1-25-197-B Solicitation Packet 205-08-27.pdf

REQUEST FOR BID NO. 25-197-B

FENCING AND GATE SYSTEM

INSTALLATION, MAINTENANCE AND REPAIR SERVICE

PRE-BID MEETING:

Friday, September 5, 2025, at 10:00 AM Central

BID SUBMITTALS ARE DUE PRIOR TO:

Friday, September 19, 2025, at 11:00 AM Central

BID MAY BE SUBMITTED ELECTRONICALLY TO (Registration is free):

ntmwd.bonfirehub.com

DOCUMENTS MAY BE DELIVERED TO:

NORTH TEXAS MUNICIPAL WATER DISTRICT

PROCUREMENT DEPARTMENT

501 E. BROWN STREET

WYLIE, TX 75098

DOCUMENTS MAY BE MAILED TO:

PROCUREMENT DEPARTMENT

PO BOX 2408

WYLIE, TX 75098

NORTH TEXAS MUNICIPAL WATER DISTRICT CONTACT:

Adrienne Conyer aconyer@ntmwd.com

INSTRUCTIONS TO BIDDERS

1. REQUIRED INFORMATION

The North Texas Municipal Water District’s (NTMWD) solicitation packets contain various documents that require completion by the bidder. Said information must be completed and submitted prior to the closing date and time for the submission of bids. Failure to provide required information may result in the rejection of your bid.

2. SUBMISSION OF BIDS

A response to a Request for Bid (RFB) may be submitted to NTMWD by any of the following means:

• Electronically submitted via ntmwd.bonfirehub.com;

• Hand delivered to the North Texas Municipal Water District Administrative Building, 501. E. Brown

Street, Wylie, Texas 75098;

• Mailed to the North Texas Municipal Water District, Procurement Department, at P.O. Box 2408, Wylie, Texas 75098;

• No oral, telegraphic, telephonic, or facsimile submittals will be considered or accepted.

3. OFFICIAL TIME & LATE SUBMITTALS

The time clock at the North Texas Municipal Water District front receptionist area shall be the official time of receipt for all responses to a RFB submitted in hard copy paper form. All submittals received after the submission deadline shall be rejected. Absolutely no late submittals will be considered. Bidder will be notified of the rejected late bid submission and will advise NTMWD as bidder’s desired disposition of the bid submittal by either (1) pick up, (2) return at bidder’s expense, or (3) destroyed with written authorization of the bidder. If bids are sent by USPS to the Administration Building, the bidder shall be responsible for actual delivery of the bid to the Administration Building before the advertised date and hour for opening of bids. If mail is delayed either in the postal service or in the internal mail system of NTMWD beyond the date and hour set for the bid opening, bids thus delayed will not be considered and will be disposed of as authorized.

4. NOTIFICATION

NTMWD uses www.bonfire.com and The Wylie News to disseminate notification of bid opportunities. NTMWD shall not be responsible for receipt of notification and information from any source other than those listed above. It shall be the Bidder’s responsibility to verify the validity of all information received by sources other than those listed.

5. ELECTRONIC SUBMITTALS

NTMWD exclusively uses Bonfire for the electronic notification and dissemination of all bids. The receipt of documents through any other company may result in the receipt of incomplete specifications and/or addenda.

NTMWD accepts no responsibility for the receipt and/or notification of solicitations through any other company.

To streamline the solicitation process, all Bidders are highly encouraged to utilize the Bonfire system. There is no cost to the Bidder to download or respond to NTMWD solicitations on Bonfire. Even though electronic response submission are recommended, Bidders may continue to submit a hard copy, paper bid directly to NTMWD if desired.

6. MODIFICATION AND WITHDRAWAL

Bids may be withdrawn at any time prior to the official opening of the bids. Alterations made by a bidder before opening time must be initialed by bidder guaranteeing authenticity and must be resealed. After the official opening, bids become the property of NTMWD and may not be amended, altered, or withdrawn without the authorization of the Procurement Manager.

7. BID OPENINGS

All submittals will be opened and presented according to the legal requirements for the type of solicitation at the designated time and place specified in the solicitation. However, the reading of a bid at the opening should not be construed as a comment on the responsiveness of such bid or as any indication that NTMWD accepts such bid as responsive. NTMWD will make a determination as to the responsiveness of bids submitted based upon compliance with all applicable laws, NTMWD purchasing guidelines, and project documents, including but not limited to the specifications and required submittal documents. NTMWD will notify the successful bidder upon award of the contract and, according to State law, all bids received will be available for inspection at that time.

8. BID SUBMISSIONS

Due care and diligence has been used in preparation of the information contained in this request for bids, and the information is believed to be substantially correct. However, it is Bidder’s responsibility to determine the full extent http://www.bonfire.com/ of its exposure and to verify all information presented in the request for bids. NTMWD and its representatives are not responsible for any errors or omissions in these specifications. Additionally NTMWD and its representatives are not responsible for Bidder’s failure to determine the full extent of the exposure and risk associated with this request for bids.

This bid is issued in compliance with the NTMWD Purchasing Policy and with authorization from NTMWD’s Board of Directors.

A. Bids will be considered irregular if they show any omissions, alteration of form, additions or conditions not called for, or other irregularities of any kind. However, NTMWD reserves the right to waive any irregularities and to make one or more awards in the best interest of NTMWD.

