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R-1529 - 01/12/2016 - SPORTS CORE - Resolutions Supporting Documents ITEM I O.6.6) Of QA1( o _ . O y CO�tj AGENDA ITEM Regular Board of Trustees Meeting of January 12,2016 SUBJECT: Request for Purchase Authority - Golf Merchandise for Resale FROM: Trey VanDyke, Sports Core Director BUDGET SOURCE/BUDGET IMPACT: Golf Club General Operations (831) - $158,000 RECOMMENDED MOTION: I move that the Village Board waive bidding,and authorize staff to issue purchase orders not to exceed$158,000.00 for the purchase of golf merchandise for resale. Background/History: Staff recommends that the Village Board authorize the issuance of Purchase Orders as needed, throughout the year, in amounts which are consistent with the approved Budget. The Oak Brook Golf Club has budgeted for the purchase of$158,000.00 of merchandise for resale this year(this includes stock and special orders). Items are purchased from approximately 30 different manufacturers or their representatives, and as such it would not be efficient to bid the acquisition of these items and we are already receiving the best price available. Current plans are to purchase items from approximately 30 different manufacturers, at an annual range of$500 to $28,000 per manufacturer. Recommendation: I move that the Village Board waive bidding, and authorize staff to issue purchase orders not to exceed $158,000.00 for the purchase of golf merchandise for resale. Last saved by tvandyke V:\01 LegislativeGenMan\Agendas\AGENDA MEM0512016 Agenda Memos\REG BOT 011216\Golf Merchandise Memo 2016.docx I a.r nri tr l 1/(,/*)(]A I-d)PM RESOLUTION 2016-SC-GOLF-PG-R-1529 A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING AND AUTHORIZING THE PURCHASE OF GOLF MERCHANDISE FOR RESALE WHEREAS, the Village purchases golf merchandise for resale at the Village of Oak Brook Golf Club ("Golf Merchandise"); and WHEREAS, the Village purchases Golf Merchandise from approximately 30 different manufacturers and distributors, thereby making it inefficient and impractical to solicit bids or proposals for the Golf Merchandise; and WHEREAS, the Village has had a satisfactory relationship with many of the manufacturers and distributors that will be providing the Village with Golf Merchandise; and WHEREAS, the Village 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: (i) waive competitive bidding for the purchase of Golf Merchandise; and (ii) authorize the purchase of Golf Merchandise for resale by the Village Golf Club; 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 Golf Merchandise shall be, and they are hereby, waived in accordance with Section 1-7-4 of the Village Municipal Code. Section 3: Approval of Purchase. The Village Manager is hereby authorized and directed to execute such documents and make such payments as are necessary to purchase Golf Merchandise for resale at the Village Golf Club for a total not-to-exceed cost of$158,000.00. Section 4: 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 2016-SC-GOLF-PG-R-1529 Approving Purchase of Golf Merchandise Page 2 of2 APPROVED THIS 12th day of January, 2016 Gopal G. Lalmalani Village President PASSED THIS 12th day of January, 2016. Ayes: Nays: Absent: ATTEST: Charlotte K. Pruss Village Clerk