===== PDF PAGE 7 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: _±__.__•.....,Q.-........__ _ Resolution No. 20-R-0012 - Contract Award - Althoff COMMITTEE AGENDA DATE: March 5, 2020Industries, Inc. for Replacement of HVAC Control System COUNCIL AGENDA DATE: March 16, 2020at City's Water Treatment Plant STAFF REVIEW: Robert E. Flatter, P.E., Director of Public Works APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATURE._ ________ _ ITEM SUMMARY: The control program for the Heating, Ventilation and Air Conditioning (HVAC) system at the Water Treatment Plant (WTP) runs on a small computer called a JACE (Java Application Control Engine). The JACE controls two Roof Top Units (RTUs), individual Variable Air Volume (VAV) devices in each interior space of the building, and various exhaust fans located throughout the building. The program in the JACE maintains airflow rates and volume, controls temperature, and performs other HVAC functions. The current JACE in use at the WTP is a Tridium JACE 403-R2 network controller. On May 22, 2012, Tridium announced the "end-of-life" for the JACE R2 products. As of 2015, Tridium no longer repairs, replaces or provides technical support for R2 products. The WTP's current JACE operates using JAVA, a programming language developed by Oracle. The free use of JAVA ended on January 14, 2020, and no further software updates are available for the version of JAVA on the WTP's JACE. Future use of JAVA must be via licensed copies of the program. The JACE in use at the WTP is simplistic and limits the control allowed to the user, being further limited by the installed JAVA operating system no longer being updateable. In addition, staff computers were recently upgraded to the Windows 10 operating system causing the older version of JAVA to no longer work on the computers used to access the JACE. The current JACE must be replaced. A new JACE would be compatible with Windows 10, would accept more complex programming, and would allow staff better control of the environment inside the WTP. In lieu of a full bidding process, which would require hiring an Engineering Firm to write specifications and develop bid documents (estimated at approximately $5,000.00), JACE replacement quotes were sought from two vendors who are well versed in complex HVAC control systems applications and who have been utilized exclusively to maintain the City's various HVAC systems for the past 15 years. Althoff Industries Inc. of Crystal Lake, Illinois (original contractor and current maintenance provider for the HVAC system at the WTP), provided a JACE replacement quote of $23,818.00. Cooling Equipment Service Inc. of Elk Grove Village, Illinois (City's usual source for HVAC maintenance and repairs at all City owned facilities other than the WTP), quoted $27,800.00. Due to their familiarity with the WTP HVAC equipment, and being the City's source for service and parts for the HVAC system at the WTP since commissioning in 2004, staff recommends awarding a contract to Althoff Industries for $23,818.00. Althoff Industries quotes includes on-site end-user training and a one- year software maintenance agreement. ===== PDF PAGE 8 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO ACTIONS PROPOSED: Waive competitive bidding and approve Resolution No. 20-R-0012 authorizing the Mayor to execute a contract with Althoff Industries, Inc. of Crystal Lake, Illinois, for an amount not to exceed $23,818.00, for the replacement of the HVAC control system at the Water Treatment Plant for Fiscal Year 2020. COMMITTEE RECOMMENDATION: ===== PDF PAGE 9 ===== [Extraction: embedded PDF text] RESOLUTION NO. 20-R-0012 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT AGREEMENT WITH ALTHOFF INDUSTRIES, INC. FOR PROFESSIONAL SERVICES RELATED TO THE REPLACEMENT OF THE HVAC CONTROL SYSTEM AT THE CITY'S WATER TREATMENT PLANT BE IT RESOLVED by the City Council of the City of West Chicago, in regular session assembled, that the Mayor is hereby authorized to execute a Contract Agreement for Professional Services related to the replacement of the HV AC Control System at the City's Water Treatment Plant, between the City of West Chicago and Althoff Industries, Inc., for an amount not to exceed $23,818.00, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 16th day of March, 2020. AYES: NAYES: ABSTAIN: ABSENT: Mayor Ruben Pineda ATTEST: City Clerk Nancy M. Smith ===== PDF PAGE 10 ===== [Extraction: embedded PDF text] ALTHOFF INDUSTRIES, INC. Mechanical, Electrical, Plumbing and Building Automation January 16, 2020 Mr. Joe Munder City of West Chicago 1400 W. Hawthorne Lane West Chicago, IL 60185 RE: Tridium Upgrade - Revision C Dear Mr. Munder: Thank you for your interest in Althoff Industries and allowing us the opportunity to provide a proposal for the above referenced project. Installed in your facility is a Tridium Jace 403-R2 network controller and on May 22, 2012 Tridium announced the "end-of-life" for the Jace R2 products. In addition, as of 2015 Tridium no longer repairs, replaces or provides technical support for Niagara R2 products. We are proposing to replace the existing Tridium Jace R2 with the latest Tridium model, a Niagara 8000-N4 network controller. Tridium Niagara 4 is not backward capable with Niagara R2, which means that we need to rewrite the complete software database and all the graphics. A few of the new Tridium Niagara 4 features: It has standard WI-Fl capability. All new user interface. Niagara 4 features a bold and intuitive new interface. Modern and easy to use, the platform utilizes HTML5 (omitting JAVA upgrade issues) to provide an array of rich features. More data at your fingertips. With a simple point and click or drag and drop, users create customized charts, allowing them to instantly find and display critical information. Improved Security. Niagara 4 is secure by default. Authentication requires users to choose strong credentials, and both data in motion and sensitive data at rest are encrypted. On January 01, 2016, Tridium changed their software upgrade process for Niagara 4 and Jace 8000 to an annual Software Maintenance Agreement (SMA). The SMA is mandatory for the first year and after the first year you have the choice to renew or let it expire. However a gap charge will apply by renewal of the SMA after a time lapse. With the annual maintenance agreement you will have access to all software versions (AX or N4) update builds and patches for an entire year. The SMA period starts when the license for the product is created in Niagara Central. Our scope of work is as follows: o Furnish and install one Tridium Jace 8000-N4 network controller. o Provide a one (1) year Tridium Software Maintenance Agreement (SMA). a Provide software programming for the new database. a Provide custom graphics. a Provide functional testing of newly completed work. a Provide a total of eight (8) hours of on-site end-user training for Circon and Tridium. 8001 South Route 31 • Crystal Lake, Illinois 60014 815-455-7000 • www.althofflnd.com ===== PDF PAGE 11 ===== [Extraction: embedded PDF text] ALTHOFF INDUSTRIES, INC. Mechanical, Electrical, Plumblng and Building Automation City of West Chicago Page Two January 16, 2020 o Provide a deficiency report from the existing controllers before replacing the Tridium Jace. o Provide Circon Network Integrator and install it on owner provided computer or laptop with operating system Windows 1O Pro. o With the Circon and Tridium software you have unlimited access to all setpoints and datapoints. TOTAL INVESTMENT AMOUNT: $23,818.00 __ approved We request 3-4 weeks to acquire material and mobilize for this project. An accelerated start date may result In a fiscal adjustment to this proposal. Exclusions/Clarifications: )> Excludes overtime and premium time. )> Excludes liquidated damages. )> Excludes troubleshooting, repairing, replacing existing controllers, end-devices and wiring. )> Excludes any mechanical or electrical repairs of any kind on the existing equipment. )> Excludes any troubleshooting, repairing, rewiring of the existing LON communication bus if required. )> The owner must provide Internet access and allow Althoff to access the Tridium from a remote location for the purpose of diagnostics and troubleshooting, during the warranty period. » The owner shall provide the as-built AutoCAD drawings of all the floor-plans, these drawings shall be used as under-layer for the Tridium front-end graphics. )> Equipment, materials and workmanship incorporated into this proposal shall be warranted for a period of one year from the time of (substantial) completion. )> Payment due within thirty days from date of invoice. Should the account be referred to a collection agency or attorney, customer agrees to pay all collections costs, reasonable attorney's fees, 18 % interest annually or 1.5% per month until