B. NTMWD reserves the right to accept or reject in part or in whole any bids submitted and to waive any technicalities in the best interest of NTMWD. Bids may be rejected, among other reasons, for any of the following specific reasons:

• Bids containing any irregularities, and

• Unbalanced value of any items.

C. Bidders may be disqualified and their submissions not considered, among other reasons, for any of the following specific reasons:

• If NTMWD believes collusion exists among the bidders;

• Reasonable grounds for believing that any bidder has an interest in more than one bid for the work contemplated;

• The bidder having an interest in any litigation against NTMWD;

• The bidder being in arrears on any existing contract or having defaulted on a previous contract;

• Lack of competency as revealed by a financial statement, experience, equipment, questionnaires, etc.;

and

• Uncompleted work which, in the sole judgment of NTMWD, will prevent or hinder the prompt completion of additional work, if awarded.

D. It is the bidders’ sole responsibility to print and review all pages of the bid document, attachments, questions and their responses, addenda and special notices.

E. When in the best interest of NTMWD, NTMWD reserves the right to request additional information or clarification from bidders to determine bidders’ ability to meet the requirements specified by this bid.

F. On the Bid Pricing Form, in the case of a conflict between the unit price indicated and the extended amount shown, the unit price indicated, multiplied by the stated quantity shall govern.

G. NTMWD reserves the right to reject any of all submissions without cause prior to award, to waive formalities, or to proceed otherwise when in the best interest of the NTMWD.

9. EXAMINATION OF CONTRACT DOCUMENTS AND SITE

A. Bidders must examine the Solicitation, make observations and investigations, correlate knowledge and observations with the requirements of the Solicitation and consider these in preparation of a bid for the project.

B. Bidders must read the Solicitation and related technical data and reports thoroughly. Use a complete set of Solicitation Documents in preparing Bids. Assume responsibility for errors or misinterpretations resulting from the use of partial or incomplete documents.

C. Bidders may visit the sites to become familiar with general, local and site conditions that may affect cost, progress, or performance of the work in any manner.

D. Bidders must become familiar with federal, state and local laws, ordinances, rules, and regulations affecting cost, progress, or performance of the work.

E. Bidders should make additional visits and investigations as necessary to determine the bid price for performance of the work in compliance with the terms of the Solicitation before submitting a bid. Cost associated with these investigations is to be paid by the Bidders.

F. By the submission of a Bid for this project, Bidders acknowledge sole responsibility for job site safety.

G. The submission of a Bid is an incontrovertible representation by the Bidder that Bidder has complied with every requirement of this Section.

10. UNIT OF MEASURE

Responses to the RFB must be submitted in the units of measure specified in the bid pricing form.

11. INTERPRETATIONS

Bidders must submit all questions about the meaning or intent of the Solicitation to NTMWD in writing by the question due date and time. Replies are issued by Addenda to all parties recorded as having received the bidding documents. Only questions answered by formal written Addenda are binding. Oral and other interpretations or clarifications will be without legal effect.

12. ADDENDA

Any interpretations, corrections, or changes to this bid will be made by written addenda. Sole issuing authority of addenda shall be vested in NTMWD’s Procurement Department. Addenda will be issued via ntmwd.bonfirehub.com.

It is the responsibility of the bidder to ensure receipt of all addenda, and acknowledge by signing and including with the bid submittal.

13. CONFIDENTIALITY

A. Any material that is to be considered confidential must be clearly marked as such and shall be treated as confidential to the extent allowable under Chapter 552, Government Code.

B. The Texas Public Information Act gives the public the right to request access to government information, subject to certain narrow exceptions. NTMWD is an entity subject to this Act. Therefore, please be advised that your company's declaration that certain information submitted in response to a bid request is "confidential" will not be treated as such if NTMWD receives a request for a copy of the bid proposal. NTMWD will of course make an effort to inform your company of such a request and to provide you with an opportunity to object to the release of any proprietary information, but NTMWD cannot and will not make an agreement to withhold information from the public contrary to NTMWD’s responsibilities under the Act.

C. To the extent your response is incorporated into the contract, that contract will become an official record available for public inspection.

D. Bids shall be opened so as to avoid disclosure of contents to competing bidders and kept secret during the process of awarding a contract. All bids that have been submitted shall be open for public inspection after the contract is awarded, except for trade secrets and confidential information contained in the submission and identified as such.

14. BID TABULATIONS

As-Read Bid tabulations will be electronically posted to ntmwd.bonfire.com within forty-eight (48) hours after the bid opening.

15. PREPARATION COSTS

NTMWD will not be liable for any costs associated with the preparation, transmittal, or presentation of any bids or materials submitted in response to this bid.

16. TAXES

NTMWD is exempt from Federal Excise and State Sales Taxes. Tax must not be included in the pricing.

17. PRICING

Prices must be firm for a minimum of ninety (90) days from the date of the bid closing. In the case of an annual contract, the prices must remain firm for the period as specified in the solicitation.

