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HomeMy WebLinkAboutResolution 251-R-26 (1) (1) 09/28/2026 251-R-26 A RESOLUTION Authorizing the City Manager to Execute a Sole-Source Contract with F.E. Moran, Inc. Refrigeration for Replacement and Rebuilding of Compressor 1 and 2 motors at the Robert Crown Community Center Ice Rink WHEREAS the Evanston City Council believes entering into an Agreement with F.E. Moran, Inc. Refrigeration is in the best interests of the citizens of Evanston, NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF EVANSTON, COOK COUNTY, ILLINOIS: SECTION 1: That the City Manager is hereby authorized and directed to sign, and the City Clerk is hereby authorized and directed to attest on behalf of the City of Evanston, an Agreement between the City and F.E. Moran, Inc. Refrigeration. SECTION 2: That the City Manager is hereby authorized and directed to negotiate any terms of an Agreement as may be determined to be in the best interests of the City. SECTION 3: That this Resolution shall be in full force and effect from and after its passage, approval, and publication in the manner provided by law. _______________________________ Daniel Biss, Mayor Attest: ______________________________ Stephanie Mendoza, City Clerk Adopted: __________________, 2026 Approved as to form: ______________________________ Alexandra B. Ruggie, Corporation Counsel Page 1 of 9 September 28 15700 W. 103rd Street • Lemont, IL. 60439 Robert Crown Community Center September 3, 2026 1801 Main Street Evanston, IL 60202 RE: C-2 MOTOR REBUILD OR REPLACEMENT F.E. Moran, Inc. Refrigeration, submits the following proposal to recondition or replace the C-2 motor. The following is included: SCOPE • LOTO the power to the C-2 compressor • Isolate, LOTO and blow down the ammonia side of C-2 • Remove the existing motor • Replace the shaft seal • Send the motor in for reconditioning (Optional) • Reinstall the new or reconditioned motor • Pull a vacuum on the compressor • DeLOTO, open the valves • Run the unit, verify proper operation, return unit to normal operating conditions MOTOR OPTIONS • Qty (1) – WEG 125hp, 3450rpm, 230/460v motor W/ C Face Adaptor • Qty (1) – Motor Reconditioning including the following: -Megger, Resistance, Hi Pot & Surge Test Windings -Disassemble & Inspection of All Parts & Windings - Steam Cleaning or Sandblasting of All Parts -Wash & Bake Windings -Re-insulate Windings -Dynamically Balance Rotating Assembly -Machine & Sleeve Worn Bearing Housing -Replacement of Bearings with Premium or Custom Specs -Assemble & Perform No Load Test * 1 Year warrantee on all parts, materials and labor performed by the motor shop. *Insulation System carries a (2) year warrantee. (Reconditioning time is 7-10 working days) TOTAL COST RECONDITIONED MOTOR $22,870.45 TOTAL COST NEW MOTOR $33,198.94 Page 2 of 9 15700 W. 103rd Street • Lemont, IL. 60439 CLARIFICATIONS AND EXCLUSIONS • Assumes clear and free access to equipment • Overtime NOT included, all work to be performed during regular business hours • This proposal shall remain valid for 7 days • If the cost of materials or equipment required for the performance of the work increases due to unforeseen market fluctuations, F.E. Moran, Inc. Refrigeration shall be entitled to an adjustment in the contract price to reflect such price escalation. The Surcharge, including Tariff related, will be added to the final invoice at the time of billing; in addition to the original pricing or contract lump sum amount. F.E. Moran, Inc. Refrigeration, appreciates the opportunity to submit our solution for this project. If you have any questions, please feel free to call me at 815-295-6645. Respectfully, F.E. Moran, Inc. Refrigeration Mike Monahan Technical Sales Page 3 of 9 15700 W. 103rd Street • Lemont, IL. 60439 TERMS AND CONDITIONS TERMS: F.E. Moran, Inc. Refrigeration payments are due upon receipt of invoice. CUSTOMER agrees to pay interest on any sums outstanding and past due computed at 1.5% per month or at highest lawful rate if that rate is lower. Any costs to collect any outstanding and past due amounts, including reasonable attorney fees, shall be paid by CUSTOMER. This proposal is binding upon acceptance and will remain valid for (30) days prior to the expiration of the current terms of agreement; after (30) days price subject to increase due to material, equipment and labor escalation. This proposal is subjec t to credit review. A deposit, or payment upon delivery, may be required. MATERIAL ESCALATION CLAUSE. Customer agrees that the pricing offered in this Proposal by FE Moran Inc. Refrigeration is based upon the pricing of steel and other commodities and its availability as of the date of this Proposal. Customer and FE Moran Inc. Refrigeration agree that given the uncertainty in