Title
Consider and take action on a resolution authorizing: 1) a one-year agreement with Coburn Supply Company in an amount not to exceed $270,055 for water and sewer line repair materials and 2) a one-year agreement with Core & Main LP in an amount not to exceed $270,055 for water and sewer line repair materials (Director of Public Works)
Background:
Approval of this item will authorize a one-year agreement with Coburn Supply Company in a not to exceed amount of $270,055 and Core & Main LP in a not to exceed amount of $270,055 for the purchase of water and sewer line repair materials from August 1, 2025 through July 31, 2026, with the option to renew for two (2) additional one (1) year periods.
On May 29, 2025, the City released Request for Proposal (RFP) #25-025 for this item. Five qualified responses were received on June 24, 2025 from Corburn Supply Company, Core & Main LP, Ferguson Waterworks, Fortiline Waterworks, and Winston Cox Waterworx. Coburn Supply Company and Core & Main LP provided the two most complete bid submissions for all critical use items, per bid specification. RFP# 25-025 allows awards to multiple bidders. Pricing and bid tabulation scores are as follows:
Coburn Supply Company - $204,807.24 (Score 60)
Core & Main LP - $213,184.13 (Score 58)
Fortiline - $210,702.08 (Score 58)
Winston Cox - $225,017.21 (Score 55)
Ferguson - $302,443.65 (Score 41)
Quantities in the bid specifications are estimates only and not reflective of actual budget expenditures. The proposed not to exceed contract amount of $270,055 is derived from approved budget amounts from applicable end user departments and a small increment for unforeseen expenditures, details as follows:
Utility Line Repair - $225,055
Utility Billing - $15,000
Unforeseen Expenditures - $30,000
Total Not to Exceed - $270,055
Based on scoring and pricing as tabulated, staff recommends awarding the purchasing agreement for RFP #25-025 Water & Sewer Line Repair Materials to Coburn Supply Company and Core & Main LP. Core & Main was selected by the evaluators as a secondary vendor over Fortiline due to their advantage of overall unit item availability. Similar pricing and the flexibility of having multiple vendors to purchase emergency and long-lead time items is the basis of awarding to multiple 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.
Attachments:
1. Proposed Resolution
2. Exhibit A - Standard Agreement with Coburn Supply Company
3. Exhibit A - Standard Agreement with Core & Main LP
4. Addendum Number One (1)
5. Recommendation Memorandum
6. Cost Analysis
7. Bid Tabulation
8. Vendor Report Cards
CONTRACT ORIGINATION: Agreement has been reviewed by the City Attorney’s Office.
FUNDING:
{X} A Budget Amendment in the amount of $45,000 is required to reallocate funding from Utility Fund Non-Departmental to Line Repair account Utility System & Repair 10207700-52620, and funds are available in Utility Billing account Water Meters & Supplies 10207100-51680 ($4,300) for FY2025. The remaining $220,755 is available upon Council’s approval of the FY2026 Budget as follows, $10,700 for Utility Billing account Water Meters & Supplies 10207100-51680, and $210,055 for Line Repair account Utility System & Repair 10207700-52620.
STRATEGIC PLANNING:
{X} Addresses Strategic Planning Critical Success Factor #1 - Develop & Maintain our Infrastructure