Title
The Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to approve Amendment 1 for DWSD Contract No. 6004872 with Etna Supply Company LLC for repair clamps of various sizes, by adding $75,000.00 in funding for a total amended contract not-to-exceed amount of $291,441.75. No change in time, scope of work or contract terms and conditions. The BOWC also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.
Body
Agenda of July 19, 2023
Item No.: 2023-153
Proposed Amendment No. 1
Contract No.: 6004872
Contractor: Etna Supply Company LLC (DBB)
Contractor Address: 2158 Gratiot Ave., Detroit, MI 48207
Initial Contract Amount: $216,441.75
Proposed Amendment No. 1 Amount: $75,000.00
Proposed New Total Contract Amount: $219,441.75
Contact Term: 11/21/22-11/20/23 (1 year)
TO: The Honorable
Board of Water Commissioners
City of Detroit, Michigan
FROM: Gary Brown, Director
Water and Sewerage Department
RE: Proposed DWSD Contract 6004872
Repair Clamps
Etna Supply Company LLC
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 Amendment 1 for DWSD Contract No. 6004872 with Etna Supply Company LLC for repair clamps of various sizes, by adding $75,000.00 in funding for a total amended contract not-to-exceed amount of $291,441.75. No change in time, scope of work or contract terms and conditions. The BOWC 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.
This Proposed Amendment No. 1 is a request for additional funding. The additional funding is needed to replenish various sized repair clamps due to a large number of water main breaks throughout the winter months that depleted the stock in the warehouse.
PROCUREMENT METHOD
This Contract was competitively solicited through a Request for Bids (RFB) #499648 and was advertised on the Michigan Inter-Governmental Trade Network (MITN) website for 21 calendar days. MITN published this opportunity to 37 companies and 12 firms downloaded the bid package. Three bids were received and both Etna Supply Company LLC and Ferguson Waterworks were awarded contracts as the lowest and responsible bidders.
Proposed Amendment No. 1 was initiated through requisition 508004, which was approved on 6/14/23. The DWSD Warehouse Department is requesting to add $75,000.00 for the purchase of additional stock needed for the continued support of Field Operations and the Maintenance and Repair Divisions.
Etna Supply Company clearances expire 12/2/23 and a formal amended contract document is not required.
SUMMARY
A. Company Etna Supply Company LLC
B. Contract No: 6004872
C. Contract Term: 11/21/22 - 11/20/23 (1 year)
D. Initial Contract Amount: $216,441.75
E. Proposed Amendment No. 1 Amount: $75,000.00
F. Proposed New Total Contract Amount: $291,441.75
G. Anticipated FY Spend: FY 22-23: $216,441.75
FY 23-24: $75,000.00
H. Funding Source: O&M Funds
I. GL String: 5720-00000-000000-150100-000000-00000-0000-000000- 100% Water
This proposed contract was presented to the BOWC Finance Subcommittee on July 10, 2023. Per DWSD procurement protocol, no additional approvals are required.