Title
The Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to approve DWSD Contracts 6005596 with EJ USA and 6005598 with ETNA Supply Company, for Repair Clamps of Various Sizes, for a combined total contract amount not-to-exceed amount of $327,493.51 and a term of one (1) year. This also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.
Body
Agenda of September 20, 2023
Item No.: 2023-200
Term of the Contacts: 10/1/23-9/30/24 (1 year)
Contract No.: 6005596
Contractor: EJ USA Inc.
Address: 301 Spring Street, East Jordan, MI 49727
Contract Amount: $36,574.01
Contract No.: 6005598
Contractor: ETNA Supply Company
Address: 2158 Gratiot Ave., Detroit, MI 48207
Contract Amount: $290,919.50
TO: The Honorable
Board of Water Commissioners
City of Detroit, Michigan
FROM: Gary Brown, Director
Water and Sewerage Department
RE: Proposed DWSD Contracts 6005596 & 6005598
For Repair Clamps of Various Sizes
MOTION
Upon recommendation of Marqaicha Welch, Procurement Manager, the Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to approve DWSD Contracts 6005596 with EJ USA and 6005598 with ETNA Supply Company, for Repair Clamps of Various Sizes, for a combined total contract amount not-to-exceed amount of $327,493.51 and a term of one (1) year. This also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND / JUSTIFICATION
The Central Warehouse and West Yard’s function is to receive, stock, store and issue materials to various DWSD Departments to support the work of our Field Services, Maintenance, Repair, and Operations. Repair clamps are essential for completion of many DWSD projects and repair broken water mains through the City of Detroit. It is critical to DWSD operations to keep repair clamps stocked in the event of a water main break, especially in the winter months. This contract will assure that operations will run smoothly and to replenish stock preventing emergency spot buys and possible work stoppage.
PROCUREMENT METHOD
This Contract was competitively solicited through a Request for Bids (RFB) #507519 and was advertised on the Michigan Inter-Governmental Trade Network (MITN) website for 21 calendar days. MITN published this opportunity to 41 companies subscribing to the relevant NIGP code(s) and 21 firms downloaded the bid package. Four bids were received from responsive bidders and one non-responsive (docs not signed), EJ USA Inc, and ETNA Supply Company LLC were the lowest bidders, and both vendors will be awarded a portion of the contract. See attached bid tabulation for additional information.
• EJ USA Inc
• Etna Supply Company LLC
• F&G Freight LLC
• Ferguson Waterworks
• T&N Services Inc
All vendors were deemed responsive & responsible. The two awarded vendors submitted all required forms and documents as listed in the RFB. They have current approved clearances: EJ USA expires 3/8/24 and Etna Supply Company expires on 12/3/23.
Therefore, DWSD Procurement recommends the contracts be awarded to the above referenced vendors for a term of 1 year. A formal contract document is not required per DWSD Procurement Policy and Standard Terms & Conditions apply.
SUMMARY
A. Company: EJ USA Inc
B. Contract No.: 6005596
C. Contract Term: 10/1/23 - 9/30/24 (1 year)
D. Total Contract Amount: $36,574.01
E. Projected FY Expenditures: FY 24-25: $27,430.51
FY 25-26: $9,143.50
F. Company: Etna Supply Company LLC
G. Contract No.: 6005598
H. Contract Term: 10/1/23 - 9/30/24 (1 year)
I. Total Contract Amount: $290,919.50
J. Projected FY Expenditures: FY 23-24: $218,189.63
FY 24-25: $72,729.87
K. Funding Source: O&M Funds
L. GL String: 5720-00000-000000-150100-000000-00000-0000-000000- 100% Water
This proposed contract was presented to the BOWC Finance Subcommittee on September 6, 2023. Per DWSD procurement protocol, no additional approvals are required.