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TO: Mayor Richard C. Irvin
FROM: Ian Wade, Capital Projects Manager
DATE: November 23, 2020
SUBJECT:
Resolution to adopt unit prices for the supply of materials needed for the Electrical Division for 2021/2022 calendar years.
PURPOSE:
To obtain approval adopt unit prices provided by three respondents for 2021/2022 Electrical Materials and Supplies for the Electrical Division.
BACKGROUND:
The City recently published an Invitation to Bid (ITB) for annual pricing of Electrical Division Materials and Supplies. The intent of this is to freeze commonly fluctuating unit prices. The previous pricing will expire December 31, 2020 and this year’s invitation will establish unit prices for 2021 and 2022 (with an option to renew in 2023) for materials and supplies used by the Electrical Division during routine and ongoing maintenance of City infrastructure.
The ITB for 2021/2022 Electrical Materials and Supplies was advertised in the newspaper and sent directly to several suppliers (see attached Vendor Listing). Unit prices were received from six respondents and are summarized in the attached Bid Tabulation. The respondents whose unit prices are recommended for acceptance provided the lowest price for specific items highlighted in yellow. The lowest price per item will be used unless delivery time becomes an issue, at which point the item would be purchased from the respondent with the next lowest price and necessary availability for that item.
By accepting prices from multiple respondents and establishing open purchase orders as necessary, the Electrical Division is able to readily pick up materials as needed rather than waiting to obtain individual quotes and a separate purchase order each time something is needed.
This bid was subject to Local Preference and one of the respondents whose unit prices are recommended for adoption was local. In accordance with the Ordinance, this respondent (Oxie Valley Electric Supply, Inc.) was offered (and accepted) the opportunity to match the low price provided for the lone applicable item (line item 3 on the attached Bid Tabulation).
DISCUSSION:
Funding for materials, supplies, and LED light fixtures is budgeted in Supplies-Repairs/Maintenance/Street Lighting accounts 340-4020-418.65-07, 231-4020-418.65-07, 235-4020-418.65-07, 236-4020-418.65-07, and may be supplemented with other accounts to be determined.
IMPACT STATEMENT:
This contract will minimize the turnaround time for our Electrical Division to respond to issues and return City-owned lighting and electrical infrastructure to a safe and operable condition.
RECOMMENDATIONS:
I request the proposed resolution to be adopted
cc: Infrastructure & Technology
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution to adopt unit prices provided by respondents for 2021/2022 Electrical Materials and Supplies for the Electrical Division.
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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, an Invitation to Bid and establish unit prices for Electrical Materials and Supplies for the Electrical Division was properly solicited with six responses; and
WHEREAS, the City of Aurora accepts and adopts pricing received multiple respondents for 2021/2022 Electrical Materials and Supplies; and
WHEREAS, the contract will be January 1, 2021 through December 31, 2022 with an optional 1 year extension upon mutual consent between the contractor and City of Aurora, for which the Division and the Director of Purchasing shall have the authority to take any and all steps necessary to execute and implement the extensions stated in the contract without further approval required by City Council; and
WHEREAS, funding for 2021/2022 Electrical Materials and Supplies is budgeted in accounts 340-4020-418.65-07, 231-4020-418.65-07, 235-4020-418.65-07, 236-4020-418.65-07, and may be supplemented with accounts to be determined; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: to adopt unit prices provided by multiple respondents for 2021/2022 Electrical Materials and Supplies for the Electrical Division.