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TO: Mayor Richard C. Irvin and City Council
FROM: Tim Weidner, P.E., Engineering Coordinator
DATE: July 25, 2024
SUBJECT:
A Resolution authorizing the execution of a contract with Compass Minerals America Inc. in the amount of $773,372.00 and the appropriation and expenditure of MFT funds for an amount up to $1,000,000.00 for salt purchases.
PURPOSE:
To execute a contract with Compass Minerals and execute the Illinois Department of Transportation (IDOT) resolution necessary to appropriate Motor Fuel Tax (MFT) funds for the purchase of sodium chloride (rock salt) for 2024 (MFT Section No. 24-00000-00-GM).
BACKGROUND:
The bulk road salt to be used for snow removal is typically purchased through the State's Central Management Services Office and the DuPage County Procurement Services Division; both entities secured multiple bids through a publicly advertised sealed process, establishing competitive unit prices. At this time, it is necessary to also fill the new salt dome at the new Public Works facility.
DISCUSSION:
The filling of the dome was not included in the scope of work with the DuPage County or the State of Illinois Road Salt Bid. Therefore, the City went out to bid on its own outside of the typical process.
Bids were opened and publicly read on July 17, 2024 (Bid No. 24-077). The bid tabulation for the 5 bids received is attached as Exhibit 'C'. The lowest responsible bid was submitted by Compass Minerals America Inc. in the amount of $773,372.00. A copy of the submitted bid is attached as Exhibit 'D' which includes the complete bid documents. Compass Minerals has provided bulk road salt to the City for a number of years. We recommend awarding the salt purchase to Compass Minerals America Inc. for the unit prices submitted.
The local preference ordinance does not apply due to the funding source (MFT).
Prior to any expenditure of MFT funds, the State must review the proposed expenditure and authorize the use of MFT funds. The $1,000,000.00 is a rounded up value that includes some contingency for additional expenditures in 2024. The actual expenditure is dependent upon the severity of the winter and the number of events that require the use of these chemicals. Any unused funds from this expenditure will be returned to the City's unobligated MFT balance at the end of 2024.
The 2024 budget includes these expenditures within account 203-4060-431.65-32 (Salt).
Exhibit 'A' is the Resolution for Maintenance Under the Illinois Highway Code required by IDOT to be passed by the City Council. Exhibit 'B' is the Estimate of Maintenance Costs form which is a required submittal with the resolution.
IMPACT STATEMENT:
Approval of this resolution will provide the City with the necessary materials to perform proper snow and ice control on city streets during the 2024 calendar year.
RECOMMENDATIONS:
Please forward this resolution to the Finance Committee for their review and recommendation.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing the execution of a contract with Compass Minerals America Inc. in the amount of $773,372.00 and the appropriation and expenditure of MFT funds for an amount up to $1,000,000.00 for salt purchases.
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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, it is necessary and desirable to purchase bulk rock salt to fill the new salt dome at the new Public Works Facility; and
WHEREAS, bids were received and publicly opened and read on July 17, 2024, with bid tabulation attached hereto and incorporated as Exhibit 'C'; and
WHEREAS, Compass Minerals America Inc. was the lowest responsible bidder in the amount of seven hundred seventy three thousand three hundred seventy two dollars and zero cents ($773,372.00); and
WHEREAS, in accordance with the Illinois Department of Transportation, Bureau of Local Roads and Streets Policy and Procedures; and
WHEREAS, said Policy and Procedures require that the Local Agency adopt a resolution appropriating Motor Fuel Tax Funds for general maintenance projects; and
WHEREAS, the City of Aurora has estimated additional material costs for snow removal and deicing operations for the 2024 calendar year to be $1,000,000.00; and
WHEREAS, 2024 budget has the funds budgeted in account 203-4060-431.65-32 (Salt); and
WHEREAS, the City of Aurora desires to appropriate Motor Fuel Tax Funds for MFT Section 24-00000-00-GM.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Mayor is hereby authorized to execute a contract with Compass Minerals America Inc. for the unit prices shown within the bid as set forth in Exhibit 'D'.
BE IT RESOLVED, that one million dollars ($1,000,000.00) of available MFT Funds, Motor Fuel Tax Section Number 24-00000-00-GM shall be and hereby is appropriated for the purposes set forth in this resolution; and further
BE IT RESOLVED, that the Mayor and the Clerk respectively, shall be and hereby are directed to execute all the aforementioned documents on behalf of the City and any other documents required to carry the purposes of this resolution into execution, including, but not limited to the document entitled “Resolution for Maintenance Under the Illinois Highway Code, Form (BLR 14220)” attached to this Resolution as Exhibit 'A'.