2021/07/28 Council Agenda Packet

E E V E R E T T City Council Agenda Item Cover Sheet Award Invitation for Bid #2021-039 Maintenance, Repair, and Operating (MRO) Materials to Keller Supply Co, Project title: Iconix Waterworks, H.D. Fowler Co., Inc., and Ferguson Enterprises LLC Council Bill # Agenda dates requested: July 28, 2021 Briefing Proposed action Consent 7/28/21 Action Ordinance Public hearing Yes x No Budget amendment: Yes x No PowerPoint presentation: Yes x No Attachments: 2021-039 Bid Tabulation Department(s) involved: Procurement & Public Works Contact person: Theresa Bauccio-Teschlog Phone number: (425) 257-8901 Email: tbauccio@everettwa.gov Initialed by: Department head Administration Council President Project: Partner/Supplier : Location: Invitation for Bid #2021-039 Maintenance, Repair, and Operating (MRO) Materials Keller Supply Co, Iconix Waterworks, H.D. Fowler Co., Inc., and Ferguson Enterprises LLC Preceding action: 4/14/21 -Authorized Release of Invitation for Bid Fund: 401 Fiscal summary statement: Supplies are purchased on an as needed basis. Anticipated cost is based on past usage. Actual future usage is unknown as it based on future project needs. The anticipated value of the contract at approximately $450,000 annually for all awarded suppliers. Project summary statement: The Public Works Department requires a contract to provide maintenance, repair, and operating (MRO) materials to support daily operations for the City's water system. This contract award includes a variety of required parts, such as hydrants, pipes and fittings, valves, and meter boxes. The contract award is for one (1) year with two (2) one-year extension options. Invitations for Bid were sent to thirty-nine (39) suppliers, posted on the City website, and advertised in the Everett Herald. Responses were received as shown on the attached bid tabulation. Core & Main and Consolidated Supply are considered non -responsive. Core & Main submitted an incomplete price sheet, while Consolidated Supply did not provide pricing on the required forms and submitted an incomplete price sheet. Therefore, the two offers did not fully conform in all material respects to the solicitation. Staff is recommending award to multiple suppliers as follows, Keller Supply Co, Iconix Waterworks, H.D. Fowler Co., Inc., and Ferguson Enterprises LLC based on lowest cost per item as shown in the attached bid sheet. Each item was awarded to the lowest three (3) contracted suppliers that provided pricing. If an emergent need arises and the lowest cost supplier is unable to provide the required materials, then staff will proceed to the next lowest cost supplier to meet project demand. This award approach will provide improved efficiency in obtaining needed maintenance, repair, and operating materials. Recommendation (exact action requested of Council): Award Invitation for Bid #2021-039 Maintenance, Repair, and Operating (MRO) Materials to Keller Supply Co, Iconix Waterworks, H.D. Fowler Co., Inc., and Ferguson Enterprises LLC for one (1) year, with two (2) additional one-year extension options for approximately $450,000 annually.