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HomeMy WebLinkAboutAgenda Report - May 21, 2003 E-07MEETING DATE, May 21, 2003 PREPARED Y: Electric Utility Director RECOMMENDED ACTION: That the City Council approve the specifications, and authorize the Electric Utility Department and Finance Departments Purchasing Division to advertise 'or bids for a supply contract for various iters of overheadand underground distribution hardware for the two Fiscal Years ending June 30, 2005. BACKGROUND INFORMATION The Electric Utility Department and Finance Department's Purchasing Division have identified 37 standard high-volume or long -leadtime items routinely used in overhead and underground construction and upgrade projects, By establishing a supply contract with one or more suppliers the City can have a guaranteed source for: these 37 components without maintaining a large Inventory at the MSC warehouse, This means the City will have less money Committed to inventory, yet have the components available to schedule and carry out construction or maintena l ce jabs. The supply agreement requires that the contractors (suppliers) establish and maintain minimum levels of reserve stocks fdr the City of Dodi, available to ship within orie business day of receipt of a release order from the City. Suppliers may change bid prices or lead threes during the contract period drily+ when the manufacturer(s) notify at/ distributors of price or lead time adjustments. The City retains the right to increase of decrease minimum stock levels a . project demands change, and the City has no obligation to purchase amounts in excess of tate minimum reserve levels required uired to be maintained at the suppliers' warehouse. It is the recommendation of the Electric Utility Department and the Finance Departmerifs Purchasing Division: that the City Council authorize staff to solicit bids for the purpose of establishing a supply contract with one or More suppliers: as detailed in the bid specifications. Bids will be opened on Juno 11, 2003, and a reoommen dation for award will be presented to the Council on July 2, 2003. A ropy of the product Ilst is attached as Exhibit A, and a copy of the bid specifications is can file in the City Clerk's office. FUNDING. Electric Utility Department's 2003m2005 Fiscal Operating Flan Estimated a. ual cost: $75,000 Alan N. Vallow, Electric Utility Director Prepared day. Joe[ HFArds, Purchasing Officer cc: Hans Hansen, Mon.ager, Electric Utility Engineering and Operations Grossarm, good, L R 9'6", Treated 200 $7,54.0 Steel Pin, Galvanized, 5/8" x 6%" 300 700 Guy Grip 318,€ Coat 400 750 Guy Wire, 3f "a 15,000# Breaking Strength, 500 -ti wit 2,000 tt 400 Angle Vee Brace, 60" 50 650 0 Tension Sleeve, #4-1.10 Aluminum 400 2,100 Jumper Sleeve, #2/0-336,5 k mil Aluminum 150 500 Pin Insulator, 10, kV, FvNeck, Ansi 55,5 300 2,304 15 1 Spoxilator Suspension Type 160 1,600 0 307-477 kcroil AL Jumper r i v 200 900. #1/0 /0 Tension Sleeve 50 300 # w 336 11 td #6 - #4 loot Line Clamp 50 404 #110 to #6 to 1d0 Hot Lida Clamp 400 2.650 /0 - 556,5 k ll Hot Line Clamp 50 750 #2 m D Stirrup Clamp 250 2,750 450 — 1033.5 kernif Stirrup Clamp 250 2,400 0 Electrical Tape, BOW, 10 i1, 2" width, roll 240 700 Electrical Tape, ,€ 66tt, black, roll 1,000 2,550 Eler,,tri al `p66tt, red, rill 200 406. Electrical "t p , %' x 6 t, u , roll 204 400 Electrical Tape ; W x 6 k white, roll 200 400 0 Heat Shrink Tap Assembly, /0 AL & CU 400 1,400 Heat Shrink Tap Assembly, #360'k r it AL & CU 400 2,650 Mole, -way standard, 412-350 komil ,AL & CU 200 4,100 Heat Shrink Tap Assembly #I0 AL & CU 400 1,200 ` Compression Lug, Flat, #1/0 Str 1 -hole AUCU 300 700 Compression Lug, #410 Str 1 -hole AUCU 100 150 Compression Lug, Straight, #500 k mil 2 -hole