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Regular Village Board meetings are typically held at 7:00 p.m., the first three Tuesdays of each month in Council Chambers of Village Hall (room 201), 123 Madison St. When a Regular Meeting falls on a holiday, the meeting typically is held the following night. The Village Board also meets in special sessions from time to time. However, dates and times of Special Meetings can vary and may change.

File #: RES 17-590    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 7/17/2017 Final action: 7/17/2017
Title: A Resolution Approving an Independent Contractor Agreement with S.E.P.S., Inc. for the Village Hall Uninterruptable Power Supply (UPS) Replacement Project in an Amount Not to Exceed $36,005.00 and Authorizing its Execution
Attachments: 1. Resolution-UPS, 2. Independent Contractor Agreement-UPS-SEPS, 3. Attachment-UPS-SEPS Bid, 4. Attachment-Bid Tab.VH UPS.5.31.17, 5. Attachment-UPS-Request for Bids, 6. Attachment-UPS-Corporation File Detail Report-6-26-17

Submitted By                     

John P. Wielebnicki, Director of Public Works

 

Reviewed By

LKS

 

Agenda Item Title

Title

A Resolution Approving an Independent Contractor Agreement with S.E.P.S., Inc. for the Village Hall Uninterruptable Power Supply (UPS) Replacement Project in an Amount Not to Exceed $36,005.00 and Authorizing its Execution

 

End

Overview

Overview

The 2017 CIP Building Improvement Fund includes the replacement of the existing UPS at Village Hall with a new UPS system.  The existing UPS has reached the end of its useful service life.

 

Body

Staff Recommendation

Approve the Resolution.

 

Fiscal Impact

The FY 2017 Capital Improvement Building Improvement Fund Budget provides a total of $50,000.00 for the replacement of the Village Hall UPS system in account no. 3012-43790-101-540673.   No funds have been spent to date.

 

The proposed not to exceed amount of this contract would be $36,005.00.  This is the total proposal cost of $34,290.94 plus 5% to cover any unforeseen conditions or required changes to the scope during installation of new system.  The 5% is in accordance with the purchase policy regarding change orders. 

 

Background

The UPS system (Uninterruptable Power Supply) at Village Hall is a critical system of the Information Technology (IT) Department that provides continuous power to the Village’s computer network during a power outage.  The existing system has reached the end of its useful service life and is in need of replacement. 

 

The Department of Public Works issued a Request for Proposals on May 3rd, 2017 for the replacement of the Village Hall UPS.  A pre-proposal meeting was held on May 9th.  Three contractors attended the meeting.  Two proposals were received on May 31st, 2017.  SEPS, Inc. submitted the lowest proposal and the IT Department has recommended the approval of an Independent Contractor Agreement with SEPS, Inc. for this project.  The proposed agreement includes purchasing the UPS equipment, installation and a 3rd year extended warranty.

 

Alternatives

The Board can delay action to gain additional information.

 

Previous Board Action

Funding for this project was approved as part of the FY 2017 CIP Building Improvement Fund Budget.

 

Citizen Advisory Commission Action

N/A.

 

Anticipated Future Actions/Commitments

The Department of Public Works will continue to request approval for Capital expenditures and explore options to improve the operations of all departments.

 

Intergovernmental Cooperation Opportunities

There were no intergovernmental cooperation opportunities identified for this project.

 

Performance Management (MAP) Alignment

This work is in alignment with the Governance Priority established for the Department of Public Works for Infrastructure / Capital Programs.