01 - Specifications (6).pdf

Fire Hydrants, Parts, and Accessories Document Number: OPS-PUB-100.PUR Version Number: 2026.03.01

City of Dallas

Request for Bid (RFB)

Fire Hydrants, Parts, Accessories, Flushing Devices and Sampling Stations

BG26-00030762

Solicitation Contact:

Nakita Bennett 14-670-3396 Nakita.bennett@dallas.gov

Date Issued:

8/6/2026

Pre- Bid Conferenc e Date & Time:

8/18/2026 3:00 PM

Microsoft Teams Meeting:

https://teams.microsoft.co m/meet/23267391189168?p =uJvkAeozXTwfsMXskC

Question Due Date & Time:

8/21/2025 12:00 PM

Submissio n Due Date & Time:

9/11/2026 1:00 PM

Table of Contents

1. Introduction

1.1 Purpose & Intent

1.2 Bid Documents & Information

1.3 Pre-Bid Meeting

1.4 Questions & Communications

1.5 Unauthorized Communications

1.6 Addenda

1.7 Solicitation Timeline

1.8 Cancellation

1.9 General Terms & Conditions

1.10 Bid Security

1.11 Local Preference

https://teams.microsoft.com/meet/23267391189168?p=uJvkAeozXTwfsMXskC https://teams.microsoft.com/meet/23267391189168?p=uJvkAeozXTwfsMXskC https://teams.microsoft.com/meet/23267391189168?p=uJvkAeozXTwfsMXskC

Fire Hydrants, Parts, and Accessories

2. Scope of Work

2.1 Overview

2.2 Specifications

2.3 Communication Requirements

2.4 Commencement Date

2.5 Orders

2.6 Delivery Requirements

2.7 Returns

3. Submittal Requirements

3.1 Minimum Qualifications of Bidder

3.2 Bid Submission Documents

3.3 Development Costs

3.4 Cooperative Purchasing

4. Evaluation & Award process

4.2 Review for Responsiveness

4.3 Rejection or Acceptance of Bids

4.4 Late, Modified, or Withdrawn Bids

4.5 Disqualification of Bidders

5. Contract Administration

5.1 Contract Term

5.2 Delivery Orders

5.3 Contract Type

5.4 Contract Amount

5.5 Pricing

5.6 Records & Audits

5.7 Default by Contractor

5.8 Assignment of Contract

5.9 Termination

5.10 Performance Measures & Contract Management

5.11 Invoicing

6. Compliance & Regulatory Requirements

6.1 Developing Regional & Inclusive Vendor Enterprises (DRIVE) Policy

6.2 Equal Employment Opportunity/Nondiscrimination

6.3 Indemnity

6.4 Conflict of Interest

6.5 Certificate of Interested Parties (Form 1295)

6.6 Permits Required by Law

6.7 Confidentiality

7. Miscellaneous

8. Attachments

1. INTRODUCTION

1.1 Purpose & Intent

The City of Dallas (the “City”) is soliciting Bids to establish a 5 year Indefinite Delivery/Indefinite Quantity (ID/IQ) master agreement for Fire Hydrants, Parts, Accessories, Flushing Devices, and Sampling Stations to be utilized by the Dallas Water Utilities Department. An ID/IQ contract is established when quantities and/or delivery schedules cannot be determined. Goods will be ordered on an as-needed basis during the term of this contract.

1.2 Bid Documents & Information

All Bid documents can be obtained through the City’s solicitation portal at www.dallascityhall.bonfirehub.com. For technical assistance visit https://dallascityhall.bonfirehub.com/portal/support or contact support at support@gobonfirehub.com or 1-844-226-3862.

Bidders may view all supporting documents, pre-Bid meeting details, site visit details (if applicable), and submit their questions on Bonfire. Bidders should complete all required documents and upload those documents listed in the Required Information section in Bonfire.

1.3 Pre-Bid Meeting

During the solicitation process, Bidder are required to limit their communication regarding this project to the Procurement Specialist assigned to this solicitation. A pre-Bid meeting will be held by the city where Bidders will have an opportunity to ask the requesting department(s) questions and/or obtain clarification. The pre-Bid meeting will be the only time when Bidders and requesting department(s) will communicate directly, all subsequent communication must be directed to the assigned Procurement Specialist.

All prospective Bidders are encouraged to attend.

1.4 Questions & Communications

All questions shall be submitted electronically through the City’s solicitation portal; the City will respond to all questions by way of an addendum which will be posted as part of the solicitation. The City, its agents, and employees shall not be responsible for any information given by way of verbal communication. It is the Bidder’s responsibility to obtain clarification on any information contained in this solicitation.

1.5 Unauthorized Communications

The period from the solicitation’s release until Council award is known as the Cone of Silence. During the Cone of Silence, Bidders shall not contact employees or officials of the City other than the Procurement Specialist assigned to the Solicitation.

http://www.dallascityhall.bonfirehub.com/ https://dallascityhall.bonfirehub.com/portal/support mailto:support@gobonfirehub.com

No officer, employee, agent, or representative of the Bidder shall have any contact or communication, with any member of the City Council, City staff, or City consultants, or directly or indirectly seek to influence any City Council member, City staff, or City consultants regarding any matter pertaining to this solicitation. Any violation of this prohibition may result in the Bidder being disqualified from the procurement process.

1.6 Addenda

The city will post an Addendum on Bonfire with responses to all questions received before the deadline. Interpretations, corrections, or changes to the solicitation made in any other manner are not binding upon the City, and Bidders shall not rely upon such interpretations, corrections, or changes.

