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TO: Mayor Thomas J. Weisner
FROM: L. Eric Schoeny, P.E. Drainage and Underground Coordinator, Interim Superintendent of Water and Sewer Maintenance
DATE: February 12, 2016
SUBJECT:
Resolution Increasing purchase order number 278658 with LaFarge Aggregates Illinois Incorporated (LaFarge) in the amount of $17,424.46 for materials received in 2015.
PURPOSE:
The purpose for this resolution is to obtain council authority to increase Purchase Order 278658 with LaFarge from $25,000.00 to $42,424.46 for materials received by the Water and Sewer Division in 2015.
BACKGROUND:
Prior to 2015, stone and gravel needed for water and sewer repairs were purchased from two vendors. Gravel was often purchased from Fox Ridge Stone Company in Oswego Illinois. In addition to providing sand and gravel the Fox Ridge Stone Company also operates a Clean Construction Demolition Debris (CCDD) landfill. This arrangement made it economical to haul a load of gravel back to Aurora after disposing of a load of spoils. In past years purchases from LaFarge were typically less than the threshold that required council action. However, during 2014, Fox Ridge Stone Company stopped providing gravel and the City gained free access to the CCDD facility located adjacent to LaFarge near Sullivan Road and Route 25. This new arrangement unexpectedly resulted in purchases from LaFarge that exceeded the requirement for council action.
The Water and Sewer Maintenance Division is currently working on a request for proposals for the supply of gravel and stone. This request for proposals will be sent to surrounding aggregate suppliers. The proposals will be evaluated based on the unit prices for the material as well as hauling expenses for both the aggregate and spoils disposal.
DISCUSSION:
The 2015 and 2016 budget provides funding for this service in Account 510-4063-511-65-21, Water and Sewer Fund.
IMPACT STATEMENT:
This resolution must be adopted in order to ensure that payments for materials received in 2015 comply with the City of Aurora's Purchasing Policy.
RECOMMENDATIONS:
Please consider adopting the attached resolution.
cc: Alderman O’Connor, Chairman
Alderman Mervine
Alderman Bohman
Alderman Mesiacos, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Ratifying Purchases from LaFarge Aggregates Illinois in the Amount of Seventeen Thousand Four Hundred and Twenty Four Dollars and 46 Cents ($17,424.46) for the Purchase of Materials Received by the Water and Sewer Division
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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, 2015 expenditures for gravel needed for water and sewer repairs through purchase order number 278658 have exceeded the threshold requiring City Council approval; and
WHEREAS, the 2015 and 2016 budget provides funding for the purchase of gravel in account 510-4063-511-65-21; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the Director of Purchasing is hereby authorized to increase purchase order number 278658 by Seventeen Thousand Four Hundred and Twenty Four Dollars and 46 Cents ($17,424.46) for the purchase of materials received by the Water and Sewer Division.