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SR-06-09-2015-3HCity Council Report City of Santa Montea® City Council Regular Meeting: June 9, 2015 Agenda Item:13 H To: Mayor and City Council From: Susan Cline, Interim Director of Public Works Subject: Award Purchase Order for Water Supplies and Repair Parts Recommended Action Staff recommends that the City Council: 1. Award Bid #4187 to S &J Supply Co, Inc., a California -based company, for the purchase and delivery of water supplies and repair parts. 2. Authorize the Purchasing Services Manager to issue a purchase order with S &J Supply Co, Inc. in an amount not to exceed $250,500 for one year, with two additional one -year renewal options with a 6% increase each renewal year, for a total amount not to exceed $797,492 over a three -year period, with funding contingent upon Council budget approval. Executive Summary The Water Resources Division purchases and maintains an inventory of water supplies and parts to repair and replace the water system infrastructure during regular preventative maintenance programs and /or emergency repair. In April 2015, the City solicited bids for the source and delivery of water supplies and parts. After reviewing the bids received, staff recommends S &J Supply, Inc., as the lowest bidder for these services in an amount not to exceed $250,500 for one year, for a total amount not to exceed $797,492 over a three -year period. Discussion The Water Division maintains approximately 205 miles of water mains, 1,300 fire hydrants and 17,000 service connections. The Water Resources Division purchases and maintains an inventory of water supplies and parts to repair /replace the water infrastructure during regular preventative maintenance programs or emergency repair. Adequate supplies and repair parts are needed to ensure uninterrupted operation and maintenance of the City's water infrastructure. Supplies include, but are not limited to, gate valves, stainless steel repair clamps, strap saddles, copper pipe, tapping sleeves, 1 of 3 and ductal iron pipe. Vendor Selection On April 22, 2015, the City published a Notice of Inviting Bids for the purchase and delivery of water supplies and repair parts as required by the Water Resources Division. The Request for Bids (RFB) was posted on the City's on -line bidding site, and notices were advertised in the Santa Monica Daily Press in accordance with City Charter and Municipal Code provisions. A total of 133 vendors were notified and 28 vendors downloaded the RFB. Three bids were received and publicly opened on May 7, 2015 per Attachment A. Bids were evaluated based on the criteria in SMMC 2.24.072, including price, previous experience, ability to'deliver, quality of product, and compliance with City specifications. S &J Supply Co, Inc. was the lowest bidder for the cumulative total, expected needs of the Water Resources Division. Based on these criteria, S &J Supply Co, Inc., is recommended as the best bidder for the purchase of water supplies and repair parts in accordance with City specifications. 