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Trustees question procurement waivers for pavement rejuvenation and parking-lot work
Summary
Trustees asked staff to explain why two consent items were advanced with bidding waivers or quotes instead of formal bids. Staff said vendor specificity and seasonal timing led to soliciting a single historical bid or multiple quotes rather than publishing formal bids.
Two consent items pulled from the consent agenda prompted trustee questions about procurement procedure. Trustee O'Fano asked why the board was being asked to waive bidding for a pavement rejuvenation product (consent item 9[g]); staff said the rejuvenator used is vendor-specific and historically yields a single proposer in the Chicagoland area. The village relied on a three-year price extension from another community's bid and thus requested a waiver of the formal bidding requirement as a technicality.
Trustee Alfano asked about consent item 9(h), where staff presented multiple quotes rather than a full public bid for a parking-lot paving job. Staff said time constraints and the approaching end of season made publishing a formal bid infeasible; they solicited three quotes and recommended the lowest responsive quote from Rose Paving in Villa Park.
Both items were approved by roll call as part of the consent agenda after trustees discussed the procurement rationale and staff agreed to answer additional questions if needed.
