Agenda - Tuesday, November 10, 2015

MCHENRY COUNTY

FACILITIES COMMITTEE

AGENDA ● NOVEMBER 10, 2015

Public Meeting Health Dept. Building B 8:15 AM

2200 N Seminary Ave, in front (west) of Courthouse Bld., Woodstock, IL 60098

McHenry County Page 1 Updated 11/6/2015 2:54 PM

1. CALL TO ORDER

2. MINUTES APPROVAL

1. Facilities Committee - Public Meeting - Oct 13, 2015 8:15 AM

3. PUBLIC COMMENT

4. PRESENTATION

5. NEW BUSINESS

1. Resolution Authorizing a One Year Contract for FY2016 with Two additional Option Years, FY2017 and FY2018, with United States Alliance Fire Protection, Lake Forest, Illinois for Fire Protection Inspections

2. Resolution Authorizing a Minor Remodel to the Circuit Clerk of Courts 3rd Floor Criminal File Room and an Emergency Appropriation in the Circuit Clerk's Operation & Administration Fund FY 2014-15 Budget

3. Resolution Authorizing a One Year Contract for FY2016 with Two Additional Option Years, FY2017 and FY2018, with HP Products Corporation, Indianapolis, Indiana for Housekeeping Supplies

4. Consideration/Approval of Government Center Building Envelope Forensic Analysis RFP

6. OLD BUSINESS

1. Annex B Discussion

2. Capital Plan

7. REPORTS

1. Government Center Roof Replacement Project Update

8. MEMBER COMMENTS / FUTURE TOPICS

9. EXECUTIVE SESSION (AS NECESSARY)

10. ADJOURNMENT

MCHENRY COUNTY

FACILITIES COMMITTEE

MINUTES ● OCTOBER 13, 2015

Public Meeting County Board Conference Room 8:15 AM

667 Ware Rd, Administration Building, Woodstock, IL 60098


1. CALL TO ORDER

PRESENT: Heisler, Aavang, Hammerand, Nowak ABSENT: Hill, Martens Sr, Provenzano

Also in Attendance: Peter Austin, County Administrator: Scott Hartman, Deputy County Administrator; John Hadley, Tom Burroughs and Dave Hasse, Facilities; Michael Hill, Public Health Department; and representative from WOLD Architects.

2. MINUTES APPROVAL

John Hammerand found possible scrivener's errors.

1. Facilities Committee - Public Meeting - Sep 8, 2015 2:00 PM

RESULT: ACCEPTED [UNANIMOUS]

MOVER: Michele Aavang

SECONDER: Robert Nowak

AYES: Heisler, Aavang, Hammerand, Nowak

ABSENT: Hill, Martens Sr, Provenzano

3. PUBLIC COMMENT

None.

4. PRESENTATION

None.

5. NEW BUSINESS

1. Resolution Authorizing a Two Year Contract for FY2016 and FY2017, with an Optional Year for FY2018 with Alpha Control & Services of Rockford, Illinois for Preventative Maintenance of Building Automation Systems

Mr. Hadley joined the committee and mentioned that the resolution is requesting an authorization for a contract with Alpha Control and Services of Rockford, Illinois for Preventative Maintain of the Building Automation Systems for a one year contract with a one year option. Alpha Control has worked with the County for over 20 years and have always been a good partner to work with.

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Minutes Facilities Committee October 13, 2015


RESULT: RECOMMENDED [UNANIMOUS]

MOVER: Robert Nowak

SECONDER: Michele Aavang



2. Resolution Authorizing a One Year Contract with Two (2) Additional Optional Years with NIR Roof Care of Huntley, Illinois for Preventative Maintenance of County Owned Facilities Roofs

John Hadley joined the committee for authorization for a one year contract with two (2) additional optional years with NIR Roof Care of Huntley, for the preventative maintenance of the County owned Facilities roofs. They will inspected the roofs two (2) times a year, making any minor repairs. If major repairs are found, they will prove a report and estimate for the repairs.






