cover
TO: Mayor Richard C. Irvin
FROM: David E. Schumacher, P.E., Superintendent of Water Production
DATE: November 19, 2020
SUBJECT:
A Resolution Authorizing purchases from IDEXX Laboratories, Inc., for budget year 2021 for the Water Production Division
PURPOSE:
To obtain authorization for various purchases from IDEXX Laboratories, Inc. (IDEXX), during the budget year 2021 totaling approximately $35,000.00.
BACKGROUND:
Since 2005, the Water Production Division (WPD) has purchased specific materials and supplies from IDEXX to complete detailed bacteriological testing to 1) meet the city's regulatory requirements; 2) for external parties for revenue; and 3) for treatment process monitoring.
DISCUSSION:
Over the past several years several changes have occurred which has led to a need to purchase additional quantities of these same supplies from IDEXX requiring City Council approval for purchases from one supplier greater than $25,000.00 Some of these changes are: 1) The modification of the city's Precautionary Localized Boil Order procedure which requires bacteriological sample clearance prior to placing a repaired water main back into active service; 2) The Illinois Environmental Protection Agency has revised the testing protocol on which newly installed water mains are to be verified to insure proper disinfection; 3) The WPD Laboratory processes about 150 monthly bacteriological samples for approximately 17 external water supply customers. The processing of these external samples provides approximately $17,000 per year in off-setting revenue for the city.
As indicated by the attached sole-source letter from IDEXX, they are the sole supplier for the potable water supply market of the needed Colilert reagent, Coililert-18 reagent, IDEXX sample vessels, and the associated QA/QC controls for the testing. Accordingly, the WPD cites the City of Aurora Code of Ordinances, Exceptions to Competitive Bidding Requirement, Article 5, Sec 2-335 (a) (3), "...the product or service desired is provided by only one (1) person..." These are sole source provider purchases, therefore local preference does not apply.
IDEXX has a well-established and successful history of providing products and material needed in a timely manner while avoiding issues with backordered or out-of-stock items for the WPD.
Funds have been requested in the 2021 City Budget in Account No. 510-4058-511-61-30.
IMPACT STATEMENT:
Not approving these purchases from IDEXX would require the city to have regulatory reporting bacteriological samples analyzed by external parties at increased costs as well as stop the WPD Laboratory from processing bacteriological samples from others for revenue.
RECOMMENDATIONS:
That a resolution authorizing the sole source purchases, via City Code section 2-335 (a) (3), from IDEXX Laboratories, Inc., for budget year 2021 in an estimated amount of $35,000.00 be approved by the Mayor and City Council. It is further recommended that this matter be submitted to the Finance Committee for review and recommendation.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution Authorizing purchases from IDEXX Laboratories, Inc., for budget year 2021 for the Water Production Division
body
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 Water Production Division purchases specific materials and supplies from IDEXX Laboratories, Inc., to complete detailed bacteriological testing for regulatory requirements, external parties for revenue, and treatment process monitoring; and
WHEREAS, IDEXX has provided the products to the City with satisfactory results over an extended period of time, and
WHEREAS, the expected quantity of materials and supplies in budget year 2021 is estimated to cost approximately $35,000.00; and
WHEREAS, budgetary authority for this purchase has been requested in the 2021 City Budget in Account No. 510-4058-511-61-30; and
WHEREAS, per City of Aurora Code of Ordinances, Exceptions to Competitive Bidding Requirement, Article 5, Sec 2-335 (a) (3), "...the product or service desired is provided by only one (1) person...";
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: subject to the approval of this item in the 2021 budget, hereby authorizes the sole source purchases, via City Code section 2-335 (a) (3), from IDEXX Laboratories, Inc., for budget year 2021 in an estimated amount of $35,000.00 for the Water Production Division, and does hereby further authorize its Purchasing Director to issue necessary orders to implement purchase of same.