HomeMy WebLinkAboutPR 18266: PURCHASE OF REPAIR CLAMPS FOR ONE YEAR FROM H D SUPPLY MEMORANDUM
CITY OF PORT ARTHUR
UTILITY OPERATIONS DEPARTMENT
TO: John A. Comeaux P.E., Interim City Manager
FROM: John A. Tomplait, Assistant Director of Utility Operations
DATE: March 25, 2014
RE: Proposed Resolution No. 18266
COMMENTS
RECOMMENDATION
I recommend that the City Council approve Proposed Resolution No. 18266 authorizing
the execution of a contract for the purchase of Repair Clamps with H D Supply, of
Beaumont, Texas in the total annual amount of $134,112.05.
BACKGROUND
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.
Bid packets were sent out to sixteen (16) vendors and one (1) bid was received on
March 19, 2014.
BUDGET /FISCAL EFFECT
The recommended award has doubled over the last bid opening in 2011. This is due to
adjusting the quantity actually used, and increased water leaks over the last three (3)
years. 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.
STAFFING /EMPLOYEE EFFECT
Existing staff will administer this contract and monitor the contractor's performance.
SUMMARY
The Utility Operations Department recommends that the City Council award the bid for
Repair Clamps to H D Supply, of Beaumont, Texas in the total annual amount of
$134,112.05.
P. R. No. 18266
03/25/14
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE EXECUTION OF
A CONTRACT FOR THE PURCHASE OF REPAIR
CLAMPS, FOR ONE YEAR, FOR THE UTILITY
OPERATIONS DEPARTMENT WITH H D SUPPLY OF
BEAUMONT, TEXAS, IN THE TOTAL NOT TO EXCEED
AMOUNT OF $134,112.05 ANNUALLY. FUNDS ARE
AVAILABLE IN ACCOUNT NO. 410 - 1253 - 532.35 -00 &
410 - 1255 - 532.33 -00.
WHEREAS, the Utility Operations Department routinely uses repair clamps to maintain
the Water Distribution and Wastewater Conveyance pressure systems throughout the City; and,
WHEREAS, the Purchasing Division has solicited bids for such repair clamps, as
delineated in our Purchasing Policy, where sixteen (16) vendors were solicited and one (1) bid
packets was received on March 19, 2014; and,
WHEREAS, the bids have been evaluated by Utility Operations and Purchasing (bid
tabulation attached as Exhibit A); and,
WHEREAS, the lowest bidder was H D Supply, of Beaumont, TX; for various sizes and
types of repair clamps, and, NOW THEREFORE,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT
ARTHUR:
THAT, the City Manager of the City of Port Arthur is hereby authorized and directed to
execute on behalf of the City of Port Arthur a one year contract between the CITY OF PORT
ARTHUR and H D Supply, of Beaumont, Texas, for one (1) year with the option to renew for
two (2) additional one year periods in the total amount not to exceed $134,112.05; and,
THAT, the City can terminate this contract at its convenience with 30 days written
notice; and,
THAT, funding for this material is provided for in the Utility Operations O &M budget;
and,
P. R. No. 18266
03/25/14
Page 2 of 2
THAT a copy of the caption of this resolution be spread upon the minutes of the City
Council.
READ, ADOPTED AND APPROVED THIS day of , 2014 at
a Regular Meeting of the City Council of the City of Port Arthur, Texas, by the following vote:
AYES: Mayor
Councilmembers:
NOES:
Deloris Prince, Mayor
ATTEST: APPROVED FOR ADMINISTRATION:
Sherri Bellard, City Secretary John A. Comeaux P.E.,
Interim City Manager
APPROVED AS TO FORM: LL./
Shawna Tubbs, CPPO, CPPB
Purchasing Manager
alecia T o, Attorney
-I /0,q
APPROVED AS TO AVAILABILITY OF • hn A. Tomplait.
FUNDS: Assi t Director Utility Operations
11/4
U eborah Echols, i irector of Finance
Account No. 410- 1253 - 532.35 -00
410 - 1255 - 532.33 -00
P. R. No. 18266
03/25/14
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P. R. No. 18266
03/25/14
EXHIBIT "B"
P. R. No. 18266
3/25/14
PURCHASING CONTRACT
AGREEMENT
THIS AGREEMENT is made this the of , 2014, by and
between an individual, firm partnership or corporation, H D Supply , 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. The term of this Contract shall be for one (1) year from the date that it is signed by
the City unless sooner terminated under the provision hereof. The City can terminate this
contract at its convenience which includes, but not limited to, funding not being available in any
budget cycle with ten (10) days written notice.
2. The Vendor will provide Repair Clamps, as delineated and submitted in their bid on
March 19, 2014.
3. During the term of this Contract, the Vendor will furnish all of the materials and
supplies, as stated in the advertised bid specifications, described as:
Repair Clamps
4. The Vendor agrees to deliver all materials on an as- needed basis during the term of
this contract, in a not -to- exceed maximum amount of $134,112.05 as shown in the Bid schedule.
5. The term "Contract Documents" means and includes the following:
(A) Agreement
(B) Specifications
(C) Notice to Proceed
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.
P. R. No. 18266
SIGNED AND AGREED to on the day of , 2014.
WITNESS: CONTRACTOR:
H D Supply
SIGNED AND AGREED to on the day of , 2014.
WITNESS: CITY OF PORT ARTHUR
City Secretary City Manager