17-Specifications and Requirements - OPN2129852B2.pdf

SPECIFICATIONS AND REQUIREMENTS

New Actuators, Actuator Parts, Accessories & Repair Services

1. SCOPE OF WORK

Furnish and deliver, to job site, new replacement (not rebuilt or refurbished) motor and electro- hydraulic actuators, including parts and accessories from various brands such as Rotork, Limitorque, and/or approved equal. The intent of the solicitation/contract is to award various brands to only manufacturer’s authorized distributors and/or sales to provide Broward County Water and Wastewater Services (WWS) the best possible discounted pricing.

WWS facilities own and operate various motor and electric/hydraulic actuators of different types, sizes of models and manufacturers. It is estimated that WWS has in operation hundreds of actuators installed on valves, sluice gates and slide gates at its facilities manufactured by Rotork and Limitorque actuators. The scope of work to be performed under this agreement shall consist of furnishing and delivering only exact replacement actuators matching existing configuration including parts and accessories to ensure exact fit, form and functionality including manufacturers offered extended warranty for water and wastewater industries as applicable.

2. Equipment Manufacturers or Manufacturer’s Authorized Distributors:

Group Actuator Manufacturers

Sizes/ Model/Serial No.

1 ROTORK Various

2 LIMITORQUE Various

3. DETAILED SCOPE OF SERVICES:

1. All new actuators shall be furnished with the actuator manufacturer’s recommended spare parts and additional parts and accessories fully identified and coded to the serial unit of replaced actuators in permanent enclosures.

2. All new replacement actuators shall include re-establishing set points, re-programming actuator logic and new component parts to render actuators fully operational and ready for installation by WWS and/ or with installation and start-up services provided by manufacturer’s representatives with operational requirements for every service application based on brand, type, model and size. Most of the actuators are for open/close operation with a smaller number in modulating service. Manufacturer’s authorized distributor and/ or its technical sales representatives shall consult and inspect with each plant superintendent regarding operating regimen (open/close or modulating) and logic for each actuator requiring replacement.

3. Vendor shall furnish all new actuators with stroke length adjusted and set, setpoints adjusted, operating speed adjusted, modulating speed adjusted, synchronizing modulating operation with external instrumentation signals and all alarms connected back to facility control rooms.

4. Vendor shall provide all necessary installation drawings, submittals, manufacturer’s installation data sheets, wiring diagrams and dimensional drawing shall be provided at the time of delivery.

5. One sets of Operational and Maintenance Manuals (O&M), in Compact Disc or USB Flash Drive shall be provided at time of delivery.

6. Vendor shall supply a preliminary estimate within seven (7) business days of request to facilitate acquisition of Purchase Order. Vendor’s pricing shall be fixed percentage discount for each brand of industrial actuators.

4. AGREEMENT TERM:

This is a five-year agreement shall be awarded with two-year initial period and three annual renewals for all brands of actuators.

5. VENDORS REQUIREMENTS:

1. Vendors shall be responsible for transporting of all equipment without delays within required response time, causing no delays to plant operations. All equipment shall be delivered and operated in accordance with OSHA approved requirements and standards.

2. Vendor shall be responsible for all necessary measurements and inspection of existing units for the equivalent replacement unit in accordance with manufacturer’s recommendation for applicable applications of existing process and /or conditions.

6. BIDDER QUALIFICATIONS:

1. Bidders shall be manufacturers factory authorized distributors who are regularly engaged in the sales and services of actuators.

2. Only manufacturer authorized representatives provide products on behalf of the manufacturer through this solicitation. The County may request, and the bidder shall provide, supporting information and/or documentation attesting to this requirement. By submitting a response, bidder certifies that it satisfies this and all criteria specified in the solicitation documents. Failure to be an authorized representative of the manufacturer at the time of bid opening will result in your bid being deemed nonresponsive.

3. Bidder affirms that it is an authorized representative of the product(s) offered herein on or before the opening date, and warranty offered is the manufacturer’s warranty with Broward County recorded as the original purchaser.

4. Failure to supply this supporting information and/or documentation within five

(5) business days of request by the County may result in your bid being deemed nonresponsive.

5. Prospective bidders must be able to prove that they are qualified to furnish actuators of this contract. As part of submission of bids, each prospective bidder shall furnish letter of references stating representation of any of above listed branded actuator required to be replaced. The contracts shall list bid amounts, dates of execution, identify facilities involved with the contracts and provide the name and phone number of the owner’s representative familiar with the work performed for each contract.

6. Broward County reserves and shall be free to exercise the right to evaluate this bid in relation to the performance record of each bidder with the County itself, other municipal organizations of similar size, or private corporations during the past five years. Such precautions are deemed to be in the public interest in as much as vendor failure or inability to furnish items/services within the prescribed time can create emergency situations and impose unnecessary hardship on both the County as a municipal corporation and the public at large.

7. Broward County will determine whether the evidence of ability of satisfactory furnishings and will make awards only when such evidence is deemed satisfactory and reserves the right to reject bids where evidence submitted or investigation and evaluation indicates inability of the bidder to perform.

7. FIXED PERCENTAGE DISCOUNT/ CATALOGS/PRICE LISTS:

1. Bidder shall indicate in all spaces provided on the Bid Table (Discount Off List), their single fixed discount percentage from manufacturer’s price list available to manufacturer’s representative. That percentage discount will be used for the term of the contract.

The Price List must clearly indicate:

a. The Published Price List

b. The Effective Date

c. The Column Pricing Quote

2. If Manufacturer’s Published Price List is not available, one of the following shall be provided:

• Manufacturer suggested retail price (MSRP).

• Letter from the Manufacturer with description and their list price.

• Percentage mark-ups are not accepted.

• Multiple line dealer and/or distributor catalogs and price lists are not acceptable.

8. QUALITY OF WORK:

Vendor shall provide products covered under this Agreement to the best of its ability and conform to specifications in this contract and shall pursue the project to achieve 100% operability of replaced actuators.

Vendor shall comply with the appropriate specifications, regulations, and safety referenced in this contract.

9. DAMAGE TO PUBLIC OR PRIVATE PROPERTY:

Extreme care shall be taken to safeguard all existing facilities, site amenities and vehicles on or around the job sites. Damage to public and/or private property shall be the responsibility of the vendor and shall be repaired and/or replaced immediately at no additional cost to the County.

10. HOURS OF WORK:

Unless otherwise authorized by the Project Coordinator in writing all services shall be performed during Monday through Friday between the hours of 7:30 a.m. and 5:00 p.m. local time. If the vendor plans to do any work on weekends and/or holidays, the Project Coordinator must be notified 24 hours in advance of the start of work and no work may start without the Project Coordinator’s approval.

11. MANUFACTURER/PRODUCT ADDITIONS/ DELETIONS:

1. The County reserves the right to add manufacturer/ product additions to this contract. Additions may result from, but are not limited to, additional needs and replacements for discontinued manufacturers or products. In such events, any manufacturer/product submitted for addition to the contract will not be approved for unless the prices are competitive with the prices agencies have been paying for like items. Vendor shall provide the County with a proposed price based upon a procedure or formula which is the same or very like that used in establishing the price as contained in the Contractor’s bid.

2. Manufacturers/ products may be added to the contract at a price mutually acceptable to both the County and the Contractor. If the price offered is not acceptable to the County, and the matter cannot be resolved to the satisfaction of the County, the County reserves the right to procure pumps from other vendors.

3. Any manufacturers/ products added to the contract must be approved by the Director of Purchasing or designee.

4. The County reserves the right to delete or add manufacturers and/or products from this contract in the best interest of the County. In such events, contract prices will not be adjusted.

12. WARRANTY:

1. All warranty information shall be provided to the County, listing Broward County as the original purchaser. A copy of the manufacturer’s standard warranty will be in the County’s name and provided at time of delivery.

2. Manufacturer’s authorized representative shall be responsible for listing Broward County as the original purchaser for warranties.

3. All new actuators shall be fully warranted and guaranteed to include a minimum of one (1) year warranty against defects in materials. Warranty shall begin on date from the date of substantial date of acceptance with satisfaction by the Owner.

4. Vendors are required to expressly warrant that all replacement actuators are new not reconditioned, re-built, or refurbished actuators, and free from defects, warranted for their merchantability and meet the specifications of the original equipment.

5. Various brands of actuators can be furnished multiple years (two plus years) extended warranty and/ or applicable manufacturer’s extended warranty for new replacement actuators from the manufacturer with start-up services, when offered by the manufacturers with no additional cost to the County.

13. METHOD OF PAYMENT

1. The County shall request a price confirmation for each new order.

2. Purchase Order must be provided by the County prior to beginning any work. Work is not to commence until the Contractor receives an approved Purchase Order from Broward County. Failure to comply with this provision may result in nonpayment.

3. The Vendor shall provide a written quote that will include Broward County contract number, brand name, part number, description, unit price, discount price, extended price and warranty.

4. The Vendor must immediately notify the County, via an amended, estimate of any additional costs to facilitate revision of the purchase order and gain approval to continue. Failure to comply with this provision may result in nonpayment.

