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TO: Mayor Richard C. Irvin
FROM: Ian Wade, Capital Projects Manager
DATE: August 10, 2020
SUBJECT:
A resolution authorizing the Director of Purchasing to enter into an agreement with Electrical Resource Management, 401 S. Carlton Avenue, Wheaton, IL 60187 for an amount not to exceed $75,000 for the purchase of lighting materials for various locations downtown.
PURPOSE:
To obtain approval to authorize the Director of Purchasing to enter into an agreement with Electrical Resource Management, 401 S. Carlton Avenue, Wheaton, IL 60187 for an amount not to exceed $75,000 for the purchase of lighting materials for various locations downtown.
BACKGROUND:
Most years, the City needs to purchase and install lighting bollards, street light standards and luminaires as part of streetscape projects, improvements, and upgrades at various locations downtown. As necessary, the City requests pricing to supply these materials, which will then be installed by the City's Electrical Division.
DISCUSSION:
Based on an estimated quantity of materials needed, a request for sealed bids was published in January and the lone response from Electrical Resource Management was read aloud on February 12, 2020. This Invitation to Bid was published in the Aurora Beacon News, on DemandStar (a free national bid/rfp notification website) and the City's website. The City's website notified 106 subscribers/potential vendors of the opportunity and 33 pulled/viewed the document from the website.
The pricing submitted by Electrical Resource Management aligns with City staff's expectations and is therefore recommended for award.
This bid was subject to Local Preference but was not an impact on the decision as only one bid was received.
Since the full quantity of materials estimated was not immediately needed, an initial Purchase Order (number 293979) was opened on April 3, 2020 in an amount not to exceed $25,000 using account 340-4020-418.65-07.
Now that additional materials are needed, a Resolution and the requisite Committee and Council approvals are requested to increase this Purchase Order to a not to exceed maximum value of $75,000. The additional $50,000 requested to increase the Purchase Order will be funded as follows:
|
Account Number |
Available Balance |
Amount to be Used |
|
340-4020-418.65-07 |
$174,998.24 |
$25,000 |
|
101-4020-418.65-07 |
$ 19,528.24 |
$12,500 |
|
101-4020-418.38-09 |
$ 29,595.00 |
$12,500 |
IMPACT STATEMENT:
The installation of these new or upgraded lighting materials will enhance the aesthetics and safety of the downtown area.
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 Electrical Resource Management, 401 S. Carlton Avenue, Wheaton, IL 60187 for an amount not to exceed $75,000 for the purchase of lighting materials for various locations downtown.
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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 February 12, 2020; and
WHEREAS, one bid for Downtown Lighting Materials was received; and
WHEREAS, Electrical Resource Management, 401 S. Carlton Avenue, Wheaton, IL 60187 was the low bidder (Exhibit A); and
WHEREAS, , an initial Purchase Order (number 293979) was opened on April 3, 2020 in an amount not to exceed $25,000 using account 340-4020-418.65-07. Now that additional materials are needed, that Purchase Order needs to be increased to a not to exceed maximum value of $75,000. The additional $50,000 requested to increase the Purchase Order will be funded from accounts 340-4020-418.65-07 ($25,000), 101-4020-418.65-07 ($12,500), and 101-4020-418.38-09 ($12,500); and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: A resolution authorizing the Director of Purchasing to enter into an agreement with Electrical Resource Management, 401 S. Carlton Avenue, Wheaton, IL 60187 for an amount not to exceed $75,000 for the purchase of lighting materials for various locations downtown.