R-1346 - 03/25/2014 - GOLF - Resolutions Supporting Documents i'1'131I 6.l'
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AGENDA ITEM
Regular Board of Trustees Meeting
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March 25, 2014
SUBJECT: Award of Contract—
Unit#13 11 —Golf Course Maintenance Mower Replacement
FROM: Rania Serences, Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: Equipment Replacement - $45,000 is included in
Program #834, Equipment Replacement, for this unit.
RECOMMENDED MOTION: I move that the Village Board waive further bidding since
the National Joint Powers Alliance (NJPA) already conducted the bid process and issue a
purchase order to Burris Equipment, Waukegan, Illinois, for one 2014 Jacobsen 2WD
Light Fairway Mower in the amount of $42,413. Additionally, that the Village Board
approve Resolution 2014-GOLF-MNTNC-R-1346, a Resolution Approving the Waiver of
Competitive Bidding and Authorizing the Purchase of a Mower.
Background/History:
The mower being replaced is Unit#D11, a 1999 Jacobsen 128 Fairway mower that is used by the
Golf Maintenance Department. Age, lack of dependability and high cost of repairs are the
reasons for this replacement. The mower is essential to the efficient operation of the Golf
Maintenance Department.
There will be no other charges associated with this mower to increase the recommended awarded
amount.
When looking for equipment replacement, we first explore what equipment has already been bid
through joint purchasing cooperatives (they have much more purchasing power than we do, and
can usually get a better price). Pursuant to the provisions of Section 1-7-10 of the Code of
Ordinances and Compiled Statutes, the Village is permitted to join with other governmental units
in order to benefit from cooperative purchasing arrangements.
4
The attached quote indicates pricing received through a bid conducted by the National Joint
Powers Alliance (NJPA).
Delivery is expected approximately 30 - 45 days after receipt of order.
Recommendation:
That the Village Board waive further bidding since the National Joint Powers Alliance (NJPA)
already conducted the bid process and issue a purchase order to Burris Equipment, Waukegan,
Illinois, for one 2014 Jacobsen 2WD Light Fairway Mower in the amount of $42,413.
Additionally, that the Village Board approve Resolution 2014-GOLF-MNTNC-R-1346, a
Resolution Approving the Waiver of Competitive Bidding and Authorizing the Purchase of a
Mower.
RESOLUTION 2014-GOLF-MNTNC-R-1346
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING AND AUTHORIZING
THE PURCHASE OF A MOWER
WHEREAS, the 2014 budget includes $45,000 in the Equipment Replacement Fund for the
purchase of a replacement mower for use by the Golf Maintenance Division; and
WHEREAS, the Village desires to purchase a 2014 Jacobson 2WD Light Fairway Mower
("Mower"); and
WHEREAS, Section 1-7-10 of the Village Code authorizes the Village to join with other units of
government in cooperative purchasing plans when it is in the best interests of the Village; and
WHEREAS, the National Joint Powers Alliance, through its cooperative purchasing program,
sought bids for Mowers and identified Burris Equipment, of Waukegan, Illinois ("Burris"), as the lowest
responsible bidder; and
WHEREAS, because the National Joint Powers Alliance already conducted a competitive bidding
process for the purchase of the Mower, the Village staff has recommended that the Village waive
competitive bidding and approve the purchase of the Mower from Burris for a total amount not to exceed
$42,413.00; and
WHEREAS, the President and Board of Trustees, being fully advised in the premises, have
determined that it is in the best interests of the Village and its residents to so waive competitive bidding
and to approve the purchase of the Mower;
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: Waiver of Competitive Bidding Requirements. The advertising and bidding
requirements for the purchase of the Mower are hereby waived in accordance with Section 1-7-4 of the
Village Code.
Section 3: Authorization of Purchase of the Mower. The purchase of the Mower from Burris
in a total amount not to exceed $42,413.00 is hereby authorized.
Section 4: Execution of Required Documentation. The President and the Village Clerk shall
be, and are hereby, authorized to execute and attest, on behalf of the Village all documents necessary to
complete the purchase pursuant to Section 3 of this Resolution.
Section 5: Effective Date. This Resolution shall be in full force and effect from and after its
passage by two-thirds of the Trustees and its approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2014-GOLF-MNTNC-R-1346
Approving the Purchase of
A Mower
Page 2 of 2
APPROVED THIS 25th day of March, 2014.
Gopal G. Lalmalani
Village President
PASSED THIS 25th day of March, 2014.
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
#28651342_vl
Turf Equipment Specialist Waukegan:
www.burrisequipment.com 2216 N. Greenbay Road
V Waukegan, IL 60087
QUOTATION OF JACOBSEN EQUIPMENT (847) 336-1205
1K U KnT (847)336-2697-Fax
Date: 2/1/2014 Lakemoor: ❑
Rev:Is 27939 W. Concrete Drive
To: Oak Brook Golf Club Ingleside, IL 60041
700 Oak Brook Road (815)363-4100
Oak Brook, IL 60523-2227 (815)363-4109-Fax
Attn: Creed,Sean
Ph# 630-990-1753 Joliet: El
Cell# 2001 Cherry Hill Road
Fax# Joliet, IL 60433
Email screed @oak-brook.org (815)464-6650
(815)464-6951 -Fax
We are pleased to submit this quote for your consideration:
Qty Code Description List Price I Sale Price
1 67991 LF510, 2WD Light Fairway Mower 40,436.00 29,923.00
3 62840 7 Blade TruSet Cutting Unit, RH 5,982.00 4,427.00
2 62839 7 Blade TruSet Cutting Unit, LH 3,988.00 2,951.00
5 123268 22"Grooved Steel Front Roller(3"Diam) 1,255.00 929.00
5 391202 front roller scraper 215.00 159.00
5 62820 Powered Rear Roller Brush 2,945.00 2,179.00
5 67891 Grass Catcher 1,420.00 1,051.00
NJPA--( National Joint Powers Alliance)--PRICING
The Village of Oak Brook is a member of this national buying group.
member#60964
FACTORY FREIGHT& PREP 794.00
Sub-Total: 42,413.00
Sales Tax:
Grand Total: $42,413.00
Notes:
George O'Hara
george.ohara@burrisequipment.com
Quote Good Thru: 30 Days CELL#(708)514-0823
❑ Mailed ❑ Faxed ❑ Delivered ❑ E-Mailed Burris Equipment Co.
Order Accepted:
Customer Signature Date Sales Representatives Signature Date
Sales" Service* Rentals" Parts