R-1800 - 04/09/2019 - PURCHASING - Resolutions Supporting DocumentsBOT AGENDA 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
April 9, 2019
SUBJECT: Award of Contract – All Terrain Vehicle
One (1) Polaris Ranger Crew XP900 – Sourcewell Purchasing Cooperative
FROM: James R. Kruger Jr., Chief of Police
BUDGET SOURCE/BUDGET IMPACT: $22,185.53 is budgeted in New Equipment
(621-90100) for this purchase.
RECOMMENDED MOTION: I move that the Village Board waive further bidding since
Sourcewell Purchasing Cooperative ready conducted the bid process and issue a purchase
order to Polaris Sales, Inc., Medina, MN for one (1) 2019 Polaris Ranger Crew XP900 in
the amount of $22,185.53 and approve Resolution 2019-PD-V-PG-R-1800.
Background/History:
During the 2019 budget process the Police Department requested to purchase an all-
terrain vehicle to better respond to emergencies and patrol the vast areas of open space,
wooded areas, Sports Core and forest preserve areas in the Village. There are also a
significant number of special events occurring in those areas such as polo matches, Taste
of Oak Brook, soccer tournaments, and charity runs. An alternative police response
vehicle will also allow us to patrol some of the commercial areas during special
circumstances, as well as maneuver around the Oakbrook Center concourses and parking
structures should the need exist.
The Department researched several alternative, and determined that Polaris Industries
was the only manufacturer making a specific law enforcement or military version of their
ATV. The vehicle requested can carry four personnel or civilians in need of transport
from remote areas that are unable to be reached by a regular patrol vehicle. This vehicle
would be purchased directly from the manufacturer’s government sales rather than
through a dealer. The manufacturer has gone through a government bidding process in
Minnesota, Sourcewell that the Village of Oak Brook is a member of.
ITEM 6.D.5
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There will be some minimal upfitting through our regular vehicle upfitter of emergency
lighting, siren and markings in the amount of approximately $3,061, that is much less
expensive that if we had spec’d out the vehicle with similar equipment. Those costs
would come from our DUI Tech Fund.
Due to the limited use of this vehicle and inside storage when not in use, we project the
life of at least ten years, thus making it less advantageous to lease. We would keep it for
an extended period of time, rather than need to replace it at predetermined intervals, such
as a standard patrol vehicle. Therefore we recommend the purchase of this vehicle rather
than include it in the new rolling stock leasing plan.
Recommendation:
Staff recommends that the Village Board waive further bidding since Sourcewell
Purchasing Cooperative already conducted the bid process and issue purchase orders to
Polaris Sales of Medina, MN, and approve Resolution R-1800.
RESOLUTION 2019-PD-V-PG-R-1800
A RESOLUTION APPROVING THE WAIVER OF
FURTHER BIDDING AND AUTHORIZING THE
PURCHASE OF A POLICE ALL TERRAIN VEHICLE
WHEREAS, Oak Brook Village Code Section 1-7-10 authorizes the Village to participate in
cooperative purchasing arrangements; and
WHEREAS, the Village is a member of the Sourcewell Purchasing Cooperative (“Sourcewell”), a
government purchasing cooperative; and
WHEREAS, Sourcewell solicited bids on the Village’s behalf for an all-terrain vehicle to be used
by the Village’s police department; and
WHEREAS, the Village reviewed the results of Sourcewell’s bidding process and determined that
the bid offered by Polaris Sales, Inc., from Medina, Minnesota (“Polaris”), for a 2019 Polaris Ranger Crew
XP900 was the lowest responsive and responsible bid; and
WHEREAS, the Village hereby waives any additional bidding requirements and wishes to accept
Polaris’ bid, in accordance with this Resolution;
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 Village Manager is hereby authorized to: a) execute a purchase order
attached hereto as Exhibit A for a 2019 Polaris Ranger Crew XP900 in an amount not to exceed
$22,185.53; and b) take all steps necessary to implement the terms of this Resolution.
Section 2: The Village authorizes the adoption of this Resolution and the execution of the
purchase order without the need for further competitive bidding because the Village obtained bids through
its membership in Sourcewell, a government purchasing cooperative.
Section 3: This Resolution shall be in full force and effect from and after its passage and
approval by the Village President.
APPROVED THIS ___________ day of April, 2019
Gopal G. Lalmalani
Village President
PASSED THIS ______ day of April, 2019
Ayes: ___________________________________________________________
Nays: ___________________________________________________________
Absent: __________________________________________________________
ATTEST:
_____________________________________
Charlotte K. Pruss
Village Clerk
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EXHIBIT A
PURCHASE ORDER
4830-7262-7569, v. 1