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TO: Mayor Richard C. Irvin
FROM: Ian Wade, Capital Projects Manager
DATE: March 25, 2024
SUBJECT:
A resolution authorizing the Director of Purchasing to enter into agreements with Aurora Wire and Fixture Company (AWF), Electric Conduit Construction (ECC), and Platt Electric, Inc in a cumulative amount not to exceed $450,000 for the relocation of existing electrical infrastructure from vaults located under the sidewalk along Broadway from Benton Street to New York Street.
PURPOSE:
To obtain approval to authorize the Director of Purchasing to enter into agreements with three vendors to relocate existing electrical infrastructure from vaults located under the sidewalk along Broadway from Benton to New York.
BACKGROUND:
As part of the upcoming Broadway Streetscape/Reconstruction project, the City is looking to infill all remaining under-sidewalk utility vaults along the three blocks of Broadway from Benton to New York. Before these vaults can be infilled, all existing electrical service that is currently located within the vaults must be relocated to the adjacent basement of the respective buildings.
DISCUSSION:
The City solicited bids from contractors for this relocation work in December 2023 but received no bids in response to the published request. Following this failed attempt to retain a single contractor to perform the entire scope of this relocation contract, the City elected to conduct a site visit with three contractors (AWF, ECC, and Platt Electric) that had expressed interest in the project. Due to the facts that the pricing received from all three contractors was reasonably similar (all within 15% of each other) and the City needs to get this work completed in a timely manner to not impede the overall progress of the Broadway project, staff is recommending the work be divided evenly among the three contractors.
City staff is currently working with the contractors and ComEd to determine the best grouping of vaults for each contractor and is requesting that the three initial Purchase Orders be opened in the amount of $150,000 each. This will allow each contractor to coordinate site visits to 4-5 vaults and determine the precise, up to date scope of relocation work required at each location. Once the scopes and subsequent lead times for the required equipment are established, the City may request that individual vaults within the scope of any given contractor be performed by one of the other contractors based on availability, staffing, or lead times of equipment.
The cumulative amount of the three agreements will not exceed $450,000. These agreements are part of the approved 2024 CIP A055 and will be paid using account 340-1830-465.73-76, which has a current balance of $6,019,750.02.
IMPACT STATEMENT:
Failure to relocate the electrical services in a timely manner will delay the infilling of the vaults and subsequently the Broadway project as a whole.
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 Aurora Wire and Fixture Company (AWF), Electric Conduit Construction (ECC), and Platt Electric, Inc in a cumulative amount not to exceed $450,000 for the relocation of existing electrical infrastructure from vaults located under the sidewalk along Broadway from Benton Street to 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, no bids were received for relocating electrical service from all under-sidewalk vaults along Broadway from Benton Street to New York Street; and
WHEREAS, the City subsequently requested and received comparable pricing for a single vault from three contractors; and
WHEREAS, the contractors have agreed to divide the total scope of work among them; and
WHEREAS, initial Purchase Orders in the amount of $150,000 for each of the three contractors will be funded from account 340-1830-465.73-76; and
WHEREAS, neither the final total amount of any of the three Purchase Orders nor the cumulative amount of the three will exceed $450,000; 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 Aurora Wire and Fixture Company (AWF), Electric Conduit Construction (ECC), and Platt Electric, Inc in a cumulative amount not to exceed $450,000 for the relocation of existing electrical infrastructure from vaults located under the sidewalk along Broadway from Benton Street to New York Street.