Submitted By
Robert Sproule, Public Works Director
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Approving a Second Amendment to the Independent Contractor Agreement with Command Mechanical Group, LLC to Provide Emergency Mechanical Repair and Maintenance Services for HVAC Systems at Village-owned Buildings to Change the Not to Exceed Amount from $25,000.00 to $40,000.00 and Authorizing its Execution.
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Overview
Overview
The existing agreement with Command Mechanical Group, LLC requires additional funds to complete needed repairs to the Village Hall Council Chambers Geothermal HVAC System. Staff therefore recommends amending the existing agreement to change the not-to-exceed amount to support this work.
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Recommendation
Recommendation
Adopt the Resolution.
Background
The Public Works Department Building Maintenance contractor typically makes repairs as needed to various mechanical/HVAC systems at all Village-owned buildings. On occasions when the contractor is unavailable, lacks the necessary equipment, skill, or licensing to perform such repairs, or when multiple repairs are required simultaneously, an outside mechanical contractor is called to complete the repairs.
On January 25, 2023, the Village entered into an Independent Contractor Agreement with Command Mechanical Group, LLC for emergency mechanical repair and maintenance services for HVAC systems at Village-owned buildings in an amount not to exceed $15,000. In early April of 2023, an Amendment to the agreement was required to complete needed repairs to the Village Hall chiller system. The Village Manager consequently approved an Amendment to the Independent Contractor Agreement with Command Mechanical Group to increase the not-to-exceed amount by $10,000, bringing the new total not-to-exceed contract amount to $25,000. To date, $24,965.59 has been spent.
In July of 2023, Village staff, along with the Building Maintenance contractor staff and other outside mechanical technicians, identified various issues with the Village Hall Council Chambers geothermal HVAC system that need repair (refrigerant leak on both compressors, clogged coils and fins and the system is low on refrigerant). Command Mechanical submitted a proposal to complete the repairs for a total cost of $10,406.00. An additional $15,000 of funding is proposed to be added to the Agreement to cover the cost of the needed repairs to the Council Chambers HVAC system and for other potentially unforeseen needed repairs to other HVAC systems at Village Hall and at other Village buildings this year. If approved, the new total not to exceed the contract amount with Command Mechanical would be $40,000.
Fiscal Impact
The Fiscal Year 2023 General Fund Building Maintenance Property Repair account contains $178,000.00 in account # 1001-43790-101-540674. Activity to date is $56,141.56 and $89,639.78 is encumbered in various purchase orders. To date, $31,638.66 remains unencumbered in the property repair account. If approved, the second amendment to the Command Mechanical Agreement would not exceed $40,000. The property repair account would have a balance of $16,638.66 for the remainder of the year. Staff does not believe that a budget amendment to add new or reallocate funds to the property repair account is needed at this time.
DEI Impact
N/A.
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
Staff will monitor potential future unforeseen needed repairs to mechanical systems at Village-owned buildings and if required, a fourth-quarter budget amendment request will be submitted.
Intergovernmental Cooperation Opportunities
N/A.