Title/Name/Summary
Village Hall Electric Service - Emergency Replacement
History
In February 2019, staff noticed water coming in through the electrical service conduit into the basement of the Village Hall. A temporary repair was performed until a determination could be made for the cause. In April, village staff was able to hydro-excavate a portion of the conduit discovering it had numerous holes and was deteriorated beyond repair. Replacement of the conduit and wiring is necessary.
Staff contacted four (4) vendors for proposals to install a new service into the basement from the ComEd transformer. Proposals were received from: Excel Electric Inc. of Frankfort, Illinois - $36,190; Dav-Com Electric Inc. of Orland Park, Illinois - $36,434; and Palos Electrical Company, Inc. of Crestwood, Illinois - $71,287. The electrical subcontractor for the parking lot improvement project (Elmund & Nelson Co. of Elgin, Illinois) was unresponsive to the requests for a proposal.
The installation of the new electrical service feed into the village hall will temporarily interrupt the flow of electricity into the Village Hall and the Civic Center. Some of the work will be performed in advance of the required shutdown. To minimize the impact to Village Hall staff and Secretary of State staff, etc. the shutdown will be coordinated overnight and on Saturday. The Civic Center has functions scheduled for Friday evenings and Saturdays. To provide temporary electrical power to the Civic Center for those functions staff asked for proposals to provide power from an exterior generator provided by Public Works. Completion of this work will also be coordinated with the contractor for the Village Hall Parking Lot Improvement Project.
Staff reviewed the proposals and Excel Electric Inc. was identified as the lowest responsible proposer with a submitted total project cost of $36,190.00. Staff has worked with Excel Electric Inc. on other electrical projects with good results. Therefore, it is staff's recommendation to accept the proposal from Excel Electric Inc. of Frankfort, Illinois in the amount of $33,690.00 for installation of a new electrical service and $2,500.00 for a temporary generator feed for the Civic Center. In addition, a contingency of $5000.00 is being requested for a total cost of $41,190.00.
Also, in order to perform the installation, the electrical power must be disconnected. ComEd’s cost to disconnect and re-energize the electrical service to the Village Hall and Civic Center is $7,063.30 +$5.95 electronic payment fee.
The cost for the electrical service replacement was not budgeted, and as such, funding is being requested from the General Fund Contingency Account.
This item is going directly to the Board of Trustees.
Financial Impact
Sufficient funds are available in the general fund contingency account to cover the cost for this emergency repair.
Recommended Action/Motion
I move to approve authorizing the use of general fund contingency funds in the amount of $43,253.30;
And
Approve waiving the bid process;
And
Accept the proposal for new conduit and electrical service from Excel Electric Inc. of Frankfort, Illinois in the amount of $38,690.00 ($33,690.00 plus $5,000.00 contingency);
And
Accept the proposal for Temporary Generator Connection from Excel Electric Inc. of Frankfort, Illinois in the amount of $2,500.00;
And
Approve the ComEd Customer Work Order Disconnection and Re-energizing the Service Fee in an amount not to exceed $7,069.25.