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 Oak Brook Mechanical Services, Inc. to Install New Mechanical Equipment and Building Envelope Improvements at the North Fire Station in an Amount Not to Exceed $172,462.50 and Authorizing its Execution
End
Overview
Overview
The existing boiler system at the North Fire Station is over 75 years old and needs replacement. This item was identified for replacement in the Fiscal Year 2022 Capital Improvement Budget. Staff solicited bids for this work and the low responsive proposer was Oak Brook Mechanical Services, Inc.End
Recommendation
Recommendation
Adopt the Resolution.
Background
The existing boiler system at the North Fire Station is over 75 years old. Supply lines have historically had frequent leaks and the gas supply line to the boiler creates excessive flames/flare-ups when the boiler turns on, creating potentially unsafe conditions.
At the July 18, 2022, Village Board meeting, the Village Board directed staff to conduct additional research and provide supplemental information concerning the feasibility of installing electric heat or a geothermal system in place of gas-fired heat at the north fire station. An assessment of the building envelope and recommended building envelope improvements was also part of this process. One of the Village’s Task Order engineering firms, StudioGC, completed the assessment, report, and design plans for the project.
Based on the assessment and options outlined in the report, staff presented a recommendation to the Village Board for the most sustainable and cost-effective approach to address the pressing mechanical needs and improve the existing building envelope. The Village Board supported the recommended course of action, and on April 17th, 2024, staff issued a Request for Bids (RFB) to install the new mechanical equipment and building envelope improvements. The RFB was advertised in the Wednesday Journal and on the Village web page. Bids were due on Friday, May 31st, 2024. A total of four (4) bids were received.
The project consists of mechanical upgrades to the existing mechanical system. The existing gas boiler and all radiant heating will be removed throughout the building. Two new low-profile high-efficiency gas unit heaters will be installed to serve the apparatus bay floor.
The existing fan coil unit serving the living quarters on the second floor will be retrofitted with a new electric heating coil to provide adequate heat for the space. The existing condensing unit outside the building will remain and continue to be used. A new outdoor air intake hood will be connected to the existing return system to provide fresh air to the space through the mechanical system.
The existing blown-in insulation will be removed to improve the thermal barrier between the unconditioned attic and occupiable space. New rolls of fiberglass insulation with a thermal resistance value of R-49 will be installed over the ceiling joists and cover the entire area. All ductwork and piping within the unconditioned attic will also be insulated.
Oak Brook Mechanical Services (OMS) submitted the most favorable bid. Staff recommends that the Village Board approves the Independent Contractor Agreement with OMS to complete the mechanical upgrades at the north fire station. OMS is the Village’s current mechanical contractor and has historically performed very well, offers reasonable pricing, and provides same-day response for needed mechanical services and repairs.
Fiscal Impact
The Fiscal Year 2024 Capital Improvement Plan, Building Improvement Fund Budget account no. 3012-43790-101-540673 includes $240,000.00 for boiler system replacement at the North Fire Station. The total cost to complete the mechanical upgrades and building envelope improvements at the North Fire Station would not exceed $172,462.50 ($164,250.00 bid price plus $8,212.50 as a 5% contingency for unforeseen conditions).
DEI Impact
This project is in line with Village Board Goal #2 Community Health & Safety, Priority 6: Ensure Healthy Work Environments for Village Workers.
Alternatives
The Board can delay action to gain additional information.
Previous Board Action
N/A
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
N/A
Intergovernmental Cooperation Opportunities
N/A