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TO: Mayor Richard C. Irvin
FROM: Jim Birchall, Superintendent, Fleet & Facilities Maintenance
DATE: February 12, 2020
SUBJECT:
Aurora Police Headquarters Automated Building Controls Upgrade.
PURPOSE:
To obtain authorization to upgrade the existing automated building controls at the Aurora Police Department Headquarters.
BACKGROUND:
When constructed, the Aurora Police Headquarters was equipped with a Trane Summit building automation system (BAS) to monitor and control numerous heating, ventilation, and air conditioning (HVAC) appliances. This system has performed well but as of May 2017, is obsolete with a limited supply of replacement components, and the software will not be supported beyond the Microsoft Windows 10 operating system.
DISCUSSION:
In order to optimize performance and ensure uninterrupted operation, Trane U.S. Inc. has proposed to upgrade the Summit BAS to the latest Trane SC+ BACnet control system which will provide expanded HVAC system management capabilities along with web-based controls that are remotely accessible from most PCs, tablets, and smart phones. The greater control capabilities will result in improved system management, reduced energy costs, and enhanced personnel comfort. The proposal includes operator and user training. The proposed cost to upgrade the system is $76,523.00 and a City of Aurora ten percent (10%) contingency of $7,652.30 for a total of $84,175.30.
Due to proprietary nature of the system, competitive bidding is not possible. If the upgrade is not performed, it would require a complete replacement of the entire system far exceeding the costs to upgrade. Therefore, Fleet and Facilities Maintenance cites the City of Aurora Code of Ordinances, Exceptions to Competitive Bidding Requirement, Article 5, Sec 2-335 (a) (6), "any municipal work or public improvement, when the expense thereof will exceed twenty-five thousand dollars ($25,000.00), may be undertaken or constructed by contract or agreement without advertising for bids if authorized by a vote of three-fifths (3/5) of the members of the City Council then holding office."
This is a single source provider, therefore local preference does not apply.
A 2020 decision package was approved for this project in the amount of $77,000.00 and is budgeted in account 101-4010-417.38-05 (2020 total account has $1,644,200.00). In the event the contingency is needed, the additional funds are available in account 101-4010-417.38-05.
Trane U.S. Inc. is not currently indebted to the City.
The proposal and product summary is attached.
IMPACT STATEMENT:
N/A
RECOMMENDATIONS:
That the City Council adopts a resolution to upgrade the Trane automated HVAC building controls at the Aurora Police Headquarters for $76,523.00 with a ten percent (10%) contingency of $7,652.30.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing Trane U.S. Inc. to upgrade the automated building control system at the City of Aurora Police Headquarters for $76,523.00.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the Aurora Police Headquarters is equipped with a Trans Summit building automation system (BAS) that become obsolete in May 2017, and
WHEREAS, Trane U.S. Inc. has proposed to upgrade the current Summit BAS to the latest Trane SC+ BACnet control system for $76,523.00 plus a City 10% contingency of $7,652.30 for a total of $84,175.30, and
WHEREAS, due to the proprietary nature of the system, competitive bidding was not possible, therefore, per City of Aurora Code of Ordinances, Article 5, Section 2-355 (a) (6), any municipal work or public improvement, when the expense thereof will exceed twenty-five thousand dollars ($25,000.00), may be undertaken or constructed by contract or agreement without advertising for bids if authorized by a vote of three-fifths (3/5) of the members of the city council then holding office; and
WHEREAS, a 2020 approved decision package budgeted $77,000.00 in account: 101-4010-417.38-05 (2020 total account has $1,644,200.00), and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: That the Purchasing Director is hereby authorized to issue a purchase order to Trane U.S. for the upgrade of the automated building controls at the Aurora Police Station by Trane U.S. Inc. for $76,523.00 plus a 10% contingency of $7,652.30.