R-1708 - 02/27/2018 - 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 27, 2018
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 eight (8) companies:
Arthur Clesen, Wheeling, Illinois
BTSI, Frankfort, Illinois
CR Peterson, Lake Zurich, Illinois
Conserve FS, Tinley Park, Illinois
Gro Solutions, New Lenox, Illinois
Site One, Downers Grove, Illinois
Tyler Enterprise, Morris, Illinois
Van Diest Supply Co., Dixon, 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-1708, 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 14, 2018 by nine
(9) companies. The notice for bid requests was posted on the Village website on
February 1, 2018. Bid packages were sent nine (9) 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 #16, 21, 54 - the low bid is not an acceptable substitution. Page 1 RG
Contracts with these nine 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 eight companies: Arthur Clesen, BTSI, CR Peterson,
Conserve FS, Gro Solutions, Site One, Tyler Enterprise, Van Diest Supply Co., and that
the Village Board approves Resolution R-1708.
BOT AGENDA Page 2
RESOLUTION 2018-SC-GOLF-R-1708
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, 2018, 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 14, 2018, the Village received 9 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) Arthur Clesen Wheeling, Illinois; (2) BTSI, of
Frankfort, Illinois; (3) CR Peterson, of Lake Zurich, Illinois; (4) Conserve FS of Tinley Park, Illinois; (5)
Gro Solutions of New Lenox, Illinois; (6) Site One of Downers Grove, Illinois; (7) Tyler Enterprise, of
Morris, Illinois; (8) Van Diest Supply Co., of Dixon, 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 2018-SC-GOLF-R-1708
Approving Purchase of Golf Commodities
Page 2 of 3
APPROVED THIS 27th day of February, 2018.
Gopal G. Lalmalani
Village President
PASSED THIS 27th day of February, 2018.
Ayes: _______________________________________________________________________________
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2018-SC-GOLF-R-1708
Approving Purchase of Golf Commodities
Page 3 of 3
EXHIBIT A
Copy of 2018 Golf Commodities final
J:\ScanPDF\2018 Agenda Items\022718 Meeting\Copy of 2018 Golf Commodities final
Estimated Lowest Arthur Clesen BSN BTSI Conserv CR Growing Site One Tyler Van Diest Not
Item #Quantity Unit Description Bidder FS Peterson Solutions Accepted
3 3500 Variety Of All Standard Products Site One 10%24%25%
4 3500 Variety Of All Par Aid Products Site One 24%25%
5 20 Tons Har-Tru tennis materials CR Peterson $640.00
8 10 Case Red marking paint Arthur Clesen $28.50 $44.00 $30.24
9 2 Case Yellow marking paint Arthur Clesen $28.50 $44.00 $31.32
10 20 Case White marking paint Arthur Clesen $28.50 $44.00 $28.80
11 48 Cases Prime stripe Athletic Paint Site One $39.00 $29.50 $28.80
12 15 25 lb Bucket Certified Penncross Seed Site One $190.00 $210.65 $189.00 $237.50
13 15 25# Bucket Certified Penn Eagle 2 Bentgrass Seed Arthur Clesen $169.00 $340.00 $189.00 $212.50
14 150 50lb/Bags Remington Range Ryegrass blend Site One $64.00 $105.00 $56.50 $67.50
