Title
2024 Facilities Preventative Maintenance - Change Order #1
History
On July 5, 2022, the Village Board approved the proposal from Midwest Mechanical Group, LLC for ITB 22-037 Building Mechanical System Preventative Maintenance and Repairs (see 2022-0501). The Board approved motion states the following:
“I move to approve awarding ITB 22-037 Building Mechanical System Preventative Maintenance and Repairs to Midwest Mechanical Group, LLC of Lombard, IL for 2022-2024, with the Village’s option to extend the contract for an additional two (2) years, for an amount not to exceed $130,665.60 for 2022, or the annual Village Board approved budgeted amounts.”
This language is also reflected in the contract with Midwest Mechanical.
In 2024, the Village Board approved budget in GL account 1008010-443200 included $134,525 for “Facilities Preventative Maintenance Contract”, which equals Midwest Mechanical’s current 2024 Purchase Order for monthly preventative maintenance and repairs. It should be noted that the Village Board also approved in this same GL account $25,000 for “Repairs Resulting from Preventative Maintenance Inspections” and $50,000 for “HVAC Equipment Repairs and Maintenance” to be used for supplemental HVAC and Mechanical maintenance.
As of today, $115,353.14 of Midwest Mechanical’s $134,525 Purchase Order has been spent, largely due to unexpected major HVAC repairs at OPHFC, SportsPlex, Rec Admin, and Village Hall, resulting in a current open balance of $19,171.86. For reference, Public Works has been spending approximately $6,500/month on repairs in addition to the $9,342/monthly PM service. As such, 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 5 months (August - December) = $46,710.00
Additional Maintenance Repairs (estimated) = $6,500/month x 5 months = $32,500.00
Total = $79,210.00
PO Balance = $19,171.86
Additional Funds Requested = $60,038.14
Financial Impact
Additional funds are available for this change order in Public Works account 1008010-443200.
Recommended Action/Motion
I move to approve Change Order #1 to increase the amount of the Village’s existing Facilities Preventative Maintenance contract with Midwest Mechanical to add $60,038.14 in additional funds to the 2024 contracted amount of $134,525.00 for a new for a new not-to-exceed amount of $194,563.14;
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review.