Broken Arrow Municipal Authority
Meeting of: 05-03-2016
To: Chairman and Authority Members
From: Department of Utilities
Title:
title
Consideration, discussion and possible award of the lowest responsible bid, to HD Supply Waterworks Ltd., and approval of and authorization to execute an agreement for the supply of meter boxes, replacement meter box covers and meter connection accessories for the Automated Meter Reading Project
End
Background:
Utilities Department Staff worked with the Purchasing Division to rebid the procurement of meter boxes, replacement meter box covers and meter connection accessories for Phase I of the Automated Meter Reading Project. When the procurement of the above supply contract was initially sent out for bids, only three (3) were received. The bids were opened on January 6, 2016, for bid solicitation No. 16.111. Staff reviewed the bids and recommended that the Authority reject the bids at the regularly scheduled meeting of January 19, 2016, due to errors in the bid specifications. A copy of the January 19, 2016, Fact Sheet is attached.
For the second bid solicitation, Bid package No. 16.128 was mailed out to seven (7) vendors. A mandatory pre-bid meeting was held on March 8, 2016, and four (4) vendors attended the meeting, along with a representative from the Oklahoma Water Resources Board.
Three (3) bids were received and opened on March 23, 2016. Pursuant to the attached bid tabulation, Utility Supply Company was the low bidder. On March 24, 2016, a representative from Utility Supply Company contacted city Purchasing Agent and Metering Division Supervisor and advised them of an error in pricing of two (2) sizes of meter pits (meter boxes) and requested to withdraw their bid. An email was sent to the Purchasing Agent confirming the withdrawal. A copy of the email is attached.
Utility Supply Company failed to include the cost of the lids specified to be supplied with the new meter boxes in their bid proposal. The two (2) sizes of meter boxes (meter pits) specified are:
• Item 1 of Bid Schedule-16” round meter boxes complete with 12” covers as specified and tapered with flange and 18” deep. Estimated quantity to be purchased-900 boxes.
• Item 2 of Bid Schedule-16” round meter boxes complete with 12” covers as specified and tapered with flange and 24” deep. Estimated quantity to be purchased-10 boxes.
Upon the withdrawal of Utility Supply Company bid, the lowest responsive bidder for the supply of materials specified is HD Supply Waterworks, Ltd. The total bid price for 21 items specified based on estimated quantities is $192,682.15. Items will be purchased on an as-needed basis as the project progresses. The bid proposal also clearly stipulates that the quantities listed in the bid proposal is for bidding purposes only and no minimum quantities are guaranteed to be purchased. Contracted vendor is required to hold the prices for the items bid until December 31, 2017.
Staff will closely track all purchases made for this project to ensure the total expenditures does not exceed the total loan amount of $2,000,000 from OWRB. Staff recommends that the bid be awarded to HD Supply Waterworks Ltd.
Cost: $192,682.15
Prepared By: Anthony C. Daniel, Director of Utilities Department
Reviewed By: Finance Department
Assistant City Manager - Operations
Legal Department
Approved By: Michael L. Spurgeon, City Manager
Attachments: Bid No. 16.128 tabulation sheet
Email from Utility Supply Co. indicating that their bid price
is incorrect
Fact Sheet for 1-19-16 BAMA meeting
Recommendation:
Award the lowest responsible bid to HD Supply Waterworks Ltd. for the supply of meter boxes, replacement meter box covers and meter connection accessories, and approve and authorize a supply agreement.