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sr-072412-3bCity Council Meeting: July 24, 2012 Agenda Item: 3-b To: Mayor and City Council From: Gigi Decavalles- Hughes, Director of Finance Subject: Water Supplies /Repair Parts Recommended Action Staff recommends that the City Council award Bid #3094 to SU Supply Company, a California -based company, for the purchase and delivery of water supplies /repair parts for $250,000 per year with two one year options to renew, for a contract total amount not to exceed $750,000. Executive Summary With the closure of the City's warehouse, the Water Division will now purchase and maintain its own inventory of water supplies and parts to repair /replace the water infrastructure during regular preventative maintenance programs and /or emergency repair. Following a formal bid process, the best bidder is S &J Supply Company. The cost of the contract shall not exceed $750,000. Discussion The Water Division maintains approximately 205 miles of water mains, 1,300 fire hydrants and 17,000 service connections. With the closure of the City's warehouse, the Water Division will now purchase and maintain its own inventory of water supplies and parts to repair /replace the water infrastructure during regular preventative maintenance programs or emergency repair. The amount requested is based on previous years' expenses. Adequate supplies and repair parts are needed to ensure uninterrupted operation and maintenance of the City's water infrastructure. Vendor Selection In April 2012, the City published Notices Inviting Bids to provide water supplies /repair parts as required by the Water Division in accordance with City specifications. The bid was posted on the City's on -line bidding site, and notices were advertised in the Santa 1 Monica Daily Press in accordance with City Charter and Municipal Code provisions. Two bids were received and publicly opened on May 1, 2012 per Attachment A. Bids were evaluated based on the price, product availability, selection, quality of material, and compliance with City specifications. S &J Supply Company is the lowest bidder, provided the majority of the specified brands, and they have a good standing relationship with the City. Based on these criteria, S &J Supply Company is recommended as the best bidder to provide the water supplies and parts in accordance with the City specification. Financial Impacts & Budget Actions The amount of the purchase order to be awarded to SW Supply Company is $250,000 per year with two one -year options to renew, for a contract total amount of not to exceed $750,000. Funds in the amount of $250,000 are available in account number 25671.544010, in the FY 2012 -13 Adopted Budget. Budget authority for subsequent years will be requested in each budget cycle for Council approval. Future funding is contingent upon Council approval. Prepared by: Kellee