1-250288 Solicitation document.pdf

(______________) Published on the City’s Website wichita.gov/legalnotices, Monday, October 20, 2025

REQUEST FOR BID NO. – 250288

Sealed Bids will be submitted electronically in the office of the City Purchasing Manager, 12th Floor, City Hall, 455 North Main, Wichita, Kansas, prior to 10:00 O'CLOCK A. M., FRIDAY, OCTOBER 31, 2025. “Request for Bid” form MUST be used to submit your bid unless you are submitting your bid on our website (wichita.gov/procurementportal) using your secured login/password to submit a bid for:

PUBLIC WORKS & UTILITIES DEPARTMENT/WATER DISTRIBUTION DIVISION

Meters, Replacement Parts, & Itron ERTS

AS PER SPECIFICATIONS

F.O.B.: Wichita, KS

Bids will be opened after ten o’clock a.m., in the Board Room, 1st Floor, City Hall, 455 North Main, Wichita, Kansas.

Specifications and bid forms are on file in the office of the City Purchasing Manager, 12th Floor, City Hall, 455 N.

Main, Wichita, Kansas 67202, (316) 268-4636. This information may also be obtained on our website above.

Dated at Wichita, Kansas this 20th day of October, 2025.

Josh L. Lauber, MBA, CPSM Purchasing Manager https://www.wichita.gov/legalnotices https://wichita.bonfirehub.com/

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable infrastructure; Provide conditions for living well.

City of Wichita 1 RFB #250288

CITY OF WICHITA

FINANCE DEPARTMENT/PURCHASING DIVISION

455 N. MAIN ST, 12TH FLOOR, WICHITA, KS 67202

PHONE: (316) 268-4636

WICHITA.GOV/PURCHASING

PURCHASING@WICHITA.GOV

wichita.gov/procurementportal

REQUEST FOR BID #250288

Meters, Replacement Parts, & Itron ERTS – Water Distribution Division City of Wichita – Public Works & Utilities Department

October 20, 2025

PROJECT DEFINITION

The City of Wichita is seeking bids from firm(s) for water meters, replacement parts and ERTs for the Public Works & Utilities Department.

THE AWARD WILL BE BASED ON THE LOWEST AND BEST TOTAL NET BID PER GROUP.

Any questions regarding this document must be submitted via the procurement portal’s “Ask a Question” functionality or by email to Tracy Jordan (tjordan@wichita.gov) no later than 3:00 p.m. OCTOBER 27, 2025.

Questions must be submitted via email or procurement portal, and they will be answered through an addendum made available to all interested parties.

Tentative Schedule of Events Solicitation Advertised October 20, 2025 Questions Due Via Email October 27, 2025 3:00 p.m. CT Questions Answered Via Addendum October 29, 2025 Bids Due October 31, 2025 10:00 a.m. CT City Council Approval (tentative) November 6, 2025 https://www.wichita.gov/PURCHASING mailto:Purchasing@wichita.gov mailto:tjordan@wichita.gov

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 2 RFB #250288

Table of Contents

I. OVERVIEW AND SUMMARY

II. SPECIFICATIONS FOR WATER METERS, REPLACEMENT PARTS, AND ERTs

III. SPECIFICATIONS FOR 2” – 12” ULTRASONIC COLD-WATER METERS

IV. BID TERMS

A. Questions and Contact Information:

B. Bid Submission:

C. Evaluation Criteria:

D. Tentative Schedule:

E. Minimum Respondent Qualifications:

F. Bid Requirements:

G. City of Wichita Responsibilities:

H. Debriefing:

I. Challenges and Protests:

V. CONTRACT PERIOD AND PAYMENT TERMS

VI. INSURANCE REQUIREMENTS

VII. GENERAL SPECIFICATIONS:

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City of Wichita 3 RFB #250288

I. OVERVIEW AND SUMMARY

The City of Wichita is the largest city in Kansas with a population of approximately 397,000 and is the seat of Sedgwick County. As of May 2024, the City’s total land area was approximately 167 square miles. Major highways, including the Kansas Turnpike (I-35), Interstate 135 and U.S. 54 (Kellogg Avenue) link the City with a large trade area that encompasses a population of more than 1.1 million people within a 100-mile radius. The City of Wichita employs approximately 3,100 employees providing a full range of municipal services, including police and fire protection, parks and recreation programs, libraries, public housing, municipal transportation, airports, water and sewer utilities, general administration, and other services.

Information regarding the City of Wichita can be found at wichita.gov. The legislative body of the City consists of a six-member City Council, elected by district, and a full-time Mayor elected from the City-at-large. The Council members and the Mayor serve four-year terms overlapping. The Council and Mayor establish general policies, which are executed by the City Manager.

The City of Wichita is soliciting requests for bids from vendors and/or firms for water meters, replacement parts, and ERTs for the Public Works & Utilities. The City reserves the right to award all, some, or none of the goods/services set forth in this Request for Bid (RFB) to any one proposer based on the City’s review and assessment of the bids meeting the criteria/specifications set forth herein.

II. SPECIFICATIONS FOR WATER METERS, REPLACEMENT PARTS, AND ERTs

The successful bidder will be required to supply and deliver the water meters, replacement parts and ERTs, as shown on the “Bid Table” to the City of Wichita Water Distribution Division on an “as requested” basis.

