REQUEST FOR BID NO. 26-135-B

LIFTING EQUIPMENT INSPECTIONS, MAINTENANCE

AND REPAIRS

BID SUBMITTALS ARE DUE PRIOR TO:

Thursday, May 14, 2026, 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:

Nancy Leyva nleyva@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 lifting equipment inspections, maintenance and repairs in accordance with the specifications provided herein. It is NTMWD’s intent to issue multiple contract awards and request quotes for each individual job.

2. 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.

3. BID QUESTIONS & CLARIFICATION

All questions regarding this request for bid shall be submitted in writing on ntmwd.bonfirehub.com no later than 5:00

PM Central on Friday, May 1, 2026. All questions will be addressed in an addendum. Questions received after the deadline may not be answered.

4. 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.

5. 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. 26-135-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 Thursday, May 14, 2026. No late bids will be accepted.

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

URL:

https://ntmwd.webex.com/join/nleyva

OR

TEL: 1-415-655-0001 or 844-621-3956

Access Code: 2590 090 3440

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 Form

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

6. METHOD OF AWARD

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

SPECIFICATIONS

I. BACKGROUND

The North Texas Municipal Water District (NTMWD) is soliciting bids for an annual contract for inspection, maintenance and repair services for overhead cranes and hoists, winches, gantry cranes and all associated lifting equipment. The awarded Contractors shall be expected to have the capability to service approximately two hundred forty-seven (247) pieces of lifting equipment located within the service area. The service area spans over nine (9) counties and includes approximately twenty-three (23) locations. NTMWD will maintain a pool of pre-qualified contractors and jobs will be assigned to contractors by requesting quotes for each individual job. See Exhibit A for known equipment and locations. Services shall include, but are not limited to the following:

• Annual equipment testing and certifications

• Detailed asset inventory assessment and data collections (including photos of assets)

• Load testing (as requested)

• Safety inspections

• Detailed maintenance and repair reports

• Recommendations for equipment replacements, upgrades or improvements

• Equipment evaluations

• Site evaluations and equipment recommendations

• Removal and installation of crane equipment and related parts

• Transport and delivery of equipment as necessary

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

• Preventative maintenance services for existing equipment and related parts

• 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, moisture, extreme temperatures, and high voltage electricity.

The Contractor is expected to troubleshoot, maintain, repair, and replace as needed all models of lifting/hoisting and related parts in use by NTMWD, including but not limited to:

• Overhead Crane Makes: Kone, OMI, Pro-Serve, Ace-Gaffey, Stewart, Osborne, Manning Maxwell & Moore.

• Overhead Crane Types: Single Girder, Double Girder, Gantry Crane and Monorail systems. Cranes also include both under running and top running configurations

• Hoist Makes: Kone, Detroit, R&M, Yale, Osborne, Shepard Niles

• Hoist Capacity: 1 ton to 65 tons

• Maximum Height: 75 feet

• Environment: Both Indoor and Outdoor Locations

NTMWD may increase or decrease the number of locations, equipment, overhead cranes, or hoists, and add or remove models at NTMWD’s sole discretion throughout the agreement.

Contractor shall furnish all parts, materials, labor, equipment, fuel, tools, transportation and services for the successful completion of the agreement, which includes scheduled maintenance and repair (including emergency repair services). Disposal of any unusable material and debris as a result of the work is the responsibility of the Contractor.

II. SCOPE OF WORK

General work includes preventative, corrective and emergency maintenance and repairs, inspection services, and program development services. All requirements for this agreement shall adhere to the guidelines established within the OSHA 1910.179 OVERHEAD & GANTRY CRANES REGULATIONS and any other applicable national standards. They include but are not limited to the following:

• OSHA1910.179 – Overhead & Gantry Crane Regulations

• OSHA1910.184 – Slings

• OSHA 1926.251 – Rigging equipment for material handling

• OSHA 1926 – Subpart CC

• ASME B30.7 – Winches

• ASME B30.9 – Slings

• ASME B30.10 – Hooks

• ASME B30.16 – Overhead Underhung and Stationary Hoist

• ASME B30.20 – Below-the-Hook Lifting Devices

• ASME B30.23 – Personnel Lifting Systems

• ASME B30.26 – Rigging Hardware

• ASME B30.30 – Ropes

• ANSI Z490 – Criteria for Accepted Practices in Safety, Health and Environmental Training

