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TO: Mayor Richard C. Irvin
FROM: Ian Wade, Capital Project Manager
DATE: December 18, 2018
SUBJECT:
Resolution authorizing the Director of Purchasing to accept the bids establishing unit rates for the 2019/2020 Electrical Materials and Supplies not to exceed $100,000 per year for the Electrical Division
PURPOSE:
To obtain approval to accept the bids received for the 2019/2020 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 sending this out is to freeze commonly fluctuating unit prices for the materials, supplies and LED light fixtures used by the Electrical Division. The previous pricing has expired and this year’s invitation will establish unit prices for 2019 and 2020 (with an option to renew in 2021) for materials and supplies used by the Electrical Division during routine and ongoing maintenance of City infrastructure. These rates and open purchase orders may also be used to purchase LED street light fixtures from accounts to be determined as part of the City’s involvement in the ongoing Com Ed energy efficiency incentive program.
By accepting rates from all six 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.
The ITB for 2019/2020 electrical materials and supplies was advertised in the newspaper and sent directly to several suppliers. The pricing received from the six respondents is provided. The lowest bid 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 bid and necessary availability for that item. Purchases utilizing the unit rates established through this resolution will not exceed $100,000 without additional authorization.
DISCUSSION:
Funding for materials, supplies, and LED light fixtures is budgeted in accounts 340-4020-418.65-07 (Supplies-Repairs/Maintenance / Street Lighting), 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 will not exceed a total of $100,000 per year
IMPACT STATEMENT:
None
RECOMMENDATIONS:
I request the proposed resolution to be adopted
cc: Alderman O’Connor, Chairman
Alderman Mesiacos
Alderman Bugg
Alderman Mervine, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution to accept the bids for the 2019/2020 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 materials, supplies, and LED light fixtures not to exceed $100,000 per year for the Electrical Division was properly solicited with three bidders responding of which unit prices have been determined fair; and:
WHEREAS, the City of Aurora accepts the three bids received for the 2019/2020 Electrical Materials and Supplies; and
WHEREAS, funding for the 2017/2018 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
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Director of Purchasing accept the bids received for the 2019/2020 Electrical Materials and Supplies.