R-1993 - 03/08/2022 - GOLF - Resolutions Supporting Documents ITEM 6.13.3
BOARD OF TRUSTEES MEETING
VILLAUIi 01 SAMUEL E. DEAN BOARD ROOM
OAK B ROU K BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
March 8, 2022
SUBJECT: Award of Contract—Golf Commodities
FROM: Rania Serences, Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: Program 834 (Golf Course Maintenance)
$110,5000.00 has been budgeted in various accounts.
RECOMMENDED MOTION: I move that the Village Board approve Resolution
R-1993, Authorizing the Purchase of Golf Commodities for the Oak Brook Golf
Course, awarding requirements contracts by issuing purchase orders to the following
five(5)companies:
Advanced Turf Solutions,Inc.,Fishers,Indiana
Arthur Clesen Inc.,Lincolnshire,Illinois
BTSI,Frankfort,Illinois
Masterblend Intl,LLC,Morris,Illinois
Site One Landscape, Cleveland, Ohio
based on the 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.
Background/History:
Bid packages were received and opened on Wednesday, February 23, 2022, by five (5)
companies. The notice for bid requests was posted on the Village website on Wednesday,
February 9, 2022. Bid packages were sent to six (6)companies.
As indicated on the bid tabulation (far right column), we are recommending acceptance of
the bid submitted for items #3, #4, and #6, that is not the lowest submitted price because
the low bid submitted is not an acceptable substitution.
BOT AGENDA030822 Page 1
Contracts with these five (5) companies will operate as requirements contracts (standing
purchase orders will be created but 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 approve Resolution R-1993, awarding
requirements contracts by issuing purchase orders to the following five(5) companies:
Advanced Turf Solutions, Arthur Clesen, BTSI, Masterblend Intl, LLC, and Site One
Landscape.
I
I
BOT AGENDA030822 page 2