R-1691 - 01/09/2018 - PUBLIC WORKS - Resolutions Supporting Documents ITEM #6.E.7)
BOARD OF TRUSTEES MEETING
VILLAGE OF SAMUEL E. DEAN BOARD ROOM
OAK B R92.,K , BUTLER GOVERNMENT CENTER
c1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
January 9,2017
SUBJECT: Award of Contract—West Wing Carpet Removal and Replacement Project
FROM: Rania Serences, Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: $100,000 ($50,000 — 2017, $50,000 — 2018) is
budgeted in Municipal Building, Structural Improvements(421-90400)
RECOMMENDED MOTION:
I move that the Village Board repeals the contract awarded to Continental Flooring Company,
Scottsdale, Arizona, in the amount of $72,448.00 for the West Wing Carpet Removal and
Replacement Project at the December 12,2017 meeting,
And;
I move that the Village Board awards a contract to the lowest responsive and responsible bidder,
Douglas Floor Covering, North Aurora, Illinois, in the amount of$88,00.00 for the West Wing
Carpet Removal and Replacement Project,and approves Resolution R-1691.
Backaround/History:
At the December 12 2017 meeting, the Board awarded the contract for West Wing Removal and
Replacement Project to Continental Flooring Company. Staff reached out to Continental
Flooring Company to inform them of this action. During this conversation, Pete Coleman from
Continental Flooring Company stated that the awarded amount of$72,448.00 includes labor only,
not material. Prior to staff recommending awarding the contract to Continental Flooring
Company, staff confirmed with Pete Coleman that the $72,448.00 amount included both labor
and material. Because of the disagreement over the terms of the contract, Continental Flooring
Company withdrew their bid. Staff is recommending repealing the contract awarded to
Continental Flooring Company at the December 12,2017 Board meeting,and award a contract to
the lowest responsive and responsible bidder,Douglas Floor Covering in the amount of$88,00.00
for the West Wing Carpet Removal and Replacement Project (see attached emails from
Continental Flooring Company and Douglas Floor Covering).
On November 15, 2017, staff posted the West Wing Carpet Removal and Replacement Bid
Package on the Village website and sent to thirteen (13) vendors. Four (4) vendors attended the
BOT AGENDA Page 1 ��
West Wing Carpet Removal and Replacement Bid Tabulation
Douglas Flooring Covering Distinct Flooring,Inc. Continental Flooring Company Yonan Carpet One
Purchase Carpet Only $33,500.00 $37,000.00 $41,574.00 $34,423.49
Complete WW Carpet
Removal per Specs $60,990.00 $67,000.00 $48,299.00 $108,983.78
Total Project Cost $94,490.00 $104,000.00 $89,873.00 $143,407.27
Alternate#1-
Complete Project Mon-
Fri During Reg Business
Hours $88,000.00 $97,000.00 $114,022.00 $116,284.69
Alternate#2-
Complete Project Sat-
Sun 7am-7pm $104,000.00 $119,000.00 $138,172.00 $143,407.27
J:\SPREADOC\2017 Tabs\West Wing Carpet Removal and Replacement Project
Rania Serences
From: Ryan Nolan <ryan@douglasflooring.com>
Sent: Thursday, December 14, 2017 10:31 AM
To: Rania Serences
cc. Mike Douglas
Subject Oak Brook West Wing Carpet Replacement
Rania-
As we discussed,our price to work during daytime hours M-F is$88,000.00.This price includes all materials and labor.
We would like to start our work days typically between Sam-lam, if possible. I know the specs mentioned Sam for this
alternate but starting before most of the office staff gets in could make everything a lot easier for everyone.
I will call our rep to check to make sure the carpet price quoted will be honored though the end of January 2018. 1 will let
you know once i hear back from him.
I look forward to working with you on this project.
Thanks.
