R-1160 - 02/28/2012 - SPORTS CORE - Resolutions Supporting DocumentsIT EN G.F.1)
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AGENDA ITEM
Regular Board of Trustees Meeting
of
February 28, 2012
SUBJECT: Award of Contract — Golf Car Replacement
FROM: Rania Serences, Purchasing Clerk
BUDGET SOURCE/BUDGET IMPACT: Program # 833- (Golf Cart Operations) $65,000 a
year for four years beginning in 2012
RECOMMENDED MOTION: I move that the Village Board award a contract for Golf
Car Replacement, to the lowest responsive and responsible bidder, E -Z -GO Textron, Inc.,
Lake Zurich, Illinois, subject to staff review, for a total purchase price of $245,197, and
approve Resolution 2012 -SC- GOLF -PG -R -1160, a Resolution Approving and Authorizing the
Execution of a contract by and between the Village of Oak Brook and E -Z -GO Textron, Inc.
Background/History:
Three bids were received and opened on Wednesday, February 22, 2012 (see attached bid
tabulation). The Village last replaced its golf car fleet in 2005. It is generally recommended that
golf cars should be replaced after four seasons of use. The current fleet lasted seven due to a
replacement of the batteries, which added three years to the life of our fleet. Staff has reviewed
and received adequate references. Staff has also worked with E -Z -GO satisfactorily for many
years.
Finance Director, Sharon Dangles, conducted a cost analysis on the outright purchase of the fleet
versus the lease /purchase over a four year term which was offered in the bid. She determined the
purchase of the golf car fleet is more beneficial to the Village with the option for the Sports Core
to obtain a lower interest rate. The purchase price on the fleet is $245,197 compared to the lease
option of $261,864, with the difference in interest of $16,667, or 6.80 %. Upon further research,
DuPage Credit Union is offering 1.99% fixed rate and J.P. Morgan Chase is offering 2.53 %.
Another option is for the Village to enter into an agreement with the Sports Core charging them
interest based on the market or less than the market. The Village earned .37% on its investments
based on January's Treasurer's report, therefore the Village would want to charge no less than
.37 %.
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Last printed 2/24/2012 11:04 AM CVIVPP
Finance Director, Sharon Dangles recommends that the Village enter into an agreement with the
Sports Core charging them an agreed upon interest rate as directed by the Village Manager and
Village Board of Trustees. The agreement will be presented to the Village Board at the next
scheduled meeting upon attorney review.
Recommendation:
That the Village Board award a contract for Golf Car Replacement, to the lowest responsive and
responsible bidder, E -Z -GO Textron, Inc., Lake Zurich, Illinois, subject to staff review, for a
total purchase price of $245,197, and approve Resolution 2012 -SC- GOLF -PG -R -1160, a Resolution
Approving and Authorizing the Execution of a contract by and between the Village of Oak Brook and E-
Z-GO Textron, Inc.
Last saved by rserence 1: \WORDDOC\Bid Recommendations\2012 Recommendations\2012 Golf Cars.doc
Last printed 2/24/2012 11 :04 AM
RESOLUTION 2012 -SC- GOLF -R -1160
A RESOLUTION APPROVING AND AUTHORIZING
THE EXECUTION OF A CONTRACT BY AND BETWEEN
THE VILLAGE OF OAK BROOK AND E -Z -GO TEXTRON, INC.
IN REGARD TO THE REPLACEMENT OF GOLF CARS
WHEREAS, the Village's golf car fleet used by the Oak Brook Golf Course ( "Goff Car Fleet') was
last replaced in 2005; and
WHEREAS, it is recommended that the Golf Car Fleet be replaced after four seasons of use; and
WHEREAS, the Village solicited bids for the replacement of the Golf Car Fleet; and
WHEREAS, the Village received three bids in response to its request for bids to replace the Golf
Car Fleet, and
WHEREAS, E -Z -GO Textron, Inc. of Lake Zurich, Illinois ( "E- Z -GO ") was the lowest responsive
and responsible bidder to replace the Golf Car Fleet; and
WHEREAS, the Village and E -Z -GO desire to enter into and execute a contract for E -Z -GO to
replace the Golf Car Fleet ( "Contract'); and
WHEREAS, the President and Board of Trustees have determined that it is in the best interests of
the Village to enter into the Contract in a final form as approved by the Village Attorney,
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 the Contract. The President and Board of Trustees hereby approve
the Contract by and between the Village and E -Z -GO in a form acceptable to the Village Manager and
Village Attorney.
Section 3: Authorization and Execution of the Contract. The Village President and Village
Clerk shall be, and hereby are, authorized to execute the final Contract on behalf of the Village.
Section 4: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Ayes:
APPROVED THIS 28'h day of February, 2012
Gopal G. Lalmalani
Village President
PASSED THIS 28th day of February, 2012
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2012 -SC -GOLF -R -1160
Golf Car Fleet Replacement
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EXHIBIT A
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Resolution 2012 -SC -GOLF -R -1160
Golf Car Fleet Replacement
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