Regular Village Board meetings are typically held at 7:00 p.m., the first three Tuesdays of each month in Council Chambers of Village Hall (room 201), 123 Madison St. When a Regular Meeting falls on a holiday, the meeting typically is held the following night. The Village Board also meets in special sessions from time to time. However, dates and times of Special Meetings can vary and may change.

File #: RES 23-258    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 9/5/2023 Final action: 9/5/2023
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.
Attachments: 1. Resolution - Second Amendment - 2023 HVAC Emergency Services, 2. Amendment - Second Amendment - 2023 HVAC Emergency Services, 3. Attachments - Second Amendment - 2023 HVAC Emergency Services - Contract Documents
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.

End
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.
End

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 st...

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