Bidders shall acknowledge all Addenda issued and are encouraged to check the City’s solicitation portal frequently for any updates.

1.7 Solicitation Timeline

The Tentative Schedule of events is listed on the City’s solicitation portal for each specific solicitation. However, the City reserves the right to change those dates when necessary.

1.8 Cancellation

The City has sole discretion and reserves the right to cancel this RFB, or to reject any or all Bids received prior to the award.

1.9 General Terms & Conditions

Bidders must review the General Terms & Conditions (Attachment A) prior to submitting a Bid. By submitting a Bid, Bidders agrees to supply the goods described in this solicitation in accordance with the general conditions and specifications.

1.10 Bid Security

To be considered responsive, bids must be submitted electronically through the City’s solicitation portal by the due date and time indicated in the solicitation. All Bidders must scan and upload a copy of their $100.00 bid security (sealed bid bond, certified check or cashier’s check) as an attachment to their bid. Original document(s) for the bid security shall be required from the recommended vendor(s) to be delivered to the City’s Purchasing Agent upon request.

The bid security for recommended Bidders will be retained until contract execution. If the awarded Bidder fails to execute and deliver the contract within ten (10) days after the notice of award, the City may annul the notice of award and shall be entitled to make claim against the bid security. The bid security of recommended Bidders will be retained until the contract is awarded and the contract becomes effective, or all bids are rejected, whereupon bid security furnished by all recommended Bidders will be returned.

1.11 Local Preference

The City’s Local Preference Program values the participation of companies who have their principal place of business in the City of Dallas and who hire City of Dallas residents.

Additional information on Local Preference can be found in Attachment A: General Terms & Conditions, 19. Local Preference. A local firm whose bid is within the following percentages may be considered for award over the lowest bidder:

1.11.1 Three percent (3%) of the lowest bid for a contract valued at greater than $500,000 for goods.

1.11.2 Five percent (5%) of the lowest bid for a contract valued at less than $500,000 for goods or services.

1.11.3 Five percent (5%) of the lowest bid for a contract valued at less than $100,000 for construction services.

2. SCOPE OF WORK

2.1 Overview

2.1.1 Fire Hydrants, Parts, and Accessories (Group 1 thru 14)

The City of Dallas is soliciting bids to establish a five-year (5) Indefinite Delivery/Indefinite Quantity (ID/IQ) master agreement for the procurement of Fire Hydrants, Parts, and Accessories. This agreement will enable the city to order these essential goods on an as-needed basis, as specific quantities and delivery schedules cannot be determined at the time of award. The goal is to ensure a reliable and continuous supply of these critical items to support the Dallas Water Utilities Department’s operations.

Bidders shall have been established in the business of supplying Fire Hydrants, Parts and Accessories 2-inch reduced / one-access pressure zone for five (5) years or more. The City reserves the right to request verification of proof of business. A letter of authorization from the manufacturer shall be provided as proof of distributorship during the recommendation phase.

All Fire Hydrants, Parts, and Accessories furnished shall conform strictly to AWWA Standard C502 for dry-barrel, breakable type fire hydrants. All Fire Hydrants, Parts, and Accessories should be that of OEM standard and not aftermarket.

2.1.2 Specifications for Fire Hydrants, Parts, and Accessories

All fire hydrants, parts, and accessories furnished under this agreement must strictly conform to AWWA Standard C502 for dry-barrel, breakable type fire hydrants. All components that encounter potable water must be certified compliant with National Sanitation Foundation (NSF) Standard 60 and 61; bidders must submit valid, current certifications for each product line. Only Original Equipment Manufacturer (OEM) standard products from the City of Dallas approved brands—American Flow Control, Clow, Kennedy, Mueller, U.S. Pipe & Foundry, and EJ (East Jordan)—will be accepted. No aftermarket or refurbished parts are permitted, and vendors must provide a manufacturer's letter of authorization for each brand offered. All products supplied must be new, free from defects in workmanship, design, and materials, and covered by the manufacturer's standard warranty, which commences upon the City's acceptance. Bidders are required to submit a formal statement verifying complete compliance with all specification provisions or detailing any non-compliance for City evaluation.

Each hydrant must feature a 6-inch standard mechanical joint hub inlet connection with a 5 ¼-inch inlet valve opening, fully compliant with AWWA C111 standards for glands and Tee head bolts/nuts. Outlets shall include two 2 ½-inch hose nozzles with National Standard Firehose Coupling Screw Threads and one 4-inch pumper nozzle conforming to City of Dallas Standard Threads as detailed in File No. 684A-9. Hydrants must be furnished for a 5-foot bury length, unless otherwise approved. The standpipe must be a one-piece design with a breakable flange or integral flange (with sawed bolts or breakable nuts) located at the base of the head assembly, explicitly prohibiting breakable flanges screwed to the standpipe. The operating stem must be designed to disconnect from parts above the standpipe break point upon traffic impact, and any breakable stem coupling must possess torsional strength greater than the stem itself, ensuring no parts fall into the barrel if broken.

