DATE: July 22, 2019
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Kristine Tallent, Assistant City Administrator / CFO
Michelle Hatcher, Water Management Director
Brian Wilcox, Purchasing Manager
SUBJECT:
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*Consideration of procurement award to Hayes Pipe Supply, Inc. of Nashville, Tennessee in the total amount of $146,463.25 for supply and delivery of PVC pipe and ductile iron fittings to be used for construction of a new reclaimed water line to Berry Farms subdivision and Reams Fleming tract for the Reclaimed Water System Division of the Water Management Department (Purchasing Office Procurement Solicitation No. 2020-005; $500,000 (including supplies) budgeted in 441-89320-52321 for fiscal year 2020; Contract No. 2019-0241; Project No. 2019-008)
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Purpose
The purpose of this procurement is to purchase the supply and delivery of PVC pipe and ductile iron fittings to be used for construction of a new reclaimed water line to Berry Farms subdivision and Reams Fleming tract. The purpose of the new line is to increase capacity and pressure of reclaimed water for customers in the Berry Farms subdivision and the Reams Fleming tract. The bid supplies are scheduled to be installed using City Water Management Department crews and equipment.
Background
The City published on June 27, 2019 a Notice to Bidders in the Williamson Herald for PVC pipe and ductile iron fittings. In addition, bid documents were sent on or about the same date directly to fifteen (15) potential bidders known or thought to be interested in this solicitation. Bids from eight (8) suppliers were publicly opened at the bid opening held on July 11, 2019. A tabulation of the bids received for this solicitation is attached. Also attached is a tabulation of the bid line-item pricing.
Financial Impact
The apparent lowest, most responsive and responsible bid, from Hayes Pipe Supply, Inc. of Nashville, Tennessee, is in the total amount of $146,463.25 for supply and delivery of the specified products. This bid was identified because it is the lowest bid that most closely meets or exceeds the City’s intention as expressed and implied by the City’s specifications as well as the instructions, terms and conditions pertaining to this procurement solicitation. The Water Management Department Reclaimed Water System Division budget for fiscal year 2020 allocates $500,000 out of the Reclaimed Water Fund for the purchase of a new reclaimed water line to Berry Farms subdivision and Reams Fleming tract [actually what I see is “building improvements”]. The supply and delivery of the specified products is included in this budget amount.
Options
In accordance with the bid documents, the City reserves the right to reject any and all bids.
Recommendation
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Staff recommends that the City accept, contingent upon Law Department and City Administrator approval of City Contract No. 2019-0241, the apparent lowest best bid, from Hayes Pipe Supply, Inc. of Nashville, Tennessee in the total amount of $146,463.25 for supply and delivery of the specified products, and award this procurement to this bidder. The City’s Purchasing Manager believes the prepared solicitation documents as distributed allowed for competition among multiple service providers, and that the staff recommendation appears to be made in a fair and impartial manner based upon the proposals received. Pursuant to authority previously granted by the Board of Mayor and Aldermen, Contract No. 2019-0241 has been prepared for execution by the City Administrator and is attached pending approval by the Board of Mayor and Aldermen of the staff recommendation to accept the bid from and award the procurement to Hayes Pipe Supply, Inc.