SR 05-22-2018 3G
City Council
Report
City Council Meeting: May 22, 2018
Agenda Item: 3.G
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Water Resources
Subject: Award Bid for Water and Wastewater Maintenance Supplies and Parts
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4334 to S&J Supply Company, Inc., a California-based company, for
the purchase and delivery of water and wastewater supplies and repair parts.
2. Authorize the Purchasing Services Manager to issue a purchase order with S&J
Supply Company, Inc. for water and wastewater supplies and repair parts in an
amount not to exceed $300,000 for one year, with four additional one-year
renewal options (with a 5% increase in years three through five) for a total
amount not to exceed $1,594,000 over a 5-year period, with future funding
contingent on Council budget approval.
Executive Summary
The Water Resources Division purchases and maintains an inventory of water and
wastewater supplies and parts to repair and replace the water distribution and sewer
system infrastructure during regular preventative maintenance and emergency repairs.
Staff recommends awarding a bid to S&J Supply Company, Inc. for the purchase and
delivery of water and wastewater supplies and parts for a total amount not to exceed
$1,594,000 over a five-year period.
Discussion
The Water Resources Division maintains approximately 1,300 fire hydrants and 18,000
service connections through a 205-mile network of distribution mains ranging in size
from 6 to 36 inches. Wastewater crews maintain approximately 152 miles of sewer
pipeline, two flow-monitoring and sampling stations, and a 26-million-gallon-per-day
pumping station. Adequate supplies and repair parts are needed to ensure
uninterrupted operation of both the water distribution system and sewer infrastructures.
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Supplies include, but are not limited to, gate valves, stainless steel repair clamps, strap
saddles, copper pipe, tapping sleeves, and vitrified clay sewer pipe.
Repair parts and supplies are required daily by water construction, wastewater, and
meter shop crews. A small inventory is kept on-site, but as space is limited, the division
makes use of the Just-in-Time inventory management system. Parts and supplies are
ordered and received as needed for scheduled maintenance and repair projects. In the
event of an emergency, the division relies on close coordination with the vendor to
deliver parts and supplies immediately, at any time of the day or night, seven days per
week.
Due to the prior successful collaboration between the existing vendor and water crews,
the Water Resources Division would like to extend this inventory management system
to the wastewater crews. This bid award would allow both water and wastewater crews
to perform routine maintenance and emergency repairs without delay.
Vendor/Consultant Selection
On March 8, 2018, the City published Notices Inviting Bids to furnish and deliver water
and wastewater supplies and parts 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 the City Charter and Municipal Code
2.24.100(a). A total of 18 vendors downloaded the bid. Two bids were received and
publicly opened on March 26, 2018 per Attachment D. 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. Although both bidders
offered competitive pricing, S&J Supply Company, Inc. was the lowest bidder for the
cumulative total. Additionally, the other bidder, Ferguson Enterprises, only referenced
possible future price increases that would be based on manufacturer price increases,
whereas S&J Supply Company, Inc. offered four set renewal options (0% increase the
first renewal year, 5% each remaining year) that allow the City to budget for upcoming
years. S&J Supply Company, Inc. also offered a 1% discount for net payments within 25
days. S&J Supply Company, Inc. has satisfactorily supplied the City with water supplies
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and repair parts since 2012 after two prior awarded bids. Based on these criteria, S&J
Supply Company, Inc., the lowest bidder, is recommended as the best bidder.
Financial Impacts and Budget Actions
The purchase order to be awarded to S&J Supply Company, Inc. is for an amount not to
exceed $1,594,000. Funds of $300,000 are available in the proposed FY 2018-19
budget in the Public Works Department. The purchase order will be charged to the
following accounts:
25671.544010 / 50500001-525080 $250,000
31661.544010 / 51500001-525080 $50,000
TOTAL $300,000
Future year funding is contingent on Council budget approval.
Prepared By: Deborah McCloskey, Administrative Analyst
Approved
Forwarded to Council
Attachments:
A. July 24, 2012 Staff Report
B. June 9, 2015 Staff Report
C. April 12, 2016 Staff Report
D. Bid#4334 Results
E. S&J Oaks Form
Bid Results for Project WATER AND WASTEWATER SUPPLIES AND PARTS (4334)
Issued on 03/08/2018
Bid Due on March 26, 2018 3:00 PM (Pacific)
ITEM
NUMBER SECTION ITEM CODE DESCRIPTION UNIT OF
MEASURE QUANTITY
FERGUSON
ENTERPRISES -
UNIT PRICE
FERGUSON
ENTERPRISES -
LINE TOTAL
FERGUSON ENTERPRISES -
COMMENT
S&J SUPPLY
COMPANY INC. -
UNIT PRICE
S&J SUPPLY
COMPANY INC. - LINE
TOTAL
S&J SUPPLY COMPANY INC. - COMMENT
1 PRICING Enter the Lead Time (ARO) for each item listed below in the comment section.NOTE 0 $0.00 $0.00 $0.00 $0.00
2 PRICING 226 Stainless steel full circle repair clamp 6"x15" Smith Blair/Romac EACH 6 $127.43 $764.58 SMITH-BLAIR, 7-10 WORKING DAYS $122.10 $732.60 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
3 PRICING 226 Stainless steel full circle repair clamp 8"x15" Smith Blair/Romac EACH 6 $156.51 $939.06 SMITH-BLAIR, 7-10 WORKING DAYS $152.07 $912.42 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
4 PRICING 4704-22 1 Corporation ball valve (lead free) MIPT x CTS Comp. 1"AY McDonald/ Mueller EACH 50 $51.14 $2,557.00 MUELLER, 3-28 WORKING DAYS $52.33 $2,616.50 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
5 PRICING 4704BQ 1 ½Corporation ball valve (lead free) MIPT x CTS Comp. 1.5" AY McDonald/ Mueller EACH 25 $115.41 $2,885.25 MUELLER, 3-28 WORKING DAYS $118.10 $2,952.50 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
6 PRICING 4704BQ 2 Corporation ball valve (lead free) MIPT x CTS Comp. 2" AY McDonald/ Mueller EACH 25 $190.86 $4,771.50 MUELLER, 3-28 WORKING DAYS $195.33 $4,883.25 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
7 PRICING 3826 Strap saddle NPT/2" outlet 6x2 AY McDonald/Mueller EACH 25 $111.66 $2,791.50 MUELLER, 3-28 WORKING DAYS $114.27 $2,856.75 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
8 PRICING 3826 Strap saddle NPT/2" outlet 8x2 AY McDonald/Mueller EACH 25 $126.17 $3,154.25 MUELLER, 3-28 WORKING DAYS $129.17 $3,229.25 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
9 PRICING 3826 Strap saddle NPT/2" outlet 12x2 AY McDonald/Mueller EACH 10 $183.16 $1,831.60 MUELLER, 3-28 WORKING DAYS $187.44 $1,874.40 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
10 PRICING AWWA C515 Gate valve RWGV FL x MJ 4" Clow/Kennedy/Mueller EACH 25 $407.71 $10,192.75 MUELLER, 1-3 WORKING DAYS $423.30 $10,582.50 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
11 PRICING AWWA C515 Gate valve RWGV FL x MJ 6" Clow/Kennedy/Mueller EACH 10 $545.04 $5,450.40 MUELLER, 1-3 WORKING DAYS $565.86 $5,658.60 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
12 PRICING AWWA C515 Gate valve OS&Y RWGV FL x FL 3" Clow/Kennedy/Mueller EACH 50 $375.51 $18,775.50 MUELLER, 3-28 WORKING DAYS $379.46 $18,973.00 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
13 PRICING AWWA C515 Gate valve OS&Y RWGV FL x FL 4" Clow/Kennedy/Mueller EACH 50 $428.32 $21,416.00 MUELLER, 3-28 WORKING DAYS $432.86 $21,643.00 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
14 PRICING 76101 W 1 Curb ball valve FIPT x FIPT 1" AY McDonald/Mueller EACH 25 $68.22 $1,705.50 MUELLER, 3-28 WORKING DAYS $69.82 $1,745.50 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
