R-1908 - 10/27/2020 - AGREEMENTS - Resolutions ITEM 6.C.2
BOARD OF TRUSTEES MEETING
SAMUEL E. DEAN BOARD ROOM
VILLAGE OF BUTLER GOVERNMENT CENTER
OAK B R- , K 1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
October 27, 2020
SUBJECT: Internet Services Agreement—Everstream Solutions, LLC
FROM: Jim Fox, Information Technology Director
BUDGET SOURCE/BUDGET IMPACT: Information Technology 151-72550
RECOMMENDED MOTION: I move that the Village Board waive the formal bidding
process since Village staff has obtained competitive price quotes from three sources and
approve Resolution 2020-AG-FOC-R-1908 authorizing an Agreement for Internet Service
to the Butler Government Center by and between the Village of Oak Brook and Everstream
Solutions,LLC.
Background/History:
In December 2015,the Village entered into a 5-year agreement with Comcast Corporation for internet
service to the Oak Brook Public Library to support Village operations and to provide for a secondary
internet service connection for Village operations that is separate from the connection at the Butler
Government Center. The current agreement with Comcast is expiring on February 22, 2021 and
provides for a 100Mbps symmetrical connection with a monthly cost of$1,200. At the time of the
2015 agreement,Comcast was the only internet services provider offering fiber optic based services in
the area.
Village staff has researched and found that there are now three internet service companies that provide
fiber optic based internet services in the area of the Butler Government Center. Currently, if the
Comcast internet service fails within the Village, all Village operations that rely on internet services
are affected. Strategically,having a secondary internet connection service with another internet service
provider is ideal. After a review of competitive prices, staff is recommending the Village install a new
200Mbps symmetrical fiber optic based internet service connection with Everstream Solutions, LLC.
For 60-months at a monthly rate of$800.
This option offers the greatest value by replacing the current secondary connection with Comcast
with a new internet service provider that is offering additional bandwidth with a 200 Mbps
symmetrical dedicated fiber optic connection. The new proposed agreement with Everstream will
provide greater internet bandwidth from the current Comcast connection at a lower cost and increases
the available bandwidth. If approved,the new Everstream Agreement will save the Village $26,000
over the term of the agreement. In addition,the new agreement has the flexibility of adding
additional bandwidth in the future if the need arises.
RG
Recommendation:
That the Village Board waive the formal bidding process since Village staff has obtained competitive
price quotes from three sources and approve Resolution 2020-AG-FOC-R-1908 authorizing an
Agreement for Internet Service to the Butler Government Center by and between the Village of Oak
Brook and Everstream Solutions, LLC.
THE VILLAGE OF OAK BROOK
COOK AND DUPAGE COUNTIES, ILLINOIS
RESOLUTION
NUMBER 2020-AG-FOC-R-1908
A RESOLUTION
AUTHORIZING AND APPROVING
AN AGREEMENT BY AND BETWEEN
THE VILLAGE OF OAK BROOK AND
EVERSTREAM SOLUTIONS, LLC
GOPAL G. LALMALANI, Village President
CHARLOTTE K. PRUSS, Village Clerk
JOHN BAAR
PHILIP CUEVAS
MICHAEL MANZO
MOIN SAIYED
EDWARD TIESENGA
ASIF YUSUF
Village Board
Published in pamphlet form by authority of the
President and the Board of Trustees of the Village of Oak Brook
on this the 27th day of October, 2020
RESOLUTION 2020-AG-FOC-R-1908
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING
AND AUTHORIZING AN INTERNET SERVICES AGREEMENT WITH
EVERSTREAM SOLUTIONS,LLC
WHEREAS,in November of 2015,the Village entered into a five-year agreement with Comcast
Cable Communications Management,Inc.("Comcast'l for internet service("Current Agreement');and
WHEREAS, pursuant to the Current Agreement, Comcast provides the Village a secondary
100Mbps internet connection for Internet Service at the Oak Brook Public Library for$1,200.00 each month
with the current agreement expiring on February 22,2021;and
WHEREAS,additional competitively priced fiber optic based internet services are now available at
the Butler Government Center,the Village can now increase its secondary internet connection to 200Mbps
for$800 a month,thereby saving the Village money and obtaining faster internet service("Improved
Internet Service');and
WHEREAS,it would not be practical for the Village to go out to bid at this time for the Improved
Internet Service because there are very few providers that provide fiber optic based Internet Service in the
area;and the Village staff has received 3 proposals for Internet Services;and
WHEREAS,the Village staff has recommended that the Village Board waive competitive bidding
for the Improved Internet Service and enter into an agreement with Everstream Solutions,LLC to provide
the Improved Internet Service;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 for the
Improved Internet Services and to approve the purchase of the Improved Internet Services from Comcast
pursuant to the agreement attached to this Resolution as Exhibit A('Agreement'j;
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 for the Services. The advertising
and bidding requirements for the purchase of the Improved Internet Services is hereby waived in
accordance with Section 1-7-4 of the Village Code.
Section 3: Approval of Agreement. The President and Board of Trustees hereby approve the
purchase of the Improved Internet Service and the Agreement with Comcast in substantially the same form
as attached as Exhibit A,and in a final form approved by the Village Attorney.
Section 4: Execution of the Agreement. The Village Manager and the Village Clerk shall be,
and are hereby,authorized to execute and attest,on behalf of the Village the Agreement between the
Village and Current after receipt of the final Agreement fully executed by Comcast.
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 2020-AG-FOC-R-1908
Approving an Agreement with Everstream Solutions,LLC for Internet Services
Page 2 of 3
APPROVED THIS 27th day of October,2020 �—
L� -
Gopal G.Lalmalani
Village President
PASSED THIS 27th day of October,2020
Ayes: Trustees Bear,Cuevas,Manzo,Saiyed,Tiesenga,Yusuf
Nays: None
Absent: None
ATTEST:
G�0 F Oqk
�P Bq Charlotte K.Pruss
' Village Clerk
`G h
you :r •``
Resolution 2020-AG-FOC-R-1908
Approving an Agreement with Everstream Solutions,LLC for Internet Services
Page 3 of 3
EXHIBIT A
Cv?f:���1..e'-•
REVIEW OF CONTRACTS
Awarding Agency: Type of Contract:
Everstream Solutions.LLC 60 Month Agreement
Department: Program/Account Number:
Information Technology 151-72550
Awarded Contract Price: Budgeted Amount:
548,000 $9,600 Annually
CONTRACT AMOUNT
E] Under$20,000 ® $500,001 - $1,000,000
✓® $20,000- $500,000 ® Over$1,000,000
NOTES
A 60-Month Agreement to provide a secondary Internet Services connection to the Butler
Government Center to support the Village's computer network operations
DEPARTME T DIROR SIGNATURE
Name: �� Date:
INITIAL R IEWING ATT�IGNATURE
Name: Date: 'D 2�. 2a2o
APPROVE Y VILLAGE MANAGER
Name: Date: �� a1_�
FINAL REVIEW AS FORM ATTORNEY SIGNATURE
Name: Date: W,1Z I -20?0
F-] Three (3) Originals signed by other party Date/Initials
0 Original provided to staff member for other party Date/Initials
0 Original provided to Official Files Date/Initials_