27-02RFP Specifications.pdf

RFP No. 27-02RFP

CITY OF McKINNEY

REQUEST FOR PROPOSAL (RFP)

FOR

WATER AND WASTEWATER PARTS AND

SUPPLIES

City of McKinney exclusively uses Bonfire for the notification and dissemination of all solicitations. The receipt of solicitations through any other means may result in your receipt of incomplete specifications and/or addenda which could ultimately render your proposal non-compliant. The City of McKinney accepts no responsibility for the receipt and/or notification of solicitations through any other means.

https://mckinneytexas.bonfirehub.com/

27-02RFP Water and Wastewater Parts and Supplies Page 2 of 24

TABLE OF CONTENTS

LEGAL NOTICE

GENERAL CONDITIONS OF BIDDING AND TERMS OF CONTRACT

NOTICE TO RESPONDENTS

MINIMUM REQUIREMENTS

PROPOSAL FORM SIGNATURE PAGE

27-02RFP Water and Wastewater Parts and Supplies Page 3 of 24

LEGAL NOTICE

City of McKinney, Texas

Advertisement for Proposals

The City of McKinney is accepting submittals for Water and Wastewater Parts and Supplies. Specifications for this project may be obtained on our electronic procurement portal, Bonfire, at https://mckinneytexas.bonfirehub.com/.

Submittals opening will be broadcast via video conference meeting hosted inside City Hall at the address below. Respondent’s name will be read aloud shortly after the specified time for delivery. Vendors are strongly encouraged to attend virtually versus in-person by following the meeting details outlined in the bid specifications.

PROPOSAL NAME: Water and Wastewater Parts and Supplies

PROPOSAL NO.: 27-02RFP

DUE DATE/TIME: 2:00 p.m. (CST), Thursday, September 10, 2026

MAIL OR DELIVER TO: City of McKinney Procurement Services 401 E. Virginia Street McKinney, Texas 75069

In accordance with the Americans with Disabilities Act, it is the policy of the City of McKinney to offer its public programs, services and meetings in a manner that is readily accessible to everyone, including individuals with disabilities. If you are a person with a disability and require information or materials in an appropriate alternative format; or if you require any other accommodation, please contact the ADA Coordinator at least 48 hours in advance of the event. contact-adacompliance@mckinneytexas.org.

TO APPEAR IN THE MCKINNEY COURIER GAZETTE IN THE FOLLOWING EDITIONS:

First Publication: Friday, August 21, 2026 Second Publication: Friday, August 28, 2026 https://mckinneytexas.bonfirehub.com/ mailto:contact-adacompliance@mckinneytexas.org

27-02RFP Water and Wastewater Parts and Supplies Page 4 of 24

GENERAL CONDITIONS OF BIDDING AND TERMS OF CONTRACT

By execution of this document, the vendor accepts all general and special conditions of the contract as outlined below and, in the specifications, and plans.

I. PROPOSALS

A. PROPOSALS – The City encourages all responses to be submitted electronically on the City’s electronic procurement portal, Bonfire. However, the City will also accept paper proposals, if received by the due date and time at the location specified in the legal notice. Paper proposals submitted to the office of the Procurement Services Manager shall be a minimum of one (1) original and one (1) electronic copy in PDF format on USB.

B. AUTHORIZED SIGNATURES – The proposal must be executed personally by the vendor or duly authorized partner of the partnership or duly authorized officer of the corporation. If executed by an agent, a power of attorney or other evidence of authority to act on behalf of the vendor shall accompany the proposal to become a valid offer.

C. LATE PROPOSALS – Proposals must be in the office of the City Purchasing Manager before or at the specified time and date proposals are due. Proposals received in the office of the Purchasing Manager after the submission deadline shall be rejected as non-responsive proposals.

D. WITHDRAWAL OF PROPOSALS PRIOR TO OPENING – A proposal may be withdrawn before the opening date by submitting a written request for its withdrawal to the City Purchasing Manager.

E. WITHDRAWAL OF PROPOSALS AFTER OPENING – A proposal may not be withdrawn or cancelled by the vendor for a period of ninety (90) days following the date and time designated for the receipt of proposals unless otherwise stated in the request for proposals and/or specifications.

F. PROPOSAL AMOUNTS – Proposals should show net prices, extensions and net total where applicable. In case of conflict between unit price and extension, the unit price will govern.

G. TAX EXEMPT STATUS – The City is exempt from federal excise tax and state sales tax. Unless specifications specifically indicate otherwise, the price proposal must be net exclusive of above-mentioned taxes and will be so construed.

Therefore, the proposal price shall not include taxes.

27-02RFP Water and Wastewater Parts and Supplies Page 5 of 24

H. AWARDS – The City reserves the right to be the sole judge as to whether such items proposed will serve the purpose intended. The City reserves the right to accept or reject in part or in whole any proposal submitted, and to waive any technicalities or informalities for the best interest of the City. The City reserves the right to make multiple awards to this contract. The awarded contract(s) shall be made to no more two of the most responsible, responsive offeror who’s negotiated best and final offer is determined to be the best value offer, taking into consideration the relative importance of price and other factors set forth in the Request for Proposals. The City reserves the right to award based upon individual line item, section, category or as a whole as the City deems it its best interest. The City further reserves the right to make a primary, secondary and tertiary award on this contract.