3. Resolution Authorizing a One Year Contract, with Two Additional Option Years, with TriDim Filter Corporation, of Elgin, Illinois for HVAC Filters

John Hadley joined the committee for authorization for a one year contract with two (2) additional option years with TriDim Filter corporation for HVAC Filters at a cost of $1,700.00 per year. They supply all the filters for the HVAC systems as needed, usually on a quarterly basis, In stalled by our Facilities employees.


MOVER: John Hammerand




4. Resolution Authorizing the Purchase of Two Rooftop Chillers for the McHenry County Courthouse and an Emergency Appropriation to the Non-Departmental Fiscal Year 2015 Budget

John Hadley joined the committee for authorization for the purchase of two (2) roof top Chillers for the McHenry County Courthouse. Two (2) years ago Facilities came to the Management Services requesting to replace five (5) of our aging Chillers on the Government Center and the Jail all at one time. The County Board and Management Services Committee recommended that we replace the Chiller over a three (3) year period. Two (2) years ago we replaced two (2) Chillers, last year we replaced one (1) Chiller. This year we will replace the last two (2) Chillers this year. The cost will be $467,000.00 for the Chillers and installation.

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MOVER: Robert Nowak

SECONDER: John Hammerand



5. Resolution Authorizing a One Year Contract with Two Additional Option Years with Active Electrical Supply Co., of Carol Stream, Illinois for Electrical Supplies

John Hadley joined the committee for authorization a one year contract with two additional option years with Active Electrical Supply, for electrical parts.






6. Resolution Authorizing Option Year I of the Contract with Lionheart Engineering of Huntley, Illinois for Generator Preventative Maintenance in FY2016

John Hadley joined the committee for authorization option year 1 of the contract with Lionheart Engineering of Huntley for Generator Preventative Maintenance in FY2016. They come out on a yearly basis to maintain our Emergency Generators for all of the Facilities, we have been working with them for 12 years now and are very happy with their services.


MOVER: Robert Nowak




7. Resolution Authorizing Option Year I of the Contract with Aerex Pest Control, Rolling Meadows, Illinois for FY2016

John Hadley joined the committee for authorization option year 1 of the contract with Aerex Pest Control for FY2016, treat the builds for bugs, bees and treat for mice have been using them for seven years and have been happy with their services.


MOVER: Robert Nowak




8. Resolution Authorizing Initiating the Third and Final Option Year of the Contract with Best Quality Cleaning Inc., Franklin Park, Illinois for Janitorial Services at Animal Control/Clinic for FY2016

John Hadley joined the committee for authorizing initiating the third and final option year of the contract with Best Quality Cleaning for janitorial services at Animal Control/clinic for FY2016.

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MOVER: Robert Nowak




9. Motion: November Meeting Location

Mr Heisler recommended that the Committee meet at Annex B for the November 10, 2015 meeting and tour of Annex B, to see what the conditions are of the building. The Committee will met at 8:15 at Annex B on Nov. 10, 2015.




6. OLD BUSINESS

1. Resolution Authorizing a Contract with Wold Architect of Palatine, Illinois for Writing the Technical Specifications, Soliciting Bids, the Hiring/Sub-Contracting of a Forensic Engineer and Oversight of the Project, and a Budget Line Item Transfer Between the General Fund Facilities Management Budget and the General Fund Non-Departmental FY2015 Budget

Scott Hartman joined the Committee to discuss this item that was brought to the County Board and then referred back to Committee, the intention is to do this work in house. The recommendation/motion would be to postpone indefinitely this Resolution, this is what Staff is recommending.






2. Discussion: Health Department Annex B

Mr. Hartman joined the Committee to discuss options for Annex B-Health Department and the Dental Clinic building, and their possible new locations. Several locations have been discuss and for one reason or another they did not met the needs of the Health Department and the Dental Clinic. It was determined that Woodstock would be the location for the Health Department and Dental Clinic due to the population that benefits from the services in this demographic area. Going to Crystal Lake, McHenry or Harvard may not be the best location because the population centralized and graphically works out for the population. There was a preliminary discussion at the last meeting and direction was given for three items: 1) look at property surrounding Russel Court which makes a logical area to expand the Government Center Campus; 2) re-review the old KSA Master Plan which was completed in 2008; and 3) there was property referenced off of Jackson and Kiskwaukee Roads on the west side of Woodstock, and that property is not for sale. This property has not been included in what was prepared. Included are two other properties located on Russel Court. A handout was provided to committee members which included a summary of the costs for acquisition and remodeling each property. This does include the building next to the Treasure's Department on North Seminary Avenue which is for sale. The County owns 500 Russel Court and Workforce Network is housed there. It occupies 6,000 square feet out of

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the 10,000 square foot building. The remaining 4,000 square feet has been promised to ETSB. ETSB has engaged an architect to develop plans to renovate that space for its use. This project went out for bid and the bids were rejected. A different approach is being taken with this bid. There is 4,000 square feet of vacant space that the County owns, but that is shy of the 10,000 square feet needed by Annex B. Mr. Hartman mentioned another option which is 666 Russel Court which is the three story building at the corner of Julie Street and Russell Court on a 2.8 acre lot across the street from Annex A. That building is a tear down, the acquisition could be easy, and the building is about 50 percent occupied . Facilities Department estimates the cost to tear it down to be $500,000, and new construction costs are estimated at $300 per square foot which makes the cost between $250,000 to $300,000 to build a 1,200 square foot building with 1,200 square foot being the minimum. There are many options and opportunities for this property. Mr. Hartman stated that another option is 400 Russel Court which is a 8,000 square foot building, and approximately half is leased at the moment. It is listed for lease, but they will sell it. The asking price is $850,000 and the present tenants could be relocated rather quickly. There is some remodeling costs associated with this location, and it is only 8,000 square feet. It does not necessarily meet the 10,000 square feet which Annex B and the Dental Clinic will need. The Dental Clinic does not have to be brought into a combined facility. Mr. Hartman mentioned that an additional option is 2030 North Seminary Avenue which is located south of the Treasurers Office. This is a 12,000 square foot building and was formerly a law office. It is a good location, is vacant and on a sizable lot, but parking is limited. There will be some remodeling costs associated with this location, but this is a good opportunity. The asking price is $995,000. Another option is the KSA Master Plan from 2008 when the County acquired the property west of the Administration Building for future expansion of a combined Health Department Building consisting of 30,000 square feet. Mr. Hartman mentioned that would combine all the Health Department Facilities in one building. It is a sizeable piece of property which the County owns, and new construction could occur there very easily. This would allow the opportunity to design the building in order to meet the County's current and future needs.

3. Discussion: Capital Improvement Plan

Mr. Hartman join the Committee stating that a final option would be to remodel Annex B's current building. Staff are not recommend this option for two reasons, those being the cost to remodel would not be cost effective, and there are 60 parking spaces which could be achieved by removing the Annex B building. Mr. Hill joined the Committee to discuss the services the Health Department offers. There are mandated services that are partially fund by the State and Federal Government and partially by fees. The funds provided have positive impacts on the County. Mr. Austin stated that the Dental Building in downtown Woodstock is on a month-to-month agreement, and the landlord could end this agreement at any time. There is not another location for the Dental Clinic at this time. It is a significant step for the County to build and own its own Dental Clinic. Mr. Nowak left the meeting at 9:43 am. Ms. Aavang asked if input from the Finance Committee would be needed. Mr Nowak returned at 9:45 am.

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Mr. Heisler suggested a presentation on this matter be provided during a joint Finance and Audit Committee and Facilities Committee meeting at a later date. Members requested the 2008 KSA Master Plan be provided to them since it has been a few years since they reviewed it. Mr. Nowak stated that remodeling a building is very costly, and he feels constructing a new building is the best. Also, building on land which the County owns is a great option.

4. Discussion: Government Center Roof Replacement Project Update

Mr. Hasse joined the Committee to update the Committee on roofing project: WOLD Architects is progressing with the development of the drawing, if the County chooses the specifications for the ballasted roof system, WOLD Architects is reorganizing the drawings, and is anticipating the drawing will be complete by the next Facilities meeting on November 10, 2015.

5. Discussion: Government Center Windows & Exterior Project Update

Mr. Hasse joined the Committee to update the Committee on the window project: The building envelope, for the window forensic investigation, Facilities is looking at within the next 90 days going out for an RFQ to look for an forensic engineer to provide those services starting in the Spring. The Committee requested to see the RFQ at the November.

7. REPORTS

None

8. MEMBER COMMENTS / FUTURE TOPICS

None

9. EXECUTIVE SESSION (AS NECESSARY)

None

10. ADJOURNMENT

Noting no further business by the committee, Mr. Hammerand made the motion, seconded by Ms. Aavang to adjourn the committee meeting at 10:06 AM. The motion carried on a voice of all eyes.

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R E S O L U T I O N

4656 / JEBunch Page 1

RESOLUTION AUTHORIZING A ONE YEAR CONTRACT FOR FY2016 WITH TWO ADDITIONAL OPTION YEARS, FY2017 AND FY2018, WITH UNITED STATES ALLIANCE FIRE PROTECTION, LAKE FOREST, ILLINOIS FOR FIRE PROTECTION INSPECTIONS

WHEREAS, the McHenry County Facilities Management Department is responsible for fire

protection inspections and has a proposed FY2016 budget to fulfill this task; and

WHEREAS, following the NSPA 25 and NPFA 72 Inspection/Testing requirements the Facilities

Management Department prepared specifications for the bidding of fire protection inspections - servicing

fire extinguishers, fire alarms and fire sprinklers for the Purchasing Department. The bid for a three year

contract was sent out to FIVE (5) potential bidders with five (5 ) bids received. The Facilities Management

Department received and reviewed the bids and wishes to extend a contract to United States Alliance Fire

Protection, Lake Forest, Illinois; and

WHEREAS, funds of $16,030 for the Base Year (FY2016) have been accounted for in the

proposed FY2016 budget under line items OCA 160001-4130 (General Fund/Facilities Management -

Maintenance Agreements, 160082-4130 (General Fund/Division of Transportation - Maintenance

Agreements), and 160350-4130 (General Fund/Valley Hi Nursing Home - Maintenance Agreements); and

WHEREAS, upon inspection or failures of said equipment additional cost will be incurred with

United States Alliance Fire Protection, Lake Forest, Illinois; and

WHEREAS, the Facilities and Finance and Audit Committees have discussed and reviewed the

said request and are now making recommendation to the County Board for approval.

NOW, THEREFORE BE IT RESOLVED, by this County Board of McHenry County, Illinois that it

hereby authorizes the Director of Purchasing to initiate a contract for the Base Year (FY2016) and Option

Years 2017 and FY2018 with United States Alliance Fire Protection, Lake Forest, Illinois for fire protection

inspections at a cost of $16,030.

BE IT FURTHER RESOLVED, the costs of providing said Maintenance Agreements have been

accounted for in the FY2016 budget under budget line OCA 160001-4130 (General Fund/Facilities

Management - Maintenance Agreements), 160082-4130 (General Fund/Division of Transportation -

Maintenance Agreements), and 160350-4130 (General Fund/Valley Hi Nursing Home - Maintenance

Agreements); and

BE IT FURTHER RESOLVED, that the County Clerk is hereby authorized to distribute a certified

copy of this Resolution to the Director of Facilities Management, the Director of Purchasing, the Auditor,

the Associate County Administrator-Finance, and the County Administrator.

DATED at Woodstock, Illinois, this 17th day of November, A.D., 2015.

_______________________________ Joseph Gottemoller, Chairman McHenry County Board

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ATTEST: _________________________________ Mary E. McClellan, County Clerk ATTACHMENTS:

Fire Protection Summary Sheets (PDF)

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McHenry County Board Meeting: 11/10/15 08:15 AM County Board Room Department: Facilities Management Woodstock, IL 60098 Category: General Prepared By: Joan Bunch

SCHEDULED

RESOLUTION DOC ID: 4656

Page 3

TO: McHenry County Board FROM: John Hadley DATE: November 10, 2015 SUBJECT: Resolution Authorizing a One Year Contract for FY2016 with Two additional

Option Years, FY2017 and FY2018, with United States Alliance Fire Protection, Lake Forest, Illinois for Fire Protection Inspections

Board / Committee Action Requested: Approval to enter into a contract for fire protection

inspections with United States Alliance Fire Protection, Lake Forest, Illinois.