AUCU 150 1,050. Compression Lug, Straight, #750 kcmil -hole AUCU 150 1,300 Compression Lug, 3 -hole AUCU 2oa Boo. 0 proposalsThe City of Lodi hereby invites sealed l iver various items of pole line and URD hardware to the City of Lodi, during availableyears 2003-2005. Each bid. shall be in accordance with this notice and specifications on file and proposalfrom. the Purchasing Officer, City Hall Annex, 212 West Pine Street, Lodi, Califo . rnia 95240, (209) 333-6777No bid will be considered unless it is submitted on a form furnished by the City of Lodi. At that date and hour said sealed proposals will b.. publicly d d read in - ,. Public Works Conference Room, City Hall, 221 West Pine Street, Lodi, California. waiveBidders or their authorized representatives are invited to be present. The City of Lodi reserves the right to reject any or all bids, to an bid, to accept other than the lowest bid, or not to award the bid CITY OF LODI Joel E. Harris Purchasing Officer M fmtz1gumuzz E ....:.:. 11.00 ,m,, Wednesday, Jure 11, 2003. 3. Bids shall be submitted under sealed cover, plainly marked "Proposal — EUV - Su pply Contract, Bid Opening June 11, 2003". Bids which ate not properly identified may be disregarded. Bids which are not received by 11 .00 a.m. June 11, 2003 will be returned to the bidder unopened. Bids shall be submitted To- Lodi City Council clef Purchasing Officer tali. UPS or coune6: If delivered -b - mai Lodi CA 95240 Lodi CA 95241-1910 possibleA, At I I M a.m., Wednesday, June 11, 2003, or as soon as the Public Works Conference Room, City Hall, 221 We.st Pine Street, L.odi, Cal - ifomia, bids Will be publicly opened d read. Bidders or their autharlzeO. representatives are invited to be present, EBQE91AL FORM C The propoi must be signed with the full name and address of the bidder, by an authorized representative of the company. D The City of Lodi (hereinafter "City") reserves the right to accept other than the lowest bid., or to rejeGt any or all bids. M alterationBids may be rejected: if they show any of . proposingfor, Or alternative bids. not properly documented. Bids rejected.with. whith: the City has no prior in-service experience may be irregularlities of any kind may also be cause for rejection. &WARD OF BID A. The award of the bid, It it be aw .rd d, will be to the lowest responsible bidder in each category whose hid proposal complies with all the requirements herein described. In further evaluating the bids and determining the lowest responsible bidder, the City will consider lead times as required by Section d Tirries and: Delivery Times"). Lead times will be weighted as follows: To establish initial levels of Reserve Stock 10% of evaluation criteria To replenish Reserve Stock Levels 15% of evaluation criteria To deliver stocks ordered i of evaluation criteda NO . prices will constitute 56% of the evaluation criteria. 'Total evaluation, therefore, will consider Bid Price (lowest in category will be rated 1.0) x .65 = 55 "Establish Reserve Stock" Lead ,below "Desired Lead Time" in catewry will e Replenishment Lead Time (lowest in category rated 1 -0) Delivery Lead Time (at or below "Desired Lead Time" in category will be rated 1 0) x .20 Best Possible $core -1.00 M 9 .<vz *�pe HARDWARE .CI » 2 »+2 », ««2 In the "Replenishment ;,.�.Time" :..©at<y.w©« time <w «;,:<<z receive . � . , . . .:� � . . . . >.a,.� . © . . :,. .rating ..:ar�.» .... . :.».?wa,.,<»�<,f�2<..,:�<e« by 10, 4.0, as lead times increase. In the "Bid Price" category, lowest price will receive a 1.0, next lowest a 2.0, and so � a � and/or : ,.� .. : . za« :«.