Agenda Report
TO:
FROM:
Honorable Mayor and City Council
Water and Power Department
May 23, 2022
SUBJECT: AUTHORIZATION TO ENTER INTO PURCHASE ORDER CONTRACT
WITH CORE AND MAIN, LP TO FURNISH AND DELIVER WATER
METER BOXES AND VAULTS WITH COVERS FOR AN AMOUNT NOT
TO EXCEED $3,157,442 FOR SEVEN YEARS
RECOMMENDATION:
It is recommended that the City Council:
1. Find that the proposed action is not a project subject to the California Environmental Quality Act ("CEQA") pursuant to Section 21065 of CEQA and Sections 15060 (c)(2), 15060 (c)(3), and 15378 of the State CEQA Guidelines and, as such, no environmental document pursuant to CEQA is required for the project; and
2. Accept the bid dated March 31, 2022, submitted by Core and Main, LP in response to Specification WD-22-05, to furnish and deliver water meter boxes and vaults with covers; reject all other bids received; and authorize the City Manager to enter into a contract with Core and Main, LP in an amount not to exceed $1,804,253 or a period of four years, whichever occurs first, with the option for three additional extensions of one year each or an amount not to exceed $451,063, whichever occurs first, at the discretion of the City Manager, for a maximum total contract length of seven years or a total amount not to exceed $3,157,442.
BACKGROUND:
The Pasadena Water and Power Department ("PWP") regularly completes water distribution projects as identified in the adopted Capital Improvement Program ("CIP"), Water System and Resources Plan, and other water operations ... related work. PWP's service territory has 38,046 service connections and each service requires a water meter. Water meter boxes with covers and water meter vaults with covers protect water meters from damage while providing PWP's crews access for maintenance, reading, ard inspection . Water meter boxes are used for meter sizes 5/8" to 2" while water meter vaults are used for meter sizes 3" to 8". Specification WD-22-05 established technical standards for a purchase order contract to furnish and deliver these materials.
MEETING OF 05/23/202') AGENDA ITEM NO. --3- --
Contract with Core and Main, LP for Meter Boxes and Vaults May 23, 2022
The bids were organized into two groups (A, and B). Bidders could bid on one or both groups based on the materials they manufacture. Rate payers of the City of Pasadena ("City") benefit from this bidding strategy by choosing the lowest bidder in each of the categories.
On March 10, 2022, a Notice Inviting Bids for Specification WD-22-05 was advertised in the Pasadena Press and Pasadena Journal in addition to being posted online through Planet Bids. Planet Bids generated notices to 7 44 vendors. A total of 18 vendors downloaded the specification, of which none were local. One bid was received by the March 31, 2022 bid due date, none from local vendors. A pre-bid conference was not conducted. The proposed contract complies with Competitive Bidding and Purchasing Ordinance P.M.C. 4.08 and the rules and regulations promulgated thereunder.
The bid was evaluated by multiplying the unit price by the corresponding quantity to determine the item price. The sum of the item prices determine the total for each bid group. The quantities for each bid group were determined by the frequency with which the corresponding bid items are required by PWP. This evaluation method and estimated quantities were fully disclosed in the specification.
The bid results are as follows:
Bid Group A: Water Meter Boxes
Bidders
1. Core and Main, LP, Valencia, CA
Bid Amount ($)
$284,435.01
Bid Group B: Water Meter Vaults with Torsion Assist Frames and Covers Bidders Bid Amount ($)
2. Core and Main, LP, Valencia, CA $166,628.21
Core and Main, LP provided a responsive and responsible bid for both Groups A and B.
The proposed purchase order contracts comply with the Competitive Bidding and Purchasing Ordinance P.M.C. 4.08 and the rules and regulations promulgated thereunder. Staff recommends that the City Council award a purchase order contract to Core and Main, LP for an amount not to exceed $1,804,253 for the initial contract duration of four-years, with the option for three additional one-year extensions, in the annual amount of $451,063, subject to the approval of the City Manager.
Core and Main, LP has previously been awarded two competitively-bid contracts. The first was to furnish and deliver cement-mortar lined ductile-iron pipe with a total contract value of $2,017,735 over four years. This contract is currently active but set to expire July 1, 2022. The second purchase order contract was awarded in 2016 to furnish and deliver cold-water meters with a total contract value of $872,468 over four years.
Contract with Core and Main, LP for Meter Boxes and Vaults May 23, 2022
COUNCIL POLICY CONSIDERATION:
The proposed purchase order contract is consistent with the City Council Strategic Planning Goal to improve, maintain, and enhance public facilities and infrastructure. It supports PWP's Water System and Resources Plan adopted by the City Council in 2021 and addresses the replacement of aging water distribution mains and establishment of reliable infrastructure for the City's water system.
ENVIRONMENTAL ANALYSIS:
The action proposed herein is not a project subject to CEQA in accordance with Section 21065 of CEQA and State CEQA Guidelines Sections 15060 (c)(2), 15060 (c)(3), and 15378. The authorization of the proposed purchase order contract, which would provide for the purchasing of supplies, would not commit the City to undertaking or approving any actual or specific physical construction activities or any other actions that involve physical changes to the environment.
Contract with Core and Main, LP for Meter Boxes and Vaults May 23, 2022
FISCAL IMPACT:
The total cost of this action will be $3,157,442 over seven years, which includes the three additional one ... year extensions. Funding for this action will be addressed by the utilization of existing and future appropriations in the Water Capital Fund 412, Capital Improvement Projects 01080 - Distribution Mains and 01082 - Customer Mains, Meters, and Services. It is anticipated that $451,063 will be spent in fiscal year 2023.
The remainder of the costs will be spent over the next six fiscal years.
The fiscal impact summary is shown below:
Contract Amount $3,157,442
Contract Administration $ 10,000
Total Fiscal Impact: fiscal years 2023 -2027 $3,167,442 Prepared by:
'c/Vf~
Leon Vasquez
Management Analyst I
Int
Water and Power Department