Background and Discussion: The Facilities Management Department is responsible for

maintaining County buildings and equipment. Fire protection inspections are annually or as

required by NFPA 25 and NPFA 72 Inspection/Testing, servicing fire extinguishers, fire alarms

and fire sprinklers. Facilities Management prepared specification for the above inspections and

services for the Purchasing Department. Bids were sent to five (5) potential bidders, with five (5)

bids received. Facilities Management reviewed the bids received and recommends awarding

the contract to the lowest responsible/responsive bidder, United States Alliance Fire Protection,

Lake Forest, Illinois.

Impact on Human Resources: None

Impact on Budget (Revenue; Expenses, Fringe Benefits): The funds are within the

proposed FY2016 budget. Additional funds are also available in the proposed budget for repair

and maintenance if said equipment requires additional repairs, service or replacement.

Impact on Capital Expenditures: None

Impact on Physical Space: None

Impact on Other County Departments or Outside Agencies: None

Conformity to Board Ordinances, Policies and Strategic Plan: Followed the current

Purchasing Ordinance.

Attachments / Appendices:

Fire Protection Summary Sheets (PDF)

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R E S O L U T I O N

4648 / kmkeefe Page 1

RESOLUTION AUTHORIZING A MINOR REMODEL TO THE CIRCUIT CLERK OF COURTS 3RD FLOOR CRIMINAL FILE ROOM AND AN EMERGENCY APPROPRIATION IN THE

CIRCUIT CLERK'S OPERATION & ADMINISTRATION FUND FY 2014-15 BUDGET

WHEREAS, the Circuit Clerk's third floor file room space was never finished with a drop ceiling

and flooring; and

WHEREAS, the Circuit Clerk and Facilities Management have worked with an architect to review

possible options for improving the space; and

WHEREAS, a project has been selected which does not move or remove any existing walls, but

only installs flooring and a drop ceiling in the existing space, including reworking the electrical, ventilation

and sprinkler system; and

WHEREAS, the cost for upgrading the area to meet the needs of the Circuit Clerk is $14,872.32

and can be funded by existing fund balance available in the Circuit Clerk Operation & Administration

Fund; and

WHEREAS, after review and discussion the Law and Justice, Management Services and Finance

and Audit Committees are in agreement and are recommending approval to/by the County Board for this

project.

NOW, THEREFORE BE IT RESOLVED, by this County Board of McHenry County, Illinois that

the Circuit Clerk is hereby authorized to move forward with a remodel to the current Circuit Clerk Criminal

File Room on the third floor of the Courthouse at a cost not to exceed $14,872.32; and

BE IT FURTHER RESOLVED, by this County Board of McHenry County, Illinois, that it hereby

authorizes an Emergency Appropriation in the Circuit Clerk’s Operation and Administration Fund FY2015

budget in the amount of $14,872.32 to budget line item OCA 410120-6070 (Circuit Clerk Operation &

Administration Fund - Building Improvements) and is to be offset by a budget line item entry to OCA

410120-9990 (Circuit Clerk Operation & Administration Fund - Utilization of Fund Balance); and


copy of this Resolution to the Clerk of the Circuit Court, the Director of Purchasing, the Director of

Facilities Management, County Auditor, County Treasurer, the Associate County Administrator - Finance;

and the County Administrator.



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Cover Memo - Criminal File Room Remodel (PDF)

Circuit Clerk Criminal File Room - Pictures (PDF)

Project Estimates - Criminal File Room Remodel (PDF)

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McHenry County Board Meeting: 11/10/15 08:15 AM County Board Room Department: Circuit Clerk Woodstock, IL 60098 Category: Budget Prepared By: Katherine Keefe

SCHEDULED


Page 3

TO: McHenry County Board FROM: Katherine Keefe DATE: November 10, 2015 SUBJECT: Resolution Authorizing a Minor Remodel to the Circuit Clerk of Courts 3rd Floor

Criminal File Room and an Emergency Appropriation in the Circuit Clerk's Operation & Administration Fund FY 2014-15 Budget

Board / Committee Action Requested:

Requesting authorization to utilize existing fund balance in the Circuit Clerk Operation &

Administration Fund, which is funded by court fees designated by statute to be used for the

"operation and administration of the Circuit Clerk's office," to fund a minor remodeling of the

Circuit Clerk's third floor file room.

