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R-1835 - 11/12/2019 - PUBLIC WORKS - Resolutions ITEM 6.D.1 BOARD OF TRUSTEES MEETING VILLAGE OF SAMUEL E. DEAN BOARD ROOM OAK B Rq K BUTLER GOVERNMENT CENTER 1200 OAK BROOK ROAD OAK BROOK, ILLINOIS 630-368-5000 AGENDA ITEM Regular Board of Trustees Meeting of November 12, 2019 SUBJECT: Bulk Deicer Salt FROM: Doug Patchin, Director of Public Works z��o BUDGET SOURCE/BUDGET IMPACT: $113,802 from account#363-61800. RECOMMENDED MOTION: I move the Village Board approve Resolution 2019-R-1835, and waive further bidding since the State of Illinois and DuPage County have already conducted the bid process, and authorize staff to issue a purchase order to Cargill Inc., in the amount of $64,026 for 900 tons at $71.14 per ton of deicer salt through the State of Illinois Joint Purchasing Program, and issue a purchase order to Compass Mineral International, in the amount of$49,776 for 600 tons at $82.96 per ton of deicer salt from DuPage County's competitive bidding. Background/History: For the past 20 plus years the Village has purchased bulk deicer salt through the State joint purchasing contract. We were limited to one (1) supplier which, at times, caused availability and delivery issues. The last few years we split our purchase quantities between the State joint purchasing contract and DuPage County's competitive bidding, this split purchase gave us the opportunity to receive salt from two (2) suppliers. This upcoming season we are requesting 1,500 tons. We will split this purchase between the State Joint Purchasing and DuPage County's competitive bidding process. Recommendation: Staff recommends the Village Board authorize staff to issue purchase orders to Cargill Inc. and Compass Mineral International, for the purchase of deicer salt for the 2019-2020 winter season. BOT AGENDA Page 1 RG PLEASE RETURN TO: Illinois Department of Central Management Services ILLINOIS e IEPA North Building 1000 E.Converse Street JOINT PURCHASING REQUISITION SpringG`{d•IL 62702 CY'l9-'20 New Purchase Commitment Email Address for submission: C'111ti.IlOSS.F.(to illinnis.=m No Thank You. Opt-put->Our unit does not want to participate in the CY'2019-2020 Contract Procurement But keep on mailing list Notice:— Please complete and return the Contact information below to remain on the mailing list Joint Purchhaasing#f: L x{091 74 Date: 3 r 1S' / 2019 Govem e 1 Unir. VILLACC in ' QA K�QooK Delivery Point B 'A00 OAK 4 R"K (Provide Delivery Details To Contract) Llailin Address V D �� ( 1 Vendor At Time Of Order Placemen etty State!Zip. 09K �e+�:��. Zr` �oSa3 County U PAGE Contact Person. Djj W4 PAr sC Hf+J D Telephone Number. r3' Far Number: �3d� Jtl$' `� pp_� <-Please provide Email Address Contact Email: Pgrr,NI#1 QpK-pf(t) X . oa.G �Please ensure Address is Le ibis • + + •w+ • w w w + " • Participant.Com fete Only One--Either"Table-A-or'Table-B"Below►+ + + + + + + • + A + " Table A: Complete this table to have the State"SOLICIT BIDS"for your governmental entih- ITEM DESCRIPTION BID QUANTITY UNIT MEASURE _.ASHTO M 143 Road Salt or Equivalent {Tatal TQnnaSe y i 22-25 Ton!Truck I Rock Salt, Bulk Tons Please note your Purchase Commitment Percentage for Total Tonnage Quantity as stated above(choose oney OPTION I t30.°b.minimum purchase requircmcnt/12Vmaximum purchase requirement OPTION 2 10016 minimum purchase requirement/120°.16 maximum purchase requirement Participant.Complete Only One- Either"Table-A"Above or"Table-11"Below+ + ' " • " " • " +' Table B:Complete this table to have the State"RENEW"Requir meets for your governmental entity ITEM DESCRIPTION QLIANTITY UNIT MEASURE AAS14TO M 143 Road—Salt or Equivalent f Total Tonnage 1 f 2r 25 Ton/Truck t Rock Salt. Bulk 1dD Tons Note: Renewal is available ONLY under CNIS BidBuv Contract u 18416CA1CB0SS4-P4129 for prior 0-2918-20119. Your quantity may not exceed more than a 20°a increase of last season's quantity,and price cannot increase more than 140•of last season's price. Other Terms&Conditions of Contract will remain the same as lost year. Please Check Contract h Below I certify that funds are available for the purchase of the items on this Requisition and that such items are for the sole use of this governmental unit,and not for personal use of any official or individuat or re-sale In additio gree t • e Joint Purchasing Procedure established by the Department of Central Monaeement Sen.iccs I U&L. Iibt x3 1�tt,4c,TtJtt S GNr URE OF AUTHORMED OFFICIAL OR AGENT TITLE Printed on Rec-1-cled Paper CMSI L L I NO IS JB Pritzker, Governor DEPARTMENT OF CENTRAL MANAGEMENT SERVICES Jane) L. Forde, Acting Director _ --- October 15. 2019 Dear Joint Purchasing Participant: Subiect: 2019- 2020 Rock Salt. Bulk Contract Information In completing the 2019 -2020 Rock Salt season contract re-procurement. the State of Illinois did encounter supply-related issues experienced in prior seasons. We have made every effort to secure Road Salt at the best available price for participants in our contract re-procurements. and gladly report that the State was able to obtain an offer for your location and revised requirements through the State's re-procurernent efforts. In accordance with your response on "Table B: Complete to have the State RENEW for your Governmental Entity" from the seasonal participation survey, we have secured your revised REQUISITION QUANTITY with your previous season contract vendor with price escalation limited to 10.%as stated in the original correspondence. Enclosed is a cope of the requisition submitted to us for your purchase commitment for rock salt. The information from the requisition can be used to submit your revised requirements. including your original purchase commitment. to this contract vendor: BidBuy PO# 18-416CMS-BOSS4-P-4129 Term: 10/1512019 - 10/14/2020 Cargill Incorporated Salt Division FEIN Number: 41-0177680 24940 Country Club Blvd.. #450 North Olmsted,OH 44070 Phone (800) 600-7258 Contact: Government Services Your BidBuy Contract/PO Line-Item: _ 118_/ Revised Renewal Price per ton is S 71.14 Emergency pickup of'salt from vendor's warehouse is not made available in this contract. The additional price per ton to have rock salt delivered in trucks equipped with coal/grain chute openings in the tailgate to permit controlled oft-loading of rock salt onto conveyors was not provided for by this vendor in this season's procurement process. You are responsible for issuing your own purchase order document to the vendor. Orders may be placed --with the vendor via telephone. with a written or fax confirmation to follow immediately. You are strongly encouraged to order and store as much salt as possihle in order to help prevent potential salt shortages this winter. Also. you must place orders in full truckload ( typically 22-25 tons ) delivery quantities or multiples of such. 801 Stratton Office Building.401 South Spring Street. Springfield, It, 62706 Printed on Ret-rcled Paper Your governmental unit is responsible for ensuring that the 80 or 100 percent minimum guaranteed purchase commitment(as noted on your Requisition )is met before the end of the winter season.June 30.2020. The vendor is required to furnish not less than 120 percent( if needed )of the contract quantity by March 1,2020. Your governmental unit is responsible for processing vendor invoices in a timely manner. Delivery shall be made as soon as possible after vendor receipt of order by phone or mail. The maximum time from receipt of order to the actual delivery for orders placed between December 1. 2019 through April 1, 2020 shall not exceed seven working days, unless as modified in the Order Guidelines herein. For orders placed between December 1. 