Title
2026 Facilities Preventative Maintenance - Change Order #5 and Contract Addendum F
History
On July 5, 2022, the Village Board authorized a contract with Midwest Mechanical Group, LLC (ITB #22-037) for Building Mechanical System Preventative Maintenance and Repairs (Agenda Item 2022-0501). Under this contract, Midwest Mechanical maintains six hundred sixteen (616) Village assets across twenty-two (22) facilities, ranging from rooftop units (RTUs) to exhaust fans.
For FY2026, the Village Board approved $250,000.00 in GL account 1008010-443200 for the Facilities Preventative Maintenance Contract, covering Midwest Mechanical's contracted monthly preventative maintenance and repairs, plus additional costs that arise, since the extent of mechanical repairs and service calls varies from year to year.
As of September 10, 2026, the Village has expended $107,021.95 of Midwest Mechanical's $142,761.60 contract amount for 2026, leaving an allocated balance of $35,739.65 for the remainder of the year. This elevated spending reflects a higher-than-typical volume of service calls this spring and summer, driven by severe weather events, air conditioning repairs at the 143rd Street Metra Station and Civic Center, water heater replacements at the Centennial Park Aquatic Center (CPAC), and unanticipated staff absences.
This amount will not cover the monthly preventative maintenance obligation plus unforeseen repairs and therefore must be increased. Public Works projects the following additional funds to cover the balance of the year added to the contract as summarized below:
Monthly PM Service: $9,342/month x 4 months (September - December) = $37,368.00
Additional Maintenance Repairs (est.) = $25,000.00/month x 4 months = $100,000.00
Total = $137,368.00
Contract Balance = $35,739.65
Additional Funds Requested = $101,628.35
Financial Impact
Additional funds are available for this change order in Public Works account 1008010-443200.
Recommended Action/Motion
I move to approve the Change Order and Addendum with Midwest Mechanical Group LLC in the amount of $101,628.35, for a new not to exceed contract amount of $244,389.95 for FY26, and as fully presented.
(Full motion - not necessary to be read)
I move to approve and authorize the execution of Change Order #5 and Contract Addendum F to the original contract 2022110 dated July 5, 2022, with Midwest Mechanical Group LLC for Facilities Preventative Maintenance to increase the total not to exceed contract amount for FY 2026 by $101,628.35 from $142,761.60 to $244,389.95;
AND
Authorize the Village Manager to execute all related contracts subject to Village Attorney review;
AND
Authorize the Village Manager to approve change orders related to this contract within the authorized amount.