CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Bid 23-244, Molded Rubber and Cold Shrink Products, to Wesco, UUSCO and Powerline, for an amount not to exceed $421,000 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 Electric Utility (Utility) uses molded rubber products, cold and heat shrink terminations, splices, and arrestors to perform maintenance on the City’s electrical system. These products are kept in inventory and used to repair underground distribution cables and make connections of these cables to transformers and switchgear for both capital and emergency projects.
In October 2023, the City issued Bid 23-244, Molded Rubber and Cold Shrink Products to contract with qualified vendors to supply material over the course of the fiscal year.
DISCUSSION:
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Advertisement Date: |
10/13/2023 |
Notices Sent: |
144 |
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Opening Date: |
11/07/2023 |
Planholders: |
08 |
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Proposals Received: |
03 |
Bids were received from the following vendors:
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Vendor Name |
Proposed Cost |
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Universal Utility Supply |
$196,632.30 |
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Wesco Distribution, Inc. |
$319,454.75 |
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Power Line Supply |
$420,537.04 |
Bidders were provided the manufacturer part numbers and estimated quantities required for the year. Vendors provided costs for the items they are able to distribute. Three vendors responded to the request, UUSCO of Illinois, Wesco Distribution Inc. and Power Line Supply.
Due to supply chain issues for material affecting costs and delivery times, vendors will not hold pricing past 30 days. Staff recommends all three vendors be approved to supply the parts needed by the Utility. As material needs arise, the Utility warehouse staff will request current pricing and delivery from all three vendors to determine the lowest cost option with an acceptable delivery timeframe.
In 2023, the Utility ordered close to $485,000 in molded rubber and cold shrink products. Based on the quantities requested in the bid documentation being similar to 2023, staff intends to award $421,000 shown on the highest bid.
The term of this contract is one-year from January 1, 2024 to December 31, 2024 with no options to extend.
FISCAL IMPACT:
CIP#: Various
Molded Rubber and Cold Shrink Products are expensed to the below Operating Supplies account. In 2024 the Electric Utility budgeted $700,000 for various warehouse supplies. These supplies will be expensed to the below warehouse account; however, as they are used a transfer will be made to associate these items with the appropriate capital projects. The requested award is within budget.
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Account Number |
Fund Description |
Total Budget Amount |
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40101300-541407 |
Electric Utility |
$700,000 |
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