All hydrants must be designed for extension up to 18 inches to accommodate future grade changes without excavation, accomplished by adding a new coupling and stem section at the ground line flange, with extensions at the top of the hydrant explicitly disallowed. The hydrant head must be designed to allow the nozzles to be rotated 360 degrees to face any desired direction. Upper stem threads must be lubricated with FDA 21 CFR 178.3570 compliant and NSF-61 rated oil or grease. Oil-lubricated hydrants require a functional oil reservoir with a filler port and a means for field checking the oil level, while grease-lubricated hydrants must provide means for field lubrication without disassembly. Operating stems must utilize a double O-ring seal system in lieu of traditional packing, and stem threads must be protected from water contact. Operating and cap nuts shall be tapered pentagon nuts, measuring not less than 1 inch high, 1 ¼ inch point-to-flat at the base, and 1 1/8-inch point-to-flat at the top; nozzle cap chains or cables are strictly prohibited.

2.2 Overview - Automatic Flushing Devices and Sampling Stations (Group -15)

This solicitation is for purchase of Automatic Flushing Devices and Sampling Stations with parts and accessories and no substitutions accepted for this solicitation. The quantities listed on the bid sheet there are estimates only. Past usage is no guarantee of future purchase quantities or usage. Items will be purchased on an “as needed” basis. Payment to the successful bidder will be based on actual service and products supplied.

The approved brand for this master agreement is the Kupferle Foundry Company of St. Louis, Missouri. If exceptions are approved, all bidders will be notified by addendum.

A letter of authorization from the manufacturer shall be provided as proof of distributorship during the recommendation phase.

2.2.1 Specification requirements for automatic flushing devices –

Kupferle, Eclipse #9800WC:

i. Devices should be for warm climate with threading, 4" PVC SDR 35 Reducer and an all-stainless steel 2" quick connect

ii. Automatic Flushing Device shall have a 2” stainless steel flip inlet leading vertically into a 2” automatic solenoid valve.

iii. Automatic solenoid valve shall have an internal, self-cleaning debris screen with a 220-psi rating.

iv. Each unit shall be furnished with a stand-alone controller.

v. Valve controller will not be required to have a second hand-held device for programming.

vi. Controller must have a minimum of 4 possible flushing cycles per day at up to 6 hours of flush time per cycle.

vii. The automatic flushing device shall be submersible up to 12 feet.

viii. It should operate with a 9-volt battery and have resin-sealed electrical components.

ix. The solenoid shall have no loose parts when removed from valve.

x. Each unit shall have a double valve, all brass sampling point.

xi. Removal of 2” solenoid valve shall be possible via a stainless-steel quick disconnect below the valve.

xii. All above-ground components shall be contained within a UV-resistant locking cover as manufactured by Kupferle Foundry Company, model 9800WC Eclipse or an approved equal.

2.2.2 Specification requirements for automatic flushing devices – Kupferle, Eclipse #9700:

i. The Eclipse #9700 Portable Automatic Flushing station is designed and engineered specifically for automatic flushing in all climates during non-freezing seasons. The portable #9700 provides excellent flow rates of up to 150 gallons per minute to improve and maintain chlorine residual and flush disinfectant byproducts to keep water safe for consumers. The #9700 can be easily installed onto 2 ½ NST fire hydrants or flushing blow-off outlet, flushing water directly to the ground through the bottom-plate diffuser.

ii. The Eclipse #9700 comes standard with a powder-coated aluminum locking enclosure. The unit needs to paint in silver color. Each unit includes a solenoid valve and self-contained digital controller. The #9700 allow for 4 flushing cycles per day at up to 6 hours of flush time per cycle. Operates on one 9-volt battery. The Eclipse #9700 is designed to operate during non-freezing seasons and is easily stored in the winter.

2.2.3 Specification requirements for Sampling Station - Kupferle, Eclipse #88:

i. Sampling Station shall be 3’ bury with a ¾” FIP inlet and a 3/4” unthread nozzle. All stations shall be enclosed in lockable, non-removable and aluminum cast housing.

When open the station will require no key for operation and the water will flow in an all-brass waterway. All working parts will also be of brass and be removable from above ground with no digging. A copper vent tube will enable each station to be pumped free of standing water to prevent freezing and to minimize bacteria growth.

The exterior piping will be galvanized as manufactured by Kupferle Foundry, model #88

Eclipse or an approved equal. The units must have the black seat gasket.

ii. Delivery orders for automatic flushing devices shall be delivered to:

4120 Scottsdale Drive, Dallas, TX 75201

2.3 Abbreviations:

i. ANSI - American National Standards Institute

ii. API - American Petroleum Institute

iii. ASME - American Society of Mechanical Engineers

iv. ASTM - American Society for Testing and Materials

v. AWWA - American Water Works Association

vi. FDA - U.S. Food and Drug Administration

vii. MSS - Manufacturers Standardization Society of the Valve and Fitting Industry

viii. NSF - National Sanitation Foundation

2.4 SUPPLEMENTARY SPECIFICATIONS FOR FIRE HYDRANTS, PARTS, AND ACCESSORIES:

2.4.1 TYPE OF SHUT OFF:

Type of shut off may be either compression type with the flow or compression type against the flow. Scissors type main valves are not acceptable.

2.4.2 INLET CONNECTION:

Unless otherwise approved, the inlet connection shall be 6 inches (15.24 cm) standard mechanical joint hub complete with mechanical joint gland, gasket, Tee head bolts, and nuts. Glands shall be fully dimensioned as defined in the AWWA C111. Bolts and nuts shall comply with all provisions of AWWA C111. The inlet valve opening shall be 5 ¼ inches (13.34 cm).

