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Regular Village Board meetings are typically held at 7:00 p.m., the first three Tuesdays of each month in Council Chambers of Village Hall (room 201), 123 Madison St. When a Regular Meeting falls on a holiday, the meeting typically is held the following night. The Village Board also meets in special sessions from time to time. However, dates and times of Special Meetings can vary and may change.

File #: RES 17-485    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 3/6/2017 Final action: 3/6/2017
Title: A Resolution Approving a Purchase Price Agreement with H. J. Mohr and Sons Compnay of Oak Park for Concrete, Stone and Sand in an Amount not to Exceed $60,000.00 in Fiscal Year 2017 and Authorizing its Execution
Attachments: 1. 03-06-17-Resolution-Concrete Stone Sand, 2. 03-06-17-Purchase Price Agreement-Concrete Stone Sand-HJ Mohr Concrete, 3. 03-06-17-Attachment-Concrete Stone Sand-Bid Summary, 4. 03-06-17-Attachment-Concrete Stone Sand-Delivery Costs, 5. 03-06-17-Attachment-SOS-HJ Mohr

Submitted By                     

John P. Wielebnicki, Director of Public Works

 

Reviewed By

LKS

 

Agenda Item Title

Title

A Resolution Approving a Purchase Price Agreement with H. J. Mohr and Sons Compnay of Oak Park for Concrete, Stone and Sand in an Amount not to Exceed $60,000.00 in Fiscal Year 2017 and Authorizing its Execution

 

End

Overview

Overview

The Department of Public Works uses concrete, stone and sand for excavation backfill and pavement restoration related to repairs to the water and sewer infrastructure throughout the Village.  An average of 150 excavations are completed annually.

 

Body

Staff Recommendation

Approve the Resolution.

 

Fiscal Impact

The FY 2017 Water and Sewer Fund provides funds for the purchase of concrete, stone and sand and asphalt in the Roadway Maintenance Account, nos. 5040-43730-777-560633 and 5040-43750-781-560633 in the amount of $74,000.00.

 

The total amount spent for concrete, stone and sand will not exceed a total of $65,000.00 from all vendors.  The remaining budget will be spent on asphalt.

 

Background

Pricing was requested for these materials from three area suppliers; H.J. Mohr, Prairie Materials and Ozinga Ready Mix.  A fourth supplier, Beemsterboer Aggregates of Hammond Indiana, submitted a bid for stone and sand only.  Beemsterboer Aggregates’ prices for stone is lowest and it is delivered.  Beemsterboer however, will only deliver a semi load at a time.  Typically staff uses as regular dump truck to pick up stone since space is limited at the Central Pumping Station.

 

After reviewing the bids for all materials it is most advantageous to purchase these materials from H.J. Mohr.  If H.J. Mohr is unable to provide these materials then the next lowest bidder will be contacted.  Staff will however try purchasing stone from Beemsterboer on a trial basis to see if the material storage area can accommodate a semi load of material. 

 

H.J. Mohr is located in the Village of Oak Park, providing a quick and dependable source for concrete and aggregate.  Attached are two bid evaluation sheets.  One sheet reflects the bids and cost for concrete using various quantities and type and the other is the cost to pick up stone and sand.

 

Alternatives

The Board can delay action in order to gain additional information.

 

Previous Board Action

The Village Board has approved this contractor for these materials annually.

 

Citizen Advisory Commission Action

N/A.

 

Anticipated Future Actions/Commitments

It is anticipated that the Department of Public Works will be bringing this agreement to the Village Board annually.

 

Intergovernmental Cooperation Opportunities

The Village is the only local agency in Oak Park that utilizes this volume of concrete and stone.

 

Performance Management (MAP) Alignment

This work is in alignment with the Department of Public Works Governance Priority for Maintenance and Service Programs.