CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Bid 21-132, Heating, Ventilation, Air Conditioning and Dehumidification (HVAC-D) Services, to Beery Heating and Cooling Inc. for an amount not to exceed $181,520, and for a one-year term
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works - Public Buildings Operations Division (DPW-PBO), the Water Utilities, and Springbrook Water Reclamation Center Operations Division (DPU-W) require the services of a licensed heating, ventilation, air conditioning and dehumidification (HVAC-D) contractor to perform services on an as-needed basis for work that is either beyond the scope of in-house staff and/or to augment and improve the efforts of in-house staff. The licensed HVAC-D contractors provide services consisting of maintenance, repair and replacement of the HVAC and dehumidification systems, and associated equipment located at more than 50 City facilities maintained by DPW-PBO, seven secured facilities maintained by the Water Utilities, and nine secured facilities maintained at the Springbrook Water Reclamation Center.
In March 2021, PBO-DPW and DPU-W issued Bid 21-132 seeking vendors to provide HVAC-D services. The goal of the bid is to partner with one or more contractors to provide the full range of services outlined above. The contract includes all labor, tools, materials and equipment required to complete the related services.
DISCUSSION:
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Advertisement Date: |
03/02/21 |
Notices Sent: |
35 |
|
Opening Date: |
03/19/21 |
Planholders: |
16 |
|
|
|
Proposals Received: |
07 |
Bids were received from the following vendors:
|
Vendor Name |
Group A - DPW Facilities |
Group B - Water Facilities |
|
Beery Heating and Cooling |
$46,910 |
$38,410 |
|
The Stone Group |
$48,960 |
$42,280 |
|
Anchor Mechanical |
$52,839.80 |
$45,393.70 |
|
Hayes Mechanical |
$53,091.30 |
$45,631 |
|
Artlip and Sons |
$54,485 |
$55,150 |
|
Monaco Mechanical Service Inc. |
$56,200 |
$55,440 |
|
Midwest Mechanical |
$64,500 |
$63,000 |
The total cost for Group A and Group B is comprised of hourly rates and material mark-up multiplied by estimated hours and spend respectively. Beery Heating and Cooling was the lowest responsive and responsible bidder for both groups. Staff feels confident in awarding both Group A and Group B to Beery Heating and Cooling.
In addition to the total maintenance and repair costs estimated within the bid document, DPW-PBO has identified the following projects to be completed as part of CIP MB209, Roof Top Unit Ventilation System Replacement. MB209 was established in 2017 to replace aging and failing R-22 roof top air conditioning units with environmentally friendly, energy efficient 410A units at City facilities. The estimated costs associated with the projects are listed below and included within the total award request.
1. Replacement of the cooling system at the Community Concert Center ($30,000)
2. Replacement of the air conditioning units at the Ogden, Chicago and Royce Substations ($12,200)
3. Installation of an air conditioning system in the Meter Room ($4,000)
4. Replacement of the boiler at DPU-E ($50,000)
The term of this contract is one year from date of award to April 30, 2022 with three, one- year options to extend.
FISCAL IMPACT:
CIP #: MB209
General heating ventilation, air conditioning and dehumidification services are expensed to the building and grounds maintenance and building improvements accounts below. A total of $300,000 is budgeted for general building maintenance services in 2021, including HVAC maintenance and repairs. Replacement of roof top units and ventilation systems are budgeted to the infrastructure accounts listed below as part of the capital improvement program. This work is related to MB209, Roof Top Unit and Ventilation System Replacement, for which a total of $150,000 is budgeted in 2021. Overall, $450,000 is available for HVAC work in 2021. The requested award of $181,520 is within the budgeted amount for this expense.
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Account Number |
Fund Description |
Total Budget Amount |
|
31341100-531302 |
General Fund |
$631,100 |
|
31342200-551500 |
Capital Projects Fund |
$398,800 |
|
31341300-551500 |
Electric Utility Fund |
$179,200 |
|
41251510-531302 |
Water Utilities Fund |
$150,000 |
|
41251530-531302 |
Water Utilities Fund |
$85,000 |