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CITY OF WEST CHICAGO
INFRASTRUCTURE COMMITTEE
__ AGENDA ITEM SUMMARY
ITEM TITLE:
m
AGENDA ITEM NUMBER: __?.
Resolution No. 23-R-0024 - Contract Award — Viking
Brothers, Inc. for the Purchase of Course and Fine
Aggregate Material Delivered for FY 2023 in an Amount
Not to Exceed $68,000.00
COMMITTEE AGENDA DATE: March 2, 2023
COUNCIL AGENDA DATE: March 20, 2023
STAFF REVIEW: Mehul T. Patel, P.E., CFM, Director of Public Works SIGNATURE MS
APPROVED BY CITY ADMINISTRATOR: Michael L. Guttman
SIGNATUREZZL-7 =
ITEM SUMMARY:
Aggregate materials, such as gravel, rock, and sand, are used in numerous maintenance and repair activities
performed by the staff in the Public Works Department. Examples include shoulder work on unimproved roads and
alleyways and backfill for underground utility (e.g., water main, sanitary sewer, and storm sewer) repairs within the
right-of-way and utility easements. Aggregate material is ordered and delivered to the Streets Division or directly to
the job site on an as-needed basis; therefore, total quantities vary each year. The actual quantities correlate
directly with the number of utility repairs such as water main breaks and sanitary sewer repairs.
In FY 2022, the City Council awarded the contract for the procurement of Course and Fine Aggregate Material
Delivered to Viking Brothers, Inc. A provision of the contract allowed for an extension of two additional years
through mutual agreement between Viking Brothers, Inc. and the City if the pricing was held for each subsequent
Fiscal Year, if the City was satisfied with the services provided, and if approved by the City Council. However, in
FY 2023, Viking Brothers, Inc. was unwilling to match its FY 2022 unit prices for the aggregate products included
in the contract, mainly due to increased fuel costs. Therefore, the staff prepared bid specifications using estimated
quantities for the purpose of establishing unit prices for FY 2023. The contract specifications allow for variations in
total unit quantities ordered based on the needs for each item, provided the total contract amount does not exceed
the award amount.
A public bid notice was placed in the Daily Herald on January 31, 2023. A bid notice was also placed on the online
bidding platform called QuestCDN on the same date. Staff opened bids on February 21, 2023, and the following
are the bid results:
CONTRACTOR BID AMOUNT RANK
Viking Brothers, Inc. $68,000.00 1
Fowler Enterprises, LLC $83,600.00 2
ENGINEER’S ESTIMATE $63,096.50 N/A
The City has contracted with Viking Brothers, Inc. in the past for similar service and the staff is overall satisfied
with its products and reliability.
The FY 2023 budget includes $15,000 in the Sewer Fund Account 05-34-43-4638 and $35,000 in the Water Fund
Account 06-34-47-4621. If needed, additional funds are also available in General Fund Account 01-09-24-4650.
The staff recommends awarding the contract to Viking Brothers, Inc. for FY 2023 Course and Fine Aggregate
Material Delivered and authorizing a Purchase Order in the amount not to exceed $68,000.00.

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CITY OF WEST CHICAGO
ACTIONS PROPOSED:
Approve Resolution No. 23-R-0024 authorizing the Mayor to execute a contract with Viking Brothers, Inc. for the
purchase of Course and Fine Aggregate Material Delivered for FY 2023 in an amount not to exceed $68,000.00
COMMITTEE RECOMMENDATION:
The Infrastructure Committee voted 7-0 for approval.