2019 and Apri 1 1, 2020, if a vendor is unable to make delivery within the order timeline. local governmental units shall have the right to retain as liquidated damages,not as a penalty, 5%per working-day on the undelivered portion of the order, but not to exceed 50.%. For orders placed prior to 9:00 a.m. on a given day, that day to be considered as the first calendar day of the seven-day delivery period. For an order placed after 9:00 a.m. on a given day,the following day shall be considered as the first calendar day of the seven-day delivery period. CMS reserves the right to mitigate application of liquidated damages imposed against a vendor. in the event of orders exceeding the maximum percentages outlined below: An agency may order up to 20.%of their awarded contract tonnage in any given week and vendor shall deliver within 7 working-days after receipt of order. Quantity ordered above the 20.%threshold shall have an extended deliver time of one-working-day for each one-percentage- point above the 20.%guideline. For example, if an agency orders 25.%of their awarded total 100 ton. delivery of the first 20 ton (20.%) shall be within 7 working-days after receipt of order, the remaining 5 ton should be delivered within 12 working-days after receipt of order. If after seven working-days of liquidated damages assessment,the vendor has still has failed to deliver, local governmental unit shall have the right to terminate an order and purchase road salt or abrasives from another source,or take action consistent with public safety as needed to continue daily business. Any and all additional costs incurred may be collected from the original vendor. in addition to liquidated damages, by participant's legal action. All deliveries shall be covered with approved weatherproof materials. The vendor shall ensure that delivery person inspects the inside of the trailer and that all salt is removed from the trailer before leaving a delivery point. The vendor will ensure all weights and measures shown on delivery tickets are correct. Local governmental units reserve the right to require that delivery trucks occasionally be directed to a scale in the vicinity of the delivery point as a check on delivered truckloads. Deliveries of rock salt containing any foreign material such as mud, rocks,grader teeth, wood, tarpaulins, etc., may be rejected at the delivery site. In the event that any foreign material is discovered in dumped deliveries,the salt and foreign matter may be reloaded onto the cartage hauler's truck by the local governmental unit and returned for credit, or the vendor shall immediately ship a specification compliant load of replacement salt. or issue a refund to the governmental unit consistent with the contract price. In December 2019,the contract vendor shall have in place stockpiles) located in or near Illinois covering the tonnage awarded for the northern regions of the State, and in January of 202 the contract vendor shall have in place stockpile(s)in or near to Illinois covering the total tonnage awarded for all regions of the State. At our discretion, we will inspect the stockpiles to ensure that these stockpiles are in sufficient quantities, and that vendor commitments to the stockpiles are with the users of this contract. Enhanced Rock Salt 2019-2020 season availability from Cargill Inc. Salt Division: The Department of Central Management Services surveyed vendors for availability of an enhanced rock salt option in the invitation for bid, and received an offering from Cargill Salt Division. Locations interested in this enhanced salt option must call the vendor for product availability information and to facilitate potential ordering arrangements. Their product is made available to any joint purchasing participant awarded in the Cargill Salt Division Contract as an up-charge per ton option and would be added to your order as a separate line item. Contact Government