The successful bidder also agrees to maintain an adequate inventory of water meters, replacement parts, and ERTs in a local establishment to effectively service the needs of the City during the term of this contract.

The quantities shown on the “Bid Table” are estimated amounts only and do not guarantee or limit, in any way, the quantities to be purchased under this contract. Quantities ordered will be those amounts actually required to perform needed services.

CITY OF WICHITA WATER DISTRIBUTION DIVISION SPECIFICATIONS FOR COLD WATER METERS

5/8, 3/4”, 1” AND VARIOUS COMPONENTS

APPROVED METER MANUFACTURERS

It is the intent of the Public Works & Utilities Department to install cold water meters compatible with Itron drive by AMR devices in all new construction, which is the primary application for the use of the meters being purchased under this bid. It is required that all meters in all groups be fully compatible with Itron AMR units (ERT’s), and that the company selected to supply the meters has an established business relationship with Itron and that the meter(s) bid and Itron ERT’s work as a unit demonstrated by actual field installation. Low Profile meters of any size are not acceptable. Only meter makes and models installed, and field tested by City of Wichita, are approved to be supplied under the bid. The meters are for pit installation and subject to being submerged in water.

Meters supplied must comply with the current AWWA standard specifications for cold water meters, C-700 and C715, as adopted by the American Water Works Association, except as herein modified.

https://www.wichita.gov/

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 4 RFB #250288

CONSTRUCTION FEATURES

The main casing must be lead free and be either bronze or high copper and must be of frost-protection design. Meters shall be made of “lead free” alloy as defined by NSF/ANS161 Annex G and F.

The manufacturer’s meter serial number must be imprinted on both the outer case and the register lid. Meters must be boxed and in numerical order. Each shipment must be in a continuous numerical sequence with no missing numbers.

Registration chambers must be of positive displacement, nutating disc or ultrasonic. Maximum number of disc nutations is not to exceed those specified in AWWA C700 latest version.

5/8” & 5/8”X3/4” meter 3/4” meter 1” meter

58.0 33.0 22.4

Pressure loss through the meter must not exceed 14 psi at max flow.

Frost bottom caps must be suitable synthetic polymer or cast iron with synthetic polymer liner, reference Section 3.5 of AWWA C-700.

Ultrasonic meters that shall meet or exceed the NEMA6P/IP68 rating.

The vendor must provide a meter registration test ring. Samples may be seen at the Department meter repair facility.

The make and accepted models are:

• 5/8” Neptune T-10 and Badger model 25

• 3/4” Neptune T-10 and Badger model 35

• 1” Neptune T-10 and Badger model 55/70

REGISTERS

Registers must be magnetically driven AWWA standard straight reading hermetically sealed glass lens registers that read in cubic feet. Odometer digits must be at least 1/4” high or be at least 3/16” high and be under an implanted magnifier. The color of the digits that show cubic feet and tens of cubic feet must differ distinctively from the color of the other digits on the odometer style read out. Registers must include a leak indicator that is rotated by a flow of 1/50th of a gallon per minute. Registers must be fastened to the case with a tamper proof fastener. If special tools are needed to set and remove the fastener, the vendor must provide at least eight (8) such tools. The meter must include a lid that protects the register.

Ultrasonic for Base:

The factory sealed register shall be electronically driven only and shall be furnished with a low flow leak detection symbol and with a reverse flow notification symbol. The register shall be identical within a given size or model subject to the programming of appropriate flow factors for the particular meter. An effective tamper proof meter with a displayed tamper indication symbol, is required. The register shall be programmed initially to read in Cubic Feet as ordered by the Public Works and Utilities Water Distribution Department. The transparent LCD register glass lens shall be made of molded heat treated 0.25” glass to ensure against

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 5 RFB #250288 scratching and breakage. Serial number shall be permanently imprinted on the electronic register and outer case of the meter both.

As defined in these specifications, a "factory sealed" register shall meet or exceed the NEMA 6P / IP68 rating, which protects the meter and register against fogging, moisture, and dust, and is electronically driven by the measuring section transit time sensors. Registers and meters must be fully submersible, therefore meters that do not meet an NEMA 6P / IP68 rating shall not be considered.

Appearance of any fogging or moisture inside the register within the warranty period shall constitute component failure and will require a factory replacement.

Registers should have the following features:

• The register shall have a multi-line display on the totalizer with a stationary decimal separating single billable units from fractional billing units.

• The register shall have a flow indicator that allows high-resolution flow measurement.

• The register shall have the ability to display 1/1000th of a measurement unit to allow high resolution for low flow meter testing or on-site inspections.

• The LCD shall indicate reverse flow, rate of flow, low battery indication, leak alert, water temperature, as well as no flow condition.

• When the meter is providing an encoder output, the LCD shall clearly distinguish the digits for the encoder output reading by displaying lines above the encoder reading.

The register shall not be in contact with the water being measured. The register shall be tamper protected. If special tools are needed to set and remove the fastener on applicable meter types, the vendor must provide at least eight (8) such tools.

SIGNAL OUTPUTS

The Encoder Output is to be the serial communication collector utilizing UI1203 communication protocol and must meet applicable requirements of C707. The Public Works and Utilities Department designates the absolute encoder type communication module to be provided with the Itron compatible connector. Meters shall be equipped with a five (5) foot cable. Encoder output provides the following data through the output cable:

• Meter ID

• Meter Totalizer Reading

• Registers shall utilize a six (6) dial reading with an encoder transmitting the resolution of 1 cubic foot

WARRANTY

The manufacturer must warranty meter chamber and casing, parts and accessories against defective material or workmanship.

