B2727577 Pump Repair Parts.pdf

Pump Repair Parts

B2727577

Issued by: City of Philadelphia Procurement Department

Required by: Citywide

Pre-Bid Meeting: N/A

Bid Opening Date: Wednesday, October 28, 2026

Bid Opening Time: 10:30 AM Philadelphia Local Time

Location for Bid Opening: Held via Video Conference

Buyer: Chen Huang

Quotations must be submitted through PHLContracts no later than the above cited bid opening date and time.

Bid Questions

All questions concerning this Invitation and Bid (I&B) Solicitation, including specifications and conditions, must be presented through PHLContracts within the prescribed time stipulated in the

I&B’s Questions Tab.

Bidder agrees to comply with all conditions of this bid.

Invitation and Bid

Ronald Hovey

Procurement Commissioner

City of Philadelphia

Procurement Department

Philadelphia, PA 19102-1685

B2727577: Pump Repair Parts

Rev. August 2026 Page 2

Table of Contents

Section 1 General Bid Submission

1.1 Title

1.2 Contract Term:

1.3 Contract Type

1.4 Methodology of Acquisition:

1.5 Statement of Direction

1.6 Quotation Information

1.7 Bid Security

1.8 Bid Information

1.9 Bid Submission

1.10 Seller Qualification

1.11 Virtual Pre-Bid/Pre-Proposal Meeting

1.12 Site Inspection

Section 2 Specifications

2.1 ……………………………………………………………………………………………………………………………………………………………………………13

2.2 ……………………………………………………………………………………………………………………………………………………………………………13

2.3 ……………………………………………………………………………………………………………………………………………………………………………13

2.4 Pricing

2.5 Warranty

2.6 Delivery

Section 3 Bid Evaluation and Award

3.1 Bid Evaluation

3.2 Evaluation and Award

Section 4 Contract Management

4.1 City of Philadelphia Responsibility

4.2 Vendor Responsibility

4.3 Price Increase or Decrease:

4.4 Vendor Acceptances:

Section 5 Pricing

Appendix A – Small & Local Business Plan

Appendix 1 – Participation Range Memo

Appendix 2 – Solicitation & Participation Form

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Section 1 General Bid Submission

1.1 Title

Pump Repair Parts

Schedule Number: 200

1.2 Contract Term: Date of award through twelve (12) months (“Initial Term”), with an option to renew for up to four (4) additional one (1) year periods, (“the Renewal Term”) exercisable, at the City’s sole discretion, as of the expiration of the Initial Term or the current Renewal term.

The City may, at its sole discretion, renew the contract for up to three (3) months at the beginning of each renewal period(s) (the “Additional Performance Period”), if a decision has been made not to renew the contract for an entire year. Further, the City may, at its sole discretion renew the contract for up to three (3) months after all renewal periods have expired, in order to prevent a lapse in coverage until a new contract is in place.

1.2.1 The City shall exercise such sole option to renew the Contract Term by issuing a change order

“Renewal Notice” through www.phlcontracts.phila.gov (“PHLContracts”) notifying the successful seller that the Contract is renewed for the Renewal Term or Additional Performance

Period (identified by commencement and termination dates) that is specified in the Renewal

Notice. The Contract shall be deemed to be renewed for such Renewal Term or Additional

Performance Period, and successful seller shall be obligated to perform all terms and conditions of the Contract throughout such Renewal Term or Additional Performance Period, as of the effective date indicated on the City's Renewal Notice, whether or not successful seller has agreed, verbally or in writing, to such renewal of the Contract term.

1.2.2 If an individual Performance Bond and/or Payment Bond is required under this Invitation and

Bid, such bond(s) shall be and remain in full force and effect throughout the Initial Term, all

Renewal Terms, any Additional Performance Period, and the period of any unexpired warranty provided or required under the Contract, without notice of Contract renewal by the City to the surety or the consent of the surety thereto. It is the sole responsibility of the successful bidder to ensure that such bond(s) remain in full force and effect as provided in this Section, and failure to do so shall be an event of default pursuant to Paragraph 19, Default and Termination, of the attached SS&E Terms and Conditions of Bidding and Contract.

http://www.phlcontracts.phila.gov/

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1.3 Contract Type

1.3.1 Requirements Contract

The following items are required as ordered. Exact quantities cannot now be determined but estimates thereof are listed herein.

Quantities listed may be increased or decreased to meet the requirements of the City during the period of this contract. A minimum is not guaranteed. Purchase orders issued as a result of this bid will be for materials or services to be delivered generally on an as-needed basis. Successful seller(s) are cautioned not to deliver any materials or services without first being advised to do so by the ordering agency through a purchase order or other authorized document from the

Procurement Department.