2 of 3 Financial Impacts and Budget Actions The purchase order to be awarded to S &J Supply Co, Inc. is for an amount not to exceed $250,500 for one year, for a total amount not to exceed $797,492 over a three - year period. Funds are included in the FY 2015 -17 Proposed Biennial Budget in the Public Works Department. The purchase order will be charged to account 25671.544010. Future year funding is contingent on Council budget approval. Prepared By: Thomas Poon, Senior Administrative Analyst Approved Forwarded to Council Susan Cline, Interim Director of P11 -800A S Attachments: A. Summary of Results for Bid #4187 Elaine M Polachek, Interim City IVISMY0 665 (PDF) 3of3 Bid g: F4187 Bid Description: Furnish and Deliver Water Supplies and Parts as Required by the Water Division Bid Close Date: May 7, 2015 Page 1 5 &1 SUPPly.o, Inc Ferguson Waterworks Western Water Works Supply Co. Sent. Fe 5pnn9s, CA 'Poway, CA Chip. High, CA Prkine. Pdre per Prire per Price per Part Description Sire Desiga qty Unit Total Price Manufacturer Unit Total Price ManufaRprer Unit Total Price Manufacturer Stainless Steel Full Circle Repair Clamp 4 7.5 2 $ 50.26 $ 101.52 Smith Blair $ 5129 $ 106.58 Smith Blair $ 44.45 $ 88.90 Romac Stainless Steel Full Circle Repair Clamp 4 15 2 $ 90.05 $ 180.10 Smith Blair $ 105.34 $ 210.68 Smith Blair $ 82.90 $ 125.80 Roma[ Stainless Steel Full - Clyde Repair Clamp 6 7.5" 6 $ 59.90 $ 359.40 Smith Blair $ 62.89 $ 327.34 Smith Blair $ 52.50 $ 315.00 Romac Stainless Steel Full Circle Repair Clamp 6 15" 6 $ 113.34 $ 680.04 Smith Blair $ 116.89 $ 201.34 Smith Blair $ 99.9D $ 599.40 Romac Stainless Steel FUII Circle Repair Clamp 8 7.5" 6 $ 71.66 $ 429.96 Smith Blair $ 75.24 $ 451.44 Smith Blair $ 61.60 $ 369.60 Romac Stainless Steel Full Circle Repair Clamp 8 15" 6 _ $ 136.24 $ 820.44 Smith Blair $ 143.56 $ 861.36 Smith Blair $ 119.20 $ 218.20 Romac Stainless Steel Full Circle Repair Clamp 12 75" 4 $ 98.32 $ 393.48 Smith Blair $ 103.28 $ 413.12 Smith Blair $ 91.35 $ 365.40 m Rama[ Stainless Steel Full <Irde Repair Clamp 12 15" 4 $ 186.24 $ 746.96 Smith Blair $ 206.35 $ 826.20 Smith Blair $ 182.65 $ 230.60 m Roac Corporation Ball Valve MIPix QS (Lead Free) 1 Comp. So $ 43.58 $ 2,179dD AY McDonald $ 43.33 $ 2,166.50 Jones $ 44.80 $ 2,240.00 Jones Corporation Ball Valve MIPTx CTS (Lead Free) 1112 Comp 25 $ 97.66 $ 2,441.50 AY McDonald $ 92.28 $ 2,444.50 Janes $ 101.05 $ 2,526.25 Jones Commode. Ball Valve MCare. (Lead Free) ead Free) 2 Comp. 25 $ 161.54 $ 4,038.50 AYMcOonald $ 161.70 $ 4,042.50 lanes $ 167.10 $ 4,122.50 Jones NPT /2inch Strap Saddle 4x2 outlet 10 $ 74.70 $ 747.00 AY McDonald $ 80.37 $ 803.70 Jones $ 83.10 $ 831.00 Jones NPT /2inch Strap Saddle 6x2 outlet 25 $ 07.06 $ 2,176.50 AY McDonald $ 93.68 $ 2,342.00 Jones $ 96.85 $ 2,421.25 Jones NPT /21 Strap Saddle 8x1 outlet t 25 $ 85.27 $ 2,144.25 AY McDonald $ 92.29 $ 2,307.25 Jones $ 95.40 $ 2,385.00 Jones NPT /2Inch Strap Saddle 8x2 outlet 25 $ 98.31 $ 2,457.75 AY McDonald $ 105.77 $ 2,644.25 Jones $ 109.30 $ 2,732.50 Jones NPT /2Inch Strap Saddle 12x2 outlet 30 $ 142.80 $ 1,428.00 AY McDonald $ 153.65 $ 1,536.SO Junes $ 158.80 $ 1,588.00 Jones Gate Valve RWGV 4 FL. MI 25 $ 409.94 $ 10,248.50 Clow Kennedy $ 452.39 $ 11,309.75 Mueller $ 485.00 $ 12,125.00 Mueller Gate Valve RWGV 6 FLx Jet 10 $ 