2.4.3 OUTLET CONNECTION:

All hydrants shall be equipped with:

• Two hose nozzles 2 ½ inches (6.35 cm) nominal I.D. National Standard Firehose Coupling Screw Threads.

• One pumper nozzle 4 inches (10.16 cm) nominal I.D. City of Dallas Standard Threads as shown per File No. 684A-9.

• Special double streamer will have two pumper nozzles 4 inches (10.16 cm) nominal I.D. City of Dallas Standard Threads as shown per File No. 684A-9.

2.4.4 BURY LENGTH:

Unless otherwise approved, hydrants shall be furnished for a 5-foot bury length.

2.4.5 NOZZLE CAP GASKET”

Gaskets shall be furnished on all nozzle caps and shall be of a long life, black rubber conforming to ASTM D-2000.

2.4.6 PAINT ABOVE GROUND LINE:

Two coats of primer are required. The second coat shall be a red tint, low sheen, alkyd vehicle type, and non-enamel metal primer. The primer should be compatible with a final coat of Jones Blair #931 aluminum paint. The painted surfaces shall extend to the ground line.

2.4.7 OPERATING AND CAP NUTS:

The operating nozzle and cap nuts shall be tapered pentagon nuts with faces not less than 1 inch (2.54 cm) high. They shall be 1 ¼ inch (3.18 cm) pint to flat at the base and 1 1/8-inch (2.86 cm) point to flat at the top.

2.4.8 STANDPIPE:

Breakable parts of standpipe shall be located at the base of the head assembly.

These parts shall be of the breakable flange type, or integral flange with sawed bolts or breakable nuts. Breakable flanges screwed to the standpipe will not be accepted.

Flanges should be designed so that an end wrench can be used on the nuts and bolts.

Two-piece standpipes are not permitted.

2.4.9 STEM:

Provision shall be made in the design of the stem to disconnect the stem from the hydrant parts above the standpipe break point in the event of a traffic accident.

Provision shall be made for an automatic travel stop, to prevent the hydrant from being over-opened. The travel stop shall be in the form of a stop-nut or a positive stop against the base of the hydrant shoe.

2.4.10 BREAKABLE OR SLEEVE TYPE COUPLING:

If breakable or sleeve type couplings are used, they shall have enough torsional strength such that the torsional failure of the stem will occur at some point other than at the coupling. Design of the coupling shall be such that when the coupling is broken no parts will come loose and fall into the hydrant barrel and the break will not occur through the pins or bolts holding the coupling to the stem.

2.5 BLOCKING REQUIREMENTS:

The foot of the hydrant shall be designed with flat surfaces for placement of temporary thrust blocking and weight support. The area provided for temporary thrust blocking shall be opposite the centerline of the inlet waterway.

2.6 PROVISIONS FOR EXTENSION:

All hydrants shall be capable of being extended to accommodate future grade changes without excavation. Hydrants shall have breakable type stem couplings installed at the ground line flange. Adding at the ground line flange a new coupling and stem section shall make extension of this type of hydrant equal to the length of the extension. Stem extensions made by adding new section to the threaded section of the stem at the top of the hydrant will not be accepted. Only one extension may be used. This extension may be no more than 18 inches long.

2.7 MAIN VALVE SEATS:

Main Valve Seats shall be of such design that incorrect positioning is impossible and that the threads will be adequately guided into position. Arrangements shall also be made to hold the main valve gasket in place during assembly. The main valve is to be made of bronze and threaded into a bronze bushing in the hydrant base.

2.8 GASKET – GROUND LINE:

Gaskets furnished for ground line flanges shall be full faces with a recess to hold the gasket in place. O-rings are acceptable in lieu of full-faced gaskets.

2.9 NOZZLE CAP CHAINS:

Nozzle cap chains or cables are not allowed.

2.10 FLANGES:

Any flanges other than break flanges shall conform to AWWA C110 and have a minimum thickness of 1.00+0.12 inch (2.54 cm). Bolt hole edge distance shall be enough to provide full support for the bolt head and nut.

2.11 OPERATING STEMS:

i. Threads in the Waterway:

Operating stems whose threads are in the barrel or waterway shall be of Manganese Bronze, Everdur, or other approved high quality non-corrodible metal, and all working parts in the waterway shall be bronze to bronze.

ii. Threads not in the Waterway:

Operating stems whose threads are not located in the barrel or waterway may be made of high-grade bronze or steel, and stem nuts shall be bronze. Steel stems shall have bronze, stainless steel, or other non-corrodible metal sleeve were passing through O-rings. Operating threads must be always sealed against contact with the water regardless of open or closed position of the main valve.

2.12 UPPER STEM THREAD LUBRICATION

i. Lubrication:

Upper stem thread lubrication may be accomplished with oil or grease. Oil and Grease lubrication applied shall be FDA 21 CFR 178.3570 compliant and NSF-61 rated.

• Oil Lubrication: When oil is used, it shall be in conjunction with a functional oil reservoir and an oil filler port. Means for field checking of the oil lubrication level shall be provided.

• Grease Lubrication: When grease is used, means for field lubrication without disassembly shall be provided.

2.13 O-RINGS:

O-rings shall be furnished in lieu of stem packing. They shall be the double O-Ring type.

2.14 PROTECTION OF STEM THREADS:

i. Stem Thread Protection:

All hydrants shall have stem threads protected against contact with the water. This protection can be in the form of cap nuts or lower valve washers. Cap nuts shall be locked in place to prevent loosening by normal operation of the fire hydrant.

ii. Cap Nuts:

If cap nuts are provided, they can be made of either bronze or ductile iron. If ductile iron cap nuts are used, a gasket must be provided to prevent seepage of water from contacting stem threads.

