===== PDF PAGE 8 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: Resolution No. 20-R-007 4 - Contract Amendment No. 1 - Procurement of Coarse and Fine Aggregate Material Delivered COMMITTEE AGENDA DATE: December 3, 2020 For Fiscal Year 2021 COUNCIL AGENDA DATE: December 7, 2020 STAFF REVIEW: Robert E. Flatter, P.E., Director of Public Works SIGNATU~~-~----- APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman SIGNATU7e.______ ___ _ ITEM SUMMARY: Aggregate Material, such as gravel, rock and sand, is used in numerous maintenance and repair activities performed by staff in the Public Works Department, including shoulder work on unimproved roads and alleys, sand bags, and underground utility repairs in or near streets and sidewalks. Aggregate material is ordered and delivered on an as needed basis and total quantities vary each year, mostly dependent on the number of utility repairs (i.e., watermain breaks, sanitary sewer blockages and repairs, etc.). Aggregate material purchase is budgeted and paid for from the Sewer Fund, Water Fund and General Fund. The specifications allow for variations in total unit quantities ordered based on the needs for each item, provided the total contract amount is not exceeded. Estimated quantities are used for bidding for the purpose of establishing unit prices. The current 2020 Coarse and Fine Aggregate Materials Delivered contract, which was awarded to Viking Brothers, Inc. of Aurora, Illinois, in the amount of $47,390.00, contains a clause the reads "The contract may be extended for two (2) additional years through mutual agreement between the Successful Bidder and the City of West Chicago for the same unit prices." On November 16, 2020, staff received a letter from Mr. Craig Melby, President of Viking Brothers, Inc., which indicated a willingness to hold its 2020 unit prices for Fiscal Year 2021 (letter attached). Viking Brothers, Inc. performed very well during 2020. Therefore, it is staff's recommendation that a Contract extension be awarded for procurement of coarse and fine aggregate material delivered for Fiscal Year 2021 to Viking Brothers, Inc. of Aurora, Illinois, for an amount not to exceed $47,390.00 (identical to contract/bid amount awarded for Fiscal Year 2020). ACTIONS PROPOSED: Approve Resolution No. 20-R-0074 authorizing the Mayor to execute Contract Amendment No. 1 with Viking Brothers, Inc. of Aurora, Illinois, for the procurement of coarse and fine aggregate material delivered for Fiscal Year 2021, for an amount not to exceed $47,390.00. COMMITTEE RECOMMENDATION: ===== PDF PAGE 9 ===== [Extraction: embedded PDF text] RESOLUTION NO. 20-R-0074 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE CONTRACT AMENDMENT NO. 1 WITH VIKING BROTHERS, INC. FOR THE PROCUREMENT OF COARSE AND FINE AGGREGATE MATERIAL DELIVERED FOR FISCAL YEAR 2021 BE IT RESOLVED by the City Council of the City of West Chicago, in regular session assembled, that the Mayor is hereby authorized to execute Contract Amendment No. 1 for the procurement of Coarse and Fine Aggregate Material Delivered, between Viking Brothers, Inc. and the City of West Chicago, for an amount not to exceed $47,390.00, for Fiscal Year 2021, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 7th day of December, 2020 AYES: NAYES: ABSTAIN: ABSENT: Mayor Ruben Pineda ATTEST: City Clerk Nancy M. Smith ===== PDF PAGE 10 ===== [Extraction: embedded PDF text] FIRST AMENDMENT TO AGREEMENT BETWEEN THE CITY OF WEST CHICAGO, ILLINOIS AND VIKING BROTHERS, INC. FOR THE PROCUREMENT OF COARSE AND FINE AGGREGATE MATERIAL DELIVERED This FIRST AMENDMENT, made this __ day of December, 2020, between CITY OF WEST CHICAGO, a body politic and corporate, with offices at 475 Main Street, West Chicago, Illinois 60185 (hereinafter referred to as the CITY) and VIKING BROTHES, INC., licensed to do business in the State of Illinois, with offices at 1665 Eastwood Drive, Aurora, Illinois 60506 (hereinafter referred to as the CONTRACTOR), hereinafter together referred to as the "PARTIES": RECITALS WHEREAS, the Illinois General Assembly has granted the CITY OF WEST CHICAGO (hereinafter "CITY") authority to enter into agreements for the purposes of providing professional services (pursuant to the Municipal Code, 65 ILCS 5/1-1-10, et. seq.); and, WHEREAS, the CITY and CONTRACTOR had previously entered into an Agreement (hereinafter "AGREEMENT"), dated May 28, 2020, for services associated with the procurement and delivery of coarse and fine aggregate material during Fiscal Year 2020; and, WHEREAS, per the AGREEMENT, the Contract may be extended for two (2) additional years through mutual agreement between the PARTIES; and, WHEREAS, on November 16, 2020, Mr. Craig Melby, President of Viking Brothers, Inc., provided the CITY with written notice of its willingness to hold its prices for the 2020 Coarse and Fine Aggregate Material Delivered for Fiscal Year 2021 (contract to end December 31, 2021 ); and, WHEREAS, the CITY was satisfied with the services provided and material delivered during Fiscal Year 2020; and, WHEREAS, the CITY wishes to memorialize the terms and conditions of its FIRST AMENDMENT with the CONTRACTOR. NOW, THEREFORE, in consideration of the promises, the mutual covenants, terms, and conditions herein set forth, and the understandings of each Party to the other, the Parties do hereby mutually covenant, promise and agree as follows: 1. The AGREEMENT, dated May 28, 2020, pertaining to the procurement of coarse and fine aggregate material delivered during Fiscal Year 2020, is hereby amended to reference an Agreement termination date of December 31, 2021. All other provisions of the original AGREEMENT shall remain unchanged. ===== PDF PAGE 11 ===== [Extraction: embedded PDF text] IN WITNESS OF, the parties set forth their hands and seals as of the date first written above. CITY OF WEST CHICAGO VIKING BROTHERS, INC. BY:__________ _ BY: __________ _ RUBEN PINEDA CRAIG MELBY MAYOR PRESIDENT ATTEST BY: ATTEST BY: NANCY M. SMITH NAME: CITY CLERK TITLE: 2 ===== PDF PAGE 12 ===== [Extraction: embedded PDF text] Nov 16 20, 03:09p TRUCKING * p.1 TO THE CITY OF WEST CHICAGO PUBLIC WORKS VIKING BROS INC HAS BEEN ASKED TO EXTEND CURRENT PRICING FOR THE 2020 COURSE AND FINE AGGREGATE MATERIAL INTO 2021. VIKING BROS WILL AGREE TO EXTENDING THIS ONE MORE YEAR. THANK YOU. CRAIG MELBY, PRESIDENT. 1665 EAS1WOOD DR.• AURORA, IL 60506 TEL. 630.897.7799 FAX 630.897.7798