R-1649 - 07/11/2017 - PUBLIC WORKS - Resolutions Supporting Documents ITEM 9.A.4)
BOARD OF TRUSTEES MEETING
VILLAGE OF SAMUEL E. DEAN BOARD ROOM
OAK BR K BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
July 11, 2017
SUBJECT: Award of Contract—Trane Maintenance Agreement
FROM: Doug Patchin, Public Works Director
r�
BUDGET SOURCE/BUDGET IMPACT: $28,850 is budgeted in# 321 for 2017
RECOMMENDED MOTION:
I move that the Village Board waive further bidding since US Communities already
conducted the bid process and award a 5-year agreement to Trane U.S. Inc.,
Willowbrook, Illinois, for the Butler Government Center HVAC Equipment and BAS
Controls Maintenance in the amount of$150,125 ($28,850 for Year 1, $29,424 for Year
2, $30,013 for Year 3, $30,613 for Year 4, and $31,225 for Year 5), and approve
Resolution R-1649.
Background/History:
In 2015 the Village Board approved upgrading the HVAC units in the west wing of the
BGC. The upgrades were, converting the units from electric pre heat to gas heat, and to
upgrade the operational controls for all HVAC units at the BGC, converting them from
pneumatic controls to a Computerized Building Automation System.
This agreement is for the maintenance and repairs of the HVAC units and the Building
Automation System at the BGC.
Recommendation:
The Village Board waive further bidding since US Communities already conducted the
bid process and award a 5-year agreement to Trane U.S. Inc., Willowbrook, Illinois, for
the Butler Government Center HVAC Equipment and BAS Controls Maintenance in the
amount of $150,125 ($28,850 for Year 1, $29,424 for Year 2, $30,013 for Year 3,
$30,613 for Year 4, and $31,225 for Year 5), and approve Resolution R-1649.
BOT AGENDA Page 1
RG
RESOLUTION 2017-BGC-HVAC-R-1649
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING
AND AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH TRANE U.S. INC.
IN RELATION TO THE MAINTENANCE OF THE HVAC UNITS
AT THE BUTLER GOVERNMENT CENTER
WHEREAS, in 2015 the Village Board approved upgrading the HVAC units that serve the west
wing of the Butler Government Center (collectively, "HVAC Units") which resulted in converting the
operational controls from pneumatic controls to a computerized Building Automation System ("BAS'S;
and
WHEREAS, it is desired to have an agreement in place for maintenance and/or repair
("Services")of the HVAC Units and BAS; and
WHEREAS, US Communities previously conducted a bid process for Services; and
WHEREAS, the Village staff has recommended that the Village waive competitive bidding and
approve a five-year agreement with Trane U.S. Inc. ("Trane")for services; 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 agreement for services with Trane.
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 Services of the HVAC Units and BAS are hereby waived in accordance with Section 1-
7-4 of the Village Code.
Section 3: Authorization of Agreement for Services of the HVAC Units and BAS. The
President and Board of Trustees hereby approve the five-year agreement for Services of the HVAC Units
and BAS in an amount not to exceed $150,125 over the five-year period.
Section 4: Approval of Agreement. The President and Board of Trustees hereby approve
the agreement with Trane in substantially the same form as attached as Exhibit A("Agreement"), and in
a final form approved by the Village Attorney.
Section 5: Execution of the Agreement. The Village President and Village Clerk shall be,
and hereby are, authorized to execute the Agreement between the Village and Trane after receipt of the
final Agreement fully executed by Trane.
Section 6: 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 2017-BGC-HVAC-R-1649
Approving the Agreement for Services of
HVAC Units and Building Automation System
Page 2 of 2
APPROVED THIS 111h day of July, 2017.
Gopal G. Lalmalani
Village President
PASSED THIS 11'h day of July, 2017.
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2017-BGC-HVAC-R-1649
Approving the Agreement for Services of
HVAC Units and Building Automation System
Page 3 of 2
EXHIBIT A
AR REVIEW OF CONTRACTS
Award/(n Agency: T �Contract:
Depa a t: Program/Account Number:
Awarded Contract Price: B dgeted Amount:
Oil 91c-� 0.6 0191
Q Under $20,000 Q $500,001 - $1,000,000
$20,000 - $500,000 0 Over $1,000,000
i
end
16 AS
Name: Date:
61131;W7
Name: Date: !S'
Name: Date:
Name: tr` Date: rS r--7 4
Q Three (3) Originals signed by other party Date/Initials
Q Original provided to staff member for other party Date/Initials
(� Original provided to Official Files Date/Initials
Village of Oak Brook I Approved by Board of Trustees• Date/Initials: