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R-1594 - 10/11/2016 - LIBRARY - Resolutions Supporting Documents ITEM 'I O.B. i) BOARD OF TRUSTEES MEETING VILLAGE OF SAMUEL E. DEAN BOARD ROOM VAK B R , I� , BUTLER GOVERNMENT CENTER � 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 630-368-5000 AGENDA ITEM Regular Board of Trustees Meeting of October 11, 2016 SUBJECT: Library Lighting Project and DCEO Grant FROM: Doug Patchin, Public Works Director Susan Madorin, Library Director �� BUDGET SOURCEBUDGET IMPACT: Program 421 Municipal Building Improvements $15,000, Friends of the Library$5,000, Library Grant $6,000, Library Donations $3,000, DCOE Grant $10,594.20. RECOMMENDED MOTION: I move that the Village Board waive competitive bidding and authorize staff to issue a contract to Twin Supplies, Oak Brook, Illinois, in the amount of$39,470.00. Background/Historv: The staff has applied for a grant from the Illinois Department of Commerce and Economic Opportunity (DCEO) for energy efficiency initiatives in the amount of $10,594.20. This reduces the overall cost of the project to $28,875.80. The attached estimate details the project components. The energy initiative covered by this grant is the replacement of fluorescent light fixtures with LED lighting for the study and stack areas of the library. While competitive bidding was not performed for this project, Twin Supplies of Oak Brook has installed these same fixtures in other parts of the library. Twin Supplies is a State of Illinois DCEO approved vendor and installer. They have assisted in the scoping of the project and grant application estimates. It is unlikely that competitive bidding would produce a competent contractor at a lower cost. In addition the Friends have committed funds through the end of 2016 only. Recommendation: Staff recommends that the Village Board waive competitive bidding and authorize staff to issue a contract to Twin Supplies of Oak Brook, Illinois in the amount of$39,470.00 BOT AGENDA Page 1 �G for the purchase of high efficiency library lighting and authorize execution of a grant agreement with DCEO for$10,594.20. BOT AGENDA Page 2 TWIN SUPPLIES, LTD. Estimate High EtjF`ictency Lighting �ate Estimate# htty://tevinsu�lies.net I010 JO�IE BLVD,Suite 124 OAK AROOK,IL 60523 ��Z��2p 16 565-23-763B PHONE: (630)390-5138 FAX: (630)337-1045 EMAII,:Innfo�,n>twiaseWplies.net Ship To VILLAGE OF OAK BROOK Village of Oak Brook Library 1200 OAK BROOK RD. 600 Oak Brook Road OAK BROOK IL,60�23. Oal:Brook,IL 60523 Customer Contact Customer Phone Rep Project DARREN MARTENS 630-368-5284 C&TS Item Description Qty Rate Total METALUX-ENCOLJNTER 2X4 3500 METALUX ENCOUNTER- 94 262.00 24,628.00 24EN-LD2-54-LJNV-L835-CD1-U. 2 X 4 RECESSED LED FIXTURE 43 WATTS;5400 LUMENS; WAVESTREAM TECI-II�10LOGY;3500K MISC-See Description PLENUM BOXES 40 4.00 160.00 MISG See Description PLENiJM WHIPS 91 12.00 1,092.00 MISC-See Description PLENUM COVERS 40 2.00 80.00 MISC-See Description 1/2 INCH PIPE EMT(300 FT) 1 100.00 ]00.00 MISG See Description COMPRESSION CUFFLINKS(1/2 INCH)(50 PER 2 20.00 40.00 BOX) MISG See Description COMPRESSION CONNECTORS(1/2 INCH)(50 PER 2 20.00 40.00 BOX) MISG See Description 12 GAUGE WIRE-500 FOOT SPOOL-GRAY 1 50.00 50.00 MISC-See Description 12 GAUGE WIRE-500 FOOT SPOOL-BLUE 1 50.00 50.00 MISC-See Description PLENUM RATED KO FILLERS 40 2.00 80.00 MISG See Description STRAPS+OTHER MATERIAL AS NEEDED 1 200.00 200.00 LABOR LABOR-(1 YEAR LABOR WARRANTY) 12,950.00 12,950.00 Subtotal Sales Tax (0.0%) � � Check out some of our projects on our blog: http://twinsupplies.net/blog/ Total Page 1 TWIN SUPPLIES, LTD. Estimate High Ej�'"iciency L�ght�ng �ate Estimate# http://twinsup�lies.net 1010 JORIE BLVD,Stiite l24 OAK BROOK,IL 60523 ��2��2016 565-23-763B PHONE: (630)S90-S138 FAX: (630)537-1045 EMAII.:�fo@twinsu}��►lies.net Ship To VILLAGE OF OAK BROOK Village of Oak Brook Library 1200 OAK BROOK RD. 600 Oak Brook Road OAK BROOK IL,60�23 Oal:Brook,IL 60523 Customer Contact Customer Phone Rep Project DARREN MARTENS 630-368-5284 C&TS Item Description Qty Rate Total DCEO-INCENTIVE DCEO-INCENTIVE BASED UPON APPROVAL.... 0.00 0.00 When the incentive check is received,the full amount of the check will be due to Twin Supplies the next day. ($10,594.20) Thank you for your business! Subtotal $39,470.00 Sales Tax (0.0%) $o.00 � � Check out some of our projects on our blog: http://twinsupplies.net/blog/ Total $39,470.00 Page 2 TII�1�S��IES,LT�. c��;��g s��. ��s�s-a�sa � E-ma�l: c�ris��j c�comcas#.nEt Pa b�ck�1 This Analysis is for: C��C��7►!