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R-1672 - 10/24/2017 - PUBLIC WORKS - Resolutions Supporting Documents ITEM 7.13.3) BOARD OF TRUSTEES MEETING VILLAGE OF SAMUEL E. DEAN BOARD ROOM OAK B R , K BUTLER GOVERNMENT CENTER 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 630-368-5000 AGENDA ITEM Regular Board of Trustees Meeting of October 24, 2017 SUBJECT: Award of Contract — Butler Government Center Lower Level Restroom Renovations Project FROM: Rania Serences, Senior Purchasing Assistant BUDGET SOURCE/BUDGET IMPACT: $50,000 from Municipal Building - Structural Improvements (421-90400) RECOMMENDED MOTION: I move that the Village Board award a contract to the lowest responsive and responsible bidder, Bee Liner Lean Services, Oak Lawn, Illinois, for the Butler Government Center Lower Level Restroom Renovations Project in the amount of$69,000. Additionally, I move that the Village Board approves Resolution R-1672. Backmund/History: A solicitation for bids for the Butler Government Center Restroom Renovations Project was posted on Village website and sent to fifteen (15) companies on Wednesday, September 20, 2017. Three (3) companies attended the pre-bid meeting on Wednesday, September 27, 2017. Five (5) sealed bids were received and opened on Wednesday, October 4, 2017 (see attached bid tabulation). Kluber Architects and Engineers (our consulting engineer)recommends that we award the contract to the lowest responsive and responsible bidder, Bee Liner Lean Services (see attached letter). The Consulting Engineer reviewed references and staff is satisfied. There will be ample funds in the Municipal Building Structural Improvements Program for this project since others budgeted are not expected to be completed this year. It was discovered that Bee Liner Lean Services, on their bid form, a bid number of $69,000 was entered and a written number of sixty thousand dollars was entered. Bee Liner Lean Services state that the $69,000 is the correct bid and that if the written sixty thousand dollars was expected they would like to withdraw their bid. The next lowest bid BOT AGENDA091316 page 1 `RG submitted by Construction Solutions is $88,723. In the Instructions to Bidders Section of the bid package, Item 13, Section A, states the following: 13. Award of Contract A. Reservation of Rights. Owner reserves the right to accept the Bidder's Proposal that is, in its judgment, the best and most favorable to the interests of Owner and the public; to reject the low Price Proposal; to accept any item of any Bidder's Proposal; to reject any and all Bidder's Proposals; to accept and incorporate corrections, clarifications or modifications following the opening of the Bidder's Proposals when to do so would not, in Owner's opinion, prejudice the bidding process or create any improper advantage to any Bidder; and to waive irregularities and informalities in the bidding process or in any Bidder's Proposal submitted; provided, however, that the waiver of any prior defect or informality shall not be considered a waiver of any future or similar defects or informalities, and Bidders should not rely on, or anticipate, such waivers in submitting their Bidder's Proposals. Staff feels the bid of$69,000 submitted by Bee Liner Lean Services is in the best and most favorable interest of the Village and recommends waiving the irregularity in their bid. The project consists of plumbing upgrades, electric upgrades, fixture replacement, new interior finishes including porcelain tile, new toilet partitions, new toilet accessories, painting, and fire suppression. The work is expected to begin in early-November, 2017 and to be substantially completed in late-February, 2017. Recommendation: That the Village Board award a contract to the lowest responsive and responsible bidder, Bee Liner Lean Services, Oak Lawn, Illinois, for the Butler Government Center Lower Level Restroom Renovations Project in the amount of$69,000. Additionally, I move that the Village Board approves Resolution R-1672. BOT AGENDA091316 Page 2 Kluber Architects + Engineers www.kluberinc.com October 12, 2017 Doug Patchin Public Works/Engineering Director Village of Oak Brook 1200 Oak Brook Road Oak Brook, IL 60523 RE: Bid Results Butler Government Center Lower Restroom Renovations Kluber Project No. 16-172-1103 Dear Mr, Patchin, On October 4,2017 bids were publicly opened and read aloud for the above referenced project. Five contractors chose to submit bids for the project. The low bid was submitted by Bee Liner Lean Services from Oak Lawn, Illinois in the amount of$69,000.00. The second lowest bid was submitted by