5. The final invoice shall be provided upon delivery and completion of 100% completion of proposed work of services.

14. INVOICING REQUIREMENT:

1. Broward County Purchase Order number authorizing work.

2. Broward County Work Order Number that requested this work be performed.

3. Invoices shall include County Purchase Order number, brand name, part number, description, unit price, extended price and warranty.

4. Payment will be processed after commodities and /or services have been received, accepted and properly invoiced.

5. In order to ensure prompt payment, all invoices and backup documentation must be emailed to AccountsPayable@Broward.org and copy the technical contact listed on the purchase order.

15. DELIVERY:

• Delivery is desired within 30 calendar days after receipt of purchase order, unless otherwise indicated by Vendor and accepted by the County.

• Shipping and delivery is to be performed during normal business hours, Monday thru Friday, 7:30 a.m. to 3:30 p.m., except County holidays.

• Delivery address and contact information will be included in each purchase order.

16. MEASUREMENT AND PAYMENT

Group 1 – ROTORK ACTUATORS OR APPROVED EQUAL:

Rotork Manufactured New Actuators (Discounted Rate):

A. Measurement and payment for furnishing only new Rotork manufactured replacement actuators with percent (%) discount from standard pricing from invoice cost of items after obtaining written approval from Project Coordinator including, freight, transportation and delivery to job site, with back up invoices, packing slips and/or other documents, i.e. Safety Data Sheet (SDS) to complete the item in accordance with the requirements of the Contract Documents.

B. Vendor shall provide brand new actuators, rebuilt or refurbished equipment is not acceptable. Vendor must indicate one (1) single fixed percent discount for replacement actuators. The discount offered shall remain firm throughout the term of the contract. Pricing of new actuators shall include inspection of exiting actuator requiring replacement at zero cost to the Owner. The Agency reserves the right to audit pricing as needed. The intent is for replacement actuators to be purchased either directly from manufacturer and /or its authorized dealers for each type of

Rotork actuator. Cost of shipping and freight will be reimbursed through allowance for shipping, freight and transportation.

Rotork Manufactured Parts & Accessories (Discounted Rate):

A. Measurement and payment for furnishing new Rotork manufactured actuator parts and accessories with percent (%) discount from standard pricing from invoice cost of items after obtaining written approval from Project Coordinator including, freight, transportation and delivery to job site, with back up invoices, packing slips and/or other documents, i.e. Safety Data Sheet (SDS) to complete the item in accordance with the requirements of the Contract Documents.

B. Vendor shall provide brand new parts and. Vendor must indicate one (1) single fixed percent discount for all actuator parts and accessories. The discount offered shall remain firm throughout the term of the contract. The Agency reserves the right to audit pricing as needed. The intent is actuator parts and accessories be purchased either directly from manufacturers and /or its authorized dealers for each type of Rotork actuator parts and accessories. Cost of shipping and freight will be reimbursed through allowance for shipping, freight and transportation.

Rotork Manufactured New Actuator - Start-up Services:

A. Measurement and Payment for onsite services by the Rotork manufactured actuators factory authorized technician assisted start-up services shall be determined on basis of the model, type and size of a specific actuators. The utilization of a start-up service must be mutually agreed between the factory authorized representative and Broward County Project Coordinator at the time of inspection of a replacement actuator. The services are inclusive of installation assistance, calibration, trouble shooting, operational and functional testing of actuator; adjustment of actuation speed and calibration of set points testing and start-up services in accordance with manufacturer’s instructions and with the requirements of the Contract Documents.

B. Lump sum daily rates shall apply for onsite service for a scheduled start-up service shall include travel time to and from site with no additional charges for travel and lodging. The price shall be full compensation for furnishing labor (in-state or out-of-state on-site factory representative), equipment, tests, tools and incidentals necessary to complete the item all in accordance with the requirements of the Contract Documents. Monday-Friday, 7:00 AM - 5:00 PM.

Rotork Manufactured Actuator - Installation Services:

A. Measurement and payment for onsite services by the Rotork manufactured actuators factory authorized technician for installation services with labor and supervision (2-member crew). The utilization of a installation service shall be mutually agreed upon between the factory authorized representative and Broward County Project Coordinator at the time of inspection of a replacement actuator all in accordance with manufacturer’s instructions and with the requirements of the Contract Documents.

B. Lump sum daily rates shall apply for onsite service for a scheduled installation service shall include travel time to and from site with no additional charges for travel and lodging. The price shall be full compensation for furnishing labor (in-state or out-of-state on-site factory representative), equipment, tests, tools and incidentals necessary to complete the item all in accordance with the requirements of the Contract Documents. Monday-Friday, 7:00 AM - 5:00 PM.