Services at 800-600-7258 for the availability details. The enhanced salt product features additional pre-treatment of approved road salt with a product providing enhanced melting performance. with reduced corrosion and clumping. It is hoped that this information will be beneficial to you in the utilization of this contract. If you have any further questions concerning the rock salt contract, please feel free to contact me at (217) 782-8091. Sincerely, Wayne Ilsley, CPPB. Buyer Bureau of Strategic Sourcing GovSelt.doc Joint Purchasing Participant. BidBuy is the new procurement system implemented by the State Of Illinois, in which this Master Blanket Purchase Order ( Master Contract ) was re-established. As a municipality, you do not need to register in BidBuy. To access master contracts you only need to follow the steps outlined in the following document. Locating State Wide Master Contracts (without registration in BidBuy) ( To begin you just click on the 'Contract & Bid Search' as shown below.) Screen Task To BidBuy https://www.bidbuy.illinois.gov/bso/ Homepage BidBuy Click Contract&Bid Search at bottom of screen Homepage Advanced Search Select radio dial next to Contracts/Blankets Advanced Search R Enter Search Criteria or enter nothing to receive all contracts 4- Click Find It Advanced Search -', Click on Contract/Blanket#(underlined)to show contract information Master Blanket Verify Field "Master Contract?" =Yes Purchase Order Click on Copy of contract(underlined) next to Agency Under Header Attachment field to download contract document Information To Exit In BidBuy Click Exit at bottom of screen Advanced SearchClick Exit at bottom of screen to return to BidBuy homepage qY oo. THE COUNTY OF DUPAGE vX "- ;'01, FINANCE-PROCUREMENT BID p19-048-DOT-BULK ROCK SALT 3 BID TABULATION COMPASS MINERALS AMERICA DETROIT SALT COMPANY MORTON SALT,INC. INC. Standard Unit Price Unit Price Extended Unit Price Extended Delivery Qty perTon Extended Total pe perTon Total perTon Total Group 1 -DuPage County Standard Delivery 20,000 S 8296 $ 1.659,200.00 $ 8332 $ 1,666,400 00 $ 95.15 S 1,903,000.00 Unit Cost per Ton $ 102.96 $ 91.32 No Bid 130%-150%of Projected Usage TOTAL GROUP 1 $ 1.659,200.00 S 1,666,400.00 $ 1,903,000.00 Group 2A-Townships/Municipalities Ealy Delivery 170^ $ 8296 $ 970.632.00 $ 80.37 $ 940,329.00 S 99.15 $ 1,160,055.00 Group 2B-Townships/Municipalities Standard Delivery 60,620 $ 8296 $ 5,045.627.20 $ 90.03 $ 5,475,624 60 $ 95 15 $ 5,787,023.00 Unit Cost per Ton $ 10216 $ 98.08 No Bid 130°%-150%of Projected Usage TOTAL GROUP 2 $ 6,016,259.20 S 6,415,953.60 $ 6,947,078.00 NOTE: 1)For both Group 1 —DuPage County and Group 2—Townships/Municipalities the min,mum contract commitment is eighty percent(60%)of the standard delivery quantity. 2)Cargi'.l submitted a No Bid _ Irvitations Sent 12 Potential Bidders Requesting Bid Documents 12 Total Bid Responses Received 3 Bid Oper�ing Attended DT,JEM Lisle 4719 Indiana Ave. 4719 Indiana Ave. 1 Township Lisle,IL 60532 Lisle IL 60532 Lisle, 925 Burlington 4905 Yackley Ave. 1950 Village of Lisle,IL 60632 Lisle IL 60632 Lombard, 255 E.Wilson Ave. 1135 N.Garfield 3500 Village of Lombard,IL 60148 Lombard,IL 60148 Milton 23WO40 Poss St. 23WO40 Poss St. 2000 Township Glen Ell n, IL 60137 Glen EI n,IL 60137 Naperville 31W331 North Aurora Rd. 31W331 North Aurora 300 400 Township Naperville,IL 60563 Rd. _ Naperville,IL 60563 Oakbrook, 1200 Oak Brook Road 3003 Jorie Blvd. 6OQ -Village of Oak Brook,IL 60523 Oakbrook,IL 60523 Schaumburg, 101 Schaumburg CL 714 S. Plum Grove Road 3600 4000 Village of Schaumbu ,IL 60193 Schaumburg,IL 60193 Villa Park, 20 S.Ardmore Ave. 729 N.Ardmore Ave. 600 Village of Villa Park.IL 60181 Villa Park,IL 60181 Warrenville, 39258 Manning Ave. 3S346 Mignin Drive 1300 Ci of Warrenville,IL 60555 Warrenville,IL 60555 Wayne 4N230 Klein Road 4N230 Klein Road 400 Township