2.15 HYDRANT HEADS:

The hydrant shall be constructed so that the nozzles may be turned (faced) in any desired direction.

2.16 NOZZLE OUTLETS:

Nozzle outlets shall not be of the lead-in type. Nozzle shall be screw-in or breach locks type and safeguarded against blowing out. A pin or other approved method shall be used to prevent the outlet nozzle from turning or backing out.

2.17 VERIFICATION OF COMPLIANCE WITH SPECIFICATIONS:

Documentation: With the bid submittal, bidders shall deliver to the City of Dallas Purchasing Office a formal statement which is either:

i. Verifies and affirms the compliance of that manufacturer’s fire hydrants and fire hydrant parts comply in every way with the certified assembly drawings on file with the City of Dallas and with all the provisions of this Specification, OR

ii. Specifically identifies each section of this Specification which is not met by that manufacturer’s fire hydrants and fire hydrant parts and gives enough detailed information regarding the nature of each non-compliance to allow the City of Dallas to determine if the non-compliance is minor and can be waived, or if it is major and shall be considered a cause for rejection.

2.18 TESTS AND REJECTION:

Fire hydrants may be rejected for failure to meet any of the requirements of this specification.

2.19 Communication Requirements

It is essential that the awarded Contractor respond clearly after receiving a telephone call or email from the city. Written correspondence from the City shall be answered within 1 day.

The awarded contractor shall respond to phone calls and emails from the City within 1 day of receipt.

To provide the customer service required for this bid, bidder(s) must respond quickly and clearly. This is essential for the city. Vendors shall respond to email or text from the City within one (1) working day. Vendors should provide the name and contact phone number of the person responsible responding to requests from the city. A company employee should answer the phone during normal business hours. Phone messages shall be returned before the end of business that day. The vendor shall be responsible for all direct correspondence and not delegate communication responsibilities to anyone including sub-contractor, consultants, or manufacturer. The vendor(s) shall respond to any emergency request within two (2) hours of notification by the City.

2.20 Commencement Date

The commencement date of this contract shall be upon Council approval and contract execution.

2.21 Pricing

This agreement is all inclusive, and should include all costs incurred, real and unforeseen, related to the manufacturer, shipping, delivery, including insurance, and all other direct costs. Costs not included or calculated in the Bidder’s response will not be paid by the City, regardless of the intentions of the bid when the bid was submitted and regardless of whether those costs were actually incurred.

All other charges shall be incurred by the Contractor, and no additional charges will be allowed. Shipping is FOB destination – Dallas.

The awarded vendor shall provide the City of Dallas with the most current manufacturer’s catalog or price list(s), via e-mail or approved media during the evaluation phase at no cost to the City, with the bid packet. Paper catalogs or Paper Price list will not be considered meeting the specifications. Please note other methods of verification may be considered on a case-by-case basis. The city must have a tangible way of verifying pricing for each delivery order as part of our auditing process. The awarded vendor must provide the item description for citywide usage; the information for each item shall contain stock number, colors, sizes, prices, point of contact for the manufacturer, and all other pertinent information to that purchase order. The awarded vendor is required to submit any revised price list as soon as they obtain it and the price changes will begin on the date the City of Dallas receives revised price list. The City of Dallas will not reprocess invoices that have been paid per old price lists due to the bidder’s failure to submit current price list.

2.22 Orders

The awarded vendor will fulfill orders for fire hydrants, parts, and accessories on an as-needed basis. This Indefinite Delivery/Indefinite Quantity (ID/IQ) master agreement means that specific quantities of goods and/or delivery schedules cannot be determined in advance. Therefore, there will be no guaranteed minimum or maximum order quantity for the vendor to fulfill.

The awarded Vendor should ensure sufficient staffing during routine business hours, Monday through Friday, to accept and process simultaneous orders from various City departments. A dedicated company employee, not an answering service, must be assigned to the City of Dallas Agreement, answering phones during normal business hours and providing a direct contact number.

The Vendor must acknowledge all verbal orders within twenty-four (24) hours and respond to written correspondence from the City within one (1) business day. For emergencies, the Vendor must respond to any call within one (1) hour of notification, seven (7) days a week, twenty-four (24) hours a day. All standard orders must be completed within thirty (30) working days, while emergency delivery orders must be expedited within twenty-four (24) hours of notification.

Deliveries shall be made to designated job sites or Dallas Water Utilities locations, with twenty-four (24) hour prior notification required before the scheduled delivery time, and drivers/personnel must adhere to any site-specific safety or access protocols.

The Vendor must receive a hard copy or number of a City of Dallas delivery order prior to shipment of Goods, unless otherwise authorized in writing. Partial shipments are acceptable, but an order is not considered complete until all items are received, and deliveries are limited to no more than two (2) per order without prior City approval. All costs, including delivery, handling, insurance, and freight, must be included in the F.O.B. City of Dallas bid price, as the City will not pay additional charges.

The Vendor must honor prices on delivery orders even if prices increase after the delivery order has been received.

Invoices must only include items of goods or services indicated on the bid sheet, ensuring delivery prices match the vendor's bid sheet, and must include the name and address of the department, City staff contact information, date of order, detailed description of each Goods, separately stated and explained prices for Goods, and total cost.

