Title
Facility Door Replacements - Village Hall and Utility Sites
History
Guided by the 2022 "Facilities Condition Assessment", the Public Works Department has been working to replace damaged doors and inoperable ADA controls throughout the Village. As such, Public Works requested a proposal from Midwest Mechanical Group, Inc. (“Midwest Mechanical”), who participate in the Omnia Cooperative program (Contract # 159053), to complete door replacements at several Water Utility Sites and Village Hall this year. It should be noted that Public Works received individual quotes for many of these same doors from other vendors, and pricing came in on average 10% higher than the proposals received by Midwest Mechanical.
Based on funding for door replacements in 2025, eight (8) doors at Village Hall and seven (7) doors at Water Utility sites were selected for replacement, for a total of fifteen (15) door replacements. Funding for additional door replacements will be requested for 2026.
The scope of work includes the removal and replacement of existing doors, door frames, door hardware, and ADA controls where applicable. The proposals submitted by Midwest Mechanical are based on pricing from Omnia Contract # 159053. Pictures showing the location of the door replacement areas are included in the project proposals, which are attached for reference.
A summary of the proposal submitted by Midwest Mechanical, which are based on Omnia Partners Contract # 159053, is provided below:
Facility Door Replacements
Village Hall (8 Doors): $67,020.00
Utility Sites (7 Doors) $65,093.00
Total: $132,113.00
Based on price and company qualifications, staff recommends approving proposal from Midwest Mechanical Group, Inc., participating in the Omnia joint purchasing program, for $132,113.00. A 10% contingency of $13,211.30 is requested to address change orders made necessary by circumstances not reasonably foreseeable at the time the proposals are signed, for a total contract price not to exceed $145,324.30.
Financial Impact
Funding in the amount of $75,000.00 was budgeted for Utility Site door replacements improvements in 5008150-443100 and $90,000.00 was budgeted for Village Hall door replacements account 3008010-570100.
Recommended Action/Motion
I move to approve the waiver of the competitive bid process in lieu 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 Facility Door Replacements - Village Hall and Utility Sites based on Midwest Mechanical Group, Inc’s proposal 2025202601 dated February 28, 2025 for a total of $132,113.00 plus a $13,211.30 contingency for a total not-to-exceed contract price of $145,324.30;
AND
Authorize the Village Manager to execute all related contracts subject to Village Attorney review;
AND
Allow the Village Manager to approve change orders related to the contract within the authorized amount.