West Chicago,IL 60185 West Chicago,IL 60165 West Chicago, 475 Main St. 135 W. Grandlake Btvd. 2000 2000 City of West Chicago,IL 60185 West Chicago,IL 60185 or 1350 W. Hawthorne Lane West Chicago,IL 60185 Westmont, �31 W.Quincy St. , 39 E.Burlington Ave. 1600 -Village of Westmont,IL 60559 Westmont,IL 60559 Wheaton,City 303 W.Wesley, PO Box 727 820 W. Liberty Drive 3300 of Wheaton. IL 6018.7 Wheaton, IL 60189 Willowbrook, 835 Midway Drive 700 Willowbrook Centre 800 Village of Willowbrook,IL 60527 Parkway Willowbrook,IL 60527 Winfield, 27W465 Jewell Road OSO40 Wynwood Road 650 Village of Winfield IL 60190 Winfield IL 60190 Winfield P.O.Box 617 30W575 Roosevelt Rd. 2000 Township West Chicago,IL 60185 ' West Chicago,IL 60185 Wood Dale, 720 Central Ave. 720 N. Central Ave. 800 City of Wood Dale,IL 60191 Wood Dale,IL 60191 Woodridge, One Plaza Drive One Plaza Drive 2200 Village of Woodridge,IL 60517 Woodridge, IL 60517 7900 IL Route 53 Woodridge,IL 60517 York 19W475 Roosevelt Road 19W475 Roosevelt Road 1000 Township Lombard,IL 60148 Lombard,IL 60148 The County of DuPage — - BULK ROCK SALT 19-048-DOT Page 22 of 33 GROUP 2—TOWNSHIPS/MUNICIPALITIES All Product to be shipped F.O.B. Delivered,freight prepaid, to the locations listed. Each Township/Municipality will make an independent determination on whether it will enter into this agreement with the Awarded Contractor A—EARLY DELIVERY—100% Confirmed quantities Delivery by November 30, 2019 DESCRIPTION i QUANTITY UNIT PRICE(PER TON) EXTENDED PRICE BULK ROCK SALT 11,700 TONS $ 82,% R'ON I TOTAL GROUP 2-A : B—STANDARD DELIVERY—Bidders are required to provide a unit price for 80%to 130%of the estimated quantity. If the Township/Municipality agrees to enter into an agreement with the Awarded Contractor, the Township/Municipality agrees to purchase at least 80%of the quantity shown. If the Township/Municipality does not utilize or order the 80%, the Township/Municipality will pay for the 80%and it will be stored at the terminal, for delivery to the Township/Municipality at a later date. This will be handled at no additional charge to the Contracting Township/Municipality, DESCRIPTION QUANTITYUNIT PRICE APER EXTENDED PRICE TON) BULK ROCK SALT 60,820 TONS S �Z . "� /TON :SJ�i f127. TOTAL GROUP 2—B S�fli f m UNIT COST PER TON FOR QUANTITIES BETWEEN 130% AND 160° OF PROJECTED USAGE $ f©2.4` PER TON The County of DuPage BULK ROCK SALT 19-046-DOT Page 20 of 33 THE VILLAGE OF OAK BROOK COOK AND DUPAGE COUNTIES, ILLINOIS RESOLUTION 2019-R-1835 RESOLUTION APPROVING THE PURCHASE OF DEICER SALT FROM CARGILL INC. AND COMPASS MINERAL INTERNATIONAL, INC. GOPAL G. LALMALANI, Village President CHARLOTTE K. PRUSS, Village Clerk JOHN BARR PHILIP CUEVAS MICHAEL MANZO MOIN SAWED EDWARD TIESENGA ASIF YUSUF Village Board Published in pamphlet form by authority of the President and the Board of Trustees of the Village of Oak Brook on this the 12th day of November, 2019 RESOLUTION 2019-R-1835 A RESOLUTION APPROVING THE PURCHASE OF DEICER SALT FROM CARGILL INC. AND COMPASS MINERAL INTERNATIONAL, INC. WHEREAS, the Village of Oak Brook, DuPage and Cook Counties, Illinois (the "Village") is an Illinois municipal corporation; and WHEREAS, the State of Illinois and DuPage County have individually solicited bids for the supply of deicer salt to be used on roadways, sidewalks and other public ways; and WHEREAS, pursuant to their respective bid solicitations, the State of Illinois awarded its deicer salt supply contract to Cargill, Inc. ("Cargill") and DuPage County awarded its deicer salt supply contract to Compass Mineral International, Inc. ("Compass Mineral"); and WHEREAS, pursuant to the awarded contract, Cargill has agreed to provide the State of Illinois deicer salt at the cost of$71.14 per ton; and WHEREAS, pursuant to the awarded contract, Compass Mineral has agreed to provide DuPage County deicer salt at the