Title
Village Hall HVAC Improvement Project - Phase 2 - Final Approval
History
On March 17, 2025, the Village Board of Trustees approved a Letter of Commitment (LOC) with Trane, Inc. (Trane) for the Village Hall HVAC Improvement Project - Phase 2. The LOC authorized Trane to move to the Proposal Stage, in which Trane would complete a full set of project design plans and provide the Village with a cost proposal not to exceed $3,540,000.00 for the execution of those plans in 2026. Pricing for this project was in accordance with OMNIA Cooperative Contract #3341.
The Public Works Department subsequently worked with engineers from Trane to refine the scope of work, optimize the project budget and finalize project design plans. The project scope of work, which is attached for reference, includes the removal of the four (4) existing Village Hall roof top units and variable air volume (VAV) boxes, followed by the installation of new two (2) air-cooled chillers, two (2) air handling units, and fifty-four (54) VAV boxes, as well as all associated electrical, mechanical, control, testing and balancing, commissioning, and site work.
As Trane would act as the project engineer and general contractor, the scope of work also includes full construction management, mechanical/electrical/structural engineering, material shipping and storage, and a one (1) year labor and materials warranty.
Upon completion of the project plans, which are attached for reference, the final proposal price submitted by Trane, Inc. is $3,497,795.00, or $42,205.00 less than the original cost estimate. The cost reduction is a result of project efficiencies identified by Public Works Staff and a competitive internal bidding process by Trane. As previously mentioned, proposal pricing is based on OMNIA Cooperative Contract #3341. It should be noted that the Village may request a third-party review of the proposal to ensure the Trane proposal is in accordance with OMNIA Cooperative Contract Pricing Guidelines.
Permission to proceed with the final proposal for this project requires approval by the Village Board of Trustees. As such, approval of the proposal submitted by Trane, Inc., OMNIA Partners Cooperative Quote Number R1-192278-22-003, dated September 9, 2025, for Village HVAC Improvement Project - Phase 2 is now requested. A project contingency is not requested as Trane guarantees that no change orders will be necessary to complete the full scope of work due to thorough site visit inspections.
This agenda item is being considered by the Committee of the Whole and the Village Board of Trustees on the same night.
Financial Impact
A total of $3,540,000.00 was requested between FY2026 and FY2027 in capital account 3008010-570100 for this project. The actual project cost will be $3,497,795.00. No invoices for this project will be submitted until 2026. Public Works is requesting approval of this project so that Trane can begin manufacturing the equipment, as current lead times for Air-Cooled Chillers and Custom Air Handling Units are estimated at thirty to thirty-five (30-35) weeks. Obtaining a Notice of Award (NOA) by December would allow Trane to get Phase 2 project equipment released for production, thus securing the Village’s “place in line” and allowing more flexibility in scheduling the installation of this project in 2026.
Recommended Action/Motion
I move recommend to the Village Board to approve participation in joint purchasing cooperative OMNIA Cooperative Contract #3341 and authorize the approval and execution of a vendor contract with Trane, Inc. for the Village Hall HVAC Improvement Project - Phase 2 based on Trane’s proposal dated September 9, 2025, for a total not-to-exceed contract price of $3,497,795.00.