Corrected invoices must be submitted promptly upon City request. The Vendor is solely responsible for all direct correspondence with the City and shall not delegate communication responsibilities.

2.23 Delivery Requirements

The awarded vendor must possess and maintain the capacity to provide the products necessary throughout the duration of this agreement. The awarded vendor must maintain adequate inventory to satisfy the account without delay in delivery times. The awarded vendor may be requested to provide samples to ensure goods meet specifications.

Deliveries are required to designated job sites or to the Dallas Water Utilities locations. A twenty-four (24) hour prior delivery notification is required before the scheduled delivery time, and drivers and personnel must adhere to any site-specific safety or access protocols at City facilities and job sites. The City will accept partial shipments, with the understanding that an order is not considered complete until all items are received, and deliveries for a single order are limited to no more than two (2) without prior City approval. Bidders must provide the most current manufacturer's catalog or price list(s) in electronic form (website or searchable .PDF file) with the bid packet. Additionally, item descriptions for citywide usage, including stock number, colors, sizes, manufacturer point of contact, and all other pertinent information for each item, shall be provided.

2.24 Returns

All products supplied under the contract must be new and covered by the manufacturer's standard warranty. Should a product fail and be deemed defective, the City of Dallas will provide written or verbal notice to the supplier of its intent to return the item. Upon determination that the failure is product-related and within the warranty period, the supplier shall replace the defective product with a new, identical item at no cost to the City.

2.25 Warranty

All the products provided in this contract shall be new and warranted to be free from defects in workmanship, design, and materials. Warranty shall be for the manufacturer’s customary warranty period. The warranty will begin upon the City’s acceptance of the product. If the product(s) fails and is believed to be defective, the City of Dallas shall give written or verbal notice, of the intent to return the defective item(s), to the supplier. The product(s) shall be replaced with new product(s) when it has been determined that the failure(s) is product related and within the warranty period, at no cost to the City.

2.26 Special Requirements

All Fire Hydrants, Replacements Parts, and Accessories should be that of OEM standard and not aftermarket. DWU approved brands are American Flow Control – Waterous Pacer, Clow – Medallion F2545, Kennedy – K-81-A or D (Guardian), Mueller – Super Centurion 250 #423-529809, U. S. Pipe & Foundry – Metropolitan 250 M-94, and EJ (East Jordan) CD250 WaterMaster Fire Hydrant (3- Way Nozzle).

The State of Texas has passed a civil statue that mandates compliance with the National Sanitation Foundation (NSF) Standard 60 & 61 for all direct and/or indirect additives to drinking water. All certified NSF 60 & 61 products must be awarded over any other items despite unit price. Bidder(s) shall submit with their bid a certification of compliance with the

NSF 60 & 61 Standard for each product bided. The failure to submit this verification will imply a non-certified product is being offered or bided on. If a certified product is available, the City of Dallas is required by law to award the said product regardless of its price.

3. SUBMITTAL REQUIREMENTS

3.1 Minimum Qualifications of Bidders

Bids will only be considered from Bidders who have been established in the business of providing Fire Hydrants, Parts and Accessories, Flushing Devices and Sampling Stations for a minimum of 5 years. If requested, Bidders shall provide a minimum of 3 of reference and/or other documentation demonstrating authorization from the manufacturer. Bids shall be accepted from authorized distributors for the requested goods. If during the term of the agreement the awarded vendor loses authorization the City reserves the right to obtain the goods from another source.

3.2 Bid Submission Documents

Bidders must include the following documents in their submission:

Form Name Form Number Business Information Form OPS-02 Conflict of Interest Policy & Questionnaire OPS-07 and State Form CIQ Local Preference Affidavit OPS-31 SBE Affidavit BEH-FRM-602.SAW Local Participation & Workforce Impact Form BEH-FRM-604.SAW Engagement Score & Past Commitment Form

BEH-FRM-606.SAW

SBE Good Faith Effort Documentation Form (if applicable)

BEH-FRM-607.SAW

Prime Self-Performance Declaration (if applicable)

BEH-FRM-609.SAW

Subcontractor Intent Form BEH-FRM-610.SAW Any other City Documents as Required

3.3 Development Costs

Neither the City of Dallas nor its representatives shall be liable for any expenses incurred in connection with preparing a response to this solicitation. Respondents are encouraged to prepare their Bids simply and economically, providing a straightforward and concise description of your firm’s ability to meet the requirements of the solicitation.

3.4 Cooperative Purchasing

The City has interlocal agreements with many other governmental agencies that provide for the use of the City’s contracts, so long as the vendors agree to extend the same terms, conditions, and pricing to other entities. Bidders shall indicate in their Bid whether they agree to extend the terms, conditions, specifications, and pricing of its agreement with the City to other governmental entities. All purchases by other governmental entities shall be billed directly to that governmental entity and paid for by that governmental entity. The City shall not be responsible for another governmental entity’s debts. Each governmental entity shall order its own materials/services as needed.

4. EVALUATION & AWARD PROCESS

4.1 Award Method

The City’s intent is to award this solicitation by GROUP for Group 1 thru 15 to the responsive and lowest responsible bidder by group, and brand with the most advantageous percentage Discount or Markup (-/+) and has demonstrated compliance with the specifications. NO substitute allowed for this solicitation. The city will calculate both the unit pricing and discount/markup (-/+) total to determine the lowest price for the respective group. The City reserves the right to award in the method that is most advantageous to the City.

Any alterations made on the bid sheet will result in the response being considered non-responsive.

