November 11, 2003

SUBJECT: Award of Contract for Piping Supplies (#F0310-28)

REPORT IN BRIEF

Approval is requested for the award of a one-year contract, with option to extend for two (2) additional one-year periods, to National Waterworks of Santa Clara for piping supplies, including valve parts, fittings and couplings as required by the City of Sunnyvale.

BACKGROUND

The Departments of Public Works and Parks and Recreation, including Public Works/Environmental (WPCP), Public Works/Field Services and Parks and Recreation/Parks Division, regularly use piping supplies.  Items that are used on a regular basis are stocked at Central Stores, but a large number of items are ordered on an "as-needed" basis.

National Waterworks (formerly US Filter) has been the City's primary supplier of miscellaneous piping supplies for a number of years, and the existing contract will expire soon.

DISCUSSION

National Waterworks is one of the largest stocking distributors in the South Bay, allowing City crews to quickly obtain parts and supplies for irrigation projects throughout the City.  Other irrigation supply vendors in the area, do not stock the variety of parts required to support City operations; and typically, parts must be ordered, a process that takes anywhere from several days to several weeks.  If the parts are needed for emergency work, such as repairing a water main break, this delay is unacceptable.

Section 2.08.070(b) of the Sunnyvale Municipal Code exempts from competitive bidding situations where the solicitation of bids would for any reason be impractical, unavailing or impossible.  Because of the wide range of piping supplies used by City staff on as "as needed" basis, developing bid specifications for these items would be impossible.

FISCAL IMPACT

Expenditures are not expected to exceed $150,000 per year.  Funds are budgeted in various accounts throughout the City.

RECOMMENDATION

It is recommended that Council award a one-year contract, with an option to extend for two additional one-year periods, to National Waterworks for piping supplies and authorize the Purchasing Officer to issue a Blanket Purchase Order to that effect.

Prepared by:

Elaine Wesely
Purchasing Officer

Reviewed by:

Mary J. Bradley
Director, Finance

Reviewed by:

Marvin Rose
Director, Public Works

Approved by:

Robert S. LaSala
City Manager