Construction Solutions, Inc.from Alsip, Illinois in the amount of$88,723.00. We conducted a Contractor Bid Scope Review with Bee Liner Lean Services. on October 9, 2017 and find their bid is responsive and complete. It was discovered on their bid form that a bid number of$69,000.00 was entered and a written number of sixty thousand dollars was entered. Bee Liner Lean Services stated that the$69,000,00 is the correct bid. If the written sixty thousand dollars is expected they would like to withdraw their bid. Therefore, the Board may wish to award a Contract to Bee Liner Lean Services in the amount of$69,000.00 as their number bid was the lowest bid. If the discrepancy is not accepted, then Construction Solutions would be the next lowest bid with $88,723.00. The information contained herein and in the attached bid tabulation is provided to you for reference and use in your decision to award the Contract. Thank you for the opportunity to be of service to the Village of Oak Brook and we look forward to the successful completion of this project with you. Sincerely, Donald Ware Jr., P.E. Vice President Kluber Architects+ Engineers Attachments: Bid Tabulation Cc: Rania Serences, Senior Purchasing Agent Batavia Office Gurnee Office 10 South Shumway Avenue 4212 Old Grand Avenue,Suite 101 Batavia,Illinois 60510 Gurnee,Illinois 60031 630.406.1213 847.336.3428 Kluber BID TABULATION Architects + Engineers Project:Village of Oak Brook-Butler Government Center Lower Level Restroom Renovations Date: 10/4/2017 Owner: Village of Oak Brook Kluber Project No.: 17-210-1103 Contract Type: Single Contract,stipulated sum Bid Plan Holder Locabon 1 Bee Liner Lean Services Oak Lawn,IL X $69,000' 2 Construction Solutions Alsip,IL X $88,723.00 3 MC Building Darien,IL X $102,600.00 4 Reef,LLC Chicago,IL X $159,000.00 5 Continental Construction Co. Evanston,IL X $168,800.00 'After further review of the bid form this bid number was the entered numerical value. A written bid number of sixty thousand dollars was also entered. RESOLUTION 2017-BGC-RNV-R-1672 A RESOLUTION APPROVING AND AUTHORIZING THE AWARD AND EXECUTION OF A CONTRACT FOR THE BUTLER GOVERNMENT CENTER LOWER LEVEL RESTROOM RENOVATIONS PROJECT BY AND BETWEEN THE VILLAGE OF OAK BROOK AND BEE LINER LEAN SERVICES WHEREAS, the Village desires to renovate two restrooms in the lower level of the Butler Government Center by upgrading the plumbing and electric, replacing fixtures and refinishing the interiors of each ("Work"); and WHEREAS, the Village solicited bids for the completion of the Work, pursuant to which the Village received five bids; and WHEREAS, Bee Liner Lean Services, Inc. of Oak Lawn, Illinois ("Bee Liner"), is the lowest responsible bidder for the completion of the Work; and WHEREAS, the Village and Bee Liner desire to enter into and execute an agreement for the completion of the Work in an amount not to exceed $69,000.00 ("Agreement'), which Agreement is attached to this Resolution as Exhibit A; and WHEREAS, the President and Board of Trustees have determined that it is in the best interest of the Village to enter into the Agreement with Bee Liner; 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 the Agreement. The President and Board of Trustees hereby approve the Agreement by and between the Village and Bee Liner in substantially the same form attached to this Resolution as Exhibit A, and in a final form acceptable to the Village Attorney. Section 3: Authorization and Execution of the Agreement. The Village Manager and Village Clerk shall be, and hereby are, authorized to execute the Agreement on behalf of the Village after receipt of the final Agreement fully executed by Bee Liner. 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 2017-BGC-RNV-R-1672 Award of Contract for BGC Restroom Renovations Project Page 2 of 2 APPROVED THIS 24th day of October, 2017 Gopal G. Lalmalani Village President PASSED THIS 24th day of October 2017 Ayes: Nays: Absent: ATTEST: Charlotte K. Pruss Village Clerk 1N3 W3321Jt/ V 1181HX3 REVIEW OF CONTRACTS Awar n gency; ype of Contract: M � C>wuo l D=t: - _ Program/Account Number: —go CL AWardpdAontract e: �Qggted Amount: DOD [� Under$20,000 Q $500,001 - $1,000,000 $20,000 -$500,000 Over$1,000,000 �ra Name: Date: �Q Name: c,, ,vim / ,�..r�•�.-�~�<f' Date: (elo,1,1 ,-2 - Name: Date: ©OF117 Name: ..JOTZ�a-t� Y/' ,O ��z.=.-�T�C sTS Date: /o/ F--j Three (3) Originals signed by other party Date/Initials Q Original provided to staff member for other party Cate/Initials i [] Original provided to Official Files Date/Initials Village of Oak Brook I Approved by Board of Trustees• OateJinitiais: