Title
Ductile Iron Pipe and Fittings Contract - Request for Award (Ordinance S-49161)
Description
Request to authorize the City Manager, or his designee, to ratify the existing purchase order for a one-time purchase with Dana Kepner Company, LLC to provide ductile iron pipe for the Water Services Department. Further request to authorize the City Controller to disburse all funds related to this item. The expenditures will not exceed $44,453.16.
Report
Summary
The purpose of this request is to ratify the purchase of 1206 feet of 4-inch ductile iron pipe. Ductile iron pipe and fittings are critical to City's water infrastructure which is installed when a fire hydrant or valve is replaced or repaired. The contracted vendor, Core and Main, LP has filed a Force Majeure as the vendor is experiencing long delays on ductile iron pipe, stating that the City's outstanding orders could not be filled prior to Dec. 2022. The ongoing repairs and maintenance was rapidly depleting the Water Services Department's (WSD) inventory of ductile pipe and therefore creating an urgent need to locate another vendor to supply the critical pipe. In an effort to ensure that repairs to the City's water infrastructure were timely, it was necessary to perform a one-time purchase from Dana Kepner Company, LLC.
Procurement Information
WSD contacted multiple vendors including Ferguson Enterprises, LLC, Fullerform Systems, Inc. and Dana Kepner Company, LLC to source the needed material in a shorter lead-time. Of the three vendors that were contacted, Dana Kepner was the only vendor that had the pipe in stock. A review of pricing was conducted and it was determined that the price quote received from Dana Kepner was competitive as well as fair and reasonable.
In accordance with AR 3.10, standard competition was waived as a result of an approved Determination Memo based on the following reason: Special Circumstances Without Competition-One Time Contract-Due to Time Restrictions.
Contract Term
This is a one-time purchase to ensure water infrastructure repairs and ongoing projects continue without interruption.
Financial Impact
The total value of the one-time purchase will not exceed $44,453.16.
Funding is available in the Water Services Department Operating Budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Karen Peters and the Water Services Department.