HomeMy WebLinkAbout12/02/2014 Public Works HVAC ReplacementMount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHAEL E. JANONIS
FROM: STREET & BUILDING SUPERINTENDENT
DATE: NOVEMBER 19, 2014
SUBJECT: PUBLIC WORKS HVAC REPLACEMENT ($412,500)
BACKGROUND
The Public Works facility currently has one (1) 30 -ton roof top air conditioning unit serving the
administrative area. This unit is an original piece of equipment installed in 1988 when the Public Works
facility was constructed. The expected useful life for the unit is 20 years. Currently the supply fan motor
and pressure controls are failing and the air conditioning unit has had a number of costly break downs in
the last few years including three (3) compressor replacements.
In addition, nine (9) heat -only roof top units are installed servicing the main garage, vehicle maintenance
area and divisional shops. These units are also original installation from 1988 and have exceeded the
expected useful life of 20- 25 years. Four (4) of these units are experiencing significant degradation in
performance.
On July 2, 2014 the Village Board awarded a contract to CS2 Design to prepare bid documents, oversee
the bidding process and provide construction management services. CS2 Design recommends replacing
the 30 -ton roof top unit servicing the administrative offices and the four (4) failing heat -only units
servicing the main garage. The remaining five (5) heat -only units will be slated for replacement within
the next 5-7 years.
Appropriate bid documents were developed. Six 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
October 21, 2014. Representatives from 10 firms attended. Sealed bids were publicly opened at 1:00
P.M. on November 10, 2014. Eight (8) bids were received, and the results are as follows:
MG Mechanical
$412,500.00
Mechanical Concepts
$428,000.00
Acitelli Heating
$451,000.00
R.J. Olmen Company
$458,153.00
F.E. Moran
$511,800.00
Air Con Refrigeration
$528,490.00
Amber Mechanical
$560,071.42
Premier Mechanical
$612,200.00
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Public Works Facility HVAC Replacement ($412,500)
November 24, 2014
Discussion
Staff and CS2 Design have reviewed all eight (8) bids and determined all bids to have met the bid
requirements and are responsive. The apparent low qualified bid of $412,500 was submitted by MG
Mechanical of Woodstock, Illinois.
CS2 has reviewed the bid with MG Mechanical and confirmed that the response is inclusive of all
required HVAC and roofing work and the contractor has shown a good understanding of the project.
Staff has contacted all references provided by MG Mechanical; all responses were positive. Furthermore,
MG Mechanical has worked with CS2 Design on numerous projects with exceptional results.
Customarily staff would recommend a 10% contingency in the award of the project to account for any
unforeseen issues that could arise. However, standard practice in the HVAC industry for a project of this
size and scope is to require the bidder to include a contingency in the bid, in an amount defined by the bid
specifications. In this case the bid required that all bidders include a $30,000 contingency to address
unanticipated issues.
Recommendation
I recommend the award of a contract to MG Mechanical of Woodstock, Illinois for specified Public
Works Facility HVAC Replacements in an amount not to exceed $412,500.
Director of Public Works
c: Director of Public Works Sean P. Dorsey
Deputy Director of Public Works Jason Leib
File
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Paul Bures
Superintendent of Streets & Buildings