6-Water Meter Hardware 2026 ITB 26-3562.pdf

BIDDING AND CONTRACT DOCUMENTS

Water Meter Hardware 2026 Solicitation No. 26-3562

City of Bend 710 NW Wall Street, Bend, Oregon 97703

Bid Closing / Opening: June 2, 2026, 2:00 p.m.

TABLE OF CONTENTS

Bidding and Contract Documents

Invitation to Bid

Exhibit A - Scope of Work

Exhibit B – Bid Submittal Forms ................................................................ (see Portal) Exhibit B-1 – Bid Table Exhibit B-2 – Bid Submittal Responsive Form Exhibit B-3 – Addenda Certification Exhibit B-4 – Statement of Assurances & Certifications

Exhibit C – Purchase Order Terms .......................................................... (see Portal)

Exhibit D – Meter Specifications .............................................................. (see Portal)

CITY OF BEND

INVITATION TO BID

The City of Bend (“City”) invites Sealed Bids for Water Meter related equipment including double check valve assemblies (DCVA), hoops, meter adapters, water meters, fire hydrant meters, compression couplings, and wrenches that will be used within the City’s water system. Award may be made to multiple bidders by item, category, or entire schedule upon the City’s determination that it is in the public interest to do so.

Detailed information regarding the goods/services to be provided can be found in Exhibit A – Scope of Work.

The deadline for submitting Bids is: June 2, 2026, 2:00 p.m. (“Closing”). One copy shall be submitted in electronic form through the City of Bend’s eProcurement Portal (“Portal”).

The City’s Portal can be found at https://bendoregon.bonfirehub.com. If technical assistance is needed, please contact Euna at 1-844-226-3862 (EUNA), email support.bonfire@eunasolutions.com or visit Euna’s help forum at (https://customer.eunasolutions.com/public/s/). Bids received after Closing will not be given further consideration. Bidders are encouraged to allow extra time to ensure bids are uploaded by Closing as this can be impacted by Bidder’s bandwidth speed. Please reference the section for the Issuing Officer for additional questions.

Sealed bids will be received online as instructed on the Portal. Bids may also be submitted to the City, via mail, or in person, by contacting the Issuing Officer no later than two business days prior to bid opening to make arrangements ahead of time for an in-person submission. Hard copies will not be accepted unless the Bidder has made arrangements ahead of time. If a hard copy of the Bid is submitted without prior coordination with the Issuing Officer, the Bid will be returned (unopened) to the Bidder without consideration.

No faxed or emailed submissions will be accepted.

Bids will be opened and read immediately after Closing. Bidders may attend the Bid Opening at the following link:

Join: https://teams.microsoft.com/meet/219745992757455?p=K4FxvaRJYLNJwxBbaS Meeting ID: 219 745 992 757 455 Passcode: F6FA3df9

The ITB documents are available for download on the Portal. In order to download and respond to posted solicitations. Bidders will need to register as a vendor. Once registered, follow the instructions to download the documents:

https://bendoregon.bonfirehub.com/ mailto:support.bonfire@eunasolutions.com https://customer.eunasolutions.com/public/s/ https://teams.microsoft.com/meet/219745992757455?p=K4FxvaRJYLNJwxBbaS

1) Log in to the Portal.

2) Under “Action” column of “Open Public Opportunities” page, click on “View Opportunity” next to Project.

3) Scroll down to “Supporting Documentation” section to download documents.

Bids will only be considered if:

• All Bid submittal forms are completed, signed and submitted prior to deadline.

• The Bid includes a certification of nondiscrimination in obtaining subcontracts in compliance with ORS 279A.110(4) (included in Exhibit B-4).

Each Bid must identify whether the Bidder is a Resident Bidder as defined in ORS 279A.120 (see Exhibit B-4).

The City may reject any Bid not in compliance with all prescribed Public Contracting procedures and requirements, and may reject for good cause all Offers after finding that doing so is in the public interest.

DETAILED INFORMATION

Bid Submittal Forms:

Bids must be submitted via the Bid Table. All Bid submittal forms listed below must be completed, signed, and submitted. Any changes must be initialed. Any section that a Bidder believes is not applicable may be marked as “NA.” Bid submittal forms include:

Exhibit B-1 – Bid Table.

Exhibit B-2 – Bid Submittal Responsive Form.

Exhibit B-3 – Addenda Certifications.

Exhibit B-4 – Statement of Assurances & Certifications.