MULTIPLE AWARDS/ALTERNATE AWARD

1. In the event the secondary, tertiary or alternate vendors are called upon, they will offer the goods and services at the bid prices, or better. Any attempt to increase the original bid price may be cause to remove the vendor from the contract. In no way does this negatively affect the status of the primary vendor.

2. If the secondary, tertiary or alternate vendor represents themselves as the primary vendor without written authorization from the Procurement Services Manager, or their designee, the secondary or alternate may be removed from the contract.

I. SILENCE OF SPECIFICATIONS FOR COMPLETE UNITS – All materials, equipment and/or parts that will become a portion of the completed work including items not specifically stated herein but necessary to render the service(s) complete and operational per the specifications are to be included in the proposal price.

Vendor may be required to furnish evidence that the product or service, as proposed, will meet or exceed these requirements.

J. ADDENDA - Any interpretations, corrections or changes to the specifications and plans will be made by addenda no later than forty-eight (48) hours prior to opening.

Addenda will be distributed to all known recipients of proposal documents. Vendors shall acknowledge receipt of all addenda with submission of proposal.

K. GENERAL BID BOND/SURETY REQUIREMENTS – Failure to furnish bid bond/surety, if requested, will result in proposal being declared non-responsive.

Non-responsive proposals will not be considered for award.

L. GENERAL INSURANCE REQUIREMENTS – Failure to furnish Affidavit of Insurance if, insurance coverage is required in these specifications, will result in proposal being declared non-responsive. Non-responsive proposals will not be considered for award.

M. RESPONSIVENESS – A responsive proposal shall substantially conform to, or exceed, the minimum requirements of this Request for Proposal. Offers containing any clause that would limit contracting authority shall be considered non-responsive. Example of proposals that would limit contracting authority is one made contingent upon award of other offers currently under consideration.

27-02RFP Water and Wastewater Parts and Supplies Page 6 of 24

N. RESPONSIBLE STANDING OF OFFEROR – To be considered for award, offeror must at least: have the ability to obtain adequate financial resources; be able to comply with required or proposed delivery/completion schedule; have a satisfactory record of performance; have a satisfactory record of integrity and ethics; be otherwise qualified and eligible to receive award.

O. PROPRIETARY DATA – Offeror may, by written request, indicate as confidential any portion(s) of a proposal that contain proprietary information, including manufacturing and/or design processes exclusive to the vendor. The City of McKinney will protect from public disclosure such portions of a proposal unless directed otherwise by legal authority including existing Open Records Acts.

P. PUBLIC OPENING – Offerors are invited to join a video conference opening for acknowledgement of proposals. Proposals duly received will be publicly acknowledged at an official public opening in such a manner so as to avoid disclosure of the contents to competing offerors through the negotiation process.

After the official public opening, a period of not less than one week is necessary to evaluate proposals. The amount of time necessary for proposal evaluation may vary and is determined solely by the City. Following City Council action to award or reject, all proposals submitted are available for public review.

Q. WAIVER OF CLAIMS - Each Offeror by submission of a response to this RFP waives any claims it has or may have against the City and the City’s Representative(s) in this process and their respective employees, officers and elected officials, members, directors and partners, agents and representatives regarding the administration of the RFP process, the RFP evaluation, and the critique and selection of qualified Respondents. Submission of a proposal indicates the Offeror’s and Respondent’s acceptance of the evaluation technique set out in this Proposal. In this regard, Respondent acknowledges that the selection process and evaluations of proposals submitted constitute public information under Texas law and Respondent waives any claim it has or may have regarding any information contained in or derived from such evaluations.

II. PERFORMANCE

A. DESIGN, STRENGTH, AND QUALITY – Design, strength, and quality of materials and workmanship must conform to the highest standards of manufacturing and engineering practices.

B. AGE AND MANUFACTURE – All tangible goods being proposed must be new and unused, unless otherwise specified, in first-class condition, of current manufacture, and furnished ready to use. All items not specifically mentioned that are required for a complete unit shall be furnished.

C. DELIVERY LOCATION – All deliveries will be made to the address(es) specified on the purchase order during normal working hours of 8:00 a.m. to 4:00 p.m., Monday through Friday, unless otherwise authorized by the Purchasing Manager or designee.

D. DELIVERY SCHEDULE – Delivery may be an important consideration in the evaluation of the proposal. The maximum number of days necessary for delivery ARO shall be stated in the proposal.

27-02RFP Water and Wastewater Parts and Supplies Page 7 of 24

E. DELIVERY CHARGES – All delivery and freight charges, F.O.B. destination shown on purchase order, as necessary to perform contract shall be included in the proposed price.

F. INSTALLATION CHARGES – All charges for installation and set-up shall be included in the proposed price. Unless otherwise stated, at minimum, basic installation and set-up will be required.

G. OPERATING INSTRUCTIONS AND TRAINING – Clear and concise operating instructions and descriptive literature will be provided in English if requested. On-site detailed training in the safe and efficient use and general maintenance of item(s) purchased shall be provided as needed at the request of the City.

Instructions and training shall be at no additional cost to the City.

