Item Number: 17
City Council / Board of Directors
Written Communications
Meeting of: June 17, 2025
Submitted By:
Doug Mathews, Director of Public Works and Water
Subject:
Water Warehouse Inventory Purchases – Western Water Works Recommendation:
That the Honorable Board of Directors:
(1) Approve the pending purchases of inventory items to replenish stock at the District warehouse from Western Water Works in the amount of $29,088.45; (2) Ratify cumulative spending for all purchases to date in excess of $125,000.00; and (3) Approve an additional $25,000.00 for the purchase of inventory items through the end of the 24/25 fiscal year.
Fiscal Impact:
Acting in accordance with staff's recommendation will result in an immediate fiscal impact of $29,088.45 with a potential additional $25,000.00, as needed, for inventory purchases through the end of the fiscal year. This purchase is budgeted under Water Fund 410. An additional appropriation is not required as there are sufficient funds available in the account budget to cover the planned expenses.
As staff members require specific items, a pick ticket is generated, and Munis credits the inventory account (410 - 16100) and accurately allocates the corresponding expenses to the appropriate Operations and Maintenance account.
Strategic Plan Goal:
This item aligns with “Goal E Invest in Infrastructure" in the City of Victorville Strategic Plan 2023-2026. The replenishing of inventory items in the warehouse allows staff to continue to provide a healthy and livable community to all residents.
Background:
The Victorville Water District operates a centralized warehouse facility that plays a critical role in supporting the day-to-day operations of the District’s water system. This 4 1
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warehouse maintains an inventory of essential materials and equipment needed for routine maintenance, emergency repairs, and capital improvement projects. Items commonly stocked include pipe fittings, valves, meters, hydrants, service line components, and other operational supplies necessary for field crews to perform their duties effectively.
The warehouse inventory is managed based on a Master Inventory List, which outlines minimum and maximum stock levels for each item. This list is regularly reviewed and updated by District staff to ensure it reflects current operational needs and consumption trends. Inventory levels are monitored through ongoing tracking of usage rates, and replenishment orders are generated when quantities fall below established thresholds.
This proactive approach ensures that materials are readily available when needed, minimizing delays in response time for repairs or new installations.
Discussion:
During a routine inventory review, staff identified that the 1” angle meter valves had fallen below the established minimum stock levels. A 1-inch angle meter valve is a specialized valve typically installed where the water service line connects to the water meter. Its angled or “L” shaped design allows for a space-efficient installation while providing a convenient method for shutting off water flow to the meter, facilitating maintenance and service control.
All inventory items that need replenishment are competitively bid each time, ensuring the best price and timeliness of parts delivery to ensure there is no disruption in District operations. Thus, staff initiated the procurement process in accordance with Victorville Municipal Code (VMC) Section 2.28.090 and three quotes were solicited to restock these critical supplies. The lowest quote received was from Western Water Works and the table below provides more information regarding the quotes received.
Vendor Amount Location
Western Water Works $29,088.45 Chino, CA
C. Wells Pipeline $29,949.75 Corona, CA
Core & Main $37,423.49 San Bernardino, CA
Although this purchase is only for $29,088.45, and no single transaction with this vendor has exceeded the City Manager’s $125,000 purchase authority, the cumulative amount for this vendor this fiscal year, including these purchases, will total $157,255.04.
Therefore, this item is being brought forth for the Board's ratification and approval.
In future years, staff will include Western Water Works in the annual supply agreement for approval to streamline the procurement process and avoid exceeding purchasing thresholds.
Staff recommends that the Board of Directors approve the purchase of inventory items to replenish the stock at the District’s warehouse to Western Water Works in the amount of $29,088.45 and an additional $25,000.00 for purchases that may arise before the end of 4 1
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the fiscal year. This would set the total for purchases from Western Water Works at an amount not to exceed $182,255.04 for the current fiscal year.
Staff is available for any questions the Board may have.
Prepared By:
Alejandra Garcia, Public Works Technician
Anne Darroch, Sr. Administrative Analyst
Mel Krejckant, Public Works and Water Administrative Manager Attachments: A. Bids Received
B. Master Inventory List