The manufacturer must warranty main case structure for a period of 15 years against failure, including freezing.

The manufacturer must warranty chamber accuracy for 15 years.

The manufacturer must warranty the meter register for 15 years.

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City of Wichita 6 RFB #250288

The manufacturer must warranty the battery for 10 years.

The manufacturer must replace without charge all parts found defective, within the warranty period, assembly for assembly upon proper proof of such defect and the parts return to the manufacturer. The meter vendor must bear the cost of returning to the manufacturer and back to the Water Distribution Facility all meters or parts which fail to meet all the requirements of these specifications or are in any way defective.

The manufacturer’s service representative shall make visits to the Department’s meter test facility at least every 60 days and provide warranty follow up within the same 60-day period.

METER PERFORMANCE

Not less than 98.5% or more than 101.5% of the actual flow shall be registered when the meter is tested at normal operating range and 95% at its minimum flow.

Cold water meters shall register accurately in water temperatures from 80 degrees Fahrenheit down to freezing point of 32 degrees Fahrenheit. High water temperatures up to 100 degrees Fahrenheit shall not significantly affect the meter’s performance.

FACTORY TEST

The manufacturer must test each meter in accordance with the current AWWA Procedure for Testing Cold Water Meters C-705. Each meter must be tested at the specified maximum, intermediate and minimum rates of flow and must be accurate within the recommended accuracy limits for new meters. The manufacturer must submit a certification that the meter was tested as a complete unit at each of the required flow rates for each meter supplied. The manufacturer must submit an affidavit of compliance. Vendor must furnish this information for each meter in a CSV or excel file at the time of shipment.

INFORMATION FURNISHED WITH BID

The bidder must submit with the bid the following information:

1. Type, make, and model.

2. Weight

3. Pressure loss and accuracy charts.

4. Provide a price list showing prices to be charged during the contract period for chambers, registers, bodies, and bottoms replaced due to conditions not covered by warranty.

5. Written copy of warranty.

6. Type and model of register and output specifications.

7. Specify whether or not the meter and the register are fully compatible with Itron 100W ERT’s.

8. Specific meter numbers and year of manufacture.

DELIVERY

Meters must be delivered FOB Destination to the Public Works & Utilities Water Distribution Warehouse, 1825 S. McLean Blvd., Wichita, Kansas 67213 or to a site as designated in the corporate limits of Wichita by the Public Works & Utilities Department. Shipment must be complete within 45 days of receipt of purchase order. First shipment at the earliest date possible. Partial shipments will be acceptable. For deliveries beyond 45 days, liquidated damages will be assessed in the amount of $100.00 per working day. Vendor must notify Wichita Water Utilities Department Warehouse Storekeeper, Carisa Wilcox, 316-219-8905, CWilcox@wichita.gov the day preceding shipment of material. Failure to deliver as specified will be just cause

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City of Wichita 7 RFB #250288 for not accepting deliveries. Unloading to be performed during regular department work hours or the next regular workday. Department personnel will assist in unloading shipments.

UNIT PURCHASE OF METERS WITH ITRON ENCODER REGISTER

When so specified by the purchase order, meters with Itron 100W ERT compatible encoder registers shall come unlocked, preprogrammed and prepackaged as complete units ready to be installed in the field by merely connecting the wiring from the ERT to the meter register by use of Itron’s standard 5 ft. wire connector.

SPECIFICATIONS FOR 2” – 12” ULTRASONIC COLD-WATER METERS

APPROVED METER MANUFACTURER:

Master Meter Ultrasonic Meters or approved alternative/equal

It is the intent of the Public Works & Utilities Department to install the Ultrasonic Water Meters for commercial applications primarily to capture and record low flows. The Public Works & Utilities Department reserves the right to reject any and all bids for the ultrasonic meters that are not from the approved manufacture or equal alternative. All sizes of ultrasonic cold-water meters must have a formal product support arrangement between the manufacturer and Itron. The vendor shall submit documentation proving that the meters are compatible with Itron AMR drive by system and that Itron has approved the meters for use with Itron 100 W ERT’s. The meter-ERT combination must have been in use in actual field installations for a minimum of five

(5) years with an install base of at least 500,000 units. No epoxy coated meter will be accepted.

GENERAL

Except as otherwise modified or supplemented herein, the latest revision of AWWA Standard C715 Electromagnetic and Ultrasonic Type cold water meters, shall provide theory and operation specifics on the basic ultrasonic concept. This document will govern the materials, design, manufacture and testing of all meters furnished under this specification.

AWWA Standard C715 is considered by the Public Works and Utilities Department to be the minimum requirements.

The manufacturer’s meter serial number must be imprinted on both the outer case and the register lid.

Meter must be boxed and in numerical order. Each shipment must be in a continuous numerical sequence with no missing numbers.

METER MAIN CASE

Outer cases shall provide full compliance with ANSI/NSF 372 (AB1953 or NSF61 G), and shall be made of:

1) 2” – 8” Stainless Steel SAE Grade 316 equal or exceeding AWWA Standards such as those listed in

ASTM A269.

2) 12” Cast Ductile Iron alloy equal or exceeding AWWA Standards such as those listed in ASTM A536 or ASTM A126. The main case shall be protected by a complete fusion-bonded coating conforming to AWWA C-550.

