Title
ITB 25-003 - Generator Transfer Switch and UPS Maintenance - Contract Award
History
On January 7, 2025, the Village issued Invitation to Bid (ITB) 25-003 “Generator Transfer Switch and UPS Maintenance,” requesting the services of a qualified contractor or contractors having experience in Generator, Transfer Switch and/or UPS maintenance and repairs for a contract term of three (3) years (2025-2027), with an option for the Village to extend the contract for an optional additional two (2) years (2028-2029) at the Village's discretion.
The Public Works Department operates thirty (30) generators and three (3) large-scale Uninterrupted Power Supply (UPS) systems for a variety of power generation and electrical safety purposes around the Village.
During the two (2) weeks that the bid was open for review, twenty-five (25) firms downloaded either partial or complete bid packages. ITB 25-003 was opened on January 22, 2025, at which point two (2) firms submitted bids. All qualifying bid packages and an audit of the bid submittals are attached for reference. A summary of the bid prices is provided below and on the attached “ITB 25-003 Bid Summary Sheet”.
Bid Summary
Metro Power Inc.
2025: $35,150.00
2026: $38,500.00
2027: $40,000.00
2028: No Bid*
2029: No Bid*
Grand Total Bid Price: $113,650.00*
Standard Labor - Hourly Rate: $140.00
Standard Labor - Emergency Hourly Rate: $210.00
* Grand Total Bid Price does not include Optional Years 4 and 5
Interstate Power Systems, Inc.
2025: $47,861.89
2026: $48,204.29
2027: $50,788.28
2028: $51,184.15
2029: $53,825.68
Grand Total Bid Price: $251,864.29
Standard Labor - Hourly Rate: $160.00
Standard Labor - Emergency Hourly Rate: $240.00, Sunday and Holidays $320
Metro Power Inc. provided the lowest annual cost for the base contract term (2025-2027) and lowest hourly rate for repair work. While Metro Power, Inc. did not provide a bid price for optional years of 2028-2029, the Public Works Department will simply re-issue an ITB at the end of the contract period to cover future years. Public Works also has worked with Metro Power Inc. in the past and has been pleased with their professionalism and quality of work.
As such, the Public Works Department is requesting approval of the bid from Metro Power Inc. for ITB 25-003 - Generator Transfer Switch and UPS Maintenance for an amount not to exceed $113,650.00 for the years 2025-2027. A contingency of $20,000.00 per year over the three-year contract period is requested to address change orders related to Generator Transfer Switch and UPS repairs, for a total contract price not to exceed $173,650.00.
Financial Impact
Funds in the amount of $65,000 were budgeted in FY2025 for Generator Transfer Switch and UPS Maintenance and Repairs in GL account 1008010-443200. Budget requests for FY2026 and FY2027 will reflect the annual contracted amounts.
Recommended Action/Motion
I move to approve and authorize the execution of a Contractor Agreement between the Village of Orland Park and Metro Power Inc. of Frankfort, IL as the lowest qualified bid for ITB 25-003 - Generator Transfer Switch and UPS Maintenance for three (3) years 2025-2027 at an amount of $35,150.00 plus a $20,000.00 contingency in 2025, $38,500.00 plus a $20,000.00 contingency for 2026, and $40,000.00 plus a $20,000.00 contingency for 2027 for a total not-to-exceed contract price of $173,650.00;
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review;
AND
Authorize the Village Manager to approve change orders not to exceed the contingency amount.