R-1479 - 07/14/2015 - PUBLIC WORKS - Resolutions Supporting Documents ITEM IO.C.2)
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AGENDAITEM
Regular Board of Trustees Meeting
of
July 14,2015
SUBJECT: Backup Generator Replacement; Pump Site B
FROM: Mike Hullihan P.E., Village Engineer
BUDGET SOURCE/BUDGET IMPACT: $31,462 from program 351; Water Fund
RECOMMENDED MOTION: I move that the board waive competitive bidding and
award a contract for the Backup Generator Replacement; Pump Site B, by passing
Resolution 2015-PW-PG-R-1479, a Resolution Approving and Authorizing the Award and
Execution of a Contract Relating to the Backup Generator Replacement By and Between
the Village of Oak Brook and Charles Equipment Energy Systems,Des Plaines,IL.
Background/History: The operation of pumps and valves at the Village's Site B depends upon
electrical control systems. In case of loss of commercial power, a backup generator is
configured to activate and provide power to the control systems. Without this backup power, the
pumps and valves would have to be manually controlled during electrical blackouts.
Over the Winter of 2014/2015 Site B experience several power surges which required the backup
generator to be called upon. The generator was recently called upon during a major storm event
in June, the backup generator failed. As the unit is 30 years old, replacement parts are no longer
available. The proposed contract will replace the generator with one utilizing current
technology.
The backup generator is key to operation of the water system. We are currently renting a trailer
mounted generator to fulfill the function. Delay in procuring a new generator will result in an
extended period of rental time which would cost us$2,000 per month. Assuming a normal
acquisition cycle of three months and a 6-8 week lead time for ordering the equipment, this
would result in$10,000 in rental charges. Charles Equipment has agreed to discount the normal
rental rate to $1,000 per months under the condition that we purchase the replacement unit
through them. With expedited acquisition (i.e. bidding waived) we can expect to save $7,000-
04%,
$8,000 in temporary generator rental costs. This exceeds any possible economies resulting from
a competitive bid.
Recommendation: That the board waive competitive bidding and award a contract for the
Backup Generator Replacement; Pump Site B, by passing Resolution 2015-PW-PG-R-1479, a
Resolution Approving and Authorizing the Award and Execution of a Contract Relating to the
Backup Generator Replacement By and Between the Village of Oak Brook and Charles
Equipment Energy Systems, Des Plaines, IL.
RESOLUTION 2015-PW-PG-R-1479
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING
AND AUTHORIZING THE PURCHASE OF A BACKUP GENERATOR
WHEREAS, the Village owns and operates a pump site known as"Pump Site B"; and
WHEREAS, the Village relies on a backup power generator at Pump Site B to provide backup
power to the control systems of the pumps and valves("Power Generator'; and
WHEREAS, the Power Generator is more than 30 years old, recently failed, and replacement
parts are no longer available; and
WHEREAS, until the Village purchases a new power Generator for Pump Site B ("Replacement
Generator'j, the Village is renting a backup power generator from Charles Equipment Energy Systems of
Des Plaines, Illinois ("Charles's; and
WHEREAS, Village staff has recommended that the Village Board waive competitive bidding for
the purchase of the Replacement Generator and purchase the Replacement Generator from Charles
because the costs of continuing to rent the backup power generator during the competitive bidding
process will likely be greater than any savings the Village may gain by going through the competitive
bidding process; and
WHEREAS, the President and Board of Trustees, being fully advised in the premises, have
determined that it is in the best interests of the Village and its residents to so waive competitive bidding
and to approve the purchase of the Replacement Generator from Charles;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Waiver of Competitive Bidding_ Requirements. The advertising and bidding
requirements for the purchase of the Replacement Generator shall be, and they are hereby, waived in
accordance with Section 1-7-4 of the Village Code.
Section 3: Approval of Purchase of the Replacement Generator. The purchase of the
Replacement Generator from Charles for a cost not to exceed $31,462.00 shall be, and is hereby,
approved.
Section 4: Execution of Required Documentation. The President and the Village Clerk shall
be, and are hereby, authorized to execute and attest, on behalf of the Village all documents necessary to
complete the purchase pursuant to Section 3 of this Resolution.
Section 5: Effective Date. This Resolution shall be in full force and effect from and after its
passage by two-thirds of the Trustees and its approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2015-PW-PG-R-1479
Purchase of a Backup Generator
Page 2 of 2
APPROVED THIS 14th day of July, 2015.
Gopal G. Lalmalani
Village President
PASSED THIS 14th day of July, 2015.
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
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