Approved_Equal_&_Product_Substitution_Procedures.pdf

City of Edinburg

100 HP Wastewater Treatment Plant Headworks Raw Wastewater Pump

APPROVED EQUAL & PRODUCT SUBSTITUTION PROCEDURES

PART 1 – GENERAL

1.1 SECTION INCLUDES

A. General requirements applicable to substitutions of materials, products, equipment and systems. The “or equal” term in the technical specifications is considered a substitution and will require the vendor to make the substitution request.

1.2 RELATED DOCUMENTS

A. Construction Drawings, Technical Specifications, and Addenda

1.3 SUBSTITUTION OF MATERIALS AND EQUIPMENT

A. Substitutions, General: Catalog numbers and specific brands or trade names are used in materials, products, equipment and systems required by the Specifications to establish the standards of quality, utility and appearance required. Alternative products which are of equal quality and of required characteristics for the purpose intended may be proposed for use, but are subject to the following provisions:

1. The vendor must make the substitution request following all procedures indicated herein.

2. Request for approval of a substitution during the bidding phase must be made 14 calendar days prior to bid opening and if approved will be added to the identified specification by Addendum at least two business days prior to the bid opening.

B. Substitution Provisions:

1. All requests for substitution shall be by separate written request from the vendor.

2. Cost and Time Considerations: Substitutions will not be considered unless a net reduction in Contract Sum or Time results to Owner's benefit, including redesign costs, life cycle costs, changes in related Work and overall performance of the facility.

3. Modifications: Substitutions will not be considered if acceptance will require substantial modifications to the existing wet well. Any modifications to the existing wet well will have to be engineered and such fees will be at the vendor’s expense.

4. Data: It shall be the responsibility of the vendor to provide adequate data demonstrating the merits of the proposed substitution, including cost data and information regarding changes in related Work.

5. Determination by Owner (City) Representative: Owner (City) Representative will determine the acceptability of proposed substitutions, and will notify the vendor in writing of acceptance or rejection. The determination by the Owner (City) Representative regarding functional performance and operational quality shall be final.

6. Non-Acceptance: If a proposed substitution is not accepted, vendor shall immediately provide the specified product.

7. Substitution Limitation: Only one request for substitution will be considered for each product.

1.4 PRODUCT SUBSTITUTION PROCEEDURES

A. Request for Substitution Procedures: Comply with the following.

1. Vendor shall prepare a request for substitution and submit the request to the

Owner (City) Representative for review and recommendation for acceptance or denial 14 calendar days prior to bid opening. Approval or denial of the requested substitutions shall be by the Owner (City) Representative. Should a substitution request be approved, an Addendum will be issued notifying all bidders.

a. A form for requesting a substitution will be provided by the Owner (City)

Representative upon request by the vendor.

b. Submit all documentation and components required by this specification section as well as the specification section for which the substitution is requested. The vendor shall submit to the Owner (City) Representative a minimum of two hard copies or submit a single electronic copy of all submittal components that are appropriately bookmarked.

2. Substitution requests shall include complete product data, including drawings and descriptions of products, fabrication details and installation procedures. Include samples where applicable or requested.

3. Substitution requests shall include appropriate product data for the specified product(s) of the specified manufacturer, suitable for use in comparison of characteristics of products.

a. Include a written, point-by-point comparison of characteristics of the proposed substitute product with those of the specified product.

b. Include a detailed description, in written or graphic form as appropriate, indicating all changes or modifications needed to other elements of the Work and necessary to accommodate the proposed substitution including all design revisions, materials and construction changes and any and all work by others that will be necessary if the proposed substitution is accepted.

4. Substitution requests shall include a statement indicating the substitution's effect on the delivery time and on completion of portions of the Work for use by the Owner.

5. Except as otherwise specified, substitution requests shall include detailed cost data, including a proposal for the net change, if any, in the Contract Sum.

6. Substitution requests shall include signed certification that the vendor has reviewed the proposed substitution and has determined that the substitution, in combination with the cost or time savings, represents an equivalent or superior condition in every respect to product requirements and value indicated or specified in the pump specifications, and that the substitution is suited for and can perform the purpose or application of the specified product indicated or specified in the pump specifications.

7. If, in the opinion of the Owner (City) Representative, the substitution request is incomplete or has insufficient data to enable a full and thorough review of the intended substitution, the substitution may be summarily refused and determined to be unacceptable.

PART 2 - PRODUCTS

Not Used

PART 3 – EXECUTION

Not Used

END OF SECTION