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CITY OF WEST CHICAGO
INFRASTRUCTURE COMMITTEE
AGENDA ITEM SUMMARY
ITEM TITLE:
AGENDA ITEM NUMBER: _ 3c.
Resolution No. 20-R-0074 — Contract Amendment No. 1 -
Procurement of Coarse and Fine Aggregate Material Delivered
For Fiscal Year 2021
COMMITTEE AGENDA DATE: December 3, 2020
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 SIGNATURE
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:
Pending recommendation from the Infrastructure Committee at its meeting on December 3, 2020. If not approved
by Committee on December 3, 2020, this Item will go to the December 21, 2020, City Council Meeting.