R-1539 - 02/23/2016 - SPORTS CORE - Resolutions Supporting Documents ITEM 6.E.3)
BOARD OF TRUSTEES MEETING
VILLAGE of SAMUEL E. DEAN BOARD ROOM
OAK BR . K BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
February 23, 2016
SUBJECT: Award of Contract—Golf Commodities
FROM: Rania Serences, Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: Programs #833 & 9834 (Golf Car
Operations & Golf Maintenance Operation) - $177,000.00 has been budgeted in various
accounts.
RECOMMENDED MOTION: I move that the Village Board award requirements
contracts by issuing purchase orders to the following ten (10) companies:
Arthur Clesen,Lincolnshire,Illinois
Battery Service Corporation,Bensenville,Illinois
BTSI,Frankfort,Illinois
CR Peterson,Lake Zurich, Illinois
Growing Solutions,New Lenox,Illinois
Martenson Turf Products,Inc,Waterman,Illinois
ProGro Solutions,Mendota, Illinois
SiteOne Landscape Supply, Cleveland, Ohio
Tyler Enterprise,Morris,Illinois
Winfield Solutions, Geneseo,Illinois
subject to staff review, based on unit prices submitted 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 R-1539, a Resolution Authorizing the Purchase of
Golf Commodities for the Oak Brook Golf Course.
BOT AGENDA Page 1 n�
Backmund/History:
Bid packages were received and opened on Wednesday, February 10, 2016 by eleven
companies. The notice for bid requests was posted on the Village website on January 27,
2016. Bid packages were sent twelve companies.
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#18, 20, 21, 24, and 39 -the low bid is not an acceptable substitution.
Contracts with these ten companies will operate as requirements contracts (purchase
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 by issuing
purchase orders to the following 10 companies: Arthur Clesen, Battery Service
Corporation, BTSI, CR Peterson, Growing Solutions, Martenson Turf Products, ProGro
Solutions, SiteOne Landscape Supply, Tyler Enterprise, and Winfield Solutions, subject
to staff review, based on unit prices submitted by the lowest responsive and responsible
bidders, as indicated on the attached bid tabulation. Additionally, that the Village Board
approve Resolution R-1539, a Resolution Authorizing the Purchase of Golf Commodities
for the Oak Brook Golf Course.
BOT AGENDA Page 2
RESOLUTION 2016-SC-GOLF-R-1539
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 ("Golf Course"); and
WHEREAS, the Village Board of Trustees has budgeted $177,000 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 January 27, 2016, 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 each of the Golf Commodities; and
WHEREAS, the Village received 11 bids to provide the Village with Golf Commodities; and
WHEREAS, the lowest price bidder for some of the Golf Commodities proposed providing the
Village substitute commodities that do not adequately satisfy the Village's needs; and
WHEREAS, the Village has determined that: (i) Arthur Clesen, of Lincolnshire, Illinois; (ii) Battery
Service Corporation, of Bensenville, Illinois; (iii) BTSI, of Frankfort, Illinois (iv) CR Peterson, of Lake
Zurich, Illinois; (v) Growing Solutions, of New Lenox, Illinois; (vi) Martenson Turf Products, Inc., of
Waterman, Illinois; (vii) ProGro Solutions of Mendota, Illinois; (viii) SiteOne Landscape Supply, of
Cleveland, Ohio; (ix) Tyler Enterprise, of Morris, Illinois; and (x) Winfield Solutions of Geneseo, Illinois,
(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 $177,000.
Section 3: Approval of Agreements. The Village Manager, and is hereby authorized and
directed to execute, 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 $177,000.
Section 4: Effective Date. This Resolution shall be in full force upon passage and approval
in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
Resolution 2016-SC-GOLF-R-1539
Approving Purchase of Golf Commodities
Page 2 of 3
APPROVED THIS 23rd day of February, 2016.
Gopal G. Lalmalani
Village President
PASSED THIS 23rd day of February, 2016.
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2016-SC-GOLF-R-1539
Approving Purchase of Golf Commodities
Page 3 of 3
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