cover
TO: Mayor Richard C. Irvin
FROM: Ian Wade, Capital Projects Manager
DATE: June 10, 2024
SUBJECT:
A resolution authorizing the Director of Purchasing to modify the contract values previously awarded to Graybar Electric and Volunteer Supply Industries, Ltd to a combined amount not to exceed $225,000 for the purchase of lighting materials for various locations throughout the City.
PURPOSE:
To modify the contract values previously awarded to Graybar Electric, 1 Pierce Place, Suite 800, Itasca, IL 60143 and Volunteer Supply Industries, Ltd., 105 E Galena Blvd, Suite 806, Aurora, IL 60505 to a combined amount not to exceed $225,000, which includes an initial purchase of $114,259.20 and $93,375.00, respectively.
BACKGROUND:
Annually, the City purchases and installs various light fixtures and associated components to upgrade or supplement existing fixtures throughout the City. To purchase this equipment, the City obtains competitively bid pricing from suppliers which are then installed by the City's Electrical Division.
DISCUSSION:
Based on an estimated quantity of materials needed, a request for sealed bids was published and four bids were read aloud on February 21, 2024. Of the bids received, Graybar Electric was determined to be the lowest responsible bidder for 6 of the 7 items and Volunteer Supply Industries, Ltd. was determined to be the lowest responsible bidder for the other item. As a result, agreements were approved via Resolution R24-083 in the amounts of $243,818.80 and $20,370.00 for Graybar and Volunteer, respectively. These agreements reflected pricing provided by Graybar for several product alternates, which were initially approved for inclusion. However, upon receiving further details on the alternates proposed for the LV Fixtures and StressCrete Poles, it has since been determined that these items are incompatible with the City's existing inventory and will not meet the needs of the Electrical Division of Public Works.
As a result, the City is looking to revert to the originally requested LV Fixtures and Poles and award to the lowest bidder for these two specific products, which was Volunteer Supply Industries, LTD of Aurora (for both). An updated (two page) Bid Tabulation is included as Exhibit A, which shows as read bid values and the updated initial purchase of $114,259.20 and $93,375.00 from Graybar Electric and Volunteer Supply Industries, LLC, respectively.
This contract will be paid using 340-4020-418.65-07, which has a current balance of $251,572.64.
This bid was subject to Local Preference, but it did not impact the original (or this updated) award..
IMPACT STATEMENT:
Utilizing the proposed and previously approved product alternates would result in inconsistent lighting performance and aesthetics throughout the City.
RECOMMENDATIONS:
I request the proposed resolution be adopted.
cc: Infrastructure & Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing the Director of Purchasing to modify the contract values previously awarded to Graybar Electric and Volunteer Supply Industries, Ltd to a combined amount not to exceed $225,000 for the purchase of lighting materials for various locations throughout the City.
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, four bids for Lighting Materials 2024 were received; and
WHEREAS, contracts were awarded to Graybar Electric, 1 Pierce Place, Suite 800, Itasca, IL 60143 and Volunteer Supply Industries, Ltd., 105 E Galena Blvd, Suite 806, Aurora, IL 60505 in respective amounts of $243,818.80 and $20,370.00 via Resolution R24-083; and
WHEREAS, two of the previously approved product alternates proposed by Graybar were found to be incompatible with the City's existing inventory; and
WHEREAS, the City is therefore requesting the contract values be modified to a combined amount not to exceed $225,000, which includes an initial purchase of $114,259.20 and $93,375.00 from Graybar Electric and Volunteer Supply Industries, LLC, respectively; and
WHEREAS, neither the initial nor the total amounts of each Purchase Order will exceed either the respective amounts listed in this Resolution or the remaining balance of the account from which they will be paid using account 340-4020-418.65-07, which has a current balance of $251,572.64; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the Director of Purchasing is authorized to modify the contract values previously awarded to Graybar Electric and Volunteer Supply Industries, Ltd to a combined amount not to exceed $225,000 for the purchase of lighting materials for various locations throughout the City.