All external bolts and nuts shall be made of bronze or stainless steel; and shall be designed for easy removal.

The main case shall withstand a working pressure of 175 PSI without leakage, seepage in the castings, or distortion affecting the free and accurate operation of the measuring unit.

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City of Wichita 8 RFB #250288

The size of the meter and the direction of flow shall be cast in raised letters on the outer surface of the case.

CASING FLANGES

Flanges on 2” size meters shall be oval faced and drilled on the horizontal axis with a bolt circle diameter of 4-1/2”. Thickness shall be as required for Class 125 elliptical flanges and (2) drop in fiber impregnated gaskets. Flanges for 3”, 4”, 6”, 8”, 10, and 12” size meters shall be of the Class 125 round type, flat faced, and shall conform to ANSI 16.1 for specified diameter, drilling and thickness. Gaskets should be provided for each meter.

REGISTER COVER

The register box shall be made of an engineered plastic with the manufacturer’s serial number inside the register lid.

Register cover box shall be attached to main case in a tamper resistant manner. The register cover box shall be equipped with a hinged lid that will overlap the register to protect the reading area.

Serial number must also be permanently stamped on the outside of the meter lid and imprinted on the body.

REGISTER

The factory sealed register shall be electronically driven only and shall be furnished with a low flow leak detection symbol and with a reverse flow notification symbol. The register shall be identical within a given size or model subject to the programming of appropriate flow factors for the particular meter. An effective tamper proof meter with a displayed tamper indication symbol, is required. The register shall be programmed initially to read in Cubic Feet as ordered by the Public Works and Utilities Department. The transparent LCD register glass lens shall be made of molded heat-treated 0.25” glass to ensure against scratching and breakage.

As defined in these specifications, a "factory sealed" register shall meet or exceed the NEMA 6P / IP68 rating, which protects the meter and register against fogging, moisture, and dust, and is electronically driven by the measuring section transit time sensors. Registers and meters must be fully submersible, therefore meters that do not meet an NEMA 6P / IP68 rating shall not be considered.

Appearance of any fogging or moisture inside the register within the warranty period shall constitute component failure and will require a factory replacement.

Registers should have the following features:

• The register shall have a multi-line display on the totalizer with a stationary decimal separating single billable units from fractional billing units.

• The register shall have a rate of flow indicator to allow high resolution flow measurement.

• The register shall have the ability to display 1/1000th of a measurement unit to allow high resolution for low flow meter testing or on-site inspections.

• The LCD shall indicate reverse flow, rate of flow, low battery indication, leak alert, water temperature, as well as no flow condition.

• When the meter is providing an encoder output, the LCD shall clearly distinguish the digits for the encoder output reading by displaying lines above the encoder reading.

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City of Wichita 9 RFB #250288

The register shall not be in contact with the water being measured. The register shall be tamper protected.

MEASURING SECTION

The measuring section shall be a unitized unit, completely integral to the meter body. The measuring section shall not include any moving parts, and the measuring section shall have an unobstructed flow passage area at least equal to 50% of the nominal Schedule 40 pipe size corresponding to the meter’s size.

All parts of the measuring section shall be similar with assemblies of the same size and material.

The measuring section shall be secured in a position in the main case in such a manner that slight distortion of the outer meter case will not affect the sensitivity or registration of the meter.

To ensure longevity of service, the performance of the measuring chamber shall be guaranteed to meet required accuracy standards of AWWA M6 Manual Addendum November 2018 for a period of ten years from date of manufacturer’s shipment.

SIGNAL OUTPUTS

The Encoder Output is to be serial communication collector utilizing UI1203 communication protocol and must meet applicable requirements of C707. The Public Works and Utilities Department designates the absolute encoder type communication module provided with Itron compatible connector. 2” meters shall be equipped with a five (5) foot rodent resistant cable. 3” meters and larger shall be equipped with a twenty-five

(25) foot cable. Encoder output provides the following data through the output cable:

• Meter ID

• Meter Totalizer Reading

Registers shall be programmable to how the Public Works and Utilities Department designates.

INSTALLATION REQUIREMENTS

Meters should be designed so that no strainers or straightening vanes are required. There shall be no internal parts blocking the waterway. No straight runs of pipe shall be necessary before or after the meter.

ACCURACY AND HEAD LOSS TESTS

Not less than 95% or more than 105% of the actual flow shall be registered when the meter is tested at its minimum flow, as listed below.

Not less than 98.5% or more than 101.5% of the actual flow shall be registered when the meter is tested within the normal flows, as listed below.

Meters shall MEET and/or EXCEED current AWWA C-715 Type I for low flow and Type II for high flow test flow, head loss and accuracy standards as follows:

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City of Wichita 10 RFB #250288

SIZE SAFE MAXIMUM

FLOW RATE

NORMAL

FLOW RANGE

ACCURACY + 1.5 %

MINIMUM FLOW

ACCURACY

+ 5 %

2” 220 GPM 2.5 GPM - 160 GPM 1 GPM

3” 500 GPM 7.5 GPM - 350 GPM 2.5 GPM

4” 880 GPM 10 GPM - 600 GPM 3.5 GPM

6” 1,400 GPM 20 GPM - 1,400 GPM 9 GPM

8” 2,800 GPM 40 GPM – 2,800 GPM 18 GPM

12” 5,500 GPM 210 – 5,500 GPM 65 GPM

Meters shall have performance capabilities of continuous operation up to the rated maximum flows as outlined above without affecting long term meter accuracy or causing undue wear.