15 1 50lb/Bags Teal blue Site One $195.00 $119.24
16 40 Remington Range Premium Bluegrass/Ryegrass Mix Site One $118.00 $175.00 $111.00 $83.72 $97.50
17 500lbs Per lb Barenburg/all HGT blends/RPR seed CFS $1.30 X
34 34 Case Quali-Pro TM/C Wdg ( 4 x 5lb Jugs/caseVan Diest $160.00 $210.00 $149.80
35 25 Case Daconil Action (2 x 2.5gal)Tie $435.00 $435.00 $435.00
36 1 Case Tebuconizole Fungicide Arthur Clesen $199.00 $240.00 $285.60 $228.92 $296.00 $252.00
37 1 Case Propiconazole 14.3 Site One $269.00 $285.00 $274.20 $256.25 $325.00 $337.50
1 Case Kabuto SC Tie $2,244.60 $636.00 $2,244.60 X
1 Case Insignia SC Tie $1,700.68 $1,700.68 $1,700.68
1 Case Honor Intrinsic Tie $2,616.12 $2,616.12 $2,616.12
38 3 Case Emerald Fungicide (10 x .49lb/case)Tie $1,568.00 $1,568.00 $1,568.00 $1,600.00
39 1 Case Xzemplar Tie $3,565.92 $3,565.92 $3,565.92 $3,565.92
40 1 Case Turfgold Fungicide (2.5gal x 2)Growing Solutions $235.00 $285.00 $130.00
41 1 Case Compass (4 x 1 Lbs)Arthur Clesen $1,598.00 $1,635.92 $1,600.00
42 1 Case Stellar Tie $2,039.80 $2,039.80 $2,039.00 $2,039.80
44 1 Case Tourney Fungicide (4 x 5lbs)Tie $2,771.00 $2,771.00 $2,771.00 $2,771.00
45 1 Case Velista Fungicide (2 x 1 gal)Site One $1,227.60 $409.20 $1,227.60
1 Case Pinpoint Fungicide 4 x 60oz bottles Tie $1,466.40 $1,490.84 $1,466.40
46 13 Case Aloft GC SC Tie $2,125.80 $531.45 $531.20 $531.45 $531.45
29 1 10 Gal. Link Pak Primo Max Poa Annua Control Tie $2,740.00 $580.05 $2,740.00 $2,740.00
30 2 Case Proxy Growth Retardent (2 x 2.5 gal/cas Arthur Clesen $128.00 $155.15 $150.00 $177.72 $177.50
32 3 Cases Recede(12 x 1 quart case)Site One $164.00 $125.00 $181.71 $58.92
33 1500 Gallons Phirst (ph amendment)Growing Solutions $7.50
1 Case Lexicon Intrinsic Tie $1,935.36 $1,935.36 $1,935.36
3 Case Acclaim Extra Van Diest $2,160.72 $2,152.00
48 1 Case Cyanora insecticide( 8 qrts.)BTSi $420.00 $422.32
49 10 Case Oxadiazon Site One $696.50 $684.60 $825.00
1 Case Echelon 4sc Tie $1,220.00 $1,220.00 $1,220.00
50 5 Case Confront herbicide( 4 x 1 gal/case)BTSi $548.00 $346.75 $440.00 $489.72 $380.00 $360.00
51 1 Case Speedzone herbicide CFS $400.00 $346.70 $390.70 $381.25
1 Case Specticle Tie $1,928.00 $1,928.00 $3,277.00
52 1 Case Q4 Plus CFS $499.50 $479.65 $545.66 $532.50
1 Case SureGuard BTSi $1,280.00 $545.60 $600.00 $1,280.00 $2,608.00
53 1 Case Round up Promax BTSi $64.00 $47.60 $60.42 $62.08 $88.38
54 1 Case Clipper Aquatic Herbicide BTSi $518.04 $500.00 $519.80 $564.12 $2,355.00
55 14 Bottles Quick Silver Herbicide (14 x 6.7oz bottle Arthur Clesen $134.00 $150.00 $156.77 $153.45
56 1 case Optiwet Max 55gal/drum BTSi $2,600.00 $2,700.00
57 5 Case Trimec for Bentgrass(2 x 2.5gal/case)Site One $190.00 $152.32 $218.00
22 48 Bags Lebanon 18-0-18 MD Tie $45.50 $45.50
23 1 Bags Country Club 0-0--24 BTSi $40.00
24 200 Bags Duration CR 22-0-22/45/Duration/sop/sgTyler $17.50 $19.75 $28.59 X
25 1300 50 lb/bg Duration CR 22-0-22/120/sop/sgn250 Tyler $33.50 $24.50
26 450 50 lb/bg Duration CR 22-0-22/90/mop/150 BTSi $23.00 $27.25 $27.83