Title
OPHFC Expansion Water Tank Replacement Project
History
The two (2) gas-fired boilers that supply domestic hot water to the Orland Park Health and Fitness Center (OPHFC) are supported by two (2) five hundred (500) gallon expansion tanks that extend hot water capacity throughout the facility. Both systems are original to the building and are now more than twenty-five (25) years old. The Five-Year Capital Budget includes the replacement of both OPHFC boilers in 2027; in the meantime, only one (1) of the two (2) boilers remains operational, so the facility's entire domestic hot water supply currently depends on that single unit, which is fortunately in relatively good working condition.
The two (2) expansion tanks are in more urgent condition. One (1) is already out of service, and the other has generated repeated maintenance call-outs for problems typical of aging hot water storage tanks: internal corrosion, failed bladders and diaphragms, waterlogging, sediment buildup, and loss of system pressure. These conditions degrade the tank's ability to buffer hot water demand and can force the boiler to shut down to protect itself from damage. Because OPHFC now relies on a single functioning boiler and a single functioning expansion tank, failure of that remaining tank would leave the facility unable to produce sufficient domestic hot water, likely requiring OPHFC to close to the public until service could be restored.
Public Works developed a scope of work, referred to as the OPHFC Expansion Water Tank Replacement Project, to address the replacement of the two (2) expansion water tanks. The scope of work includes draining and disconnecting the existing storage tanks, rigging them for removal, and hauling them off site for legal disposal. The contractor would then furnish and install two (2) five hundred (500) gallon glass-lined, round jacketed storage tanks, along with new piping to reconnect the existing circulation pumps and the discharge piping to the building's distribution system. The new piping would be wrapped in fiberglass insulation, and the completed system would be pressure tested and filled prior to being placed back into service.
Midwest Mechanical Group, Inc. ("Midwest Mechanical"), RAM Mechanical Services, LLC ("RAM Mechanical"), and GT Mechanical Projects and Design, Inc. ("GT Mechanical") submitted proposals for this project. Midwest Mechanical's proposal was submitted through the co-op process; for comparison purposes, Public Works additionally solicited proposals from contractors currently working in the Village (for example, RAM Mechanical is the mechanical subcontractor currently working on the Village Hall HVAC Project), which resulted in significant cost savings. The fact that RAM Mechanical is already mobilized on a large project in the Village appears to explain its reduced pricing relative to Midwest Mechanical's proposal. A summary of the scope of work and proposals is provided below:
OPHFC Expansion Water Tank Replacement Project - Proposal Summary
RAM Mechanical Services, LLC.: $55,734.00
GT Mechanical Projects and Design, Inc.: $57,985.00
Midwest Mechanical Group, Inc.: $85,813.00
Based on price and company qualifications, staff recommends approving the proposal for the OPHFC Expansion Water Tank Replacement Project from RAM Mechanical Services LLC. for $55,734.00. A contingency of $10,000.00 is requested to address change orders made necessary by circumstances not reasonably foreseeable at the time the proposal is signed, for a total contract price not to exceed $65,734.00.
Financial Impact
Funding in the amount of $55,734.00 is available in account 1008010-570100 for this project.
Recommended Action/Motion
I move to approve the contract with RAM Mechanical Services, LLC in the amount of $55,734.00, plus a contingency of $10,000.00 for a total not-to-exceed amount of $65,734.00; and as fully presented.
(Full motion - not necessary to be read)
I move to approve waiver of the competitive bid process and approve the authorization and execution of a vendor contract with RAM Mechanical Services, LLC, as the lowest cost qualified responsive proposal for the OPHFC Expansion Water Tank Replacement Project based on the proposal dated July 7, 2026, in the amount of $55,734.00 plus a $10,000.00 contingency for a total not-to-exceed contract price of $65,734.00;
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.