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TO: Mayor Richard C. Irvin
FROM: Ian Wade, Capital Projects Manager
DATE: May 12, 2025
SUBJECT:
A resolution authorizing the Director of Purchasing to enter into agreements with Indoff LLC, 11816 Lackland Rd, St. Louis, MO 63146 and Volunteer Supply Industries, Ltd., 105 E Galena Blvd, Suite 806, Aurora, IL 60505 in amounts not to exceed $32,500.00 and $53,866.00, respectively, 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 agreements with Indoff LLC, 11816 Lackland Rd, St. Louis, MO 63146 and Volunteer Supply Industries, Ltd. (VSI), 105 E Galena Blvd, Suite 806, Aurora, IL 60505 in amounts not to exceed $32,500.00 and $53,866.00, respectively, 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 replace 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 received on February 26, 2025. Of the bids received, Indoff was determined to be the lowest responsible bidder for the requested led fixture replacement drivers and Volunteer Supply Industries, Ltd. was determined to be the lowest responsible bidder for each of the three lighting fixtures.
Since the combined amount of the low bids received for the quantities of the four items requested was less than $50,000 (see attached Evaluation Tabulation), purchase orders for Indoff and VSI were opened for the amounts submitted ($20,000.00 and $26,933.00, respectively). However, it has since been determined that additional quantities will likely be needed, so we are requesting authorization to order an additional 250 drivers and an additional pallet (23 units) of each fixture. This will result in total updated Purchase Order amounts of $32,500.00 and $53,866.00 for Indoff and VSI, respectively.
While we may not end up needing to purchase all of the updated quantities, the total amounts of each Purchase Order will not exceed either the respective amounts listed in either this Resolution or the remaining balance of the account from which they will be paid (340-4020-418.65-07, which has a current balance of $307,957.39).
This bid was subject to Local Preference, but the lone local vendor (VSI) was not within the allowable threshold for consideration on the six items for which they were not the low bidder.
IMPACT STATEMENT:
If this purchase is not made and the additional fixtures prove to be needed due to a high volume of vehicular knock-downs, etc., the City would be unable to replace the necessary streetlights and could create dangerous driving conditions.
RECOMMENDATIONS:
I request the proposed resolution be adopted.
cc: Infrastructure & 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 agreements with Indoff LLC, 11816 Lackland Rd, St. Louis, MO 63146 and Volunteer Supply Industries, Ltd., 105 E Galena Blvd, Suite 806, Aurora, IL 60505 in amounts not to exceed $32,500.00 and $53,866.00, respectively, 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, four bids for lighting materials were received; and
WHEREAS, Indoff LLC was determined to be the lowest responsible bidder for the requested led fixture replacement drivers at an updated cost not to exceed $32,500.00; and
WHEREAS, Volunteer Supply Industries, Ltd., was the lowest responsbile bidder for the three fixtures at an updated cost not to exceed $53,866.00; and
WHEREAS, the total amounts of each Purchase Order will not exceed either the respective amounts listed in this Resolution or the remaining balance of the account from which they will be paid (340-4020-418.65-07, which has a current balance of $307,957.39); 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 enter into agreements with Indoff LLC, 11816 Lackland Rd, St. Louis, MO 63146 and Volunteer Supply Industries, Ltd., 105 E Galena Blvd, Suite 806, Aurora, IL 60505 in amounts not to exceed $32,500.00 and $53,866.00, respectively, for the purchase of lighting materials for various locations throughout the City.