PRESSURE AND TEMPERATURE CAPABILITY

Meters shall operate up to a working pressure of one hundred seventy-five (175) pounds per square inch (PSI) without leakage or damage to any parts. The accuracy shall not be affected when operating at this pressure to possible distortion.

Ultrasonic meters shall register accurately in water temperatures from 80 degrees Fahrenheit down to the freezing point, 32 degrees Fahrenheit. High water temperatures up to 100 degrees Fahrenheit shall not significantly affect the meter’s performance.

GUARANTEE AND MAINTENANCE PROGRAM

The ultrasonic meters must have a minimum of ten (10) years of satisfactory operating experience as marketable products. Meters shall be guaranteed against defects in material and workmanship for a period of ten (10) years from the date of shipment.

WARRANTY

The meter manufacturer must warranty the complete meter unit against defective material or workmanship for five (5) years. The manufacturer must replace without charge all parts found defective within the warranty period. The meter vendor shall bear all shipping costs to and from the manufacturer for all parts or meters which fail to meet all the requirements of the specifications or in any way found to be defective.

FACTORY TEST

The manufacturer must test each meter in accordance with the current AWWA Procedure for Testing Cold Water Meter C-705. Each meter must be tested at the specified maximum, intermediate and minimum flow rates and must be accurate within the recommended accuracy limits for new meters. The manufacturer must submit a certification that the meter was tested as a complete unit at each of the required flow rate prior to shipment. The manufacturer must submit an affidavit of compliance. Vendor must furnish this information for each meter in a CSV or excel file at the time of shipment.

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City of Wichita 11 RFB #250288

UNIT PURCHASE OF MASTER METER ULTRASONIC METER WITH ITRON ENCODER REGISTER

The Purchase Order issued shall specify the sizes and quantity of meters ordered. The meters shall come fitted with Itron 100 W ERT’s encoder registers. The meters shall come pre-programmed and pre-packaged as complete units ready to be installed in the field by merely connecting the wiring from the ERT to the meter register by use of Itron’s standard five (5’) feet wire for 2” meters and twenty-five feet (25’) wires for 3” to 12” meters.

GENERAL ITEMS:

The quantities provided are estimated annual usage and do not guarantee or limit in any way the amount to be purchased under contract.

Meters must be delivered FOB Destination to the Public Works & Utilities Water Distribution Warehouse, 1825 S. McLean Blvd., Wichita, Kansas 67213 or to a site as designated in the corporate limits of Wichita by the Public Works & Utilities Department. Shipments must be completed within 45 days of receipt of purchase order. First shipment at the earliest date possible. Partial shipments will be acceptable. For deliveries beyond 45 days, liquidated damages will be assessed in the amount of $100.00 per working day. The vendor must notify Wichita Water Utilities Department Warehouse Storekeeper by phoning 316-219-8928 the day preceding shipment of material. Failure to deliver as specified will be just cause for unloading to be performed during regular department working hours the next regular workday. Department personnel will help unload and stack.

Vendor must agree, at all times, to maintain an “adequate level” of inventory to supply waterworks supplies in a “timely manner”. “Timely manner” is defined as thirty (30) calendar days from receipt of the order. (This is a maximum amount of time, not a standard.) Failure to deliver in a timely manner may result in the termination of the contract.

Contact Information:

Water Distribution, Carisa Wilcox (316) 219-8905 Water Distribution, Kerry Gibson (316) 219-8928

III. BID TERMS

A. Questions and Contact Information:

Any questions regarding this document must be submitted via the procurement portal’s “Ask a Question” functionality or by email to Tracy Jordan, (tjordan@wichita.gov) in accordance with the dates and times stipulated for questions. Any questions of a substantive nature will be addressed in written form as a posted addendum on the City’s Procurement Portal (wichita.gov/procurementportal). Respondents are responsible for checking the City’s Procurement Portal and acknowledging any addenda electronically as a part of the Procurement Portal submission’s electronic acknowledgment for all stipulated response forms and addendum acknowledgments.

To ensure interested parties receive notification of any published addendum by the City, respondents need to verify the selection of “Real Time” on their Procurement Portal - Notification Center settings:

• Accept Invites from Agencies (to receive invitations for new solicitation opportunities)

• Accept Messages (to receive notifications for any published addendum) mailto:tjordan@wichita.gov

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City of Wichita 12 RFB #250288

Failure to select “Real Time” notification settings will impact your Procurement Portal profile’s ability to receive notifications and messages by the City of Wichita Purchasing Division.

To view your Procurement Portal’s Notification Center settings, log into your account and select Settings, Global Vendor Record, Manage my Organization, and Notifications to view this settings screen. If further assistance is needed, please contact the Purchasing Office directly at purchasing@wichita.gov or by phone at 316-268-4636.

B. Bid Submission:

Bids will be received (electronically as stated) in the office of the City Purchasing Manager, 12th Floor, City Hall, 455 North Main, Wichita, Kansas, prior to 10:00 O'CLOCK A.M., Friday, OCTOBER 31, 2025.

Bids are to be submitted through the City’s Procurement Portal (wichita.gov/procurementportal) using a secure login/password.

