HomeMy WebLinkAbout08/19/2014 HVAC Maintenence Contractfount Prospect
Mount Prospect Public Works Department
INTEROFFICE MEMORANDUM
TO: VILLAGE MANAGER MICHEAL E. JANONIS
FROM: SUPERINTENDENT OF STREETS & BUILDINGS
DATE: AUGUST 12, 2014
SUBJECT: BID RESULTS FOR HVAC MAINTENANCE CONTRACT
(NOT TO EXCEED $47,326)
BACKGROUND
This proposed contract will provide for quarterly scheduled maintenance on all HVAC (heating,
ventilation, and air - conditioning) 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 one (1) year. It also includes two (2) one -year extensions (2015 and 2016) if both
parties agree to terms.
BID RESULTS
Sealed bids were opened at 1:00 P.M. on August 11, 2014. Sixteen (16) 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.
Seven (7) bids were received. The results are as follows:
Bidder
Annual Fee
Emergency
Average annual
Estimated
(for Scheduled
Rate/Hour
Call Back
Bid Total
Maintenance)
280 hours (&E.R.
Annually
Bedco Mechanical Inc.
$16,525.00
110.00
$30,800
$47,325
Mechanical Inc.
$30,810.00
110.00
$30,800
$61,610
Air Comfort
$29,272.00
118.00
$33,040
$62,312
Delta Heating and Air
$47,550.00
120.00
$33,600
$81,150
Hayes Mechanical
$44,760.00
132.00
$36,960
$81,720
Season Comfort Corp.
$47,130.00
125.00
$35,000
$82,130
Edwards Engineering
$66,020.00
135.00
$37,800
$103,820
Page 2 of 2
BID RESULTS FOR 2014 HVAC MAINTENANCE CONTRACT (NOT TO EXCEED $47,326)
August 12, 2014
DISCUSSION
The low bidder, Bedco Mechanical Inc., has provided scheduled maintenance and emergency
service work to the Village for the last thirteen (13) 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 two hundred and eighty hours per year over the last several years.
Bedco Mechanical Inc. has responded in a timely manner and all work was performed in an
acceptable manner during this contract.
RECOMMENDATION
I recommend acceptance of the lowest qualified bid as submitted by Bedco Mechanical Inc. of
Glenview, Illinois for the HVAC Maintenance Contract in an amount not to exceed $47,326.
Awards for subsequent years of this contract (years 2 and 3) will be limited to funds appropriated
for HVAC maintenance in approved budgets.
(�ti '_cy1t_6e9
Paul Bures
Superintendent of Streets & Buildings
c: Director of Public Works Scan P Dorsey
Deputy Director of Public Works Jason Leib
File
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Director of Public Works