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TO: Mayor Richard C. Irvin
FROM: Ian Wade, Capital Projects Manager
DATE: September 3, 2020
SUBJECT:
A resolution authorizing the Director of Purchasing to enter into an agreement with Oxie Valley Electric Supply, 1700 Liberty Street, Aurora, IL 60505 in the amount of $198,160.00 for the purchase of street lighting poles/standards for East New York Street.
PURPOSE:
To obtain approval to authorize the Director of Purchasing to enter into an agreement with Oxie Valley Electric Supply, 1700 Liberty Street, Aurora, IL 60505 in the amount of $198,160.00 for the purchase of street lighting poles/standards for East New York Street.
BACKGROUND:
Most years, the City purchases and installs lighting bollards, street light standards and luminaires as part of streetscape projects, improvements, and upgrades at various locations throughout the City. While pricing for many of these recurring products is requested in a general Electrical Materials solicitation published and/or renewed annually, additional specific products are occasionally needed and bid out separately. These bids provide pricing to supply a specific product/brand, or generally equivalent alternatives (other brands, subject to City pre-approval), which will then be installed by the City's Electrical Division.
DISCUSSION:
Based on an estimated quantity of materials needed, a request for bids was published which included the original product requested and one approved equivalent. Eight responses were read aloud on July 29, 2020, with one of the bids received disqualified for submitting an unapproved equivalent. Of the seven qualified bids received, Oxie Valley Electrical Supply was selected for an award in the amount of $198,160.00.
It should be noted that Oxie Valley Electrical Supply did not submit the lowest bid read aloud, but because they are based in Aurora and their bid was within the threshold designated in the City's Local Preference Ordinance (O18-070, amended by O20-029 approved April 28, 2020), they were offered (and accepted) the opportunity to match the lowest, responsible, non-local bid amount as shown on the attached Bid Tabulation.
In order to responsibly manage the funds remaining in the designated Electrical Division account(s), this project will be funded half in 2020 and half in 2021. This will support the City's goal to manage cash flow through the end of the year and into 2021. This allows the City to stay well under the combined two year budget of $300,000 for this program. Account 340-4020-418.65-07, has an account balance of $150,000 for 2020 and the same funding level requested in 2021.
IMPACT STATEMENT:
The installation of this new street lighting poles/standards will enhance the aesthetics and safety of East New York Street.
RECOMMENDATIONS:
I request the proposed resolution be adopted.
cc: Information 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 Oxie Valley Electric Supply, 1700 Liberty Street, Aurora, IL 60505 in the amount of $198,160.00 for the purchase of street lighting poles/standards for East New York Street.
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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, the project was advertised publicly and later opened and read aloud at 2:00 p.m. on August 26, 2020; and
WHEREAS, seven qualified bids for street lighting poles/standards was received; and
WHEREAS, Oxie Valley Electric Supply, 1700 Liberty Street, Aurora, IL 60505 was the lowest qualified local bidder (Exhibit A); and
WHEREAS, funding will be provided for half of the fixtures ($99,080.00) this year from account 340-4020-418.65-07, with the remaining half to be purchased next year from similar account(s) to be determined.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: authorizing the Director of Purchasing to enter into an agreement with Oxie Valley Electric Supply, 1700 Liberty Street, Aurora, IL 60505 in the amount of $198,160.00 for the purchase of street lighting poles/standards for East New York Street.