15 PRICING 6101 MW 1 1/2 Curb ball valve FIPT x FL 1.5" AY McDonald/Mueller EACH 15 $130.84 $1,962.60 MUELLER, 3-28 WORKING DAYS $133.80 $2,007.00 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
16 PRICING 6101 MW 2 Curb ball valve FIPT x FL 2" AY McDonald/Mueller EACH 15 $208.55 $3,128.25 MUELLER, 3-28 WORKING DAYS $213.37 $3,200.55 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
17 PRICING Type K Copper pipe 60' roll 1" Cerro/Streamline/Mueller EACH 12 $237.00 $2,844.00 CERRO/MUELLER, 1-5 WORKING DAYS $226.90 $2,722.80 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
18 PRICING Type K Copper pipe 20' length 1.5" Cerro/Streamline/Mueller EACH 25 $170.40 $4,260.00 CERRO/MUELLER, 1-5 WORKING DAYS $160.70 $4,017.50 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
19 PRICING Type K Copper pipe 20' length 2" Cerro/Streamline/Mueller EACH 25 $267.00 $6,675.00 CERRO/MUELLER, 1-5 WORKING DAYS $233.85 $5,846.25 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
20 PRICING 74602 Q 1 Angle stop Comp x Swivel 1" AY McDonald/Mueller EACH 25 $44.25 $1,106.25 MUELLER, 3-28 WORKING DAYS $44.80 $1,120.00 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
21 PRICING 4602B-22-1 1/2 Angle stop Comp x Flange 1.5" AY McDonald/Mueller EACH 25 $197.42 $4,935.50 MUELLER, 3-28 WORKING DAYS $202.04 $5,051.00 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
22 PRICING 4602B-22-2 Angle stop Comp x Flange 2" AY McDonald/Mueller EACH 25 $251.63 $6,290.75 MUELLER, 3-28 WORKING DAYS $257.53 $6,438.25 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
23 PRICING 622 Tapping sleeve DIP Pipe size x flange 6x4 Smith Blair EACH 10 $307.66 $3,076.60 SMITH-BLAIR, 7-10 WORKING DAYS $301.60 $3,016.00 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
24 PRICING 622 Tapping sleeve DIP Pipe size x flange 8x4 Smith Blair EACH 15 $334.79 $5,021.85 SMITH-BLAIR, 7-10 WORKING DAYS $328.20 $4,923.00 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
25 PRICING 622 Tapping sleeve DIP Pipe size x flange 12x4 Smith Blair EACH 10 $364.52 $3,645.20 SMITH-BLAIR, 7-10 WORKING DAYS $357.43 $3,574.30 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
26 PRICING 1104DEC Pipe restraint kit Mega lug 4" EBAA EACH 100 $27.99 $2,799.00 EBAA, 1-3 WORKING DAYS $27.36 $2,736.00 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
27 PRICING 1106DEC Pipe restraint kit Mega lug 6" EBAA EACH 50 $38.57 $1,928.50 EBAA, 1-3 WORKING DAYS $34.03 $1,701.50 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
28 PRICING 1108DEC Pipe restraint kit Mega lug 8" EBAA EACH 25 $52.35 $1,308.75 EBAA, 1-3 WORKING DAYS $46.20 $1,155.00 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
29 PRICING 136-0086 Saddle tee gasket branch skirt w/straps 8"x6" GPK EACH 100 $22.80 $2,280.00 3-28 WORKING DAYS $27.09 $2,709.00 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
30 PRICING H2110-6R Saddle tee hub gasket skirt w/straps 10"x6" Royal EACH 100 $42.03 $4,203.00 3-28 WORKING DAYS $51.68 $5,168.00 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
31 PRICING 135-0086 Saddle wye gasket branch skirt w/straps 8"x6"EACH 100 $20.60 $2,060.00 3-28 WORKING DAYS $24.48 $2,448.00 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
