Submitted By
Rob Sproule, Public Works Director
Reviewed By
Ahmad M. Zayyad, Deputy Village Manager / Interim Director of Development Customer Services
Agenda Item Title
Title
A Resolution Approving an Amendment to the Independent Contractor Agreement with Oak Brook Mechanical Services, Inc. to Provide Emergency Mechanical System Repair and Maintenance Services at Village Owned Buildings to Change the Not to Exceed Amount From $15,000.00 to $35,000.00, Authorizing its Execution and Directing Staff to Prepare the Necessary Budget Amendment
End
Overview
Overview
Oak Brook Mechanical Services, Inc. (OMS) is one of the Village’s mechanical contractors providing emergency HVAV repair services. An Amendment to the existing Independent Contractor Agreement with OMS is required to provide for additional funding for unforeseen necessary emergency repairs at the Public Works Center and the main Fire Station.End
Recommendation
Recommendation
Adopt the Resolution.
Background
In April of 2023, the Village entered into an Independent Contractor Agreement with OMS for $15,000.00 for emergency mechanical system (HVAC) repairs and maintenance services at Village owned buildings. To-date, $7,196.83 has been spent with OMS leaving a balance of $7,803.17 remaining on the OMS purchase order.
In August of 2023, the roof top condensing unit for the AC system at the Public Works Center suffered a compressor and fan motor breakdown. OMS was called out to assess conditions and initiate repairs. The cost for the repair work was $11,610.00. Emergency Work Authorization was granted by the Village Manager’s Office to proceed with the repairs.
In late September of 2023, the AC unit for the training room area at the main fire station stopped working. OMS was called out and determined the cause of the AC failure was a liquid line restriction. The cost for that repair work was $1,154.00.
The Independent Contractor Agreement with OMS needs to be amended to cover the cost of the recent needed emergency repairs and to provide sufficient funding for future unforeseen needed repairs on HVAC systems at all VOP buildings throughout the end of FY 23.
Fiscal Impact
$178,000.00 is included in the FY 23 General Fund Budget within account # 1001-43790-101-540674 (Public Works- Building Maintenance, Property Repair). To date, $13,060.42 remains unencumbered and available within this account. A fourth quarter budget amendment to reallocate funds from account # 1001-43790-101-530660 (Public Works- Building Maintenance, General Contractuals) to the Building Maintenance Property Repair account would be required and will be proposed. There are sufficient unencumbered funds in the General Contractuals account to cover the needed reallocation. If approved, the amended total contract amount with OMS would not exceed $35,000.00.
DEI Impact
N/A.
Alternatives
The Board may delay action to gain additional information.
Previous Board Action
N/A
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
A fourth quarter budget amendment will be submitted to reallocate the necessary funds.
Intergovernmental Cooperation Opportunities
N/A