�L �� 'I ��I �II��II�I I''!i� I Total"Before" &"After° Consumption (watts): ��,� �� ..��s� burn hours Annual Burn Hours/1,000: ` 4,(�8$ 4.088 4.088 Annual Consumption (KW): 88,705.51 14,941.64 Cost of Energy per KWH: �$t3,10t� : 0.100 0.100 Annual Energy Cost(Before&After Retrofit) > > > > > > > > > $8,870.55 $1,494.16 �� : Energy savings(Before-After Energy Cost): $7,376.39 Maintenance savings (number of fixtures): ' �� ` Maintenance savings (cost/fi�ure): $2a,t�i} $2,225.00 Total Annual Savings After Retrofit> > > > > > > > > > > > > > > ** �� .. ., .�: Total Annual Savings After Retrofit: °��u��w�l�� I»� Cost of Retrofit: �. �;��a�� Cost Reduction from Rebate: ' "� ` Net Cost of Retrofit> > > > > > > > > > > > > > > $28,986.60 Payback(In Years): ��,.��a� � ��.��years Payback(In Months): ��`�� . _��' months Return On Investment: � � �_= w. Total 5 Year Savings (energy+ maint): 'f;� Total 10 Year Savings (energy+ maint): *"Additional Energy Savings is achieved in air conditioned buildings due to the lower heat output of energy efficient lighting. 3 Lighting Payback Analysis RESOLUTION 2016-LY-CNTRCT-R-1594 A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING AND AUTHORIZING THE ISSUANCE OF A CONTRACT TO TWIN SUPPLIES, INC., RELATED TO HIGH-EFFICIENCY LIGHTING WHEREAS, the Village of Oak Brook ("�llage'� has applied for a grant from the Illinois Department of Commerce and Economic Opportunity ("DCEO'�for energy efficiency initiatives to replace fluorescent light fixtures in the Oak Brook Public Library("Library"), located at 600 Oak Brook Road, Oak Brook, Illinois, with high-efficiency lighting ("Project'�; and WHEREAS, Twin Supplies, Inc. ("Twin Supplies'� assisted the Village in preparing the Grant application and the Project's scope of work; and WHEREAS, Twin Supplies is a State of Illinois DCEO approved vendor and installer, and has installed the same light fixtures in other parts of the Library; and WHEREAS, Friends of the Library have committed to donate $5,000.00, but through the end of 2016 only; and WHEREAS, the Director recommends that the Village waive competitive bidding and issue a contract to Twin Supplies for the Project in an amount not to exceed $39,470.00("Contract'�; and WHEREAS, the President and Board of Trustees, being fully advised in the premises, have determined that it is in the best interests of the Village and its residents to waive competitive bidding and issue the Contract; NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows: Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part of,this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook. Section 2: Waiver of Competitive Biddinq Requirements. The advertising and bidding requirements for contracting for the Project shall be, and they are hereby, waived in accordance with Section 1-7-4 of the Village Municipal Code. Section 3: Approval of Contract. The President and Board of Trustees hereby approve the Contract with Twin Supplies per the signed Review of Contract form. Section 4: Authorization and Execution of Contract. The Village President and Village Clerk shall be, and hereby are, authorized to execute the Contract between the Village and Twin Supplies after receipt of the final Agreement fully executed by Twin Supplies. Section 5: Effective Date. This Resolution shall be in full force and effect from and after its passage by two-thirds of the Trustees and its approval in the manner provided by law. [SIGNATURE PAGE FOLLOWS] Resolution 2016-LY-CNTRCT-R-1594 Waiver of Competitive Bidding re:High-Efficiency Lighting Page 2 of 2 APPROVED THIS 11th day of October, 2016 Gopal G. Lalmalani Village President PASSED THIS 11th day of October, 2016. Ayes: Nays: Absent: ATTEST: Charlotte K. Pruss Village Clerk v r REVIEW OP CONTRAC'i'S . Award AgencY: T e of Contract: ' . �I?`�Y'� ' – �; Proyram/Account Number: . , ' v� Budgeted Anwunt: -� � Awa Contract Pric ' � � — - ,?0 � �3� �. � p unaer$zo,000 p $soo,00�. -��,o�,000 , $20,000-$SQ0,0� ❑ Over$1,000,000. � �d►,bl t�� L�1or°�' L'i � . • ��. �ro� , -��,.U,,� �c�o-a(�. �ro � ; , oa��: q �t4 !L i Name: ; D�te:� 3p �G N�ne: � ( ` Dt�te: ��,,�j ��(e . ' Name: • � � . Date: �? 3� (G � ; Name: • � . I � ' e 3 Ori inals signed by other party �Date/Initiais�.— j � Cj Thre ( ) 9 � [] Origtnal provided to staff member for other party Date/InlHats 1 [] Original provided to Offlcial Files Dafi%InFtials � , vNla�e of Osk Brook I ApProved bY Bo�rd o#TFUStees- D�teJlr�ab: I i _ . � � � � j �