R-1620 - 02/28/2017 - GOLF - Resolutions Supporting DocumentsBOARD OF TRUSTEES MEETING
SAMUEL E. DEAN BOARD ROOM
BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
February 28, 2017
SUBJECT: Award of Contract – Golf Commodities
FROM: Rania Serences, Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: Program 834 (Golf Course Maintenance)
$127,000.00 has been budgeted in various accounts.
RECOMMENDED MOTION: I move that the Village Board award requirements
contracts by issuing purchase orders to the following four (4) companies:
BTSI, Frankfort, Illinois
CR Peterson, Lake Zurich, Illinois
ProGro Solutions, Mendota, Illinois
Tyler Enterprise, Morris, Illinois
subject to staff review, based on unit prices submitted by the lowest responsive and
responsible bidders, as indicated on the attached bid tabulation. Each
recommended bid is indicated in bold on the tabulation. And, that the Village Board
approve Resolution R-1620, a Resolution Authorizing the Purchase of Golf
Commodities for the Oak Brook Golf Course.
Background/History:
Bid packages were received and opened on Wednesday, February 15, 2017 by four
companies. The notice for bid requests was posted on the Village website on February 1,
2017. Bid packages were sent seven companies.
As indicated on the bid tabulation (far right column), we are recommending acceptance
of some bids that were not the lowest submitted price for the following reason:
Items #13, 14, 15, 16, 21, 22, and 35 - the low bid is not an acceptable substitution.
BOT AGENDA Page 1 RG
Contracts with these four companies will operate as requirements contracts (purchase
orders will only be placed when and if the Golf Course has such needs). Bid prices are
firm for the entire calendar year. There is no requirement that the Village purchase a set
quantity (we retain the right to either increase or decrease quantities at our sole option).
We also have the option to purchase the same items through other sources (e.g. in an
emergency when an item is needed sooner than it can be supplied by the low bidder).
Recommendation:
Staff recommends that the Village Board award requirements contracts by issuing
purchase orders to the following four companies: BTSI, CR Peterson, ProGro Solutions,
and Tyler Enterprise, and that the Village Board approves Resolution R-1620.
BOT AGENDA Page 2
RESOLUTION 2017-SC-GOLF-R-1620
A RESOLUTION AUTHORIZING THE PURCHASE OF GOLF COMMODITIES
FOR THE OAK BROOK GOLF COURSE
WHEREAS, the Village operates and maintains the Oak Brook Golf Course located in the Sports
Core ("Golf Course"); and
WHEREAS, the Village Board of Trustees has budgeted $127,000 to purchase various supplies
and equipment to maintain the Golf Course, such as grass seed, fertilizer, herbicides and other items
("Golf Commodities"); and
WHEREAS, on February 1, 2017, the Village sought bids for Golf Commodities ("Request for
Bids"); and
WHEREAS, in the Village's Request for Bids, the Village reserved the right to split the award of
contracts for Golf Commodities between different vendors in order to receive the most advantageous
pricing from the lowest price bidders for each of the Golf Commodities; and
WHEREAS, on February 15, 2017, the Village received 4 bids to provide the Village with Golf
Commodities; and
WHEREAS, the lowest price bidder for some of the Golf Commodities proposed providing the
Village substitute commodities that do not adequately satisfy the Village's needs; and
WHEREAS, the Village has determined that: (1) BTSI, of Frankfort, Illinois (2) CR Peterson, of
Lake Zurich, Illinois; (3) ProGro Solutions of Mendota, Illinois; (4) Tyler Enterprise, of Morris, Illinois; and
(collectively, "Vendors") were the low responsible bidders for those respective Golf Commodities listed in
Exhibit A, attached hereto and incorporated herein;
WHEREAS, the Village President and the Village Board of Trustees has determined that entering
into a commodities supply agreement with the Vendors for the respective Golf Commodities described in
Exhibit A will serve and be in the best interests of the Village;
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: Approval of Purchase. The President and Board of Trustees shall, and do
hereby, approve the purchase by the Village of Golf Commodities from the Vendors as specified in Exhibit
A in a total aggregate amount not to exceed $127,000.
Section 3: Approval of Agreements. The Village Manager, and is hereby authorized and
directed to execute, on behalf of the Village, such documents and make such payments as are necessary
to purchase Golf Commodities from the Vendors in accordance with Exhibit A for a total aggregate cost
not to exceed $127,000.
Section 4: Effective Date. This Resolution shall be in full force upon passage and approval
in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2016-SC-GOLF-R-1620
Approving Purchase of Golf Commodities
Page 2 of 3
APPROVED THIS 28th day of February, 2017.
Gopal G. Lalmalani
Village President
PASSED THIS 28th day of February, 2017.
