R-59-14 Resolution Authorizing the Purchase of Rock Salt Resolution No. - -/
A Resolution Authorizing the Purchase of Rock Salt
WHEREAS, the State of Illinois created and currently operates a Joint Purchasing
Program managed by the Illinois Department of Central Management Services ("CMS"); and
WHEREAS, it is necessary for the Village of Lemont ("Village") to purchase rock slat
for the 2014-2015 winter season; and
WHEREAS, the Village wishes to utilize the State of Illinois Joint Purchasing Program
to purchase the necessary rock salt and in connection therewith previously submitted a Joint
Purchasing Requisition to CMS; and
WHEREAS, upon receipt and review of the price quotes received from CMS, the
President and Village Board have determined that it is advisable, necessary and in the best
interests of the Village to authorize the purchase of rock salt through the designated vendor for a
total price not to exceed $210,000 in accordance with the specifications contained in the Joint
Purchasing Requisition and Bulk Contract Information contained in the letter received from
CMS dated August 15, 2014 (collectively, "Contract Information")attached hereto as Exhibit A.
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND VILLAGE
BOARD OF TRUSTEES OF THE VILLAGE OF LEMONT, COOK , WILL & DU PAGE
COUNTIES,ILLINOIS that:
Section One: The foregoing findings and recitals are hereby adopted as Section One of
this Resolution and are incorporated by reference as if set forth verbatim herein.
Section Two: The Mayor, Village Administrator, and Village Attorney are authorized to
negotiate and enter into an agreement for the purchase of rock salt, according to the terms and
specifications set forth in Exhibit A, at a total price not to exceed $210,000, and to execute any
other documents and take any other steps necessary to carry out this resolution.
Section Three: This Resolution shall be in full force and effect from and after its
passage and approval as provided by law.
PASSED AND APPROVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF LEMONT, COUNTIES OF COOK,WILL AND DUPAGE,
ILLINOIS on this 22"d day of September, 2014.
PRESIDENT AND VILLAGE BOARD MEMBERS:
AYES: NAYS: ABSENT: ABSTAIN
Debby Blatzer ✓
Paul Chialdikas ✓
Clifford Miklos
Ron Stapleton
Rick Sniegowski
Jeanette Virgilio
B�R AN K. REAVES
President
ATTE T:
CHARLENE M. SMOLLEN
Village Clerk
EXHIBIT A
Contract Information
03-04-'14 10:05 FROM- T-570 P0002/0002 F-999
" ',,, PLEASE RETURN TO:
Illinois Department of
'r ,'',' �' INOIS1 Central Management Services
�,� j � 801 Wm.G. Stratton Building
a y 401S.S Spring JOINT PURCHASING REQUISITION p g Street
',A Al`'f ! Springfield,IL 62706
Fax: (217)782-5187
No Thank You, Opt-Out->Our unit does net want to participate in the CY 2014-2015 Contract Re-procurement.
But keep on mailing list. Notice:-> Please complete and return the Contact information below to remain on the mailing list.
Joint Purchasing#: - Date: 3 / 'V/ 2014
Government Unit: 1%//e; e oP Ze/rl:f17- Delivery Point
.(Provide Delivery Details To Contract)
Mailing Address: /66•80 4/e, 9 „Ue, (Vendor At Tune Of Order Placement)
City/State/Zip: Ze PA-747n f 22' . 6:04/39 /i/%/ e or le ma' 7 P w
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County: CO<2 x , .. / o /f/€Gt1 A deb
get Contact Person_ p /621 (//� Zerranii -Z / 60y3
Telephone Number: 631(2- 2.5"7- zs.Yz 2y/� /4/6 Jrs
Fax Number: ecYD- Zs-1- :d a E
Please provide Email Address
Contact Email: /" c/1i-,J otehnionf a, US
-
* *** * *******Participant,Complete Only One-Either"Table-A"or"Table-B"Below******"'***** *
Table A: Complete this table to have the State SOLICIT BIDS for your governmental entity
ITEM DESCRIPTION QUANTITY UNIT MEASURE AMOUNT BUDGETED
AASHTO M l4p Road Salt or Equivalent (Total Tonnage) (22-_25 Ton/Truck) (Local Governmental Use Only)
Rock Salt, Bulk 300 C) Tons $ /O,po�j
Please note your Purchase Commitment Percentage for total tonnage quantity stated above(choose one):
OPTION I s% 80%minimum purchase requirement/120%maximum purchase requirement
OPTION 2 100%minimum purchase requirement/120%maximum purchase requirement
ne
* ***** *****Participant,Complete Only ne-EitherµTable-A"Above or"Table-B"Below*** ** * * *
Table 13:Complete this table to have the State RENEW for your governmental entity(ONLY)
ITEM DESCRIPTION --QUANTITY UNIT MEASURE AMOUNT BUDGETED
AASHTO M 143 Road Salt or Equivalent (Total Tonnage) (22-25 Ton/Truck) (Local Governmental Use Only)
Rock Salt, Bulk Tons
Note: Renewal is available ONLY under Contracts PSD 4017548,4017549,4017550,01.'4017551 for the CY'2013-2014
season. Your quantity may not exceed more than a 20%increase of last season's quantity,and price cannot increase more than
5%of last season's price. Other Terms&Conditions of Contract will remain the saute as last year. Check Contract#Below:
Note Current Contract Number: PSD 4017548( _) or PSD 4017549( ) or PSD 4017550( ) or PSD 401715,E,_,),_,,
I certify that funds are available for the purchase of the items on this Requisition and that such items are for the sole use of this
governmental unit,and not for personal use of any official or individual or re-sale.
In addition,I agree to a ide by the_loin/Purchasing Procedure established by the Department of Central Management Services.
SIG ATURE OF AUTIiORIZED OFFICIAL OR AGENTid/c 474.6,-,4 �` r //�+�
TITLE
Printed on Recycled Paper
ILLINOIS Pat Quinn, Governor
DEPARTMENT OF CENTRAL MANAGEMENT SERVICES
Simone McNeil, Acting Director
August 15, 2014
Dear Joint Purchasing Participant:
Subject: 2014-2015 Rock Salt, Bulk Contract Information
In completing the 2014—2015 Rock Salt season contract re-procurement,the State of
Illinois did encounter the types of supply-related issues experienced in previous seasons.
We made every effort to secure Road Salt at the best available price for participants in
our contract solicitation, and gladly report that the State was able to obtain an offer for
your location requirements through the State's procurement efforts.
We again recommend that participating agencies and governmental entities examine their
application rates and roadway priorities in order to minimize next season's maintenance
program cost while also ensuring the safety of the public.
Enclosed is a copy of the requisition you submitted to us for the purchase of rock salt.
The information from the requisition, including purchase commitment,can be used to
submit your requirements to this year's contract vendor:
Contract: PSD 4017725 Term: August 15,2014—August 14,2015
Central Salt LLC FEIN Number: 43-1788697
385 Airport Road, Suite 108
Elgin, IL 60123
Phone (888)499-7258 Contact: Government Services
Your unit is Contract Line No:_56_I Price per ton F.O.B. destination, is $. $r2. 3
Emergency pickup of salt from vendor's warehouse is not made available in this contract.
The additional price per ton to have rock salt delivered in trucks equipped with coal/grain
chute openings in the tailgate to permit controlled off-loading of rock salt onto conveyors
was not offered by this vendor in this season's procurement process.
You are responsible for issuing your own purchase order document to the vendor. Orders
may be placed with the vendor via telephone, with a written or fax confirmation to follow
immediately. You are strongly encouraged to order and store as much salt as possible
in order to help prevent potential salt shortages this winter. Also, you must place orders
in full truckload(typically 22-25 tons ) delivery quantities or multiples of such.
Page 1 of 3
801 Stratton Office Building,401 South Spring Street, Springfield, IL 62706
Printed on Recycled Paper
C M S ILLINOIS Pat Quinn, Governor
DEPARTMENT OF CENTRAL MANAGEMENT SERVICES
Simone McNeil,Acting Director
Your governmental unit is responsible for ensuring that the 80 or 100 percent minimum
guaranteed purchase commitment( as noted on your Requisition)is met before the end
of the winter season, June 30, 2015. The vendor is required to furnish not less than 120
percent( if needed)of the contract quantity by March 1, 2015. Your governmental unit
is responsible for processing vendor invoices in a timely manner.
Delivery shall be made as soon as possible after vendor receipt of order by phone or mail.
The maximum time from receipt of order to the actual delivery for orders placed between
December 1, 2014 through April 1, 2015 shall not exceed seven working days, unless as
modified in the Order Guidelines herein..
For orders placed between December 1, 2014 and April 1, 2015, if a vendor is unable to
make delivery within the order timeline, local governmental units shall have the right to
retain$.20 per ton per working-day as liquidated damages on the undelivered portion of
the order. For orders placed prior to 9:00 a.m. on a given day,that day to be considered
as the first calendar day of the seven-day delivery period. For an order placed after 9:00
a.m. on a given day, the following day shall be considered as the first calendar day of the
seven day delivery period.
CMS reserves the right to mitigate application of liquidated damages imposed against a
vendor, in the event of orders exceeding the maximum percentages outlined below:
An agency may order up to 20.% of their awarded contract tonnage in any given week
and vendor shall deliver within 7 working-days after receipt of order. Quantity ordered
above the 20.% threshold shall have an extended deliver time of one-working-day for
each one-percentage-point above the 20.% guideline. For example, if an agency orders
25.% of their awarded total 100 ton, delivery of the first 20 ton( 20.% )shall be within
7 working-days after receipt of order, the remaining 5 ton should be delivered within 12
working-days after receipt of order.
If after seven working-days of liquidated damages assessment, the vendor has still failed
to deliver, local governmental unit shall have the right to terminate an order and purchase
road salt or abrasives from another source,or take action consistent with public safety as
needed to continue daily business. Any and all additional costs incurred may be collected
from the original vendor, in addition to liquidated damages, by participant's legal action.
All deliveries shall be covered with approved weatherproof materials. The vendor shall
ensure that delivery person inspects the inside of the trailer and that all salt is removed
from the trailer before leaving a delivery point. The vendor will ensure all weights and
measures shown on delivery tickets are correct. Local governmental units reserve the
right to require that delivery trucks occasionally be directed to a scale in the vicinity of
the delivery point as a check on delivered truckloads.
Page 2 of 3
801 Stratton Office Building,401 South Spring Street,Springfield,IL 62706
Printed on Recycled Paper
ILLINOIS Pat Quinn, Governor
DEPARTMENT OF CENTRAL MANAGEMENT SERVICES
Simone McNeil,Acting Director
Deliveries of rock salt containing any foreign material such as mud, rocks, grader teeth,
wood, tarpaulins,etc., may be rejected at the delivery site. In the event that any foreign
material is discovered in dumped deliveries, the salt and foreign matter may be reloaded
onto the cartage hauler's truck by the local governmental unit and returned for credit, or
the vendor shall immediately ship a specification compliant load of replacement salt, or
issue a refund to the governmental unit consistent with the contract price.
In December 2014, the contract vendor shall have in place stockpile(s) located in or near
Illinois covering the tonnage awarded for the northern regions of the State, and in January
of 2015 the contract vendor shall have in place stockpile(s) in or near to Illinois covering
the total tonnage awarded for all regions of the State. At our discretion, we will inspect
the stockpiles to ensure that these stockpiles are in sufficient quantities, and that vendor
commitments to the stockpiles are with the users of this contract.
Enhanced Rock Salt 2014- 2015 season availability:
The Department of Central Management Services surveyed vendors for availability of an
enhanced rock salt option in the invitation for bid, and availability was not provided for
by this vendor in this season's procurement process.
It is hoped that this information will be beneficial to you in the utilization of this contract.
If you have any further questions concerning the rock salt contract,please feel free to
contact me at(217) 782-8091.
Sincerely,
Wayne Ilsley, CPPB, Buyer
Bureau of Strategic Sourcing
GovSait.doc
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801 Stratton Office Building, 401 South Spring Street,Springfield, IL 62706
Printed on Recycled Paper