R-1601 - 12/13/2016 - BOARD OF TRUSTEES - Resolutions Supporting Documents
BOARD OF TRUSTEES MEETING
SAMUEL E. DEAN BOARD ROOM
BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
December 13, 2016
SUBJECT: Award of Contract – Fire Station 94 Humidifier Installation Project
FROM: Rania Serences, Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: $60,000 from Municipal Building -
Structural Improvements (421-90400)
RECOMMENDED MOTION: I move that the Village Board award a contract to
the lowest responsive and responsible bidder, Oak Brook Mechanical Services, Inc.,
Elmhurst, Illinois, for the Fire Station 94 Humidifier Installation Project in the amount of
$25,800.00. Additionally, I move that the Village Board approves Resolution R-1601
Background/History:
A solicitation for bids for the Fire Station 94 Humidifier Installation Project was posted
on Village website and sent to nine (9) companies on Thursday, November 10, 2016.
Five (5) companies attended the mandatory pre-bid meeting on Wednesday, November
16, 2016. Five (5) sealed bids were received and opened on Monday, November 28,
2016 (see attached bid tabulation). The first and second apparent low bidders did not
include temperature controls work in their bids, as indicated in the bid package
specifications, and were deemed unresponsive. Kluber Architects and Engineers (our
consulting engineer) recommends that we award the contract to the lowest responsive and
responsible bidder, Oak Brook Mechanical Services, Inc. (see attached letter).
References were reviewed and staff is satisfied. Also, Oak Brook Mechanical Services,
Inc. completed many jobs for the Village satisfactorily.
After the completion of the Fire Station 94 addition in 2000, it was realized that a
humidification/dehumidification system was not part of the original HVAC plan. This
resulted in the air in the bunk room being too dry in the winter and too damp in the
BOT AGENDA121316 Page 1 RG
summer. The installation of the system-wide humidifier will equally control the entire
living quarters and will eliminate the need for individual portable units.
The work is expected to begin in January, 2017 and to be completed in March, 2017.
Recommendation:
I move that the Village Board award a contract to the lowest responsive and responsible
bidder, Oak Brook Mechanical Services, Inc., Elmhurst, Illinois, for the Fire Station 94
Humidifier Installation Project in the amount of $25,800.00. Additionally, I move that
the Village Board approves Resolution R-1601.
BOT AGENDA121316 Page 2
RESOLUTION 2016-FD-PG-R-1601
A RESOLUTION APPROVING THE PURCHASE AND INSTALLATION
OF A HUMIDIFICATION/DEHUMIDIFICATION SYSTEM AT FIRE STATION 94
WHEREAS, after the completion of the Fire Station 94 addition in 2000, it was realized that a
humidification/dehumidification system was not part of the original HVAC plan; and
WHEREAS, the Village desires to purchase and install a humidification/dehumidification system
(“System”) at Fire Station 94 to more efficiently control the entire living quarters and eliminate the need
for individual portable units; and
WHEREAS, on November 10, 2016, the Village requested bids to provide and install the System;
and
WHEREAS, the Village received five (5) bids to provide and install the System; and
WHEREAS, Oak Brook Mechanical Services, Inc., Elmhurst, Illinois ("OBMS") was the lowest
responsive and responsible bidder; and
WHEREAS, the Village 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 authorize the purchase
and installation of the System from OBMS in the amount of $25,800.00; and
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: Authorization of Purchase and Installation of a Humidification/Dehumidification
System. The President and Board of Trustees hereby approve the purchase and installation of the
System from OBMS in the amount of $25,800.00.
Section 3: Execution of Required Documentation. The Village Manager is hereby authorized
to execute on behalf of the Village all documents necessary to complete the purchase and installation
pursuant to Section 2 of this Resolution.
Section 4: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2016-FD-PG-R-1385
Approving the Purchase and Installation
of Humidification/Dehumidification System
Page 2 of 3
APPROVED THIS 13th day of December, 2016
Gopal G. Lalmalani
Village President
PASSED THIS 13th day of December, 2016
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2016-FD-PG-R-1385
Approving the Purchase and Installation
of Humidification/Dehumidification System
Page 3 of 3
EXHIBIT A
#31457412_v1
www.kluberinc.com
Batavia Office
10 South Shumway Avenue
Batavia, Illinois 60510
630.406.1213
Gurnee Office
4212 Old Grand Avenue, Suite 101
Gurnee, Illinois 60031
847.336.3428
November 29, 2016
Doug Patchin
Public Works/Engineering Director
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, IL 60523
RE: Bid Results
Butler Government Center Fire Station Humidifier
Kluber Project No. 16-172-1077
Dear Mr. Patchin,
On November 28, 2016 bids were publicly opened and read aloud for the above referenced project. Five contractors
chose to submit bids for the project. The low base bid was submitted by Controlled Environmental Systems, Inc. from
Orland Park, Illinois in the amount of $15,560.00. The second lowest base bid was submitted by C. Acitelli Heating
and Piping Contractors, Inc. from Villa Park, Illinois in the amount of $25,300.00. The third low bid was submitted by
Oak Brook Mechanical Services, Inc. from Elmhurst, Illinois in the amount of $25,800.00.
We conducted a Contractor Bid Scope Review with Controlled Environmental Systems, Inc. and found that they did
not include all scope of the Project in their bid. They have requested that their bid be withdrawn. C. Acitelli was
contacted for a scope review on November 29, 2016 and they also did not include all scope of the Project in their bid.
They have requested that their bid be withdrawn. Oak Brook Mechanical Services was contacted for a scope review
on November 29, 2016. We believe Oak Brook Mechanical’s bid to be responsive and complete.
Therefore, the Board may wish to award a Contract to Oak Brook Mechanical Services, Inc. in the amount of
$25,800.00, as their submitted bid was the lowest, qualified and responsive bid.
The information contained herein and in the attached bid tabulation is provided to you for reference and use in your
decision to award the Contract. Thank you for the opportunity to be of service to the Village of Oak Brook and we look
forward to the successful completion of this project with you.
Sincerely,
Donald Ware Jr., P.E.
Vice President
Kluber Architects + Engineers
Attachments: Bid Tabulation
Cc: Rania Serences, Senior Purchasing Agent
BID TABULATION
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