Mac Donald, Senior Buyer Approved: igi D'bca5alles -Hu irector of Finance Attachments: Attachment A — Pricing Forwarded to Council: 2 Rod Gould City Manager BID 3094 BID DESCRIPTION: PROVIDE WATER SUPPLIES /REPAIR PARTSAS REQUIRED BYTHE WATER DIVISION BID CLOSING DATE: 5 -1 -2012 ATTACHMENTA Riverside Winneison Co S &J Supply Cc -. Grand Terrace, CA Santa Fe Springs, CA Part Description P Size Design g Current Madel Qty. Price Per Manufacturer Price Per Manufacturer Manufacturers k Unit Extended Cost Unit Extended Cost Stainless Steel full circle repair clamp 4 7.5" Smith Blair /Romac 226 2 $ 58.50 Smith Blair $ '52.44 Smith Blair $ 117.00 $ 104.88 Stainless Steel full circle repair clamp 4 15" Smith Blair /Romac 226 2 $ 115.16 Smith Blair $ 103.66 Smith Blair $ 230.32 $ 207,32 Stainless Steel full circle repair clamp 6 7.5" Smith Blair /Romac 226 6 $ 69.94 Smith Blair $ $1.88 Smith Blair $ 419.64 $ 371.28 Stainless Steel full circle repair clamp 6 15" Smith Blair /Romac 226 6 $ 126.79 Smith Blair $ 115.03 Smith Blair $ 76074 $ 690.18 Stainless Steel full circle repair clamp 8 7.5" Smith Blair /Romac 226 6 $ 82.86 Smith Blair $ 74.03 Smith Blair $ 48716 $ 444.18 Stainless Steel full circle repair clamp 8 15" Smith Blair /Romac 226 6 $ 158.44 Smith Blair $ 141.27 Smith Blair $ 95064 $ 847.62 Stainless Steel full circle repair clamp 12 7.5" Smith Blair /Romac 226 4 $ 114.05 Smith Blair $ 101.62 Smith Blair $ 45620 $ 406.48 Stainless Steel full circle repair clamp 12 15" Smith Blair /Romac 226 4 $ 228.11 Smith Blair $ 203.25 Smith Blair $ 912.44 $ 813.00 Corporation ball valve (lead free) 1 MIPTx CTS AY McDonald /Jones 4704 - 50 $ 53.76 Mueller $ 36.70 A.V. McOOnald Comp 221 $ 2,688.00 $ 1,835.00 Corporation ball valve (lead free) S K MIPTx CTS AV McDonald /Jones 47048 25 $ 121.30 Mueller $ 105.77 A.Y. McDonald Camp Q 1 % $ 3,032.50 $ 2,644.25 Corporation ball valve (lead free) 2 MIPT x CTS AY McDonald /Jones 47048 25 $ 200.60 Mueller $ 1]4 95 A.Y. McDonald Comp. q2 $ 5,015.00 $ 4,373.75 NPT /2" Strap Saddle 4x2 AY McDonald /Janes 3826 10 $ 98.06 Mueller $ .76.65 A.Y. McDonald outlet $ 980.60 $ 766.50 Strap Saddle 6x2 NPT /2 AY McDonald /Jones 3826 25 $ 114.28 Mueller $ 89.33 A.Y. McDonald outlet $ 2,85700 $ 2,233.25 Strap Saddle 8x1 NPT /2 AY McDonald /Jones 3826 25 $ 112.67 Mueller $ 88.11 A.Y. McDonald outlet $ 2,81675 $ .2,202.75 Strap Saddle 8x2 NPT /2 " AY McDonald /Jones 3826 25 $ 129.13 Mueller $ 100.88 A.Y. McDonald outlet $ 322825 $ 2,522.00 Strap Saddle 12x2 NPT /2 AY McDonald /Jones 3826 10 $ 187.46 Mueller $ 146.50 A.Y. McDonald outlet $ 1,874.60 $ 1,465.00 Gatevalve RWGV 4 FL MI CIow,Kennedy, AWWA 25 $ 470.32 Mueller $ 430.51 Clow $ 11,]58.00 $ 10,762.75 Gatevalve RWGV 6 FLXMJ CIow,Kennedy, AWWA 10 $ 628.74 Mueller $ 375.42 Clow Mueller Clow, Kennedy, LU.,L- $ 6,287.40 $ 5,754.20 Gatevalve RWGV 8 FLXMJ AWWA S $ 982.50 Mueller $ 