R-1612 - 01/24/2017 - PUBLIC WORKS - Resolutions Supporting Documents ITEM 9.A.4)
BOARD OF TRUSTEES MEETING
VILLAGE OF SAMUEL E. DEAN BOARD ROOM
OAK B R
92. K , BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
January 24, 2017
SUBJECT: Contract Amendment—Mosquito Abatement Services
FROM: Rania Serences, Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: $70,905.00 in Mosquito Control (312-73300)
RECOMMENDED MOTION: I move that the Village Board waive bidding and
approve a contract extension to Clarke Environmental Mosquito Management, Inc.,
Roselle, Illinois, in the amount of $212,716.50 ($70,905.50 for 2017, $70,905.50 for
2018 and $70,905.50 for 2019) for mosquito abatement services, and approve
Resolution 1612.
Back2round/History:
At the April 8, 2014 meeting, the Village Board awarded a three year contract to Clarke
Environmental Mosquito Management, Inc. (Clarke) for mosquito abatement services.
Staff conducted the bid process in March 2011 and 2014 and Clarke was the sole
responsive and responsible bidder. There is no price increase for the term of the contract
extension (see attached letter from Clarke and tabulation). Clarke has held the mosquito
abatement services contract with the Village for many years and is extremely satisfied.
The major services include:
1. Installation and maintenance of light traps to evaluate adult mosquito activity.
2. Inspection and treatment of known and potential breeding sites.
3. Staffing an 800 mosquito hotline.
4. Helicopter and backpack barrier treatment to areas with limited access.
5. Village-wide Ultra-Low Volume aerosol misting for adult mosquito populations.
Currently, Village staff conducts the treatment of catch basins in-house and will continue
to do so.
BOT AGENDA012417 Page 1 RC
Recommendation:
That the Village Board waive bidding and approve a contract extension to Clarke
Environmental Mosquito Management, Inc., Roselle, Illinois, in the amount of$212,716.50
($70,905.50 for 2017, $70,905.50 for 2018 and $70,905.50 for 2019) for mosquito
abatement services, and approve Resolution 1612.
BOT AGENDA012417 Page 2
qA ,.'4
675 Sidweti Court
St.Charles,IL 60174
630.894.2000 P
630.443 3070 F
www.clarke.com
Mr. Doug Patchin
Village of Oak Brook
3003 Jorie Blvd.
Oak Brook, IL 60523
Dear Mr. Patchin,
Clarke Environmental Mosquito Management, Inc. (Clarke) hereby agrees to continue to
provide the professional mosquito control services to the Village of Oak Brook for 2017-
2019 in accordance with the terms in effect under 2014 agreement.The price for the 2017-
2019 seasons shall be held at the 2014 agreement level of$70,905.00. Any new areas or
services may be added at the prorated cost in effect at the time.
As your committed partner in mosquito control,we thank you for the opportunity to
continue to provide services to the Village of Oak Brook.
If you have questions regarding any aspect of your contract or services, please feel free to
contact me at (847)421-9117.
Best Wishes,
k t`
Emily Gla berg
For the Village of Oak Brook:
Signature/Printed Name Date
ota ii& A Global Environmental Products and Services Company
2017-2019 Mosquito Abatement
CLARKE ENVIRONMENTAL MOSQUITO MANAGEMENT 2017 2018
ITEM ESTIMATED TIMES
NO. DESCRIPTION UNITS PER YEAR UNIT PRICE EXTENDED UNIT PRICE EXTEND[
1 Program Administration N/A
2 New Jersey light traps 2 1 $1,700.00 $3,400.00 $1,700.00 $3,400.1
3 Surface water site inspections 55 3 $17.50 $2,887.50 $17.50 $2,887.!
4 Known breeding sites inspections 40 6 $17.50 $4,200.00 $17.50 $4,200.1
5 Mosquito fish placement 2000 1 N/A $750.00 N/A $750.1
6 Treatment of catch basins 1750 3 $2.85 $14,962.50 $2.85 $14,962.;
Helicopter floodwater breeding
7 application 60 2 $110.00 $13,200.00 $110.00 $13,200.1
8 Helicopter creek application 24 1 $80.00 $1,920.00 $80.00 $1,920.1
9 Larval control 55 1 $96.00 $5,280.00 $96.00 $5,280.1
10 ULV harborage route treatment 6 5 $74.00 $2,220.00 $74.00 $2,220.1
11 Backpack barrier treatments 5 5 $127.50 $3,187.50 $127.50 $3,187.:
12 ULV Village-wide treatment 110 4 $42.95 $18,898.00 $42.95 $18,898.1
Yearly Estimated Cost $70,905.50 $70,905.1
Total Contract Cost $212,716.50
RESOLUTION 2017-PW-MSQTO-ABATE-AG-R-1612
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING
AND AUTHORIZING AN AMENDMENT TO THE CONTRACT
BY AND BETWEEN THE VILLAGE OF OAK BROOK AND
CLARKE ENVIRONMENTAL MOSQUITO MANAGEMENT, INC.
