R-1280 - 07/09/2013 - PUBLIC WORKS - Resolutions Supporting DocumentsI'1EM 11.11.6)
AGENDA ITEM
Regular Board of Trustees Meeting
July 9, 2013
SUBJECT: Award of Contract — Unit 526 — Brush Chipper Replacement
FROM: Rania Serences, Senior Purchasing Assistant
BUDGET SOURCEBUDGET IMPACT: Equipment Replacement Program 342, Forestry
Program 335, and Street Maintenance Program 362 include $69,779.35, for this unit.
RECOMMENDED MOTION: I move that the Village Board waive further bidding since
The General Services Administration (GSA), has already conducted the bid process and
issue a purchase order to Alexander Equipment Company, Lisle, Illinois for one (1) 2013
Morbark Model M18R, brush chipper in the amount of $69,779.35. Additionally, the
Village Board adopts Resolution 2013- PW- EQ -AG -R -1230, a Resolution Approving the
Waiver of Competitive Bidding and Authorizing the Purchase of a Replacement Brush
Chipper.
Background/History:
Our current brush chipper, Unit 526, has exceeded its design life and is scheduled for
replacement. The replacement of this unit has been deferred for several years due to budget
constraints. When looking for replacement equipment, we first check government cooperative
purchasing programs to take advantage of the buying power of larger governmental units.
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.
The attached quote indicates pricing received through a bid conducted by the General Services
Administration (GSA). The chipper, as specified, includes a winch which will allow faster
clearing of roadways and other areas after severe storms.
Our current chipper, Unit 526, a 1995 Morbak Model 17 Brush Chipper, will be sold through the
State of Illinois iBid Program (an ordinance to declare the unit surplus will be presented at that time).
N
y \worddoc \bid recommendations\2013 recommendations\2013 pw unit 526 brush chipper.docx
Delivery is expected approximately 30 days after receipt of the order.
Recommendation:
That the Village Board waive further bidding since The General Services Administration (GSA),
has already conducted the bid process and issue a purchase order to Alexander Equipment
Company, Lisle, Illinois for one 2013 Morbark Model MI 8R, brush chipper in the amount of
$69,779.35. Additionally, the Village Board adopts Resolution 2013- PW- EQ -AG -R -1230, a
Resolution Approving the Waiver of Competitive Bidding and Authorizing the Purchase of a
Replacement Brush Chipper.
j: \worddoc \bid recommendations\2013 recommendations\2013 pw unit 526 brush chipper.docz
RESOLUTION 2013- PW- EQ -AG -R -1280
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING
AND AUTHORIZING THE PURCHASE OF A REPLACEMENT BRUSH CHIPPER
WHEREAS, the Village's brush chipper ( "Chipper') has exceeded its design life and is in need of
replacement; and
WHEREAS, the 2013 budget includes $69,779.35 for the purchase of a new brush chipper to
replace the Chipper ( "Replacement Chipper'); 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 General Services Administration ( "GSA') administers a cooperative purchasing
program through which the GSA solicited competitive bids for Replacement Chippers and awarded a
contract to Alexander Equipment Company of Lisle, Illinois ("Alexander'); 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 an agreement to purchase a Replacement Chipper from Alexander;
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 Replacement Chipper shall be, and they are hereby, waived in
accordance with Section 1 -7-4 of the Village Code.
Section 3: Approval of Purchase of Replacement Chipper. The purchase of a Replacement
Chipper in a total amount not to exceed $69,779.35 from Alexander shall be, and is hereby, approved.
Section 4: Approval of the Agreement. The President and Board of Trustees hereby
approve an agreement by and between Alexander and the Village in a final form approved by the Village
Attorney and Village Manager.
Section 5: Execution of Agreement and Required Documentation. The Village President
and the Village Clerk shall be, and are hereby, authorized to execute and attest, on behalf of the Village,
the Agreement and all documents necessary to complete the purchase authorized pursuant to Section 3
of this Resolution.
Section 6: 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]
APPROVED THIS 91h day of July, 2013
PASSED THIS 9th day of July, 2013
Ayes:
Gopal G. Lalmalani
Village President
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2013- PW- EQ -AG -R -1280
Approving the Waiver of Competitive Bidding
and Authorizing the Purchase of a
Replacement Brush Chipper
Page 2 of 2
ALEXANDER
EQUIPMENT COMPANY INC.
Professional Arborist Equipment & Supplies
4 728 Yender Avenue • Lisle, Illinois 60532 • 6301663 -1400 • Fax 6301663 -9754
www.alexequipxom • Email: info @alexequip.cotn
June 21, 2013
Mr. Doug Patchin
Village of Oakbrook
Dear Doug,
Thanks for your interest in the Morbark Model M18R brush chipper. I Have prepared the
1'oilowing quote using GSA Pricing (gsaadvautage.gov) under contract number GS -30E-
0018N.
(1) 2013 Morbark Model M1812 brush chipper equipped with a John Deere 20011P turbo
charged diesel engines and all standard options.
VASE EQUIPMENT PRICE
JOHN DEERE 20011P DIESEL ENGINE
DISCHARGE CLEANOUT DOOR
HYDRAULIC SWIVEL DISCHARGE
SPEED CONTROL VALVE
HYDRAULIC WINCH
TOTAL DELIVERED PRICE
ABOVE PRICE INCLUDES:
18" X 30" feed opening
Programmable reversing autofeed system
235/75r 17.5 radial tires
Electric brakes
Hydraulic feed wheel lift
Delivery and training
2 Year limited Morbark Warranty
DCLIVGRY: 30/45 days
LIST PRICE
$68,950.00
S 9,900.00
$ 100.00
$ 795.00
S 325.00
S 4,300.00
$84,370.00
GSA PRICE.
$57,591.94
$ 7,786.40
S 63.48
S 634.76
S 253.90
3$ ,448.87
S69,779.35
65" wide infeed chute
Pintle hilcld7prong RV connector
Heavy -duty L.E.D.lights
I lydraulic tongue jack
Hydraulic down pressure
36 diameter cutting drum
5 Year 3000hr limited John Deere Warranty
TERMS: Net cash
Thanks again for your interest; I'll call in at few days to answer any questions you may have.
Regards;,�� r
Matthew Linn
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