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TO: Mayor Richard C. Irvin
FROM: Ian Wade, PE - Capital Projects Manager
DATE: July 13, 2023
SUBJECT:
A resolution authorizing the Director of Purchasing to enter into an agreement with Volunteer Supply Industries, Ltd., 105 E Galena Blvd, Suite 806, Aurora, IL 60505 in an amount not to exceed $367,190.00 for the purchase of lighting materials for various locations throughout the City.
PURPOSE:
To obtain approval to authorize the Director of Purchasing to enter into an agreement with Volunteer Supply Industries, Inc., 105 E Galena Blvd, Suite 806, Aurora, IL 60505 in an amount not to exceed $367,190.00 for the purchase of lighting materials for various locations throughout the City.
BACKGROUND:
Annually, the City purchases and installs various light fixtures and associated components to upgrade or supplement existing fixtures throughout the City. To purchase the 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 two bids were read aloud on May 31, 2023. Of the two bids received, Volunteer Supply Industries, Ltd. was determined to be the lowest responsible bidder in the amount of $367,190.00.
The bid was structured to indicate that the City may not purchase the full amount of any of the specified fixtures, but to establish the unit prices for the items that may be needed. Accordingly, the City only intends to open the initial purchase order in the amount of $184,160.00.
The funds required for this purchase will be paid from account 340-4020-418.65-07 (which has a current balance of $228,259.25). Should additional funding above and beyond the initial Purchase Order amount of $184,160.00 be required, a budget transfer will be required. In that event, the overall amount of $367,190.00 as authorized in this resolution will not be exceeded.
The bid was subject to the Local Bidder Ordinance, but that did not impact the bids as the local vendor was the low bidder.
IMPACT STATEMENT:
None.
RECOMMENDATIONS:
I request the proposed resolution be adopted.
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the Director of Purchasing to enter into an agreement with Volunteer Supply Industries, Ltd., 105 E Galena Blvd, Suite 806, Aurora, IL 60505 in an amount not to exceed $367,190.00 for the purchase of lighting materials for various locations throughout the City.
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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, three bids for Lighting Materials 2023 were received; and
WHEREAS, Volunteer Supply Industries, Ltd., 105 E Galena Blvd, Suite 806, Aurora, IL 60505 was the low bidder (Exhibit A); and
WHEREAS, the Purchase Order will be funded from account 340-4020-418.65-07; and
WHEREAS, the initial Purchase Order will be processed for purchases up to $184,160.00 and should additional expenditures be required a future budget transfer will be processed; in that event, the overall expenditure related to this resolution will not exceed $367,190.00; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: The Director of Purchasing is authorized enter into an agreement with Volunteer Supply Industries, Ltd., 105 E Galena Blvd, Suite 806, Aurora, IL 60505 in an amount not to exceed $367,190.00 for the purchase of lighting materials for various locations throughout the City.