HomeMy WebLinkAboutItem 3e - Reject Brass Valves BidDATE: October 7, 2014
TO: Honorable Mayor and City Council
STAFF REPORT
Public Works Services Department
FROM: Tom Tait, Public Works Services Director
By: Craig Clark, Utilities Superintendent
SUBJECT: REJECT THE ONE BID RECEIVED FOR THE PURCHASE OF WATER
PIPELINE FITTINGS, BRASS VALVES, AND OTHER RELATED
ACCESSORIES FOR THE CITY'S WATER DISTRIBUTION SYSTEM
AND DIRECT STAFF TO REBID
Recommendation: Approve
SUMMARY
The Public Works Services Department conducted a formal bidding process for the
purchase of water pipeline fittings, brass valves, and other related accessories for the
City's water distribution system. In order to ensure that the City is getting competitive
pricing for the purchase of these materials, it is recommended that the City Council
reject the one bid received and direct staff to rebid.
DISCUSSION
The City provides and maintains water services to nearly 55,000 residents through
approximately 14,000 metered service connections. The City's warehouse is
responsible for the purchase and allocation of water pipeline fittings, brass valves, and
other related accessories used on a daily basis by City maintenance crews to repair and
maintain the City's water distribution system. It is critical that the warehouse retain the
requisite on -hand inventory levels to prevent an interruption to the City's water system.
In order to receive the most competitive price for water pipeline fittings, brass valves,
and other related accessories, a formal bid was conducted. A Notice Inviting Bids was
published in the City's adjudicated paper and bid packets were sent directly to industry
providers. One bid was received with the following results:
Reject Bid for Brass Valves
October 7, 2014
Page 2 of 2
FIRM LOCATION COST
HD Supply Waterworks Valencia, CA $56,899.05
Public Works Services staff contacted the vendors who picked up a bid package to
inquire why they did not submit a bid. In most cases, the vendors said that they would
not be competitive in pricing because they did not carry the manufacturer's brand the
City currently uses for brass fittings. Prior to rebidding, Public Works Services will
review the Department's Water Standard Specifications to see if it is in the City's best
interest to accept a different brass fitting manufacturer. In addition, staff will reach out
to additional vendors who carry the City's brass manufacturer as specified in the Water
Standard Specifications.
The City of Arcadia Purchasing Procedure Manual states that at least three bids shall
be obtained whenever possible. It is anticipated that rebidding will enable the City to
receive more bids. Staff will contact other local agencies to inquire of their vendors who
may be able to meet the bid specifications and submit a bid. This will ensure that the
City is getting the lowest and best price among several competing distributors for these
supplies.
FISCAL IMPACT
Funds in the amount of $55,000 have been budgeted in the Fiscal Year 2014 -15 Water
Fund Operating Budget for the purchase of the brass valves, fittings, and other related
accessories for the City's water distribution system.
RECOMMENDATION
It is recommended that the City Council reject the one bid received for the purchase of
water pipeline fittings, brass valves, and other related accessories for the City's water
distribution system and direct staff to rebid.
Approved.
Dominic Lazzar t
City Manager