Submitted By
Rob Sproule, Public Works Director
Reviewed By
Erin E. Baynes, Assistant to the Village Manager
Agenda Item Title
Title
A Resolution Approving an Independent Contractor Agreement with Midwest Services and Development Corp. for the Main Fire Station HVAC Replacement Project in an Amount Not to Exceed $94,500.00 and Authorizing its Execution
End
Overview
Overview
The Village’s main fire station has three roof-top condensing units and three internal air handling units that have reached the end of their useful service life and require replacement. The replacement of these units was identified as a necessity in the Property Condition Assessment completed at the main fire station in 2019.End
Recommendation
Recommendation
Approve the Resolution.
Background
The Village’s main fire station has a total of four rooftop condensing units and four interior air handling units (HVAC units) that provide cooling and electric heat to all interior spaces at the station. As part of the Main Fire Station Bunk Room Renovations Project that began in 2023 to be completed by spring 2024, one of the four existing HVAC units (a larger unit that serves the bunk room area) was replaced with two new smaller, more efficient units that serve the same area as the previous unit. The remaining three HVAC units that provide electric heating, cooling, and ventilation to the 1st-floor administrative office areas, 1st-floor training room area, and basement areas are approximately twenty-five years old and also in need of replacement. These units have required frequent repairs over the last five years, and the 2010 Property Condition Assessment (PCA) identified significant rust corrosion of external motor bodies and compressors. The PCA designated these units for replacement in 2022. The new units are an in-kind replacement (electric heat coils and condensing units for cooling) with Energy Star-rated equipment and are more energy efficient than the previous units. Staff also plan to pursue potential grant funding or incentives from the ComEd Strategic Energy Management Program to offset a portion of the replacement cost.
On January 31, 2024, staff issued a request for proposals for the Main Fire Station HVAC Replacement Project. The RFP was advertised in the Wednesday Journal and posted on the VOP web page. Five mechanical companies attended the pre-bid meeting held on February 7, 2024. Proposals were due on February 23, 2024. Two proposals were received, with Midwest Services & Development Corp. submitting the most favorable proposal. Staff recommends the Village Board approves the Independent Contractor Agreement with Midwest Services & Development Corp. for this project. Midwest Services & Development completed the main fire station bunk room renovations in 2023, and their performance, professionalism, and quality of work were excellent. If approved, the total cost of the work with Midwest Services & Development would not exceed $94,500.00, including the proposal cost of $90,000.00 plus $4,500.00 as a 5% contingency for unforeseen conditions.
Fiscal Impact
The Fiscal Year 2024 CIP Building Improvement Fund account no. 3012-43790-101-540673 contains $135,000.00 for Main Fire Station Mechanical, Electrical, Plumbing, Structural, and Fire Protection System Repairs. Work planned for 2024 includes replacement of the HVAC units. Studio GC, one of the Village’s task order engineering firms, completed the mechanical engineering work for this project. The cost to design the HVAC replacement was $3,500.00. The total project cost is $98.000.00, deeming this project under budget.
DEI Impact
Project design and engineering will prioritize reductions in building emissions and energy usage in alignment with the Village Climate Ready Oak Park Plan Goal: EE02 - Adopt Enhanced Building Performance Standards.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
The Board approved the estimated budget for this project as part of the Fiscal Year 2024 Capital Improvement Plan.
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
N/A
Intergovernmental Cooperation Opportunities
N/A