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Village awards $69,145 HVAC services contract to Martin Peterson Company
Summary
The Village Board approved a three-year base contract with Martin Peterson Company for HVAC services covering village buildings — staff recommended the low bid of $69,145 and cited fast response times and prior experience; questions about total annual spending and tax-exempt parts pricing were not resolved at the meeting.
The Village of Pleasant Prairie Village Board voted to award a base HVAC services contract to Martin Peterson Company in the amount of $69,145, following staff’s recommendation after a competitive request for proposals.
A staff member presenting RFP 25-01 told the board the contract would cover HVAC maintenance and service at Village Hall, Fire and Rescue stations, the RecPlex (including IcePlex and Aqua Arena), the Roger Prang Municipal Building, public works storage, the police station, the Rock Beach Pavilion and village sewer and water facilities including lift stations, reservoirs and booster stations. The staff presenter said the village received four responses — IKM Building Solutions, Martin Peterson Company, Premistar and Southport — and recommended Martin Peterson as the best-qualified, responsible low bidder.
“Staff believes that based on the RFP submittals that Martin Peterson Corporation is the best qualified candidate at a responsible cost,” the staff member said. The presenter outlined key contract features the board reviewed: a three-year term with a village option to renew for one year, quarterly preventative maintenance for the RecPlex, separate invoicing by building, a 90-day written cancellation provision, one-year material-and-labor warranties offered by some proposers, discounted parts pricing for preferred customers and prioritized emergency response.
During board questions, a trustee asked how last year’s total spending compared with the proposed $69,145 base fee and how much the village typically spends beyond the fixed preventive-maintenance fee. The staff presenter said they did not have that total budget number available during the meeting. When asked whether the village is tax-exempt and whether the 10% parts markup would apply, the presenter said, “I can definitely contact Martin Peterson about that.” Those budget and tax-exemption details were not resolved at the meeting.
Another trustee praised the public bidding process and moved approval of the contract. The motion was seconded and the board voted in favor; the transcript records the motion carrying but does not include a formal roll-call tally in the text.
The board also authorized the village administrator to execute the contract and any reasonable amendments, additions or subtractions related to fees, expenses or additional work, as described in staff’s recommendation. Staff said it would follow up on outstanding budget and tax-exemption questions with the vendor.
The contract covers routine preventive maintenance and emergency response for the village’s portfolio of municipal facilities; staff said Martin Peterson’s prior work on the RecPlex geothermal system and the company’s service response times informed the recommendation.
