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TO: Mayor Richard C. Irvin
FROM: Ian Wade, PE - Capital Projects Manager
DATE: February 13, 2023
SUBJECT:
A Resolution authorizing the Director of Purchasing to enter into an agreement with AWF, Inc. (dba Aurora Wiring & Fixture Company), PO Box 1268, Aurora, IL 60507 in the amount of $167,500.00 for the DSC Emergency Generator Installation.
PURPOSE:
To enter into an agreement with AWF, Inc. (dba Aurora Wiring & Fixture Company) to install and connect the previously purchased emergency backup generator for the DSC Building.
BACKGROUND:
Last year, the City published a Request for Bids to furnish and install a gas generator and electrical systems to provide emergency backup power for the Development Services Center (DSC) building. In addition to the actual generator and it's connections (which were in accordance with Mechanical design plans prepared by MGH Consulting Engineers), the scope of services also included excavation for and construction of a reinforced concrete pad and footings for the generator in accordance with plans and specifications provided by Fehr Graham. The lone bid received in response to this RFB was $455,940, which was more than 50% over the project budget of $300,000 and was therefore rejected (R22-209).
In order to reduce the overall cost of this project, the City elected to break the project into several smaller scopes of work which were contracted or procured separately as follows:
1. City staff reached out to and received pricing from numerous vendors directly and ultimately elected to utilize Sourcewell Cooperative Purchasing Contract #120617-CAT to purchase a Caterpillar G14.2-250kW Outdoor Natural Gas generator from Altorfer Power Systems of Addison, IL for $138,025.00 (R22-210). This generator was delivered to the City a few months ago and is ready to install.
The City attempted to procure the remaining scope of services for this project using this Sourcewell contract as well, but the quotes received were once again well beyond the project budget and therefore rejected.
2. The City then provided Purchase Orders to Wilson & Sons Construction, Inc. to construct the reinforced concrete slab upon which the generator will be located and to Holmgren Electric, Inc. to make the necessary conduit penetrations in both the new slab and the adjacent wall of the DSC building to accommodate the eventual connection of the generator. The total of these two Purchase Orders was $9,945.87.
3. An additional request for bids (which is the subject of this Resolution request) was then published to obtain pricing to make the final connection of the generator to the DSC building and two bids were received (see attached Bid Tabulation). Of these two bids, AWF, Inc. (dba Aurora Wiring & Fixture Company) was determined to be the lowest qualified bidder in the amount of $167,500.
DISCUSSION:
This project was originally included as a Decision Package in the amount of $300,000 in the 2022 City budget. Based on the delays and rebidding described above, $161,700 was carried over to account 287-4411-417.73-40 (ARPA Funding) for 2023. The necessary budget transfer(s) will be made to provide the additional $5,800 needed to create this Purchase Order for AWF.
It is worth noting that the City's revised, segmented approach to procurement on this project (at a total cost of $315,470) resulted in a cost savings to the City of over $140,000 when compared to the originally received and rejected all-inclusive bid of $455,940.
IMPACT STATEMENT:
By purchasing and installing an emergency backup generator at the Development Services Center, the City is proactively preventing costly loss of power and productivity.
RECOMMENDATIONS:
I request the proposed resolution be adopted.
cc: Infrastructure & 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 AWF, Inc. (dba Aurora Wiring & Fixture Company), PO Box 1268, Aurora, IL 60507 in the amount of $167,500.00 for the DSC Emergency Generator Installation
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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, a Request for Bids was advertised on January 15, 2023 and two bids were received; and
WHEREAS, of the two bids received, AWF, Inc. (dba Aurora Wiring & Fixture Company) was determined to be the lowest qualified bidder in the amount of $167,500; and
WHEREAS, funding will be provided from account 287-4411-417.73-40 (ARPA Funding).
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 an agreement with AWF, Inc. (dba Aurora Wiring & Fixture Company), PO Box 1268, Aurora, IL 60507 in the amount of $167,500.00 for the DSC Emergency Generator Installation.