574.93 $ 5,749.30 Clow Kennedy $ 604.77 $ 6,047.70 Mueller $ 649.00 $ 6,490.00 Mueller Gate Valve RWGV 8 FL MJ 5 $ 856.21 $ 4,281.05 Clow Kennedy $ 945.04 $ 4,725.20 Mueller $ 1,014.00 $ 5,070.00 Mueller Gate Valve RWGV 12 FL MJ 2 $ 1,643.06 $ 3,286.12 Clow Kennedy $ 1,813.19 $ 3,626.38 Mueller $ 1,946.00 $ 3,892.00 Mueller Gate Valve RWGV 4 FLx FL 2 $ 425.22 $ 851.44 Clow Kennedy $ 469.80 $ 939.60 Mueller $ 504.00 $ 1,008.00 Media, Gate Valve RWGV 6 FL FL 2 $ 568.85 $ 1,137.70 Clow Kennedy $ 628.30 $ 1,256.60 Mueller $ 674.00 $ 1,34800 Mueller Gate Valve RWGV 8 FLx FL 2 $ 889.24 $ 1,778.48 Clow Kennedy $ 981.40 $ 1,962.80 Mueller $ 1,053.00 $ 2,106.00 Mueller Gate Valve RWGV 12 FLx FL 2 $ 1,706.18 $ 3,412.36 Clow Kennedy $ 1,882.93 $ 3,265.86 Mueller $ 2,021.00 $ 4,042.00 Mueller Gate Valve RWGV 4 Miami 2 $ 429.39 $ 858.28 Clow Kennedy 948.28 Mueller $ 509.00 $ 1,018.00 Mueller Gate Valve RWGV 6 Miami 10 $ 547.93 $ 5,479.30 Clow Kennedy 04770 Mueller $ 64900 $ 6,490.00 Mueller Gate Valve RWGV 8 MJx MJ 10 $ 872.73 $ 8,727.30 Clow Kennedy 632.00 +$20,277.50 Mueller $ 1,034.00 $ 10,340.00 Mueller Gate Valve RWGV 12 MJx MJ 2 $ 1,721.96 $ 3,443.92 Clow Kennedy 800.70 Mueller $ 2,040.00 $ 4,080.00 Mueller Gate Valve OS &Y RWGV 3 Ft FL 50 $ 238.76 $ 11,938.00 Clow Kennedy ,277.50 Mueller $ 435.00 $ 21,750.00 Mueller Gate Valve DS &Y RWGV 4 FL FL 50 $ 282.65 $ 14,132.50 Clow Kennedy $ 462.58 $ 23,129A0 Mueller $ 496.00 $ 24,800.00 Mueller Gate Valve OS &Y RWGV 6 FLx F L ZO $ 401.02 $ 8,020.40 Clow Kennedy $ 673.85 $ 13,427.00 Mueller $ 723.00 $ 14,460.0 Mueller Gate Valve OS &Y RWGV 8 FL x FL 10 $ 658.15 $ 6,581.50 Clow Kennedy $ 1,104.18 $ 11,041.80 Mueller $ 1,185.00 $ 11,850.00 Mueller Curb Ball Valve 1 PUT HPT 25 $ 56.23 $ 1,405.75 AY MCOOnald $ 57.80 $ 1,445.00 Jones $ 59.75 $ 1,493.75 lanes Curb Ball Valve 11/2 PH. FL 15 $ 117.91 $ 1,768.65 AY McDonald $ 110.83 $ 1,662.45 Jones $ 114.55 $ 1,718.25 Jones Curb Ball Valve 2 FIPTx FL 15 $ 118.04 $ 1,220.60 AY McDonald $ 176.65 $ 2,649.75 Jones $ 182.60 $ 2,739.00 Jones Copper Pipe 1 20 it 12 $ 3.96 $ 42.52 Cerro $ 265.20 $ 3,182.40 Mueller /Cerro $ 264.00 $ 3,168.00 Cambridge -Lee Copper Pipe Rlgld 1 20 it 10 $ 3.90 $ 39.00 Cerro $ 85.80 $ 868.00 Mucks Caere $ 82.00 $ 070.00 Cambridge -lee Copper Pipe 1112 20 it 25 $ 8.63 $ 215.75 Coro $ 186.80 $ 4,670.00 Mueller /Cerro $ 187.00 $ 4,675.00 Cambridge -lee Page 1 Page 2 S& J Supply CO, Inc. Ferguson Waterworks Western Water Warts Supply Co. Santa Fe Spzin➢A CA powaP, CA ChGb Hills, G PriHne. Price Per Price Per Price Per Part Description Size Design qty Unit Total Price Manufacturer Unit Total Price Manufeature, Unit Total Price Manufacturer Copper Pipe Rigid 11/2 20 fit 2 $ 6.80 $ 13.60 Cerro $ 138.60 $ 277.20 Mueller Cerro $ 139AD $ 278.00 Cambridge Lee Copper Pipe 2 20HL 25 $ 13.42 $ 335.50 Cerro $ 290.00 $ 2,250.00 Mueller /Cerro $ 291.00 $ 7,275.00 Cambridge Lee Copper Pipe Rigid 2 20 it IF 10 $ 10.96 $ 109.60 Cerm $ 213.00 $ 2,130.00 Mueller /Cerro $ 213.00 $ 2,130.00 Cambridge Lee Angle Stop 1 Pipe Sizex go 25 $ 86.67 $ 2,166.75 AY McDonald $ 80.20 $ 2,005.00 Jones $ 38.35 $ 958.75 Jones Angle Stop 11/2 Pipe I" Sizex Fla 25 $ 179.96 $ 4,499.00 