HomeMy WebLinkAboutPR 20187: RENEWAL OF CONTRACT FOR PURCHASE OF REPAIR CLAMPS FOR UTILITY OPERATIONS City of
IPJ
ort rthur
Texas
INTEROFFICE MEMORANDUM
UTILITY OPERATIONS DEPARTMENT - ADMIN. DIV.
Date: April 2, 2018
To: Harvey Robinson,Interim City Manager
From: Dr. Hani Tohme, P.E., Interim Director of Water Utilities
RE: Proposed Resolution No. 20187
Nature of Request:
Repair clamps are used to make repairs on leaking pressure pipes. Most of these leaks are water
mains, but we do have an occasional sewer force main leak. While these clamps are designed and
constructed of stainless steel, they are meant as a temporary fix until the line can be replaced.
Many leaks we find are old repair clamps that are just past their design life.
Various sizes and types of repair clamps are used by the Utility Operations Department. Bids were
received on February 8, 2017. Rural Pipe & Supply, the lowest bid, was disqualified due to the
quality of the clamp; it was not an approved brand (Romac). The lowest priced bid, that met our
specifications, was from HD Supply, of Beaumont, Texas.
Staff Analysis, Consideration:
Existing staff will administer this contract and monitor the contractor's performance.
Recommendation:
I recommend that the City Council approve Proposed Resolution No. 20187, authorizing the
execution of a contract for the purchase of Repair Clamps with HD Supply Waterworks, of
Beaumont, Texas in the projected budgetary amount of $162,409.39, ordered on an as needed
basis.
Budget Considerations:
This equipment will be maintained in our Warehouse inventory and charged to the appropriate
account when used; #410-1253-532.35-00 (Water System), and #410-1255-532.33-00 (Sanitary
Sewer Systems) for routine line maintenance.
P.R. No. 20187
4/10/18 ds
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER
TO EXECUTE THE SECOND YEAR(FIRST RENEWAL)OF
THE CONTRACT WITH HD SUPPLY OF BEAUMONT,
TEXAS, FOR THE PURCHASE OF REPAIR CLAMPS FOR
THE UTILITY OPERATIONS DEPARTMENT, WITH AN
ANNUAL PROJECTED BUDGETARY IMPACT OF
$162,409.39. FUNDING IS AVAILABLE IN ACCOUNT NOS.
410-1253-532.35-00 (WATER SYSTEM), & 410-1255-532.33-
00, (SANITARY SEWER SYSTEM).
WHEREAS,pursuant to Resolution No. 17-046, Council approved the contract with HD
Supply of Beaumont,Texas,for the purchase of repair clamps on an as needed basis for the Utility
Operations Department, with the option to renew for two (2) additional one (1)year periods; and
WHEREAS, the City of Port Arthur Utility Operations Department and HD Supply
mutually agreed to renewal this contract for an additional one (1)year period.
NOW THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR:
THAT, the City Manager is hereby authorized to execute the second year(first renewal)
contract for the purchase of repair clamps for Utility Operations, with the option to renew for
one(1) additional one(1) year periods, with HD Supply of Beaumont, Texas,with an annual
projected budgetary impact of$162,409.39; and,
THAT, funding is available in Account Nos. 410-1253-532.35-00 (Water System), and
410-1255-532.33-00 (Sanitary Sewer Systems); and,
THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City
Council.
READ, ADOPTED, AND APPROVED on this day of April 2018 at a
Regular Meeting of the City Council of the City of Port Arthur, Texas,by the following vote:
P.R. No. 20187
4/10/18 ds
AYES: Mayor:
Councilmembers:
NOES: .
Derrick Freeman, Mayor
ATTEST: APPROVED AS TO FORM:
-d- cl:Sherri Bellard V 1 Tizeno-1(4-61----7°
City Secretary City Attorney
APPROVED FOR ADMINISTRATION:
Harvey Robinson Dr. Hani Tohme, P.E.
Interim City Manager Interim Director of Water Utilities
APPROVED AS TO THE AVAILABILITY
OF FUNDS:
Andrew Vasquez, CPA
Director of Finance
i '.1, nidi
Clift:n ' illiams, CPPB
Purchasing Manager
P.R. No. 20187
4/10/18 ds
Exhibit A
(Purchase Contract Agreement)
PURCHASING CONTRACT AGREEMENT
THIS AGREEMENT is made this the of , 2018, by and
between an individual, firm, partnership, or corporation, HD Supply Waterworks of
Beaumont, Texas hereinafter called "Vendor", and the City of Port Arthur, a municipal
corporation organized under the laws of the State of Texas, hereinafter called the "Owner"
or "City".
WITNESSETH: That for and in consideration of the payments, terms, conditions and
agreements set forth herein, Owner and Vendor agree as follows:
1 . This Agreement is the second year (first renewal) with the option to
renewal for an additional one (1) year period.
2. This term of the Agreement will be from , 2018
through , 2019.
2. The City can terminate this contract at its convenience which includes, but
not limited to, funding not being available in any budget cycle with fifteen (15) days written
notice.
3. The Vendor will provide clamps as delineated and submitted in their quote
in the original contract.
4. During the term of this Contract, the Vendor will furnish all of the materials
and supplies, as stated in the specifications, described as:
Repair Clamps for Utility Operations
5. The Vendor agrees to deliver all materials on an as needed basis during the
term of the contract, at the unit prices listed in the original contract, pursuant to Resolution
No. 17-046.
6. This Agreement shall be binding upon all parties hereto and their respective
heirs, executors, administrators, successors and assigns.
IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed
by their duly authorized officials, this Agreement in two (2) copies each of which shall be
deemed an original on the date first above written.
SIGNED AND AGREED to on the day of , 2018.
WITNESS: CONTRACTOR:
HD Supply Waterworks
SIGNED AND AGREED to on the day of , 2018.
WITNESS: CITY OF PORT ARTHUR:
City Secretary City Manager