H. STORAGE – Offeror agrees to provide storage of custom ordered materials, if requested, not to exceed thirty (30) calendar days.

I. COMPLIANCE WITH FEDERAL, STATE, COUNTY, AND LOCAL LAWS –

Proposals must comply with all federal, state, county and local laws. Any vehicles or equipment shall contain all standard safety, emission, and noise control requirements required for the types and sizes of equipment at the time of their manufacture. The contractor agrees, during the performance of work or service, to comply with all applicable codes and ordinance of the City of McKinney, Collin County, or State of Texas as they may apply, as these laws may now read or as they may hereafter be changed or amended.

J. PATENTS AND COPYRIGHTS – The successful vendor agrees to protect the City from claims involving infringements of patents and/or copyrights.

K. SAMPLES, DEMONSTRATIONS AND TESTING – At the City‘s request and direction, offeror shall provide product samples and/or testing of proposed items.

Samples, demonstrations and/or testing may be requested at any point prior to or following award. Samples, demonstrations and/or testing may be requested upon delivery and/or any point during the term of resulting contract. All samples (including return thereof), demonstrations and/or testing shall be at the expense of the offeror/vendor.

L. ACCEPTABILITY – All articles enumerated in the proposal shall be subject to inspection by an officer designated for the purpose by the City of McKinney. If found inferior to the quality called for, or not equal in value to the contract specifications, deficient in workmanship or otherwise, this fact shall be certified to the Purchasing Manager who shall have the right to reject the whole or any part of the same. Items and/or work determined to be contrary to contract specifications must be replaced at the vendor’s expense. Inferior items not retrieved by the vendor within thirty (30) calendar days, or an otherwise agreed upon time, shall become the property of the City. If disposal of such items warrants an expense, an amount equal to the disposal expense will be deducted from amounts payable to the vendor.

III. PURCHASE ORDERS AND PAYMENT

27-02RFP Water and Wastewater Parts and Supplies Page 8 of 24

A. PURCHASE ORDERS – A purchase order(s) shall be generated by the City Purchasing Manager to the successful vendor. The purchase order number must appear on all itemized invoices and packing slips. The City will not be held responsible for any work orders placed and/or performed without a valid current purchase order number. Payment will be made for all services rendered and accepted by the contract administrator for which a valid invoice has been received.

B. INVOICES – All invoices shall reference the Purchase Order number. Invoices shall provide a detailed description for each item invoiced. Payment will be made under terms of net thirty (30) days unless otherwise agreed upon by seller and the procurement services.

C. FUNDING – The City of McKinney is operated and funded on an October 1 to September 30 basis; accordingly, the City reserves the right to terminate, without liability to the City, any contract for which funding is not available.

IV. CONTRACT

A. CONTRACT DEFINITION – The General Conditions of Bidding and Terms of Contract, Specifications, Proposal, Addenda, Negotiated Changes and any other documents made a part of this proposal shall constitute the complete proposal.

This proposal, when accepted by the City, shall constitute a contract equally binding between the successful offeror and the City of McKinney.

B. CONTRACT AGREEMENT – Once awarded, the unit prices submitted by the successful bidder shall remain firm throughout the initial one (1) year term of the Contract. The Contract shall commence on the date of award and remain in effect for an initial term of one (1) year. Upon mutual written agreement of both parties, the Contract may be renewed for up to three (3) additional one (1) year optional renewal terms.

C. CONTRACT TERMINATION – The City reserves the right to cancel and terminate this contract, without cause, upon thirty (30) days written notice to the other party.

D. CHANGE ORDER – No different or additional terms will become part of this contract with the exception of a change order. No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting contract. All change orders to the contract will be made in writing and at the discretion and approval of the City. No change order will be binding unless signed by an authorized representative of the City and the vendor.

E. NEGOTIATION – The City of McKinney may elect to negotiate a contract with the selected offeror(s). Any and all verbal communications and/or commitments made during the negotiation process that are deemed agreeable to both the City and selected offeror shall be submitted in written form and made part of the resulting contract. Although the City of McKinney reserves the right to negotiate, contract award may be made on the basis of initial proposals received without discussions.

Therefore, initial proposals will contain the offeror’s best terms.

27-02RFP Water and Wastewater Parts and Supplies Page 9 of 24

F. PRICE REDETERMINATION – A price redetermination may be considered by the City of McKinney only at the anniversary dates of multiple year contracts. Request for price redetermination shall be in written form and include written documentation from third party source of increase, substantiating cost increase. City of McKinney reserves the right to approve or disapprove any request as it deems to be in the best interest of the City. A vendor’s history of honoring contracts at the awarded price will be an important consideration in evaluating lowest and best value proposal. Any adjustment in pricing must be presented to the City of McKinney at least ninety (90) days prior to the expiration or renewal of the current agreement.

G. TERMINATION FOR DEFAULT – The City of McKinney reserves the right to enforce the performance of this contract in any manner prescribed by law or deemed to be in the best interest of the City in the event of breach or default of this contract. The City reserves the right to terminate the contract immediately in the event the vendor fails to perform to the terms of specifications or fails to comply with the terms of this contract. Breach of contract or default authorizes the City to award to another vendor, purchase elsewhere and charge the full increase in cost and handling to the defaulting party.