Ryan Nolan I Commercial Sales
ou has
1:9m"efIcint
200 Alder Drive 1 North Aurora, IL 60542
O 630-892-8620 x126 ( C 630-880-4644
roan@doup,lasfloorinR.com
1
Rania Serences
From: Pete Coleman <pcoleman@continentalflooring.com>
Sent: Monday, December 18,2017 2:31 PM
To: Rania Serences
Subject: Oak Brook West Wing Carpet Replacement
Rania:
We apologize for any confusion regarding the bid prices as it is certainly not our intention to create any hardship or
added cost to the Village of Oak Brook. However,we have reviewed everything again and we do believe our
interpretation is well supported by the bid schedule as drafted. In addition,the bid tabulation certainly suggests all the
bidders followed the same logic as Continental as the increases from base bid to alternates are quite similar in
formula. Nevertheless, if you are stating you have spoken to the other bidders and that the 2"d bidder Douglas Flooring
Covering intends to do the complete job,materials and labor,for the$88,000 as shown,then we would agree to
acknowledge our intended bid price is the$41,574 we have shown for the materials plus the$72,448 for labor for a
grand total of$114,022 and agree to permit award to Douglas Floor Covering at$88,000 without contesting this action;
Pete Coleman
Continental Flooring Company
pcoleman@continentalflooring.com
9319 N.941h Way,Suite 1000
Scottsdale,Arizona 85258
Phone(480)949-8509/(800)825-1221
FAX (480)945-2603/(866)553-8892
From: Pete Coleman
Sent: Wednesday, December 13, 2017 2:11 PM
To: 'Rania Serences'
Subject: RE: Oak Brook West Wing Carpet Replacement
Rania:
The language on Section 8 Bid for the various installations"Complete the West Wing Carpet Removal and Replacement
Project"is the same for the Base Bid and both add Alternates.Our Bid was based upon the item for"Purchase Carpet
Only" plus either of the three installation requirements.
Please call us to discuss this.
Pete Coleman
Continental Flooring Company
pcolemanO-continentalflooring.com
9319 N. 94th Way,Suite 1000
Scottsdale, Arizona 85258
Phone(480) 949-8509!(800)825-1221
Fax (480)945-2603/ 866 553.8892
From: Rania Serences [mailto:rserences@)oak-brook.ora]
Sent: Wednesday, December 13, 2017 1:48 PM
To: Pete Coleman
Subject: Oak Brook West Wing Carpet Replacement
i
I will discuss with PW but I will have to say that it is very disappointing the decision you made since we specifically
discussed carpet and installation cost before we made the decision to recommend your company for this project. Also, l
discussed with father vendors and their alt#1 and#2 cost includes the price of the carpet.
Thank You
Rama Serences
Rania Serences
Senior Purchasing Assistant
Village of Oak Brook
1200 Oak Brook Rd.flak Brook,IL 60523
Phone: 630.368.5164
'' +i.'•1 - Fax: 630.366.5165
Email: rserences(tsoak-brook.org
Web: httn:llwww.oak-brook,oro Follow us: I` d
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2
RESOLUTION 2018-BGC-WW-AG-R-1691
A RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION
OF AN AGREEMENT BY AND BETWEEN THE VILLAGE OF OAK BROOK
AND DOUGLAS FLOOR COVERING FOR THE REMOVAL AND REPLACEMENT
OF CARPET IN THE WEST WING OF THE BUTLER GOVERNMENT CENTER AND
TO REPEAL RESOLUTION 2017-BGC-WW-AG-R-1684.
WHEREAS, the carpet in the West Wing of the Village's Butler Government Center("Carpet') is
the original carpet from the building addition completion in 2001 and is in need of removal and replacement;
and
WHEREAS, on November 15, 2017, the Village solicited bids to remove and replace the Carpet;
and
WHEREAS,the Village received four bids in response to its request for bids to remove and replace
the Carpet; and
WHEREAS, in Resolution 2017-BCC-WW-AG-R-1684, the Village awarded the contract to
Continental Flooring Company, but a disagreement over the terms of the contract resulted in Continental
withdrawing its bid; and
WHEREAS, the Village has determined that, based upon the withdrawal of Continental Flooring
Company, ("Continental"), Douglas Floor Covering, ("Douglas"), was the low responsive and responsible
bidder to remove and replace the Carpet; and
WHEREAS, the Village and Douglas desire to enter into and execute an agreement,
("Agreement'),for Douglas to remove and replace the Carpet. That new Agreement is attached hereto as
Exhibit A; and
WHEREAS, the President and Board of Trustees have determined that it is in the best interests of
the Village to enter into the Agreement 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: Resolution Repeal. For the reasons stated in the recitals, Resolution 2017-BCC-
WW-AG-R-1684 is repealed.
Section 3: Approval of the Agreement. The President and Board of Trustees hereby approve
the Agreement by and between the Village and Douglas in a form acceptable to the Village Manager and
the Village Attorney.
Section 4: Authorization and Execution of the Agreement. The Village Manager and Village
Clerk shall be, and hereby are, authorized to execute the final Agreement on behalf of the Village.
Section 5: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
Resolution 2018-BGC-WW-AG-R-1691
Agmt. w/Douglas Flooring for Removal
and Replacement of West Wing Carpet
and Repealing R-1684
Page 2 of 2
APPROVED THIS 9th day of January, 2018
Gopal G. Lalmalani
Village President
PASSED THIS 9th day of January, 2018
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
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