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TO: Mayor Richard C. Irvin
FROM: Ian Wade, Capital Projects Manager
DATE: October 26, 2023
SUBJECT:
Resolution authorizing the Director of Purchasing to increase a Purchase Order with Oxie Valley Electric Supply, Aurora, IL to an amount not to exceed $70,000 for supplies needed by the Electrical Division.
PURPOSE:
To increase a Purchase Order with Oxie Valley Electric Supply to an amount not to exceed $70,000.
BACKGROUND:
Earlier this year the City published an Invitation to Bid (ITB) for annual pricing of supplies used by the Electrical Division during routine and ongoing maintenance of City infrastructure. Unit prices were received for specific anticipated supplies from two respondents. Purchase Orders were opened for both respondents in anticipation that 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.
Since the time of these contract awards, a handful of supplies have been needed which were either not included in the specific supplies requested in the ITB, were not available at either of the two contracted vendors, or were available for pickup in Rockdale, IL, which can be time prohibitive for the emergency/time-sensitive nature of certain repairs.
DISCUSSION:
Oxie Valley Electric Supply is a local vendor which has submitted bids for and been awarded this Electrical Supplies contract in the past but did not submit a response to this ITB this year. While our Electrical Division consistently attempts to purchase all supplies from the two vendors which responded this year (TCL Electrical & Lighting in North Aurora and Crescent Electric in Rockdale), certain situations and purchases have created the need to purchase from Oxie Valley.
Despite efforts to limit these one-off supply purchases, the Electrical Division has spent approximately $39,000 to date at Oxie Valley. This request is intend...
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