If a Bonfire registration for system access has not been completed, please visit wichita.gov/purchasing for assistance. On the Purchasing website page, a video tutorial (Bonfire Registration Video) walkthrough and registration resources are available to help in the completion of the registration process. If further assistance is needed, please contact the Purchasing Office directly at purchasing@wichita.gov or by phone at 316-268-4636.

All bids, including supporting documentation/manuals, shall become the property of the City.

C. Evaluation Criteria:

Bid Award will be based on the Lowest and Best Total Net Bid Per Group from a Responsible and Responsive vendor.

The City, through its Board of Bids and Contracts, reserves the right to accept or reject any or all bids and any part of parts of any bid and to waive formalities therein to determine which is lowest and best bid. Any bid which is incomplete, conditional, obscure, or which contains additions not called for or irregularities of any kind, may be rejected. All bids are awarded subject to a check of the computations shown on the "Request For Formal Bid" form. In the event of a discrepancy in the extension(s) or total for the item(s), the unit cost shall prevail.

The City, through its Purchasing Manager, reserves the right to accept or reject any or all submittals and any part or parts of any submittal, and to waive formalities therein to determine which is the most beneficial bid.

D. Tentative Schedule:

The tentative schedule will apply to this Request for Bid (RFB) and may change according to with the City’s needs or unforeseen circumstances. All dates and times will be in Central Standard Time (CST;

CDT) and can be confirmed through the Purchasing Office located at 455 N. Main 12th Floor Wichita, KS 67202, calling (316) 268-4636, or by contacting the buyer listed on the solicitation document.

Questions of a substantive nature will be reviewed and answered in written form as an addendum and posted to the City’s Procurement portal at wichita.gov/procurementportal.

mailto:purchasing@wichita.gov https://www.wichita.gov/purchasing mailto:purchasing@wichita.gov

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 13 RFB #250288

Vendors are encouraged to complete bidder registration by visiting the City of Wichita’s eProcurement Portal at wichita.gov/procurementportal, then follow the link to the Bonfire vendor registration page to register your company. Please check our website, wichita.gov/purchasing for upcoming registration opportunities, training dates & locations, and information as it is updated in the near future.

Event Date Solicitation Advertised October 20, 2025 Last Day for Written Question October 27, 2025 @ 3:00 p.m. CT Addendum Posting October 29, 2025 Bid Due October 31, 2025 @ 10:00 a.m. CT City Council Approval November 6, 2025

E. Minimum Respondent Qualifications:

This section lists the criteria to be considered in evaluating the responsiveness of firms interested in providing the goods and/or service(s) specified in this Request for Bid. Firms should meet or exceed these qualifications to be considered for award. Any exceptions to the requirements listed should be clearly detailed in the proposer’s response. Bidders shall:

1. Have experience in providing similar services specified in this RFB.

2. Understanding of industry standards and best practices.

3. Have experience in providing goods and/or services of comparable size and complexity to that being requested.

4. Have knowledge of and comply with all currently applicable, and as they become enacted during the contract term, federal, state and local laws, statutes, ordinances, rules and regulations. All laws of the State of Kansas, whether substantive or procedural, shall apply to the contract, and all statutory, charter, and ordinance provisions that are applicable to public contracts in the city shall be followed with respect to the contract.

5. Registration with the Kanas Secretary of State’s Office before contract execution.

6. Having Municipal government experience is preferable; however, the City will make the final determination based on responses received and the evaluation process.

7. Have the capacity to acquire all bonds, escrows or insurances as outlined in the terms of this

RFB.

8. Provide project supervision (as required) and quality control procedures.

9. Have appropriate material, equipment and labor to perform specified services.

10. Ensure parking occurs only in designated areas and parking permits are displayed (if provided).

11. Wear company uniform or ID badge for identification purposes.

12. Meet local, state, and federal guidelines as applicable.

F. Bid Requirements:

1. Completed Bonfire Portal (wichita.gov/procurementportal) submission (or Request for Bid Form signed and dated if submitted via paper).

2. Bids submitted may not be withdrawn for a period of 60 days following the opening of this Request for Bid. Prices MUST also be free of duties and federal, state, and local taxes unless otherwise imposed by a governmental body, and applicable to the material on the proposal.

3. Pricing for all stipulated Item(s) and/or Group(s) requirements. Bidders who do not submit pricing for all items when stipulated may be deemed nonresponsive when not adhering to:

a. Lowest and Best Total Net Bid Per Group.

https://wichita.gov/procurementportal https://www.wichita.gov/purchasing

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 14 RFB #250288

G. City of Wichita Responsibilities:

1. Designate a department contact person for any daily communication(s) required to ensure goods and/or services delivery.

2. Provide Contractor with appropriate facility access(es) for completion of awarded goods and/or services.

3. Provide Contractor with Contact Information for key City staff who will manage the contract.

H. Debriefing:

The City of Wichita encourages solicitation respondents to learn, grow, and improve their competitiveness for City procurement opportunities. In the event of an unsuccessful solicitation response, solicitation respondents may request a debriefing regarding the selection process from the project manager and the buyer/purchasing representative identified in the solicitation document. The City of Wichita Purchasing Office may be directly contacted at (316) 268-4636 for assistance regarding the debriefing process.

I. Challenges and Protests:

Challenges A challenge is defined as a written objection by any party interested in responding to either a bid or proposal (collectively referred to as solicitations), when that party wishes to have the City consider an addition, substitution or modification to the specifications stated in the outstanding solicitation.

