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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 15, 2015 TITLE: RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 16' Reading ❑ Ordinance on 2 "d Reading ❑ Implementing Resolution ❑ Set Public Hearing I -or CONTINUED TO FILE NUMBER Award a contract to Alhambra Foundry Company, Ltd., subject to nonsubstantive changes approved by the City Manager and City Attorney, for the purchase of manhole frames and covers for a one -year period expiring September 30, 2016, with provisions for three one -year renewals exercisable by the City Manager, in an annual amount not to exceed $73,800, for a total contract amount not to exceed $295,200. r, s The Public Works Water Resources Division maintains the City's sanitary sewer system consisting of approximately 390 miles of pipelines and 8,500 manholes. Approximately 160 manhole covers are replaced annually due to damage or wear and tear. The manhole covers are purchased through the Central Stores warehouse for distribution to the Maintenance Services Division. The Central Stores warehouse provides a one-stop shop for stock items which expedites services and improves response time, The contract for manhole covers and frames is designed to provide quality products at a significant savings based on quantity pricing. The notice inviting bids was advertised on July 28, 2015 on the City's online bid management and publication system. A summary of the bid invitations and bids received is as follows: 3 Vendors were notified 0 Santa Ana vendors were notified 3 Vendors downloaded the bid packet 1 Bid received 0 Bids received from Santa Ana vendors The bid was opened on August 20, 2015 and evaluated. The bid received from Alhambra Foundry, Company, Ltd. is responsive to the specifications and meets the City's requirements. 22B -1