SR-07-28-2015-3I[u} nl City Council
Sunda Moniea'
City Council Regular Meeting: July 28, 2015
Agenda Item: 3 -
To: Mayor and City Council
From: Martin Pastucha, Director, Public Works, Facilities Maintenance
Subject: Bid Award for Plumbing Supplies
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4198 to Ferguson Enterprises and Hirsch Pipe & Supply, both
California -based companies, for the purchase of plumbing supplies;
Authorize the Purchasing Services Manager to issue purchase orders for
plumbing supplies with Ferguson Enterprises in the amount not to exceed
$175,000 for one year, with two additional one -year options to extend with a 5%
increase each year for a total not to exceed $551,688 over three years; and
Hirsch Pipe & Supply in the amount not to exceed $75,000 for one year, with two
additional one -year renewal options to extend with a 5% increase each year for a
total not to exceed $236,438 over three years, with future year funding contingent
on Council budget approval.
Executive Summary
The City purchases a broad variety of plumbing fixtures and supplies to maintain City
facilities, water, and wastewaster distribution systems and equipment. In April 2015, the
City solicited bids for the purchase of plumbing supplies. After reviewing the three bids
received, Ferguson Enterprises and Hirsch Pipe & Supply are recommended as the
best bidders to provide plumbing supplies for a total amount not to exceed $788,126
over a three -year period.
Discussion
Staff requires a broad variety of plumbing supplies to maintain City facilities and the
water and wastewater systems and equipment. Purchases include appliance parts,
drain openers, drinking fountains, faucets, hose bibbs, piping, pumps, showerheads,
sinks, toilets, urinals, water filters, water heaters, specialized plumbing tools and other
related items. Over the next three years, staff anticipates an increase in purchases of
water saving fixtures and devices such as toilets, flush valves, showerheads and faucet
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aerators to assist in meeting State of California mandated water conservation
requirements. Approximately, $92,600 was spent on plumbing supplies in FY 2014 -15
Vendor Selection
In April 2015, the City published a Notice Inviting Bids to provide plumbing supplies as
required by the Facilities Services and Water Resources staff responsible for
maintaining City facilities and water /wastewater systems and equipment in accordance
with City specifications. The bid 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 131 vendors were notified and 31
vendors downloaded the bid (Bid #4198). Three bids were received and publicly
opened on May 12, 2015 per Attachment A. Bids were evaluated based on the criteria
in SMMC 2.24.072, including price, previous experience, capacity and skill, ability to
deliver, quality of product, and compliance with City specifications. The City provided
vendors a list of 15 commonly purchased products to provide pricing on as a
comparison tool.
Ferguson Enterprises offered the best pricing on 14 of the 15 items and has
satisfactorily provided the City with plumbing supplies for several years. Hirsch Pipe &
Supply offered the best price on one of the 15 items and has also provided the City with
plumbing supplies satisfactorily for several years. Both vendors have supply houses
based in Santa Monica. By selecting two vendors, the City would be able to access the
widest selection of manufacturers and products while obtaining the best pricing
available. Based on these criteria, Ferguson Enterprises and Hirsch Pipe & Supply are
recommended as the best bidders to provide plumbing supplies in accordance with City
specifications.
Financial Impacts and Budget Actions
The purchase orders to be awarded to Ferguson Enterprises are for an amount not to
exceed $551,688 over a three year period. A purchase order will be charged to account
014523.544010 and expenditures will be transferred to the departments incurring
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maintenance services. Funds in the amount of $125,000 are available in various FY
2015 -16 department budgets. A second purchase order will be charged to account
25671.544010. Funds in the amount of $50,000 are available in the FY 2015 -16 budget
in the Public Works Department. Future year funding is contingent on Council budget
approval.
The purchase order to be awarded to Hirsch Pipe & Supply is for an amount not to
exceed $236,438 over a three year period. The purchase order will be charged to
account 014523.544010 and expenditures will be transferred to the departments
incurring maintenance services. Funds in the amount of $75,000 are available in
various FY 2015 -16 department budgets. Future year funding is contingent on Council
budget approval.
Prepared By: Kevin Nagata, Administrative Analyst
Approved Forwarded to Council
Martin Pastucha, Director 7116/2015
Attachments:
,
t �..
Blaine M Polachek, Asst. City MaIYQi2015
A. Bid #4198 Results - Plumbing Supplies (PDF)
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