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