Utilities Department
MEMO
TO: HONORABLE MAYOR AND CITY COUNCIL
FROM: STEVE POTTER, CITY MANAGER
CC: PHIL BRUN, UTILITIES DIRECTOR
DATE: July 24, 2023
SUBJECT: WRITTEN DETERMINATION TO ENTER INTO A CONTRACT WITH PACE SUPPLY CORP, FERGUSON ENTERPRISES, AND CORE & MAIN LP, TO PROVIDE INDUSTRIAL PLUMBING SUPPLIES PURSUANT TO NAPA MUNICIPAL CODE SECTION 2.91.050 Per NMC 2.91.050, the City may enter into a contract for a "specialty item," provided that the City Manager makes a written determination of the following:
The project need which the City intends to satisfy through the contract for the specialty item.
Purchase of industrial plumbing materials required for the repair and maintenance of the City’s water distribution and treatment system that provides potable water to the City water customers.
The types of property or service which are available (or used by other similarly situated private or public agencies) to meet this need (or similar needs), and the contractors which are available to provide the property or service.
Industrial plumbing materials (waterworks supplies) are pipes, fittings, valves, fire hydrants, leak clamps, and other specialized materials to install new or replace existing appurtenances within the City’s water distribution and treatment system. These materials are not sold directly from the manufacturer but rather through distributors that cover a regional area. Pace Supply Corp, Core & Main LP, and Ferguson Enterprises have been and continue to be the primary suppliers that distribute waterworks supplies in the Northern California region.
The reasons why it is impracticable for a similar service to meet the City’s needs (including considerations of compatibility with other City services regarding maintenance, repair, training, quality, price, or similar considerations); or why the City’s needs can only be met by one unique or proprietary type of service (the specialty item).
Pace Supply Corp, Core and Main LP, and Ferguson Enterprises are all large distributors of waterworks plumbing materials which provides the City with availability of a wide-range of products, the highest probability of having stock on-hand, and the most efficient means to manage supply chain challenges directly with the manufacturer. Albeit there are other distributers nationwide, purchasing from the primary regional distributors assures materials are readily available for emergency repair situations and can be delivered on short notice. The ability to have access to all three distributors to compare both price and availability provides value to the City and ensures reliability needed to operate and maintain the water system.
By entering into a contract for the specialty item from the proposed contractor, the City will meet the purpose and goals identified in NMC Section 2.91.010.
For every order of waterworks supplies needed, staff solicits quotes from all three vendors - Pace Supply Corp, Core & Main LP, and Ferguson Enterprises. Based on the quotes, the City is able to determine price and availability. Depending on the urgency of the items needed, purchases are made not solely on lowest price, but also based on availability.
The contract complies with the requirements of NMC Section 2.91.030 (B).
Pursuant to NMC Section 2.91.030(B)(2), (a) will be approved as to form by the City Attorney, (b) as determined by the City Auditor, there are sufficient unencumbered funds to cover the cost of the contract, and (c) as approved by City Manager, authorized representative to enter into purchase contract.
City Hall: 955 School Street, Napa CA 94559 ½ Mailing Address: P.O. Box 660, Napa CA 94559 ½ (707) 257-9500 ½ www.cityofnapa.org ATTACHMENT 1