S-1548 - 09/11/2018 - BUDGET- SPORTS CORE - Ordinances Supporting Documents Page 1
BOARD 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
September 11, 2018
SUBJECT: Award of Contract – Oak Brook Golf Club Patio Renovation Project
FROM: Rania Serences, Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: $285,500.00 from Golf Club General
Operations, Structural Improvements (831-90400).
RECOMMENDED MOTION: I move that the Village Board award a contract to the
lowest responsive and responsible bidder, Orbis Construction Company, Inc., of Volo,
Illinois, for the Oak Brook Golf Club Patio Renovation Project in the amount of
$279,500.00, and approve Resolution R-1749.
If approved, I also move that the Village Board approve Ordinance 2018-BU-AMEND-S-
1548, An Ordinance Authorizing an Amendment to the 2018 Budget.
Background/History:
A solicitation for bids for the Oak Brook Golf Club Patio Renovation Project was posted
on the Village website and sent to eighteen (18) companies on August 9, 2018. Six (6)
companies attended the pre-bid meeting on August 16, 2018 and seven (7) sealed bids were
received and opened on August 23, 2018 (see attached bid tabulation). Williams Architects
(our consulting engineer) recommends that we award the contract to the lowest responsive
and responsible bidder, Orbis Construction Copmany, Inc. (see attached letter). The
contract also allows an additional $6,000 allowance for contingencies and testing.
References were received and reviewed and staff is satisfied.
The project consists of but is not limited to expansion, excavation, selective demolition,
concrete work, masonry, trellis, lighting, and gas fire pits. This is the first stage of the Golf
Clubhouse Improvement Project recommended by the advisory committee and approved
ITEM 6.E.6
Page 2
for bidding by the Village Board at the January 23, 2018 meeting. Work is expected to
begin October 1, 2018.
This project will be funded by the accumulated golf surcharge revenue. The Golf Club
charges a $3 per round golf surcharge fee to fund future golf course capital
improvements. Fees are collected and accumulated in the Golf Surcharge Fund for future
use. As of August 31, 2018, there was approximately $640,000 in the Golf Surcharge
Fund. If the patio project is approved, a budget amendment is necessary to use a portion
of this money to fund the project.
The proposed budget amendment transfers $285,500 ($279,500 awarded amount plus
$6,000 for contingencies and testing) from the Golf Surcharge Fund to the Sports Core
Fund. Also, the Structural Improvements (831-90400) account in the Sports Core is
increased for the patio project. The amendment decreases the Golf Surcharge Fund balance
and has a zero net effect in the Sports Core Fund (revenues and expenses are increased for
equal amounts).
Recommendation:
That the Village Board award a contract to the lowest responsive and responsible bidder,
Orbis Construction Company, Inc., of Volo, Illinois, for the Oak Brook Golf Club Patio
Renovation Project in the amount of $279,500.00, and approve Resolution R-1749 and
Ordinance S-1548.
28 August 2018
Mr. Riccardo Ginex
Village Manager
Village of Oak Brook
1200 Oak Brook Road
Oak Brook, IL 60523
Re: Oak Brook Golf Club Patio Renovation Bid Award Recommendation
WA Project No.: 2018-027
Dear Rick,
Bids for the Golf Club Patio Renovation were opened at 2:00 pm on Thursday, August 23, 2018. Seven
bids were received ranging from $279,500 to $419,000 (see attached Bid Tally). Orbis Construction is the
apparent low bidder with a bid of $279,500 and L.J. Morse is the apparent second low bidder with a bid of
$292,700.
Williams Architects conducted phone interviews with both companies. Both are comfortable with their bids
and are confident they have a good understanding of the scope of work. We are familiar with both firms
as both have worked on Williams Architects projects.
We further made reference calls for Orbis Construction and all were positive (see attached memo). Our
most recent experience with Orbis is an interior renovation project for the Round Lake Area Park District.
Generally, the project progressed well and the work was of an acceptable quality. Derek Watson,
President of Orbis was the primary contact person on the project. In our phone conversation Derek
indicated he will be the primary contact person on this project. He further noted he is careful to maintain a
work load that is manageable. He also noted they are considering adding a project manager to assist with
the company’s overall work load. Orbis acknowledged the overall schedule is tight, but should not be an
issue for completing the concrete and masonry work. He did indicate the specified trellis has a long lead
time: 3 to 4 weeks for submittals and 10 to 12 weeks for fabrication and delivery. He proposed an
alternate manufacturer with shorted lead times. Williams Architects will review the proposed substitution
and advise on its acceptability.
