R-1947 - 05/25/2021 - PUBLIC WORKS - Resolutions ITEM 6.C.5
BOARD OF TRUSTEES MEETING
VILLAGE 01 UPPER LEVEL CONFERENCE ROOM
OA K B R_ , K BUTLER GOVERNMENT CENTER
zo
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
May 25, 2021
SUBJECT: Award of Contract—Butler Government Center HVAC System Condenser
Coil Replacement Project
FROM: Doug Patchin, Director of Public Works
BUDGET SOURCE/BUDGET IMPACT: $22,700.00 from Maintenance of Buildings
account(321-72200).
RECOMMENDED MOTION: I move that the Village Board waive the formal
bidding process since staff obtained quotes and award a contract for the Butler
Government Center HVAC System Condenser Coil Replacement Project in the
amount of $22,700.00 to Dahme Mechanical Industries Inc., Arlington Heights,
Illinois, and approve Resolution# R-1947.
Backsround/History:
HVAC unit AC-5,the unit that supplies air conditioning to the Administrative and Finance
areas of the Butler Government Center, is in need of immediate repairs. The condensing
coil has been problematic over the past few years and staff is concerned that complete
failure this summer season will occur. Due to the importance of this repair, the time of
year, and the five-week lead-time for the coil,replacement needs to occur prior to the later
hot summer months.
Staff has requested pricing from four companies. Of the four, three conducted site visits,
and two provided pricing, Dahme Mechanical Industries, Inc. (Dahme ($22,700.00), and
Atomatic Mechanical Services($33,715.00). Dahme Mechanical Industries,Inc. submitted
the lowest responsive quote, and is one of the Village's two contractual HVAC companies.
Dahme Mechanical Industries, Inc. is familiar with this system and staff feels that
introducing a new HVAC contactor has the potential of creating operational continuity
issues; creating questions on responsibility should the system require future repairs, and
voiding of warranties, etc.
BOT AGENDA Page 1
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Recommendation:
That the Village Board waive the formal bidding process since staff obtained quotes and
award a contract for the Butler Government Center HVAC System Condenser Coil
Replacement Project in the amount of$22,700.00 to Dahme Mechanical Industries Inc.,
Arlington Heights, Illinois, and approve Resolution#R-1947.
BOT AGENDA Page 2
THE VILLAGE OF OAK BROOK
COOK AND DUPAGE COUNTIES, ILLINOIS
RESOLUTION
NUMBER 2021-AG-PW-BGCHVAC-R-1 947
A RESOLUTION
APPROVING AND AUTHORIZING
THE EXECUTION OF AN AGREEMENT
BY AND BETWEEN
THE VILLAGE OF OAK BROOK AND
DAHME MECHANICAL INDUSTRIES, INC.
GOPAL G. LALMALANI, Village President
CHARLOTTE K. PRUSS, Village Clerk
LARRY HERMAN
MICHAEL MANZO
JAMES NAGLE
A. SURESH REDDY
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 25th day of May, 2021
RESOLUTION NO.2021-AG-PWOBGCHVAC-R-1947
A RESOLUTION
APPROVING AND AUTHORIZING
THE EXECUTION OF AN AGREEMENT
BY AND BETWEEN
THE VILLAGE OF OAK BROOK AND
DAHME MECHANICAL INDUSTRIES,INC.
WHEREAS,the Village of Oak Brook is a municipal corporation with authority provided for
and granted pursuant to the Illinois Municipal Code to exercise certain powers and perform certain
functions pertaining to its local government and affairs;
WHEREAS,the Village of Oak Brook(hereinafter referred to as"Village")upon approval
of the corporate authorities may enter into an Agreement with another party pursuant to Illinois
Statute;
WHEREAS,Dahme Mechanical Industries,Inc.(hereinafter referred to as"Company")is
an HVAC company that provides the installation and maintenance of heating and air conditioning
units for its respective clientele;
WHEREAS, the Village has previously contracted with Company for certain services
relative to the Village's HVAC systems and has been pleased with the services performed by the
Company;
WHEREAS,the HVAC unit AC-5 that supplies air conditioning to the Administrative and
Finance areas of the Butler Government Center,is in need of immediate repairs;
WHEREAS, Village Staff has requested pricing from four companies, after review of
respective quotes and proposals Village Staff has determined that Dahme Mechanical Industries,
Inc.submitted the lowest responsive quote;and
WHEREAS,the Village of Oak Brook Corporate Authorities are of the opinion that it is in
the best interests of the Village of Oak Brook to enter into the attached agreement with the Dahme
Mechanical Industries,Inc.for the purposes referenced herein.