Ayes: _______________________________________________________________________________
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2016-SC-GOLF-R-1620
Approving Purchase of Golf Commodities
Page 3 of 3
EXHIBIT A
2017 GOLF COMMODITIES BID TABULATION
J:\SPREADOC\2017 Tabs\2017 Golf Commodities final.xlsx
Item Estimated Lowest BTSI CR Peterson Pro Gro Tyler Not
#Quantity Unit Description Bidder Inc. Solutions Enterprises Accepted
1 3500 Variety Of All Standard Products BTSI 24%10%
2 3500 Variety Of All Par Aid Products BTSI 24%10%
3 20 Ton Har-Tru Tennis Materials CR Peterson $635.00
4 10 Case Red Marking Paint BTSI $44.85 $51.75
5 2 Case Yellow Marking Paint BTSI $44.85 $51.75
6 20 Case White Marking Paint BTSI $44.85 $49.50
7 48 Case Prime Stripe Athletic Paint BTSI $34.20
8 15 25 lb Bucket Certified Penncross Seed Pro Gro $225.30 $200.00 $237.00
9 15 25 lb Bucket Certified Penn Eagle 2 Bentgrass Seed Pro Gro $206.00 $190.00 $212.50
10 150 50 lb/Bags Remington Range Ryegrass blend Tyler $105.00 $72.50
11 1 50 lb/Bags Teal Blue BTSI $195.00
12 40 Remington Range Premium Bluegrass/Ryegrass Mix Tyler $102.00 $100.00
13 500 lbs Per lb Barenburg/All HGT Blends/RPR Seed ProGro
$4.30/$3.90/$3.40/$
2.20/$2.70 $1.30 X
14 7 Case Emerald Isle 10-0-10 Foliar BTSI $225.00 $140.00 X
15 4 Case Emerald Isle CPR Bio-stimulantFoliar (2 x 2.5 gal/case)BTSI $244.00 $225.00 X
16 4 Case Emerald Isle 6-0-0 MN/MG Foliar (2 x 2.5 gal/case )BTSI $246.00 $130.00 X
17 1 Case Emerald Isle 6-12-6 BTSI $224.00
18 48 Bags Lebanon 18-0-18 MD Tyler $55.00 $29.00
19 1 Bags Country Club 0-0-24 BTSI $45.50 $48.00
20 200 Bags Duration CR 22-0-22/sop/sgn250 Tyler $18.00 $17.75
21 1300 50 lb/bg Duration CR 22-0-22/120/sop/sgn250 Tyler $18.00 $27.25 X
22 450 50 lb/bg Duration CR 22-0-22/90/mop/150 Tyler $18.00 $27.25 X
23 1 Case Trimmit 4 x 1 gallon Pro Gro $870.60 $776.75 $800.00
24 1 10 Gal. Link Pak Primo Max Poa Annua Control BTSI $390.00 $719.20
25 2 Case Proxy Growth Retardent (2 x 2.5 gal/case Tyler $165.90 $178.12 $142.50
26 3 15 gallon drum Emerald Isle Sequential Fairway (6-0-2)ProGro $440.00 $250.00
27 3 Case Recede(12 x 1 quart case)BTSI $120.00 $168.00 $126.00
28 1500 Gallons Phirst (ph amendment)No Bid
29 34 Case Quali-Pro TM/C Wdg ( 4 x 5lb Jugs/case)Pro Gro $195.00 $186.86 $195.00
30 25 Case Daconil Action (2 x 2.5gal)No Bid
31 1 Case Tebuconizole Fungicide BTSI $240.00 $263.10 $296.00
32 1 Case Propiconazole 14.3 BTSI $291.25 $333.28 $325.00
33 3 Case Emerald Fungicide (10 x .49lb/case)BTSI $1,466.20 $1,524.29
34 1 Case Xzemplar Pro Gro $3,429.12
35 1 Case Turfgold Fungicide (2.5gal x 2)BTSI $285.00 $235.00 X
36 1 Case Compass (4 x 1 Lbs)BTSI $1,220.00 $1,651.85
37 1 Case Stellar Tie $2,039.80 $2,039.80
38 1 Case Tourney Fungicide (4 x 5lbs)Tie $2,771.00 $2,771.00
39 1 Case Velista Fungicide (2 x 1 gal)No Bid
40 1 Case Pinpoint Fungicide 4 x 60oz bottles Pro Gro $1,466.40
41 13 Case Aloft GC SC Tie $521.00 $521.00
42 5 Case Acclaim Extra Pro Gro $2,139.00
43 1 Case Cyanora Insecticide( 8 qrts.)BTSI $436.00
44 10 Case Oxadiazon BTSI $234.75
45 1 Case Echelon 4sc Tie $1,168.00 $1,168.00
46 5 Case Confront Herbicide( 4 x 1 gal/case)Tyler $402.95 $520.85 $360.00
47 1 Case Speedzone Herbicide Pro Gro $411.25 $388.25
48 1 Case Q4 Plus Pro Gro $725.00 $552.93
49 1 Case Round Up Promax Pro Gro $54.25 $65.00
50 1 Case Clipper Aquatic Herbicide BTSI $473.62 $557.20
51 14 Bottles Quick Silver Herbicide (14 x 6.7oz bottles)Pro Gro $163 $126.43
52 1 Case Optiwet Max 55gal/Drum BTSI $3,325
53 5 Case Trimec for Bentgrass(2 x 2.5gal/case)Tyler $220.00