H. TRANSITIONAL PERIOD – Upon normal completion of this contract, not to include termination for default, and in the event that no new contract has been awarded by the original expiration date of the existing contract including any extension thereof, it shall be incumbent upon the Vendor to continue the contract under the same terms and conditions until a new contract can be completely operational. At no time shall this transition period extend more than ninety (90) days beyond the original expiration date of the existing contract and any extension thereof.

I. INVALID, ILLEGAL, OR UNENFORCEABLE PROVISIONS – In case any one or more of the provisions contained in the Contract shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision thereof and this contract shall be considered as if such invalid, illegal, or unenforceable provision had never been contained herein.

J. INJURIES OR DAMAGES RESULTING FROM NEGLIGENCE – Successful vendor shall defend, indemnify and save harmless the City of McKinney and all its officers, agents and employees from all suits, actions, or other claims of any character, name and description brought for or on account of any injuries or damages received or sustained by any person, persons, or property on account of any negligent act or fault of the successful vendor, or of any agent, employee, subcontractor or supplier in the execution of, or performance under, any contract which may result from award. Successful vendor shall pay any judgment with cost which may be obtained against the City of McKinney growing out of such injury or damages.

K. INTEREST BY PUBLIC OFFICIALS – No public official shall have interest in this contract, in accordance with Texas local government code.

27-02RFP Water and Wastewater Parts and Supplies Page 10 of 24

L. DISCLOSURE OF CERTAIN RELATIONSHIPS – Chapter 176 of the Texas Local Government Code requires that any vendor or person considering doing business with the City of McKinney disclose in the Questionnaire Form CIQ, the vendor or person’s affiliation or business relationship that may cause a conflict of interest with the City of McKinney. By law, this questionnaire must be filed with the City Secretary, City of McKinney, PO Box 517, McKinney, Texas 75070, not later than the seventh business day after the date the person becomes aware of facts that require the statement to be filed. Go to www.mckinneytexas.org to view Section 176, Local Government Code and for Questionnaire CIQ. A person commits a Class C misdemeanor offense if the person violates Section 176.006, Local Government Code. By submitting a response to this request, bidder represents that it is in compliance with the requirements of Chapter 176 of the Texas Local Government Code.

M. CERTIFICATE OF INTERESTED PARTIES (FORM 1295) – Required for by Awarded Vendor(s) only.

In 2015, the Texas Legislature adopted House Bill 1295, which added section

2252.908 of the Government Code. The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The disclosure requirement applies to a contract entered on or after January 1, 2016.

Filing Process:

The commission has made available on its website a new filing application that must be used to file Form 1295. A business entity must use the application to enter the required information on Form 1295 and print a copy of the completed form, which will include a certification of filing that will contain a unique certification number. An authorized agent of the business entity must sign the printed copy of the form. The completed Form 1295 with the certification of filing must be filed with the City of McKinney.

The City of McKinney must notify the commission, using the commission’s filing application, of the receipt of the filed Form 1295 with the certification of filing not later than the 30th day after the date the contract binds all parties to the contract.

The commission will post the completed Form 1295 to its website within seven business days after receiving notice from the City of McKinney.

Form Availability:

Certificate of Interested Parties Form is available from the Texas Ethics Commission website at the following address:

https://www.ethics.state.tx.us/filinginfo/1295/

For questions regarding and assistance in filling out this form, please contact the Texas Ethics Commission at 512-463-5800.

N. ETHICAL BEHAVIOR - The City of McKinney requires ethical behavior and compliance with the law from all individuals and companies with whom it does business.

http://www.mckinneytexas.org/ https://www.ethics.state.tx.us/filinginfo/1295/

27-02RFP Water and Wastewater Parts and Supplies Page 11 of 24

O. WARRANTY – The successful vendor shall warrant that all materials utilized in the performance of this contract shall conform to the proposed specifications and/or all warranties as stated in the Uniform Commercial Code and be free from all defects in material, workmanship and title.

P. UNIFORM COMMERCIAL CODE – The successful vendor and the City of McKinney agree that both parties have all rights, duties, and remedies available as stated in the Uniform Commercial Code.

Q. VENUE –- This agreement will be governed and construed according to the laws of the State of Texas. This agreement is performable in the County of Collin, Texas.

R. SALE, ASSIGNMENT, OR TRANSFER OF CONTRACT – The successful vendor shall not sell, assign, transfer or convey this contract, in whole or in part, without the prior written consent of the City of McKinney.

S. SILENCE OF SPECIFICATIONS – The apparent silence of specifications as to any detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement.

T. ANTI-BOYCOTTING & ANTI-DISCRIMINATION -

Israel:

In accordance with Chapter 2271, Texas Government Code, a Texas governmental entity may not enter into a contract with a company for the provision of goods or services unless the contract contains a written verification from the company that it: (a) does not boycott Israel; and (b) will not boycott Israel during the term of the contract.

Chapter 2271 does not apply to (1) a company that is a sole proprietorship; (2) a company that has fewer than ten (10) full-time employees; or (3) a contract that has a value of less than One Hundred Thousand Dollars ($100,000.00). Unless the company is not subject to Chapter 2271 for the reasons stated herein, the signatory executing this contract on behalf of the company verifies by its signature on this Contract that the company does not boycott Israel and will not boycott Israel during the term of this contract.

Energy Companies:

In accordance with Chapter 2276, Texas Government Code, a Texas governmental entity may not enter into a contract with a company for the provision of goods or services unless the contract contains a written verification from the company that it: (a) does not boycott energy companies; and (b) will not boycott energy companies during the term of the contract.

27-02RFP Water and Wastewater Parts and Supplies Page 12 of 24

Chapter 2276 does not apply to (1) a company that has fewer than ten (10) full-time employees; and (2) a contract that has a value of less than One Hundred Thousand Dollars ($100,000.00). Unless the company is not subject to Chapter 2276 for the reasons stated herein, the signatory executing this contract on behalf of the company verifies by its signature on this Contract that the company does not boycott energy companies and will not boycott energy companies during the term of this contract.

Firearm Entity or Firearm Trade Association:

In accordance with Chapter 2274, Texas Government Code, a Texas governmental entity may not enter into a contract with a company for the provision of goods or services unless the contract contains a written verification from the company that it: (1) does not have a practice, policy, guidance, or directive that discriminates against any firearm entity or firearm trade association; and (2) will not discriminate during the term of the contract against any firearm entity or firearm trade association.

Chapter 2274 does not apply to: (1) a company that has fewer than ten (10) full-time employees; and (2) is entering a contract that has a value of less than One Hundred Thousand Dollars ($100,000.00). In addition, this provision does not apply to: (1) a contract with a sole-source provider; or (2) a contract for which the governmental entity did not receive any bids from a company that is able to provide the required written verification. Unless the Company is not subject to Chapter 2274 for the reasons stated herein, the signatory executing this Agreement on behalf of the company verifies by its signature on this Agreement that the company does not have a practice, policy, guidance, or directive that discriminates against any firearm entity or firearm trade association and will not discriminate against any firearm entity or firearm trade association during the term of this Agreement.

27-02RFP Water and Wastewater Parts and Supplies Page 13 of 24

NOTICE TO RESPONDENTS

I. Request for Proposal Notice:

RESPONDENTS ARE CAUTIONED TO READ THE INFORMATION CONTAINED

IN THIS RFP CAREFULLY AND TO SUBMIT A COMPLETE RESPONSE TO ALL

REQUIREMENTS AND QUESTIONS AS DIRECTED.

II. Proposal Format:

Proposals must comply with the submittal requirements set out in the Minimum Requirements Section of this RFP.

III. Submittal Deadline:

The City will accept proposals to this RFP until the date and time listed in Section X, Key Events Schedule, of the Notice to Respondents, after which time all responses timely received will be publicly opened and the names of the Respondents read aloud. Proposals received after the submittal deadline will not be considered.

IV. Place for Submission:

Proposals are encouraged to be submitted electronically on the City’s electronic procurement portal, Bonfire. First-time users should consider submitting their proposal early to ensure receipt. Hard copy submissions will be accepted at the City of McKinney, Procurement Services, by mail or hand delivery and shall be marked as follows:

Procurement Services Manager

401 E. Virginia Street McKinney, TX 75069

It is the responsibility of each Respondent to ensure responses are submitted in a timely manner. The City is not responsible for delays in mail delivery or failure of the couriers to deliver responses prior to the expiration of the submission deadline. The City shall not be obligated to reimburse any expenses incurred by any Respondents in preparing their response.

The City cannot guarantee, due to internal mail delivery procedures that any proposal sent via priority mail will be picked up from the post office by City employees and delivered to Procurement Services by the required closing date and time. It is recommended that proposal deliveries be made either in person or via an alternate delivery method ensuring delivery to the physical address. Respondent shall bear full responsibility for ensuring proposal is delivered to the specified location by due date and time.

V. Inquiries and Interpretations:

All questions regarding the meaning or intent of these documents shall be submitted via the “Public Q&A” tab related to the project, on the City’s electronic procurement portal prior to the date and time listed in Section X of the Notice to Respondents. The

27-02RFP Water and Wastewater Parts and Supplies Page 14 of 24

City of McKinney, as it determines necessary for interpretation or clarification, will respond to such questions through written addenda. Formal written addenda will be published and made available through the City’s electronic procurement portal. No other interpretations or clarifications shall have legal effect.

VI. Public Information:

The City considers all information, documentation, and other materials requested to be submitted in response to this solicitation to be of a non-confidential and/or non-proprietary nature and therefore shall be subject to public disclosure under the Texas Public Information Act (Texas Government Code, Chapter 552.001, et seq.) after a contract is awarded.

Respondents are hereby notified that the City strictly adheres to all statutes, court decisions, and opinions of the Texas Attorney General with respect to disclosure of public information.

VII. Respondent’s Acceptance of Evaluation Methodology:

WAIVER OF CLAIMS: Each Respondent by submission of a response to this RFP waives any claims it has or may have against the City and the City’s Representative(s) in this process and their respective employees, officers and elected officials, members, directors and partners, agents and representatives regarding the administration of the RFP process, the RFP evaluation, and the critique and selection of qualified Respondents. Submission of a qualifications statement indicates the Offeror’s and Respondent’s acceptance of the evaluation technique set out in this Request. In this regard, Respondent acknowledges that the selection process and evaluations of responses submitted constitute public information under Texas law and Respondent waives any claim it has or may have regarding any information contained in or derived from such evaluations.

VIII. Respondent’s Commitment:

Respondent understands and agrees that the City has the ability to terminate its selection process at any time, and to reject any and all responses, or any and all submittals, and that the City has made no representation, written or oral, that it will award a contract for these project(s). Furthermore, Respondent recognizes and understands that any cost incurred by the Respondent which arises from Respondent’s submittal of a response to this RFP, or any subsequent submittal to the City’s future RFP, if applicable, shall be the sole responsibility of Respondent.

IX. Respondent’s Eligibility:

Any firms obligated by law to register with the Texas Secretary of State must include their filing number with their proposal. Responses from entities that are required to register and maintain an active right to transact business in Texas but fail to provide a filing number or lack an active right to transact business may be deemed non-responsive and subsequently rejected.

X. Key Events Schedule:

The tentative timeline established by the City for its selection process is:

27-02RFP Water and Wastewater Parts and Supplies Page 15 of 24

Issue RFP: Friday, August 21, 2026, 8:00 a.m. CST Interpretation Deadline: Tuesday, September 1, 2026, 2026, 2:00 p.m. CST RFP Deadline: Thursday, September 10, 2026, 2:00 p.m. CST

This timeline is subject to change by the City.

XI. Insurance Requirements

The successful Respondent will be required to obtain the following insurance:

A. Before commencing work, the vendor shall, at its own expense, procure, pay for and maintain the following insurance written by companies approved by the state of Texas and acceptable to the City of McKinney. The vendor shall furnish certificates of insurance, executed by the insurer or its authorized agent stating coverages, limits, expiration dates and compliance with all applicable required provisions to the City of McKinney Procurement Services Manager. Certificates shall reference the project/contract number and be addressed as follows:

27-02RFP Water and Wastewater Parts and Supplies City of McKinney c/o Procurement Services P O Box 517 McKinney, TX 75070 Or Email to procurement@mckinneytexas.org

1. Commercial General Liability or Garage Liability insurance, including, but not limited to Premises/Operations, Personal & Advertising Injury, Products/Completed Operations, Independent Contractors and Contractual Liability, with minimum limits of $1,000,000 per-occurrence and $2,000,000 general aggregate. Coverage must be written on an occurrence form. The general aggregate shall apply on a per project basis.

2. Workers’ Compensation insurance with Texas statutory limits; and Employer’s Liability coverage with minimum limits for bodily injury: a) by accident, $500,000 each accident, b) by disease, $500,000 per employee with a per policy aggregate of $500,000.

3. Business Automobile Liability insurance covering owned, hired and non-owned vehicles, with a minimum combined single limit of $1,000,000.

B. With reference to the foregoing required insurance, the vendor agrees to the following:

1. A waiver of subrogation in favor of City of McKinney, its officials, employees, and officers shall be contained in the Workers’ Compensation insurance policy.

2. The City of McKinney, its officials, employees and officers shall be covered as additional insureds on the Commercial General Liability and Business Automobile Liability policies.

mailto:procurement@mckinneytexas.org

27-02RFP Water and Wastewater Parts and Supplies Page 16 of 24

3. Policies of insurance shall not be cancelled non-renewed, terminated, or materially changed unless and until thirty (30) days notice has been given to City of McKinney.

C. Insurance limits can be met with a combination of primary and excess/umbrella coverage.

D. All insurance shall be purchased from insurance companies that meet a financial rating of A-VI or better as assigned by A.M. Best Company or equivalent.

E. The vendor shall require any contractors, sub-contractors, and other persons doing business with or for the vendor related to the work to maintain at least the insurance as required, or their liability shall be covered by the vendor.

27-02RFP Water and Wastewater Parts and Supplies Page 17 of 24

MINIMUM REQUIREMENTS

I. INTRODUCTION

The City of McKinney, Texas (“City”) is seeking proposals from qualified vendors (“Respondent”) to submit sealed proposals for establishing an annual contract to provide Water and Wastewater Parts and Supplies. The City reserves the right to make a primary, secondary and tertiary award on this contract.

The estimated annual expenditure for parts and supplies under this contract is approximately $700,000. This estimate is furnished as a guide for preparing the proposal response and should not be construed as representing the actual value of services to be provided under this proposal.

II. SCOPE OF WORK

The City seeks respondents to provide water and wastewater parts and supplies, including equipment, fittings and related components, as described herein. The intent is to establish an annual fixed-price contract on an as-needed basis.

A. GENERAL - The following minimum specifications intend to describe water and wastewater parts and supplies needed by the City of McKinney Water Utilities Maintenance Division and to establish an annual contract for the purchase of these items on an “as needed basis” for the City Water, Wastewater and Meter Services Departments.

Brand names and model numbers, where used, are for descriptive purposes. Respondent shall assume specifications to read “or approved equal or better”. Alternate brands bid shall be named in the submitted proposal. The City retains sole discretion in determining whether the item(s) proposed will be considered “equal” or “better”.

