BACKGROUND

On October 11, 2016, the Village held a public bid opening for Contractual Preventative Maintenance on the Village's commercial sized HVAC systems.  The contract includes preventative maintenance, spring and fall start-ups, and establishing an hourly rate with fixed mark-ups for repair parts, when repairs are needed.  The following five bids were opened and publicly read aloud:

                                                                                                       3-Year     

BIDDER                         1st Year         2nd Year          3rd Year           TOTAL

Hayes Mechanical          $40,380          $41,604          $42,828          $124,812

  Chicago, IL

Geostar Mechanical        $40,900          $42,536          $44,238          $127,674

  Rockford, IL

Edwards Engineering      $46,480          $47,177          $47,884          $141,541

  Elk Grove, IL     

YMI Group                     $56,457          $58,147          $59,825          $174,429

  Elk Grove, IL

Johnson Controls          $173,908        $179,125         $184,492         $537,525

  Arlington Heights, IL     

This contract is for three years with three optional one-year extensions, if both parties agree and pending Board approval. The contract provides established, bid  hourly rates for future repairs.  The contact is non-exclusive and the Village is able to seek multiple quotes on larger repairs.

The low bidder is Hayes Mechanical, out of Chicago, Illinois.  Hayes Mechanical has worked with the Village before and has provided acceptable service and adequate response times.

RECOMMENDATION

It is recommended that the Village Board award the HVAC Preventative Maintenance Contract to the lowest bidder, Hayes Mechanical of Chicago, Illinois, for the three-year contract total of $124,812 and authorize Staff to execute the contract documents.