Title
Police Department Temporary Generator - Contract Extension
History
The Police Department's existing backup generator, now twenty (20) years old, has experienced a series of water pump failures that allow refrigerant to leak into the unit's oil, rendering the generator inoperable until a service technician can drain the system and replace the oil. Because this equipment provides emergency backup power to the Police Department, its failure carries significant risk: should a power outage occur without a functioning generator in place, Police and 9-1-1 services at the facility would be lost. Police personnel would be hampered in responding to emergencies, as the computer and communication systems on which dispatch and field operations depend would go down along with the power.
At the December 15, 2025, the Village Board approved the purchase of a new backup generator (see 2025-0983). The new backup generator has been ordered and is currently scheduled to arrive in February 2027. Generator manufacturers are notorious for reprioritizing generator builds for customers so even that date could be changed. In the interim, Public Works Department staff have been working to determine whether:
Option 1: The existing unit's water pump can be rebuilt and returned to service by Village Mechanics, or;
Option 2: The water pump can be replaced outright. A replacement pump has since been ordered as a parallel path with Option 1, with a delivery lead time of two to three (2-3) months.
To eliminate the risk of a total loss of backup power at the Police Department while staff pursue a permanent repair, the Public Works Department contracted with Dav-Com Electric, Inc. (“Dav-Com”) to supply and maintain a temporary generator on site. The rental was initially approved for one (1) month, on the assumption that a single month would be sufficient to determine whether the existing water pump could be feasibly rebuilt.
Since that initial approval, Public Works staff have determined that additional time is needed to complete this evaluation. With a replacement pump now on order but not expected to arrive for two to three (2-3) months, and the permanent replacement generator not scheduled to arrive until February 2027, staff recommend extending the rental to April 2027, in the event that both options 1 and 2 are unsuccessful and/or the anticipated delivery of the new generator is delayed, to ensure the Police Department is not left without emergency backup power at any point. If Option 1 or Option 2 are successful, the rental period will be reduced to only period of usage date, dramatically reducing the cost to the Village.
Dav-Com Electric, Inc., a participant in the Omnia Partners joint purchasing program through Contract #02-139, is currently under contract (20260340) to provide the temporary generator with the option to add additional months to the rental. A summary of Dav-Com’s proposal is provided below:
Proposal Summary
Temporary Generator Rental - First Month: $21,240.00
Additional Per Month Rental Cost: $13,560.00
Requested Additional Months (September 2026 - April 2027):
8 months x $13,560.00 = $108,480.00
Total Revised Contract Amount: $129,720.00
Cooperative Purchasing / Contracting Programs
The Village utilizes a variety of cooperative programs (e.g. Omnia, Sourcewell, HGACBuy, State of Illinois Joint Purchase Program) to obtain proposals for goods and services. While not always the chosen approach, cooperative purchasing simplifies the procurement and service process for public agencies by allowing them to purchase through existing contracts negotiated by other public agencies. In other words, cooperative purchasing contracts have already gone through a competitive solicitation, evaluation process and been awarded to a supplier. The benefits of cooperative purchasing for public agencies include reduced procurement costs, greater time efficiency and the ability to obtain value-add and higher-quality products and services at industry-leading pricing. For further reference, additional information regarding cooperative purchasing has been included as supporting documentation.
As such, staff recommend that the Board of Trustees approve additional funding of $108,480.00 to extend the temporary generator rental with Dav-Com Electric, Inc. to April 2027, ensuring uninterrupted backup power for Police and 9-1-1 operations until the permanent replacement generator is delivered and installed. A contingency is not requested for this project.
Financial Impact
Funding is available in account 3008010-570100 for the Police Department Temporary Generator.
Recommended Action/Motion
I move to approve the execution of Change Order #1 and Addendum A with Dav-Com Electric, Inc. as fully presented.
(Full motion - not necessary to be read)
I move to approve the waiver of the competitive bid process in favor of participation in joint purchasing cooperative Omnia Partners pursuant to Contract #02-139 and authorize the approval and execution of Change Order #1 and Addendum A with Dav-Com Electric, Inc. for the Police Department Temporary Generator based on Dav-Com Electric, Inc’s proposal 26-167-23 dated July 9, 2026, to increase the contract by $108,480.00 from $21,240.00 for a total not-to-exceed contract price of $129,720.00;
AND
Authorize the Village Manager to execute all related contracts subject to Village Attorney review.