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TO: Mayor John Laesch
FROM: Ian Wade, Capital Projects Manager
DATE: October 30, 2025
SUBJECT:
A resolution authorizing the director of purchasing to order street light poles from Graybar, Itasca, IL in the cumulative amount of $102,579.34.
PURPOSE:
To authorize the purchase of street light poles to be used to replace deteriorated or knocked down poles throughout the city over the coming months.
BACKGROUND:
The city purchases various light poles on an annual basis which are used to replace poles that are deteriorated or knocked down (mostly because of traffic accidents) throughout the city. While these poles are typically purchased through a request for bids each year, the request was not published this year because one of the two vendors that was awarded the 2024 contract, Graybar, participates in the Omnia cooperative purchasing program which allows us to purchase items directly while satisfying the City's procurement ordinance.
In recent months, the city has made four small pole and fixture purchases from Graybar totaling $20,795.10. The attached additional requests to purchase single and twin arm metal poles for $33,569.90 and spun concrete poles for $48,214.34 brings the total amount of purchases for lighting materials from Graybar (via Omnia Contract #EV2370) in 2025 to $102,579.34.
DISCUSSION:
Considering the relatively small quantity of poles that the city is looking to purchase, the lead time to receive these poles, and the time-sensitive need to make a few of each of these pole types available in our inventory as soon as possible, city staff is recommending that these purchases be approved. Since the overall inventories of poles, fixtures, and other electrical materials are reaching levels which warrant a single, considerably larger purchase to replenish, a Request for Bids will be published in the coming weeks for the bulk of materials needed in 2026.
These purchases will be funded using 340-4020-418.65-07 (Supplies-Repairs/Mtce/Street Lighting), which has a current balance of $232,336.60. Graybar is in a cooperative purchasing program, Omnia Contract #EV2370, satisfying the city's procurement ordinance.
IMPACT STATEMENT:
Failing to purchase a few of each of these replacement light pole types as soon as possible may result in the city's inability to maintain proper roadway lighting and safety.
RECOMMENDATIONS:
I request the proposed resolution be adopted.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing the director of purchasing to order street light poles from Graybar, Itasca, IL in the cumulative amount of $102,579.34.
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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's needs to restock several types of light poles to replace deteriorating or knocked down poles in locations throughout the City; and
WHEREAS, Graybar, who has supplied poles to the City in the past, participates in the Omnia cooperative purchasing program (contract #EV2370), which satisfies the city's procurement ordinance; and
WHEREAS, these purchases will be funded using 340-4020-418.65-07 (Supplies-Repairs/Mtce/Street Lighting), which has a current balance of $232,336.60; 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 order street light poles from Graybar, Itasca, IL in the cumulative amount of $102,579.34.