Title
Consider a memorandum/resolution awarding Bid No. 23-02, Water and Sewer Supply Items, in an amount not to exceed $199,163 in FY 23.
Summary
DATE: November 1, 2022
TO: Kent Cagle, City Manager
FROM: Jeffery Reynolds, Executive Director of Public Works
SUBJECT: Authorize the Award of Bid No. 23-02, Water and Sewer Supply Items
BACKGROUND AND FINDINGS:
The Water and Sewer Division utilizes various supplies 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. In FY 22, incomplete quotes were received for Bid 22-09, Water and Sewer supply items, due to the instability in the market. Market prices were increasing on a regular basis making vendors hesitant to commit to an annual price point. Therefore, supply items were purchased on an “as needed” basis.
On Thursday, September 15, 2022, bids were opened and read aloud for Bid No. 23-02, Water and Sewer Supply Items based on six-month quantities of these supply items. Water and Sewer, along with Purchasing, evaluated each bid's conformance with the bid information and instructions. The following three (3) vendors submitted complete or partial bids on the specified supply items:
|
Vendor |
Bid |
|
Aqua Metric |
$61,250 partial bid |
|
Ferguson Waterworks |
$195,986 |
|
Zenner Performance Meters |
$3,177 partial bid |
Vendors are selected based on the lowest bid for each individual supply item, which allows the Water and Sewer Division the ability to purchase items at the lowest cost to the city.
Aqua Metric submitted a partial bid for line items 38 and 39; 1 ½ and 2” Compound meters with flange ends. These items are not included in the awarded items as we will be continuing with a different type of meter.
Agreements for Bid 23-02, will be for an initial six-month term with the possibility of up to three (3), six-month extensions.
The selected vendors for each item are as follows:
Section 1. Fire hydrants, extensions, traffic kits, and tubing
Items 1-19, 24-25, 27, and 29-30: Ferguson Waterworks is the lowest bidder on these items. They met all bid requirements. Staff recommends that these items be awarded to Ferguson Waterworks.
Section 2. Meters, meter boxes, and small meter box (lid only)
Items 31-33 and 35: Zenner Performance Meters is the lowest bidder on these items. They met all bid requirements. Staff recommends that these items be awarded to Zenner Performance Meters.
Item 34, 36-37, and 40-43: Ferguson Waterworks is the lowest bidder on these items. They met all bid requirements. Staff recommends that these items be awarded to Ferguson Waterworks.
Section 3. Brass saddles and fittings
Items 44-66: Ferguson Waterworks is the lowest bidder on these items. They met all bid requirements. Staff recommends that these items be awarded to Ferguson Waterworks.
Section 4. Clamps, couplings, tapping sleeves, and gate valves
Items 67-85 and 87-100: Ferguson Waterworks is the lowest bidder on these items. They met all bid requirements. Staff recommends that these items be awarded to Ferguson Waterworks.
THE ALTERNATIVES CONSIDERED:
1) Reject all bids, continue making purchases on an “as needed” basis.
2) Authorize award of Bid No. 23-02 for Water and Sewer supply items in an amount not to exceed $199,163; and authorize contracts with the selected vendors.
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 expenditure in the current fiscal year? For future years?
The total expenditures for six-months in FY23 will not exceed $199,163. The agreement can be renewed up to three (3), six (6) month extensions.
Is this a one-time or recurring expenditure?
Recurring expenditure, however, the purchases will occur on an individual basis under the terms of the contracts as supply items are needed
Is this expenditure budgeted?
Yes, the supply items are budgeted in the Water & Sewer Fund in accounts 550-3410-436.41-65; 550-3410-346.42-06, 550-3410-436.42-15; 550-3410-436.42-55; 550-3410-436.42-60; 550-3410-436.61-73; 550-3410-436.61-75; and 550-3415-437.42-06.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
City Staff recommends that the City Council authorize the award of Bid No. 23-02 for Water & Sewer supply items in an amount not to exceed $199,163; and authorize the City Manager, or designee, to execute contracts with the selected vendors.
DEPARTMENTAL CLEARANCES:
Legal
Finance
Public Works
ATTACHED SUPPORTING DOCUMENTS:
Bid Tabulation
Agreements
Certificate of Interested Parties