current market trends and conditions, the cost and availability of steel/copper, steel/copper products and other commodities may rise, and that any such increase i n the cost of materials ordered by FE Moran Refrigeration for this proj ect after the date of this Proposal or any surcharges or other costs imposed, shall result in a corresponding dollar for dollar increase in FE Moran Inc. Refrigeration’s Proposal price. FE Moran Inc. Refrigeration agrees to provide timely information to Customer about any increase in the cost of steel/copper, steel/copper products and other commodities and Customer agrees to execute, at FE Moran Inc. Refrigeration’s request, an addendum including a nondisclosure agreement whereby Customer agrees to pay FE Moran Inc. Refrigeration for any increases as described above under the terms and conditions agreed upon and stated in this Proposal. If the cost of materials or equipment required for the performance of the work increases due to unforeseen market fluctuations, F.E. Moran, Inc. Refrigeration shall be entitled to an adjustment in the contract price to reflect such price escalation. The Su rcharge, including Tariff related, will be added to the final invoice at the time of billing, in addition to the original pricing or c ontract lump sum amount. Material Price Escalation. In the event of a significant delay or price increase of material, equipment or energy occurring during the performance of the agreement through no fault of F.E. Moran, the contract sum, time of completion or contract requirements shall be equitably adjusted by change order in accordance with the procedures of the agreement. A change in price of an item of material, equipment or energy will be considered significant when the price of an item increases 5% between the date of this agreement and the date of installation. INVOICING: F.E. Moran, Inc., Refrigeration reserves the right to issue partial or complete invoices as material is furnished and as services are rendered. Material and equipment will be invoiced for 50% of the proposed value of the items (NET immediate), upon receipt of purchase; remaining 50% will be due upon delivery. TAXES: Prices quoted are inclusive of taxes, unless noted otherwise, or in lieu thereof. The CUSTOMER shall provide F.E. Moran, Inc. Refrigeration with a Tax Exemption Certificate acceptable to the taxing authorities if the CUSTOMER is tax exempt. IF the customer obtains a Tax Exemption Certificate, it only applies to the items legally allowed within the certificate criteria such as permanently affixed equipment and is not all encompassing. When Estimated taxes are provided within a proposal, a Tax-Exempt certificate does not automatically apply to all estimated taxes and will need to be reassessed at the time of billing and is the responsibility of the CUSTOMER to pay all applicable taxes. When applicable, GROSS RECEIPT TAX is NOT included in proposal pricing. All costs associated with Gross Receipt Tax is the responsibility of the CUSTOMER to cover these costs. An invoice, separate from agreed upon price OR included as a line item on invoice, may be billed separately at a later date, when the appropriate tax amount is determined. By accepting this propos al, the CUSTOMER agrees to these terms and conditions. When T&M (time and material) work is to be performed at the direction of the CUSTOMER, these terms still apply. MATERIAL: Price based on cost of material at time of proposal, subject to change. F.E. Moran, Inc. Refrigeration reserves the right to adjust total project cost due to fluctuations in material cost at the time the project is awarded. Page 4 of 9 15700 W. 103rd Street • Lemont, IL. 60439 TERMS AND CONDITIONS CONTROLS: Controls integration is NOT included unless otherwise noted in proposal. When applicable, controls integration assumes full access to current and organized files for existing system . Time and expense for field troubleshooting and support will be quoted or performed on a T&M basis upon approval and billed outside of this proposal. EXCLUSIONS: Permits, Bonds and fees are not included in this proposal price unless noted otherwise. Asbestos removal or detection, smoke detectors, lead abatement, structural steel, painting, roofing, carpentry, concrete cutting, concrete cor ing, concrete finishing, fire stopping, insulation, water treatment and testing, labeling and tagging, cranes, plum bing, sprinkler or electrical system additions or revisions are not included, unless noted otherwise. It is assumed that the existing building systems and structure are capable of handling the specified tasks to CUSTOMER’s refrigeration system, (which include the building structural, electrical, and mechanical systems). F.E. Moran, Inc. Refrigeration’s scope of work will not include