A. ASSET INVENTORY

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

1. Review, photograph and record/verify asset data information on all inspected equipment. All data collections shall include:

a. NTMWD Site Name

b. NTMWD Address,

c. NTMWD Maximo Location ID

d. NTMWD Maximo Asset ID

e. Asset location description (site and use specific)

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

g. Equipment load ratings

h. The date the individual piece of equipment was inspected.

i. Photograph of asset and data plate

B. MECHANICAL, SAFETY AND OPERATIONAL INSPECTION

Contractor personnel performing the inspections will meet the OSHA and ASME B30 standard for qualified persons as necessary to perform the required tasks. The mechanical inspection of the specified equipment shall include, but not be limited to the following:

1. Observe during operation for any defects or damages. Determine whether any defects or damages constitute a hazard during inspection.

a. All functional operating mechanisms for maladjustments interfering with proper operations.

b. Operation of upper limit device to be verified.

c. Leakage in lines, tanks, valves, pumps, and other parts of air or hydraulic system.

d. Check hook latch, hoist ropes, end clamps, and rope clips.

e. Deformed, cracked, or corroded members.

f. Loose bolts or rivets.

g. Cracked or worn sheaves and drums.

h. Worn, cracked or distorted parts such as pins, bearings, shafts, gears, rollers, locking and clamping devices.

2. Excessive wear on brake system parts, linings, pawls, and ratchets.

a. Load and other indicators over their full range.

b. Excessive wear of chain drive sprockets and excessive chain stretch.

c. Electrical apparatus for signs of deterioration of items including, but not limited to:

controllers, master switches, contacts, limit switches, and push button stations.

d. All motion limit devices that interrupt power or cause a warning to be activated. Each motion shall be inched or operated at low speeds into the limit device with no load on the crane.

C. LUBRICATION & PREVENTATIVE MAINTENANCE PROGRAM

1. The awarded contractor shall perform the following lubrications and preventive maintenance tasks on each piece of equipment annually, per the manufacturer recommendations and as directed by NTMWD.

These inspections, tasks, and lubrications will be made/performed annually at the same time the safety inspections are performed. As part of the Preventative Maintenance Program, the Contractor shall clean the entire Crane/ Bridge/ Hoist/ Trolley assembly, including, but not limited to the following: all rails, track, bridge beam, cap channel, end trucks, bearings, gear case/motor, all braces and mounts.

The Contractor shall clean the Power System and all associated components including, but not limited to the following: all Festoon Systems (Power and Control), cables, push-button stations, control boxes and panels, all contactors, runway collectors (bridge and trolley), end caps bumper stops, identification plates and panels. Cleaning shall include, but not be limited to the following: the removal of dust, dirt, trash, cobwebs, nests, etc. from the above mentioned areas. All lubricants and lubricant instructions must be per manufacturer's recommendation or current industry standards.

a. Inspect all brakes and adjust where required.

b. Check and secure locking on brake pins.

c. Contact tips on drum controllers, limit switches and contactors must be cleaned with fine grit sandpaper if applicable.

d. Drain and flush all gear cases. Refill with clean, fresh, proper lubricant once per year.

e. Check and recommend any necessary repairs to rails for the following:

• True alignment (Mfg. Specifications)

• Span (Mfg. Specifications)

• Rail Splices ( Mfg. Specifications)

f. Check and align conductors and shoes.

g. Check motor brush holders for free movement of brushes. Check brushes to determine if there is enough stock for wear.

h. Check wheels, compare diameters of drivers, and check flanges for evidence of flange wear due to rail misalignment.

i. Check drive shaft alignment at couplings when motors or gear cases are re-installed after a repair.

j. Clean collectors and skates to insure proper operation over the full length of the run.

k. Inspect conduit and fittings (document abnormalities)

l. Clean, inspect, and tighten loose connections on, at or in the following:

