R-1910 - 05/19/2021 - SPORTS CORE - Resolutions BOARD OF TRUSTEES MEETING
VILLAGE o t SAMUEL E. DEAN BOARD ROOM
OAK BR K BUTLER GOVERNMENT CENTER
• 1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Special Board of Trustees Meeting
of
May 19, 2021
SUBJECT: Award of Contract—2021 Sports Core Improvements Project(OSLAD Grant)
FROM: Rania Serences, Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: $232,317.50 from the Sports Core Structural
Improvements Account(811-90400)
RECOMMENDED MOTION: I move that the Village Board awards a contract to the lowest
responsible bidder with the lowest responsive bid, Earth Werks Land Improvements &
Development Corporation (Earth Werks), Batavia, Illinois, for the 2021 Sports Core
Improvements Project, based on the unit prices in the attached bid tabulation, for an
estimated total project price of$464,635.00,and that the Village Board approves Resolution
R-1910.
Background/History:
A solicitation for bids for the 2021 Sports Core Improvements Project was posted on Village
website on Thursday,April 15,2021. Four(4)sealed bids were received and opened on Thursday
April 29, 2021. Christopher B. Burke (our consulting engineer) recommends that we award the
contract to Earth Werks, the lowest responsible bidder who submitted the lowest responsive bid
(see attached letter). Staff received and reviewed references and is satisfied.
In 2018,the Village applied for the Open Space Acquisition and Development(OSLAD)Grant,an
open space and recreational grant offered by the Illinois Department of Natural Resources
(IDNR). In 2019, the Village was awarded $279,600.00 from the OSLAD grant to complete
the Sports Core Improvements Project. $232,317.50 of the grant will be used to cover
the construction improvements since the grant is a 50/50 matching grant, and the remainder will
be used to cover a portion of the engineering expenses. The construction improvements consist
of an exercise track, additional soccer fields, and a picnic area northwest of the B&T Pond. The
work also includes site grading, athletic field fine grading, seeding, circulation path construction
and a picnic shelter. In order to receive the funding for this project, the work must be completed
by July 28,2021.
Recommendation:
That the Village Board awards a contract to the lowest responsible bidder with the
lowest responsive bid, Earth Werks Land Improvements & Development Corporation (Earth
Werks), Batavia, Illinois, for the 2021 Sports Core Improvements Project, based on the unit
prices in the attached bid tabulation, for an estimated total project price of$464,635.00, and
that the Village Board approves Resolution R-1910.
BOT AGENDA-Sports Core Improvements
Page 1
RG
ENGINEER'S ESTIMATE EARTH WERKS WILKINSON EXCAVATING MAR
ITEM UNIT QUANTITY UNIT COST TOTAL COST UNIT COST TOTAL COST UNIT COST TOTAL COST UNIT
OVAL 6 TO 15 UNITS DIAMETER UNIT 100 $ 50.00 $ 5,000.00 $ 35.00 $ 3,500.00 $ 37.00 $ 3,700.00 $
OVAL OVER 15 UNITS DIAMETER UNIT 150 $ 50.00 $ 7,500.00 $ 40.00 $ 6,000.00 $ 48.00 $ 7,200.00 $