« y:<« leadtimes)�»» e asst,identical CWhere alternative bids are received, :,.» : Council reserves»..right to select the bid most advantageous to the City. The award, if made, Will be mad e within sixty days after the opening of the bids, D, In case of tie scores (evaluated scores are consideration will be :v ::Bid",zw» � given � z: described »«::f Paragraph f above.°>&;»� section ».« not xa.:- apply ::resolution � r.«,�� award�will . . �a�. . bidder with thelowest scQre for "Bid Price". �: of Lodi has ? #in Exhibit ± the list.,,items to be includedz,<insupply contract, Also v. . v 2 .:.Exhibitannual � «�� estimated # volumes, equine minimum reservestock :.levels, anddesired.� > «: »�: supplierwr »:�:w t: � reserve. wz stock, a .z:,», >:.. »«::,' . . .. �?ws.w,a. <� rw©:..©�©..>a2. y»:���k*««T¥:lead time for supplier to deliver items from the reserve stock once an item release has been issued by �the City of Lodi. The . .. :� . recognizes that lead timesrsubject change. In the. event ttimes must be increased . successful bidder(supplier), 2z. City will require written notification >� increases from «: manufacturer distributors,:# «: to s: ai best . estimate of leadtim trends pertaining to products includedint supply contract, RM 222f�\ 222\4±?< eL?2f«C 2±2»2 The: bidder . whom ». . . . made shallmaintain . minimum :yam the.:q a..: reserve stock indicated i n Exhibit A for immediate delivery upon requ « : purposesofthi #? we"immediate delivery"shall shipment from bidder'swarehouse a:e. one business da : s;#a.*:. receipto City's request delivery, to be delivered to the City of Lodiwithin the delivery:lea time :indicated on� the bid, or modified b written notification as required in paragraph » of "Lead °<»!< and D° »:» ««: reserve »,< shall be stored at thebidder's<»»<©2 (warehouse or other storage facility), and identified as "City of Lodi Stock Only". Stock z be co-mingledstock reserved . another customer, or used as replenishment stock for other customers of the bidder without the express written consent of the City of Lodi Purchasing Officer. Upon » i n «.request for release and delivery,: » >e(supplier) 2 ? replenish s t \ to maintain minimum reserve, unless notified otherwise by the City of Lodi. WMM All �- xiz» .. � ,� . :.t least 2°, ne: £a« after » ,: £» Opening. Prices to be F.O.B. defivered to 1331 South Ham Lane, Lodi, California Al quotations . . .©.; shall.» include :California ».. .. . :. . :<e© and all salos shall be subject to California Sales or Use Taxes in effect at the time of 23»SC2»? Invoices shall» be submitted only for item« and quantities »;«t»*for release w» delivery, and deliveredsubsequent «:: such order release, and shall. indicate point of # # salesy � «yx?.-w<y»« items F.O.B.2 l« e». Purchaser's item description and release number shall appear on all invoices. All invoicwshall <y,rendered :. duplicate. MI Term . any contract ma..> . result . and subsequent award :., be ft ..:wextended » period ending . . 2006, unless earlier .mink. ,r .to consent of City and supplier, 22Xf+2tE22 additionIn ry or allguarantees mentioned elsewhere herein, the suppliery2 replace,o expense. the 'y of Lodi, any materials or ®»2©z©:y2c««»« def��s due to faulty material, workmanship or design, within a periodof one year after the�fnaterials or equipment have been accepted by the City, Wh.ere manufacturers' warranties exceed one year, said warranties shall remain 3" effect for the full period of the warranty, (2.. . . . . . . . . . . . . . ......... . . . . . . . . . . . . . . . . . . . . ...... . . . . . . 222±»E2 ................... . . . . . . . . . . . . . . . . . . Any action made pursuant to this bid andsubsequent <award <4<+f:.ec« by City of Lodi:P«::as rd and all terms includedinNotice to Bidders, Information to Bidders, Proposal, and Specifications, shall be binding. W R de Date. May, 2003 To: The Lodi City Council. c/o Purchasing Officer 21 2.:West Pjne� Street Lodi CA 95240 From, ti1 0 a; (Name of Bidder) bidder,The undersigned, as stockBids, Information to Bidders, and Specifications filed for maintaining minimuM stock levels and delivering this equipment as requested, and agrees to be fully informed regarding all of the conditions affecting the equipment to be inventoried and del ivered for the duration of the contract, and further agrees that the information was secured by personal investigation and research and not from any estimate of a City employee, and that no claim will be made against the City by reason of estimates, tests or representations of any officer or agent of the City, and proposes and agrees if � the proposal be accepted, to maintain minimum numbersthe.necessary equipment specified in the bid in the manner and time therein set forth, It has been noted the City of Lodi reserves the right to accept all or part of this bid, to reject any or all bids, or to accept other than the lowest bid. Equipment listed in Exhibit A is to be in accordance with the City of Lodi specifications attached thereto, or in accordance with manufacturers' part listed therein. The exceptionsbidder will submit a detailed list of any and all numbers.and part be understood that the bidder's undersignedproposal is based on strict conformance to the specifications and part number requirements in all respects, If awarded the bid, the KNI U�= ZMEMMMUM 200 each Wood Crossarm, 9'6" LSP, Treated, per specifications ;I III I 11� I I 11! 1111 11 jliji�ijj III !!lffil "m� Lead Times: Establish Reserve Stock Replenish Reserve Stock Product Delivery ARO _ Standard Bundle or Pack, if applicable - M 7.75% Sales Tax $ 0 calendar days calendar days working days NIA111,111 30O.each Steel Pin, 5/8"x 6Y2", Galvanized, Joslyn J204 or McGraw DP285 (circle equipment to be furnished under this bid) Standard Pack: s__$ 400. each Guy Grip, 3/8", B Coat, Preformed GDEI 107 or Dulmison SGG-0915 (circle equipment to be furnished under this bid) Standard Pack: $ 2,000 feet Guy Wir.e, 3/8", 15,000 -lb, breaking strength, 250 -foot coil (Please indicate rnfr. 50..each Angle Vee. Brace, 60", Joslyn J 1510 or McGraw D132L 1 (circle equ.i Oment to be furnished under this bid) Standard Pack: 40O..each Tension. Sleeve, #4 - 1/0 AL, Anderson VC44-A Standard Pack. 1 W each Jumper Sleeve, Q/0 - 336.5MCM AL, Anderson VCSE-77 Standard Pack: �Ml Pin Insulator, 13.2KV, F -Neck, ANSI 55-5, Chance C905-1305, Porcelain Products 380-9, Joslyn L.36.7 -R-1 1, Victor 9R Standard Pack: Subtotal Category 11 Page 3-3 IRM R 9 EM I 200 each Jumper sleeve, #397 77M AL, Anderson Standard e 50 each Tension Sleeve, 1f - /e Subtotal Category 11 Page 3-4 (including carry -forward from Page 3-3) CATEGORY 1 (Continued) Category i! Subtotal from Page 3-4 0 each Foot Line Clamp, 4i0 to 5 0.5MCM, 250. each Stirrup Clamp, #2 to 4f0 AAC, AndersonAHLS 024019-E Standard k: each Stirrup Clamp,.#450 to 1033.4, Anderson AILS 954022-E Standard Pack: 7.75% Sales Tax x HE LINE & URD HARDWARE SECTION3, PACE SUPPLYGONTRACT SID PROPOSAL, ESTI .. EXTENS �0 IFANNUAL�� �T (� ' 24G rolls Electrical Tape, " 10 -mil, 60OV, Black, Plymouth 85CW Scotch 37 Standard Pack: 1,040 rolls Electrical "gape, 3/4" x 66, Black, 3M Super 3+ Plymouth Premium 111 Standard Pack. 20G. rolls Electrical Tape.,, 3/4" x 66', Red, W 35 Red UPC 10810 Plymouth 37 Red UPC 03704 Standard Pack: 200 rolls ElecArical Tape, 3/4" x 66', Blue, 3M 35 Red.:UPC 10885 Plymouth 37 Red UPC 03705 Standard Pack. 7.75% Sales Tax gallaory Total Annual Cost, FOB Deliverod (0'ategory III Lead Times: Establish Reserve Stock calendar days Replenish Reserve Product Delivery ARO working M 400 each Heat Shrink Tap Assembly, /0 A g andy RYA -28 -UC or 1oc K -/0-k (circle equipment to be furnished under this bid) Standard Pack. 400. each Heat Shrink Tap Assembly, A' ;35(TffiC.M AL & CU, Burndy : YA-31 -AQ or Homac GFB-350-HS(circle equipment to be furnished under this bid) Standard Pack:f Category IV Taxable bl Subtotal Category IV Lead Times: Establish Reserve Stoc Replenish tiW eserve StoProduct Delivery ARO I M POLE LINE & U.RD HARDWARE SECTION 3, PAQ E 8. BID pwpoeh ANN L EfTE UNIT (IEES DT. g PROOCTE 1; Z i�E sir 9 R 300::each Compression Lug, Flat, #110 Str 1-F oie AL/CU 200: each Compression Lug #350MCM 1 -Hole Homac SA -350-48 Standard Pack: $ $ (items 4-6) _—calendar days (item 7): calendar days Replenish Reserve Stock (Items 1 — 6) calendar days (item 7) calendar days MIJ 3 O each Loadbreak Elbow Receptacle, #2 AL Elastimold 166LRB-5220, RTE LE215AO4TX (circle equipment to be furnished under this bid) StandardPack: 300. each Loadbreak Elbow Receptacle, #2f0 AL Elastimold 166. ¢5256, RTE LE216C07TX (circle equipment to be furnished under this bid) Standard Pack: 160 each 200A Protective Cap, RTE LPC2.15 (circle equipment to be furnished under this bid) 160 each 200A 1 5KV Bushing Well Insert, Lo dbre k, RTE LB1215 l stimold #1601A4 (circle equipment to be furnished under this bid) 50 each 00 3 -way ^$� $�yelAg 15kV fig{ Modulewith "Ll" Strap RTE �g�R l tim ld 164J3-5 (circle equipment to be furnished under this bid) 50 each 200 4 -way 15kV Module with "U" Strap RTE 263716401 3 Elastimold 164J4-5 (circle equipment to be furnished under this bid) 100 each 15kV Stand Off Insulator RTE 188-215 M 3= Establish Reserve Stock. calendar da Replenish Reserve Stock calendar d qj Product Delivery ARO working days MW ME specified.It is understood and agreed that if this Proposal is accepted, the prices quoted abow; are Inclusive of sales or use taxes, or similar tax now imposed by Federal, State, ot other governmental agency upon the material or equipment The undersigned has checked carefully all the above figures and understands that the City and its officers and employees will not be responsible Bible for any errors or omissions on the part of the undersigned in completing this bid. In any case where discrepancy in extensions may occur, the Bidder agrees that the unit price shall. be taken as the correct figure, interestedThe. undersigned, as bidder, hereby declares that the only persons or firms proposal,the proposal as principal: or principals is or are named herein and that no other perso or fl.rms than herein mentioned have any interest in this made without connection with any other person, company or parties making a bid proposal; and that it is in all respects fair and in good faith, without collusion or fraud. I This bid may be withdrawn by the written request of ars authorized representative of the bidding company at any time prior to the scheduled time for the opening of bids or prior to any authorized postponement thereof, The undersigned hereby designates as the office to which such notice of acceptance may be mailed or delivered: ON AM .._ 51 r , El CATEGORYH EXHIBIT A, PAGE 2 STEEL PtN, GALVANIZED, 1/2 9 5/8"6-1/2' JOSLYN J204 115.$602 300 7 a l days days days �m WGRAW GUY GRIP " B COAT PREFORMED I `i 115,9020 a 0 days 0 days days g1g GUY , ", 15,000#COBREAKING STRENGTH 115. 2,000 ft 500 # 0 days 0 days 5 clays IL LE VEE BRACE, 6W - JOSLYN 3l 510 115.946.0 50 ea 10 ea 310 days 50 * ys 5 days MCGRAW I TENSION LEEVE, #4-11,0 AL, ANDERSON VC-44-AVC-44-A 118.2061 400 ea 100 ea 50 days 30 boys 5 days JUMPER SLEEVE, #2/0-M5 WMAL, 116.2036 150 ea 50 em 30 days 30 days 5 days ANDERSON VCSE-77 PIN INSULATOR, 13® , F -NECK, ANSI 55-5 CHANCE..C.905-1305 118.5006 300 ea 60 as 30 days 30 days 5 days PORC, PROD. D. 3 0- O LY L367 -R- 11 VICTOR FE CATEGORY H (Continued) EXHIBIT A. PAGE w m CATEGORYN EXHIBIT A. PAGE Em CATEGORYIV EXHIBIT . PAGE M CATEGORY V EXHIBIT A, PAGE 2- 124.5010 200 ea 50 em 60 days TOTAL REQUIRED 95w4 _... EST. RESE.RVE HEAT SHRIN TAP ASSEMBLY t 1 124.5060 4' as 100 ea 2- 124.5010 200 ea 50 em 60 days 60 days 5 days 95w4 HEAT SHRIN TAP ASSEMBLY 1 124.5060 4' as 100 ea 60 days 60 d':E�y5 5 days HOMAC C:FG-1/0-HS COMPRESSION LUG, ELAT, #110 STR 1 -HOLE LJ U 124,9604 300 ea 60 ea 60 days 60 days 5 days HOMAG -1/0--46 COMPRESSIONLUG, 1 -HOLE ALICLI 124.9615 100 ea 50 ea 120 days 60 days 5 days HOMAC -410-4$ COMPRESSION. LUG, STRAIGHT, 2m U 124.9636 150 ea 50 ea 120 days 60 days 5 days HOMAC 5.00 -NTN COMPRESSION LUG, STRAIGHT, 2 -HOLE U 124.9645 150 ea 50 ea 120 days 60 days 5 days HOMAC AL750-NTNSTRAIGHT COMPRESSION LUG, #350MCM 1 -HOLE 124,9625 200 ea 100 ea 30 days 3CO days 5 days HOMACSA450-U us CA TEG OR Y V1 EXH0T A. PAGE 3 CATEGORY V1 LOADaRE ELBOW REC E T L , #2 AL 124, 61 300 ea 50 ea 60 days , 60 days 5 days EL , TIMOL 3 1 -5220 RTE LE 215 04TX LOADBREAK ELBOW SEPT CLE, 124:6483 300 ea 50 ea 60 days 60 days 5 days ELASTIMOLD 166LRC-5250 RTE LE 25O7T 200# PROTE IE CAP RTE LPC215 124.6490 160 ea 40 ea 60 days 60 days 5 days ELASTIMOLD 160DRG 2 WELL INSERT, L -. 124.6496 160 ea 40 ea 60days 60 days 5 days °qE RTE ELASTIMOLD 1601A4 200A 3 -WAY 15KV MODULE wl "U" STRAP 124.6493 50 20 ea 60 days 60 days 5 days RTE 2637164C 1�2M ELAS 1 ( 1tY"'!J 3-5 200A 4 -WAY 15KV MODULE Irl "U" T , 124.6494 50 20 ea 60 days 60 days 5 days RTE 2�671 4C.9I3 a:3 I LD O SS J4- 15KV STANDOFF INSULATOR RTE ISE -215 124,6499 100 40 ea 60 days 60 days 5 days m CITY OF LO I, CALIFORNIA 9 THIS A the of California, referredreferred to as the "City," and herein to as the "Contractor," WITNESSETH: agreed,That the parties hereto have mutually covenanted and covenant and agree with each other, as foliows, The complete Contract consists of the following documents which are incorporated herein by this reference, to -wit: l R That for and in consideration of the payments and agreements hereinafter Mentioned, to be made and performed by the City, the Contractor agrees with the City t establish n inventory o listed items within the proposed leadtime, t furnish items from inventory as ordered by the City, and to replenish inventory to at least minimum levels within the leadtime unless otherwise instructed by the pity. E ll -`the City hereby promises and agrees With the Contractor to employ, and does hereby r ploy, the Contractor to provide the materials listed herein, in the manner and upon the conditions above set forth; and the said parties for themselves, their heirs, executors, administrators, successors and assigns, do hereby agree to the full performance of the covenants herein contained. AB -T_1 ,., tl - And the Contractor agrees to receive and accept the following prices as full compensation for furnishing the materials listed herein; to -wit.. PIVUalfw-doc 4,1 05113/03 ,A8_RT.ICLE. IV - By my signature hereunder., as Contractor, I certify that I will comply with the specifleations of the bid, and with my proposal to the City in response thereto. &RT UE V - It is further expressly agreed by and between the parties hereto that, should there be any conflict between the terms of this instrument and the Bid Proposal of the Contractor, then this instrument shall control and nothing herein shall be considered as an acceptance of the said terms of said proposal conflicting herewith. AEj[Q—Lg _V111 - The Contractor agrees to commence establishment of initial stock levels pursuant to this contract within 15 calendar days after the Mayor has executed the contract. IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands the year and date written below. IMUMURN Title (CORPORATE SEAL) Bya— Mayor Date: EM Approved as to form. 4.2