Rye Brook awards HVAC, generator and catch-basin contracts; officials outline scope and maintenance plans

The Rye Brook Board of Trustees on May 13 awarded three competitive contracts for routine building and infrastructure maintenance: HVAC maintenance and repairs to High-tech Air Conditioning; generator maintenance and associated work to Gentek Limited; and catch-basin cleaning to Freddie Cook.

For HVAC maintenance the board accepted High-tech Air Conditioning’s bid as the lowest responsible bidder meeting contract requirements. The contract covers preventive maintenance across village-owned buildings and an hourly rate for on-call repairs and includes optional renewals extending up to five years. The board discussed preventive maintenance tasks such as quarterly inspections, filter changes and an on-call hourly labor rate for repairs.

Gentek Limited was selected for generator maintenance and associated services for an initial base bid amount reported at $50,001.50, with annual minor and major service visits included in the scope and a load-bank test procedure explained to the board. Trustees asked about generator ages; staff said units range from roughly 4 years old to about 25 years old, and that large units at pump stations and other facilities are commonly maintained and monitored with regular fuel and oil sampling.

For catch-basin cleaning Freddie Cook was recommended as the lowest responsible bidder with a summarized bid amount of $296,050 (contract structure and term described at the meeting). Staff explained the village inspects nearly 980 storm basins, plans to clean roughly half each year under a rotational schedule, and that spoils (the material removed) are regulated and must be manifested and disposed of at permitted facilities—an activity that increases overall contract costs.

All three awards included a contract clause allowing the village to terminate a contractor for cause, with written notice. Trustees asked about aging equipment—particularly at the firehouse and warehouse—and staff noted plans to budget for replacements when units reach typical commercial lifespans (20–25 years). Each resolution passed on unanimous voice or roll-call votes during the meeting.