Title
2025 Facilities Preventative Maintenance - Change Order #4
History
With an HVAC employee retirement along with the Village being unable to hire a seasoned HVAC technician based on higher trade wages and HVAC systems becoming more computer concentric, the Village has outsourced mechanical preventive maintenance and repair work. On July 5, 2022, the Village Board authorized a contract with Midwest Mechanical Group, LLC via ITB 22-037 for Building Mechanical System Preventative Maintenance and Repairs (see 2022-0501).
For FY2025, the Village Board approved the budget in GL account 1008010-443200 which included $250,000.00 for “Facilities Preventative Maintenance Contract”, and includes funds for Midwest Mechanical’s contracted monthly preventative maintenance and repairs plus any additional costs that occur, as the extent of mechanical repairs and service call outs vary from year to year.
As of December 31, 2025, $191,175.55 of Midwest Mechanical’s $191,230.76 contract for fiscal year 2025 has been expended, leaving an available balance of $55.21. Expenditures exceeded projections due to unforeseen HVAC repairs at multiple Village facilities, including the FLC, Police Department, SportsPlex, Civic Center, Village Hall, Centennial Park Ice Rink, CPAC, and OPHFC, as well as a significantly higher volume of service calls in November and December.
Public Works is requesting additional funds in the amount of $43,272.84 to cover outstanding obligations to be added to the contract for FY2025. This includes $25,772.84 for pending invoices related to work already completed and an estimated $17,500.00 for additional invoices anticipated from December service calls.
As such, Public Works requests the following additional funds to cover the balance of FY2025 added to the contract as summarized below:
Outstanding FY2025 Invoices: $25,828.05
Pending December 2025 Invoices (Estimated): $17,500.00
Total = $43,328.05
PO Balance = $55.21
Additional Funds Requested = $43,272.84
Financial Impact
Funds are available for this change order in Public Works FY2025 account 1008010-443200.
Recommended Action/Motion
I move to approve and authorize the execution of Change Order #4 and Contract Addendum E to the Village’s existing Facilities Preventative Maintenance contract dated July 5, 2022, with Midwest Mechanical Group LLC, to increase the total not to exceed contract amount for FY2025 by $43,272.84 to $234,503.60;
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review.