R-1443 - 03/24/2015 - PUBLIC WORKS - Resolutions Supporting Documents ITEM 7.13.2)
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AGE DA IT M
Regular Board of Trustees Meeting
of
March 24, 2015
SUBJECT: Deicer Salt
FROM: Mike Hullihan P.E., Director of Public Works
BUDGET SOURCE/BUDGET IMPACT: Infrastructure - $150,000 is included in Program #363,
Snow Removal, for this item.
RECOMMENDED MOTION: I move that staff be authorized to execute a Joint Purchase
Requisition with the State of Illinois and Du Page County for the competitive bidding of deicer salt
for the 2015-2016 winter season.
Background/History:
For the past twenty years, we have purchased our deicer salt through the State competitive bidding
process. In doing so, we take full advantage of the State's considerable purchasing power and assure
ourselves the lowest salt price. Accordingly, the State requires that the attached requisition be returned to
them by March 27, 2015. Once the State hears from all interested agencies, specifications will be
prepared and bids opened sometime in August or September. Once the lowest responsible bidder is
identified and a contract awarded, we will be notified of the results and in turn will be requesting that a
Purchase Order be issued to the successful bidder.
The amount being bid out by the State, 500 tons, is not our entire order. This year we are splitting the
purchase quantities between the State joint purchasing contract and a similar contract being let by DuPage
County. We are requesting 700 tons on the DuPage County bid. Based on the relative performance by
the two entities,we will adjust our future salt procurement strategy.
Recommendation:
That staff be authorized to execute a Joint Purchase Requisition with the State of Illinois and Du Page
County for the competitive bidding of deicer salt for the 2015-2016 winter season.
RESOLUTION 2015-PW-SALT-PG-R-1443
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING AND AUTHORIZING THE
VILLAGE TO JOIN IN THE STATE'S AND DUPAGE COUNTY'S COOPERATIVE PURCHASING
PROGRAM FOR DEICER SALT
WHEREAS, the 2015 budget includes$150,000 for the purchase of deicer salt("Salt"); and
WHEREAS, Section 1-7-10 of the Village Code authorizes the Village to join with other units of
government in cooperative purchasing plans when it is in the best interests of the Village; and
WHEREAS, each year, both the State of Illinois and DuPage County, through their respective
cooperative purchasing programs, seek bids for municipalities to purchase Salt; and
WHEREAS, due to the purchasing power of the State and DuPage County, the Village can likely
obtain a better price if it purchase Salt through a purchasing cooperative program than if the Village
conducts its own bid process; and
WHEREAS, to participate in the State's purchasing cooperative, the Village must execute the
Joint Purchasing Requisition attached hereto as Exhibit A ("State Requisition Form', which will
commit the Village to purchasing 500 tons of Salt from the vendor selected by the State; and
WHEREAS, to participate in the DuPage County joint purchase of Salt, the Village must execute
the DuPage County requisition form attached hereto as Exhibit B ("DuPage Requisition Form', which
will commit the Village to purchase 700 tons of Salt from the vendor selected by DuPage County; and
WHEREAS, the President and Board of Trustees, being fully advised in the premises, have
determined that it is in the best interests of the Village and its residents to so waive competitive bidding
and to approve the State Requisition Form and DuPage Requisition Form;
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: Waiver of Competitive Bidding Requirements. The advertising and bidding
requirements for the purchase of Salt are hereby waived in accordance with Section 1-7-4 of the Village
Code.
Section 3: Authorization to Execute Documentation. The Village Manager and the Village
Clerk shall be, and are hereby, authorized to execute and attest, on behalf of the Village the State
Requisition Form and the DuPage Requisition Form.
Section 4: Effective Date. This Resolution shall be in full force and effect from and after its
passage by two-thirds of the Trustees and its approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2014-PW-SALT-PG-R-1443
Approving the Purchase of
Deicer Salt
Page 2 of 4
APPROVED THIS 24th day of March, 2015.
Gopal G. Lalmalani
Village President
PASSED THIS 24th day of March, 2015.
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2014-PW-SALT-PG-R-1443
Approving the Purchase of
Deicer Salt
Page 3 of 4
EXHIBIT A
State Requisition Form
Resolution 2014-PW-SALT-PG-R-1443
Approving the Purchase of
Deicer Salt
Page 4 of 4
EXHIBIT B
DuPage Requisition Form
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