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TO: Mayor Richard C. Irvin
FROM: Ian Wade, Capital Projects Manager
DATE: March 11, 2024
SUBJECT:
A resolution authorizing the Director of Purchasing to enter into agreements with Graybar Electric, 1 Pierce Place, Suite 800, Itasca, IL 60143 and Volunteer Supply Industries, Ltd., 105 E Galena Blvd, Suite 806, Aurora, IL 60505 in amounts not to exceed $243,818.80 and $20,370.00, 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 Graybar Electric, 1 Pierce Place, Suite 800, Itasca, IL 60143 and Volunteer Supply Industries, Ltd., 105 E Galena Blvd, Suite 806, Aurora, IL 60505 in amounts not to exceed $243,818.80 and $20,370.00, 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 supplement 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 read aloud on February 21, 2024. Of the bids received, Graybar Electric was determined to be the lowest responsible bidder for 6 of the 7 items and Volunteer Supply Industries, Ltd. was determined to be the lowest responsible bidder for the other item. Note that Graybar Electric submitted four product alternates for pre-approval during the bidding window. These items were reviewed and approved by the City's Electrical Division and the subsequent pricing submitted for three of the four ended up as the lowest responsible bid for each of those items (see attached "Bid Tabulation" and "Bid Tabulation - Low Bid Items" for details).
The bid was structured to indicate that the City may not purchase the full amount of any of the specified fixtures and the primary intent is to establish the unit prices for the items that may be needed. Accordingly, the Purchasing Division will review current needs with the Electrical Division and determine the amounts of the initial Purchase Orders. Neither the initial nor the total amounts of each Purchase Order will 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 $360,100.00).
This bid was subject to Local Preference, but the lone local vendor (Volunteer Supply Industries, Ltd.) was not within the allowable threshold for consideration on the six items for which they were not 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 agreements with Graybar Electric, 1 Pierce Place, Suite 800, Itasca, IL 60143 and Volunteer Supply Industries, Ltd., 105 E Galena Blvd, Suite 806, Aurora, IL 60505 in amounts not to exceed $243,818.80 and $20,370.00, 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 2024 were received; and
WHEREAS, Graybar Electric, 1 Pierce Place, Suite 800, Itasca, IL 60143 was the low bidder for six of the seven items at a cost not to exceed $243,818.80; and
WHEREAS, Volunteer Supply Industries, Ltd., 105 E Galena Blvd, Suite 806, Aurora, IL 60505 was the low bidder for one of the seven items at a cost not to exceed $20,370.00; and
WHEREAS, the Purchase Orders will be funded from account 340-4020-418.65-07; and
WHEREAS, neither the initial nor the total amounts of each Purchase Order will 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 $360,100.00); and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: The Director of Purchasing is authorized to enter into agreements with Graybar Electric, 1 Pierce Place, Suite 800, Itasca, IL 60143 and Volunteer Supply Industries, Ltd., 105 E Galena Blvd, Suite 806, Aurora, IL 60505 in amounts not to exceed $243,818.80 and $20,370.00, respectively, for the purchase of lighting materials for various locations throughout the City.