Submitted By
Robert Sproule, Public Works Director
Reviewed By
Ahmad M. Zayyad, Deputy Village Manager / Interim Director of Development Customer Services
Agenda Item Title
Title
A Resolution Approving an Independent Contractor Agreement with Siemens Industry, Inc. for the Public Works Center Air and Fan Motor Balancing Project in an Amount Not to Exceed $30,000.00, Authorizing its Execution and Waiving the Village’s Bid Process for the Agreement
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Overview
Overview
A Building Automation System (BAS) is used for controlling the Public Works Center’s Heating Ventilating and Air Conditioning system (HVAC). The building controls, software, firmware and all other associated components are proprietary Siemens components, and Siemens is the sole-source provider of the system. The BAS software and firmware were recently upgraded and the proposed agreement provides for Siemens to conduct a fan motor and air balancing study of the entire system and make any necessary adjustments.
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Recommendation
Recommendation
Adopt the Resolution.
Background
A BAS is a computer-based control system installed in buildings that controls and monitors the building's mechanical and electrical equipment such as ventilation, lighting, power systems, fire systems, and security systems. Siemens is the proprietary vendor for the Public Works Center BAS and associated components and the entire HVAC system at the Public Works Center is controlled by the Siemens automation software. Siemens has submitted a proposal to conduct the HVAC air and fan motor balancing project. Thus, Siemens is a sole source vendor for this work which necessitates a waiver of the Village’s bid process for the agreement.
The project involves conducting a vibration analysis, air flow test and balancing of all fan motors in each air handling unit at the PWC. There are sixteen large fan motors throughout the building that require periodic service and maintenance. The existing fan units are currently working properly but have not all been balanced since the PWC opened in 2007. A vibration analysis and balancing of the fan motors is needed in order to prevent mechanical failure. Additionally, an air balancing test is needed to ensure proper air flow and sufficient air volumes and air exchange rates.
In January of 2023, the Village Board approved the upgrades to the Siemens BAS and field panels. That work was completed in the summer of 2023. The air and fan balancing effort is the final piece of the overall project. Remaining potential work could include needed repairs to fan motors discovered as a result of the analysis and balancing work. Staff would not know if repairs are needed until the analysis and balancing work has been completed.
The full scope of work associated with the BAS upgrade is described in the Siemens proposal. If approved, the total cost to perform the air and fan motor balancing would not exceed $30,000.00.
Fiscal Impact
The Fiscal Year 2023 Building Improvement Fund Budget includes $30,000.00 in account # 3012-43790-101-540673 (Building Maintenance) for HVAC air and fan motor balancing at the PWC. The Siemens proposal cost for the air and fan motor balancing is $26,433.00. It is recommended to utilize all of the available funds for this project to cover any potential costs associated with repairs and/or adjustments to the fan motors and the BAS.
DEI Impact
This project is in alignment with the Village’s Climate Ready Oak Park Plan Goal: EE02 - Adopt Enhanced Building Performance Standards.
Alternatives
The Board may delay action to gain additional information.
Previous Board Action
On January 17, 2023, the Village Board adopted RES 23-37, approving an Independent Contractor Agreement with Siemens for upgrading the BAS software and field panels.
Citizen Advisory Commission Action
N/A
Anticipated Future Actions/Commitments
It is anticipated that the Building Automation System upgrade would be utilized for approximately ten years before another upgrade is required.
Intergovernmental Cooperation Opportunities
N/A