HomeMy WebLinkAbout09/20/2011 HVAC Maintenace Bid ResultsN / Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHEAL E. JANONIS
FROM: SUPERINTENDENT OF STREETS & BUILDINGS
DATE: SEPTEMBER 12, 2011
SUBJECT: BID RESULTS FOR HVAC MAINTENANCE CONTRACT
($43,700)
BACKGROUND
This proposed contract will provide for quarterly scheduled maintenance on all HVAC
units in Village -owned buildings. In addition, it will also provide an emergency rate per
hour for emergency service call work. The term of this proposed contract is three (3)
years (October 2011 — September 2014).
BID RESULTS
Sealed bids were opened at 1:00 P.M. on September 12, 2011. Seven (7) invitational
bids were distributed to qualified local contractors and a bid notice was placed in a local
paper as required by the Village purchasing policy.
Three (3) bids were received. The results are as follows:
Bidder Annual Fee Emergency
(for Scheduled Rate /Hour
Maintenance)
Bedco Mechanical Inc.
Dynamic
Heating /Piping
Monaco Mechanical
$12,200.00 105.00
$23,578.00 115.00
$30,996.00 123.27
Averaae annual Estimated
Call Back
Bid Total
300 hours
Annually
(aD- E.R.
$31,500
$43,700
$34,500
$58,078
$36,981 $67,977
Page 2
Bid Results for HVAC Maintenance Contract
September 12, 2011
DISCUSSION
The low bidder, Bedco Mechanical Inc., has provided scheduled maintenance and
emergency service work to the Village for the last ten (10) years. The annual
maintenance fee covers quarterly inspections on all units which includes: checking the
belts, oil, bearings, pressures, fluid levels, condensers, filter changes and correcting any
problems found during the inspections. The bids were also based on an average
annual call back for non - scheduled work or emergency services which averaged three
hundred hours per year over the last three years. Bedco Mechanical Inc. has
responded in a timely manner and all work was performed in an acceptable manner
during this contract.
RECOMMENDATION
Staff recommends the Village Board award a three (3) -year HVAC maintenance
contract to Bedco Mechanical Inc. of Mount Prospect, Illinois. The estimated annual
cost of this contract is $43,700 for the three -year term. However, this cost may vary
depending upon the volume of non - scheduled or emergency work. Expenditures made
under this proposed contract will be limited to available funds for contractual HVAC
maintenance and repairs in approved budgets.
Paul Bures
Superintendent of Streets & Buildings
I concur:
Sean P. Dorsey
Director of Public Works
c: Director of Public Works Sean P Dorsey
Deputy Director of Public Works Jason Leib
File
HVACCONTR.2011.2014. REC. DOU