identification, detection, abatement, encapsulation or rem oval of any hazardous material or substance. Customer agrees to indemnify, defend and hold harmless F.E. Moran, Inc. Refrigeration, to the fullest extent permitted by law, against any and all losses, damages, and costs (including expert fees and reasonable attorney’s fees) arising from any and all third-party claims (including employees of F.E. Moran, Inc. Refrigeration) for personal injury, death, property damage or economic loss involving exposure to hazardous materials or conditions. GUARANTEE AND WARRANTY: The proposal includes a one (1) year parts warranty from the manufacturer and a ninety (90) day workmanship guarantee from F.E. Moran, Inc., Refrigeration from date of completion of such work. Any extended equipment / part warranties or defined requirements will be listed under “Clarifications” above. Beyond 90 days this warranty does not include the cost of handling, shipping, or transportation involved in supplying replacement for defective components. The CUSTOMER agrees to provide routine maintenance as specified by the manufacturer to ensure efficient operation and warranty coverage. Warranty will be void if the following occurs: (i ) payments are not made in accordance with the terms and conditions of this proposal; (ii) the CUSTOMER neglects to keep the operation of its refrigeration system in good working order; (iii) CUSTOMER carelessly damages, misuses or abuses its refrigeration system; (iv) any damage to CUSTOMER’s refrigeration system results from any unforeseen condition occurring beyond F.E. Moran, Inc., Refrigeration’s control; or (v) the CUSTOMER or a third party performs any alteration, modification, installation, or repai r to the CUSTOMER’s refrigeration system. Manufacturer’s warranty does NOT include FE Moran Refrigeration’s cost to replace or repair. Any labor, rental, subcontractors, or material associated with manufacturer’s warranty and not related to craftsmanship, will be invoiced separately to the CUSTOMER if the manufacturer fails to cover these costs. GENERAL TERMS AND CONDITIONS: Unless specifically stated otherwise, all work will be performed by competent union workers during normal working hours, Monday through Friday, 7:00AM until 3:30 PM. This proposal supersedes all previously dated documents. F.E. Moran, Inc., Refrigeration shall not be required to furnish any equipment, labor, or make special tests recommended or required by insurance companies, Federal State Municipal or other authorities except as otherwise included in this proposal. CUSTOMER agrees that the venue for any legal actions shall be in the Circuit Courts of Cook County. F.E. Moran, Inc. Refrigeration’s time to perform its obligations shall be extended as necessary if performance is delayed by parts or equipment unavailability, strikes, lockouts or other labor difficulties; pandemics, transportation delays; casualty; war, rebellion, or riot, acts of God or government or any cause whatsoever beyond F.E. Moran, Inc., Refrigeration’s reasonable control. This proposal contains proprietary design and pricing information and is provided to the CUSTOMER for their confidential use only. The CUSTOMER agrees not to lend, reproduce or otherwise disclose its contents without express written consent of F.E. Moran, Inc., Refrigeration. Page 5 of 9 15700 W. 103rd Street • Lemont, IL. 60439 Robert Crown Community Center September 18, 2026 1801 Main Street Evanston, IL 60202 RE: COMPRESSOR MOTOR RECONDITION F.E. Moran, Inc. Refrigeration, submits the following proposal to recondition one of the compressor motors. The following is included: SCOPE • Recondition one compressor motor. Motor Reconditioning includes the following: -Megger, Resistance, Hi Pot & Surge Test Windings -Disassemble & Inspection of All Parts & Windings - Steam Cleaning or Sandblasting of All Parts -Wash & Bake Windings -Re-insulate Windings -Dynamically Balance Rotating Assembly -Machine & Sleeve Worn Bearing Housing -Replacement of Bearings with Premium or Custom Specs -Assemble & Perform No Load Test * 1 Year warrantee on all parts, materials and labor performed by the motor shop. *Insulation System carries a (2) year warrantee. (Reconditioning time is 7-10 working days) TOTAL COST $4,018.50 CLARIFICATIONS AND EXCLUSIONS • Assumes clear and free access to equipment • Removing and or installing the motor is NOT included. Recondition and shipping only. • This proposal shall remain valid for 7 days • If the cost of materials or equipment required for the performance of the work increases due to unforeseen market fluctuations, F.E. Moran, Inc. Refrigeration shall be entitled to an adjustment in the contract price to reflect such price escalation. The Surcharge, including Tariff related, will be added to the