Background and Discussion:

The Circuit Clerk's Criminal File Room, located on the third floor just off the Circuit Clerk's

Administration office in Room 352, does not have a finished ceiling or flooring. This room was

initially planned for future expansion when the Courthouse addition first opened. Over the years

the Circuit Clerk's office has used this unfinished spaced for criminal file storage. Parts of the

unfinished space were remodeled into office space years ago, but the file room space remains

unfinished, without a drop ceiling or flooring beyond the cement floor. The room is very dusty

and drafty due to the lack of a drop ceiling, and the lighting in the space is very poor.

Facilities Management arranged for Wold Architects to look at the space and give us some

estimated costs. Facilities Management has continued to assist us with the project by getting

some initial proposals for the work that will need to be done. Work includes installation of

flooring and a drop ceiling, in addition to extending the electrical, ventilation and sprinkler

systems to reach the new drop ceiling.

Impact on Human Resources:

The impact on Circuit Clerk employees will be a finished file room space with improved lighting

to better see the files.

Impact on Budget (Revenue; Expenses, Fringe Benefits):

The cost of the File Room remodeling project will be approximately $14,872.32. The project will

be funded from the Circuit Clerk Operation & Administration Fund existing fund balance.

Impact on Capital Expenditures:

None

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Resolution (ID # 4648) Meeting of November 10, 2015

Updated: 11/6/2015 2:51 PM by Ralph Sarbaugh Page 4

Impact on Physical Space:

No walls will be removed, only finishing the current space in the Circuit Clerk's third floor office

and continuing to use the room as a file room once the work has been completed.

Impact on Other County Departments or Outside Agencies:

None

Conformity to Board Ordinances and Policies:

This project will be put out to bid per the County Purchasing Ordinance. The lowest responsible

bidders for each section of the bid will be selected.


Cover Memo - Criminal File Room Remodel (PDF)

Circuit Clerk Criminal File Room - Pictures (PDF)

Project Estimates - Criminal File Room Remodel (PDF)

HISTORY:

11/02/15 Law & Justice RECOMMENDED

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K A T H E R I N E M . K E E F E

Clerk of the Circuit Court 22nd JUDICIAL CIRCUIT McHENRY COUNTY

2200 N. Seminary Avenue Woodstock, IL 60098

www.mchenrycircuitclerk.org

Memorandum

Date: October 26, 2015

To: Tina Hill

Chairman Management Services

From: Katherine Keefe

Circuit Clerk

Re: Proposed Criminal File Room Remodel

We are requesting authorization for a minor remodeling of the Circuit Clerk's third floor file

room. The Circuit Clerk's Criminal File Room, located on the third floor just off the Circuit Clerk's

Administration office in Room 352, does not have a finished ceiling or flooring. This room was initially

planned for future expansion when the Courthouse addition first opened. Over the years the Circuit

Clerk has used this unfinished spaced for criminal file storage. Parts of the unfinished space were

remodeled into office space years ago, but the file room space remains unfinished, without a drop

ceiling or flooring beyond the cement floor. The room is very dusty and drafty due to the lack of a

drop ceiling, and the lighting in the space is very poor.

Building Operations arranged for Wold Architects to look at the space and give us some

estimated costs. Dave Haase from Building Operations has continued to assist us with the project by

getting some initial proposals for the work that will need to be done to help with a cost estimate. Work

includes installation of flooring and a drop ceiling, in addition to extending the electrical, ventilation

and sprinkler systems to reach the new drop ceiling. Project details, estimated costs and pictures of

the space are attached. The cost of the Criminal File Room remodeling project will be approximately

$14,872.32. The project will be entirely funded from the Circuit Clerk Operation & Administration

Fund, utilizing existing fund balance. The Circuit Clerk Operation & Administration Fund is funded by

court fees designated by statute to be used for the "operation and administration of the Circuit Clerk's

office."