1.3.2 It is the intent of the Procurement Department to make an award for the period as stated above subject to the appropriation of funds in the succeeding fiscal year(s) by City Council. The City’s fiscal year is from July 1st to June 30th, inclusive.

Materials or services to be ordered after the end of the fiscal year are subject to the issuance of purchase orders for the following fiscal years. The City is not liable for the award involving following fiscal years' funds until such orders are issued.

The obligation to deliver on such purchase orders shall not take effect until the orders are issued.

To simplify the contract procedure, however, the successful seller(s) will be required to furnish an Individual Performance Bond or Performance Security Fee to cover units awarded to them.

1.4 Methodology of Acquisition: Purchase only.

1.5 Statement of Direction

It is the intent of the City of Philadelphia to make an award for Pump Repair Parts for the various

City agencies and departments specified herein during the contract period.

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1.6 Quotation Information

1.6.1 All information concerning this quote will be contained in this response document as issued or amended.

1.6.2 Information provided verbally by any City official shall not be binding, relevant, or in any way considered to be a commitment by the City. The City will provide, in writing, any clarifications, changes, and/or other information deemed to be necessary.

1.6.3 Any questions or concerns about this Bid Solicitation should be directed to the Procurement employee listed on the cover letter. Please address all questions to him/her prior to returning the document, so all questions may be addressed and answered.

1.6.4 Estimated expenditures for contract period: $688,400

1.7 Bid Security

In order to be eligible to sell Services, Supplies and Equipment, all vendors must be enrolled in the City's Annual Bid Security Program. The program covers the City’s fiscal year from July 1, 2026 – June 30, 2027. All sellers must pay the non-refundable Annual Bid Security Program fee of one hundred dollars ($100.00). The fee must be paid through the Revenue Department payment center at: https://www.phila.gov/make-a-payment/

Completed application should be submitted to: PHLcontracts@phila.gov

The fee should be submitted, under separate cover, to the attention of “FY27 Annual Bid

Security Program” prior to the first opening date that the seller wants to submit a quote and be covered under the program. Enrollment and payment of the Annual Bid Security Program must be completed in order to be eligible for award in accordance with Paragraph 2 of the

“Services, Supplies, and Equipment (SS&E) Terms and Conditions of Bidding and

Contract”.

Fees can be paid by:

(a) Electronic check

(b) Credit or debit card, incurring an additional $2.25 processing fee

Please upload or note the payment confirmation to your bid response.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.phila.gov%2Fmake-a-payment%2F&data=05%7C02%7CKameron.Stopfer%40Phila.gov%7C150c9806ee114cffb9a708de4d5f36f7%7C2046864f68ea497daf34a6629a6cd700%7C0%7C0%7C639033268513588874%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=QywNmjsSiH8HyMf5n0TRh3F2dt2W7jg7q8mEoNf3PtQ%3D&reserved=0 mailto:PHLcontracts@phila.gov

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1.8 Bid Information

1.8.1 All information related to this bid will be contained in the Bid Solicitation as issued or amended in PHLContracts.

1.8.2 Information provided verbally by any City official shall not be binding, relevant, or in any way considered to be a commitment by the City. The City will provide, in writing, any clarifications, changes, and/or other information deemed to be necessary.

1.9 Bid Submission

1.9.1 All quotes submitted to the City of Philadelphia must adhere to all bid submission requirements.

It is the seller's responsibility to ensure all bid submission requirements are met. Failure to adhere to these instructions may result in the quote being disqualified.

1.9.2 All quotes must be electronically submitted to PHLContracts by a seller with legal authority to bind the seller's Company as that authority is more fully described in the “Consent and

Authorization Agreement,” which Company has completed, signed and submitted to the City at the time of vendor registration or as an attachment to the first submitted quote; in no event will the City accept a quote from seller unless City has received a duly completed and signed Consent and Authorization Agreement by the time of bid opening. The Contract shall not be legally binding upon the City of Philadelphia unless and until it is executed in accordance with

Paragraph 13 of the attached Terms and Conditions.

1.9.3 Quotes to advertised sealed bids shall be submitted through PHLContracts and opened publicly at 10:30 AM Philadelphia local time via online video conference on the bid opening date.

1.9.4 Sellers must submit their electronic quote to the City of Philadelphia through PHLContracts no later than 10:30 AM on the date that the bid opens.

