Title
Consider a memorandum/resolution authorizing the award of Bid No. 27-01, FY27 Water and Sewer Annual Supplies to multiple vendors based on awarded unit prices, for aggregate expenditures in an amount of $1,040,000 in Fiscal Year 2027.
Body
DATE: September 15, 2026
TO: Kent Cagle, Interim City Manager
FROM: Kristina Ramirez, Executive Director of Public Works
SUBJECT: Authorize the award of Bid No. 27-01, FY27 Water and Sewer Annual Supplies
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 August 5, 2026, bids were opened and read aloud for Bid No. 27-01, FY27 Water and Sewer Annual Supplies based on twelve-month quantities of these material items. The Public Works Department, along with Purchasing, evaluated each bid's conformance with the bid information and instructions.
Seven (7) bidders were selected where partial bids were submitted on the specified supply items and met all bid requirements. Staff recommends that these items be awarded to the selected bidders, ACT Pipe & Supply, Inc., Benmark Supply Co., Core & Main LLC, Ferguson Enterprises LLC, HydroPro Solutions, Thirkettle Corporation, and Zenner USA, Incorporated.
Bidders were selected based on the lowest bid for each individual material item. The resulting contracts will establish unit prices and will allow the Water and Sewer Division to purchase materials from the selected vendors on an as-needed basis. The contracts will not guarantee the purchase of any minimum quantity.
The quantities included in the solicitation were estimated for bid-evaluation purposes only and do not represent a guaranteed purchase or expenditure by the City. Actual purchases will be based on operational needs and available appropriations. The Fiscal Year 2027 budget includes $1,040,000 for aggregate Citywide expenditures under the resulting contracts.
Although the solicitation was initiated primarily for the Water and Sewer Division, the awarded contracts may also be used by other City departments when the contracted materials meet their operational needs. Any such purchases will be made on an as-needed basis, charged to the purchasing department’s applicable budgeted account, and included within the Citywide aggregate expenditure limit authorized under this item.
THE ALTERNATIVES CONSIDERED:
1. Reject all bids and procure materials on an as-needed basis through separate purchasing processes.
2. Award the applicable line items to the selected vendors at the awarded unit prices and authorize aggregate expenditures in an amount of $1,040,000 in Fiscal Year 2027.
Which alternative is recommended? Why?
City Staff recommends Alternative 2 because it establishes competitively procured unit prices for Fiscal Year 2027, eliminates the need to obtain separate competitive quotes for each purchase, and allows the Water and Sewer Division to purchase materials as operationally needed, subject to available appropriations.
CONFORMITY TO CITY POLICY:
This item conforms with state and local policies.
FINANCIAL IMPACT:
What is the amount of the revenue/expenditure in the current fiscal year? For future years?
Actual expenditures will depend on the quantities purchased by Water and Sewer and other City departments during Fiscal Year 2027. The Fiscal Year 2027 budget includes $1,040,000 for aggregate Citywide expenditures under contracts resulting from Bid No. 27-01.
Is this a one-time or recurring revenue/expenditure?
The purchase of water and sewer materials is a recurring operational expenditure. Purchases under these contracts will be made individually and on an as-needed basis during Fiscal Year 2027.
Is this revenue/expenditure budgeted?
Yes. Funding is available in the Water and Sewer Fund within the Supplies, Repair and Maintenance, and Capital accounts. Any purchases made by other City departments will be charged to the applicable department’s budgeted account. The Fiscal Year 2027 budget includes $1,040,000 for aggregate Citywide expenditures under the resulting contracts.
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. A total of $1,040,000 is budgeted and available for these purchases.
RECOMMENDATION:
City staff recommends that City Council authorize the award of Bid No. 27-01, FY27 Water and Sewer Annual Supplies, to the selected vendors by individual line item at the awarded unit prices; authorize aggregate expenditures under all resulting contracts in the amount of $1,040,000 during Fiscal Year 2027; authorize the City Manager, or designee, to execute contracts with the selected vendors; 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
Purchasing
Finance
ATTACHED SUPPORTING DOCUMENTS:
Bid Tabs
Agreements
Certificates of Insurance
Certificate of Interested Parties.
Presentation