Title
CPAC Office HVAC Improvement Project
History
The HVAC systems serving the staff offices located in the Guard House, Member Hut, and Cashier Buildings at the Centennial Park Aquatic Center (CPAC) are both undersized and past their service life. To reduce the strain on Public Works staff and contractors to address the maintenance of this system, as well as provide a more comfortable work environment for Village staff, the Public Works Department developed a scope of work to upgrade the existing HVAC system. A summary of this scope of work is provided below:
Guard House: The current setup, two (2) outdoor units and three (3) indoor units, provides only 2.5 tons cooling/18 MBH heating, which has proven insufficient for staff comfort. The plan is to replace with a single 4-ton high-efficiency heat pump system, which includes a roof-mounted outdoor unit paired with three (3) indoor high-wall units (control room and first aid area).
Member Hut: The existing ductless split cooling-only system has reached its end-of-life. The plan is to replace it with a new 0.75-ton high-efficiency cooling system, one (1) outdoor unit and one (1) indoor high-wall unit, in the same location.
Cashier Building: The current 1.25-ton cooling-only system has a poorly placed outdoor unit and condensate draining onto a high-traffic sidewalk, plus no heating option. The plan is to replace this unit with a 1.25-ton heat pump system, including an indoor unit above the cashier window, outdoor unit roof-mounted on the Guard House, condensate pumped to the Guard House roof and electrical feed modified to serve the new outdoor unit.
The scope of work includes all engineering and permitting through stamped drawings, along with full project and construction management, including site coordination and off-site storage of equipment. The selected contractor’s responsibilities extend through the life of the project, from removing and disposing of the existing units and restoring affected work areas, to starting up, commissioning, and testing the new systems once installed. The contractor will close out the project with warranty letters, as-built drawings, and O&M manuals, and will leave the building's fire alarm, life safety, AV, IT, and sprinkler systems untouched throughout.
On the mechanical side, the work begins with recovering refrigerant and removing the four (4) existing ductless split systems, followed by installing new roof rails, rustproof pipe supports, roof flashing, and water-tight seals at all penetrations to support the new outdoor units. The contractor will run all new refrigerant and condensate piping and install stand-alone controls, using crane, rigging, and scaffolding as needed to complete the rooftop work. Electrically, the existing systems will be disconnected and replaced with new like-for-like feeds at each building: three (3) indoor units and one (1) outdoor unit at the Guard House (20A/30A); one (1) indoor and one (1) outdoor unit at the Cashier Building (20A/90A); and one (1) indoor and one (1) outdoor unit at the Member Hut (20A/30A).
Cooperative Purchasing / Contracting Programs
The Village utilizes a variety of cooperative programs (e.g. Omnia, Sourcewell, HGACBuy, State of Illinois Joint Purchase Program) to obtain proposals for goods and services. While not always the chosen approach, cooperative purchasing simplifies the procurement and service process for public agencies by allowing them to purchase through existing contracts negotiated by other public agencies. In other words, cooperative purchasing contracts have already gone through a competitive solicitation, evaluation process and been awarded to a supplier. The benefits of cooperative purchasing for public agencies include reduced procurement costs, greater time efficiency and the ability to obtain value-add and higher-quality products and services at industry-leading pricing. For further reference, additional information regarding cooperative purchasing has been included as supporting documentation.
Midwest Mechanical, a participant in the joint purchasing program Omnia Partners Contract #159053, submitted a proposal to complete the CPAC HVAC Improvement Project. The contract award to Midwest Mechanical by Omnia Partnership is for all levels of work to include HVAC, mechanical, electrical, and plumbing along with carpentry, tile, and other trade work for renovations like planned at CPAC. It should be noted that Midwest Mechanical is also the Village’s current HVAC Preventative Maintenance contractor. A summary of the proposal is provided below:
Proposal Summary
CPAC Office HVAC Improvement Project: $115,200.00
Based on price and company qualifications, staff recommends approving the proposal from Midwest Mechanical Group, Inc. for $115,200.00. A contingency of is not requested for this project.
Financial Impact
Funding in the amount of $115,200.00 is available in account 3008010-570700 for this project from realized savings from the engineering service budget for Phase 3 of the CPAC Modernization project.
Recommended Action/Motion
I move to approve the contract with Midwest Mechanical Group, Inc. in the amount of $115,200.00, and as fully presented.
(Full motion - not necessary to be read)
I move to approve the waiver of the competitive bid process in favor of participation in joint purchasing cooperative Omnia Partners pursuant to Contract #159053 and authorize the approval and execution of a vendor contract with Midwest Mechanical Group, Inc. for the CPAC Office HVAC Improvement Project based on Midwest Mechanical Group, Inc’s proposal 2026072203 dated July 31, 2026, for a total not-to-exceed contract price of $115,200.00;
AND
Authorize the Village Manager to execute all related contracts subject to Village Attorney review;
AND
Authorize the Village Manager to approve change orders related to this contract within the authorized amount.