COUNCIL COMMUNICATION
TO: Honorable Mayor and Council
FROM: W. Mark Clark, Public Works Manager
SUBJECT:Title
Award Bid for Annual Water System Maintenance Parts Supply to Arizona Water Works, Dana Kepner, and Ferguson Waterworks (Mark Clark)
Body
FUNDING SOURCE:
Irrigation and Drainage District Fund
PURPOSE:
Award bids for Annual Water System Maintenance Parts Supply in accordance with the City Code Section § 3.10.030.1.5 (ITB No. B20-WTR-3247)
BACKGROUND:
On September 11, 2019, sealed bids were received and opened for the supply of various brass, copper, stainless steel, cast iron, fire hydrants, and other miscellaneous parts used in the maintenance throughout the water distribution system. Bid notices were sent to potential bidders as well as advertised by the local newspaper and uploaded on both the Lake Havasu City and Onvia DemandStar websites.
Water Maintenance requests multiple awards be made to vendors for the purchase and supply of miscellaneous parts at the lowest price per item, meeting product specification. Additionally, Water Maintenance is seeking approval to purchase from an alternate vendor with the next lowest submitted price per item, in the event the primary low bidder cannot provide the part(s) within the necessary timeframe and/or fails to fill the order for various reasons. Order types, quantities, and amounts by individual vendors are contained in the attached bid tab for an aggregate total of $209,134.53.
COMMUNITY IMPACT:
Purchased parts and materials will be used throughout the water distribution system for routine and emergency repairs, as well as regular maintenance.
FISCAL IMPACT:
Appropriations are available for the bid expenditure amount of $209,134.53 in the Irrigation and Drainage District Fund (account 231.7420.52413.000000.000) for Fiscal Year 2019-20.
ATTACHMENTS:
B20-WTR3247 - Annual Water System Maintenance Parts Supply (Bid Tab)
SUGGESTED MOTION:Recommended Action
I move to award the bid and issue open purchase orders for the Annual Water System Maintenance Parts Supply, on an as required basis based on the fiscal year’s approved budgetary appropriation, which is expected to exceed $50,000 annually, to Arizona Water Works, Dana Kepner, and Ferguson Waterworks; and authorize the purchase from the next lowest bidder per item if necessary; and authorize City staff to exercise the option to renew for a maximum of two additional twelve-month terms.