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A Resolution Approving a Purchase Price Agreement with G & M Trucking, Inc. for Stone and Sand Materials in an Amount not to Exceed $75,000.00 and Authorizing its Execution
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Introduction
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The Public Works Department, Water and Sewer Division, is responsible for maintaining the water distribution and sewer collection systems throughout the Village. The department requests competitive bids for stone and sand materials annually per the Village’s purchasing policy. Village staff recommend entering into a purchase price agreement with G&M Trucking, Inc. for the purchase of stone and sand materials in fiscal year 2026.
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Recommended Action
Approve the Resolution.
Prior Board Action
In the past, the Village Board has approved funding for this agreement, as recently as fiscal year 2025, and has approved Purchase Price Agreements for stone and sand materials.
Background
In mid-October 2025, Village staff requested stone and sand prices from local suppliers via the Request for Bids process outlined in the Village’s purchasing policy. The Village received material price bids from five vendors for 2026, and Village staff chose the lowest cost qualified vendor based on availability and quality of stone and sand materials. In the past, G&M Trucking, Inc. has worked with the Village providing services and materials and has proven to be reliable.
Staff recommend approving a purchase price agreement for stone and sand materials with G&M Trucking, Inc. in an amount not to exceed $75,000.00.
Timing Considerations
Emergency water distribution and sewer collection excavations continue throughout the winter season. Adoption of the resolution, at this time, will allow for the necessary stone and sand materials to be purchased, without delay, following the first of the year.
Budget Impact
The proposed Fiscal Year 2026 Water and Sewer Fund Budget allocated funds for stone & sand materials for roadway maintenance of the water distribution and sewer collection systems in the Roadway Maintenance account, GL# 5040-43730-777-560633 ($48,000.00) and GL# 5040-43750-781-560633 ($48,000.00).
Based on the bid summary and Village staff’s estimate of materials needed, staff anticipate spending up to $75,000.00 of the budgeted funds with G & M Trucking, Inc.
Staffing Impact
There is no staffing impact associated with this item. The item aligns with the Public Works department’s core service delivery.
DEI Impact
There is no DEI impact associated with this item.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Adopt the resolution allowing for the purchase of stone and sand materials from G&M Trucking, Inc. to be used for water distribution and sever collection repairs.
Advantages:
• Approving the proposed resolution, at this time, would allow for continued repairs to the water distribution and sewer collection systems immediately following the first of the year.
Disadvantages:
• There are no disadvantages to approving this resolution as presented.
Alternatives
The Village Board could delay action to gain additional information.
Advantages:
• The Village Board would receive the additional information requested in order to make a more informed decision.
Disadvantages:
• The Water and Sewer Division would be unable to perform any water distribution or sewer collection excavations until the resolution is approved and Public Works staff are able to purchase the necessary stone and sand materials necessary for these repairs.
Anticipated Future Actions
It is anticipated that the Public Works Department, Water and Sewer Division, will continue to request Village Board approval annually of purchase price agreements for stone and sand materials.
Prepared By: Erin Duffy, Deputy Public Works Director
Reviewed By: Rob Sproule, Public Works Director
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Purchase Price Agreement
3. Supporting Documentation- G&M Trucking