R-1244 - 03/12/2013 - SPORTS CORE - Resolutions Supporting DocumentsP1EM 6.F.4)
AGENDA ITEM
Regular Board of Trustees Meeting
of
March 12, 2013
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 to the following seven 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
John Deere Landscapes, Cleveland, Ohio
Reinders, Inc, Sussex, Wisconsin
subject to staff review, based on unit prices bid 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 2013 -SC-
GOLF -EX -R -1244, a Resolution Authorizing the Purchase of Golf Commodities for the
Oak Brook Golf Course.
Background/History:
Bid packages were received and opened on February 20, 2013, by seven (7) companies. The
legal notice soliciting bids was posted on the Village website February 7, 2013.
M
j1worddoc \bid recommendffiions\2013 recommcndmions\2013 golf commodi ies.doc
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, 18, 20, 24, 34, 37, 51, and 59 - the low bid is not an acceptable substitution.
Contracts with these companies will operate as requirements contracts (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 to the following seven
companies: Arthur Clesen, Bojo Turf Supply (BTSI), Chicagoland Turf, Consery FS, CR
Peterson, John Deere Landscapes, and Reinders, Inc., subject to staff review, based on unit prices
bid by the lowest responsive and responsible bidders, as indicated on the attached bid tabulation.
Additionally, that the Village Board approve Resolution 2013 -SC- GOLF -EX -R -1244, a
Resolution Authorizing the Purchase of Golf Commodities for the Oak Brook Golf Course.
j5worddoc \bid recommendmions\2013 recommendations\2013 golf commoddies.doc
RESOLUTION 2013 -SC- GOLF -EX -R -1244
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 ("Goff 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 7, 2013, 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 the Golf Commodities; and
WHEREAS, the Village received seven bids to provide the Village with Golf Commodities; and
WHEREAS, the lowest price bidder for some of the Golf Commodities proposed providing
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) John Deere Landscapes, of Cleveland. Ohio;
and (vii) Reindeers, Inc., of Sussex, Wisconsin (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: Authorization and Execution of Agreements. The President 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]
APPROVED THIS 12th day of March, 2013
PASSED THIS 12th day of March, 2013.
Resolution 2013 -SC- GOLF -R -1244
Approving Purchase of Golf Commodities
Page 2 of 3
Gopal G. Lalmalani
Village President
ATTEST:
Charlotte K. Pruss
Village Clerk
EXHIBIT A
#12609276_vl
Resolution 2013 -SC- GOLF -R -1244
Approving Purchase of Golf Commodities
Page 3 of 3
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