Project Completion Date:

Anticipated City Council Award Date: July 15, 2026

Anticipated Notice to Proceed: Purchase Order issued after July 16, 2025

Addenda:

Only documents issued as Addenda by the City of Bend serve to change the ITB in any way. No other direction received by the Bidder, written or verbal, serves to change the ITB document. Note: If you intend to submit a Bid, the Bidder should consult the Portal to ensure that you have not missed any Addenda announcements. Bidders are required to acknowledge receipt of Addenda on the

Bid Submittal Form. Failure to acknowledge receipt of all posted Addenda will render the Bid non-responsive and the Bid will be rejected.

Bid Prices to Cover Entire Work Including Delivery:

Packing and transportation expenses are the responsibility of the offeror. All bid prices shall be F.O.B. destination and shall include all storage, shipping, and all delivery costs to City of Bend, Public Works Boyd Acres Facility at 21051 NE Talus Place, Bend, Oregon 97701.

Warranty and Product Literature:

Bidders shall include complete manufacturer’s technical and descriptive literature and warranty information regarding the material they propose to provide.

Literature shall be sufficient in detail to allow full and fair evaluation of the offer submitted. Failure to include this information may result in the bid being rejected.

For the warranty, include the length of time, covered components, repair site (city or contractor site) and availability of parts and service not covered under the warranty. If an extended warranty is available, include details of the extended warranty.

Conformance to Bid Specifications and Requirements:

Manufacturer names and part numbers are used for the purpose of describing needs and establishing general quality levels. Such references are not intended to be restrictive. Bidders are encouraged to submit requests to approve products “as equal” as early as possible in the solicitation process. The City is entitled to determine upon any reasonable basis what constitutes a product that is equal or superior to the product specified, and any such determination is final.

Approved Equal:

If the bid invitation indicates "domestic approved equal" products are acceptable, the seller may offer an "equal" product as an alternate bid. All bids must identify the manufacturer, brand, model, etc. of item offered if not as identified on Bid Schedule. Approved Equal brands may be allowed where indicated. To bid on Approved Equal items rather than any brand specified, the bidder must supply a complete description and sufficient data for the City to properly analyze the product being bid. Samples may be requested for items other than “approved brands”. These “Pre-approved Equal” brands must be submitted to the Issuing Officer 7 (seven) days prior to the deadline for submitting bids. City reserves the right to reject any proposed equal submitted if the City does not have sufficient information to deem the product as an Approved Equal.

Completion/Delivery Date:

Delivery shall be made in quantities as close to full order as possible. City to be notified by Vendor if delivery will be less than the complete order. City prefers orders to be fulfilled within 45 calendar days. Order fulfillment shall not exceed 60 calendar days after receipt of purchase order unless approved by the City of Bend Project Manager listed on this project.

Request for Clarification or Change; Protests:

Not less than 10 days prior to Closing, prospective Bidders may submit in writing to the Issuing Officer (1) requests for clarification of the solicitation documents, (2) requests for changes to the specifications or contract terms and conditions, or (3) protests of the specifications or contract terms and conditions.

In the event Addenda are issued, unless a different deadline is set forth in the Addendum, a prospective Bidder may submit a written request for change or protest to the Addendum by the close of the City’s next business day after issuance of the Addendum, or up to the last day to submit a request for clarification or change or protest, whichever date is later.

Requests for clarification, requests for changes, or solicitation protests must be submitted in accordance with OAR 137-049-0260 or OAR 137-049-0250, as applicable.

Protests of Notice of Intent to Award must be in writing and received within seven calendar days of the issuance of the Notice of Intent to Award. Protests must be delivered to Issuing Officer in accordance with OAR 137-049-0450.

Public Record and Property of the City:

With the exception of Bids that are withdrawn prior to the Bid due date or Bids submitted past the Bid due date, all information submitted by a Bidder in response to this ITB shall become the property of the City and will not be returned to the Bidder. All copies of properly-withdrawn or late Bids will be returned to the Bidder unopened.

All documents received by the City are subject to public disclosure after the City issues a notice of intent to award a contract. Information deemed by the Bidder as exempt under Oregon’s public records law as a trade secret under ORS 192.345 or as a confidential submission under ORS 192.355 should be clearly marked by the proposer as “Trade Secrets” or “Submitted in Confidence”. Marked pages or line items should be placed in a group separate from the remainder of the Bid. The City will make an independent determination regarding exemptions applicable to information that has been properly marked and segregated. Bidders should not mark the entirety of their Bid as confidential. Such identification will not be considered. The City will attempt to maintain the confidentiality of materials clearly marked “Trade Secrets” or “Confidential Submission” to the extent allowable under Oregon public records law.