final invoice at the time of billing; in addition to the original pricing or contract lump sum amount. Page 6 of 9 15700 W. 103rd Street • Lemont, IL. 60439 F.E. Moran, Inc. Refrigeration, appreciates the opportunity to submit our solution for this project. If you have any questions, please feel free to call me at 815-295-6645. Respectfully, F.E. Moran, Inc. Refrigeration Mike Monahan Technical Sales Page 7 of 9 15700 W. 103rd Street • Lemont, IL. 60439 TERMS AND CONDITIONS TERMS: F.E. Moran, Inc. Refrigeration payments are due upon receipt of invoice. CUSTOMER agrees to pay interest on any sums outstanding and past due computed at 1.5% per month or at highest lawful rate if that rate is lower. Any costs to collect any outstanding and past due amounts, including reasonable attorney fees, shall be paid by CUSTOMER. This proposal is binding upon acceptance and will remain valid for (30) days prior to the expiration of the current terms of agreement; after (30) days price subject to increase due to material, equipment and labor escalation. This proposal is subjec t to credit review. A deposit, or payment upon delivery, may be required. MATERIAL ESCALATION CLAUSE. Customer agrees that the pricing offered in this Proposal by FE Moran Inc. Refrigeration is based upon the pricing of steel and other commodities and its availability as of the date of this Proposal. Customer and FE Moran Inc. Refrigeration agree that given the uncertainty in current market trends and conditions, the cost and availability of steel/copper, steel/copper products and other commodities may rise, and that any such increase i n the cost of materials ordered by FE Moran Refrigeration for this proj ect after the date of this Proposal or any surcharges or other costs imposed, shall result in a corresponding dollar for dollar increase in FE Moran Inc. Refrigeration’s Proposal price. FE Moran Inc. Refrigeration agrees to provide timely information to Customer about any increase in the cost of steel/copper, steel/copper products and other commodities and Customer agrees to execute, at FE Moran Inc. Refrigeration’s request, an addendum including a nondisclosure agreement whereby Customer agrees to pay FE Moran Inc. Refrigeration for any increases as described above under the terms and conditions agreed upon and stated in this Proposal. If the cost of materials or equipment required for the performance of the work increases due to unforeseen market fluctuations, F.E. Moran, Inc. Refrigeration shall be entitled to an adjustment in the contract price to reflect such price escalation. The Su rcharge, including Tariff related, will be added to the final invoice at the time of billing, in addition to the original pricing or c ontract lump sum amount. Material Price Escalation. In the event of a significant delay or price increase of material, equipment or energy occurring during the performance of the agreement through no fault of F.E. Moran, the contract sum, time of completion or contract requirements shall be equitably adjusted by change order in accordance with the procedures of the agreement. A change in price of an item of material, equipment or energy will be considered significant when the price of an item increases 5% between the date of this agreement and the date of installation. INVOICING: F.E. Moran, Inc., Refrigeration reserves the right to issue partial or complete invoices as material is furnished and as services are rendered. Material and equipment will be invoiced for 50% of the proposed value of the items (NET immediate), upon receipt of purchase; remaining 50% will be due upon delivery. TAXES: Prices quoted are inclusive of taxes, unless noted otherwise, or in lieu thereof. The CUSTOMER shall provide F.E. Moran, Inc. Refrigeration with a Tax Exemption Certificate acceptable to the taxing authorities if the CUSTOMER is tax exempt. IF the customer obtains a Tax Exemption Certificate, it only applies to the items legally allowed within the certificate criteria such as permanently affixed equipment and is not all encompassing. When Estimated taxes are provided within a proposal, a Tax-Exempt certificate does not automatically apply to all estimated taxes and will need to be reassessed at the time of billing and is the responsibility of the CUSTOMER to pay all applicable taxes. When applicable, GROSS RECEIPT TAX is NOT included in proposal pricing. All costs associated with Gross Receipt Tax is the responsibility of the CUSTOMER to cover these costs. An invoice, separate from agreed upon price OR included as a line item on invoice, may be billed separately at a later date, when the appropriate tax amount is determined. By accepting this propos al, the CUSTOMER agrees to these terms and conditions. When T&M (time and material) work is to be performed at