(12)AR 121807 Imperial Pipe Services, LLC

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CITY OF COLTON AGENDA REPORT ITEM #12 FOR THE CITY COUNCIL AND COLTON UTILITY AUTHORITY MEETING OF DECEMBER 18, 2007 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL, HONORABLE CHAIRPERSON AND UTILITY AUTHORITY MEMBERS FROM: DILL! DE ALWIS, FINANCE DIRECTOR SUBJECT: AWARD BID FOR 4,400 FEET OF 24 -INCH STEEL WATER TRANSMISSION PIPE AND ASSOCIATED COMPONENTS TO IMPERIAL PIPE SERVICES, LLC IN THE AMOUNT OF $162,685 DATE: DECEMBER 10, 2007 BACKGROUND: The City of Colton has water main lines that are over 50 years old. Some of these old steel pipes may be corroded and rusty, which could result in leaks and discolored water to our customers. To help correct these problems, a mainline replacement project was implemented. It was determined that the Pipeline Replacement Projects would start in the Western Zone of Colton where the steel pipes are over 50 years old. The acquisition of the steel pipe and associated components will allow the Water Department to continue with these Pipeline Replacement Projects. DISCUSSION/ANALYSIS: Diligent effort was made to solicit competitive proposals for 4,400 feet of 24 -inch steel water transmission pipe and associated components. On November 5, 2007 the Request for Quotations was distributed to 103 potential bidders via the City's online bidding system: www.TheNetworkBidSvstem.com. Additional clarification was provided in an addendum and emailed to all 103 potential bidders on 11/14/07. The original bid closing date was also extended by one day to November 20, 2007. An electronic Bid Opening was held at 2:00 p.m. on November 20, 2007. Sealed (encrypted) bids were received from three (3) vendors. However, after further review, all bids were rejected as non-responsive because none of the vendors could meet our minimum delivery timeframe and we inadvertently included an incorrect component. Therefore, on November 26, 2007 the Request for Quotations was re -issued with a revised delivery timeframe and distributed to 105 potential bidders via the City's online bidding system: www.TheNetworkBidSvstem.com. An electronic Bid Opening was held at 2:00 p.m. on December 6, 2007. Sealed (encrypted) bids were received from the following: 1. Imperial Pipe Services, LLC $162,685.00 2. West Coast Pipe $173,948.00 3. Alpi Industrial Supply $177,172.00 A bid abstract is attached showing prices quoted by each vendor and any exceptions noted. The recommended vendor's price is high -lighted in Blue/Yellow (plus tax). The first delivery will commence 7 to 8 weeks after award of the bid.