Group 2 – LIMITORQUE ACTUTORS OR APPROVED EQUAL:

Limitorque Manufactured New Actuators (Discounted Rate):

A. Measurement and payment for furnishing only new Limitorque manufactured replacement actuators with percent (%) discount from standard pricing from invoice cost of items after obtaining written approval from Project Coordinator including, freight, transportation and delivery to job site, with back up invoices, the item in accordance with the requirements of the Contract Documents.

B. The vendor shall provide brand new actuators i.e. not rebuilt or refurbished. Vendor must indicate one (1) single fixed percent discount for replacement actuators. The discount offered shall remain firm throughout the term of the contract. Pricing of a new actuator shall include inspection of exiting actuator requiring replacement at zero cost to the Owner. The Agency reserves the right to audit pricing as needed.

The intent is for replacement actuators to be purchased either directly from the manufacturer and /or its authorized dealers for each type of Limitorque actuator.

Cost of shipping and freight will be reimbursed through allowance for shipping, freight and transportation.

Limitorque Manufactured Parts & Accessories (Discounted Rate):

A. Measurement and payment for furnishing only new Limitorque manufactured actuator parts and accessories with percent (%) discount from standard pricing from invoice cost of items after obtaining written approval from Project Coordinator including, freight, transportation and delivery to job site, with back up invoices, the item in accordance with the requirements of the Contract Documents.

B. Vendor shall provide brand new parts and accessories i.e. not rebuilt or refurbished. Vendor must indicate one (1) single fixed percent discount for all actuator parts and accessories. The discount offered shall remain firm throughout the term of the contract. The Agency reserves the right to audit pricing as needed.

The intent is actuator parts and accessories be purchased either directly from manufacturer and /or its authorized dealers for each type of Limitorque actuator parts and accessories. Cost of shipping and freight will be reimbursed through allowance for shipping, freight and transportation.

C.

Limitorque Manufactured New Actuator - Start-up Services:

A. Measurement and Payment for onsite services by the Limitorque manufactured actuators factory authorized technician assisted start-up services shall be determined on basis of the model, type and size of a specific actuators. The utilization of a start-up service must be mutually must be mutually agreed between the factory authorized representative and Broward County Project Coordinator at the time of inspection of a replacement actuator. The services are inclusive of installation assistance, calibration, trouble shooting, operational and functional testing of actuator; adjustment of actuation speed and calibration of set points testing and start-up services in accordance with manufacturer’s instructions and with the requirements of the Contract Documents.

B. Lump sum daily rates shall apply for onsite service for a scheduled start-up service shall include travel time to and from site with no additional charges for travel and lodging. The price shall be full compensation for furnishing labor (in-state or out-of-state on-site factory representative), equipment, tests, tools and incidentals necessary to complete the item all in accordance with the requirements of the Contract Documents. Monday-Friday, 7:00 AM - 5:00 PM.

Limitorque Manufactured Actuator - Installation Services:

A. Measurement and payment for onsite services by the Limitorque manufactured actuators factory authorized technician for installation services with labor and supervision (2-member crew). The utilization of a installation service shall be mutually agreed upon between the factory authorized representative and Broward County Project Coordinator at the time of inspection of a replacement actuator all in accordance with manufacturer’s instructions and with the requirements of the Contract Documents.

B. Lump sum daily rates shall apply for onsite service for a scheduled installation service shall include travel time to and from site with no additional charges for travel and lodging. The price shall be full compensation for furnishing labor (in-state or out-of-state on-site factory representative), equipment, tests, tools and incidentals necessary to complete the item all in accordance with the requirements of the Contract Documents. Monday-Friday, 7:00 AM - 5:00 PM.

Allowances

Allowance for Shipping, Freight and Transportation

A. Measurement and payment for freight and transportation cost shall be based upon actual receipts from various shipping companies for delivery services to locations throughout Broward County Water and Wastewater Services Facilities. The cost of these freight and transportation charges shall be invoiced as “pass thru” i.e., the Contractor shall charge the County the same invoice prices charged by the transportation or shipping companies. A copy of the actual invoice(s) from the transportation or freight carrier shall be submitted with the Contractor’s invoice for payment. The County reserves the right to request verification.

B. Estimated Annual Dollar Value: $10, 000.00

Specialty Subconsultant & Subcontractor Services

A. Measurement and payment for Specialty Subconsultant/ Subcontractor Services–

This pass-thru line will allow Contractor to hire specialized contractual services to perform activities not identified in the bid, but related to the scope of work, including engagement of specialty subconsultants and subcontractors to hire an architect and/ or an specialty engineers to design, to perform load calculation and to submit sign and seal shop drawings not specifically identified in the bid line items.

B. Estimated Annual Dollar Value: $40,000.00.

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