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TO: Mayor Richard C. Irvin
FROM: Ian Wade, Capital Projects Manager
DATE: May 12, 2025
SUBJECT:
A resolution authorizing the Director of Purchasing to enter into agreements with Indoff LLC, 11816 Lackland Rd, St. Louis, MO 63146 and Volunteer Supply Industries, Ltd., 105 E Galena Blvd, Suite 806, Aurora, IL 60505 in amounts not to exceed $32,500.00 and $53,866.00, respectively, 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 agreements with Indoff LLC, 11816 Lackland Rd, St. Louis, MO 63146 and Volunteer Supply Industries, Ltd. (VSI), 105 E Galena Blvd, Suite 806, Aurora, IL 60505 in amounts not to exceed $32,500.00 and $53,866.00, respectively, 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 replace existing fixtures throughout the City. To purchase this 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 four bids were received on February 26, 2025. Of the bids received, Indoff was determined to be the lowest responsible bidder for the requested led fixture replacement drivers and Volunteer Supply Industries, Ltd. was determined to be the lowest responsible bidder for each of the three lighting fixtures.
Since the combined amount of the low bids received for the quantities of the four items requested was less than $50,000 (see attached Evaluation Tabulation), purchase orders for Indoff and VSI were opened for the amounts submitted ($20,000.00 and $26,933.00, respectively). However, it has since been determined that additional quantities will likely be needed, so we are requesting authorization to orde...
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