Item Coversheet

Item: HVAC Preventative Maintenance for Small Municipal Buildings
Department: Public Works
 

BACKGROUND

 

On October 11, 2016, the Village held a public bid opening for Heating, Ventilation, and Air Conditioning (HVAC) Preventative Maintenance for Small Municipal Buildings (Group A).  The following bids were received:

 

BIDDER                                   1st Year          2nd Year          3rd Year

Bedco Mechanical

  Glenview, IL                           $8,500             $8,910            $9,320

Dynamic Heating & Piping

  Crestwood, IL                     $10,244          $10,553         $10,872

Geostar Mechanical

  Rockford, IL                           $10,500          $10,890          $11,295

YMI Group

   Elk Grove, IL                         $13,454          $13,859          $14,272

Hayes Mechanical

  Chicago, IL                            $13,680          $14,044          $14,484

Johnson Controls                       

  Arlington Heights, IL               $35,334          $36,391          $37,482

 

The contract includes the preventative maintenance of HVAC units  in approximately eight buildings as well as quarterly inspections and maintenance, including lubrication and filter replacements.

 

The Village checked the three municipal reference lists for the apparent low bidder, Bedco Mechanical.  None of the references were favorable, and Staff is therefore not comfortable making the recommendation to award them the contract.

 

The Village has had previous experience with the second lowest bidder, Dynamic Heating & Piping, and found their work to be acceptable.  Based on the information provided, Staff is recommending the HVAC Preventative Maintenance For Small Municipal Buildings (Group A) bid be awarded to Dynamic Heating & Piping of Crestwood, IL, the second lowest bidder. 

 

Although the bid includes an hourly rate for repairs as well as a fixed markup for all parts, the Village is not obligated to use Dynamic Heating & Piping for repairs, and may seek alternative pricing when needed.

 

RECOMMENDATION

 

It is recommended that the Village Board reject the lowest bid from Bedco Mechanical for the reasons set forth above and award the HVAC Preventative Maintenance for Small Municipal Buildings bid to the second lowest bidder, Dynamic Heating & Piping of Crestwood, Illinois, for a three-year total cost of $31,669 and authorize Staff to execute the necessary documents. 

 

 

 

 


Bid Section

Item:HVAC Preventative Maintenance of Small Municipal Buildings
Bid Opening Date:October 11, 2016
Account Numbers:101-7101-531.21-02
Total Budget for Specific Item:$225,800
Bid Amount:Three-Year Total Bid Price $31,669