899.1] Clow Mueller 0515 $ 4,91250 $ 4,495.85 Gatevalve RWGV 12 FLXMJ Clow, Kennedy, AWWA 2 $1,885.05 Mueller $1,725.51 Clow Mueller C515 $ 3,7]0.10 $ 3,451.02 Gatevalve RWGV q FL XFL Clow, Kennedy, AWWA 2 $ 488.43 Mueller $ 45240 Clow Mueller 0535 $ 976.86 . $ 904.80 Gatevalve RWGV 6 FLXFL Clow, Kennedy, AWWA 2 $ 652.89 Mueller $ 597.40 Clow Mueller C515 $ 1,305.]8 $ 1,194.80 Gatevalve RWGV 8 FLXFL Clow, Kennedy, AWWA 2 $ 1,020.31 Mueller $ 933.86 Clow Mueller C515 $ 2,040.62 $ 1,867.72 Gatevalve RWGV 12 FLXFL Flow, ,Kennedy, AWWA 2 $1,957.57 Mueller $1,791. 80 Clow $ 3,915.19 $ 3,583.60 Gatevalve RWGV 4 M1XM1 Clow, Kennedy, AWWA 2 $ 492.93 Mueller $ 450.94 Clow Mueller C515 $ 98586 $ 901.88 Gatevalve RWGV 6 MJXM1 Clow, Kennedy, AWWA 10 $ 628.74 Mueller $ 575.43 Clow $ 5,754.30 Gatevalve RWGV 8 M1XM1 Clow, Kennedy, AWWA 10 $ 101.38 Mueller $.916.22 `Clow Mueller C515 $ 1,013.80 $ 9,162.20 Gatevalve RWGV 12 M1XMJ Clow, Kennedy, AWWA 2 $1,975.67 Mueller $1,808.38 Clow Mueller C515 $ 3,95139 $ 3,616.76 Gatevalve 05 &Y RWGV 3 FLXFL Clow, Kennedy, AWWA 50 $ 281.09 Mueller $.378.30 '. Clow Mueller C515 $ 14,054.50 $ - 18,915.00 Gatevalve OS &Y RWGV 4 FLXFL Clow, Kennedy, AWWA 50 $ 317.97 Mueller $ 438.25 Clow Muclic, Clow, Kennedy, C515 $ 15,898.50 $ 21,912.50 Gatevalve OS &Y RWGV 6 FLXFL AWWA 20 $ 488.39 Mueller $.638.40 Clow Mueller 75 $ 9,767.80 . $ 12,768.00 Gatevalve OS &Y RWGV 8 FLXFL Clow, Kennedy, AWWA 10 $ 801.28 Mueller $1,094.10 Clow Mueller C515 $ 8,012.80 $ - 10,441.00 Curb Ball Valve 1 FIPTX FIRT AY McDonald /Jones 76101 25 $ 54.26 Mueller $ 60.90 A.Y. McDonald $ 1,356.50 $ 1,522.50 Curb Ball Valve 1 % FIPTX FL AY McDonald /Jones 6101 15 $ 172.58 Mueller $ .127.69 A.Y. McDonald MW 1 $ 2,588.70 $ 1,915.35 Curb Bail Valve 2 FIPTX FL AY McDonald /Jones 6101 15 $ 200.43 Mueller $ 185.15 A.Y. McDonald $ 3,006.45 $ 277725 Copper Pipe 1 60 it roll Cerro, Streamline, Type K 12 $ 273.00 CMCHowell $ 4.46 Mueller Mueller $ 3,276.00 $ 53.52 Copper Pipe Rigid 1 20 ft Cerro, Streamline, Type K 10 $ 89.60 CMC Howell $ 4.39 Mueller Mueller $ 896.00 $ 93.90 Copper Pie pp p I A 20 ft L Cerro, Streamline, Type K yp 25 $ 179.60 CMC Howell $ 8.83 Mueller' Mueller $ 419000 BID 3094 BID CLOSING DATE: 5- 12012 ATTACHMENT Riverside Winnelson Co 5 &J Supply Co Grand Terrace, CA Santa. Fe Springs, CA Part Description p Size Design g Current Model City. Price Per Manufacturer Price Per Manufacturer Manufacturers ( 4 Unit Extended Cost Unit Extended Cost Copper Pipe Rigid 1% 20 ft L Cerro, Streamline, Type 2 $ 142.60 CMC Howell $ 7.45 Mueller - Mueller $ 28520 $ 14.90 Copper Pipe 2 20 it L Cerro, Streamline, e Type 25 $ 278.80 CMC Howell $ 12.86 Mueller• Mueller $ 6,970.00 $ 322.00 Copper Pipe Rigid 2 20 ft L Cerro, Streamline, Type K 30 $ 219.57 CMC Howell $ 1199 Mueller t Mueller $ 2,195.70 $ 119.90 Angle Stop 1 Comp AY MC0onald /loner 74602 25 $ 69.81 Mueller $ 