cost of$82.96 per ton; and WHEREAS, as part of their respective bids, Cargill and Compass Mineral have both agreed to supply other units of local government in the State deicer salt at the same prices offered to the State and County; and WHEREAS, pursuant to Section 1-7-10 of the Village Code, the Village shall have the authority to join with other units of government in cooperative purchasing plans when the best interests of the Village will be served by engaging in such cooperative purchasing plans; and WHEREAS, to the extent the Village were to engage in a competitive bid process to secure pricing for deicer salt, the Village would be unable to secure pricing at or lower than the prices secured by the State and DuPage County; and WHEREAS, the Village President and the Board of Trustees have determined that it is in the best interest of the Village to participate in the cooperative purchasing of deicer salt offered by the State of Illinois and DuPage County and hereby approve the purchase of deicer salt from Cargill and Compass Mineral at the prices offered to the State and DuPage County. NOW, THEREFORE, BE IT RESOLVED by the Village President and Board of Trustees of the Village of Oak Brook, DuPage and Cook Counties, Illinois, as follows: SECTION 1: Recitals. The Village Board finds and determines the above recitals to be true and correct and incorporates them as if written here in full. SECTION 2: Approval of Deicer Salt Purchase from Cargill. The Village Board hereby approves the purchase of 900 tons of deicer salt at the price of$71.14 per ton from Cargill, Inc., for a total purchase amount not to exceed $64,026.00. SECTION 3: Approval of Deicer Salt Purchase from Compass Mineral. The Village Board hereby approves the purchase of 600 tons of deicer salt at the price of $82.96 per ton from Compass Mineral International, Inc., for a total purchase amount not to exceed $49,776.00. SECTION 4: Purchase Order. The Village Board hereby authorizes and the directs the Village Manager to execute and issue purchase orders to Cargill and Compass Mineral to effecuate the purchases approved by this Resolution. SECTION 5: Effective Date. This Resolution shall be in full force and effect upon passage and approval in the manner provided by law. PASSED by the Board of Trustees of the Village of Oak Brook, DuPage and Cook Counties, Illinois this 12th day of November, 2019. AYES: Trustees Baar, Cuevas, Manzo, Tiesenga, Yusuf NAYS: None ABSENT: Trustee Saiyed APPROVED by Village President,Gopal G. Lalmalani, this 12T" day of November, 2019 Gopal G. Lalmalani, Village President ATTEST : �G0 Charlotte K. Pruss, Village Clerk ` o` 9CFCOUN1Y ���� _ .. ��. , �. ,� � , � >p s' iF£ �' _ { '. l .. _ -. A f � e.. e., `•. tt� Wd°. =4i. ��1_Y7� I STATE OF ILLINOIS ) SS COUNTY OF DUPAGE ) CLERK'S CERTIFICATE I, CHARLOTTE K. PRUSS, the duly appointed, and qualified Village Clerk in and for the Village of Oak Brook, DuPage and Cook Counties, Illinois do hereby certify that I am the keeper of the files, records, and seal of said Village, and that the following is a true and correct copy of Resolution 2019-R-1835 entitled: A RESOLUTION APPROVING THE PURCHASE OF DEICER SALT FROM CARGILL INC. AND COMPASS MINERAL INTERNATIONAL, INC. which Resolution was duly passed by said Board of Trustees at a regular meeting held on the 121h day of November, 2019, and thereafter approved by the Village President on the 12T" day of November, 2019. . I do further certify that a quorum of said Board of Trustees was present at said meeting and that the Board complied with all requirements of the Illinois Open Meetings Act. IN WITNESS WHEREOF, I have hereunto set my hand and caused to be affixed the Corporate Seal of said Village of Oak Brook, DuPage and Cook Counties, Illinois on the date set forth herein. Oqk 10 ! � 9 Charlotte K. Prussco Village Clerk q �� C�eCDUMt`t