HomeMy WebLinkAboutContract - Motion Industries Incorporated - Purchase Electrical Motor Protective Relays $81,584.73 7.31.25-12.31.25 Memorandum
To: Honorable Mayor and Members of the City Council
CC: Members of Administration and Public Works Committee
From: Darrell King, Water Production Bureau Chief
CC: Edgar Cano, Public Works Agency Director
Subject: Approval of a Single-Source Contract with Motion Industries
Incorporated for the Purchase of Electrical Motor Protective Relays
Date: June 9, 2025
Recommended Action:
Staff recommends that the City Council authorize the City Manager to execute an agreement
with Motion Industries Incorporated (2380 United Lane, Elk Grove Village, IL 60007) for the
purchase of electrical motor protective relays in the not-to-exceed amount of $81,584.73. A
single-source agreement requires a two-thirds vote of the City Council.
Funding Source:
Funding by the Water Fund (Account 510.40.4210.65085), which has an provided is
approved FY 2025 budget of $140,000 and a YTD balance of $121,801.96.
Council Action:
For Action
Summary:
The water treatment facility houses fifteen large pumps, capable of pumping 294 million
gallons of water per day. These pumps supply water to the treatment process and the
transmission/distribution system. The pumps run off a combination of natural gas engines
and electric 460-volt motors. A key component of each motor is a Feeder Protective Relay,
which protects the motor from faults and offers safety for personnel with arc-flash detection
capabilities. Our highly skilled staff maintains and operates these relays to sustain reliable
and safe operation.
The existing Feeder Protective Relays are approximately 30 years old. They are outdated,
unable to be serviced, and require replacement. Staff have worked with several vendors to
identify the best replacement relay that would be compatible with our existing systems and
offer the functionality needed to maintain this critical infrastructure. Staff procured the
engineering services of Greeley and Hansen to provide drawings and to identify the
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appropriate type of replacement relays. This will be Phase II of our replacement strategy,
whereby staff will replace 10 units in the pumping station's 4160-volt main switchgear. Phase
II will include the high-lift and low-lift pump motor control centers.
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Approved as to form:
Alexandra B. Ruggie
Corporation Counsel
08 / 08 / 2025
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SOLE/ SINGLE SOURCE JUSTIFICATION
(Requester completes Section A and B)
SECTION A – SOLE/SINGLE SOURCE PURCHASE:
Complete if sole/single source purchase is $2,500 or over, AND competition is not available.
Sole/Single Source approvals are valid one year from approval date, unless specified elsewhere.
PO No. (if applicable): Amount: | Date:
Proposed Vendor Name and No:
_______________________________________
Requested by: (Name and Signature)
_________________________________________
Prepared by: (Name and Signature)
I certify that justification/ information is accurate and
complete to the best of my knowledge and that I have no
personal interests relative to this request .
Dept. Name/ Ext:
Check One: The requested supply/service is a sole/single source procurement due to:
AVAILABILITY/ONE OF A KIND No competitive product exists or is available from another vendor.
COMPATIBILITY Must match existing piece or brand of equipment and is available from only one vendor.
REPLACEMENT/MAINTENANCE Repair or maintenance for specific brand of existing equipment and
is available from only original equipment manufacturer or designated servic e dealer.
OTHER
(Name and Signature of Department Director) (Date)
SECTION C - TO BE: COMPLETED BY PURCHASING MANAGER:
Based on the information provided in Section A and attached supporting documents,
I concur / do not concur (see below) with purchase to be a Sole Source.
Do not concur for the following reason(s):
(Name and Signature of Purchasing Manager or
Authorized Designee)
(Date)
$81,584.73 8/5/2025
Motion Industries Inc.
Darrell A. King Darrell A. King SECTION B - REQUESTER CERTIFICATION: By submitting this request, I certify that the above
justification/information is accurate and complete to the best of my knowledge and that I have no
personal interests relative to this request.
_ _ _ _ _ __ __ ________________________________________ (Name and Signature of Requester) _____________________
(Date)
_______________________________________ ______________________________
Supplies/Services Required (be specific): Electrical Motor Protective Relays
Provide a full explanation/detail of above selection: complete descriptions, and relevant reasons to
support the justification:
Darrell A. King
Luke Stowe
8/5/2025
X
The motor relays are being purchased from Motion Industries through the
Sourcewell cooperative purchasing program.
08 / 08 / 2025
Doc ID: 57da9fb789df7e592529ef3f59a37fd357efcfeb
Single-Source Contract with Motion Industries Incorporated...
Approval_of..._of_Ele.pdf and 2 others
57da9fb789df7e592529ef3f59a37fd357efcfeb
MM / DD / YYYY
Signed
08 / 06 / 2025
15:57:37 UTC-5
Sent for signature to Alexandra Ruggie
(aruggie@cityofevanston.org) and Luke Stowe
(lstowe@cityofevanston.org) from lthomas@cityofevanston.org
IP: 66.158.65.78
08 / 07 / 2025
11:23:52 UTC-5
Viewed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 50.171.242.186
08 / 07 / 2025
11:24:07 UTC-5
Signed by Alexandra Ruggie (aruggie@cityofevanston.org)
IP: 50.171.242.186
08 / 08 / 2025
13:55:33 UTC-5
Viewed by Luke Stowe (lstowe@cityofevanston.org)
IP: 50.171.242.186
08 / 08 / 2025
13:55:52 UTC-5
Signed by Luke Stowe (lstowe@cityofevanston.org)
IP: 50.171.242.186
The document has been completed.08 / 08 / 2025
13:55:52 UTC-5