Civil Division 815.334.4310

Criminal/Traffic/Juvenile Division

815.334.4190 Felony/Misdemeanor

Jury Division 815.334.4313

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Circuit Clerk Criminal File Room – Room 352

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R E S O L U T I O N

4630 / JEBunch Page 1

RESOLUTION AUTHORIZING A ONE YEAR CONTRACT FOR FY2016 WITH TWO ADDITIONAL OPTION YEARS, FY2017 AND FY2018, WITH HP PRODUCTS

CORPORATION, INDIANAPOLIS, INDIANA FOR HOUSEKEEPING SUPPLIES

WHEREAS, the McHenry County Facilities Management Department is responsible for cleaning

and maintaining the Government Center, Administration Building, Building A, Building B, Treasurer's

Building, Archives and the Division of Transportation and has a proposed FY2016 budget to fulfill this

task; and

WHEREAS, the Facilities Management Department prepared specifications for the bidding of the

housekeeping supplies for the Purchasing Department. The bid for a three-year contract was sent out to

24 potential bidders with three (3) bids received. The Facilities Management received and reviewed the

bids and wishes to extend a contract to the lowest responsible/responsive bidder, HP Products

Corporation, Indianapolis, Indiana; and

WHEREAS, funds of up to $30,000 for cleaning supplies for FY2016 have been accounted for in

the proposed FY2016 budget under budget line items OCA 160001-5150 (General Fund/Facilities

Management - Cleaning Materials) and 160082-5150 (General Fund/Division of Transportation - Cleaning

Materials); and

WHEREAS, the Facilities and Finance and Audit Committees have discussed and reviewed the

said request and are now making recommendation to the County Board for approval.

NOW, THEREFORE BE IT RESOLVED, by this County Board of McHenry County, Illinois that it

hereby authorizes the Director of Purchasing to initiate a contract for housekeeping supplies for the Base

Year (FY2016) with HP Products, Indianapolis, Indiana for housekeeping supplies with Option Years

FY2017 and FY2018; and

BE IT FURTHER RESOLVED, funds up to $30,000 for cleaning supplies have accounted for in

the development of the FY2016 budget under budget line OCA 160001-5150 (General Fund/Facilities

Management - Cleaning Materials) and 160082-5150 (General Fund/Division of Transportation - Cleaning

Materials); and


copy of this Resolution to the Director of Facilities Management, the Director of Purchasing, the Auditor,

the Associate County Administrator-Finance, and the County Administrator.



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Hskpg Supplies Summary Sheet (PDF)

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McHenry County Board Meeting: 11/10/15 08:15 AM County Board Room Department: Facilities Management Woodstock, IL 60098 Category: General Prepared By: Joan Bunch

SCHEDULED


Page 3

TO: McHenry County Board FROM: John Hadley DATE: November 10, 2015 SUBJECT: Resolution Authorizing a One Year Contract for FY2016 with Two Additional

Option Years, FY2017 and FY2018, with HP Products Corporation, Indianapolis, Indiana for Housekeeping Supplies

Board / Committee Action Requested: Approval to enter into a contract for housekeeping

supplies with HP Products Corporation, Indianapolis, Indiana and to allow Facilities

Management not to exceed the $30,000 in cleaning supplies in FY2016.

Background and Discussion: The Facilities Management Department is responsible for

cleaning the Government Center, Administration Building, Building A, Building B, Treasurer's

Building, Archives and the Division of Transportation. For FY2016, with Option Years FY2017

and FY2018, Facilities Management prepared specifications for the Purchasing Department and

bids were sent to 24 potential bidders with three (3) responses received. Facilities Management

reviewed the bids received and recommends awarding the contract to the lowest

responsive/responsible bidder, HP Products Corporation, Indianapolis, Indiana.

Impact on Human Resources: None

Impact on Budget (Revenue; Expenses, Fringe Benefits): The funds are necessary to

continue to maintain the housekeeping requirements set forth by the department.

Impact on Capital Expenditures: None

Impact on Physical Space: None

Impact on Other County Departments or Outside Agencies: The approval of this Resolution

will allow the Facilities Management Department to continue to clean and supply County

facilities with the necessary supplies.

Conformity to Board Ordinances, Policies and Strategic Plan: Followed the current County

Purchasing Ordinance.


Hskpg Supplies Summary Sheet (PDF)

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Documents

Agenda - Tuesday, November 10, 2015