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 18-958    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 9/4/2018 Final action: 9/4/2018
Title: A Resolution Approving an Independent Contractor Agreement with Stenstrom Petroleum Services, Inc. for the Replacement of the Fuel Management System for the Fuel Distribution Pumps Located at the Public Works Center Through the Sourcewell Purchasing Program (Formerly National Joint Purchasing Alliance) in an Amount not to Exceed $27,744.00 and Waiving the Village's Bid Process for the Purchase.
Attachments: 1. Resolution-Fuel Management System Replacement, 2. Agreement-Fuel Management System Replacement, 3. Attachment-Oak Park PW FuelMaster proposal Rev1, 4. Attachment-Stenstrom Sec State, 5. Attachment-Syntech-Fuel Master Certification letter for Stenstrom, 6. Attachment-Fuelmaster brochure, 7. Attachment-AIM module info, 8. Attachment-Sourcewell formerly NJPA, 9. Attachment-Syntech-Fuelmaster 2018 Vendor Notice, 10. Attachment-CIP Project Summary
Submitted By
John P. Wielebnicki, Public Works Director

Reviewed By
LKS

Agenda Item Title
Title
A Resolution Approving an Independent Contractor Agreement with Stenstrom Petroleum Services, Inc. for the Replacement of the Fuel Management System for the Fuel Distribution Pumps Located at the Public Works Center Through the Sourcewell Purchasing Program (Formerly National Joint Purchasing Alliance) in an Amount not to Exceed $27,744.00 and Waiving the Village's Bid Process for the Purchase.

End
Overview
Overview
The FY2018 Capital Improvement Plan includes the replacement of the existing fuel distribution system located at the Public Work Center. The new system is proposed to be purchased through the Sourcewell Joint Purchasing Program. Sourcwell (formerly National Joint Purchasing Alliance) is a program that bids products and services for members who save money because of the purchasing scale advantage they gain from being part of the cooperative.

Body
Staff Recommendation
Approve the Resolution.

Fiscal Impact
The FY2018 Building Improvements Fund Budget provides $30,000.00 for this project, in account no. 3012-43790-101-540673. To date, no funds have been spent on this project.

The agreement with Stenstrom will include the NJPA/Sourcewell contract #022217-SYS amount of $26,226.00 plus the cost of a Contract Bond of $197.00 for a total amount of $26,423.00. The not to exceed amount of $27,744.00 includes a five percent (5%) contingency in the event of unforeseen work required. The contingency will not be used unless there is a need for a change order. The amount is in accordance with the purchase policy regarding change orders.

Background
This project involves the removal and replacement of the existing fuel management system. Work will include running of new CAT5 communication cables and conduit, working with the Oak Park IT Department to integrate into Oak Park's Ethernet, as well as provides basic training on the new system and software.

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