The Bid Table line-item quantities are estimates only and are not a commitment to buy.

However, the City anticipates placing bulk orders for items each fiscal year on an as-needed basis. The Respondent shall have no required minimum count of orders for any items listed in this contract.

B. DELIVERY LOCATION - The City maintains an inventory of parts and supplies at the Water Utilities Maintenance facility located at 1550 South College Street, Building C, McKinney, Texas.

C. DELIVERY TIME – All deliveries will be made to the delivery location during the normal working hours of 7:00 a.m. to 3:30 p.m., Monday through Friday, unless otherwise authorized by the Water and Wastewater Superintendent or their authorized designee.

Delivery time is an important consideration in the evaluation. The number of hours for delivery of all items shall be no more than 24 hours after receipt of order (ARO). For delayed orders past 24 hours ARO, the respondent shall provide the City an explanation of the reason for the delay and delivery time, including steps being taken to correct and minimize the number of days over the required delivery time. Late delivery constitutes a breach of contract and may be considered grounds for termination.

The respondent must specify the percentage discount to be applied if the part is not received by the promised date or after receipt of order (ARO).

27-02RFP Water and Wastewater Parts and Supplies Page 18 of 24

D. STOCKED INVENTORIES MAINTAINED BY VENDOR - Each respondent shall state the percentage of total items listed in the specifications that are maintained as stocked inventory. Stocked inventories maintained by the respondent are an important consideration in evaluating responses. The percentage stated shall be a daily average estimate.

The City reserves the right to visit the warehouse for inventory verification.

E. INCLUSION OF MSRP CATALOG - The Respondent shall submit a complete and up-to-date Manufacturer’s Suggested Retail Price (MSRP) including percentage discount catalog for all products and services included in the proposal. The catalog should reflect the current pricing as published by the manufacturer.

The Respondent must provide a complete and up-to-date Manufacturer’s Suggested Retail Price (MSRP) catalog for all products and services included in the proposal. The catalog should reflect the current pricing as published by the manufacturer.

1. The Respondent must certify that the provided MSRP catalog is accurate and reflects the most recent pricing available at the time of submission.

2. MSRP including percentage (%) discount catalog for all products and services.

3. If selected, the Respondent may be required to update the MSRP catalog periodically to ensure pricing remains current throughout the contract period.

4. Failure to provide an MSRP catalog meeting the specified requirements in Section III.D may result in disqualification or rejection of the proposal.

F. PARTS REQUIREMENTS:

1. Brass part requirements:

• All brass parts shall be AY Macdonald, or Mueller brand or approved equal by Water or Wastewater Superintendent or designee.

• All brass parts and related items must meet AWWA C800 specifications.

• All brass, including the ball in contact with potable water shall be heavy wall design made of no lead material as defined in section 4 of current AWWA C800 specifications.

• Threading and tolerance shall be in accordance with the latest revisions of AWWA C800 specifications.

• All ball valves, couplings, and adapters shall be pressure-rated for 300 PSI.

• Ball valves shall be supplied with blowout-proof stainless steel stems with double SBR, NBR, or EPDM O-ring stem seals.

• Stem and cap assembly shall be a two-piece design and shall withstand minimum of 200 ftp of torque.

• Ball seats shall be made with unfilled Teflon for resilience and minimum friction.

• Ball shall be uncoated lead-free cast brass design.

• All ball valves will be factory tested in the open and closed position.

• All waterworks fittings and ball valves shall be guaranteed for a minimum of 40 years against factory defects.

27-02RFP Water and Wastewater Parts and Supplies Page 19 of 24

• All fittings shall have a lifetime guarantee against lead leachate from the casting.

• “Washed” brass will not be acceptable.

BRASS ABBREVIATIONS

• IP – Iron Pipe Thread

• COMP – Compression Nut

• FIP – Female Iron Pipe

• MIP – Male Iron Pipe

• MN – Meter Nut

• FLR – Flared

• CC - AWWA Taper Thread

• NPT – National Pipe Thread

• MNPT – Male National Pipe Thread

2. Fire hydrant requirements:

• Fire hydrants shall be M & H Hydrant, Clow, EJ or Mueller brand.

• Fire hydrants shall meet or exceed ANSI/AWWA C503 specifications.

• Fire Hydrants shall be painted at the factory according to the City of McKinney

Standard Details (Tnemec Series 2H-11SF Chrome Aluminum for the barrel and Tnemec Series 43-36 Safety Blue for the bonnet and nozzles).

• Fire Hydrants shall be UL/ULC listed and Factory Mutual (FM) approved.

• Fire Hydrants shall be covered by a manufacturer’s 10-year limited warranty and a 10-year unconditional warranty on the main valve.

3. Epoxy coated tapping saddles shall be double band (202NS) where available, also stainless steel bands in all sizes.

4. Poly pipe shall be rated SDR9 and Enduro Pure brand or approved equal by Water or Wastewater Superintendent or designee.

5. MJ valves shall be Mueller, Waterous, Clow, EJ or M&H valves brand or approved equal by Water or Wastewater Superintendent or designee.

