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 supplying Air Cooled Blast Furnace (ACBF) aggregates which is left over slag product from iron ore processing. This is not a preferred material for backfilling excavations. Vulcan will provide CA-7 materials at the lowest price.
Bids for concrete and asphalt are also being requested from area suppliers, however the annual expenditure for these materials is within the Village Managers spending authority of $25,000.00.
Alternatives
The Board can delay action in order to gain additional information.
Previous Board Action
The Village Board has approved agreements for the purchase of 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 agreements to the Village Board annually for the purchase of these materials.
Intergovernmental Cooperation Opportunities
The Village is the only local agency in Oak Park that utilizes this volume of stone and sand.
Performance Management (MAP) Alignment
This work is in alignment with the Department of Public Works Governance Priority for Maintenance and Service Programs.