1.9.5 It is the seller's responsibility to ensure that the quote is submitted in a timely manner prior to the bid opening date and time in accordance with Paragraph 1 of attached Terms and Conditions. All quotes must be submitted electronically to the correct bid opportunity established for this Bid, through the PHLContracts online application process at: www.phlcontracts.phila.gov. Sellers who have failed to file complete applications through the PHLContracts online application process will not be considered for the contract. Be advised that the unavailability of timely help through our Customer Service will not extend an advertised deadline for electronic submission http://www.phlcontracts.phila.gov/

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1.9.6 Seller's quote should be complete and include all information required as described in the various sections of the bid solicitation, including but not limited to, specifications, Terms and

Conditions of Bidding and Contract, pricing, and all amendments. All pricing must be completed as specified in the bid solicitation. Every submitted quote the seller must fully accept the terms and conditions contained in the bid solicitation. Failure to accept all of the terms and conditions is a matter of responsiveness in accordance with Paragraph 8 of the attached Terms and

Conditions.

1.9.7 By submitting a quote, Seller certifies that the contents of its quote were thoroughly reviewed by a human subject matter expert for accuracy and completeness, including any material that may have been created using generative artificial intelligence software or services (AI). Each Seller agrees that, notwithstanding any authorized or unauthorized use of AI by Seller or its employees or agents, Seller is responsible for the accuracy and completeness of its quote.

1.9.8 Processing Fee

In addition to enrollment in the City's Annual Bid Security Program, sellers must pay, for each submitted quote, a non-refundable Bid Processing Fee of $25.00. Sellers can pay this fee electronically through the Revenue Department payment center at:

https://www.phila.gov/make-a-payment/

Receipt of payment must be uploaded to the quote on PHLContracts.

Failure to submit the bid processing fee may result in the seller's disqualification from bidding.

In addition, if an award is made pursuant to the Bid Solicitation, any unpaid processing fees owed by the seller to the City must be paid prior to the City's release of any payments to the seller under the Contract.

1.9.9 Small & Local Business Plan

Under the authority of Executive Order No. 06-25, the City of Philadelphia Office of Economic

Opportunity (“OEO”) has established a policy relating to the participation of small and local businesses in City contracts. Participation goals are based upon the availability of small and local businesses for the scope of work identified in this bid. the total dollar value of this bid, and an assessment of past performance of similar work.

https://www.phila.gov/make-a-payment/

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The Small & Local Business Plan (“SLBP”), attached as Appendix A, outlines the City’s requirements for the participation of Small Business Enterprises (“SBE”) and/or Local Business

Entities (“LBE”) on this bid. Participation ranges for SBE and LBE for this bid are set out in

Appendix 1: Participation Range Memo.

Seller must complete Appendix 2: Solicitation & Participation Form (“S&P Form”) to document all solicitations and commitments made by seller. A completed S&P Form must be included in the submission of the quote in response to this bid regardless of whether commitments resulted.

Demographic data is collected by the City in furtherance of the objectives of Executive Order No.

06-25 and to ensure that City funds are not used, directly or indirectly, to promote, reinforce or perpetuate prohibitive practices in the solicitation, negotiation, or execution of City contracts. The provision of demographic data pursuant to this subsection will not affect Respondent's current or future access to contract opportunities.

For further clarification of OEO’s Small Business Program or for assistance in completing forms, call (215) 683-2071 or email at oeophila@phila.gov

1.9.10 Local Bidding Preference

In accordance with Chapter 17-109 of The Philadelphia Code relating to Local Bidding

Preferences this bid may be subject to a local bid preference1. In order to determine eligibility to receive the preference, if applicable, the seller must be certified as a Local Business Entity

(“LBE”) at the time of the bid opening.

Further, through submission of a quote in response to this bid, seller makes the following certification in connection with the grant of any local bidding preference which certification is incorporated into any contract resulting from this bid:

“Throughout the entirety of the contract, my company or my LBE certified subcontractor(s)2 will perform the majority of any work on the subject contract within the

1 For applicable bids of One Million Dollars or less, the preference is ten percent (10%); for all other applicable bids the preference is five percent (5%).

2 If the Seller relies upon LBE subcontractor(s) to perform the majority of the work and maintain the majority of the inventory or equipment within the City, the subcontractor(s)’ LBE Certification Number and most recent annual affidavit of continuing eligibility must be submitted to the Procurement Department.

mailto:oeophila@phila.gov

Philadelphia, PA 19102-1685

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If the Procurement Commissioner determines that the awarded seller fails to comply with its certification at any time during the term of its contract, the awarded seller's LBE certification will be revoked and the awarded seller shall be deemed in substantial breach of such contract, shall be required to pay liquidated damages of 10% of the awarded contract amount, and may be debarred by the Procurement Commissioner in accordance with the Procurement Department

Debarment Regulation for a period up to three years.