18. BIDDER QUALIFICATIONS

A prospective Bidder must meet the following minimum requirements:

• Must have adequate financial resources, or the ability to obtain such resources as required;

• Must be able to comply with the required or proposed delivery/completion schedule;

• Must have a satisfactory record of performance;

• Must have a satisfactory record of integrity and ethics;

• Must be otherwise qualified and eligible to receive an award;

• NTMWD may request representation and other information sufficient to determine the Bidder’s ability to meet these minimum standards listed above.

19. AWARD OF CONTRACT

NTMWD reserves the right to award this contract by one of the following methods. The method selected will be in the best interest of NTMWD, as determined by the Procurement Manager.

• To the lowest responsible Bidder(s), bidding all items and meeting all specifications;

• To one or more Bidders, if deemed in the best interest of NTMWD;

• To the lowest responsible Bidder(s) meeting specifications per line item;

• If specified, to the low Bidder(s) meeting specifications, per category. To qualify for an award of a category, a Bidder must bid all items within that category. If all items of a category are not bid by all Bidders, award shall be made in the best interest of NTMWD;

• To the Bidder(s) who provide the goods or services specified in the solicitation at the best value to

NTMWD.

• NTMWD reserves the right to compare all bids against any State and/or Interlocal contracts in determination of the award of this bid.

SPECIAL CONDITIONS

1. GENERAL INFORMATION

The North Texas Municipal Water District (NTMWD) is soliciting sealed bids for an annual contract for services pertaining to the repair, demolition and replacement of fencing, gates, operators and all associated service and equipment in accordance with the specifications provided herein.

2. PRE-BID MEETING

A pre-bid meeting will be on Friday, September 5, 2025, at 10:00 AM Central via Webex. It is highly recommended that all bidders attend the pre-bid meeting. Bidders may ask questions about the specification and bid process during the meeting. Questions and answers will be made in the presence of all attendees. If a question cannot be answered during the meeting, answers will be provided via a written addendum and distributed through ntmwd.bonfirehub.com.

URL:

https://ntmwd.webex.com/meet/aconyer

OR

TEL: 1-415-655-0001 or 844-621-3956 Access Code: 2660 710 2008

3. DURATION OF AGREEMENT

A. The initial term of this agreement shall commence on the date of the last signatory and shall be for a period of one (1) year. The agreement will automatically renew under the same pricing, terms, and conditions for four (4) additional one-year periods unless NTMWD provides Contractor with written notice of its intent to terminate the agreement at least sixty (60) days prior to the expiration of the current term. If said notice is given by NTMWD, the agreement shall terminate at the conclusion of the current one-year term. In no event shall the entire term of this agreement exceed five (5) years.

B. Prices shall remain firm for the duration of the initial contract period. Thereafter, price changes are subject to the price adjustment provisions of this Contract.

C. NTMWD reserves the option to temporarily extend this service for an additional ninety (90) days from its expiration date for any reason.

4. BID QUESTIONS & CLARIFICATION

All questions regarding this request for bid shall be submitted in writing on ntmwd.bonfirehub.com no later than 2:00 PM Central on Monday, September 8, 2025. All questions will be addressed in an addendum. Questions received after the deadline may not be answered.

5. ESTIMATED ANNUAL CONTRACTS

The quantities specified are estimates of our projected annual requirements. The award of an estimated annual contract allows NTMWD to use the items and services as the requirements and needs of NTMWD arise on an annual basis and during any subsequent renewal period(s). Quantities may be increased beyond the estimated quantities listed in this bid, as necessary, provided funding is available. Quantities may be decreased below the estimated quantities listed in this bid, as necessary, if funding is not available or if items and services are no longer needed. NTMWD is not obligated to pay for or use a minimum or maximum amount of items or services and payment will be made pursuant to the unit prices bid in the contract. The Contractor shall have no claim against NTMWD for anticipated profits for the estimated quantities listed, diminished, or deleted.

6. BID SUBMITTAL REQUIREMENTS & OPENING

A. If paper bids are submitted, each firm shall submit one (1) original copy of their bid, including all supporting documentation. Paper bids must clearly show Bid No. 25-197-B. If bids are submitted electronically, the Bidder shall make sure all required supporting documentation is uploaded into the Bonfire system. Failure to provide requested information in this request for bid may result in disqualification from consideration. Bids shall be accepted until 11:00 AM Central Time on Friday, September 19, 2025. No late bids will be accepted.

B. The bid opening will be held on the bid due date and time via Webex:

https://ntmwd.bonfirehub.com/contracts/36875/people

URL:

https://ntmwd.webex.com/meet/aconyer

OR

TEL: 1-415-655-0001 or 844-621-3956 Access Code: 2660 710 2008

C. The following documents must be included with this bid. Failure to supply the required forms may deem you non-responsive:

• Bid Signature Form

• Bid Pricing Form

• References

7. METHOD OF AWARD

NTMWD’s intent is to award to the lowest, responsive, responsible bidder(s) meeting the specifications.

