R-1769 - 01/08/2019 - GOLF - Resolutions Supporting DocumentsAGENDA ITEM
Regular Board of Trustees Meeting
of
January 8, 2019
SUBJECT: Award of Contract - Golf Pro Shop Renovations
FROM: Sean Creed, Golf Course Superintendent/Manager
BUDGET SOURCE/BUDGET IMPACT: Golf Club General Operations (831) - $52,925
RECOMMENDED MOTION: I move for passage of Resolution 2019-SC-Golf-AG-R 1769, A
Resolution Approving the Waiver of Competitive Bidding and Authorizing the Award and
Execution of a Manufacturing Agreement for the Oak Brook Golf Pro Shop By and Between
the Village of Oak Brook and Procraft Heritage Creations, Bend, Oregon.
Background/History:
Staff recommends that the Village Board award a contract in the amount of $52,925 to Procraft
Heritage Creations for providing design, site visits, millwork for cabinets, fixtures, and accessories
at the Golf Course Pro Shop. Staff has chosen Procraft due to their ability to design, build and
deliver in lieu of using an architect and their associated costs for this job. Staff also looked at two
other companies Pro Shop Millwork and Barr Golf Display but they did not have the high end
reputable facilities throughout the country.
Golf Pro shops are special in design in that the cabinets have to be able to hold golf only
merchandise, clothing, golf balls, golf gloves, tees, etc., hence the need to go directly to the
professionals. Had we chosen to go out to bid we would be simply bringing in a “middle man”.
That decision alone has saved us $21,000 in Architectural fees as stated in a prior proposal. Staff
felt that Procraft was a better choice fiscally and professionally. The cost breakdown is as
follows:
$10,585 Down Payment
$37,047.50 70%
$5,292.50 Balance after delivery and install
There are other costs associated with the Golf Clubhouse Renovation Project that are primarily
cosmetic in nature. Items such as lighting, painting, carpeting, demo work, light drywall work will
bring this project to approximately $100-$110 thousand.
sc
ITEM 6.E.1
All of these improvement costs are coming out of the golf improvement fund payed for by end
users. The current balance, after the patio project is approximately $355,000.
Recommendation:
I move that the Village Board waive bidding, and award a contract to Procraft Heritage
Creations of Bend , Oregon for $52,925 for golf pro shop renovations.
RESOLUTION 2019-SC-GOLF-AG-R-1769
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING AND AUTHORIZING THE
VILLAGE TO ENTER INTO A CONTRACT WITH PROCRAFT HERITAGE CREATIONS TO
UNDERTAKE GOLF PRO SHOP RENOVATIONS
WHEREAS, the Village is seeking to undertake renovations at the golf pro shop including the
design, building and delivery of millwork for cabinets, fixtures, and accessories (the “Work”); and
WHEREAS, after reviewing three companies offering such services, Village staff recommended
the Village contract with Procraft Heritage Creations due to their ability to perform the Work without
requiring a separate agreement with an architect and Procraft’s superior reputation for providing high-
quality workmanship; and
WHEREAS, Village staff recommends waiver of competitive bidding for the project in order to
ensure the Village saves the cost of additional architectural services and ensure the Work meets the
requirements of the Village including the unique requirements associated with a golf pro shop; and
WHEREAS, funding for the Work is being paid for out of the golf improvement fund paid for by
end users; and
WHEREAS, pursuant to Section 1-7-4A of the Oak Brook Village Code, the Village has authority
to waive competitive bidding by a vote of two-thirds (2/3) of the village trustees then holding office; and
WHEREAS, based on the recommendation of Village staff, the information provided, and
following due consideration and review;
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. The Board of Trustees authorizes the adoption of
this Resolution without the need for competitive bidding.
Section 3: Approval of Agreement. The President and Board of Trustees hereby approve
the Agreement by and between the Village and Procraft Heritage Creations in substantially the same form
as attached as Exhibit A, and in a final form approved by the Village Attorney.
Section 4: Authorization and Execution of the Agreement. The Village Manager and Village
Clerk shall be, and hereby are, authorized to execute the Agreement after receipt of the final Agreement
fully executed by Procraft Heritage Creations.
Section 5: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
APPROVED THIS ___________ day of January, 2019
Gopal G. Lalmalani
Village President
PASSED THIS ______ day of January, 2019
Resolution 2019-SC-GOLF-AG-R-1769
Agreement with Procraft Heritage Creations
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Ayes: ___________________________________________________________
Nays: ___________________________________________________________
Absent: __________________________________________________________
ATTEST:
_____________________________________
Charlotte K. Pruss
Village Clerk
4849-7055-8330, v. 1