• Control Cabinet

• Fusible disconnect

• Wire terminations on trolley collector track

m. Check resistor termination

n. Check grounding bond

2. Take running amp readings and submit readings in the safety inspection report for the following:

Bridge, Hoist and Trolley

3. Drain and flush all gear cases. Refill with clean, fresh proper lubricant once during the bid term.

4. Lubricate all motors if applicable.

5. Lubricate crane and attachments.

6. Lubricate all hoisting cables. Must include bottom blocks, bucket, open gearing, lumber grapple and attachments.

7. The lubricant applied to wire rope should be compatible with the original manufacturer specified lubricant. The LHE manufacturer, the rope manufacturer or qualified person should be consulted prior to using alternative lubricants.

8. Rope should be maintained in a well-lubricated condition. Lubricant applied shall be the type that does not hinder visual inspection.

9. Check and replenish hydraulic fluid in the master cylinder if applicable to proper level.

10. Any work not specifically mentioned, but which is needed to make the preventative maintenance program complete within the intent of this specification shall be performed without additional cost.

D. INSPECTION REPORTS

The Contractor must provide a separate legible copy of field reports for each asset inspected each day to the designated supervisor of each site and submit a type-written copy of the final safety and operational report made on each specified piece of equipment 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.

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

a. NTMWD Site Name and Address, Maximo Location ID

b. NTMWD Maximo Asset ID

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

d. Asset description and load rating (if applicable)

e. The date the individual piece of equipment was inspected.

f. Verification that all mechanical and electrical inspections were made.

g. 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.

h. Any abnormalities noted.

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

j. Type and amount of lubricant used to perform tasks in the preceding section, Lubrication and Preventive Maintenance.

k. Signed and dated by the inspector, with the printed name of the inspector legible.

2. The finale report must be received by NTMWD within five (5) working days of the completed site inspection.

3. If any major problems are discovered during the course of 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.

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

5. 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.

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

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

E. LOAD TESTING SERVICES

At the request of NTMWD, equipment shall be load tested and inspected per the manufacturer’s recommendation. Load testing shall be performed by or under the direction of a designated or authorized person, and a written report be furnished by such person, confirming the load rating of the equipment. The load rating should not be more than 80% of the maximum load sustained during test. Test loads shall not be more than 125% of rated load or per manufacturer recommendations. Test reports will be issued to NTMWD to be placed on file. Additionally, equipment requiring extensive repairs, or that has been out of service for an extended period of time shall be load tested prior to being released for use. NTMWD may also request load testing on equipment for internal auditing purposes.

1. Minimum Requirement for Rated Load Test

a. Hoist the test load a distance to assure that the load is supported by the crane and held by the hoist brake.

b. Transport the test load by means of the trolley for the full length of the bridge.

c. Transport the test load by means of the bridge for the full length of the runway in one direction with the trolley as close to the extreme left hand end of the crane as practical.

d. Lower the test load, stop and hold the load with the brake.

F. REPAIRS AND REPLACEMENTS

1. Contractor shall provide any repairs, overhauls, or direct replacement of lifting, crane/hoist equipment which are not included under preventative maintenance. Contractor must obtain written approval from NTMWD before starting repairs.

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

a. a description of the work determined to be necessary

b. a cost estimate for such work

c. a cost estimate for a complete replacement (for price comparison)

d. estimated completion timeline.

3. 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.

4. Contractor shall be responsible for removing, transporting, repairing/replacing and installing crane/hoist and lifting related equipment. The Contractor shall contact NTMWD to coordinate access to sites.

Contractor shall perform such work and provide necessary parts using the prices listed as part of the Contractor’s bid.

G. EMERGENCY AND ON-CALL REPAIRS

1. 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.

2. 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 NTMWD and utilize best available options to provide a timely resolution to the issue.

3. For non-emergency repair requests, Contractor shall respond by phone or email within twenty-four (24) hours.

H. SCHEDULED MAINTENANCE

1. All preventative maintenance (PM) inspections shall be performed Monday through Friday, between

7:00 AM and 5:00 PM Central Time. Contractor shall contact NTMWD to arrange for site access to perform preventative maintenance. If the Contractor is called away during the scheduled maintenance and cannot complete the scheduled PM, he/she will notify NTMWD and return the next working day. 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.

2. Scheduled maintenance and repairs shall be coordinated at the direction of NTMWD as necessary and as operational needs dictate.

III. EXPECTATIONS

A. QUOTATIONS

Quotations will be requested from the pool of pre-qualified contractors and each job will be awarded to the contractor via email. Quotations shall be itemized and be priced not-to-exceed. Quotations will reflect, at a minimum, the following:

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

2. 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

3. List of anticipated parts

4. Mileage charges (shall be priced separately).

5. Quotations shall contain the manufacturer, serial number, NTMWD asset number, site name and address of where the unit is located.

B. PARTS & MATERIALS

Contractor is expected to maintain an inventory of common parts and materials needed to maintain lifting equipment. Contractor must have materials needed for preventative maintenance available at all times.

C. STAFFING

1. 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 NTMWD, said damage within a reasonable time.

2. Contractor shall maintain and provide direct phone numbers, cellular phone numbers, and email addresses of key staff with whom NTMWD can maintain regular and direct contact regarding scheduling, billing, status reports, and other items.

3. All contractors shall employ or have resources to provide certified technicians and competent and/or qualified inspectors as listed below. A list of certified technicians and inspectors shall be provided upon award of contract and a copy of their certification documentation. Contractor shall have the ability to assess the function of the entire crane/hoist or lifting assembly.

• Qualified Crane Inspector - All crane/hoist inspection work shall be performed by technicians holding a certification.

D. CONTRACTOR’S EQUIPMENT

1. 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.

2. Contractor is expected to provide and maintain all necessary equipment for the purpose of load testing, rigging inspections and certification. Additionally, Contractor shall provide certificates of calibration or verification of weights related to equipment utilized in these processes.

3. 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). The District shall determine the need for such equipment prior to rental. No payment shall be made for such equipment if not approved by the District prior to use.

E. 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.

F. GUARANTEE & WARRANTY OF WORK

1. The Contractor shall guarantee all work performed under the agreement against defects resulting from the use of substandard materials, equipment or workmanship for one (1) year from the date of service.

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

G. QUALITY OF WORK

1. All work shall be performed according to NTMWD and/or industry standards and to the complete satisfaction of NTMWD. All parts and materials installed shall be the manufacturer’s authorized parts or specifically approved by NTMWD in writing prior to installation. Unsatisfactory work shall be immediately corrected by the Contractor at no additional cost to NTMWD.

2. Invoices shall include the following: NTMWD purchase order number, NTMWD work order number, a description of service(s) performed, the number of staff and labor hours, and description of parts, equipment type and hours, and quantity and cost of parts.

H. 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.

I. SAFETY

1. Contractors must have available to 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.

2. 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.).

3. 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.

J. TRIP CHARGE/MILEAGE REIMBURSEMENT

Contractor will be permitted to charge a per mile rate portal to portal. However, instances where multiple locations are visited within the same day, mileage will only be allowed between the sites. Contractor shall not charge mileage from place of business to each site individually.

BID PRICING FORM

THIS PAGE LEFT BLANK INTENTIONALLY.

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 and property damage (including property of NTMWD, its officers, agents and employees) with minimum limits on a per project basis of One Million Dollars ($1,000,000) occurrence, Two Million Dollars ($2,000,000) aggregate for premises/operations and One Million Dollars ($1,000,000) occurrence, Two Million Dollars ($2,000,000) aggregate for products/completed Operations.

2. AUTOMOBILE LIABILITY - covering all operations of Contractor pursuant to this contract involving the use of motor vehicles, including all owned, non-owned and hired vehicles with minimum limits of not less than Five Hundred Thousand Dollars ($500,000) combined single limit for bodily injury, death and property damage liability.

3. WORKERS’ COMPENSATION – in full accordance with the requirements of the state of Texas and shall include bodily injury, occupational illness or disease coverage with minimum Employer’s Liability limits of not less than Five Hundred Thousand Dollars ($500,000/$500,000/$500,000). These limits do not affect the payment of medical expenses or lost wages to injured employees.

