R-1946 - 05/25/2021 - PUBLIC WORKS - Resolutions ITEM 6.C.4
BOARD OF TRUSTEES MEETING
Vii LAGE Of UPPER LEVEL CONFERENCE ROOM
OA K B Rg , K BUTLER GOVERNMENT CENTER 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-Professional Services Agreement, Contract Employee,
Water Production Operator
FROM: Doug Patchin, Director of Public Works DP
BUDGET SOURCE/BUDGET IMPACT: $112,000 from account#351-76700 Water
Operations, Contract Services.
RECOMMENDED MOTION: I move that the Village Board award a Professional
Services Agreement, subject to final attorney review, to Trotter and Associates, Inc., St.
Charles, Illinois, for a Contract Employee, an Interim Water Production Operator, and
approve Resolution R-1946
Background/History: The Illinois Environmental Protection Agency(IEPA)requires that
a Licensed Operator must operate a Public Water System.
On May 7th, the Village's current Licensed Water Production Operator gave his written
notice that he would be retiring effective June 4th, 2021. With his retirement date of June
4th, the Village will not have enough time to advertise, hire and train a Water Production
Operator. The Village will need to hire a contract Production Operator to stay in
compliance and operate the Village's Water system.
I contacted Trotter and Associates to discuss a contract Interim Water Production Operator,
and to request a proposal for a contract Employee and regulatory management for six (6)
to twelve (12)months.
Trotter and Associates, Inc. were interviewed and selected as part of the 2016 Engineering
Services RFQ process. Trotter and Associates were chosen as a specialty engineering firm
because of their extensive background in water and wastewater infrastructure. Since their
selection, Trotter and Associates have worked with the Village on numerous projects, I
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mention this to explain why I reached out to Trotter and Associates, most important is they
know and understand the Villages water system and its operation.
Below are a few of the projects that Trotter have completed and are currently working on.
1. Developed the hydraulic model of the existing Village's water system.
2. Utilize the hydraulic model to provide recommendations for distribution system
replacements and improvements.
3. Developed the Water Master Plan Report.
4. Review all new proposed commercial development plans for water usages and
Fire flow calculations. Use these calculations to run the proposed development
through the water model to determine any potential impact the development
may have on the Villages water system.
5. Conducted inspections of new water main installations for new commercial
development projects.
6. Designed and manage the construction of the Villages new Supervisor Control
and Data Acquisition (SCADA) system. The new SCADA system is currently
under construction with completion scheduled for later this year.
7. They are currently working on updating the Villages hydraulic water model and
reviewing the proposed Master Meter Interconnection locations with the non-
corporate water systems.
With Trotter's knowledge of the Village's Water System and Designing our new SCADA
Control System, I felt confident that they have the most knowledge of the operation of our
current and future water system.
In addition to the day-to-day operation of our system, Trotter's staff will maintain and
submit all required IEPA reporting and documentation to maintain compliance of the
Village's water system.
During the initial beginning phase of the contract,I have asked for thirty(30)hours a week,
for the Interim Operator and 4 fours a week for Administrative Support. This time should
be scaled back as the new SCADA system comes online the individual becomes more
familiar with the operation and controls of our system.
This Contract Employee will be paid through the Water Fund.
Recommendation:
That the Village Board award a Professional Services Agreement, subject to final attorney
review, to Trotter and Associates, Inc., St. Charles, Illinois, for A Contract Employee, an
Interim Water Production Operator, and approve Resolution R-1946
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THE VILLAGE OF OAK BROOK
COOK AND DUPAGE COUNTIES, ILLINOIS
RESOLUTION
NUMBER 2021-AG-PW-WTR-PRDOP-R-1946
A RESOLUTION
APPROVING AND AUTHORIZING
THE EXECUTION OF AN AGREEMENT
BY AND BETWEEN
THE VILLAGE OF OAK BROOK AND
TROTTER AND ASSOCIATES, 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-PW-WTR-PRDOP-R-1946
A RESOLUTION
APPROVING AND AUTHORIZING
THE EXECUTION OF AN AGREEMENT
BY AND BETWEEN
THE VILLAGE OF OAK BROOK AND
TROTTER AND ASSOCIATES,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,Trotter and Associates,Inc.(hereinafter referred to as"Company")provides
an array of professional services to its various clients including but not limited to the design and
build of water systems and related controls;
WHEREAS,the Village's current Licensed Water Production Operator provided his written
notice that he would be retiring effective June 4th,2021,due to the short notice,the Village will
not have enough time to advertise,hire and train a Water Production Operator;
WHEREAS,it is essential for the Village is to staff a Licensed Water Production Operator
in order to stay in compliance with the required regulations and guidelines necessary to operate
the Village's Water system;
WHEREAS, the Village has previously contracted with Trotter and Associates, Inc. in
order to design the Village's SCADA Control System, Village Staff has found the Company's
staff to be extremely professional and highly competent;
WHEREAS, the Village is interested in contracting with Company to provide an
Interim Water Production Operator so that the Village may remain in compliance with the
mandated water regulations;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 Trotter
and Associates,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 herein before 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.
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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.
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.
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Section Ten—Conflict Clause
All resolutions,parts of resolutions or board actions in conflict herewith are hereby repealed
to the extent of such conflict.
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: �PGt OF 04*
JK
Charlotte K. Pruss a h
Village Clerk .o
COUNTY
4
Exhibit A
Agreement
5
REVIEW OF CONTRACTS
Awarding Agency: i C trail:
Depa t: Program/Account Numbg�:
f __ �
Awaroed Contract Price: udgeted Amount:
(� Under$20,000 (__] $500,001 - $1,000,000
$20,D00 - $500,000 Over $1,000,000
i--
n�„� ` u i t-a
Name: Date; `$� J
Name: Date: 5 M I
i
i
Name: Date:5-_l
Name: Date: /hlZ f
ED Three (3)Originals signed by other party Date/Initials
Original provided to staff member for other party Date/Initials_
E'j Original provided to Official Files Date/Initials
Village or Oak Brook 1 Approved by Board of trustees Date/initials -____