the direction of the CUSTOMER, these terms still apply. MATERIAL: Price based on cost of material at time of proposal, subject to change. F.E. Moran, Inc. Refrigeration reserves the right to adjust total project cost due to fluctuations in material cost at the time the project is awarded. Page 8 of 9 15700 W. 103rd Street • Lemont, IL. 60439 TERMS AND CONDITIONS CONTROLS: Controls integration is NOT included unless otherwise noted in proposal. When applicable, controls integration assumes full access to current and organized files for existing system . Time and expense for field troubleshooting and support will be quoted or performed on a T&M basis upon approval and billed outside of this proposal. EXCLUSIONS: Permits, Bonds and fees are not included in this proposal price unless noted otherwise. Asbestos removal or detection, smoke detectors, lead abatement, structural steel, painting, roofing, carpentry, concrete cutting, concrete cor ing, concrete finishing, fire stopping, insulation, water treatment and testing, labeling and tagging, cranes, plum bing, sprinkler or electrical system additions or revisions are not included, unless noted otherwise. It is assumed that the existing building systems and structure are capable of handling the specified tasks to CUSTOMER’s refrigeration system, (which include the building structural, electrical, and mechanical systems). F.E. Moran, Inc. Refrigeration’s scope of work will not include identification, detection, abatement, encapsulation or rem oval of any hazardous material or substance. Customer agrees to indemnify, defend and hold harmless F.E. Moran, Inc. Refrigeration, to the fullest extent permitted by law, against any and all losses, damages, and costs (including expert fees and reasonable attorney’s fees) arising from any and all third-party claims (including employees of F.E. Moran, Inc. Refrigeration) for personal injury, death, property damage or economic loss involving exposure to hazardous materials or conditions. GUARANTEE AND WARRANTY: The proposal includes a one (1) year parts warranty from the manufacturer and a ninety (90) day workmanship guarantee from F.E. Moran, Inc., Refrigeration from date of completion of such work. Any extended equipment / part warranties or defined requirements will be listed under “Clarifications” above. Beyond 90 days this warranty does not include the cost of handling, shipping, or transportation involved in supplying replacement for defective components. The CUSTOMER agrees to provide routine maintenance as specified by the manufacturer to ensure efficient operation and warranty coverage. Warranty will be void if the following occurs: (i ) payments are not made in accordance with the terms and conditions of this proposal; (ii) the CUSTOMER neglects to keep the operation of its refrigeration system in good working order; (iii) CUSTOMER carelessly damages, misuses or abuses its refrigeration system; (iv) any damage to CUSTOMER’s refrigeration system results from any unforeseen condition occurring beyond F.E. Moran, Inc., Refrigeration’s control; or (v) the CUSTOMER or a third party performs any alteration, modification, installation, or repai r to the CUSTOMER’s refrigeration system. Manufacturer’s warranty does NOT include FE Moran Refrigeration’s cost to replace or repair. Any labor, rental, subcontractors, or material associated with manufacturer’s warranty and not related to craftsmanship, will be invoiced separately to the CUSTOMER if the manufacturer fails to cover these costs. GENERAL TERMS AND CONDITIONS: Unless specifically stated otherwise, all work will be performed by competent union workers during normal working hours, Monday through Friday, 7:00AM until 3:30 PM. This proposal supersedes all previously dated documents. F.E. Moran, Inc., Refrigeration shall not be required to furnish any equipment, labor, or make special tests recommended or required by insurance companies, Federal State Municipal or other authorities except as otherwise included in this proposal. CUSTOMER agrees that the venue for any legal actions shall be in the Circuit Courts of Cook County. F.E. Moran, Inc. Refrigeration’s time to perform its obligations shall be extended as necessary if performance is delayed by parts or equipment unavailability, strikes, lockouts or other labor difficulties; pandemics, transportation delays; casualty; war, rebellion, or riot, acts of God or government or any cause whatsoever beyond F.E. Moran, Inc., Refrigeration’s reasonable control. This proposal contains proprietary design and pricing information and is provided to the CUSTOMER for their confidential use only. The CUSTOMER agrees not to lend, reproduce or otherwise disclose its contents without express written consent of F.E. Moran, Inc., Refrigeration. Page 9 of 9