4. Waiver of Subrogation – The Commercial General Liability, Workers Compensation and Auto insurance required pursuant to this Contract shall provide for waivers of all rights of subrogation against NTMWD, its officers, employees, and elected representatives for injuries, including death, property damage, or any other loss to the extent the loss, if any, is covered by the proceeds of insurance.

5. Additional Insured Status – All insurance shall be endorsed to name NTMWD, its officers, and employees as additional insureds as to all applicable coverage except for the Workers Compensation Insurance.

6. Proof of Carriage of Insurance – All certificates of insurance will be required in duplicate and filed with NTMWD.

7. All certificates shall provide North Texas Municipal Water District with an unconditional thirty (30) days’ written notice in case of cancellation or any major change to Contractor’s insurance policies or the contractually required coverages mentioned herein.

8. All copies of the certificates of insurance shall reference the project name and/or bid number for which the insurance is being supplied.

9. The Contractor is responsible for making sure any sub-contractor(s) performing work under this contract have the required insurance coverage(s) and supply NTMWD with the proper documents verifying the coverage.

10. The certificate of insurance shall cite the bid/contract number.

11. The certificate of insurance shall include the following name and address as the Certificate Holder:

North Texas Municipal Water District 501 E. Brown St Wylie, Texas 75098

PRICE ADJUSTMENTS FOR ANNUAL CONTRACTS

A. The unit prices of all items purchased under an estimated annual contract are firm for the first annual period of the agreement. A price adjustment upward or downward may be requested by either the Contractor or NTMWD by the application of the formula set forth in (B) below. The Contractor must submit the price adjustment request to NTMWD ninety (90) days prior to the expiration of the current term. The index to be used in the computation of the price adjustment shall be the Consumer Price Index for all Urban Consumers, which is issued by the U.S. Department of Labor, Bureau of Labor Statistics. The series identification is as follows:

Series ID: CUURS37ASA0 Series Title: All items in Dallas-Fort Worth-Arlington, TX all urban consumers

B. The index published in the month of December (of the prior year) shall be used as a base for determining price adjustment(s) for the upcoming renewal period. If a renewal option is exercised and a price adjustment is requested, the index published at the time of a contract renewal shall be used as the method for determining a price adjustment for the subsequent renewal period. Contract price adjustments shall be determined as follows: Unit Price X% change (the index published at the time of contract renewal divided by the base index at the time of the most recent contract period) if the index equals the amount of price change. There shall be a minimum of at least twelve months between price adjustments for contracts with multiple renewal options.

Example: May 2021 Index / May 2020 Index – 1 = Percentage Increase

252.14 / 245.51 – 1 = 2.70% Increase

Base Unit Price x [1+Percentage Increase] = New Unit Price $50.00 x [1.027] = $51.35

C. At the time of renewal, the Contractor may submit a written request for price adjustment and such request shall include the new proposed unit price(s) and the calculation for the price adjustment request.

D. If approved by NTMWD, in its sole discretion, the new unit prices will then be firm for the term of the renewal contract period.

E. If the requested adjustment is not supported by the referenced index, NTMWD, in its sole discretion, may consider approving an adjustment on fully documented market increases.

F. If the requested adjustment is not supported by the referenced index and NTMWD does not otherwise approve an adjustment, the contract will end at the end of the current Contract term and will be re-bid.

GENERAL TERMS AND CONDITIONS

By submitting a bid in response to NTMWD’s Request for Bids (the “Solicitation”), the bidder agrees that the Contract shall be governed by the following terms and conditions. Bidder shall be referred to Contractor below. Unless otherwise specified in the Contract, Sections 16, 17, 18, 19, 20, 21, 22, 32 and 33 shall apply only to a Solicitation to purchase Goods, and Sections 23, 24, 25, 26, 27, 28 and 34 shall apply only to a Solicitation to purchase Services to be performed principally on NTMWD’s property.

1. ADDITIONAL TERMS

No additional terms or conditions of Contractor, whether contained within Contractor’s invoice or otherwise, shall be accepted by NTMWD. Exceptions to terms and conditions may deem you non-responsive.

