HomeMy WebLinkAboutR-25-07VILLAGE OF DEERFIELD
RESOLUTION NO. R-25-07
A RESOLUTION WAIVING COMPETITIVE BIDDING AND APPROVING
THE PURCHASE AND INSTALLATION OF EVIDENCE LOCKERS
WHEREAS, the Village of Deerfield ("Village's is a home rule municipality in
accordance with Article VII, Section 6 of the Constitution of the State of Illinois of 1970; and
WHEREAS, the Village has budgeted sufficient funds in the 2025 fiscal year for the
purchase and installation of replacement evidence lockers to be installed at the Police
Department ("Lockers'); and
WHEREAS, Bradford Systems Corporation (`Bradford') submitted a proposal for
the provision and installation of the Lockers in the amount of $26,707.54; and
WHEREAS, the Village desires to enter into an agreement with Bradford for the
provision and installation of the Lockers and expend $26,707.54 ("Agreement'); and
WHEREAS, the Village has determined that the proposal from Bradford to provide
the Lockers is the most advantageous for the Village because Bradford previously installed
the existing evidence lockers for the Police Department in a manner satisfactory to the
Village; and
WHEREAS, the Mayor and Board of Trustees have determined that waiving bidding
and entering into the Agreement with Bradford for the Lockers will serve and be in the best
interest of the Village and its residents;
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE BOARD OF
DEERFIELD, LAKE AND COOK COUNTIES, ILLINOIS, as follows:
SECTION 1: RECITALS. The foregoing recitals are incorporated into, and made a
part of, this Resolution as findings of the Village Board.
SECTION 2: WAIVER OF COMPETITIVE BIDDING. Pursuant to Section 9-16
of the Village Code and the Village's home rule authority, the Village Board waives the
requirement of competitive bidding for the purchase of the Lockers.
SECTION 3: APPROVAL OF AGREEMENT. Pursuant to the Village's home rule
authority, the Agreement by and between the Village and Bradford is hereby approved in
substantially the form attached to this Resolution as Exhibit A.
SECTION 4: AUTHORIZATION TO EXECUTE AGREEMENT. The Mayor and
the Village Clerk are hereby authorized and directed to execute and attest, on behalf of the
Village, the final Agreement upon receipt by the Village Clerk of at least one original copy of
the final Agreement executed by Bradford; provided, however, that if the executed copy of the
final Agreement is not received by the Village Clerk within 60 days after the effective date of
4910-1345-5891, v. 1
this Resolution, then this authority to execute and attest will, at the option of the Mayor and
Board of Trustees, be null and void.
SECTION 5: EFFECTIVE DATE. This Resolution shall be in full force and effect
from and after its passage and approval by two-thirds of the Village Board according to law.
AYES: Benton, Berg, Goldstone, Jacoby, Oppenheim
NAYS: None
ABSTAIN: None
ABSENT: Metts-Childers
PASSED: February 3, 2025
APPROVED: February 3, 2025
RESOLUTION NO. R-25-07
Daniel C. S-tfapiro, Mayor
ATTE
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Kent S. , treet, Villag Clerk
4910-1345-5891, v. 1
EXHIBIT A
AGREEMENT
4910-1345-5891, v. 1
Y I� I
Deerfield Police Department
Evidence Lockers
Prepared for:
Comm. Juan Mazariegos
Deerfield Police Department
850 Waukegan Road
Deerfield, IL 60015
Submitted by:
Dave Bradford
847.344.8989
davew,bradfords• ns.com
Bradford Systems Corporation
945 North Oaklawn Avenue
Elmhurst, IL 60126
August 1, 2024
BSC Project #43664
Bradford Systems Corporation is a qualified Sourcewell Contract provider and is proposing
the following Spacesaver equipment and related services through:
Contract # 110923-SPC
Sourcewell Contract Member #41658
Corporate Headquarters
945 North Oaklawn Ave
Elmhurst IL 60126
Indiana Office
6231 Coffinan Rd
Indianapolis, IN 46268
Central Illinois
125 Thwmderbird Lane
East Peoria, IL 61611
630.350.3453 office 317.895.0670 office 636.343.1515 office
630.350.3454 fax 317.895.0672 fax 636.343.3588 fax
Wisconsin Office
201 North Main Street
Fort Atkinson, WI 53538
630.350.3453 office
630.350.3454 fax
Missouri Office
7827 Town Square Ave
n'1=allon, N40 63368
636.343.1515 office
636.343.3588 fax
8 R A 0 F 0 R 0
Y S T f: „9 5
August 1, 2024
Comm. Juan Mazariegos
Deerfield Police Department
850 Waukegan Road
Deerfield, IL 60015
Dear Comm. Mazariegos;
On behalf of Bradford Systems Corporation, I would like to thank you for the opportunity to present this proposal.
The following solution has been designed and tailored to meet your storage needs.
We value the opportunity to present our unique capabilities, and look forward to showing you why thousands of
clients over the last 56 years have chosen Bradford Systems Corporation to help them solve their most challenging
storage dilemmas.
If you have any questions regarding this proposal or if we can make any changes to better accommodate your
needs or requirements, please call me at 847.344.8989,
Again, thank you for your consideration.
Sincerely,
Dave Bradford
Storage PIanner
Bradford Systems Corporation
945 North Oaklawn Avenue
Elmhurst, IL 60126
(m) 847.344.8989
,tl ,tems.com
www.BradfordSystetns.coni Page 2 August 1, 2024
13RADrORt'1
Y c 7 [ " a
Deerfield Police Department
Evidence Lockers
Project 443664
Spacesaver Evidence Lockers:
• 1 Pass-Thru Evidence Locker, 36" W x 24" D X 82" H
o Locker has 1 "A" door with half height refrigerator with 6 compartments, 1"E" door
with mail slots and 2 "E" doors with Ojmar Smart locks
• 1 Pass-Thru Evidence Locker, 36" W x 24" D X 82" H
o Locker has 1 "C" door, 1 "D" door, 2 "E" doors and 2 "F" doors
Door Sizes:
• "A"
door, 32-19/32"
W x 37-3/16" H
• "C"
door, 14-19/32"
W x 56-1/32" H
• "D"
door, 14-19/32"
W x 37-3/16" H
• "E"
door, 14-19/32"
W x 18-15/32" H
• "F"
door, 14-19/32"
W x 9-7132" H
Project Investment:
Storage Materials List $44,254.00
Less Storage Discount (42.7%)-$18,896.46
Storage Materials Net $25,357.54
Installation $900.00
Freight $450.00
Total $26,707.54
Add to Relocate Existing Evidence Lockers $900.00
Notes:
1. Sales tau will be charged unless Bradford Systems is provided with a tax exempt or resole certificate.
1. The above quote is based on the drawings.
3. A non-refundable down payment of one-third (113) of the contract, is due upon order. A payment of 113 is due upon shipment and 113 payment
upon completion.
4. This agreement is based on a normal eight hourivorking day Monday through Friday and no provisions have been made for overtime or shy
premium pay. If overtime is required, additional costs will be incurred.
S. Pricing va&d for 30 days.
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BRADFORD
_ r r ,.y IS
Deerfield Police Department
Evidence Lockers
Project #43664
1. Purchase orders should be made out to the following:
Bradford Systems Corporation
945 North Oaklawn Avenue
Elmhurst, IL 60126
2. Purchase orders may be sent via:
• Email: 1iurchaseorders ctb•adfordsystems.com
• USPS: 945 North Oaklawn Avenue, Elmhurst, IL 60126
• Facsimile: (630) 350-3454
3. Please send the following in conjunction with your purchase order:
• Reference BSC project # 43664 on your purchase order
• Project Information Sheet
• Signed copy of the proposal and project drawings
www.BradfordSvstems.com Page 4 August 1, 2024
13RA0FUR�0
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Deerfield Police Department
Evidence Lockers
Project Implementation Information
Project 443664
Purchase Order Information:
P.O. #:
Approved by:
Proiect Selections:
Evidence Lockers:
Deliver, Information:
Delivery Address: e(d
(See 8 Standard Textured Finishes)
(dadi5
Delivery Contact Name:
Contact Phone Number: 914 1 —1 q 4 — YI-543
Truck or Delivery Time Restrictions: on S-,J0-J-A:3
Delivery Dock: ❑ Yes ❑ No
Freight Elevator: ;K Yes ❑ No
Order Acknowledeement/Billine Information:
Order Acknowledgement Required? ❑ Yes ❑ No
Billing Address:
Billing Contact Name:
Contact Phone Number:
Contact Email Address:
Installation Information:
Installation Address:
Floor/Room:
Requested Installation Date:
Move Date:
Construction Schedule Available: ❑ Yes ❑ No
Client Provided Dumpster Available: ❑ Yes CKNo
Are There Security Requirements:'lYes 0 No
Parking: Permission/Permits: ❑ Yes XNo
Certificate of Insurance Required: 0 Yes ❑ No
General Contractor Name/Phone: ❑ Yes ❑ No
www.AradfordS%stems.ccm Page 5 August 1, 2024
YS 11.
STANDARD TERMS AND CONDITIONS
1. GENERAL: These terms and conditions shall apply to sales from Bradford Systems Corporation to Buyer and to any
quotation by Bradford Systems Corporation for sales. These terms and conditions shall not be superseded by any terms
and conditions in Buyers order except as otherwise specifically agreed in writing executed by all parties to this agreement.
The paragraph headings contained herein are for purposes of reference only and are not to be considered in the
interpretation of any clauses contained herein. This agreement may be executed in counterpart and a copy ofthis agreement
shall be as binding as is the original.
2. ENGINEERING: The proposal drawings and/or specifications of any quotation are confidential engineering data, and
represent Bradford Systems Corporation investment in engineering skill and development, and remain the property of
Bradford Systems Corporation. Such are submitted with the understanding that the information will not be disclosed or
used in any manner detrimental to Bradford Systems Corporation. All specifications and dimensions of proposal drawings
are approximate, and are subject to changes during detailed engineering.
3. SURVEYS, PERMITS AND REGULATIONS: Buyer shall procure and pay for all permits and/or inspections required
by any governmental authority for any part of the work performed by Bradford Systems Corporation, except as otherwise
stated.
4. PAYMENT: This system has been specially designed and will be specially manufactured for the Buyers unique
requirements. A non-refundable down payment of one-third (1/3) of the contract is due upon order. A payment of 1/3 is
due upon shipment and 1/3 payment upon completion. One and one-half (1-1/2) percent interest per month will be charged
on any unpaid balance after thirty (30) days. If the installation is not entirely complete upon final invoicing, a holdback
of reasonable value is allowed without incurring interest charges. A 4% convenience fee will be applied to all orders paid
with a credit card.
5. TAXES: All applicable sales taxes, as required by law, will be billed, unless Bradford Systems Corporation has a current
Tax Exempt Letter or Resale Certificate on file.
6. EXPIRATION DATE: Pricing is valid for thirty (30) days. After thirty days, a new proposal and revised pricing may be
required.
7. CANCELLATION: On all canceled orders, Buyer shall compensate Bradford Systems Corporation for its performance,
commitments and damage as follows; Buyer shall pay Bradford Systems Corporation a cancellation fee not to exceed the
original purchase price.
8. CHANGE ORDERS: Should the Buyer order changes or additions to the work, such orders and adjustments shall be made
in writing to Bradford Systems Corporation utilizing Bradford's formal change order document. The contract price and
installation/delivery fees shall be adjusted according to the changes in the work specified in the change order.
9. INSURANCE: Bradford Systems Corporation's employees who enter Buyer's premises will have Workmen's
Compensation coverage in statutory limits and Bradford Systems Corporation's automobiles will be covered by Public
Liability and Property Damage Insurance.
10. DELIVERY: Installation or delivery date is approximate. Bradford Systems Corporation shall not be liable for delays in
or failures of delivery due to changes requested by Buyer, or causes beyond its control. If shipment is delayed at the
request of Buyer, payment shall be made by Buyer as though shipment had been made as specified and for any expenses
incurred by Bradford due to Buyer's request in delaying shipment.
11. STORAGE: If product is stored for more than thirty (30) days at Bradford Systems Corporation due to delays in delivery
caused by buyer, Bradford will charge buyer at the rate of 1 % of buyer's invoice per month pro -rated daily.
12. DAM G_E_: After product arrival at site, any loss or damage by weather, other trades, fire or other elements, shall be the
responsibility of the Buyer. The Buyer agrees to hold Bradford System Corporation harmless for loss for such reasons.
13. BUYER RECEIVING: If the Buyer receives product for any reason, the Buyer is responsible for checking the product
during off-load and noting on the packing slip any damage or possible damage andnotifying Bradford Systems Corporation
immediately. If Bradford does not receive a written notice and copy of the packing slip within twenty-four (24) hours, the
Buyer agrees to pay any additional replacement product and delivery costs if a freight claim cannot be awarded.
14. SITE CONDITIONS: Buyer shall provide Bradford Systems Corporation with a free and clear construction site. Buyer
shall remove all material and/or construction from the area. Buyer will fwnish Bradford with adequate electrical power
to operate tools required for the installation.
15. UNLOADING. SPOTTING AND STORAGE: Buyer shall provide Bradford Systems Corporation with adequate
unloading facilities and sufficient access to same to insure Bradford's efficient unloading procedure. Adequate aisles shall
be provided by the Buyer to provide efficient handling of the materials from the unloading of storage area to construction
site.
16. COMMENCEMENT OF INSTALLATION: Bradford Systems Corporation will not be obligated to commence work at
job site until receipt of written notice from Buyer that Buyer's building is ready for use and necessary utilities and
equipment are supplied thereto.
www.BradfordS}stems.com Page 6 August 1, 2024
17. COMPLETION: Installation shall be deemed completed upon acceptance or use of any equipment by Buyer.
18. OVERTIME: This agreement is based on a normal eight hour working day Monday through Friday and no provisions
have been made for overtime or shift premium pay. If overtime is required, additional costs will be incurred.
19. TESTING: All material and equipment for testing the installation shall be provided at Buyer's expense. At the time when
Bradford Systems Corporation states to the Buyer that the work is complete, the Buyer will inspect the work and if the
work is in conformity with the terms and provisions of the proposal, the Buyer shall accept the same and deliverto Bradford
a signed statement of acceptance. If the Buyer declines to sign such a statement, then the Buyer shall immediately inform
Bradford in writing of the reasons for such declination. If the Buyer fails to so notify Bradford of if the Buyer fails to
make such inspection the work shall be conclusively deemed to have been accepted by the Buyer.
PROJECT TERMS AND CONDITIONS
1. FLOOR COVERING: If Bradford Systems Corporation is not the contractor for the installation of the floor coveting,
Buyer's floor covering contractor is responsible for coordinating floor covering installation after Bradford installs system
rail and floor. '
2. FLOOR LOADING: Buyer is responsible for the load bearing capacity of the floor upon which the proposed installation
shall be constructed. Floor load data that applies to the project is subject to interpretation by a certified structural engineer.
BSC is providing reference data for determining load and distribution conditions. Floor load and considerations are to be
reviewed and evaluated by a qualified engineer. It is the responsibility of client to have this system approved for the floor
loading if needed. If media weight is unknown; we recommend a sample weight be verified in the field.
3. FLOOR DRILLING : Buyer is responsible to notify Bradford Systems Corporation of any electrical or other obstructions
located in the floor and Buyer is responsible for relocating said obstructions at Buyer's expense. Anchoring and/or hammer
drilling may be required to which it is the Buyers responsibility to notify Bradford if there are any building restrictions on
when this work may be performed.
4. SEISMIC: Buyer is responsible for determining if a seismic evaluation is necessary at which Bradford Systems
Corporation will provide all equipment information for a seismic evaluation by an engineer if applicable.
5. FIRE CODE: Fire code typically requires an IS" minimum clearance between installed height of shelving system and any
sprinkler system. It is the Buyer's responsibility to verify that the proposed shelving system height meets this requirement
prior to the placement of purchase order.
6. SPACESAVER WARRANTY: A 5-year standard warranty and 1-year scheduled maintenance are included with your
installation. Extended warranty and maintenance agreements are available upon request.
7. SPACESAVER SYSTEM TRAINING & ORIENTATION: Bradford Systems Corporation offers training to all potential
users to insure safe and efficient system operation upon the Buyer's request.
_ _ 4 3 --
Client Signature Title bat6
COPYRIGHT: Copyright ® Bradford Systems Corporation. This material is proprietary and confidential. The disclosure
reproduction by photography, film, blueprint or otherwise or incorporation into any information retrieval system without first
receiving written approval from Bradford System Corporation is expressly prohibited by law.
www.BradfordSystems.com Page 7 August 1, 2024
Deerfield .police Department
J,
f n1 s
DATE: January 7, 2025
TO: Chief John Sliozis
FROM: Deputy Chief Fry
SUBJECT: Replacement of Evidence Lockers
The Department evidence lockers were last replaced during the building remodel project in 2000.
Since that time, the lockers have been in constant use to secure evidence and property until it is
logged and stored permanently in the property room. The lockers are over twenty years old and
have begun to show signs of routine "wear and tear", and are no longer covered under any
warranty. Of particular concern is the specialized refrigerated locker, which has already been
repaired on multiple occasions. The old refrigerator has become obsolete and may be rendered
useless if it breaks down again according to repair technicians.
Members of the Evidence and Property Division researched companies for this project and found
this to be a very specialized product and installation process with limited vendors. As a result,
they contacted Bradford Systems Corporation (Elmhurst, IL) to create a proposal based on the
requested needs. Bradford Systems has extensive knowledge and experience in this field and
was able to make valued recommendations to our project related to locker types and sizes. The
Department has a positive relationship with Bradford Systems as they installed the current
lockers in 2000.
Bradford Systems came out in the fall of 2024, inspected the site, and provided a proposal for the
project in the amount of $26,707.54. The proposal from Bradford Systems includes removal of
the existing lockers, purchase and installation of new Spacesaver lockers, and freight. Due, to the
specialized nature of the product, and Bradford's status as a Sourcewell contract provider, no
other quotes were received. The project was included in the approved 2025 Village Budget
(Acct. #106010-5810).
Based on these findings, I would recommend the Department seek authorization from the Board
to waive competitive bidding and accept the proposed quote from Bradford Systems
Corporation, Elmhurst, IL, for the purchase and installation of Spacesaver Evidence Lockers at a
cost not to exceed $26,707.54.
I have attached the quote from Bradford for your review. If there are any questions, please let
me know.
r� �Wl W�
Deputy Chief Chris M. Fry
G6�a�
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