RY FENCE FOOT 200 $ 3.50 $ 700.00 $ 4.00 $ 800.00 $ 6.00 $ 1,200.00 $
T PRUNING EACH 10 $ 100.00 $ 1,000.00 $ 200.00 $ 2,000.00 $ 200.00 $ 2,000.00 $
NING 1 TO 10 INCH DIAMETER EACH 10 $ 75.00 $ 750.00 $ 200.00 $ 2,000.00 $ 150.00 $ 1,500.00 $
NING OVER 10 INCH DIAMETER EACH 10 $ 100.00 $ 1,000.00 $ 200.00 $ 2,000.00 $ 200.00 $ 2,000.00 $
LAVATION CU YD 40 $ 40.00 $ 1,600.00 $ 38.00 $ 1,520.00 $ 40.00 $ 1,600.00 $
AND DISPOSAL OF UNSUITABLE MATERIAL CU YD 800 $ 40.00 $ 32,000.00 $ 38.00 $ 30,400.00 $ 40.00 $ 32,000.00 $
RANULAR EMBANKMENT CU YD 10 $ 35.00 $ 350.00 $ 40.00 $ 400.00 $ 38.00 $ 380.00 $
XCAVATION AND PLACEMENT SQ YD 16000 $ 5.00 $ 80,000.00 $ 3.00 $ 48,000.00 $ 4.00 $ 64,000.00 $
URNISH AND PLACE, 3" SQ YD 3100 $ 8.00 $ 24,800.00 $ 5.00 $ 15,500.00 $ 5.00 $ 15,500.00 $
'ONTROL BLANKET SQ YD 19100 $ 3.50 $ 66,850.00 $ 1.75 $ 33,425.00 $ 1.50 $ 28,650.00 $
=NTAL WATERING UNIT 5 $ 100.00 $ 500.00 $ 100.00 $ 500.00 $ 450.00 $ 2,250.00 $
:ZY EROSION CONTROL SEEDING POUND 50 $ 10.00 $ 500.00 $ 1.00 $ 50.00 $ 10.00 $ 500.00 $
R EROSION BARRIER FOOT 6000 $ 3.50 $ 21,000.00 $ 1.75 $ 10,500.00 $ 3.50 $ 21,000.00 $
TE BASE COURSE,TYPE B 4" SQ YD 2700 $ 7.00 $ 18,900.00 $ 5.00 $ 13,500.00 $ 7.00 $ 18,900.00 $
TE SURFACE COURSE,TYPE B TON 350 $ 30.00 $ 10,500.00 $ 30.00 $ 10,500.00 $ 20.00 $ 7,000.00 $
)CEMENT CONCRETE SIDEWALK 5 INCH SQ FT 660 $ 8.00 $ 5,280.00 $ 7.50 $ 4,950.00 $ 8.50 $ 5,610.00 $
2E EXCAVATION CU YD 6.6 $ 60.00 $ 396.00 $ 100.00 $ 660.00 $ 180.00 $ 1,188.00 $
STRUCTURES CU YD 6.6 $ 1,000.00 $ 6,600.00 $ 1,200.00 $ 7,920.00 $ 480.00 $ 3,168.00 $ 1,1
EMENT BARS, EPDXY COATED POUND 800 $ 1.50 $ 1,200.00 $ 2.00 $ 1,600.00 $ 1.50 $ 1,200.00 $
ERTS, CLASS A,TYPE 1 12" FOOT 20 $ 100.00 $ 2,000.00 $ 60.00 $ 1,200.00 $ 35.00 $ 700.00 $
'ION L SUM 1 $ 15,000.00 $ 15,000.00 $ 20,000.00 $ 20,000.00 $ 15,000.00 $ 15,000.00 $ 20,1
BASIN L SUM 1 $ 500.00 $ 500.00 $ 2,000.00 $ 2,000.00 $ 400.00 $ 400.00 $ 1,
"ION TRENCH SPECIAL CU YD 10 $ 125.00 $ 1,250.00 $ 1.00 $ 10.00 $ 100.00 $ 1,000.00 $
ONTROL AND PROTECTION, SPECIAL L SUM 1 $ 5,000.00 $ 5,000.00 $ 3,000.00 $ 3,000.00 $ 3,000.00 $ 3,000.00 $ 12,1
7 CONSTRUCTION ENTRANCE SQ YD 120 $ 50.00 $ 6,000.00 $ 15.00 $ 1,800.00 $ 20.00 $ 2,400.00 $
TION LAYOUT L SUM 1 $ 8,000.00 $ 8,000.00 $ 6,000.00 $ 6,000.00 $ 5,000.00 $ 5,000.00 $ 12,1
ON PATH AND RUNNING TRACK SQ YD 2300 $ 20.75 $ 47,725.00 $ 50.00 $ 115,000.00 $ 50.00 $ 115,000.00 $
HELTER L SUM 1 $ 60,000.00 $ 60,000.00 $100,000.00 $ 100,000.00 $100,000.00 $ 100,000.00 $106,:
FIELD OF DREAMS ATHLETIC MIXTURE ACRE 2.20 $ 8,000.00 $ 17,600.00 $ in $
$ 8,800.00um
$ 11,000.00 $ 5,
LO PRO DRY MESIC FOR OPEN WOODS ACRE 0.15 $ 8,000.00 $ 1,200.00 $ $ 1,500.00 $ 1,155.00 $ 8,1
LO PRO PRAIRIE FOR CLAY SOIL MIX ACRE 1.60 $ 8,000.001 $ 12 800.00 $ 9,600.00 $ 13,280.00 $ 8 i
TOTAL= $ 463,501.00 TOTAL= $ 464,635.00 TOTAL= $ 488,481.00 TC
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CHRISTOPHER B.BURKE ENGINEERING,LTD.
9575 West Higgins Road Suite 600 Rosemont,Illinois 60018 TEL(847)823-0500 FAX(847)823-0520
April 30,2021
Village of Oak Brook
1200 Oak Brook Road
Oak Brook,Illinois 60523
Attention: Doug Patchin,Public Works Director
Subject: Sports Core Improvements
Award Recommendation
Dear Mr.Patchin:
Christopher B. Burke Engineering, Ltd. (CBBEL) has reviewed the four (4) bids that were
opened and read publicly at 10:00 a.m.on Thursday,April 29, 2021 at the Village Hall(bid
tabulation attached). The apparent low bidder is Earth Werks Land Improvement &
Development Corporation(Earth Werks)with a total as read bid amount of$464,635.00.
CBBEL has reviewed the proposal documents and verified that Earth Werks is indeed the
lowest responsible bidder. CBBEL recommends award of the Sports Core Improvements to:
Earth Werks Land Improvement&Development Corporation
1240 Lyon Rd
Batavia,IL 60510
As you are aware,this project is fifty percent(50%)funded by the IDNR through an OSLAD
grant. Per the executed grant agreement, the Village must complete the project by
7/28/2021. Due to the limited time remaining, an expeditious award of this project is
necessary as any further delays will likely result in a forfeiture of the grant funds.
If you have any questions,please do not hesitate to call.
Sincere)
Orion C.Gale ,PE
Senior Project Manager
N'.10AKBROOK1160597000321Ad.,,\L104302021-Award Rec—..r d.
THE VILLAGE OF OAK BROOK
COOK AND DUPAGE COUNTIES, ILLINOIS
RESOLUTION
2021 -PW-CNTRCT-SCIMPRV-OSLAD-R-1910
A RESOLUTION
AUTHORIZING AND APPROVING
THE EXECUTION OF A CONTRACT
BY AND BETWEEN
THE VILLAGE OF OAK BROOK AND EARTH
WERKS LAND IMPROVEMENT & DEVELOPMENT
CORPORATION FOR THE
SPORTS CORE IMPROVEMENTS PROJECT
(OSLAD GRANT)
GOPAL G. LALMALANI, Village President
CHARLOTTE K. PRUSS, Village Clerk
LAURENCE HERMAN
MICHAEL MANZO
JAMES NAGLE
A. SURESH REDDY
EDWARD TIESENGA
ASIF YUSUF
Village Board
Published in pamphlet form by authority of the
President and the Board of Trustees of the Village of Oak Brook
on this the 19t" day of May,2021
RESOLUTION NO.2021-PW-CNTRCT-SCIMPRV-OSLAD-1910
A RESOLUTION AUTHORIZING AND APPROVING THE EXECUTION OF A CONTRACT
BY AND BETWEEN THE VILLAGE OF OAK BROOK AND EARTH WERKS LAND
IMPROVEMENT&DEVELOPMENT CORPORATION FOR THE SPORTS CORE
IMPROVEMENTS PROJECT(OSLAD GRANT)
WHEREAS,the Village of Oak Brook is a municipal corporation with authority provided for
and granted pursuant to the Illinois Municipal Code to exercise certain powers and perform certain
functions pertaining to its local government and affairs;
WHEREAS,the Village of Oak Brook(hereinafter referred to as"Village")upon approval
of the corporate authorities may enter into a Contract with another party pursuant to Illinois
Statute;
WHEREAS,the Village pursuant to the requirements of the Illinois Municipal Code 65 ILCS
5/8-9-1 previously advertised for and received sealed bids regarding the 2021 Sports Core
Improvements Project(hereinafter referred to as the"Project");
WHEREAS, on April 29, 2021, four (4) sealed bids were received and reviewed by the
Village of Oak Brook Staff and the Village's Engineer;
WHEREAS,it is the recommendation of the Village Staff and Village Engineer to award the
contract to the lowest responsible bidder with the lowest responsive bid, Earth Werks Land
Improvement&Development Corporation(hereinafter referred to as"Earth Werks"),in the amount
of$464,635.00.A copy of the contract is attached hereto as Exhibit A;
WHEREAS, the Village previously applied for an Open Space Land Acquisition and
Development Grant (hereinafter referred to as "OSLAD"), the Illinois Department of Natural
Resources(IDNR)offers the OSLAD Grant;
WHEREAS, the OSLAD Grant Program matches funds, provided by local government
entities,the grant provides up to 50%of the funding limited to a$279,600.00 grant maximum;
WHEREAS, in order to receive the requested funding from the OSLAD Grant the
referenced project must be completed by July 28,2021;
WHEREAS, the Village Corporate Authorities are of the opinion that it is in the best
interests of the Village to award a contract to the lowest responsible bidder, Earth Werks,for the
purposes referenced herein.
NOW,THEREFORE, BE IT RESOLVED by the Village President and Board of Trustees
of the Village of Oak Brook,DuPage and Cook Counties,Illinois as follows:
Section One—Recitals
The Corporate Authorities hereby find that all of the recitals hereinbefore stated as
contained in the preamble to this resolution are full,true and correct and do hereby,by reference,
incorporate and make them part of this resolution as legislative findings.
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Section Two-Approval and Acceptance of Bid and Contract
The Village hereby accepts the bid from the bidder set forth herein as the lowest
responsible bidder and approves the Contract substantially in the form attached hereto as Exhibit
A. The officials of the Village executing the same,their execution thereof to constitute exclusive
evidence of their approval to any and all changes or revisions therein from and after the execution
and delivery of such Contract.
Section Three-Authorization and Direction
The Village Manager is hereby authorized, empowered and directed to sign, and the
Village Clerk to attest thereto,the Contract presented herein and any finally negotiated terms as
set forth therein.
Section Four-Other Actions Authorized
The officers,employees and/or agents of the Village shall take all actions necessary or
reasonably required to carry out and give effect to the intent of this resolution and otherwise to
consummate the transactions contemplated herein, and shall take all actions necessary in
conformity therewith including, without limitation, the execution and delivery of all documents
required to be delivered in connection with the transaction contemplated herein.
Section Five-Authorization of Expenditures
The Corporate Authorities hereby authorize and direct the expenditure of all costs related
to the execution of the Contract,additionally,the Village is authorized and directed to allocate and
spend all necessary funds to fulfill the requirements of the Contract and of this Resolution.
Section Six-Acts of Village Officials
That all past,present and future acts and doings of the officials of the Village that are in
conformity with the purpose and intent of this resolution are hereby, in all respects, ratified,
approved,authorized and confirmed.
Section Seven-Prevailing Wage Act
The successful bidder shall be required to comply with all the terms and conditions of the
Illinois Prevailing Wage Act,to the extent it applies.
Section Eight-Effective Date
This resolution shall be in full force and effect from and after its passage, approval and
publication as provided by law.
Section Nine-Publication
This resolution shall be published in book or pamphlet form as provided by the Illinois
Municipal Code.
Section Ten-Conflict Clause
All resolutions,parts of resolutions or board actions in conflict herewith are hereby repealed
to the extent of such conflict.
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Section Eleven—Passage Clause
That this resolution shall take full force and effect from and after its passage,approval and
publication as provided by law.
Section Twelve—Saving Clause
If any section, paragraph, clause or provision of this resolution is declared by a court of
law to be invalid or unconstitutional,the invalidity or unconstitutionality thereof shall not affect the
validity of any other provisions of this resolution,which are hereby declared to be separable.
Section Thirteen—Recording
This resolution shall be entered into the minutes and upon the journals of the Board of
Trustees of the Village of Oak Brook.
/ I /
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APPROVED THIS 191°day of May 2021.
Gopal G.Lalmalani
Village President
PASSED THIS 1911 day of May 2021
Ayes: Trustees Manzo,Reddy,Tiesenga,Yusuf
Trustees Herman,Nagle
Nays:
None
Absent:
ATTEST:
Pvb Of 0.4 e
°o
® Charlotte K.Pruss
c y Village Clerk
. C
9C�C0UNTV \��
5
i
Exhibit A
Contract
6
REVIEW OF CONTRACTS
Awarding\Agf nc pe of Contract:
Departrnoa�: Program/Account Number:
Awa ed_Contrpct Price: B gee Arttount:
Under$20,000 0 $500,001 - $1,000,000
j $20,000-$500,000 n Over$1,000,000
—D ore
Name: Date:
Name: Date:
Name: Date:
Name. Date: 3a 2 i 6
l_
Three (3) Originals signed by other party Date/Initials
Original provided to staff member for other party Date/Initials
7
[_] Original provided to Official Files Date/Initials
Village of Oak Brook I Approved by Board of Trustees Date/Initials