date of full payment. )> It is understood and agreed that unforeseen conditions and/or changes in the scope of work may result in additional cost and/or time extensions to this proposal. )> Proposal is valid for a period of 30 days. Thank you for the opportunity. We look forward to assisting you with this project. Please contact me at (815) 455-7000, extension 1216, with any questions you may have. Sincerely, ALTHOFF INDUSTRIES, INC. (j(ami 1.fassi6 Accepted By:----- ------- Date:------ RN~m CityofVVChicago TridiumUpgradeC201701048 8001 South Route 31 • Crystal Lake, Illinois 60014 815-455·7000 • www.althofflnd.com ===== PDF PAGE 12 ===== [Extraction: embedded PDF text] ALTHOFF INDUSTRIES, INC. Mechanical, Electrical, Plumblng and Building Automation TERMS & CONDITIONS Updated (05/02/2011) No other terms, including those on Applicant's Purchase Order, may add to, modify, supersede or otherwise alter the TERMS contained herein, without the express written approval by an authorized of representative of Althoff Industries, Inc. All other terms are hereby rejected. By allowing Althoff Industries, Inc., to complete work described herein, Customer hereby agrees to the following terms and conditions. Customer agrees to promptly notify us of any unusual operating conditions of the subject equipment or problems with workmanship in regard to work that was performed as defined by the proposal attached with this form. Customer understands that Althoff Industries, Inc. has a 24 hour, 7 day a week answering service to respond to any issues. Customer further understands and agrees that if customer fails to so notify Althoff Industries, Inc. in a timely manner, of any problems or unusual operating conditions of the subject equipment or problems with workmanship, then Althoff Industries, Inc., shall not be liable for any and all claims, losses, costs, and damages, including but not limited to attorney's fees and other such damages to the extent caused by the customer's failure to provide the required notification. During the performance of any work under this agreement, Althoff Industries agrees to carry commercial general liability insurance and worker's compensation insurance in the amount required by the Customer. Damages of any type relating to the installed system or its operation in new or existing facilities; even if by our negligence, will be limited by to the total amount of funds received for this contract from customer. Althoff Industries is not responsible for viruses and/or network issues that may arise from Althoff Industries field laptops that connect to a customer LAN, WAN, or other computer network. Problems relating to abuse, vandalism, power failure or power quality issues, misuse, fire, lightning, flood, or other Acts of God or acts of third parties other than Althoff Industries, or its employees, subcontractors or agents are not covered. Repairs necessitated by these items will be billed to the customer at our normal rates. Althoff Industries, Inc. will not be responsible for any problems, costs, liabilities, damages, etc. caused by another firm, company or individual not directly employed or authorized by Althoff Industries who tampers with, changes, modifies, or services any part of the system referenced by this contract. PAYMENT TERMS Payment terms include monthly progress billings and are due on a net thirty (30) days basis. Work described by this proposal may be suspended if monthly progress payments are not made on a timely basis. Should this account be referred to a collection agency or attorney for failure to pay in accordance with the terms and conditions of this agreement, the customer agrees to all collection costs, reasonable attorney fees, and 18% interest annually or 1.50% per month until date of full payment. All warranty coverage listed herein will be suspended until such time as any and all past due payments are received by Althoff Industries, Inc. System's operational compliance with the specifications will be demonstrated to the customer or customer's representative at "substantial completion" of this project. This compliance may not be passed to the customer In Its entirety until final payment Is received by Althofflndustries, Inc. I/we have read and agree to the terms and conditions as listed above. Customer or Authorized Agent: Printed Name Date: Signature 8001 South Route 31 • C7 atal Lake, Illinois 60014 815-455-7000 • www.althofflnd.com