32 PRICING H2310-6R Saddle wye hub gasket skirt w/straps 10"x6"EACH 100 $63.57 $6,357.00 3-28 WORKING DAYS $52.10 $5,210.00 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
33 PRICING N/A Vitrified clay sewer pipe 6' length 8"EACH 100 $58.13 $5,813.00 3-5 WORKING DAYS $47.50 $4,750.00 LESS TAX * STOCK / 2 WEEKS LEAD TIME*
34 PRICING Additional fees and charges not listed above (i.e. freight, fuel surcharges). Provide description in the comments section.LUMP SUM 1 $0.00 $0.00 NO ADDITIONAL FREIGHT CHARGES $0.00 $0.00 NO
SUBTOTAL $146,930.14 $146,454.42
35 QUESTION - EMERGENCY
RESPONSE Vendor must have the ability to deliver 24/7 for emergencies. Can vendor comply?QUESTION 0 $0.00 $0.00 YES. $0.00 $0.00 YES 24 HOUR EMERGENCY 562-217-1417
36 QUESTION - ADDITIONAL
PRICING INFORMATION Percent discount off of manufacturer's price list for related items subject to this bid not listed above: __________ % to_________ %QUESTION 0 $0.00 $0.00 VARIES BY MANUFACTURE $0.00 $0.00 0% TO 60%
37 Question - Payment Terms Payment Terms (Enter payment discount terms; otherwise net thirty (30) days will apply.QUESTION 0 $0.00 $0.00 NET30 $0.00 $0.00 1% - 25 DAYS
38 RENEWAL OPTIONS
The City desires the right and option to extend any contract hereunder for additional one-year renewal periods from date of expiration at the
same price, terms and conditions, as specified below from date of expiration at the same price, terms and conditions. For each subsequent
renewal period listed below please indicate in the comment section which of the following apply: 1) No renewal option offered. 2) Same
price, terms and conditions offered. 3) % of increase /decrease of previous year's price for all areas or options. Increases greater than CPI
will be subject to the "Escalation & De-Escalation of Bid Price" clause in the bid. Specify alternate terms and conditions if applicable.
NOTE 0 $0.00 $0.00 $0.00 $0.00 YES
39 QUESTION - RENEWAL
OPTIONS Period 2 (First Annual Renewal Option)QUESTION 0 $0.00 $0.00 3) BASED ON MANUFACTURE IMPLEMENTED PRICE
INCREASES $0.00 $0.00 (#3) 0% VALVES & SERVICE BRASS ONLY SEE ATTACHEMENT (NOTE: RENEWAL
OPTIONS ONLY AVAILABLE ON LINE ITEMS 4-16 & 20-22)
40 QUESTION - RENEWAL
OPTIONS Period 3 (Second Annual Renewal Option)QUESTION 0 $0.00 $0.00 3) BASED ON MANUFACTURE IMPLEMENTED PRICE
INCREASES $0.00 $0.00 (#3) 5% INCREASE VALVES & SERVICE BRASS ONLY SEE ATTACHEMENT (NOTE:
RENEWAL OPTIONS ONLY AVAILABLE ON LINE ITEMS 4-16 & 20-22)
41 QUESTION - RENEWAL
OPTIONS Period 4 (Third Annual Renewal Option)QUESTION 0 $0.00 $0.00 3) BASED ON MANUFACTURE IMPLEMENTED PRICE
INCREASES $0.00 $0.00 (#3) 5% INCREASE VALVES & SERVICE BRASS ONLY SEE ATTACHEMENT (NOTE:
RENEWAL OPTIONS ONLY AVAILABLE ON LINE ITEMS 4-16 & 20-22)
42 QUESTION - RENEWAL
OPTIONS Period 5 (Fourth Annual Renewal Option)QUESTION 0 $0.00 $0.00 3) BASED ON MANUFACTURE IMPLEMENTED PRICE
INCREASES $0.00 $0.00 (#3) 5% INCREASE VALVES & SERVICE BRASS ONLY SEE ATTACHEMENT (NOTE:
RENEWAL OPTIONS ONLY AVAILABLE ON LINE ITEMS 4-16 & 20-22)
TOTAL $146,930.14 $146,454.42
NON-DISCRIMINATION POLICY ACKNOWLEDGEMENT COMPLETE COMPLETE
NON-COLLUSION DECLARATION COMPLETE COMPLETE
BUSINESS LICENSE BUSINESS LICENSE REQUIRED NOT INCLUDED
OAKS INITIATIVE DISCLOSURE FORM COMPLETE NOT INCLUDED
REQUIRED FORMS
REQUIRED FORMS
FORMS
FORMS