The City reserves the sole discretion to determine whether a submission is responsive. The City reserves the right to reject all Bids and to waive any minor irregularities or discrepancies in any submission as may be in the best interest of the City.

Late Bids will not be considered for award. An award will only be made to a Bidder that is considered responsive and responsible under Attachment A: General Terms & Conditions, Award.

4.2 Opening of Bids

The city will open Bids during the bid reading. Bid readings take place at 2:00 PM on Fridays and can be viewed on the City’s website https://dallascityhall.com/government/Pages/Live.aspx. Any Bid tabulation(s) posted after the submission date will be considered draft until final approval of the award recommendation(s).

4.3 Review for Responsiveness

The city will review Bids for compliance to determine whether they are responsive and responsible, and whether they meet the minimum requirements of this RFB. The city may conduct all necessary inquiries or investigations, including but not limited to contacting references, to verify the information submitted. Bids that does not meet the minimum requirements may be deemed non-responsive and excluded from further evaluation.

4.4 Rejection or Acceptance of Bids

This solicitation does not commit the City to award a Contract. The City reserves the right to reject all Bids, to waive technicalities or irregularities, and to accept any Bid it deems to be in the interest of the City. The City shall not be liable for any costs incurred by any company responding to this solicitation. If applicable, the City requires the recommended Bidder to https://dallastx.new.swagit.com/views/113 sign the necessary Contract documents prepared by the City Attorney’s Office. If applicable, a sample Contract is included as an attachment. Bidders must take exception to any term of the Contract to which it will not agree in its Bid.

4.5 Late, Modified, or Withdrawn Bids

Bid are required to be submitted electronically using the City’s solicitation portal. The system will not accept submittals after the Submission Due Date and Time and hard copies are not permissible. Bids may be modified at any time prior to the Submission Due Date and Time. If a Bid is modified, it must be resubmitted by the Submission Due Date and Time to be responsive. Bids may be withdrawn at any time prior to the Submission Due Date and Time. Withdrawn Bids may be resubmitted prior to the Submission Due Date and Time. No Bids may be modified or withdrawn after the Submission Due Date and Time without forfeiture of the Bid Security, if any.

4.6 Disqualification of Bidders

Bidders may be disqualified for, but not limited to, the following reasons:

4.6.1 Reason to believe collusion exists among the Bidders.

4.6.2 The Bidder is involved in any litigation against the city.

4.6.3 The Bidder is in arrears on an existing contract or has failed to perform on a previous contract with the City.

5. CONTRACT ADMINISTRATION

5.1 Contract Term

The Contract or Agreement will be for an initial term of 5 years.The City may extend the contract up to 180 days for re-solicitation. The City reserves the right not to offer an extension.

5.2 Delivery Orders

Delivery Orders may be issued at any time during the term of the agreement. Each Delivery order will constitute an individual order for goods or services under the terms and conditions of this agreement. Delivery Orders issued prior to the expiration of the agreement shall remain subject to, and governed by, this agreement until completion or termination of the specific order.

5.3 Contract Type

This Contract is a Indefinite Delivery/Indefinite Quantity (ID/IQ) master agreement contract.

An official Delivery Order (DO) will be issued to the Contractor for each specific order. The Contractor shall not commence work until receipt of the DO; failure to do so could result in no payment. The purpose of this Contract is to establish a firm percentage discount/markup throughout the term of the contract. Delivery Orders will be issued on an as needed basis according to annual budget appropriations.

5.4 Contract Amount

The Contractor will base its Bid amount on the estimated quantities identified in the Bid Sheet, which will only be used for comparison and evaluation purposes. The City will issue Delivery Orders based on needs and not in accordance with the estimated quantities contained in the Bid Sheet. The Contractor’s percentage discount/markup shall remain firm throughout the initial term of the Contract. Percentage adjustments will be considered at the time of renewal or hold over extension subject to Attachment A: General Terms & Conditions, 5. Adjustment Clause.

5.5 Firm Percentage Discount/Markup (+/-)

Percentage Discounts/markups (+/-), shall be firm for the entire contract unless otherwise stated herein.

5.6 Records & Audits

The city must have a tangible way of verifying prices for each delivery order as part of our auditing process. The awarded vendor shall provide the City of Dallas with the most current manufacturers catalog or price list(s) by CD, Email, Internet, or FTP (File Transfer Protocol) at no cost to the City of Dallas with bids Groups #1 thru #15. Please note other methods of verification will be considered on a case-by-case basis. The awarded vendor is required to submit any revised list as soon as they obtain it. Any price changes will begin on the date the City of Dallas receives a revised price list.

The Contractor shall keep accurate records of all components of invoices to the City, including but not limited to times and payroll receipts for hourly personnel utilized in this Contract. These records shall be retained for a minimum of three (3) years after the conclusion of the Contract. The City reserves the right to audit any records it deems necessary for the execution of this Contract.

5.7 Default by Contractor

The following events shall be deemed to be events of default by Contractor under this Contract:

5.7.1 Contractor shall become insolvent, or shall make a transfer in fraud of creditors, or shall make an assignment for the benefit of creditors.

5.7.2 Contractor attempts to assign the Contract without the prior written consent of the City.

5.7.3 Contractor shall fail to perform, keep or observe any term, provision or covenant of the Contract; or

5.7.4 Contractor fails to properly and timely pay Contractor personnel, supplies or other contractors and the failure impacts the city in any manner.