To apply for Local Business Entity (LBE) certification, go to:

https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/get-certified-as-a-local-business-entity/

Please provide sufficient time prior to bidding for the processing of the LBE application. The

Procurement Commissioner reserves the right to request any additional or clarifying information at any time prior to the award of the contract, and during the performance of the contract.

1.9.11 Alternates

If an alternate to any item is offered, the seller must follow instructions in Paragraph 4 of “SS&E

Terms and Conditions of Bidding and Contract”. State the brand name and the model number of each alternate offered. Detailed technical information on the alternate should accompany the bid.

Failure to state alternates will obligate the seller to provide materials and/or services specified in the bid solicitation.

Any other product information submitted by a seller in connection with this bid is for purposes of product description, information, and specification only. The seller agrees that any additional terms or conditions contained therein, including, but not limited to, disclaimers or limitations of liability, do not become part of the bid.

1.9.12 Sole Product

If the contract award is a Sole Product:

(a) The award shall be made for the items specified only and alternates will not be considered.

(b) Paragraph 4 of the “SS&E Terms and Conditions of Bidding and Contract” does not apply.

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1.9.13 Price List

Sellers are to submit, with the bid, representative sections of the price list seller intends to use for the purposes of this bid. The representative sections must show the list price of all those items appearing on the bid in the sections upon which seller places a bid.

Seller agrees that any price list or other literature to be submitted with the quote is for verification of price, product or specifications only. Any additional terms or conditions contained therein, including, but not limited to, disclaimers or limitations of liability, do not become part of the quote.

1.9.14 Questions or Problems

In preparing the bid response, should any seller need clarification on the bid requirements, identify a discrepancy in the specifications, determine that a specified product has been discontinued or an alternate procedure is advised, etc.; then the seller is strongly encouraged to bring these issues to the attention of the Procurement Department prior to the bid opening by submitting questions on the Q&A tab of the applicable bid posted through PHLContracts.

Questions must be received no later than seven (7) calendar days prior to the scheduled opening date of the bid. The City reserves the right to only respond to those questions submitted prior to the stated deadline. The City will respond to questions it considers appropriate to this Bid Solicitation and of interest to all sellers, but reserves the right, in its discretion, not to respond to any question. The City reserves the right, in its discretion, to revise questions. No oral response to any seller question by any City employee or agent shall be binding on the City or in any way considered to be a commitment by the City.

If it is in the City's best interest to do so, the bid may be amended to reflect the proposed changes/modifications. Exceptions taken do not obligate the City to change the specifications.

The City of Philadelphia Procurement Department will post all amendments to the Bid on

PHLContracts regarding any interpretations/changes made to specifications or instructions. The

City will not accept responsibility for oral instructions, suggestions, or changes by any City agency.

Otherwise, the successful seller will have to provide the product or service exactly as defined in the Bid Solicitation including any and all specifications and requirements listed.

1.9.15 Confidentiality, Public Disclosure and Ownership

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The successful Seller shall treat all information obtained from the City which is not generally available to the public as confidential and/or proprietary to the City. The successful Seller shall exercise all reasonable precautions to prevent any information derived from such sources from being disclosed to any other person.

Seller shall not use such information in connection with or as a prompt for AI unless adequate security protections are in place governing the Seller’s use of the AI, such protections to include, at a minimum, an enterprise license agreement for the AI that ensures data confidentiality. The successful Seller agrees to indemnify and hold harmless the City, its officials and employees, from and against all liability, demands, claims, suits, losses, damages, causes of action, fines and judgments (including attorney's fees) resulting from any use or disclosure of such confidential and/or proprietary information by the successful Seller or any person acquiring such information, directly or indirectly, from the successful Seller.

By submission of a quote, Seller acknowledges and agrees that the City, as a municipal corporation, is subject to state and local public disclosure laws and, as such, is legally obligated to disclose documents, including proposals, to the public to the extent required thereunder. Without limiting the foregoing sentence, the City's legal obligations shall not be limited or expanded in any way by a Seller's assertion of confidentiality and/or proprietary data.

By submission of a quote, each Seller certifies that all materials in its proposal are owned or licensed to be used by, or otherwise lawfully used by, the Seller, including any materials generated by AI.

