Item 4B
Item 4B
Award a contract for utility parts and supplies to Atlas Utility Supply Co. and Ferguson Waterworks in an amount not to exceed $575,000
Good evening Honorable Mayor and members of the City Council. This is Cristina McMurray, Deputy Director for Public Works, and I will be presenting Item 4B for your consideration.
1
Requested Action
Award a contract for utility parts and supplies to Atlas Utility Supply Co. and Ferguson Waterworks in an amount not to exceed $575,000.
Staff requests that City Council:
Award a contract for utility parts and supplies to Atlas Utility Supply Co. and Ferguson Waterworks in an amount not to exceed $575,000.
2
Utility Parts
Utility Parts and Supplies:
Pipe
Valves
Clamps
Couplings
Tapping sleeves
Fire hydrants
Sealed bids for almost 300 unique products
Resilient Wedge Gate Valve - C509 2 inch-12 inch
- C515 4 inch-20 inch
Repair Clamps
Mueller super centurion hydrant 250
C900 DR 18 PVC Water Pipe
Throughout the year, the Water and Wastewater Divisions of Public Works make numerous purchases of utility parts and supplies. Utility parts and supplies are needed to operate and maintain
the City's water distribution and wastewater collection systems. This ensures that clean drinking water is delivered to every Southlake customer and promotes public health by collecting
the City's wastewater and delivering it to the Trinity River Authority (TRA) for treatment.
Utility parts and supplies include various types and sizes of water pipe, sewer pipe, valves,
clamps, couplings, tapping sleeves and fire hydrants. In order to obtain competitive pricing on these items, the City of Southlake solicited sealed bids for over 300 unique utility parts
and supplies.
3
Utility Parts
Sealed bids for utility parts and supplies:
November 18, 2016
RFB1610B400KF160008
Internal Committee Review for Best Value
The City of Southlake solicited sealed bids for utility parts and supplies. On November 18, 2016, the City of Southlake received sealed bids from three vendors:
Atlas Utility Supply
Co.
Ferguson Waterworks and
Fortiline Inc.
An internal committee reviewed the bids for overall best value to the City. The best value selection criteria included: customer service,
parts availability, after-hours access, proximity to Southlake, and price. The table illustrates the weights that were assigned to each of the scoring factors.
4
Utility Parts
Recommended awards:
Based on scoring matrix
Award of specific categories
1 year contract with 4 optional renewals
Total possible 5 year contract
Atlas Utility Supply Co. –
Max possible
future price escalation of 3%
Ferguson Waterworks – Did not list future price escalation
Water Meters – Various Sizes
Based on the scoring factors, two of the utility suppliers are being recommended for an award of specific bid line items or categories: Atlas Utility Supply Co. and Ferguson Waterworks.
The contract awards will be for one (1) year with an additional four (4) year optional renewals for a total possible 5 year contract. While the RFB allowed for up to an eight (8)
percent annual price increase on future renewals, Atlas Utility Supply Co. listed a maximum possible future price escalation of three (3) percent per year. Ferguson did not list an anticipated
percent price escalation in their submittal.
5
Utility Parts
Couplings and Fittings
Curb Stops and Meter Valves
Funding:
FY 2017 Water & Wastewater Budgets
Historical Expenditures:
FY 2014 - $573,814
FY 2015 - $476,762
FY 2016 - $1,517,661
FY 2017 - $26,539
Funding for utility parts is budgeted in the annual Public Works Water and Wastewater Operating budgets.
Following are the City’s past expenditures on utility parts and supplies.
In
FY 2014, the City spent $573,814 on utility parts.
In FY 2015, $476,762.
In FY 2016, $1,517,661
And in FY 2017 to date, the City has spent $26,539 on utility parts.
Please note that
utility part expenditures in FY 2016 were significantly higher due to the Water Smart, Southlake roll out of cellular endpoints for water meters citywide. The City invested approximately
$1M in this project.
6
City of Southlake Strategy Map
The City of Southlake provides municipal services that support the highest quality of life for our residents, businesses, and visitors. We do this by being an exemplary model of balancing
efficiency, fiscal responsibility, transparency, and sustainability.
C1 Achieve the highest standards of safety & security
C2 Provide travel convenience within City & region
C3 Provide attractive & unique spaces for enjoyment of personal interests
C4 Attract & keep top-tier businesses to drive a dynamic & sustainable economic environment
C5 Promote opportunities for partnerships & volunteer involvement
Serve our Customers
Manage the Business
B1 Achieve best-in-class status in all City disciplines
B2 Collaborate with select partners to implement service solutions
B3 Enhance resident quality of life & business vitality through tourism
B4 Provide high quality services through sustainable business practices
B5 Enhance service delivery through continual process improvement
B6 Optimize use of technology
Provide Financial Stewardship
Promote Learning and Growth
F1 Adhere to financial management principles & budget
F2 Invest to provide & maintain high quality public assets
F3 Achieve fiscal wellness standards
F4 Establish & maintain effective internal controls
L1 Ensure our people understand the strategy & how they contribute to it
L2 Enhance leadership capabilities to deliver results
L3 Attract, develop & retain a skilled workforce
L4 Recognize & reward high performers
L5 Empower informed decision-making at all levels in the organization
C6 Enhance the sense of
community by providing excellent customer service and citizen engagement opportunities
L6 Foster positive employee engagement
Deliver on Our Focus Areas
This item relates to the City’s strategy map relative to the focus area of Infrastructure. This item specifically relates to (F2) invest to provide & maintain high quality public assets.
7
Questions?
8
For questions concerning this item, please contact Rob Cohen at 817-748-8097. Thank you for your attention.