40.40 A.Y. McDonald Swivel ql $ 1,745.25 $ 11,010.00 Angle Stop 1% CompX AT MC0onaldjJOnes 46028- 122-1% B 25 $ 156.14 Mueller $ 194.91 A.Y. McDonald Flange $ 3,903.50 $ 4,872.75 Angie Stop 2 CompX AY McDonald /Jones 46028 - 25 $ 264.51 Mueller 247.39 A.Y. McDonald Flange 22-2 $ 6,612.75 $ $ 6,184.75 Tapping Sleeve DIP 6x4 Pipe size Smith Blair /Romac 622 10 $ 299.03 Smith Blair $ 306]2 Smith Blair Flange $ 2,99030 $ 3,067.20 Tapping Sleeve DIP 6x6 Pipe size Smith Blair /Romac 622 5 $ 350.53 Smith Blair $ 359.55 Smith Blair Flange $ 1,75265 $ 1,797.75 Tapping Sleeve DIP 8x4 Pipe size Smith Blair /Romac 622 15 $ 325.41 Smith Blair $ 33380 Smith Blair Flange $ gg8115 $ 5,007.00 Tapping Sleeve AC 8x4 Pipe size x Smith Blair /ftomac 622 5 $ 325.43 Smith Blair $ 333.80 Smith Blair Flange $ 1,627.05 $. 1,669.00 Tapping Sleeve DIP 8x6 Pipe size Smith Blair /Romac 622 10 $ 355.56 Smith Blair $ 36475 Smith Blair Flange $ 3,555.60 $ 3,647.50 Tapping Sleeve AC 8x6 Pipe size Smith Blair /Romac 622 5 $ 355.56 Smith Blair $ 364.75 Smith Blair Flange $ 1,777.80 $ 1,823.75 Tapping Sleeve DIP 12x4 Pipe size Smith Blair /Romac 622 ID $ 354.31 Smith Blair $ 363.42 Smith Blair Flange $ 3,543.10 $ 3,634.20 Tapping Sleeve AC 12x4 Pipe size x Smith Blair /Romac 622 5 $ 354.31 Smith Blair $ 363.42 Smith Blair. Flan a Flange $ 1,]]1.55 $ 1,817.10 Tapping Sleeve DIP 12x6 Pipe size Smith Blair /Romac 622 2 $ 386.96 Smith Blair $ 396.93 Smith Blair Flange $ 773.92 $ 793.86 Tapping Sleeve AC 12x6 Pipe size Smith Blair / Romac 622 2 $ 386.96 Smith Blair $ 396.93 Smith Blair Flange $ 77382 $ 793.86 Tapping Sleeve DIP 12x8 Pipe size Smith Blair /ftomac 622 2 $ 492.56 Smith Blair $ 505.20 Smith Blair Flange $ 985.12 $ 1,010.40 Tapping sleeve AC 12 x 8 Pipe size Smith Blair /ftomac 622 2 $ 492.56 Smith Blair $ 505.20 Smith Blair Flange $ 965.12 $ 1,010.90 Pipe Restraint kit 4 Mega lug EBAA /Tyler 11040 EC 100 $ 40.07 EBAA $ 4,00] 00 $ 26.73 EBAA $ 2,6]3.00 Pipe Restraint kit 6 Mega lug EBAA /Tyler 3106D 50 $ 49.71 EBAA $ 32.80 EBAA $ 2,48550 $ 1,640.00 Pipe Restraint kit 8 Mega lug EBAA/Tyler IlOBD 25 $ 67.53 EBAA $ 44.56 EBAA E $ 1,68825 $ 1,114.00 Pipe Restraint kit 12 Mega lug EBAA/Tyler 1112D 10 $ 129.47 EBAA $ 85.43 EBAA $ 1,294 70 $ 854.30 Meter box complete Concrete Brooks /Christy 371 50 $ 27.25 Brooks $ 16.66 Elsel 2D $ 1,36250 $ 833.00 Meter box complete w / Read lid 24 Concrete Brooks /Christy 38 -5 50 $ 54.25 Brooks $ 32.79 Else] $ 2,712.50 $ 1,639.50 Meter box complete w / Read lid '28x Concrete Brooks /Christy 65 -5 25 $ 62.25 Brooks $ 3898 Elsel $ 1,556.25 $ 974.50 Total $ 199,625.27 $ 192,271.71 PERCENTAGE DISCOUNT OFF LIST PRICE ON ITEMS NOT LISTED N/A (I -50% RESPOND WITHIN 24 HOURS /7 DAYS WEEK YES YES RENEWAL OPTIONS -YEAR TWO 10% INCREASE 5_8% INCREASE RENEWAL OPTIONS -YEAR THREE 10% INCREASE 5-8% INCREASE MUELLER -COPPER PRICING SUBJECT TO COMMENTS CHANGE