R-1444 - 03/24/2015 - SPORTS CORE - Resolutions Supporting Documents ITEM 7.13.5)
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Regular Board of Trustees Meeting
of
March 24, 2015
SUBJECT: Award of Contract - Golf Course Commodities
FROM: Rania Serences - Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: Program #834 (Golf Course Maintenance)
$125,000 has been budgeted in various accounts.
RECOMMENDED MOTION: I move that the Village Board award requirements
contracts by issuing purchase orders to the following eleven (11) companies:
Arthur Clesen, Wheeling, Illinois
Bojo Turf Supply (BTSI),New Lenox, Illinois
Chicagoland Turf, Addison, Illinois
Consery FS, Tinley Park, Illinois
CR Peterson, Lake Zurich, Illinois
Ferguson Waterworks, Dekalb, Illinois
Growing Solutions, New Lenox, Illinois
John Deere Landscapes, Cleveland, Ohio
ProGro Solutions, Mendota,Illinois
Tyler Enterprises, Morris, Illinois
Winfield Solutions, Dixon,Illinois
subject to staff review, based on 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. Additionally, that the Village Board approve
Resolution R-1444, a Resolution Authorizing the Purchase of Golf Commodities for the
Oak Brook Golf Course.
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Background/History:
Bid packages were received and opened on Tuesday, March 10, 2014 by eleven (11) companies.
The notice for bid requests was posted on the Village website on February 24, 2014. Bid
packages were sent to fifteen (15) companies.
As indicated on the bid tabulation (far right column), we are recommending acceptance of some
bids that were not the lowest submitted price for the following reason:
Items #16, 17, 18, 19, 21, 22, 30, 36, and 50 - the low bid is not an acceptable substitution.
Contracts with these eleven (11) companies will operate as requirements contracts (purchase
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 award requirements contracts by issuing purchase
orders to the following eleven (11) companies: Arthur Clesen, Bojo Turf Supply (BTSI),
Chicagoland Turf, Consery FS, CR Peterson, Growing Solutions, John Deere Landscapes,
ProGro Solutions, Tyler Enterprises, and Winfield Solutions, subject to staff review, based on
unit prices submitted by the lowest responsive and responsible bidders, as indicated on the
attached bid tabulation. Additionally, that the Village Board approve Resolution R-1444, a
Resolution Authorizing the Purchase of Golf Commodities for the Oak Brook Golf Course.
j:\worddoc\bid recommendations\2015 bid recommendations\2015 golf commodities.doc
RESOLUTION 2015-SC-GOLF-EX-R-1444
A RESOLUTION AUTHORIZING THE PURCHASE OF GOLF COMMODITIES
FOR THE OAK BROOK GOLF COURSE
WHEREAS, the Village operates and maintains the Oak Brook Golf Course located in the Sports
Core ("Golf Course"); and
WHEREAS, the Village Board of Trustees has budgeted $125,000 to purchase various supplies
and equipment to maintain the Golf Course, such as grass seed, fertilizer, herbicides and other items
("Golf Commodities"); and
WHEREAS, on February 24, 2015, the Village sought bids for Golf Commodities ("Request for
Bids"); and
WHEREAS, in the Village's Request for Bids, the Village reserved the right to split the award of
contracts for Golf Commodities between different vendors in order to receive the most advantageous
pricing from the lowest price bidders for each of the Golf Commodities; and
WHEREAS, the Village received 11 bids to provide the Village with Golf Commodities; and
WHEREAS, the lowest price bidder for some of the Golf Commodities proposed providing the
Village substitute commodities that do not adequately satisfy the Village's needs; and
WHEREAS, the Village has determined that: (i) Arthur Clesen, of Wheeling, Illinois; (ii) Bojo Turf
Supply (BTSI), of New Lenox, Illinois; (iii) Chicagoland Turf, of Addison, Illinois; (iv) Consery FS, of Tinley
Park, Illinois; (v) CR Peterson, of Lake Zurich, Illinois; (vi) Ferguson Waterworks of Dekalb, Illinois; (vii)
Growing Solutions, of New Lenox, Illinois; (viii) John Deere Landscapes, of Cleveland, Ohio; (ix) ProGro
Solutions of Mendota, Illinois; (x) Tyler Enterprises or Morris, Illinois; and (xi) Winfield Solutions of Dixon,
Illinois, (collectively, "Vendors") were the low responsible bidders for those respective Golf Commodities
listed in Exhibit A, attached hereto and incorporated herein;
WHEREAS, the Village President and the Village Board of Trustees has determined that entering
into a commodities supply agreement with the Vendors for the respective Golf Commodities described in
Exhibit A will serve and be in the best interests of the Village;
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: Approval of Purchase. The President and Board of Trustees shall, and do
hereby, approve the purchase by the Village of Golf Commodities from the Vendors as specified in Exhibit
A in a total aggregate amount not to exceed $125,000.
Section 3: Approval of Agreements. The Village Manager and the Village Clerk shall be,
and they are hereby, authorized and directed to execute and attest, on behalf of the Village, such
documents and make such payments as are necessary to purchase Golf Commodities from the Vendors
in accordance with Exhibit A for a total aggregate cost not to exceed $125,000.
Section 4: Effective Date. This Resolution shall be in full force upon passage and approval
in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2015-SC-GOLF-R-1444
Approving Purchase of Golf Commodities
Page 2 of 3
APPROVED THIS 24th day of March, 2015.
Gopal G. Lalmalani
Village President
PASSED THIS 24th day of March, 2015.
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2015-SC-GOLF-R-1444
Approving Purchase of Golf Commodities
Page 3 of 3
EXHIBIT A
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