SPECIFICATIONS

BACKGROUND INFORMATION

The North Texas Municipal Water District (NTMWD) is soliciting bids for services pertaining to the repair, demolition and replacement of fencing, gates, operators and all associated equipment. The awarded Contractor(s) shall be expected to have the capability to service all equipment located within the service area. NTMWD reserves the right to award this bid to multiple suppliers by region. The service area spans over nine (9) counties and includes approximately two hundred fifty (250) locations. See Attachment A for service areas and zones. Services shall include, but are not limited to the following:

• Installation of new fences of varying types as instructed by specifications

• Demolition of existing fences

• Installation of new gate systems of varying types as instructed by specifications

• Demolition of existing gates and associated equipment

• Repair, refurbish and/or replacement of existing equipment and related parts

• Preventative maintenance (PM) services for existing equipment and related parts

• Minor clearing/grubbing of vegetation as needed

• Detailed maintenance and repair reports

• Recommendations for equipment replacements, upgrades, or improvements

• Site evaluations and equipment recommendations

• Transport and delivery of equipment and material as necessary

• Field visits, as required, for inspections, diagnosis and repair of existing equipment and related parts

(including emergency repair services)

NTMWD currently uses a variety of equipment at each location. These locations may contain an environment that exposes the equipment to harsh chemicals, noxious gases, moisture, extreme temperatures, and high voltage electricity. The Contractor is expected to troubleshoot, maintain, repair, and replace specified types of fencing, gate operators/openers and related parts in use by NTMWD. This may include but is not limited to:

• Fence Types: Chain-link, Ornamental, Barbed wire, Wooden Privacy Fence and Fiber Re-enforce Recycled Plastic.

• Entry/Access Gate Arms: Lift Master and Hy-Security Motor operated Gates, Manually operated Gates

• Entry Gate Types: Slide Gate, Swing Gate, Barrier Arms

• Operator Types: Electrical Operators, Solar Operators

• Environment: Industrial, Urban and Rural Locations.

NTMWD may increase or decrease the number of locations, equipment, and add or remove models throughout the term of the agreement. All additions or deletions will occur via change order.

GENERAL SCOPE OF WORK REQUIREMENTS

1. The Contractor shall furnish trained and competent professionals to perform the following services, including but not limited to removal of existing fences, clearing of existing fence lines and brush, installation of new industrial fence materials per specifications, and the installation, maintenance and repair of automatic gate system equipment.

2. The Contractor shall furnish all tools, devices, transportation of parts and equipment, vehicles, and any miscellaneous items necessary for adequate and timely handling of maintenance and repairs, including parts, or apparatus designated for maintenance, calibration, troubleshooting, inspection, repair, or overhaul.

3. NTMWD shall approve any repairs and/or modifications to the fences, gates operators or related equipment before they are made. Any modifications shall have full documentation with the drawings to properly identify the areas and parts involved in the approved modifications.

4. When work is started on a unit or project, the work will progress at a steady rate without undue interruptions until the project is complete, or the unit has been placed back into service and has met OEM specifications and tolerances and deemed reliable by NTMWDrepresentative.

5. The Contractor and/or subcontractor shall contact NTMWD’s representatives upon arrival and leaving of each worksite.

6. If an operator or related equipment requires any major repairs that cannot be performed in the field, the component shall be shipped to a repair facility capable of performing the necessary work. Prior to shipment for any repairs, the contractor must obtain approval from NTMWD’s representative. If not, the contractor may be responsible for any associated costs for unapproved repairs. Where applicable, cost associated with transporting equipment and parts for major repairs shall be listed.

7. NTMWD reserves the right to physically audit the contractor’s shop facilities to evaluate their overall capability of performing these functions. NTMWD reserves the right to obtain all pertinent information on licensed and unlicensed personnel assigned to work on NTMWD’s facilities.

8. All work specified shall be completed to the satisfaction of the NTMWD Maintenance Supervisor or authorized NTMWD representative. Disposal of any unusable material and debris as a result of the work is the responsibility of the Contractor.

QUALITY ASSURANCE INSPECTION & REPORTING

1. After a teardown, troubleshooting or standard maintenance has been performed on any operator unit;

the Contractor shall submit a report that outlines: the recommended repairs or the preventative maintenance required, to the Maintenance Supervisor within three (3) working days.

2. After reviewing the report, the NTMWD representative shall provide the Contractor with proper authorization to complete any repairs to the equipment above the scheduled preventive maintenance work. The Contractor shall obtain written authorization before work is started.

3. The Contractor shall obtain further written authorization from the Maintenance Supervisor if additional work, above the agreed upon scope and/or cost, is required. In the case of repairs deemed critical or urgent, the work will commence at the jobsite within 24 hours on verbal request by the Maintenance Supervisor. Upon such request, the requesting Maintenance Supervisor shall provide a purchase order upon his/her earliest opportunity.

4. NTMWD reserves the right to send a representative to accompany any equipment to the Contractor’s repair facilities and his proposed Subcontractor’s facilities to ensure that proper methods of handling, measurement, machining, assembly and preparation for return shipping are taken. The representative shall have the authority to stop any work in progress that does not meet the requirements of these specifications. Additionally, this does not relieve the Contractor of any liability for any corrective measures that the representative may have missed that should have been performed or taken that would have prevented any malfunction and/or damage to the equipment or personal injuries.

