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TO: Mayor Thomas J. Weisner
FROM: Esther L. Phillips, Director of Purchasing
James Birchall, Superintendent of Central Services
DATE: February 29, 2016
SUBJECT:
A resolution accepting bids to establish a city-wide janitorial supplies program.
PURPOSE:
This resolution is needed to provide an efficient process for the economic purchase of various janitorial supplies for all city facilities.
BACKGROUND:
The city has been purchasing janitorial supplies either through the Kane County cooperative program or from various vendor's utilized for the same over the years. Each division purchasing supplies have remained within the city’s purchasing threshold.
On November 23, 2015 bids were received from six suppliers to provide unit prices for the majority of supplies needed for typical cleaning of city locations by staff or janitorial services hired to clean our facilities. The prices submitted will be valid through December 31, 2016 with the option to extend the contract for two one-year renewal periods.
DISCUSSION:
Bids were received from six suppliers. To enable the city staff to be reasonably efficient in administering the system for procuring janitorial supplies, it would be prudent to limit the number of selected vendors to three. The attached cost summary and bid tabulation reflect the three lowest bid proposals.
Per the bid specifications, suppliers agree to deliver orders no later than the third day following the city’s order request or receipt of a purchase order. Catalog discounts shall be utilized where offered by suppliers for supply items not listed on the core list.
The 2016 budget provides funding for these purchases within the various divisions building maintenance 65-05 accounts.
IMPACT STATEMENT:
By providing an efficient way to purchase needed janitorial supplies, this resolution will provide city departments with the highest quality and lowest cost janitorial supplies.
RECOMMENDATIONS:
That a resolution establishing a city-wide janitorial supplies program be approved.
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 to establish a city-wide janitorial supplies program.
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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, on November 23, 2015 bids were received from six suppliers to provide unit prices for the majority of supplies needed for typical cleaning of city locations by staff or janitorial services hired to clean our facilities; and,
WHEREAS, to enable the city staff to be reasonably efficient in administering the system for procuring janitorial supplies, it would be prudent to limit the number of selected vendors to three: Warehouse Direct (Des Plaines, IL), Janco Supply, Inc. (Aurora, IL), HP Products Corp. (Indianapolis, IN); and
WHEREAS, prices submitted will be valid through December 31, 2016 with the option to extend contracts for two one-year renewal periods based upon mutual agreement between the suppliers and the City of Aurora; and
WHEREAS, the various City of Aurora division 2016 budgets provide funding for the purchase of janitorial supplies in their 65-05 accounts.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the City of Aurora's Director of Purchasing is hereby authorized to adopt the unit prices for janitorial supplies as listed on the attached bid tabulation.