Title
Consider and take action on a resolution authorizing: 1) a one-year agreement with Core and Main LP in an amount not to exceed $263,500 for water and sewer line repair materials and 2) a one-year agreement with Coburn Supply Company in an amount not to exceed $263,500 for water and sewer line repair materials (Director of Public Works)
Background:
Approval of this item will authorize a one-year agreement with Core and Main LP in a not to exceed amount of $263,500 and Coburn Supply Company in a not to exceed amount of $263,500 for the purchase of water and sewer line repair materials from July 15, 2024 through July 31, 2025 with two (2) additional one-year renewal options available.
On April 24, 2024, the City released Request for Proposal (RFP) #24-029 for this item. Five responses were received on May 22, 2024 from Core and Main LP, Ferguson Waterworks, Coburn Supply Company, Fortiline Waterworks, and Accurate Utility. Core and Main LP and Coburn Supply Company provided the two most complete bid submissions for all critical use items, per bid specification. Others were considered incomplete due to not submitting unit pricing in multiple categories of the bid specification. RFP# 24-029 allows award to multiple bidders.
Core and Main LP submitted a total bid price of $718,854.12 which includes all fire hydrants/parts pricing ($118,267.05). Corburn Supply Company submitted pricing on all critical use parts in the amount of $644,814.21 but did not submit on fire hydrants/parts. Quantities in the bid specifications are estimates only and not reflective of actual budget expenditures. The proposed not to exceed contract amount of $263,500 is derived from approved budget amounts from applicable end user departments and a small increment for unforeseen expenditures, details as follows:
Utility Line Repair - $218,500
Utility Billing - $15,000
Unforeseen Expenditures - $30,000
Total Not to Exceed - $263,500
Scoring criteria included the four following categories:
Qualifications and Experience - 15 Pts
Project Methodology - 15 Pts
Project Implementation - 10 Pts
Pricing and Fees - 60 Pts
RFP Overall Scoring:
Core and Main LP - 200
Coburn Supply Company - 193
Core and Main LP and Coburn Supply Company provided similar unit pricing in all high use categories. Similar pricing and the flexibility of having multiple vendors to purchase emergency and long-lead time items is the basis of the recommendation to award to both vendors. The proposed not to exceed amount is applied to each vendor to provide flexibility to purchase from either vendor based on need and availability of parts. Actual expenditures applied to each vendor will not exceed available departmental funding.
Based on the bid pricing and service abilities, staff recommends awarding the purchasing agreement for RFP #24-029 Water & Sewer Line Repair Materials to Core and Main LP and Coburn Supply Company.
Attachments:
1. Proposed Resolution
2. Exhibit A - Standard Agreement with Core and Main LP
3. Exhibit A - Standard Agreement with Coburn Supply Company
4. Bid Tabulation (Basis of Award)
5. High Use Item Tabulation (Basis of Not to Exceed)
6. Recommendation Memorandum
7. Scoring Summary
8. Vendor Report Card
CONTRACT ORIGINATION: Agreement has been reviewed by the City Attorney’s Office.
FUNDING:
{X} Funds are available from the Utility System & Repair account# 10207700-52620 ($45,000) and Water Meters & Supplies account# 10207100-51680 ($4,300) for FY24, the remaining balance will be requested in the FY25 budget to cover the remaining contract balances.
STRATEGIC PLANNING:
{X} Addresses Strategic Planning Critical Success Factor #1 - Develop & Maintain our Infrastructure