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TO: Mayor Richard C. Irvin
FROM: Ian Wade, Capital Projects Manager
DATE: March 11, 2024
SUBJECT:
A resolution authorizing the Director of Purchasing to enter into agreements with Graybar Electric, 1 Pierce Place, Suite 800, Itasca, IL 60143 and Volunteer Supply Industries, Ltd., 105 E Galena Blvd, Suite 806, Aurora, IL 60505 in amounts not to exceed $243,818.80 and $20,370.00, 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 Graybar Electric, 1 Pierce Place, Suite 800, Itasca, IL 60143 and Volunteer Supply Industries, Ltd., 105 E Galena Blvd, Suite 806, Aurora, IL 60505 in amounts not to exceed $243,818.80 and $20,370.00, 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 supplement 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 read aloud on February 21, 2024. Of the bids received, Graybar Electric was determined to be the lowest responsible bidder for 6 of the 7 items and Volunteer Supply Industries, Ltd. was determined to be the lowest responsible bidder for the other item. Note that Graybar Electric submitted four product alternates for pre-approval during the bidding window. These items were reviewed and approved by the City's Electrical Division and the subsequent pricing submitted for three of the four ended up as the lowest responsible bid for each of those items (see attached "Bid Tabulation" and "Bid Tabulation - Low Bid Items" for details).
The bid was structured to indicate th...
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