5. The Contractor shall execute all work in strict accordance with all local, state, and national codes, ordinances, and regulations governing the work involved. The Contractor is responsible for obtaining any and all permits and licenses required by the NTMWD, State of Texas, or any other entity or governing body. All primary and sub-contractors’ personnel working on any NTMWD project/equipment must be certified and/or qualified to perform the services requested by NTMWD. Sub-contractor information must be provided to NTMWD prior to the start of work. NTMWD reserves the right to request copies of assigned personnel certification (if applicable), but the primary responsibility is to lie with the primary contractor to provide proof of documented permits and licenses. The Contractor is responsible for and shall include all charges incurred, whether foreseen or unforeseen, for these permits, licenses.

6. Upon completion of overhaul or repairs of an operator unit, the Contractor shall provide NTMWD’s representative with a final report within five (5) working days identifying the following:

a. Detailed description of work performed on the equipment.

b. Final measurements, clearances, tolerances, settings, analysis results, etc.

c. Itemized cost breakdown of the entire job including all job tickets for work performed at the jobsite and the shop.

d. Itemized material breakdown, including part numbers, quantity, etc.

7. The Contractor shall perform their obligations as set forth in the specifications and the contract in a first-class, professional and workman like manner. In the event the contractor does not perform their obligations to the satisfaction of NTMWD or does not perform the duties as set forth in the specifications, NTMWD shall give the contractor a written ten (10) day notice of deficiencies by email or certified mail.

8. The Contractor is responsible for keeping the equipment and surrounding area clean at the end of each day. All waste (including oil) shall be disposed of in accordance with local, state, and federal regulations.

A final cleaning of the equipment and surrounding area will be performed after each job before NTMWD accepts the work.

9. The Contractor shall be held responsible for material and/or property damages while the equipment is in transport, in storage or being repaired at the jobsite or in the Contractor’s shop facilities. All damages caused by misuse, carelessness, neglect, abuse, unqualified and/or unlicensed personnel, or disappearance (theft) shall be the responsibility of the Contractor to correct and repair the damage or replace the unit to the satisfaction of NTMWD.

10. The Contractor shall carry on the operations in such a manner as not to damage the existing ground areas, signs, signposts, piping, valves, blow-offs, gates/gate posts and/or fence h-bracing.

11. Care should be taken not to operate during wet conditions where turf damage or ruts would occur. In the event that damage occurs to any of the above appurtenances on the ROW during and by reason of the contractor’s operations, Contractor shall replace or repair same at its own cost and expense in like kind and at the direction of the NTMWD at no additional expense to NTMWD.

12. The Contractor shall collect, transport and legally dispose (off-site) of all spoils and debris exposed or produced during the performance of the work. Debris could include but is not limited to scrap metal, concrete blocks or other non-organic materials. Contractor shall be responsible for providing NTMWD with information regarding disposal sites and providing manifest for each load as requested.

13. The Contractor is responsible for ensuring all materials received from the manufacturers and or suppliers are constructed with the proper materials to the OEM specifications and required tolerances. Damage incurred due to improper manufacturing shall be the sole responsibility of the Contractor. NTMWD shall not be responsible for additional or unforeseen costs incurred by either party.

14. The Contractor is responsible for ensuring all shipments received from manufacturers or suppliers, during transport and all other transactions between the Contractor and parts supplier, manufacturer, or any other vendor shall be the sole responsibility of the Contractor. NTMWD shall not be responsible for any unforeseen cost incurred by any of these parties.

SCOPE OF SERVICES

FENCE DETAIL

NTMWD requires that all fence and gate work (Repair, Replacement and installation) conform to the attached specifications (Attachment B.) All activities shall be performed in the manner described herein, and to the satisfaction of NTMWD.

PREVENTATIVE MAINTENANCE FOR ACCESS GATES & EQUIPMENT

• The following requirements are anticipated for basic or standard preventive maintenance.

• The Contractor shall complete all work outlined in the scheduled preventive maintenance.

• NTMWD’s representative will provide the Contractor with written authorization to start the job by issuing a purchase order. Exact parts to be purchased or manufactured and the source of supply shall be determined and agreed upon prior to commencing work.

• The units shall be cleaned, calibrated, and aligned to ensure proper operation prior to re-staring the unit.

All equipment shall be maintained and repaired based on the manufacturer’s specifications and recommendations.

1. Access Gate Operator and equipment Inspections and Preventative Maintenance shall include, but not be limited to the following:

a) Inspect and adjust top and bottom gate rollers (slide gate)

b) Inspect Operator for wear or damage. Clean unit inside and out.

c) Ensure warning signs are present and post if necessary.

d) Inspect all electrical wiring connections

e) Inspect and test batteries on all DC units.

f) Check and test gate operator for proper operation

g) Inspect and adjust chain tension and lubricate

h) Inspect and adjust belt drive and pulleys (for barrier arm and swing gate only)

i) Test open and close gate limits and adjust if necessary

j) Test operator reversal force setting and adjust if needed.

k) Check and test all entrapment protection and safety devices

l) (replace batteries in edges as necessary).

m) Check and inspect all loops for wear or damage and proper

n) operation.

o) Check motor and gear box oil level and fill as necessary.

p) Ensure vent is open on gear box filler cap if applicable.

q) Check and tighten all mounting brackets and bolts as necessary.

r) Check and test manual disconnect for proper operation.

s) Check and adjust clutch and brake system if necessary

REQUIREMENTS FOR MAINTENANCE, OVERHAULS & REPAIRS

All equipment shall be maintained and repaired based on the manufacturer’s specifications and recommendations.

a. Electric and Manual Gates and Operators Inspection and preventative maintenance shall be performed once per year in accordance to manufacturer recommendations, instructions and specifications.

b. All replacement parts and supplies shall be OEM or approved by the door manufacturer.

c. All operating tolerances must meet manufacturer specifications.

ASSET INVENTORY

The Contractor performing preventative maintenance and inspections may be requested to provide an asset information spreadsheet to capture a complete asset inventory update. Additionally, contractor may be requested to apply/affix NTMWD provided asset data tag (dog tag).

Asset inventory shall include Review, photograph ( if necessary), and record/verify asset data information on all inspected equipment. All data collections shall include:

• NTMWD Site Name

• NTMWD Address

• Asset location description (site and use specific)

• Equipment manufacturer name, model number, serial number, and date of manufacture. If information is not obtainable, asset list must be noted

• Equipment ratings

• The date the individual piece of equipment was inspected

• Photograph of asset and data plate

INSPECTION REPORTS

The Contractor must provide a separate legible copy of field reports for each asset inspected/maintained to NTMWD’s representative. A final report must be a typewritten electronic copy of the final safety and operational report made on each specified piece of equipment. Final reports must be submitted within five (5) working days of completing the inspection of each site. Invoices will not be paid until inspections and PM are both completed, and the inspection report is received by NTMWD.

Each report must contain, but is not limited to, the following:

• NTMWD Site Name and Address, Maximo Location ID

• NTMWD Maximo Asset ID

• Manufacturer Name, Model, Serial Number and date of manufacture (if available)

• Asset description and rating (if applicable)

• The date the individual piece of equipment was inspected.

• Verification that all mechanical and electrical inspections were made.

• A listing of all meter readings obtained. Readings must read as Pass or Fail. If Fail, report must state why fail and suggested repairs necessary.

• Any abnormalities noted.

• A listing of all areas where the individual piece of equipment fails to meet manufacturer's recommended parameters or industry standards.

• Type and amount of lubricant used to perform tasks in the preceding section, Preventive

Maintenance.

• Signed and dated by the technician/ inspector, with the printed name of the technician/inspector legible.

o If any major problems are discovered during the inspection, the qualified technician performing the inspection shall immediately notify the designated NTMWD supervisor, or his designee, with the verbal contact noted on the written safety and operational inspection report.

o Major problems shall be such issues that may be an immediate danger to life or health or potential damage to the equipment.

o Individual quotations by asset for recommended repairs shall be submitted with Labor per the Service Rates listed in this bid, parts and materials, rentals and additional freight by line item.

o Quotes or estimates for non-emergency repairs shall be submitted within five (5) working days of the completed inspection report.

o A written quote for any recommended repairs must be approved by proper NTMWD personnel and a separate purchase order issued prior to performing repairs.

REPAIRS AND REPLACEMENTS

• The Contractor shall be able to provide services for any and all repairs, demolition, overhauls, or direct replacement of fencing, gates, operators and all associated equipment. The Contractor must obtain written approval from the NTMWD before starting repairs.

• Prior to removing any equipment or performing any such repairs or replacements, Contractor shall submit to the NTMWD the following:

o Description of the work determined to be necessary o Cost estimate for such work o Cost estimate for a complete replacement, when requested (for price comparison) o Estimated completion timeline.

• Replacement parts must be the same make and model as the original component unless otherwise authorized in writing by NTMWD staff. Contractor to assess equipment for any obsolete parts and materials. All parts used in repair/reconditioning shall be NEW OEM or manufacturer recommended parts. Refurbished parts will not be accepted unless approved in writing by NTMWD.

• The Contractor shall be responsible for removing, transporting, repairing/replacing, and installing fencing, gates, operators and all associated equipment.as necessary. The Contractor shall contact the NTMWD to coordinate access to sites. The Contractor shall perform such work and provide necessary parts using the prices listed as part of the Contractor’s bid.

• NTMWD reserves the right to replace any unit if repairs are deemed at least 70% of the replacement cost or the useful life of the unit has been exceeded. NTMWD can replace the unit using one of the following methods:

o Request the Contractor replace the equipment, using an existing contract.

o Do a formal or informal bid for the unit.

o Use an existing contract/master agreement that was established for this type of equipment.

• NTMWD will only be responsible for any time, transportation, and supplies used to determine the condition of the unit and the decision to cease repairs and replace the unit instead. These items will be paid for at the quoted rates.

EMERGENCY AND ON-CALL REPAIRS

• NTMWD may request on-call repair or emergency repair services from Contractor. The Contractor shall maintain a telephone number for the entire term of the agreement where a designated representative can be reached twenty-four (24) hours per day, 365 days a year.

• Emergency repair may be required at all hours. If NTMWD requests emergency service, the Contractor must perform a site visit within four (4) hours of receiving notice from the NTMWD and utilize best available options to provide a timely resolution to the issue.

• For non-emergency repair requests, Contractor shall respond by phone or email within twenty-four (24) hours, for scheduling a site visit to assess the issues.

SCHEDULED MAINTENANCE

• The Contractor must coordinate with NTMWD representative and plant personnel to schedule work.

