R-1200 - 09/25/2012 - PUBLIC WORKS - Resolutions Supporting DocumentsITEM G.F.7)
AGENDA ITEM
Regular Board of Trustees Meeting
of
September 25, 2012
SUBJECT: Award of Contract — Public Works Locker Replacement Project
FROM: Rania Serences, Purchasing Clerk
BUDGET SOURCE/BUDGET IMPACT: $25,000 is budgeted in Program 421 Municipal Building
Improvements, Structural Improvements, (421- 90400)
RECOMMENDED MOTION: I move that the Village Board award a contract, to the lowest
responsive and responsible bidder, The Larson Equipment and Furniture Company Palatine,
Illinois, in the amount of $14,860, for the 2012 Public Works Locker Replacement Project, and
approve Resolution R -1200, a Resolution Approving and Authorizing the Execution of an
Agreement with the Larson Equipment Company for Replacement Lockers for the Village of Oak
Brook's Department of Public Works, subject to staff and attorney review.
Background/History:
A notice for Request for Bids was placed on the Village website on August 27, 2012 and bid packages
were sent to four companies. Three sealed bids were received and opened on Monday, September 10,
2012:
The Larson Equipment and Furniture Company (Alternative Bid)$14,860
The Larson Equipment and Furniture Company $15,280
Direct Office Solutions $15,950
Storage Services, Inc. $23,200
Upon reviewing the bids, it was determined that The Larson Equipment and Furniture Company included
the purchase of two benches that were not specified in the bid documents. The alternate bid that staff is
recommending deducts the cost of the benches, in the amount of $420, from their bid price (see attached
letter from the Larson Equipment and Furniture Company). Staff has received and reviewed references
and is satisfied.
The Public Works lockers are 40 years old and are becoming unserviceable. The lockers will be removed
as part of the asbestos floor tile and mastic abatement project.
Recommendation:
That the Village Board award a contract, to the lowest responsive and responsible bidder, The Larson
Equipment and Furniture Company, Palatine, Illinois, in the amount of $14,860, for the 2012 Public
Works Locker Replacement Project, and approve Resolution R -1200, a Resolution Approving and
Authorizing the Execution of an Agreement with the Larson Equipment Company for Replacement
Lockers for the Village of Oak Brook's Department of Public Works, subject to staff and attorney review.
jAworddoc \bid mcommendations\2012 recommendations\2012 pw lockers.docx (N-M
From
L
To: Mr. Darrin Martens
Subject: Locker Proposal — Village of Oak Brook
09/12/2012 13:52 #052 P.001/001
403 SOLO Vem t Palatine, Illimis 60067 (897) 706 -0460
Fax (847) 705-0560
9/12/2012
Please be advised that you can deduct $420,00 to eliminate the two benches
from our bid of $15,280.00 giving you a revised figure of $14,860.00. Lead time
at present is approximately 7 weeks.
We will be mailing you a color brochure today. If you have any questions please
call.
Pat Foley
Cr
RESOLUTION 2012- PW- AG -EX -R -1200
A RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH
THE LARSON EQUIPMENT AND FURNITURE COMPANY FOR REPLACEMENT LOCKERS FOR THE
VILLAGE OF OAK BROOK'S DEPARTMENT OF PUBLIC WORKS
WHEREAS, the lockers in the Village of Oak Brook's ( "Village's Department of Public Works are
forty years old and in need of replacement ( "Replacement Lockers"); and
WHEREAS, the Village solicited bids for Replacement Lockers; and
WHEREAS, the Larson Equipment and Furniture Company of Palatine, Illinois ( "Larson") was
the lowest responsive and responsible bidder for the Replacement Lockers; and
WHEREAS, the Village and Larson desire to enter into and execute an agreement for Larson to
provide Replacement Lockers ("Agreement"); and
WHEREAS, the President and Board of Trustees have determined that it is in the best interests of
the Village to enter into the Agreement in a final form as approved by the Village Manager and 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 Agreement. The President and Board of Trustees hereby award
and approve an agreement not to exceed $14,860 by and between the Village and Larson in a farm
acceptable to the Village Manager and the Village Attorney.
Section 3: Authorization and Execution of the Agreement. The Village President and Village
Clerk shall be, and hereby are, authorized to execute the final Agreement on behalf of the Village if a form
acceptable to the Village Manager and the Village Attorney.
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 25" day of September, 2012
Gopal G. Lalmalani
Village President
PASSED THIS 25'" day of September, 2012
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2012- PW -AG -R -1200
Agmt. for Replacement Lockers for PIN
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