CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Bid 21-391, Molded Rubber and Cold Shrink Products, to Fletcher-Reinhardt Company and Universal Utility Supply Company for an amount not to exceed $115,919.20 and for a one-year term
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DEPARTMENT: Electric Utility
SUBMITTED BY: Brian Groth, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Naperville Electric Utility (Utility) requires molded rubber products, cold and heat shrink terminations, splices and arrestors to perform maintenance on the electrical system. These products, which are kept in inventory by the Utility, are used to repair underground distribution cables and make connections of these cables to transformers and switchgear for both capital and emergency projects.
In December 2021, the Utility issued Bid 21-391, Molded Rubber and Cold Shrink Products, to contract with a qualified vendor to supply needed items over the course of the fiscal year. The approved manufacturer part numbers list and estimated quantities required for the year were supplied as part of the bid documents. Due to the materials needed to manufacture the products, multiple-year commitments are not available.
DISCUSSION:
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Advertisement Date: |
12/02/2021 |
Notices Sent: |
114 |
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Opening Date: |
12/20/2021 |
Planholders: |
7 |
|
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Proposals Received: |
3 |
Lowest bids were received from the following vendors for the following line items:
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Vendor Name |
Item |
Proposed Cost |
|
Fletcher-Reinhardt Company |
3-6, 8-12, 15, 17, 24-25 |
$70,470.20 |
|
UUSCO |
1-2, 13, 16, 18, 21-23, 26-27 |
$45,449.00 |
|
WESCO |
N/A |
NON-RESPONSIVE |
WESCO was found non-responsive because an exception was taken that pricing was only valid for 30 days from the submission of the award, which not a part of the bid. Also, two items were not bid on by any vendor (7 & 14) and cannot be awarded and will be procured separately as needed. Staff will purchase select items at unit cost from the lowest responsive and responsible bidder for each category line item.
The term of this contract is one-year from January 1, 2022 to December 31, 2022 with no options to extend.
FISCAL IMPACT:
CIP#: N/A
Molded Rubber and Cold Shrink Products are expensed to the Operating Supplies account listed below. A total of $4,000,000 has been budgeted for Electric Warehouse Supplies in 2022. The requested award is within the budgeted amount for this expense.
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Account Number |
Fund Description |
Total Budget Amount |
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40101300-514407 |
Electric Utility |
$4,000,000 |