Based on the above, Williams Architects recommends the contract for the Oak Brook Golf Club Patio
Renovation be awarded to Orbis Construction Company, Inc. in the amount of $279,500.
Please feel free to contact us if you have any questions.
Cordially,
Thomas G. LaLonde, AIA, LEED AP
Managing Principal / Vice President
XC: Rania Serences / Village of Oak Brook (VOB)
Sean Creed / VOB
Jim O’Malley / Williams Architects (WA)
Brian Essig / WA
Attachments
g:\2018\2018-027 oak brook golf club exterior patio renovation\c. bidding and negotiations\2018 08 28 bid award recommendation.docx
PROJECT MEMORANDUM
PROJECT: Oak Brook Golf Club Patio Renovation
PROJECT NO.: 2018-027
TO: Rania Serences
REGARDING: Orbis Construction Reference Check
PREPARED BY: Brian Essig
DATE PREPARED: 8/28/2018
NOTE: The following items shall be recorded as a part of the above project record and acted upon as noted unless Williams
Architects is promptly directed to proceed otherwise.
ITEMS:
Williams Architects contacted the four references included with the 8/23/18 Orbis Construction bid
package. Of the four, Williams was able to speak with three. Following is a summary of the
conversations.
Golf Maine Park District
The contact included with the reference, John Jekot, gave a positive review of working with Orbis
Construction. He noted that the project consisted primarily of site work, with a total budget of
approximately $1,000,000. The work was completed by subcontractors hired by Orbis. He
expressed satisfaction with the quality of work and noted a positive working relationship with the
project manager, Derek Watson. Change orders for unforeseen circumstances were fair and
paperwork, in general, was well handled. Punch list items were completed in a timely manner, and
there were no problems during project close-out. Mr. Jekot stated that he would hire Orbis again
for future projects.
McHenry Community College
The reference provided by Orbis provided a positive review. The project involved an interior
renovation and installation of new windows. The project budget was approximately $92,000. Orbis
did much of the interior framing work with their own crew, but hired subcontractors for the glazing
(Reliance) and electrical. The reference was satisfied with the quality of the work, and noted that
Derek Watson was responsive and accessible. The workers were punctual and the project was
completed on schedule. Paperwork was handled well, and there were no issues during project
close out. The college would hire Orbis again for future projects.
Meeting Agenda / Project Name / Date / Page 2
500 Park Boulevard, Suite 800 Itasca, Illinois 60143 P 630.221.1212 F 630.221.1220 www.williams-architects.com
Downers Grove Golf Club
The client hired Orbis to build a driving range structure that was part of a larger construction
project at the club. The total project budget was about $300,000. Orbis’ scope was approximately
half of this. The client stated that he would give Orbis a grade of “B+.” He was happy with the
quality of the finished product and noted that the project was completed on schedule. There were
no issues with paperwork or closeout procedures. Orbis self-performed about 80% of the work, but
hired a concrete sub to pour the footings. The client stated that he would hire Orbis again for future
projects.
End of Project Memorandum
G:\2018\2018-027 Oak Brook Golf Club Exterior Patio Renovation\B. General Basic Services_Task 20-50\B.08. Project Memorandum
Village of Oak BrookProject: Oak Brook Golf Club Exterior Patio RenovationProject No.: 2018-027Bid Opening Date / Time: Thursday, August 23, 2018 / 2:00 PMDOCUMENTS SUBMITTEDAttended Pre-Bid Meeting#CONTRACTORBASE BIDADD #1REC'DADD #2 REC'DBID BOND REMARKS1 Boller Construction Company$362,000.00xxx2 LJ Morse Construction Co.$292,700.00xxx3 Schaefges Brothers, Inc.$419,000.00xxx4 D. Kersey Construction Company$359,618.00xxx5 RoMAAS, Inc.$367,900.00xxx6 Frontier Construction$294,999.00xxx7 Orbis Companies$279,500.00xxxADDENDUM
RESOLUTION 2018-SC-GOLF-CNTRCT-R-1749
A RESOLUTION APPROVING AND AUTHORIZING THE AWARD AND EXECUTION OF A
CONTRACT FOR THE OAK BROOK GOLF CLUB PATIO RENOVATION PROJECT BY AND
BETWEEN THE VILLAGE OF OAK BROOK AND OBRIS CONSTRUCTION COMPANY, INC.
