Title
RFP #25-066 Sportsplex Fitness Equipment Maintenance
History
RFP #25-066 (attached) was issued on November 4, 2025 requesting proposals from qualified firms to provide fitness equipment maintenance services on all Sportsplex fitness equipment consistent with the Scope of Work (attached) for 2026, 2027 and 2028. This includes performing preventative maintenance twice per year. The RFP includes years 2029 and 2030 as optional renewal years at the Village's sole discretion.
Sportsplex fitness equipment, under contract 20250122 (attached) is currently maintained on an as-needed basis by the Fitness Connection. This includes twice per year preventative maintenance services at $9,000/yr., labor at $90/hr. and travel at $70 per trip. Parts are an additional cost.
The Fitness Connection (TFC) of Elgin, Illinois was the only proposer that responded to the RFP.
The proposal (attached) includes twice yearly preventative maintenance at $12,000 per year for 2026, 2027, 2028 and the optional years of 2029 and 2030. Repair costs include labor at $120/hr. and travel rate of $80 per call job. Parts needed for repairs are in addition to labor, travel and preventative maintenance costs.
The Fitness Connection has provided preventative maintenance and repair services for Sportsplex fitness equipment since 2022. Staff have found the company to be highly responsive to service requests, consistently using quality parts and experienced technicians. Their reliable work has minimized equipment downtime and helped prevent disruptions to Sportsplex members.
Additionally, the Fitness Connection has provided preventative maintenance and repair services at the Orland Park Health & Fitness Center (OPHFC) since 2020. This includes twice per year preventative maintenance at a cost of $4,700 per year. Labor is charged at $120/hr., travel is $80 per job, parts are an additional cost. The OPHFC staff have found TFC to be responsive, skilled and reliable in maintaining Center fitness equipment.
Staff recommend awarding RFP #25-066 to the Fitness Connection at a yearly cost of $12,000 for twice per year preventative maintenance, and repair services at $120/hr. plus a $80 per job travel rate for 2026, 2027 and 2028. Optional years that may be renewed at the Village's sole discretion, for 2029 and 2030, include the same costs of $12,000 for twice per year preventative maintenance, and repair services at $120/hr. plus a $80 per job travel rate. Parts will be charged at an additional expense.
Financial Impact
In 2026, funds are budgeted in 2009320 for these services.
Recommended Action/Motion
I move to authorize the execution of a Professional Services Agreement between the Village of Orland Park and the Fitness Connection Co. of Elgin, Illinois for RFP #25-066, for the repair of Sportsplex fitness equipment at an hourly labor rate of $120/hr., plus travel at $80 per job, and twice per year preventative maintenance, at a not to exceed cost of $12,000 per year for years, 2026, 2027, 2028, plus the costs of parts, labor and travel and at the Village's sole discretion to renew for the optional years 2029 and 2030 at the same terms,
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review.