HomeMy WebLinkAbout03/19/2013 HVAC and Underlying Roof Replacement at Police/Fire HeadquartersMount Prospect Public Works Department
' INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: STREET & BUILDING SUPERINTENDENT
DATE: MARCH 12, 2013
SUBJ: BID RESULTS FOR HVAC AND UNDERLYING ROOF REPLACEMENT AT
THE POLICE & FIRE HEADQUARTERS BUILDING ($510,000)
BACKGROUND
Presently eight (8) roof top units are installed at the Public Safety building. The eight (8) units are the
original units installed when the building was constructed in 1994. The units have proven problematic
with numerous condenser replacements required due to frequent overheating. Currently four (4) of the
units are installed in close proximity to the parapet walls, which does not allow for the proper airflow
causing the units to overheat. During the summer staff has frequently resorted to using sprinklers
positioned on the roof to cool the HVAC units. The typical expected useful life for the units is 20 years.
Previously, the Village secured the consulting services of Hutchinson Design Group, Ltd. (Hutchinson) of
Barrington, Illinois to provide technical guidance for this project. Hutchinson's services included
recommendations, bid preparation, evaluation of bid proposals, and construction inspection services.
As part of Hutchinson's services, an inspection of the existing HVAC units and underlying roof was
performed. The recommendation of the inspection was to change the orientation of four units; facilitating
proper airflow. The increased air flow will allow for the new units to function more efficiently thereby
reducing maintenance costs and extending the life of the units. In addition, the removal and new
orientation of the HVAC units requires the underlying roof be replaced. The existing underlying roof is
the original roof installed in 1994 and has an expected useful life of 20 years.
The new HVAC units will have the same capacity as the existing units (12 -1/2 tons) which should
effectively handle the cooling needs of the building. However, the new units will be much more energy
efficient. The EPDM roofing system (flat roof) will carry a thirty (30) year No Monetary Limit Roof
System warranty with 72 MPH wind and hail coverage.
BED RESULTS
Ten (10) invitational bids were mailed and a notice was published in the local newspaper. A mandatory
pre -bid meeting to explain the scope of the contract was held on March 4, 2013; representatives from 11
firms attended. Sealed bids were publicly opened at 1:00 P.M. on March 11, 2012.
Three (3) bids were received, and the results are as follows:
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Bid Results for HVAC and Underlying Roof Replacement at Police & Fire HQ Building ($510,000)
March 12, 2013
Air Con Refrigeration $491,000
Sullivan Roofing Inc. $520,000
F.E. Moran, Inc. $526,000
DISCUSSION
The low cost proposal was submitted by Air Con Refrigeration and Heating (Air Con) of Waukegan,
Illinois. Hutchinson has completed a review of Air Con's proposal and has determined that Air Con
meets the requirements of the bid specifications. Air Con has successfully completed projects of similar
size and scope. In addition, Hutchinson has worked with Air Con on a number of occasions and has
found Air Con's work to be of exceptional quality. The submitted proposal is in line with the original
engineer's estimate of $489,500.
Staff recommends including a $19,000 contingency fee in the award of this project. This contingency
would be reserved for solutions to unanticipated conflicts that arise during the removal and installation of
the new roofing and 14VAC systems. In this instance, the total recommended award would be bid price of
$491,000 and a contingency of $19,000 for a total award not to exceed $5.10,000.
RECOMMENDATION
I recommend accept the lowest cost bid for the HVAC and Underlying Roof Replacement Project as
submitted by Air Con Refrigeration and Heating of Waukegan, Illinois in an amount not to exceed
$510,000. Sufficient funds are available in the 2013 budget.
Paul Bures
Superintendent of Streets & Buildings
cc: Director of Public Works Sean P. Dorsey
Deputy Director of Public Works Jason Leib
file
Director of Public Works