Recycled Products:

Contractor must endeavor to use recycled products wherever reasonably feasible, taking into account integrity of the Project and cost.

Withdrawal of Bids:

A Bidder may withdraw its Bid, without prejudice, electronically through the Portal prior to the Bid closing date and time. The withdrawal of a Bid does not prejudice the right of a Bidder to submit another Bid within the time set for receipt of Bids.

Multiple Bids:

If a party submits more than one Bid, directly or indirectly, all Bids from that party shall be rejected. A withdrawn Bid does not count as a Bid for purposes of this Section.

Contract Award:

The Contract will be awarded to the lowest responsible bidder(s) as soon as practicable after the Bids are due. The City reserves the right to waive any minor mistakes or informalities in Bids at City’s discretion. In the event a protest is made, the City will not enter into a written contract until the protest is resolved.

Bid is An Offer:

The Bid is an offer to perform the Work on the stated terms and must be kept open for 90 days after Bid submission.

Unit Price and Lump Sum Bid:

Unit prices and lump sum price items for materials/equipment shall F.O.B.

destination and shall include all storage, shipping, and all delivery costs.

Invoices/billings will be processed only for those units that are received.

Controlled Substances Testing Requirements:

To comply with Federal Law, all Contractors whose employees are required to have a Commercial Driver’s License (CDL) must comply with Department of Transportation Controlled Substance and Alcohol Program and testing rules.

Environmental and Natural Resources Laws:

Federal, State and local agencies have enacted ordinances, rules or regulations dealing with the prevention of environmental pollution and the preservation of natural resources that may affect the performance of the contract. The successful Bidder must comply with all regulations.

Contract:

The City will issue a Purchase Order which will incorporate the terms and conditions from this bid document, as well as the bid response. City of Bend Purchase Order Terms and Conditions are included as Exhibit C. The Bidder must certify they accept all the terms and conditions contained herein. Any exception to the Contract terms provided as Exhibit C should be included with Exhibit B-4 – Statement of Assurances & Certifications.

Disadvantaged Businesses:

Minority, Women Owned, Emerging Small and Veteran Owned businesses are encouraged to submit a Bid. Bidders are encouraged to involve participation of small, minority, women and veteran owned business enterprises. A Directory is available from the Certification Office for Business Inclusion and Diversity (COBID) web site at: http://www.oregon4biz.com/How-We-Can-Help/COBID/, or by telephone, 503-986-0123.

Issuing Officer:

The following individual is the “Issuing Officer” for this Invitation to Bid (“ITB”) and the point of contact for the City for all process and contract questions, requests, and protests:

Michelle Elpi-Trainor City of Bend Senior Procurement Analyst 710 NW Wall Street, 2nd Floor Bend, Oregon 97703

541-317-3019 melpi-trainor@bendoregon.gov

Project Manager:

The Project Manager for this project is: Brandon Follose. Any questions regarding this ITB should be submitted to the Issuing Officer via the City’s Portal.

http://www.oregon4biz.com/How-We-Can-Help/COBID/ mailto:melpi-trainor@bendoregon.gov

EXHIBIT A

SCOPE OF WORK

The City of Bend (“City”) invites Sealed Bids for Water Meter related equipment including double check valve assemblies (DCVA), hoops, meter adapters, water meters, fire hydrant meters, compression couplings, and wrenches that will be used within the City’s water system. Award may be made to multiple bidders by item, category, or entire schedule upon the City’s determination that it is in the public interest to do so.

Bidding Details and Specifications

Award may be made to multiple bidders by item, category, or entire schedule upon the City’s determination that it is in the public interest to do so. In case of conflict between the unit price and the corresponding extended amount, the unit price shall govern, and the City may make arithmetic corrections on extension amounts.

The price offered must be inclusive of taxes and fees. Packing, transportation, and delivery expenses are the responsibility of the offeror. City shall have the option to purchase additional quantities of meters and parts at the bid price for an additional 180 days after initial purchase order if agreed to by both parties.

Domestic approved equal products will be considered. The seller may offer an "equal" product as an alternate bid. Requests for approved equal products shall be submitted at least seven days prior to the deadline for submitting bids. All bids must identify the manufacturer, brand, model, etc. of item offered if not as identified on Bid Schedule.

Approved Equal brands may be allowed where indicated. To bid on Approved Equal items rather than any brand specified, the bidder must supply a complete description and sufficient data for the City to properly analyze the product being bid. Samples may be requested for items other than “approved brands”. City reserves the right to reject any proposed equal submitted if the City does not have sufficient information to deem the product as an Approved Equal.