Public Works Agency
www.santa-ana.org/pw
Item # 11
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
February 18, 2025
TOPIC: Copper Tubing for Water and Sewer System Repairs
AGENDA TITLE
Purchase Order Contracts with Action Plumbing Supply, LLC, Famcon Pipe & Supply, Inc., and Ferguson Enterprises, LLC for Copper Tubing (Specification No. 24-095) (Non-General Fund)
RECOMMENDED ACTION
Award aggregate Purchase Order Contracts to vendors listed below for copper tubing on an as-needed basis, in an annual aggregate amount not to exceed $100,000, for a term beginning February 18, 2025 and expiring February 17, 2026, with provisions for four, one-year renewal options for a not to exceed total of $500,000.
Vendor
Action Plumbing Supply, LLC
Location
Mira Loma, CA
Famcon Pipe & Supply, Inc. Oxnard, CA
Ferguson Enterprises, LLC Santa Ana, CA
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The Public Works Agency (PWA) oversees and maintains the daily operations of the water system. The City’s water system is composed of approximately 478 miles of water mains, supplying the City’s drinking water, serving 333,000 residents and businesses of Santa Ana. The Water Resources Division maintains water service connections and uses industry standard Type K copper tubing when repairing service leaks. Historically, copper fittings have been stocked at the City Yard in order to address service leaks quickly, avoid disruption to the public, and used as needed by the Water Resources Division.
Prior to publishing bids, the City’s Finance and Management Services Agency (Finance) Purchasing Division works with end user to determine department needs for supplies and materials. The availability of raw materials and lead times are also factored when establishing contract terms. In the case of purchasing copper tubing, Finance and PWA staff determined the contract term of one-year and four, one-year renewal options as the most responsive term for potential market fluctuation.
Copper Tubing for Water and Sewer System Repairs
February 18, 2025
4 8
3 5
The previous aggregate contract lasted five years, utilizing four vendors, and expired on January 31, 2025. In response to the expiration and in an effort to keep contracts competitive, Invitation for Bids (IFB) No. 24-095 was issued on October 2, 2024, on the City’s online bid management and publication system. A summary of vendor participation and results is as follows:
92 Vendors notified
12 Santa Ana vendors notified
21 Vendors downloaded the bid packet
4 Bids received
1 Bid received from Santa Ana vendors
Bids were solicited, opened on October 30, 2024, and evaluated (Exhibit 1). Four bids were submitted by the IFB deadline and all were determined to be responsive to the specifications and met the City’s requirements. To ensure sufficient resources are available at all times, staff recommends establishing a list consisting of the three lowest responsive vendors by awarding aggregate Purchase Order Contracts to Action Plumbing Supply, LLC, Famcon Pipe & Supply, Inc., and Ferguson Enterprises, LLC.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds are budgeted and available for expenditure in the Fiscal Year 2024-2025 budget and subsequent fiscal years will be included in the proposed budgets for City Council consideration. The funds will be budgeted and available for this item in the accounts below.
Fiscal Year Accounting
Unit –
Account#
Fund
Description
Account Unit, Account
Description
Amount
FY 24-25
(Feb – June)
06017641-
63001
Water Water System
Maintenance,
Miscellaneous Operating
Expenses
$41,666
FY 25-26 06017641-
63001
Water Water System
Maintenance,
Miscellaneous Operating
Expenses
$100,000
Optional 1-Year Extension
FY 26-27 06017641-
63001
Water Water System
Maintenance,
$100,000
Copper Tubing for Water and Sewer System Repairs
February 18, 2025
4 8
3 5
Fiscal Year Accounting
Unit –
Account#
Fund
Description
Account Unit, Account
Description
Amount
Miscellaneous Operating
Expenses
FY 27-28 06017641-
63001
Water Water System
Maintenance,
Miscellaneous Operating
Expenses
$100,000
FY 28-29 06017641-
63001
Water Water System
Maintenance,
Miscellaneous Operating
Expenses
$100,000
FY 29-30
(July – Jan)
06017641-
63001
Water Water System
Maintenance,
Miscellaneous Operating
Expenses
$58,334
Total $500,000
EXHIBIT(S)
1. Abstract of Bids (24-095)
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Alvaro Nuñez, City Manager