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.