The approved 2020 PW Utility Budget includes $166,000 for utility maintenance materials.

Each year, the Public Works Utilities Division purchases utility maintenance materials in order to keep the water distribution and sewer system operational. In an effort to streamline purchasing efforts, the Utilities Division publicly bids frequently ordered materials such as sewer pipe, sewer couplings, fire hydrants, valves, and surge suppressors. Based on annual averages, the Utility Division anticipates installing 38 fire hydrants, 24 valves, and 8 surge suppressors during routine maintenance and emergency repairs in 2020.

On March 24, 2020, five bids were publicly opened for utility maintenance materials. Bids were submitted based on per unit pricing for an estimated annual quantity for each of the materials specified. Of the lowest bidders, the Village anticipates purchasing materials in excess of $25,000 from one bidder - EJ USA, Inc. of East Jordan, MI, and therefore seeks bid contract award. Staff has purchased utility maintenance materials from EJ USA, Inc. in the past, and found the quality of the materials, the responsiveness of the vendor, and the accuracy of deliveries to be acceptable. The attachment shows the bid unit prices that are being awarded to EJ USA, Inc.

Funds for this work are available in Account No. 505-7201-561.31-01.

RECOMMENDATION

It is recommended that the Village Board accept the lowest responsible per unit bid prices from EJ USA, Inc. of East Jordan, Michigan for Utility Maintenance Materials as set forth in the attachment, in accordance with the unit prices and not-to-exceed budget, and authorize staff to execute the necessary documents.