After the Village Hall construction was completed in 2008, we immediately began experiencing several active roof leaks.

Most of the leaks have been addressed, but we still have a few that appear from time to time.  The most concerning is an active leak above the second floor Commission Room that often travels to the Health Department on the first floor. During the initial planning phase of the new Police Station, we convinced FGM Architects to further investigate this problem area. Upon the removal of panels of drywall above the Commission Room, FGM discovered the underlying cause was several cut support members that had been removed to accommodate a large HVAC duct.  The cut members had never been reconfigured or reinstated, and the result is the flexing of this small brick façade area, which leads to leaks under specific rain and wind conditions.

Because this work is beyond our in-house capabilities,  Staff requested estimates to take corrective action. The steel fabrication quote was provided by Prime Industrial Contractors for a cost not-to-exceed $10,845. Prime Industrial was the steel contractor for the new Police Station.  A quote for the removal of the heating duct, installing a temporary duct, and re-installing a new duct was provided by Hayes Mechanical for a cost not-to-exceed $32,708.  Hayes is our HVAC contractor, and their pricing is consistent with their  hourly rate contract as awarded by the Village Board.

Staff would like to coordinate the contract in-house, and we are therefore recommending that the Village Board waive competitive bids, and award the HVAC portion of this work to Hayes Mechanical. The cost of the steel work is under the Manager's spending authority.

This work will require taking the Commission Meeting Room out of service for several weeks. The total estimated cost for the corrective action is $43,553, which includes temping the HVAC ducts in while the main duct is taken out of service.  We would recommend that option to minimize disruption to other Departments.  

RECOMMENDATION

It is recommended that the Village Board waive competitive bids and award the Commission Room HVAC work to Hayes Mechanical in an amount not-to-exceed $32,708 and further recommend the transfer of funds from the Capital Projects Reserve Fund in the amount of $45,553 to the Municipal Buildings Refurbishing Account #401-7101-571.50-20 (BL 9505).