6. Mega lugs shall be EBBA brand or approved equal by Water or Wastewater Superintendent or designee

7. Full circle pipe repair clamp shall be Romac brand, Smith Blair brand, or approved equal by Water or Wastewater Superintendent or designee. Clamps shall be stainless steel full circle clamps with correct labeling on the clamp and box for identification. The lugs shall be ductile iron, epoxy coated, and gridded. Bolts and nuts shall be high strength low alloy steel track head. Gasket material shall be of virgin SBR rubber compounded for water and sewer service.

8. Wide Range couplings shall be Hymax, Smith Blair or Romac or approved equal by Water or Wastewater Superintendent or designee.

9. Shear guards shall be Fernco Strong Back RC 1000 Series and RC 5000 Series.

27-02RFP Water and Wastewater Parts and Supplies Page 20 of 24

10. The City prefers all items specified and related to this bid be manufactured and made in the United States. If parts are not manufactured and made in the United States, specify in the Brand column of the Bid Table for each item.

11. All items that are included in this proposal shall confirm and meet all AWWA or ASTM testing requirements where applicable.

12. The City does not have a current list of existing vendor part numbers. However, the respondent must provide brand name and model numbers for each line item.

13. The respondent must provide a copy of the MSRP pricing including percentage (%) discount catalog for each brand name being used.

A. INVOICE REQUIREMENTS

All invoices shall include the bid table line item # correlated to the part being ordered.

Miscellaneous line items (non-contract items) must identify the MSRP pricing and the percentage discount to show the invoice pricing.

III. PROPOSAL REQUIREMENTS

The City encourages all responses to be submitted electronically on the City’s electronic procurement portal, Bonfire. However, the City will also accept paper proposals. All proposals, electronic and paper, must be received by the due date and time at the location specified in the Notice to Respondents. All paper proposals must be submitted with one

(1) original and one (1) electronic copy of all response documents on a USB in PDF format.

The proposal shall be divided into tabbed and/or marked sections and shall include, but not limited to, information for the following items:

A. Company Qualifications, Experience, and Reputation

Define the overall structure of your company to include:

• A brief descriptive background of the company’s history

• Principal business location

• Brief resume of project staff

• Length of time selling proposed product described in this document.

• Any legal action filed during the past 5 years

References

• Please list a minimum of three (3) references, other than the City of McKinney, who can verify your performance as a vendor. References shall be from customers for whom your company has provided the same goods and/or services in similar size and scope as the City needs specified in this bid request within the past three to five (3-5) years. Inaccurate, obsolete, or negative responses from the listed references may result in the rejection of your submittal. References will be checked by the City.

Include:

• Company Name

• Point of Contact & Title

27-02RFP Water and Wastewater Parts and Supplies Page 21 of 24

• Phone Number and Email Address

• Dates of Service of Products Provided

• Anticipated Annual Spend

Please include a statement of any past performance/experience with the City of McKinney, if any

B. Business Compliance Requirements

Please provide and define the following requirements.

• Identify the number and locations of your company’s stores and/or warehouses located within a two (2)-hour drive of the City of McKinney that maintain stocked inventory of the parts included on the Bid Tab.

• Provide your company’s normal business hours and standard delivery response time for parts requested by the City, measured from the time the order is received (after receipt of order – ARO).

• Describe your company’s delivery capabilities and plan for delivering parts to City of McKinney facilities and worksites during normal business hours. Include the number of delivery personnel available, delivery vehicles/resources, delivery areas, and any limitations that may affect your ability to meet the City's delivery requirements.

• State your company’s response time for after-hours requests when the City requires access to your store or warehouse to obtain parts.

• State your company’s response time for after-hours delivery of parts to a City facility or worksite when unforeseen parts are required for an emergency project.

• Describe your company’s after-hours ordering and delivery process, including the method for contacting your company, hours of availability, and any additional fees or charges associated with after-hours service.

• State the percentage of the total number of parts listed on the Bid Tab that your company maintains as stocked inventory at its stores and/or warehouses. The City reserves the right to verify stocked inventory during the term of the contract.

• State your company’s turnaround time for requests for price quotes.

• State your company’s standard turnaround time for correcting and resubmitting invoices when discrepancies are identified by the City, including, but not limited to, incorrect part numbers, contract line-item numbers, quantities, unit pricing, or other billing errors.

• The respondent must specify the percentage discount to be applied if the part is not received by the promised date or after receipt of order (ARO).

C. MSRP Catalog Pricing

27-02RFP Water and Wastewater Parts and Supplies Page 22 of 24

The Respondent shall submit a current Manufacturer’s Suggested Retail Price (MSRP) catalog or price list for the products and services being offered under this solicitation, along with the percentage discount offered from the manufacturer’s published MSRP/list price.

The catalog or price list must reflect the manufacturer’s current published pricing in effect at the time of the proposal submission.

1. MSRP Catalog Format The MSRP catalog or price list must be submitted in one of the following formats:

• Digital Format: Excel, PDF, or another commonly accessible electronic format.

• Web-Based Access: If the manufacturer’s catalog or pricing is available online, provide a direct URL and any necessary login credentials or instructions required to access the information.

• Printed Format: The City may request a hard copy of the applicable MSRP catalog or price list during the term of the contract.

2. Required Pricing Information The MSRP catalog or price list must include, at a minimum, the following information for each product or…