AGENDA REPORT
Meeting Date: March 11, 2024
Item Number:
To: Honorable Mayor & City Council
From: Robert Welch, P.E., Utilities General Manager
Vince Damasse, P.E., Water Resources and Operations Manager Melissa Gomez, Senior Management Analyst
Subject: APPROVAL OF A CHANGE PURCHASE ORDER TO S & J
SUPPLY COMPANY, INC. IN THE AMOUNT OF $30,000 FOR A
TOTAL NOT-TO-EXCEED AMOUNT OF $130,000 FOR THE
PURCHASE OF WATERWORKS SUPPLIES
Attachments: None
RECOMMENDATION
Staff recommends that City Council approve a change purchase order to S & J Supply Company, Inc. in the amount of $30,000 for a total not-to-exceed amount of $130,000 for the purchase of waterworks supplies.
INTRODUCTION
The City of Beverly Hills Water Utility provides a critical service by supplying reliable and excellent water quality to Beverly Hills and a portion of West Hollywood. Ensuring this vital service remains continuous and experiences minimal disruptions requires multiple vendor suppliers to provide the necessary waterworks parts and supplies during normal operations and emergencies. The City purchases various waterworks supplies to support installing, maintaining, and repairing various components of the water distribution system.
DISCUSSION
On July 28, 2023, Request for Bids (RFB) 24-350-08: Waterworks Brass Fittings/Valves/Saddles/Couplings/Clamps was released through PlanetBids. On August 11, 2023, the City received five (5) bids. This bidding process was intended to secure participating vendors on an as-needed basis for the most advantageous pricing for the City.
BEVERLY
HILLS
.~
Meeting Date: March 11, 2024
Due to supply chain delays, staff awarded a purchase order for Fiscal Year 2023/24 to all bidders. Awarding to various vendors ensured the availability and delivery of waterworks materials for the City whenever needed and should lead to more competitive pricing from vendors. S & J Supply Company, Inc. was awarded a $100,000 purchase order at the beginning of the fiscal year. Due to an increase in new development installations and needed operations and maintenance repairs on the water system infrastructure, staff is requesting a change purchase order in the amount of $30,000 to ensure there is sufficient funding for the remainder of the fiscal year. The additional $30,000 will be obtained by disencumbering funds from other waterworks material vendor purchase orders, which staff anticipates will not be used.
FISCAL IMPACT
Funds are available in the Water Enterprise Fund.
Shana Epstein,
Director of Public Works
Approved By