Due to high traffic volumes in some areas, night or weekend work may be necessary for safety reasons. Typical hours of operation will be 7:00 A.M Central Time until Dusk, Monday through Saturday. Any work completed outside of the specified time frame will need to be approved by NTMWD. No Sunday work will be permitted unless authorized in writing by the NTMWD Maintenance Manager. Request for working outside of normal operating hours must be made seventy-two (72) hours in advance.

• The Contractor shall contact the NTMWD to arrange for site access to perform maintenance, installations or repairs. Scheduled maintenance and repairs shall be coordinated at the direction of NTMWD as necessary and as operational needs dictate. If operational needs dictate that work be performed outside of the prescribed work week or hours, the Contractor will be notified by NTMWD. A schedule and cost estimate will be required from the Contractor. These items must be approved by an NTMWD representative before commencing work.

EXPECTATIONS

1. QUOTATIONS

Quotations shall be itemized and be priced not-to-exceed. Quotations will reflect, at a minimum, the following:

a. NTMWD Contract number and Contractor’s point of contact.

b. Number of hours for each type of labor as detailed on the pricing sheet multiplied by the contracted labor price (including all costs and overhead).

c. Number of calendar days for completion of project from receipt of purchase order to completion of project to include receiving all materials required for each specific project

d. List of anticipated parts

e. Pricing should be inclusive of all fees and charges, NTMWD will not pay trip charges or fuel fees as that should be included in the service.

f. Where applicable, quotations shall contain the manufacturer, serial number, NTMWD asset number (if available), site name and address of where the unit is located.

2. INVOICE PROCEDURE

Invoice must p rov ide an i t em ized detail of labor in hours and project consumables; must include the following:

• NTMWD purchase order number

• Project location(s)

• Description of service(s) performed

• Total labor hours

• Itemized description of parts

• Itemized description of equipment.

3. PARTS & MATERIALS

Contractor is expected to maintain an inventory of common parts and materials (i.e., rollers, batteries, chains, operator parts) needed to repair and maintain gates, operators, and associated equipment. The contractor must have materials always needed for preventative maintenance (i.e., lubricants, rollers).

available to ensure maintenance schedules are met.

4. STAFFING

a. The Contractor shall appoint a company representative to be the main point of contact for the NTMWD for all contract related items, including but not limited to; scheduling, invoicing, estimating and any service-related issues. Additionally, Contractor shall maintain and provide direct phone numbers, cellular phone numbers, and email addresses of key staff with whom the NTMWD can maintain regular and direct contact.

b. The Contractor must assign a full-time supervisor who can communicate effectively in English with Contract Administrator. Field supervisor must have a minimum of three (3) years’ experience supervising fencing and gate systems installation, maintenance and repair on and around utility sites, rights-of-way and near neighborhoods, or other relevant experience

c. The Contractor shall employ individuals or sub-contractors with knowledge on current fence installation, gate hardware installation, maintenance and repair practices. Any new hires must be trained by contractor to perform at a high level.

d. Skilled workers shall perform all work in a timely, neat, and orderly manner. NTMWD may refuse to accept work or workers who do not meet these standards. Contractor shall be responsible for any damage caused by their operations and shall repair or replace, as directed by the NTMWD, damage within a reasonable time.

e. The Contractor and employees must always remain courteous to the public and to District employees while at the work site. Contractors must remove any personnel that are deemed by District representative, to be negligent or incompetent or who endanger persons or property. The contractor’s supervisory personnel will be alerted to any problems concerning employees. NTMWD reserves the right to require immediate removal from sites of any contractor employee who is deemed incompetent or detrimental to the best interest of

NTMWD.

f. The Contractor’s employees are required to report to work in a company uniform including a clean shirt, long pants, boots and required personal protection equipment (PPE). No loose-fitting clothes or jewelry are to be worn while working on this contract. If a contractor’s employees are discovered working without necessary uniform and PPE, they will be required to stop all work in progress. Contractors will not be allowed to return to work until all employees are in required attire.

5. CONTRACTOR’S EQUIPMENT

a. The Contractor is responsible for having all equipment necessary to perform the work described in Scope of Work. Contractor’s staff must be experienced and capable of operating such equipment, and Contractor must maintain equipment in good working order when working at an NTMWD location.

b. The equipment used for fencing and gate systems installation, maintenance and repair operations shall be of sufficient type, capacity, and quantity to safely and efficiently perform the work as specified. A weed-eater and small tractor mounted mower, or push-type mower may also be required to perform hand work around specified areas in each location.

c. All vehicles and trailers utilized under this contract must be reasonably clean with minimal mud, dirt and grime. Equipment with large sections of noticeable rust or faded paint are not to be used for this contract. All vehicles, trailers, and rider-type equipment used by contractor must be identified with company name, logo, or the word “contractor” with vehicle number conspicuously displayed on door or side panels. This includes vehicles used by supervisors or company officers. Numbers must be at least three (3) inches in height and contrast with the color of the equipment. Properly done hand lettering, magnetic signs, or pressure sensitive decals may be used to comply with this specification.

d. If additional equipment is required to remove or replace heavy/critical parts, the Contractor shall be responsible for locating and renting said equipment. NTMWD will reimburse the contractor per the rental invoice(s). NTMWD shall determine the need for such equipment prior to rental.