The written challenge of the solicitation specifications must be filed with the Purchasing Manager located on the 12th Floor, Finance Department at City Hall, 455 N Main, Wichita, KS 67202, telephone number

(316) 268-4636, at least five (5) business days before the solicitation opening due date and time as listed on the solicitation documents. Any challenge to solicitation specifications received after the five (5) business days deadline will not be considered by the City. The Purchasing Manager will acknowledge receipt of the challenge. The written challenge is to include the name, address, email address and telephone number of the interested party, identification of the solicitation number and project title, a detailed statement of the reasons for the challenge, supporting evidence or documentation to substantiate any arguments, and the form of relief requested, e.g. the proposed addition, substitution or modification to the specifications. The Purchasing Manager will investigate the written challenge and any evidence or documentation submitted with the challenge.

In the event of a timely challenge of the solicitation specifications to the Purchasing Manager, the affected pending solicitation shall not proceed further until the challenge is resolved by Purchasing Manager decision. The Purchasing Manager will issue a written decision, which will be posted on the City’s Procurement Portal, wichita.gov/procurementportal, for viewing by all interested parties. The decision rendered by the Purchasing Manager will be final.

Protests A protest is defined as a written objection to a proposed award, or the award of a contract, with the intention of receiving a remedial result. In order to be considered valid, a protest must 1) come from an actual bidder or proposer for the contract, 2) who claims to be the rightful award recipient, 3) whose economic interest may be affected substantially and directly by the award of a contract or by the failure to award a contract. Suppliers or subcontractors to a bidder or proposer cannot file a valid protest. A valid protest can only be filed by a bidder or proposer which can show that it would be awarded the contract if https://wichita.gov/procurementportal

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 15 RFB #250288 the protest were successful. Therefore, all conditions numbered 1 through 3 listed above in this paragraph must be met.

The written protest for bids must be filed with the Contract Compliance Officer located on the 12th Floor, Finance Department, City Hall, 455 N Main, Wichita, KS prior to 9:00 a.m. of the Tuesday immediately following the posting of the notice of intent to award on the City’s Purchasing Bid Results site wichita.gov/purchasing. Failure of a protestor to file a written protest related to the award of a contract prior to the 9:00 a.m., Tuesday deadline will invalidate that protest and cause it not to be considered.

The written protest for proposals must be filed with the Contract Compliance Officer located on the 12th Floor, Finance Department, City Hall, 455 N Main, Wichita, KS prior to 5:00 p.m. on the third business day following the day of issuing an email or written notification of award. Failure of a protestor to file a written protest related to the award of a contract prior to 5:00 p.m. on the third business day deadline will invalidate that protest and cause it not to be considered.

The Contract Compliance Officer will acknowledge receipt of the written protest. The written protest is to include the name, address, email address and telephone number of the protestor, identification of the solicitation number or contract number and project title, a detailed statement of the reasons for the protest which justify the relief sought, supporting evidence or documentation to substantiate any arguments, and a concise statement of the form of relief requested (e.g. reconsideration of the offer). All the above required information must be included in the protest at its submission. Untimely protests will be returned unopened. Incomplete protests will be rejected without consideration.

In the event of a valid, timely protest, the City shall not proceed with the execution of the contract until all City administrative remedies have been exhausted or waived, or until a determination is made that a contract award is required to protect the interests of the City.

The decision of the Contract Compliance Officer, based on review of the written protest and information available from City sources, will be rendered within ten (10) business days after receipt of protest, will recite the reasons for the decision, and be provided to the protestor by email or written notification.

The protestor may seek reconsideration of the decision of the Contract Compliance Officer’s decision in writing to the Internal Auditor on the 13th Floor, City Manager Office, City Hall, 455 N Main, Wichita, KS prior to 5:00 p.m. on the third business day following the day of issuing an email or written notification of decision. Failure of a protestor to file a written reconsideration request related to the Contract Compliance decision prior to 5:00 p.m. on the third business day deadline will invalidate that protest and cause it not to be considered. The Internal Auditor decision will be issued by email or written notification, within ten (10) business days after receiving the written reconsideration, unless this time for a response is extended in writing and agreeable by both parties.

The Internal Auditor’s decision will be final, unless the protestor seeks a hearing before the City Council, by written request filed with the City Clerk, located on the 13th Floor, City Hall, 455 N Main, Wichita, KS, prior to 5:00 p.m. on the third business days after issuance of the Internal Auditor written decision.

Failure of a protestor to file a written reconsideration request related to the internal Auditor’s decision prior to 5:00 p.m. on the third business day deadline will invalidate that protest and cause it not to be considered.

If there is a timely written reconsideration request, the protestor may seek reconsideration of the decision of the Internal Auditor by means of a hearing before the City Council. This hearing must be in aid of the https://www.wichita.gov/purchasing

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 16 RFB #250288

City Council’s legislative authority to approve contracts for goods, services, and public improvements on behalf of the City, and does not imply any due process right of the protestor in an unawarded, unexecuted contract. The hearing must be scheduled as soon as practicable according to the City Council’s calendar. The hearing must be granted only upon such facts and issues as are presented in writing to the City Clerk for submission to City Council at or before noon on the Thursday preceding the scheduled hearing. No documents or other evidence must be accepted at the hearing. The protesting party must have available no more than 20 minutes for presentation of argument, followed by no more than 20 minutes of argument presented by City staff. The City Council may deliberate in executive session to seek the assistance of the City Attorney, but must deliver its decision from the bench during the City Council meeting.

