HomeMy WebLinkAboutItem 1d: Contract to H.D. Supply Waterworks for Brass Valves Fittings and Related AccessoriesDATE: October 5, 2010
FROM: Tom Tait, Public Works Services Director C
Prepared by: Craig Clark, Utilities Superintendent
STAFF REPORT
Public Works Services Department
SUBJECT: AWARD A PURCHASE ORDER CONTRACT TO H.D. SUPPLY
WATERWORKS FOR BRASS VALVES FITTINGS AND RELATED
ACCESSORIES IN THE AMOUNT OF $113,252
Recommendation: Approve
SUMMARY
The City warehouse maintains an inventory of brass valves and fittings to supply the
water services section with needed repair parts. To ensure brass valves, fittings, and
related materials are purchased at the best price and delivered in a timely manner, staff
conducted a competitive bid process for the day -to -day purchase of brass valves,
fittings and related materials.
The City Clerk opened sealed bids on September 7, 2010 and received four (4) bids.
Based on the results of the bids submitted, staff recommends that the City Council
award a one -year purchase order contract to H.D. Supply Waterworks for brass valves
fittings and related accessories for the City's water distribution system in the amount of
$113,252.
DISCUSSION
The warehouse is responsible for the purchase and distribution of all water valves,
brass fittings, and other related accessories used on a daily basis by City maintenance
crews and contractors responsible for the installation of these materials. It is critical that
the warehouse maintain the proper on -hand inventory levels to prevent an interruption
to these vital services. Most items used in conjunction with water service needs are
considered a revolving inventory item, and must be replaced to continue the smooth
day -to -day operations of the water service section.
Page 1 of 3
Mayor and City Council
October 5, 2010
During previous years, staff awarded the brass contract for a three -month period with
the option to renew on a quarterly basis, not to exceed one (1) year. The main reason
for this was because at that time, vendors could not guarantee their prices for one year
due to the volatility of metal costs. However, metal prices have recently stabilized and
as a result, staff was able to receive bids from several vendors who can hold their prices
for a full year.
Notices inviting bids were published in the adjudicated paper. As advertised, the City
Clerk publicly opened the sealed bids on September 7, 2010, with the following results:
BIDDER
S & J Supply`
H.D. Supply Waterworks
Western Water Works
Ferguson*
*Non- responsive
FISCAL IMPACT
LOCATION BID AMOUNT
Santa Fe Springs, CA
Valencia, CA
Chino Hills, CA
Pomona, CA
$104,401.40
$113,251.99
$125,708.97
Incomplete Bid
The request for bids advertised by the City requested pricing for materials manufactured
by one of three approved manufacturers or an approved equal, consistent with the list of
approved materials in the City's Water Specifications. Although S &J Supply submitted
the lowest overall price, their bid represents pricing for materials that are not responsive
to the materials required by the bid documents or currently approved by the Public
Works Services Department. Additionally, S &J Supply did not submit any request for
approval /substitution of their proposed materials prior to the submission of bids so that
staff could timely review and respond to such a request, and since the remaining
bidders submitted bids based on the list of approved materials, staff recommends that
the bid submitted by S &J Supply be rejected as non - responsive, and the award of the
purchase order to supply brass fittings and valves for FY 2010 -2011 be awarded to the
second - lowest bidder, HD Supply Waterworks
Therefore, staff recommends that the City Council reject the bid submitted by S &J
Supply as non - responsive and award a one -year purchase order contract to H.D.
Supply Waterworks for brass valves fittings and related accessories for the City's water
distribution system in the amount of $113,252.
Sufficient funding is available in the 2010 - 11 Water Services Operating Budget to
provide brass material for the City's water system.
Page 2of3
Mayor and City Council
October 5, 2010
RECOMMENDATION
TT:CC
1. Reject the bid submitted by S &J Supply as non - responsive and Authorize
the City Council to award a purchase order contract to H.D. Supply
Waterworks for the purchase of brass valves, fittings and related
accessories in the amount of $113,252
2. Waive any informality in the bid or bidding process
Approved by: -- - C
Page 3 of 3
Donald Penman, City Manager