2. CONTRACTOR’S OBLIGATIONS

The Contractor shall fully and timely provide all Deliverables described in the Solicitation and in the Contractor’s Bid in strict accordance with the terms, covenants, and conditions of the Contract and all applicable Federal, State, and local laws, rules, and regulations.

3. EFFECTIVE DATE/TERM

Unless otherwise specified in the Solicitation, this Contract shall be effective as of the date the contract is signed by NTMWD, and shall continue in effect until all obligations are performed in accordance with the Contract.

4. ASSIGNMENT OF CONTRACT

Contractor shall not sell, assign, transfer or convey this Contract in whole or in part without the prior written consent of NTMWD. NTMWD may withhold consent for any reason or no reason at all.

5. INDEPENDENT CONTRACTOR

The Contract shall not be construed as creating an employer/employee relationship, a partnership, or a joint venture.

The Contractor’s services shall be those of an independent contractor. The Contractor agrees and understands that the Contract does not grant any rights or privileges established for employees of NTMWD.

6. SUCCESSORS AND ASSIGNS

Owner and Contractor each binds itself, its partners, successors, assigns, and legal representatives to the other party hereto, its partners, successors, assigns, and legal representatives in respect to all covenants, agreements, and obligations contained in the Contract Documents.

7. SEVERABILITY

Any provision or part of the Contract Documents held to be void or unenforceable under any Law or Regulation shall be deemed stricken, and all remaining provisions shall continue to be valid and binding upon Owner and Contractor, who agree that the Contract Documents shall be reformed to replace such stricken provision or part thereof with a valid and enforceable provision that comes as close as possible to expressing the intent of the stricken provision.

8. VENUE

NTMWD and Contractor agree that the contract shall be governed and construed according to the laws of the State of Texas. NTMWD and Contractor agree that venue shall lie exclusively in the State district courts of Collin County, Texas for any legal action arising of and/or relating to this Agreement.

9. FISCAL YEAR FUNDING

The NTMWD's fiscal year begins October 1 and ends the following September 30th. Budget funds are approved by the NTMWD and NTMWD’s Board on an annual basis. In the event the NTMWD’s Board should fail to fund the Contract for any fiscal year during the Contract term, the Contract shall automatically terminate on the last day of the fiscal year for which funding has been approved. Contractor will be given no less than sixty-(60) days written notice of any such non-approval of Contract funding. Termination under this clause shall be without penalty to the

10. TAXES

NTMWD is exempt from Federal Excise and State Sales Taxes. Tax exemption certificates will be executed by NTMWD and furnished upon request.

11. PAYMENT TERMS AND METHOD

Payment terms are Net 30 for invoices submitted to and approved by NTMWD.

NTMWD utilizes a 3rd party payment provider. Vendors will be required to complete a vendor profile upon award notification to, and select your preferred payment method.

12. INVOICES

Invoices shall be fully documented in accordance with the scope of work. Invoice must include the appropriate Purchase Order number and the NTMWD Work Order Number (if applicable). Payment may be delayed on invoices not listing the Purchase Order number. Invoices should also reference department name, job site location, NTMWD employee requesting goods or services, and a complete breakdown of charges.

The breakdown on the invoice should be in accordance with the bid pricing. If applicable, invoices should provide clear detail and breakdown for labor (to include hourly rate and cost per hour), and mark-up on parts/materials should be provided on the invoice and extended (detail to show vendors cost, and then extended to show markup).

Invoices shall be priced per unit prices as awarded unless Contractor invoices at a discounted unit price. If Contractor invoices for less than the contracted unit price, NTMWD has the right to accept invoice and pay the discounted price as full satisfaction of compensation due the Contractor.

Unless otherwise directed, invoices shall be submitted by mail or email to:

North Texas Municipal Water District

Attn: Accounts Payable

P. O. Box 2408

Wylie, Texas 75098

Email: payables@ntmwd.com

13. INTEREST

NTMWD is not obligated to pay interest on moneys not paid except as provided in Section 2252.032 of the Texas Government Code.

14. SPECIFICATIONS/NAME BRAND

Any catalog, brand name, or…