Title
Bulk Material Purchases - Waive Bidding Process
History
For the last several years, the Public Works Department in conjunction with the Recreation Department went out to bid for unit pricing of bulk materials that each Department utilizes throughout the year. These materials consist of concrete, asphalt, stone, sand and various materials used for ball fields and parks. Over the last several years, staff has been informed that companies could not commit to annual pricing due to the volatile nature of fuel and other energy-related costs. Staff has again contacted several vendors in the area and we have been informed that they still cannot commit to any long-term pricing for the same reason. Staff researches and procures materials based on the best pricing and proximity of the concrete and asphalt suppliers to the Village to reduce transportation costs as much as possible.
On January 12, 2009, this item was reviewed and approved by the Public Works and Engineering Committee and referred to the Board for approval.
Financial Impact
The Public Works and Recreation Departments have several separate Board approved line items in the 2008/2009 fiscal year budget for the purchase of various bulk materials as outlined above.
Recommended Action/Motion
I move to approve waiving the bid process for the purchase of bulk materials;
And
Approve authorizing the Public Works and Recreation Departments to purchase bulk materials from vendors selected based on current cost, availability and location for a total cost not to exceed the Board approved amounts for these products.