NOW,THEREFORE,BE IT RESOLVED by the Village President and Board of Trustees
of the Village of Oak Brook,DuPage and Cook Counties,Illinois as follows:
Section One—Recitals
The Corporate Authorities hereby find that all of the recitals hereinbefore stated as
contained in the preamble to this resolution are full,true and correct and do hereby,by reference,
incorporate and make them part of this resolution as legislative findings.
Section Two—Approval of Agreement
The Village hereby approves the Agreement substantially in the form attached hereto and
made a part hereof collectively as Exhibit A.
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Section Three—Authorization and Direction
The Village Manager is hereby authorized to execute, and the Village Clerk is hereby
authorized to attest the Agreement,substantially in the form of such agreement attached hereto
as Exhibit A,with such changes therein as shall be approved by the Village Attorney and the
officials of the Village executing the same,their execution thereof to constitute exclusive evidence
of their approval to any and all changes or revisions therein from and after the execution and
delivery of such Agreement.
Section Four-Other Actions Authorized
The officers,employees and/or agents of the Village shall take all actions necessary or
reasonably required to carry out and give effect to the intent of this resolution and otherwise to
consummate the transactions contemplated herein, and shall take all actions necessary in
conformity therewith including, without limitation, the execution and delivery of all documents
required to be delivered in connection with the transaction contemplated herein.
Section Five-Authorization of Expenditures
The Corporate Authorities hereby authorize and direct the expenditure of all costs related
to the execution of the Agreement,additionally,the Village is authorized and directed to allocate
and spend all necessary funds to fulfill the requirements of the Agreement and of this Resolution.
Section Six—Waiver of Bidding Process
To the extent that any requirement of bidding would be applicable to the transactions
contemplated hereunder,the same is hereby waived.
Section Seven-Acts of Village Officials
That all past,present and future acts and doings of the officials of the Village that are in
conformity with the purpose and intent of this resolution are hereby, in all respects, ratified,
approved,authorized and confirmed.
Section Eight—Effective Date
This resolution shall be in full force and effect from and after its passage, approval and
publication as provided by law.
Section Nine-Publication
This resolution shall be published in book or pamphlet form as provided by the Illinois
Municipal Code.
Section Ten—Conflict Clause
All resolutions,parts of resolutions or board actions in conflict herewith are hereby repealed
to the extent of such conflict.
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Section Eleven—Saving Clause
If any section,paragraph,clause or provision of this resolution is declared by a court of
law to be invalid or unconstitutional,the invalidity or unconstitutionality thereof shall not affect the
validity of any other provisions of this resolution,which are hereby declared to be separable.
Section Twelve—Recording
This resolution shall be entered into the minutes and upon the journals of the Board of
Trustees of the Village of Oak Brook.
PASSED THIS 25th day of May,2021.
Trustees Herman,Manzo,Nagle,Reddy,Tiesenga,Yusuf
Ayes:
Nays: None
Absent. None
APPROVED THIS 25th day of May,2021.
Gopal G.Lalmalani
Village President
ATTEST: r =
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Charlotte K.Pruss
Village Clerk
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eaIiNTY
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Exhibit A
Agreement
5
REVIEW OF CONTRACTS
Awarding Aeg (icy_ e(o�f Ctract:
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Departme Program/Account Number:
A ded ontracB d
Price: ; geted Amount:
41-0
Under$20,00.0 $500,001 - $1,000,000
[$20,000-$500,000 Over$1,000,000
Name:
Date:
Name: Date:
Name: Date:s
Name: Date:S/ J2-)
ED Three (3) Originals signed by other party Date/Initials_
[:3 Original provided to staff member for other party Date/Initials
F--j Original provided to Official Files Date/Initials
Wiage of Oak Brook I Approved by Board of Trustees- Oate/InMals: