AGENDA MEMORANDUM

Meeting Date:           November 13, 2007

From: Mike Thornton, Purchasing Manager

Subject:                      Bid No. 70361 to multiple vendors for the Gas Department

Staff Recommendation:

Staff recommends approval of the bid award by line item to the following vendors:  American Meter Company, Equipment Controls Company and M. T. Deason Company, Inc.

Analysis:

The purpose of this bid is to provide a fixed price agreement for the purchase of gas meters and regulators on an “as needed” basis for maintaining stock levels.  The terms of the agreement will be firm pricing for one year with the stipulation of one additional year at the same pricing if both parties are in agreement.

On August 27, 2007 the Purchasing Division issued bid number 70361 soliciting qualified firms to provide price quotes for the specified natural gas meters and regulators.  The Purchasing Division received three sealed responses on September 10. 2007.  Attached is a copy of the bid tabulation.  Purchasing staff has reviewed the bid responses for conformity to terms, conditions and specifications of the bid as well as costs and agrees with the recommendation of the Gas Department.  The Gas Department estimates total purchases for inventory in the amount of $62,562.50 annually.  The actual amount spent will depend on the number of new meters and regulators installed.

Options:

1.  Approve the award of Bid #70361: or

2.  Such alternative action as the Commission may deem appropriate

Fiscal Impact: 

There is no fiscal impact at this time.  Meters and regulators will be purchased for inventory stock as needed to replenish quantities.

Submission Date and Time:    11/8/2007 11:46 AM____

Department: _Gas Department_______ Prepared by:  _Mike Thornton________                      Attachments:         Yes_X__   No ______ Advertised:  X____Not Required ______ Dates:   ___August 27, 2007___________                      Attorney Review :       Yes___  No ____ _________________________________            Revised 6/10/04

Reviewed by: Dept. Head ________ Finance  Dept. __________________                                    Deputy C.M. ___________________                                          Submitted by: City Manager ___________________

Account No. _ Project No. __N/A_____________ WF No. _____N/A_____________ Budget  ______N/A____________ Available _____N/A____________