R-1468 - 05/26/2015 - SPORTS CORE - Resolutions Supporting Documents ITEM 6.D.7
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AGENDA ITEM
Regular Board of Trustees Meeting
of
May 26, 2015
SUBJECT: Award of Contract—
Unit#D42—Golf Course Maintenance Mower Replacement
FROM: Rania Serences, Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: Equipment Replacement - $30,000 is included in
Program #834,Equipment Replacement, for this unit.
RECOMMENDED MOTION: I move that the Village Board waive further bidding since
the Illinois Association of County Board Members already conducted the bid process and
issue a purchase order to Deere & Company, Cary, NC, for one 2015 John Deere 2653E
Precision Cut Trim and Surrounds Mower in the amount of $29,915.16, additionally, that
the Village Board approve Resolution R-1468.
Background/History:
The mower being replaced is Unit #D42, a 1998 John Deere Precision Cut Trim and Surrounds
mower that is used by the Golf Maintenance Department. Age, frequency of usage, 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.
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The attached quote indicates pricing received through a bid conducted by the Illinois Association
of County Board Members.
Delivery is expected approximately 30 - 45 days after receipt of order.
Recommendation:
That the Village Board waive further bidding since the Illinois Association of County Board
Members already conducted the bid process and issue a purchase order to Deere & Company,
Cary, NC, for one 2015 John Deere 2653B Precision Cut Trim and Surrounds Mower in the
amount of$29,915.16, additionally,that the Village Board approve Resolution R-1468.
RESOLUTION 2015-SC-GOLF-PG-R-1468
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING AND AUTHORIZING
THE PURCHASE OF A MOWER
WHEREAS, the 2015 budget includes $30,000 in the Equipment Replacement Fund for the
purchase of a replacement mower for use by the Golf Maintenance Department; and
WHEREAS, the Village desires to purchase a 2015 John Deere 2653B Precision 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 Illinois Association of County Board Members, through its cooperative
purchasing program, sought bids for Mowers and identified Deere & Company of Cary, North Carolina
("Deere"), as the lowest responsible bidder; and
WHEREAS, because the Illinois Association of County Board Members 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 Deere for a total amount
not to exceed $29,915.16; 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 Deere
in a total amount not to exceed $29,915.16 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 2015-SC-GOLF-PG-R-1468
Approving the Purchase of
A Mower
Page 2 of 2
APPROVED THIS 26th day of May, 2015
Gopal G. Lalmalani
Village President
PASSED THIS 26th day of May, 2015
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
#35608966 vi
O JOHN DEERE W._. .
� T
URF
Quote Id: 10877708
ALL PURCHASE ORDERS MUST BE MADE OUT ALL PURCHASE ORDERS MUST BE SENT
TO(VENDOR): TO DELIVERING DEALER:
Deere& Company J. W. Turf, Inc.
2000 John Deere Run 14 N 937 Us Hwy 20
Cary, NC 27513 Hampshire, IL 60140
FED ID: 36-2382580; DUNS#: 60-7690989 847-683-4653
JWTURF @FOXVALLEY.NET
Prepared For:
Oak Brook Golf Club
Proposal For:
Delivering Dealer: Quote Prepared By:
Mike Brown MIKE BROWN
mbrown.jwturf @gmail.com
J. W. Turf, Inc.
14 N 937 Us Hwy 20
Hampshire, IL 60140
JWTURF @FOXVALLEY.NET
Date: 29 January 2015 Offer Expires: 31 May 2015
Confidential
O JOHN DEERE
JW ,_.,.r
URF
ALL PURCHASE ORDERS MUST BE MADE OUT ALL PURCHASE ORDERS MUST BE SENT
TO(VENDOR): TO DELIVERING DEALER:
Deere&Company J. W. Turf, Inc.
2000 John Deere Run 14 N 937 Us Hwy 20
Cary, NC 27513 Hampshire, IL 60140
FED ID: 36-2382580; DUNS#: 60-7690989 847-683-4653
JWTURF @FOXVALLEY.NET
Quote Summary
Prepared For: Delivering Dealer:
Oak Brook Golf Club J.W.Turf, Inc.
810 Oak Brook Rd Mike Brown
Oak Brook, IL 60523 14 N 937 Us Hwy 20
Business:630-990-1753 Hampshire, IL 60140
Phone: 847-683-4653
mbrown.jwturf @gmail.com
Quote ID: 10877708
Created On: 29 January 2015
Last Modified On: 24 April 2015
Expiration Date: 31 May 2015
Equipment Summary Suggested List Selling Price Qty Extended
JOHN DEERE 2653B PrecisionCut $ 38,149.69 $29,915.16 X 1 = $29,915.16
Trim and Surrounds Mower
Contract: IL Assoc of County Board Members_14-04-00777-A
Price Effective Date: January 29, 2015
Equipment Total $29,915.16
* Includes Fees and Non-contract items Quote Summary
Equipment Total $29,915.16
Trade In
SubTotal $29,915.16
Total $29,915.16
Down Payment (0.00)
Rental Applied (0.00)
Balance Due $29,915.16
Salesperson :X Accepted By:X
Confidential
JOHN DEERE ?';U F
Selling Equipment
Quote Id: 10877708 Customer Name: OAK BROOK GOLF CLUB
ALL PURCHASE ORDERS MUST BE MADE OUT ALL PURCHASE ORDERS MUST BE SENT
TO(VENDOR): TO DELIVERING DEALER:
Deere& Company J. W. Turf, Inc.
2000 John Deere Run 14 N 937 Us Hwy 20
Cary, NC 27513 Hampshire, IL 60140
FED ID: 36-2382580; DUNS#: 60-7690989 847-683-4653
JWTURF @FOXVALLEY.NET
JOHN DEERE 26536 PrecisionCut Trim and Surrounds Mower
Contract: IL Assoc of County Board Members-14-04-00777- Suggested List
A $ 38,149.69
Price Effective Date: January 29, 2015
Code Description Qty
1224TC 2653B PrecisionCut Trim 1
and Surrounds Mower
� .a Sta dard0 tons,
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,Permit � � °
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001A US/Canada 1
0443 All Other Countries 1
1207 (3) QA7 Eight Blade 30 In. 1
Cutting Units
1318 (3) 3 In. (7.6 cm) Diameter 1
Heavy Duty Smooth Solid
Front Rollers
1402 (3)Cutting Unit ONLY 1
Counter Weight Kit
2010 Deluxe Suspension Seat 1
with Armrest
TCB11065 Light Bracket Kit, Front 1
BM19746 Light Kit Front 1
� � s Other Charges . , ... .£ .. . °,Ra..= ..
Freight 1
Customer Setup 1
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Confidential