BACKGROUND

The Village Board awarded a contract to Hayes Mechanical for commercial heating ventilation, and air conditioning (HVAC) preventative maintenance and repairs on September 7, 2010.  Municipal buildings affected by this contract include Village Hall, Police, Public Works, Senior Center, Fire Station #1, and Fire Station #2.

Hayes Mechanical was the lowest responsible bidder out of a total of eight bids in 2010.  The initial contract was for three years with three optional one-year extensions.  Since 2010, Hayes Mechanical has completed the original term of the contract as well as two, one-year extensions.  Staff has been satisfied with Hayes Mechanical’s responsiveness and work completed to date.  Hayes Mechanical personnel have demonstrated that they are knowledgeable of HVAC maintenance issues and maintain professionalism when working in Municipal buildings. They have developed a deep understanding of our buildings and their HVAC systems which reduces troubleshooting times and therefore expense. 

Per contract terms, Staff recommends a third and final one-year contract extension at a proposed price of $39,577, which is a 0.60% increase over the last year’s contract pricing.  For reference, this increase is equal to ½ of the percentage in the Bureau of Labor Statistics 2015 consumer price index (CPI) for the Chicagoland area.  As additional HVAC repairs become necessary, the Village will be billed at an established bid hourly rate.  The Village reserves the right to obtain multiple prices for any large non-emergency repairs.  Any repair costs that may be incurred are separate from the preventative maintenance expenses.

The FY2015b operational budget for equipment maintenance is $126,800 which includes HVAC preventative maintenance.

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