheduled maintenance interventions. The facilities not identified within this contract are smaller facilities serviced by the Department's Maintenance Mechanics in the Building Maintenance Unit, who will perform these tasks.

Due to specialized HVAC equipment located in sensitive areas throughout Village facilities, Public Works solicits proposals from well-qualified, professional HVAC contractors that can handle the size and scope of the contract. Other factors evaluated in the proposal include emergency call-out response times, labor charges for repairs required beyond preventative maintenance, and part markup costs. It should be noted that this is also a non-exclusive contract. The Department receives the right to seek multiple quotes on more extensive repairs identified during preventative maintenance inspections.

This year, the Department invited six contractors to submit proposals based on their qualifications, and their pricing is listed below:

COMPANY   TOTAL 3-YEAR COST PARTS MARK-UP

Hayes Mechanical $168,036 15%

FE Morgan $291,591 15%

Atomatic $337,854 45%

Roberts Environmental $390,207 15%

Air Comfort No Bid

EMCOR Facility Services No Bid

This contract is a three-year agreement starting in April 2023 and is eligible for three one-year extensions after the original contract period concludes. Department staff has been satisfied with Hayes Mechanical's quality of work and customer service and recommends awarding them the HVAC contract.

Funding for the HVAC preventative maintenance contract is available in Account No. 101-7101-531.21-02 with a contract value not to exceed $54,912 for the first year, $56,004 for the second year, and 57,120 for the third and final year. 
 
RECOMMENDATION

It is recommended that the Village Board award the three-year contract to Hayes Mechanical of Chicago, Illinois, for HVAC preventative maintenance, not-to-exceed $168,036 total for the three-year contract and authorize staff to execute the necessary documents.