TO: Mayor Richard C. Irvin
FROM: Ian Wade, Capital Projects Manager
DATE: September 25, 2018
SUBJECT:
A Resolution authorizing the Director of Purchasing to approve the expenditure of up to $300,000 for conversion of 639 existing lighting fixtures to LED utilizing the bids accepted on March 21, 2017 for the 2017/2018 Electrical Materials and Supplies for the Electrical Division.
PURPOSE:
To obtain approval to authorize the expenditure of up to $300,000 for conversion of 639 existing lighting fixtures to LED utilizing the bids accepted on March 21, 2017 for the 2017/2018 Electrical Materials and Supplies for the Electrical Division.
BACKGROUND:
As was the case last year, the City recently applied for the latest round of Com Ed Energy Efficiency Program Grants offering an incentive of 70 cents per Watt reduced to continue with the conversion of existing HPS streetlights to more energy efficient LED fixtures. The initial purchase of the 639 fixtures to be converted by the City will be made utilizing the annual contract for materials and supplies, which is intended to freeze commonly fluctuating unit prices for the materials, supplies, and LED light fixtures used by the Electrical Division. It also enables them to readily pick up the materials as needed with an open purchase order rather than getting individual quotes and a separate purchase order every time they need an item. A request for quotations for 2017/2018 electrical materials and supplies was advertised in the newspaper and sent out to several suppliers. Typically the lowest bid per item will be used unless delivery time becomes an issue.
The majority of the fixtures to be replaced during this round of upgrades are located on arterial and major collector routes, which continues to be the first priority for the City due to the high number of vehicles and the safety issues inherent. In addition to these locations, select fixtures in TIF district #5 and Ward #8 were also included to utilize available funding (Alderman Mervine approached City staff earlier this year offering Ward funds to address local street lighting). Note that the $300,000 expenditure limit is in excess of the projected cost for the 639 fixtures currently identified, in order to afford other Alderman an opportunity to utilize Ward funds for inclusion in this year’s streetlight LED incentive program. Depending upon the timing and value of the requested inclusion, the additional fixtures could be part of this year’s program or the anticipated Spring 2019 program.
DISCUSSION:
An Energy Efficiency Grant from Com Ed will reimburse the City 70 cents per Watt reduced for the LED streetlights to be purchased. This should result in an incentive payment from Com Ed to the City in the amount of $100,321.90, which should be received in early 2019.
Initial funding for the materials, supplies, and LED light fixtures is budgeted in the following accounts and may be supplemented by accounts to be determined. The initial funding deficit in these accounts will also require a budget amendment from accounts to be determined. The amendment amount will not exceed the incentive (~$100,000) and will be paid back to the source account in its entirety upon receipt of reimbursement from Com Ed.
IMPACT STATEMENT:
None.
RECOMMENDATIONS:
Please forward this resolution to the Finance Committee for their review and recommendation for approval.
cc: Alderman O’Connor, Chairman
Alderman Mesiacos
Alderman Bugg
Alderman Mervine, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution to authorize the expenditure of up to $300,000 for conversion of 639 existing lighting fixtures to LED utilizing the bids accepted on March 21, 2017 for the 2017/2018 Electrical Materials and Supplies for the Electrical Division.
body
WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the City of Aurora previously accepted the three bids received for the 2017/2018 Electrical Materials and Supplies and deemed the unit prices for materials, supplies, and LED light fixtures for the Electrical Division contained in the bids as fair; and:
WHEREAS, funding for the materials, supplies, and LED light fixtures is budgeted in accounts 340-4020-418.65-07, 235-4020-418.65-07, and 318-4020-418.38-09 and may be supplemented with accounts to be determined and reimbursed $100,321.90 through a grant with Com Ed.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: authorize the expenditure of up to $300,000 for conversion of 639 existing lighting fixtures to LED utilizing the bids accepted on March 21, 2017 for the 2017/2018 Electrical Materials and Supplies for the Electrical Division.