No payment shall be made for such equipment if not approved by NTMWD prior to use. There shall be no mark-up allowed on rented equipment.

e. Work performed under this contract should be done in a manner that maximizes road user movement (including pedestrians). Whenever possible, work crews should park in parking lots, side streets, or easements where there are no sidewalks or trails for pedestrian traffic.

f. At no time will any contractor be authorized to leave equipment overnight on any site without prior communication and scheduling with NTMWD’s Representative and approval from property owner

6. RIGHT TO INSPECT & REQUIRE WORK

NTMWD reserves the right to make such inspections whenever necessary to ascertain that the requirements of this agreement are being fulfilled. Deficiencies noted shall be promptly corrected at Contractor's expense.

7. GUARANTEE & WARRANTY OF WORK

a. Product Warranty:

• All materials/products provided shall be new and warranted to be free from defects in workmanship, design, and materials. The product warranty shall be for the manufacturer’s customary warranty period. The warranty will begin upon NTMWD’s final acceptance of the product, installation, and or service.

• Defective parts shall be replaced with new materials when it has been determined that the failure(s) is product related. The warranty period will start over upon NTMWD’s final acceptance of the repaired unit. The Contractor will be responsible for any shipping charges for returns during the warranty period. If it’s determined that a product must be replaced the product will be returned for full credit, including any shipping charges.

• All services provided under this contract shall be warranted to be free from poor workmanship, planning and materials, which affect the integrity of the service. The warranty shall be for the customary warranty period. If the service project fails and is believed to be the awarded Contractor’s responsibility, the NTMWD shall give a written notice for additional service. The Contractor shall make corrections at the Contractors expense in a manner mutually agreed upon by NTMWD and the contractor. The warranty will begin upon NTMWD’s acceptance of the service provided.

b. Service Warranty:

• All parts and labor shall be warranted for a period of not less than 90 days.

During the warranty period for any new equipment installation, the Contractor shall be responsible for making contact between the equipment manufacturer and the NTMWD regarding any required service determined to be under warranty. The Contractor will notify the NTMWD of any undue delays in response and provide details of each incident.

8. QUALITY OF WORK

a. All work shall be performed according to NTMWD and/or industry standards and to the complete satisfaction of the NTMWD. All parts and materials installed shall be the manufacturer’s authorized parts or specifically approved by the NTMWD in writing prior to installation.

Unsatisfactory work shall be immediately corrected by the Contractor at no additional cost to the NTMWD.

b. Invoice must p rov ide an i t em ized detail of labor in hours and project consumables; it must include the following:

• NTMWD purchase order number

• Project location(s)

• Description of service(s) performed

• Total labor hours

• Itemized description of parts

• Itemized description of equipment

9. RETURN OF EQUIPMENT

Upon completion of repair or reconditioning work, once test results have been verified by a qualified person, equipment shall be returned to NTMWD within forty-eight (48) hours.

10. SAFETY

a. Contractors must provide all employees working at any NTMWD site all appropriate personal protective equipment (PPE) that meets the appropriate ANSI standard for the specific job. At minimum, employees should have the following items readily available and used: hard hat, Class 2 safety vest, cut and puncture resistant gloves, eye protection and protective toe boots with an electric hazard rating. Contractors must have personal fall arrest and fall restraint systems as necessary.

b. Contractor shall be responsible for initiating, maintaining and supervising safety precautions required by federal, state, or local law. Contractor shall take all necessary precautions for the safety of all employees and shall provide the necessary safety equipment for each employee.

This shall include rental equipment (i.e., lifts, scaffolding, etc.).

c. In the event there is an accident involving injury to an individual on or near the work, Contractor shall immediately notify NTMWD of the event and shall be responsible for recording the location of the event and circumstances surrounding the event.

11. SECURITY

a. At no time will any contractor be authorized to begin work on any site without prior communication and scheduling with NTMWD’s Representative. All gates on easements and rights of way should be closed after entry or exit, regardless of how they were found. NTMWD will provide locks for gates where necessary.

b. Contractor shall be responsible for providing temporary fencing, as needed to maintain site security, as requested by the NTMWD

12. RESTRICTIONS

a. INGRESS/EGRESS

NTMWD will inform Contractor of any special easements restrictions, including ingress/egress and travel along easements, in accordance with individual landowner easement agreements.

b. SENSITIVE INFORMATION

All NTMWD property is considered critical infrastructure. Due to the nature of the facilities being maintained, and the data being transferred between the NTMWD and the contractor, all documentation including but not limited to: Geographic Information Systems (GIS) files, maps, videos, photographs and all other documents related to the projects resulting from this contract, will remain the property of NTMWD, and shall not be shared with anyone without the written approval of NTMWD.

c. DIGITAL PROPERTY

Contractor shall not post pictures, videos or screenshots of NTMWD property on their website, social media, or marketing materials, without prior written permission from the NTMWD.

BID PRICING FORM

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PLEASE FILL OUT THE EXCEL BID PRICING FORM PROVIDED SEPARATELY.

INSURANCE REQUIREMENTS

Contractors doing business with NTMWD shall have, at minimum, the following insurance coverages and limits for the duration of the contract:

1. COMMERCIAL GENERAL LIABILITY – covering bodily injury…