This Meeting Is Being Held Via Telephonic Attendance AGENDA
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This meeting is being held via telephonic attendance AGENDA FINANCE COMMITTEE Village of Hoffman Estates April 26, 2021 Immediately following Public Health & Safety Members: Gary Pilafas, Chairperson Karen Mills, Trustee Anna Newell, Vice Chairperson Gary Stanton, Trustee Michael Gaeta, Trustee Karen Arnet, Trustee William McLeod, Mayor I. Roll Call II. Approval of Minutes - March 22, 2021 NEW BUSINESS 1. Request authorization to award a contract for new lighting controls at the NOW Arena to Payne-Sparkman of New Albany, IN in an amount not to exceed $87,907. 2. Request authorization to award a contract to upgrade the NOW Arena ventilation system to Advantage Mechanical, McHenry, IL (low bid), in an amount not to exceed $90,943. 3. Request authorization to waivt: bidding and authorize the purchase of two next generation Fortinet Fortigate 600E Security Appliances, 24 Fortinet FortiAP U231 F indoor wireless access points, 12 Fortinet FortiAP 43 lF indoor wireless access points and 6 Fortinet FortiAP 432F outdoor access points, from CDW-G, Vernon Hills, Illinois in an amount not to exceed $66,574.56. 4. Request authorization to renew the Central Square Annual Subscription Agreement between Superion, LLC, a Central Square Technology Company, a Delaware Limited Liability Company with its principal place of business in Lake Mary, FL ("CentralSquare") and the Village of Hoffman Estates, IL (Customer) for a term of one year at a subscription cost of $172,016.56. 5. Request authorization of an Employee Leasing Agreement with GovTempsUSA, LLC, for Civil Engineer staff services as a rate of $77 per hour. REPORTS {INFORMATION ONLY) 1. Finance Department Monthly Report. 2. Information System Department Monthly Report. 3. NOW Arena Monthly Report. III. President's Report IV. Other V. Items in Review VI. Adjournment Further details and information can be found in the agenda packet attached hereto and incorporated herein and can also be viewed online at www.Jwffmanestates.org and/or in person in the Village Clerk's off,ce. The Village of Hoffman Estates complies with the Americans with Disabilities Act (ADA). For accessibility assistance, call the ADA Coordinator at 847/882-9100. Village of Hoffman Estates DRAFT FINANCE COMMITTEE MEETING MINUTES March 22, 2021 I. Roll call Members in Attendance: Anna Newell, Vice Chairperson Michael Gaeta, Trustee Gary Stanton, Trustee Karen Mills, Trustee Karen Arnet, Trustee William McLeod, Mayor Members Telephonic Attendance: Gary Pilafas, Chair Management Team Members in Attendance Eric Palm, Village Manager Rachel Musiala, Finance Director Dan O'Malley, Deputy Village Manager Kathryn Cawley, Acting Police Chief Arthur Janura, Corporation Counsel Patti Cross, Asst. Corporation Counsel Suzanne Ostrovsky, Asst. to Village Mgr. Monica Saavedra, Director of HHS Joe Nebel, Director of Public Works Fred Besenhoffer, Director of IS Paul Bilodeau, Acting Fire Chief Ric Signorella, CATV Coordinator Management Team Members Alan Wenderski, Village Engineer Via Telephonic Attendance: Ben Gibbs, NOW Arena Sarah Marcucci / EMA Coordinator The Finance Committee meeting was called to order at 7: 15 p.m. II. Approval of Minutes - February 22, 2021 Motion by Trustee Gaeta, seconded by Trustee Stanton, to approve the Finance Committee Meeting Minutes from February 22, 2021. Roll call vote taken. All ayes. Motion carried. NEW BUSINESS 1. Request approval of an ordinance reserving the Village's volume cap. An item summary sheet by Art J anura was presented to Committee. Finance Committee -2- March 22, 2021 Motion by Trustee Gaeta, seconded by Mayor McLeod, to approve an ordinance reserving the Village's volume cap. Roll call vote taken. All ayes. Motion carried. 2. Request authorization to waive bidding and authorize the purchase of 50 desktop computers from Dell EMC, Round Rock, TC, in an amount not to exceed. 37,206.00. An item summary sheet by Fred Besenoffer was presented to Committee. Motion by Trustee Gaeta, seconded by Mayor McLeod, to authorize the purchase of 50 desktop computers from Dell EMC, Round Rock, TC, in an amount not to exceed. 37,206.00. Roll call vote taken. All ayes. Motion carried. REPORTS ONLY 3. Finance Department Monthly Report The Finance Department Monthly Report was received and filed. 4. Information System Department Monthly Report The Information System Department Monthly Report was received and filed. 