R1412 - 10/28/2014 - GOLF - Resolutions Supporting Documents ITEM 6.F.4)
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AGENDA ITEM
Regular Board of Trustees Meeting
of
October 28, 2014
SUBJECT: Award of Contract—
Golf Course Maintenance Flood Equipment—(2) Godwin Dri-Prime Pumps
Model DPC300
FROM: Rania Serences, Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: Infrastructure Fund$200,000.
RECOMMENDED MOTION: I move that the Village Board award a contract to the
lowest responsive and responsible bidder, Xylem Dewatering Solutions d/b/a Godwin
Pumps of America, Inc., Lansing, Illinois, in the amount of$155,253.40 for the purchase of
two (2) Godwin Dri-Prime Pumps Model DPC300. Additionally, that the Village Board
approve Resolution R-1412
Background/History:
A notice for Request for Bids was placed on the Village website on September 23,2014 and bid packages
were sent to three (3) companies. Two (2) sealed bids were received and opened on Tuesday,
October 7, 2014:
Company Name Bid Amount
Xylem Dewatering Solutions d/b/a Godwin $155,253.40
Pumps of America, Inc.
Baker Corp $190,624.00
At the Village Board meeting of September 9, 2014, staff was directed to seek bids for the
purchase of two pumps as phase one of a two phase project that will improve the drainage
system of the golf course. Phase two consists of replacing pipes between the 9" hole of the golf
course and field #1 driving range/polo field. During the flood event of August 2014, it became
apparent that portable pumps have significant advantages: 1) the pumps operate on diesel fuel
instead of electricity; 2) they can be placed in the flood area of greatest need, and 3) they are
very cost efficient. Also, the pumps will significantly reduce the pumping operation time during
a flood event(approximately 50%).
Staff has estimated the following cost savings related to this purchase:
1. Over the last 7 years the golf course has averaged $4,000 per year in pump rentals.
Considering a life expectancy of at least 20 years for the proposed pumps, that would be
approximately $80,000.00 in deferred rental costs.
2. Staff believes the amount of flooding experienced over the last several years will
continue. Using the August 2014 flood event as being somewhat typical, if the golf
course had these pumps in place approximately 200 rounds of golf would have been
saved. The financial impact for that event was approximately $12,600.00. We hope this
doesn't occur, but if we had one event like that per year for the life of the pumps, that
would be a savings of$252,000.00.
3. It is very difficult to attribute the 45% reduction in golf members to flood control
specifically. However, it is fair to say that a portion of them have stopped buying
memberships because of the risk of not being able to play all year.
The pump specified in the bid package is a Gorman Rupp Model PA12A60-B-6068H. The
pump specified by Xylem Dewatering Solutions d/b/a Godwin Pumps of America is a Godwin
Dri-Prime Model DPC300. Staff compared specifications of the two pumps and determined that
the Godwin Dri-Prime Pump is an acceptable substitution. Staff also received and reviewed
references and is satisfied.
Recommendation:
That the Village Board award a contract to the lowest responsive and responsible bidder, Xylem
Dewatering Solutions d/b/a Godwin Pumps of America, Inc., Lansing, Illinois, in the amount of
$155,253.40 for the purchase of two (2) Godwin Dri-Prime Pumps Model DPC300.
Additionally, that the Village Board approve Resolution R-1412.
RESOLUTION 2014-GOLF-EQUI P-CNTRCT-R-1412
A RESOLUTION APPROVING AND AUTHORIZING THE AWARD AND EXECUTION OF A
CONTRACT WITH XYLEM DEWATERING SOLUTIONS FOR GOLF COURSE FLOOD EQUIPMENT
WHEREAS, the Village desires to purchase two pumps to improve drainage on the Village's golf
course("Pumps"); and
WHEREAS, on September 23, 2014, the Village solicited bids to award a contract to a firm to
provide the Village the Pumps;and
WHEREAS, the Village received 2 bids to provide the Pumps; and
WHEREAS, Xylem Dewatering Solutions, Inc. d/b/a Godwin Pumps of America, Inc., of Lansing,
Illinois ("Xylem") was the lowest responsive and responsible bidder to provide the Pumps in an amount
not to exceed $155,253.40; and
WHEREAS, the President and Board of Trustees have determined that it is in the best interests of
the Village to award a contract to Xylem in substantially the form attached hereto as Exhibit A
("Agreement")for Xylem to provide the Pumps; and;
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part
of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Award of Contract. The purchase of Pumps from Xylem for a total amount not to
exceed$155,253.40 shall be, and is hereby, approved.
Section 3: Authorization and Execution of Agreement. The Village President and Village
Clerk shall be, and hereby are, authorized to execute the Agreement in substantially the seine form as
attached hereto as Exhibit A after receipt of the final Agreement fully executed by Xylem.
Section 4: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2014-GOLF-EQUIP-CNTRCT-R-1412
Award of Contract for Golf Course Flood Equipment
Page 2 of 3
APPROVED THIS 28th day of October, 2014.
Gopal G. Lalmalani
Village President
PASSED THIS 28th day of October, 2014.
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
EXHIBIT A
AGREEMENT
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