AY McDonald $ 162.26 $ 4,181.50 Jones $ 172.90 $ 4,322.50 Jones Angle Slop 2 Pipe size ionize 25 $ 228.42 $ 5,710.50 AY McDonald $ 213.20 $ 5,330.00 Jones $ 220.35 $ 5,508.25 lanes Tapping Sleeve DIP 6x4 Pipe Sizex Flange 10 $ 296.68 $ 2,966.80 Smith Blair $ 285.41 $ 2,854.10 Smith Blair $ 442.35 $ 4,473.50 Roma, Tapping Sleeve DIP 6x6 Pipe Sizex ionize 5 $ 347.78 $ 1,738.90 Smith Blair $ 334.56 $ 1,672.80 Smith Blair $ 505.75 $ 2,528.75 Romac Tapping Sleeve DIP 8x4 pipe Size Flange 15 $ 322.86 $ 4,042.90 Smith Blair $ 310.59 $ 4,658.85 Smith Blair $ 477.15 $ 7,157.25 Romac Tapping Sleeve AC 8x4 Pipe Sizex ge 5 $ 322.86 $ 1,614.30 Smith Blair $ 310.65 $ 1,553.25 Smith Blair $ 422.1S $ 2,385.75 Romac Tapping Sleeve DIP 8x6 Pipe ange Size x Fl 10 $ 442.53 $ 4,425.30 Smith Blair $ 339.37$ 3,393.70 Smith Blair $ 510.50 $ 5,105.00 Romeo Tapping Sleeve AC 8x6 Pipe Sizex go 5 $ 442.53 $ 2,212.65 Smith Blair $ 339.32 $ 1,696.85 Smith Blair $ 510.50 $ 2,552.50 ftamac Tapping Sleeve DIP 12x4 o Pipe Siex ,to 10 $ 351.53 $ 3,515.30 Smith Blair $ 338.12 $ 3,381.20 Smith Blair $ 509.30 $ 5,093.00 ftamac Tapping Sleeve AC 12x4 Pipe Size Flange 5 $ 351.53 $ 1,757.65 Smith Blair $ 338.23 $ 1,691.15 Smith Blair $ 509.30 $ 2,546.50 Romac Tapping Sleeve DIP 12x6 Pipe See Flange 2 $ 383.94 $ 767AS Smith Blair $ 369.34 $ 738.68 Smith Blair $ 546.20 $ 1,092.40 Romac Tapping Sleeve AC 12x6 Pipet, ionize 2 $ 383.94 $ 262.88 Smith Blair $ 369.41 $ 738.82 Smith Blair $ 546.20 $ 1,092.40 ma Roc Tapping Sleeve DIP 12x8 Pipe Size ionize 2 $ 488.65 $ 977.30 Smith Blair $ 420.09 $ 940.18 Smith Blair $ 702.45 $ 1,404.90 Roma, Tapping Sleeve AC 12x8 Pipe Six e a 2 $ 488.65 $ 977.30 Smith Blair $ 470.17 $ 940.34 Smith Blair $ 702.45 $ 1,404.90 Romac Pipe Restraint Kit 4 Mega Slug 100 $ 26.79 $ 2,679.00 EBAA $ 30.06 $ 3,006.00 Tyler $ 26.75 $ 2,675.0 Romac Pipe Restraint Kit 6 Mega Slug 50 $ 33.32 $ 1,666.00 EBAA $ 32.12 $ 1,856.00 Tyler 5 33.10 $ 1,655.00 Romeo Pape Restraint Kit 8 Mega Slug 25 $ 45.22 $ 1,130.50 EBAA $ 51.20 $ 1,280.00 Tyler $ 45.00 $ 1,125.00 Ramat Pipe Restraint Kit 12 Mega Slug 10 $ 86.62 $ 866.20 EBAA $ 97.28 $ 972.80 Tyler $ 85.80 $ 858.00 Roma< Meter Box Complete 1200 Concrete 50 $ 23.99 $ 1,199.50 Brooks $ 24.04 $ 1,202.00 Brooks $ 23.70 $ 1,185.00 Brooks Me ter OOx Complete w/ Lid 13x24 Concrete 50 $ 45.68 $ 2,284.00 Brooks $ 47.27 $ 2,363.50 Brooks $ 42.20 $ 2,360.00 Brooks Meter am Complete / Lid 12x28 Concrete 25 $ 53.37 $ 1,334.25 Brooks $ 52.22 $ 1,30530 Brooks $ 54.15 $ 1,353.25 Brooks 1 Grand Total. $ '.162,056.88 $ :236.12065 $ ?236,319.Uo ILI,t.de orcenLogo Discount off List Price on Items Not 0 -50% OH. Varies Renewal Terms: Period 2(JUiy 1 ,2016 -June 30, 2017): 6 %Increase Increase Will Be Passed On if A Manufacturer Had Hard Price Increase 3- 5 % %Increase Alternate Terms & Conditions: 8% Increase on Valves Period 3(JUly 1, 2017 -June 3202018): 6 %increase Increase Will Be Passed OnlfA Manufacturer Had a Hard Price increase 3 -5 %Increase Alternate Terms &Conditions; 8% Increase on Valves CIIY Reou're entr Vendor Must Have the gbllily to Deliver 24/7: Can Comply Can comply Can Comply Payment Terms: NET 30 0 No Respend NET 30 Page 2