WHEREAS, the Village of Oak Brook (“Village”) desires to make certain improvements to the
patio located at the Oak Brook Golf Club, including expanding the patio, demolition work, and associated
utility work, all as more fully detailed in the Contract attached as Exhibit A (collectively, the “Work”); and
WHEREAS, the Village solicited bids for the Work and received 7 bid proposals; and
WHEREAS, Orbis Construction Company, Inc. of Volo, Illinois (“Orbis”) is the lowest responsive
and responsible bidder for the completion of the Work; and
WHEREAS, the Village and Orbis desire to enter into and execute a contract to complete the
Work in an amount not to exceed $285,500.00 (“Contract”), which Contract is attached as Exhibit A; and
WHEREAS, the Village President and Trustees have determined that it is in the Village’s best
interests to enter into the Contract with Orbis;
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: The foregoing recitals are incorporated as though fully set forth in this Section 1.
Section 2: The President and Board of Trustees hereby approve the Contract by and
between the Village and Orbis in substantially the same form attached as Exhibit A, and in a final form
acceptable to the Village Attorney.
Section 3: The Village Manager and Village Clerk are hereby authorized and directed to
execute the Contract attached as Exhibit A, and the Village Manager is authorized and directed to take
all steps necessary to implement the terms of this Resolution and the Contract.
Section 4: This Resolution shall be in full force and effect from and after its passage and
approval by the Village President.
[SIGNATURE PAGE FOLLOWS]
Resolution 2018-SC-GOLF-CNTRCT-R-1749 A
Resolution Approving and Authorizing the Award
and Execution of a Contract for the Oak Brook
Golf Club Patio Renovation Project
2 of 3
2
4827-9760-3185, v. 1
APPROVED THIS 11th day of September, 2018
Gopal G. Lalmalani
Village President
PASSED THIS 11th day of September, 2018
Ayes: ___________________________________________________________
Nays: ___________________________________________________________
Absent: __________________________________________________________
ATTEST:
_____________________________________
Charlotte K. Pruss
Village Clerk
Resolution 2018-SC-GOLF-CNTRCT-R-1749 A
Resolution Approving and Authorizing the Award
and Execution of a Contract for the Oak Brook
Golf Club Patio Renovation Project
3 of 3
3
4827-9760-3185, v. 1
EXHIBIT A
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ORDINANCE 2018-BU-AMEND-S-1548
AN ORDINANCE AUTHORIZING AN AMENDMENT
TO THE 2018 BUDGET
WHEREAS, the Village Manager has recommended an amendment to the 2018 Budget by
increasing Golf Surcharge Fund and Sports Core Fund for the transfer of accumulated golf surcharge funds
to pay for Golf Club capital improvements; and
WHEREAS, the Village President and Board of Trustees concur with and approve of the Village
Manager’s recommendations.
NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS that the following
amendment is hereby authorized:
Section 1: The recitals above are hereby incorporated into and made a part of this ordinance.
Section 2: The Golf Surcharge Fund and Sports Core Fund 2018 budget is amended to reflect
changes in the attached schedule, attached as “Exhibit A”, by increasing as showing in the column labeled
“Amendment”.
Section 3: This ordinance shall be in full force and effect from and after its passage and approval
as required by law.
Section 4: All ordinances or parts thereof in conflict with the provisions of this ordinance be and
the same are hereby repealed to the extent of such conflict.
APPROVED THIS 11th day of September, 2018.
Gopal G. Lalmalani
Village President
PASSED THIS 11th day of September, 2018.
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Ordinance 2018-BU-AMEND-S-1548
Authorizing An Amendment To
The 2018 Budget Page 2 of 2
EXHIBIT A
Exhibit A
Ordinance 2018‐BU‐AMEND‐S‐1548
2018 Original 2018 Revised
Fund Program Object Description Budget Budget Amendment
53 845 80200 Transfer Out/In ‐$ 285,500$ 285,500$
Total Golf Surcharge Fund ‐$ 285,500$ 285,500$
52 831 48150 Transfer From Other Funds ‐$ (285,500)$ (285,500)$
52 831 90400 Structural Improvements 65,000 350,500 285,500
Total Sports Core Fund 65,000$ 65,000$ ‐$