Title
Village Hall Data Center Air Conditioning - Approve Purchase
History
The Air Conditioning system (A/C) used to cool and maintain temperature in the Village Hall data center has failed and is in need of immediate replacement. The existing system is nearly 20 years old and repairs are problematic due to part unavailability and the antiquated design of the system. To continue operations, the data center is being cooled by a portable, corded A/C unit.
The Village Hall data center houses several servers, virtual server systems, computer switches, broadcasting equipment and serves as the central hub for most of the Village’s information storage and computing needs. The computer equipment in the data center has specific operating temperature requirements and overheating of the room can lead to equipment shut down and/or damage.
Due to the urgency of the matter, staff initiated the purchase of a replacement A/C system. Before the procurement process was initiated, staff obtained three (3) quotes from reputable vendors to ensure that the best pricing would be attained for the new system. Quotes were received from Gustave A. Larson Company of Lombard, Illinois, Windy City Representatives of Oak Brook, Illinois and G.W. Berkheimer Co., Inc. of Tinley Park, Illinois. In addition to the three (3) quotes, staff engaged Control Technology Solutions Group (CTS Group), the Village’s energy and efficiency consultant, to review the proposed system specifications. CTS Group endorses the solution.
The quote received from Gustave A. Larson Company of Lombard, Illinois was the lowest cost vendor that could provide the units immediately, at a total cost of $10,908. This purchase will be for equipment only with staff from Public Works - Building Maintenance division performing the installation.
Financial Impact
Contingency funds were set aside for instances as such in the 2016 Fiscal year budget.
Recommended Action/Motion
I move to waive the bid process;
And
App...
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