R-1593 - 09/27/2016 - PUBLIC WORKS - Resolutions Supporting Documents ITEM 6.E. 1)
BOARD OF TRUSTEES MEETING
VILLAGE OF SAMUEL E. DEAN BOARD ROOM
OAK B R K BUTLER GOVERNMENT CENTER
cqg.�
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
September 27, 2016
SUBJECT: Bulk Deicer Salt
FROM: Doug Patchin,Public Works Director'i
BUDGET SOURCE/BUDGET IMPACT: $130,000 (#363 Snow Removal)
RECOMMENDED MOTION: I move the Village Board waive further bidding
since the State of Illinois and DuPage County already conducted the bid process, and
authorize staff to issue a purchase order to Compass Minerals America, Inc. in the total
amount of$71,967 ($32,522 for 700 tons of deicer salt through the State of Illinois Joint
Purchasing Program, and $39,445 for 700 tons of deicer salt from DuPage County's
competitive bidding).
Backivound/History: For the past 20 plus years the village has purchased bulk deicer
salt through the State joint purchasing contract. We were limited to one (1) supplier
which, at times, caused availability and delivery issues. Last year we split our purchase
quantities between the State joint purchasing contract and DuPage County's competitive
bidding,this split purchase gave us the opportunity to receive salt from two (2) suppliers.
This upcoming season we are requesting 1,400 tons. We will split this purchase equally
between the State Joint Purchasing and DuPage County's competitive bidding process.
Recommendation:
Staff recommends the Village Board, authorize staff to issue purchase orders to Compass
Minerals America, Inc. for the purchase of deicer salt for the 2016-2017 winter season.
BOT AGENDA Page 1 RC7
RESOLUTION 2016-PW-SALT-PG-R-1593
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 2016 budget includes$130,000 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 700 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'l, 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 2016-PW-SALT-PG-R-1593
Approving the Purchase of
Deicer Salt
Page 2 of 4
APPROVED THIS 27th day of September, 2016.
Gopal G. Lalmalani
Village President
PASSED THIS 27th day of September, 2016.
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
�E STAT PLEASE RETIJ1tN TO:
Illinois Department of
lmkl Oak, Central\Management Services
801 Writ.G.Stratton Building
rnr . 401 S.Spring Street
Springfield,11, 62706
JOINT PURCHASING REQUISITION Fax: (217)782-5187
, > Purchase CY 16� I7 New Purchase Commitment Email Address for submission:
c;41s.BOSS.EC�illinois.gov
_ No Thank You, Opt-Out->Our unlit does not%%,alit to participate in the CY' 2016-2017 Contract Procurement.
But keep on mailing list, Notice:-> Please complete and return the Contact information below to remain on the mailing list.
JOl11t PnrCllaSina ,l: 1= « Date:
r
3 r r
Government Unit: j f.�((, ' () -� .�Ir (�+)`4s/ DeliyeryPoint
Provide Delivery Details To Contract)
14a11u1g Address: •t � z 3 {3 , ' l ( Vendor At Time Of Order Placement)
City/State/Zip: �� .� �.,,`:, t .�. ! a{ lrf� rf
County: V 11
Contact Person:
Telephone Number: ,t 3 c t=.r`6f_' �-
¢'�• j, t
Fax Number: -��a) _ 4 l' it E_3;..1j ' � �------____---°--_-
<-Please provide Email Address
Contact Email:
x "Par'ticipint,Complete Only One-Either"Table-A"or"Table-B"Below
'fable A: Complete this table to have the State"SOLICIT BIDS" For your gover•nnlental enrtity
_ ITEM DESCRIPTION -� BID QUANTITY -- UNIT MEASURE
AASIITO\4143 Road Salt or Equivalent (Total Tonnage) L2--25 Ton/Truck)
Ems.,) �) •1'
Rock Salt, Bulk 0 it S
Please note your Purchase Commitment Percentage for Total Tonnage Quantity as stated above(choose one): —�
OPTION 1 �`:t= '_ 80.%.minimum purchase reyuirenlent/120%maximum purchase requirement
OPTION 2 100%minimum purchase requirement/120%maxinium purchase requirement
Participant,Complete only One-Either"'fable-A"Above or"Table-B"Below
Table B: Complete this table to have the State"RENE«"'Requirements for your goVernm ell tal entity
__ITTE DESCRIPTION QUANTITY — —_UNIT MEASURE
AASI-ITO M143 Road Salt or Equivalent (Total'I'onnage) (22-25 Ton/Truck)
Rock Salt, Bulk 'tons
Note: Renewal is available ONLY:older Contracts PSD 4018143,4018144,4018145,and 4018146 for'CY'2015-2016.
Your quanlity may not exceed more than a 20%increase of last season's quantity,and price cannot increase more than 10.%of
last season's price, Other'renns&Conditions of Contract will remain the same as last year. Please Check Contract#Below:
Note Current CMS Contract: PSD 4018143(_) -or-PSD 4018144 -or-PSD 4018145( __) -or-PSD 4018146(_-j—
I certify that fiends are available for the purchase of the items on this Requisition and that such items are for the sole use of this
governmental unit,"na not for personal use of any official or individual or re-sale.
In ition, I e-by'tire"Joint Purchasing Procedure established by the Department of Central M`anage\ment Serrvices.
�_.-. .✓L,..,! �?�-�t-a"C� )n3c�t'l4 a �.Jr•1*�c}C'��_�
S G AT E OF AUTHORIZED OFFICIAL OR AGENT J TITLE
Printed on Recycled Paper
DUPAGE COUNTY BULK ROCK SALT 2016/2017 BULK ROCK SALT JOINT PURCHASING
MUNICIPALITY: Village of Oak Brook
AUTORIZED CONTACT: Lae Hammer
A. EARLY BUY-100%CONFIRMED DELIVERY(BEFORE 11/30/16)_ 0 .—_—TONS
(IF NONE,PLEASE INDICATE ZERO)
B. STANDARD BUY-80%-130%ESTIMATED QUANTITIES(ENTER 100%AMOUNT)_70D TONS
PLEASE PROVIDE BILL TO ADDRESS:
._Vj lag..e_a�k-Rroak
120QOak_Brook Rd
Oak Brook II. 60523
CONTACT NAME: Lee Hammer
PHONE If:_BaC}-36 -527
EMAIL: mAr oak-hraO3.org_
PLEASE PROVIDE SHIP TO ADDRESS:
Village of Oak Brook
3000 orie Blvd
Oak Brook II 60523
CONTACT NAME: Lee Hammer
PHONE M 630-36>3-5211__
EMAIL: Ihammer@oak-brook.org
DID YOUR MUNICIPALITY PROVIDE QUANTITIES FOR LAST YEARS RENEWAL? —Yes_
IF SO,QUANTITY COMMITTED TO: ACTUAL ORDER QUANTITY: 470 (W-date)
PURCHASE ORDER NUMBER: