Title
Consider a memorandum/resolution authorizing the award of Bid No. 25-01, Water and Sewer Materials to multiple vendors, in the combined amount of $950,000 in Fiscal Year 2025.
Body
DATE: October 1, 2024
TO: Kent Cagle, City Manager
FROM: Jeffery Reynolds, Executive Director of Public Works
SUBJECT: Authorize the Award of Bid No. 25-01, Water and Sewer Materials
BACKGROUND AND FINDINGS:
The Water and Sewer Division utilizes various materials throughout the year to operate and maintain the water distribution system and sewer collection system. These items are procured through the bid process on an annual basis.
On Tuesday, July 30, 2024, bids were opened and read aloud for Bid No. 25-01, Water and Sewer Materials based on twelve-month quantities of these material items. Water and Sewer, along with Purchasing, evaluated each bid's conformance with the bid information and instructions.
The following seven (7) selected vendors partial bids on the specified supply items and met all bid requirements. Staff recommends that these items be awarded to the selected vendors.
|
Vendor Selected |
Line Items Awarded |
|
APSCO Supply |
21-27, 30-33, 49, 51, 60, 75, 78, 83-84, 103, 124-125, and |
|
|
129 |
|
Aqua Metric Sales Company |
35 and 38 |
|
Benmark Supply Company |
1-2, 34, and 94-102 |
|
Core & Main LP |
19-20, 28-29, 50, 52, 56-59, 61-69, 71-73, 76-77, 79-82, |
|
|
88-89, 109, and 119-120 |
|
Ferguson Enterprises LLC |
3-18, 40, 44-48, 53-55, 70, 74, 85-87, 90-93, 105-108, |
|
|
110-118, 121-123, and 130-132 |
|
Fortiline Inc |
104 and 126-128 |
|
Zenner USA Inc |
39 and 41-43 |
Vendors are selected based on the lowest bid for each individual material item, which allows the Water and Sewer Division the ability to purchase items at a unit cost with each selected vendor.
THE ALTERNATIVES CONSIDERED:
1. Reject all bids and purchase items on a “as needed” basis.
2. Award contracts to selected vendors for Water and Sewer supply items in an amount not to exceed $950,000.
Which alternative is recommended? Why?
City Staff recommends alternative 2 as it alleviates the need for individual orders and multiple quotes for each purchase request and it locks in prices saving the city from possible price increases throughout the year.
CONFORMITY TO CITY POLICY:
This document conforms with all applicable State and City purchasing policies.
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
The total expenditures for FY25 will be $950,000.
Is this a one-time or recurring revenue/expenditure?
Recurring expenditure, however, the purchases will occur on an individual basis under the terms of the contracts as materials are needed.
Is this revenue/expenditure budgeted?
Yes, the supply items are budgeted within the following accounts: 550-52100-400-404-000000; 550-53415-400-404-000000, 550-53410-400-404-000000; 550-53405-400-404-000000; 550-53400-400-404-000000; 550-56405-400-404-000000; 550-56400-400-404-000000; 550-56410-400-404-000000; 550-53415-400-405-000000; 550-52150-400-405-000000; 550-52100-400-405-000000; 350-56201-900-400-921011.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this revenue/expenditure?
Yes
RECOMMENDATION:
City Council authorize the award of Bid No. 25-01, Water & Sewer Materials to chosen vendors per line item and authorize the City Manager, or designee, to execute contracts with the selected vendors in an amount of $950,000, and authorize the City Manager, or designee, to execute any and all change orders within the amounts set by State and Local Law.
DEPARTMENTAL CLEARANCES:
Public Works
Legal
Finance
ATTACHED SUPPORTING DOCUMENTS:
Bid Tab
Agreements
Certificates of Interested Parties
Presentation