R-1907 - 10/27/2020 - AGREEMENTS - Resolutions ITEM 6.C.1
BOARD OF TRUSTEES MEETING
SAMUEL E. DEAN BOARD ROOM
VILLAGE OF BUTLER GOVERNMENT CENTER
OAK BR , 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 Renewal—Comcast
FROM: Jim Fox, Information Technology Director o
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-1907 authorizing an Agreement for Internet Service
to the Butler Government Center by and between the Village of Oak Brook and Comcast
Corporation.
Background/History:
In December 2015,the Village entered into a 5-year agreement with Comcast Corporation for internet
service to the Butler Government Center to support Village operations. The current agreement that
expires on December 11, 2020 provides for a 100Mbps symmetrical connection at a monthly cost of
$1,200. Recent changes in Comcast pricing plans will allow the Village to renew the current agreement
with a 36-month agreement that will increase the available bandwidth to a 500Mbps symmetrical
connection for$1,200 per month.
Village staff recognizes the need for additional bandwidth to support Village services in future years.
As"Cloud Computing"technologies advance, staff anticipates long-term cost savings opportunities
for the Village. In addition, internet based telephone service(IP Telephony) is also gaining wide
acceptance that will potentially offer further cost savings. Staff has received three pricing proposals
from communication companies providing fiber optic based internet services in the area of the Butler
Government Center. The option that offers the greatest value is to renew an agreement with Comcast
Business Services with a 36-month term and increase the bandwidth to a 500 Mbps symmetrical fiber
optic connection to the Butler Government Center. The propsed agreement with Comcast will
provide greater intemet bandwidth now with the flexibility of adding additional bandwidth in the
future if the need arises.
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-1907 authorizing an
Agreement for Internet Service to the Butler Government Center by and between the Village of Oak
Brook and Comcast Corporation. RG
THE VILLAGE OF OAK BROOK
COOK AND DUPAGE COUNTIES, ILLINOIS
RESOLUTION
NUMBER 2020-AG-FOC-R-1907
A RESOLUTION
AUTHORIZING AND APPROVING
AN AGREEMENT BY AND BETWEEN
THE VILLAGE OF OAK BROOK AND
COMCAST CORPORATION
GOPAL G. LALMALANI, Village President
CHARLOTTE K. PRUSS, Village Clerk
JOHN BAAR
PHILIP CUEVAS
MICHAEL MANZO
MOIN SAWED
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-1907
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING
AND AUTHORIZING AN INTERNET SERVICES AGREEMENT WITH
COMCAST CABLE COMMUNICATIONS MANAGEMENT INC.
WHEREAS,in November of 2015,the Village entered into a five-year agreement with Comcast
Corporation("Comcast'l for internet service("Current Agreement');and
WHEREAS,pursuant to the Current Agreement,Comcast provides the Village a 100Mbps internet
connection for$1,200.00 each month;and
WHEREAS,due to technological advances and changes in Comcast's service offerings,the Village
can now increase its internet connection to 500Mbps for$1,200 a month with a 36-month agreement,
thereby obtaining faster internet service("Improved Internet Service'l;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 Comcast 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');
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-7907
Approving an Agreement with Comcast for Internet Services
Page 2 of 3
APPROVED THIS 27th day of October,2020
Gopal G. almalan1
Village President
PASSED THIS 27th day of October,2020
Ayes: Trustees Baar,Cuevas,Manzo.Saived.Tiesenga,Yusuf
Nays: None
Absent: None
ATTEST:
OF Oqx X C>✓/ _
Q, B Charlotte K.Pruss
�v 0 Village Clerk
O y
G C3
gCFCOUN7Y
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Resolution 2020-AG-FOC-R-1907
Approving an Agreement with Comcast for Internet Services
Page 3 of 3
EXHIBIT A
R• REVIEW OF CONTRACTS
Awarding Agency: Type of Contract:
Comcast Corporation 36 Month Agreement
Department: Program/Account Number:
Information Technology 151.72550
Awarded Contract Price: Budgeted Amount:
$43,200 514,400 Annually
CONTRACT AMOUNT
Under$20,000 ® $500,001 - $1,000,000
® $20,000-$500,000 ® Over$1,000,000
NOTES
A 36-Month Renewal Agreement to provide Internet Services to the Butler Government
Center to support the Village's computer network operations.
DEPARTME T DII SIGNATURE
Name: Date: /p
INITIAL IEWING ATTORNEY SIGNATURE
Name: Date: 10,2,.2070
APPROV D VILLAG MANAGER
Name Date:
FINAL REVIEW AS TO FORM ATTORNEY SIGNATURE
Name:/AA CA)J� Date: 10 Zi.2-oZo
F--j Three (3)Originals signed by other party Date/Initials_
F-1 Original provided to staff member for other party Date/Initials
E-) Original provided to Official Files Date/Initials
Vdlape of 04 BrnnF Approved by Board of 1 copes nate/Initials- _