5. NOW Arena Monthly Report Mr. Gibbs provided an update on the Arena, Village Green, and COVID status. A grant will be submitted on April 8 to request COVID relief funds. The NOW Arena Monthly Report was received and filed. III. President's Report IV. Other V. Items in Review VI. Adjournment Motion by Trustee Arnet, seconded by Trustee Gaeta, to adjourn the meeting at 7:24 p.m. Roll call vote taken. All ayes. Motion carried. Minutes submitted by: Jennifer Djordjevic, Director of Operations & Date Outreach/ Office of the Mayor and Board NB 1 COMMITTEE AGENDA ITEM VILLAGE OF HOFFMAN ESTATES SUBJECT: Request authorization to award a contract for new lighting controls at the NOW Arena to Payne-Sparkman of New Albany, IN in an amount not to exceed $87,907 MEETING DATE: April 26, 2021 COMMITTEE: Finance FROM: Mark Koplin, Owner's Representative-NOW Arena Paul Petrenko, Superintendent of Facilities & Arena Maintenance Ben Gibbs, General Manager-NOW Arena REQUEST: Request authorization to award a contract for new lighting controls at the NOW Arena to Payne-Sparkman ofNew Albany, IN, in an amount not to exceed $87,907. BACKGROUND: The NOW Arena opened in 2006. The lighting control system was based on older technology when initially installed. As an example, the controls are operated with a desktop PC that runs on a Windows XP operating system. To provide backup capacity, the Arena searched and eventually acquired two backup PCs with the Windows XP operating system. To date, the lighting system has operated with minimal issues, but the Arena is now utilizing the last back-up PC. Foreseeing that the lighting controls were at the "end of useful life", the 2021 CIP included $105,000 from the Village's Capital Improvement Fund for replacement. DISCUSSION: Using Spectra's resources at other venues, Arena staff created specifications and issued a Request For Proposal (RFP) in compliance with the Arena's purchasing policy. We received three proposals (Payne-Sparkman, Knight Sounds & Lighting, and Juganu) which staff evaluated. One company's proposal did not meet the requirements as they proposed to replace the controls, plus all the fixtures, at a much higher total cost. Of the other two, Payne-Sparkman's proposal ($87,907) is significantly less than Knight's proposal ($110,500). Finance Committee - 2 - April 26, 2021 DISCUSSION: (Cont'd) Payne-Sparkman's proposal meets the specifications listed in the RFP. In addition to providing the BACnet controls as specified in the RFP, Payne-Sparkman's LiteTALK system will allow us to communicate wirelessly via an android or IOS app. The two controls systems operate concurrently, which is an addition that we have not had in the past, creating redundancy and avoiding a single point of failure. The system will run on low-voltage power, making a seamless transition to the existing network of lights. The system will give us the ability to control parking lots, concourses, and sport lights simultaneously from one interface. Their reference checks came back strong and their controls have been installed in other Spectra buildings, including Addition Financial Arena (Orlando, FL), Budweiser Events Center (Loveland, CO), and Virginia State University (Petersburg, VA). BUDGET IMP ACT: The 2021 CIP included $105,000 from the Village's Capital Fund for this project. Payne-Sparkman's proposal is $17,000 less than the budgeted amount. This savings would offset the cost of the HVAC system upgrade (as recommended in a separate Finance Committee item) and the amount from the General Fund Reserve. RECOMMENDATION: Request authorization to award a contract for new lighting controls at the NOW Arena to Payne-Sparkman of New Albany, IN in an amount not to exceed $87,907.00. Attachment cc: Michael Logan (NOW Arena) Second Company Original Proposal Total Project Cost Ranking Noles Proposal• Low bid. Operating In other Spectra Venues. Payne Sparkman Inc. s 129,579.00 $ 87,907.00 $ 87,907.00 Proposal 1 had additional eq ulpment not included in our RFP. Existing equipment manutacturer. Proposal 2 Knight Sound and lighting Inc. s 110,500.00 $ 122,020.00 $ 110,500.00 2 Is with added equipment first proposed in Payne Sparkman's 1st Proposal •we asked Payne Sparkman and Knight Sound and Lighting lo send us a second proposal. Payne Sparkman's original proposal contained addltlonal equipment not relerenced In the original RFP. To ensure we had accurate bids lrom both companies we asked Payne Sparkman lo take the extra equipment out and Knight Sound and Lighting lo add. This provided us with an apples to apples comparison ot both companies. NB2 COMMITTEE AGENDA ITEM VILLAGE OF HOFFMAN ESTATES SUBJECT: Request authorization to award a contract to upgrade the NOW Arena ventilation system to Advantage Mechanical, McHenry, IL (low bid), in an amount not to exceed $90,943 MEETING DATE: April 26, 2021 COMMITTEE: Finance Committee FROM: Mark Koplin, Owner's Representative-NOW Arena Ben Gibbs, NOW Arena General Manager Paul Petrenko, Superintendent of Facilities & Arena Maintenance REQUEST: Request authorization to award contract for NOW Arena ventilation upgrade to Advantage Mechanical, McHenry, IL (low bid), in an amount not to exceed 90,943. BACKGROUND: At the Finance Committee last October, staff presented a request for authorization to engage a mechanical design firm to review and recommend improvements to the HVAC system at the NOW Arena, and then issue a bid request for the purchase and installation such equipment. The Committee directed staff to proceed with design of a more effective and safe exhaust system to accomplish two goals.