R-1816 - 07/09/2019 - CONTRACTS - Resolutions Supporting DocumentsBOARD 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
July 9 , 2019
SUBJECT: Award of Contract - Oak Brook Library BAS and Controls Upgrade Project
FROM: Doug Patchin, Director of Public Works
BUDGET SOURCE/BUDGET IMPACT: Municipal Building Improvements ($90,000 in
421-90400)
RECOMMENDED MOTION: I move that the Village Board waive the formal bidding process
and approve Resolution R-1816, authorizing the execution of a contract with Trane US Inc.,
Willowbrook, IL in an amount not to exceed $90,000 for the Oak Brook Library BAS and
Controls Upgrade Project.
Background/History:
In 2001 when the Library was constructed, the HVAC system was designed with a complex network of
ductwork that utilizes a multitude of controllers along with a building automation system (BAS). The
BAS chosen at the time of construction was considered state of the art and commonly used in library
HVAC systems. Over the years, the BAS, now Andover Continuum, has seen version changes to
accommodate the advances in technology while ductwork controllers remained the same.
Fast forward to today and the BAS has now reached its end and the developer/manufacturer will no
longer be supporting it beyond its current version. The vendor, Schneider Electric, that maintains the
BAS, is offering a completely redesigned BAS called ExoStruxure as a replacement. As far as the
controllers, these too have reached their useful life, are becoming problematic, and need to be replaced.
In addition to the proposal from Schneider Electric, Staff requested a proposal from Trane US Inc., the
vendor that maintains the BAS operating the entire Butler Government Center and Public Works. The
cost difference between the two proposals is $36,177. While the cost difference may seem somewhat
significant, Staff recommends the Village waive the bidding process and move forward with the BAS
and ductwork controllers offered by Trane US Inc. The justification is, but not limited to:
•Operational continuity of HVAC systems across Village facilities
•One less contract services agreement for Staff to maintain
ITEM 6.D.4
•One less system/process for IT Staff to be involved with
•More streamlined remote access process
•Staff is fully trained on using the Trane BAS and would need to learn the new ExoStruxure
BAS
•Better customer service satisfaction experienced with Trane than Schneider Electric
•Overall convenience for Staff to deal with one vendor for such a complex and critical system
•The local branch for Trane US Inc. is located in Willowbrook while Schneider Electric is
located in Homewood
Recommendation:
I move that the Village Board waive the formal bidding process and approve Resolution R-1816,
authorizing the execution of a contract with Trane US Inc., Willowbrook, IL in an amount not to
exceed $90,000 for the Oak Brook Library BAS and Controls Upgrade Project.
RESOLUTION 2019-LY-GAS-CNTRCT-R-1816
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING AND AUTHORIZING THE
VILLAGE TO ENTER INTO A CONTRACT WITH TRANE U.S. INC. FOR THE OAK BROOK
LIBRARY BUILDING AUTOMATION SYSTEM AND CONTROLS UPGRADE PROJECT
WHEREAS, the Village library’s HVAC system was installed in 2001 and the building automation
system (BAS) and associated controllers have reached the end of their useful life; and
WHEREAS, Public Works staff solicited proposals from two companies for the replacement of the
BAS and controllers and recommends a contract be entered into with Trane U.S. Inc. (“Trane”) for the
work; and
WHEREAS, Trane currently services the BAS and controller system at Butler Government Center
and Public Works and has provided superior customer service; and
WHEREAS, based on its experience with Trane, staff recommends the Village Board waive
competitive bidding pursuant to Section 1-7-4.A of the Village Code to provide operational continuity of
HVAC systems across Village facilities, allow for a more streamlined remote access process, and to
reduce staff training time and improved administrative efficiency; and
WHEREAS, based on the recommendation of Village staff, the information provided, and
following due consideration and review;
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. The Board of Trustees authorizes the adoption of
this Resolution without the need for competitive bidding.
Section 3: Approval of Agreement. The President and Board of Trustees hereby approve
the execution of a contract by and between the Village and Trane U.S. Inc. in a final form approved by the
Village Attorney.
Section 4: Authorization and Execution of the Agreement. The Village Manager and Village
Clerk shall be, and hereby are, authorized to execute the Agreement after receipt of the final Agreement
fully executed by Trane U.S. Inc.
Section 5: 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 2019-LY-GAS-CNTRCT-R-1816
Contract with Trane U.S. Inc. 2 of 2
APPROVED THIS 9th day of July, 2019
Gopal G. Lalmalani
Village President
PASSED THIS 9th day of July, 2019
Ayes: ___________________________________________________________
Nays: ___________________________________________________________
Absent: __________________________________________________________
ATTEST:
_____________________________________
Charlotte K. Pruss
Village Clerk
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