TO PROVIDE MOSQUITO ABATEMENT SERVICES
WHEREAS, Staff conducted bid processes in 2011 and 2014 for mosquito abatement services
and Clarke Environmental Mosquito Management, Inc. ("Clarke') was the sole responsive and
responsible bidder; and
WHEREAS, the Village Board awarded a three-year contract ("Contract') in 2014 to Clarke for
mosquito abatement services ("Services"); and
WHEREAS, Clarke has previously provided satisfactory services to the Village during the past
few years; and
WHEREAS, the term of the Village's current Contract terminates in April, 2017; and
WHEREAS, Staff desires to waive competitive bidding and amend the Contract to extend its term
through April, 2020; and
WHEREAS, the President and Board of Trustees have determined that it is in the best interests of
the Village to so waive competitive bidding and approve the Amendment to the Contract in a final form as
approved by the Village Attorney.
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 Contract for Services shall be, and they are hereby, waived in accordance with
Section 1-7-4 of the Village Code.
Section 3: Approval of the Amendment to the Contract. The President and Board of
Trustees hereby approve the Amendment to the Contract by and between the Village and Clarke for
Mosquito Abatement Services in a final form acceptable to the Manager and the Village Attorney, subject
to the appropriation by the President and Board of Trustees of sufficient funds for the performance of the
Services in each fiscal years.
Section 4: Authorization and Execution of the Amendment to the Contract. The Village
Manager and Village Clerk shall be, and hereby are, authorized to execute the final Amendment to the
Contract on behalf of the Village in a final form acceptable to the Village Manager and the Village
Attorney.
Section 5: 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 2017-PW-MSQTO-ABATE-AG-R-1615
Amendment to Contract Mosquito Abatement Services
Page 2 of 3
APPROVED THIS 24th day of January, 2017
Gopal G. Lalmalani
Village President
PASSED THIS 24th day of January, 2017
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
2
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V 1181 HX3
-_' REVIEW OF CONTRACTS
Awarding Agency:
Pe of Contract:
ub S r its
Department: Program/Account tuber:
Awarded Contract Price: Budgeted Amount,
qo'�.ob("-017. 'nos.ma
r--j Under $20,000 $500,001 - $1,000,000
X $20,000 - $500,000 Over $1,000,000
N)Oa+ea t- db. v c t-g-& LC(%.+r
Name: Date: 17- Zell
Name: 00F V Date:
Name: Date: �( g ,,7
Name: Date:
F-1 Three (3) Originals signed by other party Date/Initials
Q Original provided to staff member for other party Date/Initials 1
Original provided to Official Files Date/Initials ,
Village of Oak Brook I Approved by Board of Trustees- Date/Initials:
AMENDMENT TO THE 2014 MOSQUITO ABATEMENT SERVICES CONTRACT
THIS AMENDMENT TO THE 2014 MOSQUITO ABATEMENT SERVICES
CONTACT ("Amendment") executed by the parties April 2014 is made as of
, 2017 by and between CLAKRE ENVIRONMENTAL MOSQUITO
MANAGEMENT, INC. ("Clarke"), and the VILLAGE OF OAK BROOK, ILLINOIS
("Village").
RECITALS
WHEREAS, Clark and the Village entered into a 2014 Mosquito Abatement Services
Contract ("Contract"), pursuant to which Clarke agreed to provide to the Village mosquito
abatement services, as more fully described in the Contract.
WHEREAS, the term of the Contract ends April 8, 2017.
WHEREAS, the parties desire to extend the term of the Contract for three additional
years pursuant to this amendment.
NOW THEREFORE, for and in consideration of the recitals set forth above and other
good and valuable consideration, the receipt, adequacy and sufficiency of which are hereby
acknowledged,the Parties hereto agree as follows:
A. Extension of Term. The Contract is hereby extended for a period commencing April 9,
2017 and ending April 8, 2020 ("Extension Term"), unless sooner terminated in
accordance with the terms of the contract. The Extension Term shall be on the same
terms and conditions contained in the Contract, except as expressly set forth herein.
B. Pricing. Clarke's pricing shall not increase, and the Village shall not be liable for any
increase in pricing during the term of the Contract, as extended by this Amendment.
C. Effect of Amendment. The Parties acknowledge and agree that this Amendment
modifies and amends the Contract and the terms and provisions hereof shall supersede
and control over any contrary or conflicting terms and provisions set forth in the
Contract. The Contract, as amended by this Amendment, is hereby ratified and remains
in full force and effect.
[SIGNATURE PAGE FOLLOWS]
IN WITNESS WHEREOF, Clarke and the Village have respectively executed this
Amendment to be effective as of the date first above written.
ATTEST: CLARKE ENVIRONMENTAL MOSQUITO
MANAGEMENT,INC.
By: By:
Printed Name:
Title:
Date:
ATTEST: VILLAGE OF OAK BROOK
By: By:
Village Clerk Village Manager
Date:
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