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 18-837    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 3/19/2018 Final action: 3/19/2018
Title: A Resolution Approving a Purchase Price Agreement With Vulcan Construction Materials, LLC, for Stone and Sand in an Amount Not to Exceed $55,000.00 in Fiscal Year 2018 and Authorizing its Execution
Attachments: 1. Resolution-Stone & Sand Purchase, 2. Purchase Agreement-Vulcan Contruction Materials, 3. Attachment-Stone & Sand bid tab 2018, 4. Attachment-Vulcan Completed Bid 2018, 5. Attachment- Vulcan SOS Report
Submitted By
John P. Wielebnicki, Director of Public Works

Reviewed By
LKS

Agenda Item Title
Title
A Resolution Approving a Purchase Price Agreement With Vulcan Construction Materials, LLC, for Stone and Sand in an Amount Not to Exceed $55,000.00 in Fiscal Year 2018 and Authorizing its Execution

End
Overview
Overview
The Department of Public Works uses stone and sand for the backfill of excavations related to repairs to the water and sewer infrastructure throughout the Village. Staff requested pricing from various suppliers for these materials. This item will allow the village to enter into an agreement for the purchase of these materials in 2018.

Body
Staff Recommendation
Approve the Resolution.

Fiscal Impact
The FY 2018 Water and Sewer Fund provides funds for the purchase of stone, sand, asphalt and concrete in the Roadway Maintenance Account, nos. 5040-43730-777-560633 ($40,000) and 5040-43750-781-560633 ($40,000.00) for a total of $80,000.00.

Because the bulk of the purchases are for stone and sand it is recommended to only enter into an agreement with the low bidder for these materials, Vulcan Construction Materials, in an amount not to exceed $55,000.00.

Background
Pricing was requested for stone and sand from five area suppliers; Vulcan Construction Materials, Prairie Materials, Ozinga Ready Mix, J. Ave Development, and Beemsterboer Aggregates. The Request for Prices was also published in the Wednesday Journal and posted on the Village Web Site. Prairie Materials and Ozinga Ready Mix did not provide quotes for stone and sand. A summary of the bids is attached.

After reviewing the bids for all materials it is most advantageous to purchase these materials from Vulcan Construction Materials. They have provided the best price for CA-6 (Course Aggregate no. 6). While the price from Beemsterboer Aggregates for CA-7 (Course Aggregate no. 7) is lower than Vulcans, Beemsterboer has quoted a different type of material. They have quoted supp...

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