R-1627 - 03/14/2017 - PUBLIC WORKS - Resolutions Supporting Documents ITEM 6.13.3)
BOARD OF TRUSTEES MEETING
VILLAGE OF SAMUEL E. DEAN BOARD ROOM
OAK B R , K , BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
March 14, 2017
SUBJECT: Award of Contract—Street Sweeping Services
FROM: Rania Serences, Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: $52,500.00 is included in 362—77000
RECOMMENDED MOTION: I move that the Village Board award a contract to
Hoving Clean Sweep, LLC, West Chicago, Illinois in the amount of $142,863.25
($42,770.27 for 2017, $47,615.43 for 2018, and $48,477.25 for 2019) for Street
Sweeping Services, and approve Resolution R-1627.
Background/History:
A request for quotes for Street Sweeping Services was sent to three (3) companies on
Tuesday, January 31, 2017. Two (2) sealed quotes were received on Tuesday, February
14, 2017 (see attached tabulation). Hoving Clean Sweep, LLC currently holds the Street
Sweeping Services Contract and has performed to Village standards.
Street sweeping services include sweeping commercial and residential streets, parking
lots, and well houses. Also included in the contract are regular maintenance, emergency
work and special events. Residential streets and well houses may only be swept Monday
thru Friday 7:00 am—3:00 pm, and commercial areas and parking lots may only be swept
during off hours Thursdays and Fridays to avoid traffic and parked cars.
Recommendation:
Staff recommends the Village Board approve a Street Sweeping Service Contract with
Hoving Clean Sweep, LLC and approve Resolution R-1627.
BOT AGENDA Page 1
RG
2017, 2018, 2019
Street Sweeping Services
Hoving Clean Sweep Elgin Sweeping Services Alliance Sweeping Service
2017 Curbed Streets $37,675.92 $62,496.00
Non-Curbed Streets $4,594.35 $8,925.00
Parking Lots $3,900.00 $4,464.00
Well Houses $600.00 $1,490.00
Year Total $46,770.27 $77,375.00 No Quote Returned
2018 Curbed Streets $38,429.28 $64,176.00
Non-Curbed Streets $4,686.15 $9,168.00
Parking Lots $3,900.00 $4,578.00
Well Houses $600.00 $1,528.00
Year Total $47,615.43 $79,450.00 No Quote Returned
2019 Curbed Streets $39,187.64 $65,514.00
Non-Curbed Streets $4,779.91 $9,357.00
Parking Lots $3,900.00 $4,674.00
Well Houses $600.00 $15,262.00
Year Total $48,477.55 $81,107.00 No Quote Returned
3 year Total $142,863.25 $237,932.00 No Quote Returned
RESOLUTION 2017-PW-ST-SWP-R-1627
A RESOLUTION APPROVING AND AUTHORIZING THE AWARD
OF A CONTRACT TO HOVING CLEAN SWEEP, LLC
TO PROVIDE STREET SWEEPING SERVICES
WHEREAS, the Village requires private parties to provide some street sweeping services
("Services"); and
WHEREAS, a request for quotes was sent to three companies that provide this type of service;
and
WHEREAS, two sealed quotes were received and a tabulation was prepared; and
WHEREAS, the quote received from Hoving Clean Sweep, LLC ("Hoving") was for the lowest
price for sweeping commercial and residential streets at our requested current schedule and frequency;
and
WHEREAS, pricing was also obtained for emergency and unscheduled sweeping; and
WHEREAS, Hoving has performed the Services in 2016 to Village standards; 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 award the Contract for Services
to Hoving.
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 Contract. The President and Board of Trustees hereby approve the
Contract with Hoving in substantially the same form as attached as Exhibit A.
Section 3: Authorization and Execution of Contract. The Village Manager and Village Clerk
shall be, and hereby are, authorized to execute the Contract between the Village and Hoving after receipt
of the final Agreement fully executed by Hoving.
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 2017-PW-ST-SWP-R-1627
Approving a Contract for Street Sweeping
with Hoving Companies
Page 2 of 3
APPROVED THIS 14th day of March,2017
Gopal G. Lalmalani
Village President
PASSED THIS 14th day of March,2017
Ayes:
Nays:
Abstain:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2017-PW-ST-SWP-R-1627
Approving a Contract for Street Sweeping
with Hoving Companies
Page 3 of 3
EXHIBIT A
CONTRACT FOR STREET SWEEPING
M kr REVIEW OF CONTRACTS
Awardin Agency �-� —�_-- --�_—_ of Contract:
im__
De ment: �`—
Program/Account Number:
t
Awarded Contract Price: tdgeted Amount:,
.. �
Q Under $20,000 Q $500,001 - $1,000,000
�] $20,000 - $500,000 , (7 Over $1,000,000
NOTES
I
DEPART ENT CTOWSIGNATURE
Name Date: 3 6 `
Name
Date•
Name: ., E. .• _ .
Date'
Name:
Date:
l -�-
(7 Three (3) Originals signed by other party Date/Initials
(� Original provided to staff member for other party Date/Initials
Q Original provided to Official Files Date/Initials
Village of Oak Brook I Approved by Board of Trustees- Date/Initials: