R-1385 - 08/12/2014 - BGC-ADMIN - Resolutions Supporting Documents ITEM 6.F.3
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COUNI'4
AGENDA ITEM
Regular Board of Trustees Meeting
of
August 12, 2014
SUBJECT: Award of Contract; Butler Government Center Irrigation,Phase I, Project
FROM: Mike Hullihan P.E.,Village Engineer
BUDGET SOURCE/BUDGET IMPACT: - $45,000 is included in Program #421, Public Buildings
Capital Improvements(421-90400),for this item.
RECOMMENDED MOTION: I move that bidding be waived and a contract be awarded to Mars
Irrigation in an amount not to exceed$38,000 for the Butler Government Center Irrigation,Phase
I,Project.
Background/History: When the Butler Government Center was built in 1974, an irrigation system for
lawns and planted areas was included in the original design. This feature was deleted during the
construction phase of the project. In recent years,there has been an increased emphasis on beautification
of the Butler Government Center campus through seasonal plantings. Maintenance of these planted areas
has become problematic during dry periods. During the past two summers considerable personnel assets
have been dedicated to watering planted areas. This includes expenditure of overtime for weekend
watering. To correct this condition, staff assembled specifications, advertised for, and received bids for
an irrigation project (see attached drawing of project area). Five bids were received for the project
ranging in price from $69,800 to $37,950. The low bid was submitted by Terracoe, Inc. The bids from
the other bidders were automatically rejected when the Board selected Terracoe as the successful low
bidder.
Terracoe Inc. was unable to obtain a contract bond. The second low bidder, Mars Irrigation, Inc. has
indicated that they will honor their previous bid of$38,000.
Recommendation: That bidding be waived and a contract be awarded to Mars Irrigation in an amount
not to exceed$38,000 for the Butler Government Center Irrigation,Phase I,Project.
RESOLUTION 2014-BGC-I RGTN-PG-R-1385
A RESOLUTION APPROVING THE PURCHASE AND INSTALLATION OF AN IRRIGATION SYSTEM
AT THE BUTLER GOVERNMENT CENTER
WHEREAS, the Village expends significant resources to manually water the plantings because
there is not currently an irrigation system to water the plantings at the Butler Government Center; and
WHEREAS, the Village desires to purchase and install an irrigation system at the Butler
Government Center ("Irrigation System") to more efficiently water the plantings and to beautify Village
property; and
WHEREAS, on May 1, 2014, the Village requested bids to provide and install the Irrigation
System; and
WHEREAS, the Village received five bids to provide and install the Irrigation System; and
WHEREAS, on May 27, 2014, the Board awarded a contract to provide and install the Irrigation
System ("Agreement") to the lowest responsive and responsible bidder; and
WHEREAS, after the Board awarded the project to the lowest bidder, but before the Village
entered into the Agreement with the lowest bidder, the lowest bidder withdrew its bid because it was
unable to obtain the contract bond required by the Village; and
WHEREAS, Mars Irrigation, Inc. ("Mars") was the second lowest responsive and responsible
bidder and Mars has agreed to honor its previous bid; 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 waive competitive bidding and
to approve the Agreement, attached hereto as Exhibit A, with Mars for Mars to provide and install the
Irrigation System;
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 and installation of the Irrigation System is hereby waived in accordance
with Section 1-7-4 of the Village Code.
Section 3: Approval of Purchase and Agreement. The Agreement by and between the
Village and Mars is hereby approved in substantially the form attached to this Resolution as Exhibit A,
and in a final form to be approved by the Village Manager in a total amount not to exceed $38,000.00.
Section 4: Execution of Required Documentation. The Village President and Village Clerk
shall be, and hereby are, authorized to execute the Agreement after receipt of the final Agreement fully
executed by Mars.
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-BGC-IRGTN-PG-R-1385
Approving the Purchase of
Irrigation System
Page 2 of 3
APPROVED THIS 12th day of August, 2014
Gopal G. Lalmalani
Village President
PASSED THIS 12th day of August, 2014
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2014-BGC-IRGTN-PG-R-1385
Approving the Purchase of
Irrigation System
Page 3 of 3
EXHIBIT A
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