In the event a default occurs, the Director shall give the Contractor written notice of the default. If the default is not corrected to the satisfaction and approval of the Director within the time specified of such notice, the City may immediately cancel the Contract. At the discretion of the Director, the Contractor shall vacate the facility, if applicable, and shall have no right to further operate under the Contract. The Contractor, in accepting the Contract, agrees that the City shall not be liable to prosecution for damages or lost anticipated profits if the City cancels or terminates the Contract. No waiver by the City of any default or breach of any covenant, condition, or stipulation shall be treated as a waiver of any subsequent default or breach of the same or any other covenant, condition, or stipulation.

5.8 Assignment of Contract

The Contractor shall not assign, transfer, sublet, convey or otherwise dispose of the Contract or any part therein or its right, title or interest therein or its power to execute the same to any other persons, firm, partnership, company or corporation without the prior written consent of the City. Should the Contractor assign, transfer, sublet convey or otherwise dispose of its right, title or interest or any part thereof in violation of this section, the City may, at its discretion, cancel the Contract and all rights, title and interest of the Contractor shall therein cease and terminate, and the Contractor shall be declared in default.

5.9 Termination

The City may terminate this agreement in whole or in part by giving thirty (30) days written notice thereof to Contractor. The City will compensate Contractor in accordance with the terms of the agreement for all goods delivered and accepted prior to the effective date of such termination.

5.10 Performance Measures & Contract Management

Orders shall be delivered within thirty (30) days after receipt of order from the department.

In emergencies, they may need to expedite delivery orders within twenty-four hours of notification. Orders will be placed and shipped to various City of Dallas locations.

Partial shipments are acceptable, but the order shall not be considered complete until such time as the total number of items ordered has been received. No more than two (2) shipments per order will be received without prior approval by the City.

If the successful bidder(s) consistently fails to supply materials as specified the bidder may be disqualified, and the award cancelled. The said vendor would receive a thirty (30) day written notice prior to such action. This type of failure may hinder the vendor from receiving the next future award.

The City has the right to return any unopened product to the awarded vendor that supplied the product. Defective parts shall be replaced with new material when it has been determined that the failure(s) is product related. Credits for the returned product must be received within thirty (30) days unless prior arrangements for an extension have been agreed upon. This must be either a credit memo or check at the option of the city. The city cannot be charged any additional fees or penalties for products returned.

To follow these specifications, awarded vendor must have received a hard copy of a City of Dallas delivery order prior to shipping or delivering goods or material. The delivery order must reflect the price(s) on the vendor’s bid sheet. The City of Dallas is not liable for any delivery or shipment in which a delivery order was not obtained first.

The City reserves the right to cancel this agreement at any time if performance, delivery, or product quality is determined to be unsatisfactory or inconsistent with contract requirements.

5.11 Invoicing

For the City to pay invoices in 30 days, the vendor’s invoice must be correct, and reflect the work or goods delivered to the city. The 30 days begin when the city has received a correct invoice reflecting the work or goods delivered. If the City receives an invoice that is not correct and/or reflective of work or goods that have been delivered, the city will request a corrected invoice, and the 30-day period will begin once the correct invoice has been received. All work described in the vendor invoice must have been delivered in compliance with the terms of the contract.

Invoices shall be submitted monthly to the City for payment, unless both parties agree to alternative arrangement based on project milestones. Each invoice submitted for payment shall include, at a minimum, the following information:

5.11.1 Name and address of the department for which goods were provided

5.11.2 Contact information of City staff who placed order (name, phone number, department)

5.11.3 Date of order of goods

5.11.4 Detailed description of goods

5.11.5 Price of goods (charges for all goods covered by this contract are to be separately stated and explained

5.11.6 Total cost of goods

Submitting invoices without the above information may cause delays in payment processing. Incorrect invoices or invoices sent to the wrong address will delay payment.

Vendors who fail to follow these instructions risk having the contract with the City cancelled.

6. COMPLIANCE & REGULATORY REQUIREMENTS

6.1 Developing Regional & Inclusive Vendor Enterprises (DRIVE) Policy

It is the policy of the City of Dallas to involve certified small business enterprises (SBEs) to the greatest extent feasible in the City’s contracting opportunities. The city further seeks to encourage the growth and development of SBEs, promoting local economic growth and increased competition. In alignment with this commitment the City has adopted the Developing Regional & Inclusive Vendor Enterprises (DRIVE) Policy for City of Dallas contracts.

6.1.1 The SBE participation goal for this contract is 15.57%.

6.1.2 As a prerequisite for City Council award, the contractor must demonstrate and document its good faith effort (GFE) to meet the established participation goal. Any apparent low bidder who fails to adequately document GFE or meet the participation goal may be denied award of the contract by the City based on the contractor’s failure to be “responsive” and/or “responsible.”

6.1.3 Assistance in preparing the DRIVE forms may be obtained by sending an email to businessenterprisehub@dallas.gov

6.2 Equal Employment Opportunity/Nondiscrimination

The selected bidder shall not discriminate against any employee or applicant for employment because of race, age, color, national origin, religion, marital status, sex, sexual orientation, military or veteran status, political opinions or affiliations, genetic characteristics, or disability, consistent with applicable laws. The selected bidder shall prohibit discrimination regarding, but not limited to, the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection of training, including apprenticeship. The selected bidder shall also comply with all applicable requirements of the Americans with Disabilities Act, 42 U.S.C.A. §§12301-12233, as amended.