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TO: Mayor Richard C. Irvin
FROM: Ian Wade, PE - Capital Projects Manager
DATE: July 13, 2023
SUBJECT:
A resolution authorizing the Director of Purchasing to enter into an agreement with Volunteer Supply Industries, Ltd., 105 E Galena Blvd, Suite 806, Aurora, IL 60505 in an amount not to exceed $367,190.00 for the purchase of lighting materials for various locations throughout the City.
PURPOSE:
To obtain approval to authorize the Director of Purchasing to enter into an agreement with Volunteer Supply Industries, Inc., 105 E Galena Blvd, Suite 806, Aurora, IL 60505 in an amount not to exceed $367,190.00 for the purchase of lighting materials for various locations throughout the City.
BACKGROUND:
Annually, the City purchases and installs various light fixtures and associated components to upgrade or supplement existing fixtures throughout the City. To purchase the equipment, the City obtains competitively bid pricing from suppliers which are then installed by the City's Electrical Division.
DISCUSSION:
Based on an estimated quantity of materials needed, a request for sealed bids was published and two bids were read aloud on May 31, 2023. Of the two bids received, Volunteer Supply Industries, Ltd. was determined to be the lowest responsible bidder in the amount of $367,190.00.
The bid was structured to indicate that the City may not purchase the full amount of any of the specified fixtures, but to establish the unit prices for the items that may be needed. Accordingly, the City only intends to open the initial purchase order in the amount of $184,160.00.
The funds required for this purchase will be paid from account 340-4020-418.65-07 (which has a current balance of $228,259.25). Should additional funding above and beyond the initial Purchase Order amount of $184,160.00 be required, a budget transfer will be required. In that event, the overall amount of $367,190.00 as authorized in this resolution will not be exceeded.
The bid was subject...
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