If a written protest is made against any proposed award or the award of a contract that relies in part on federal funding, then the Contract Compliance Officer must notify the Granting Authority in writing with all information regarding the protest. A protestor must exhaust all administrative remedies with the City of Wichita before pursuing a protest with the Granting Authority. Protestors are put on notice that according to federal regulations, certain determinations made at the local level are not subject to appeal to the Granting Authority. If a review is granted by the Granting Authority, it will be limited to:

1. the City of Wichita’s failure to have or follow its protest procedures, or its failure to review a complaint or protest; or

2. violations of Federal law or regulations.

The Contract Compliance Officer will provide notice to the Granting Authority Regional Office or Headquarters Office of any request for reconsideration before the City Council, and also provide notice of the decision rendered by the City Council, or any alternative resolution reached.

IV. CONTRACT PERIOD AND PAYMENT TERMS

The term of this contract shall be for a one (1) year period with two (2) one (1) year options to renew under the same terms and conditions by mutual agreement of both parties. Specific project details (Statement of Work, Milestones, etc.) will be negotiated prior to execution of contract. Once goals as outlined are met and parties mutually agree that terms have been satisfied, the contract shall be complete.

Either party may cancel its obligations herein upon thirty-day (30) prior written notice to the other party. It is understood that funding may cease or be reduced at any time, and in the event that adequate funds are not available to meet the obligations hereunder, the City reserves the right to terminate this agreement upon thirty (30) days prior written notice to the contracted party.

SOLICITATION

250288 PW_Water Distribution Meters, Replacement Parts, & Itron ERTs Responses are due before:

CONTACT INFORMATION

Contact: Tracy Jordan Email: tjordan@wichita.gov Phone: (316) 268-4419 Fax (316) 268-4656 Address: 455 N Main, 12th Floor, Wichita, KS 67202

DELIVERY INFORMATION

Deliver To: FINANCE PURCHASING

455 N MAIN ST,12TH FLOOR

WICHITA, KS 67202

PLEASE QUOTE DELIVERED PRICES ON THE EQUIPMENT, MATERIAL, OR SERVICES LISTED BELOW

Line

Bid Item Description QTY UOM

1 GROUP 1:

1" Cold Water Meters, ultrasonic type with 5 foot Itron connection wire as per specifications

1750 EA

2 GROUP 2:

2” x 17” Ultrasonic Meter - Floating Flange w/Stainless Steel Body w/Encoder module & Itron Connector 5'

300 EA

3 3” x 12” Ultrasonic Meter - Floating Flange w/Stainless Steel body w/Encoder module & Itron Connector 25'

25 EA

4 4” x 14” Ultrasonic Meter - Floating Flange w/Stainless Steel Body w/Encoder module & Itron Connector 25'

25 EA

5 6” x 18” Ultrasonic Meter - Floating Flange w/Stainless Steel Body w/Encoder module & Itron Connector 25'

5 EA

6 8” x 20” Ultrasonic Meter - Floating Flange w/Stainless Steel Body w/Encoder module & Itron Connector 25'

5 EA

7 12” x 20” Ultrasonic Meter - Floating Flange w/Epoxy-coated Ductile Iron Body w/Encoder module & Itron Connector 25'

5 EA

8 Encoder Module w/ 5' Itron Connector 1 EA 9 Encoder Module w/ 25' Itron Connector 1 EA

10 GROUP 3 PART OPTIONS:

Badger Model 35- 3/4" Cold Water Meters in cubic feet with HRE-Registers as per specifications

100 EA

11 Badger Model 25 - 5/8" x 3/4" Cold Water Meters in cubic feet with HRE-6 Registers as per specifications

100 EA

12 Badger Model 55- 1" Cold Water Meters in cubic feet with HRE-6 Registers as per specifications

100 EA

13 Repair parts for Badger Meter Model 25-5/8" Bottoms 100 EA 14 Repair parts for Badger Meter Model 25-5/8" Bodies 100 EA 15 Repair parts for Badger Meter Model 35- 3/4" Bottoms 50 EA 16 Repair parts for Badger Meter Model 35-3/4" Bodies 25 EA 17 Repair parts for Badger Meter-1" Bottoms 100 EA 18 Repair parts for Badger Meter-1" Bodies 75 EA 19 Repair parts for Badger Meter Model 25-5/8" HRE Electronic Registers, with ITRON connector cable

100 EA

10/31/2025 10:00:00 AM

RETURN TO:

Submit Electronically to https://wichita.gov/pro curementportal

20 Repair parts for Badger Meter Model 35-3/4" HRE Electronic Registers, with ITRON connector cable

100 EA

21 Repair parts for Badger Meter Model 70-1" HRE Electronic Registers, with ITRON connector cable

100 EA

TJ/k

Our Mission as an exceptionally well-run city, we will: Keep Wichita safe; Grow our economy; build dependable

City of Wichita 18 RFB #250288

V. INSURANCE REQUIREMENTS

LIABILITY INSURANCE SPECIFICATIONS

The Successful Bidder will be required to furnish a Certificate of Insurance (prior to the Purchase Order, Agreement, or Contract being issued) with the following minimum coverage:

1. Commercial General Liability

Covering premises---operations, xcu hazards, Product/Completed Operations, errors and omissions, Broad Form…