1.10 Seller Qualification

All sellers must be a bona fide manufacturer of, or dealer in, the article or service specified within the bid. To demonstrate this, sellers should submit the following reference information with their bid. References provided should be pertinent to the commodity or service requested in this Bid Solicitation; and demonstrate the seller's ability to perform on a contract of this size and scope.

Please note that reference information in each section must be completed. Failure to submit this information may result in the seller's disqualification.

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1.11 Virtual Pre-Bid/Pre-Proposal Meeting

No Pre-Bid Meeting

There is no pre-bid meeting scheduled for this Bid.

1.12 Site Inspection

A site inspection is not applicable to this bid.

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Section 2 Specifications

2.1 Successful seller(s) shall be required to furnish and deliver repair parts, (except engine and engine parts), to the City of Philadelphia’s Departments as listed in Section 2 of the bid document and PHL Contract

Tab of this bid solicitation.

2.2 Successful seller(s) must carry a reasonable stock of repair parts during the life of the contract, and shall furnish and deliver to various using agencies as required within 48 hours after receipt of written or verbal orders.

2.3 Successful seller(s) guarantees that all parts are original equipment (O.E.M.) of first quality and must furnish solely new parts packed in original manufacturer’s sealed cartons.

2.4 Pricing

2.4.1 Section A (Items 2.4.4.1 & 2.4.4.2)

Discount: Discount MUST remain firm for the life of the contract, although list may be updated in the event of price changes in the published price lists established by the manufacturer. The manufacturer’s list price shall be the current published price list at the time of bid opening.

Discount shall remain firm for the entire period of the contract to include any subsequent renewal and extension period(s).

For all items a seller is quoted a discount to the manufacturer’s published price list, the seller shall state the name and effective date of the price list on the Questions tab in PHL Contracts.

Seller must enter the ESTIMATED EXPENDITURES as the unit cost provided by the city for the line item and enter the discount percentage in the discount field as a positive number example 5% in the discount field.

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2.4.2 Section B (Items 2.4.5.1 & 2.4.5.39)

Mark-up: Mark-up shall be reimbursed by the City at vendor’s actual purchase cost from their supplier (as shown on supplier’s invoice) plus MARK-UP percentage (to be supported by supplier’s invoices).

Seller must submit a copy of original supplier’s invoice with their invoice to the City. Sellers are to indicate MARK-UP percentage in the pricing section of PHL Contracts.

For items a seller is quoting a mark-up to the manufacturer’s published price list, the seller shall state the name and effective date of the price list on the questions tab in PHL Contracts.

Seller must enter the ESTIMATED EXPENDITURES as the unit cost provided by the city for the line item and enter the mark-up percentage as a negative number example -5% in the discount field.

No overhead, expenses, etc. shall apply to these parts costs. No additional charges will be paid by the City.

The City of Philadelphia reserves the right, solely and in its best interests, NOT to purchase the part/item in question if the City finds the pricing cost prohibitive.

The City of Philadelphia reserves the right, solely and in its best interest, to purchase the part/ item in the open, competitive market.

2.4.3 Section C (Items 2.4.6.1 & 2.4.6.8)

Seller shall state either a discount or mark-up. If there is a current manufacturer’s published price list, the seller shall submit a discount per paragraph 2.4.1. If no such price list exists, seller shall submit a mark-up percentage to their supplier’s invoice per paragraph 2.4.2.

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For all items a seller is quoting a discount to the manufacturer’s published price list, the seller shall state name and effective date of the price list on the questions tab in PHL Contracts.

Discount

Seller must enter the ESTIMATED EXPENDITURES as the unit cost provided by the City for the

Mark-Up

Section A

2.4.4 Discount

Seller must enter the ESTIMATED EXPENDITURES as the unit cost provided by the City for the

Brand

2.4.4.1 31134 115

Flygt

Estimated Expenditures: $130,000

2.4.4.2 31134 169

Hydromatic

Estimated Expenditures: $500

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Section B

2.4.5 Mark-up

Seller must enter the ESTIMATED EXPENDITURES as the unit cost provided by the City for the line item and enter the mark-up percentage as a negative number example 5% in the discount field.

If the supplier of the part, items 2.4.5.1 and 2.4.5.39, is NOT the manufacturer, then supplier can

NOT mark-up part of cost by a greater percentage than that bid by the contracted vendor.

The City of Philadelphia reserves the right, solely and in its best interest, NOT to purchase the part in question if the City finds the pricing cost prohibitive.

The City of Philadelphia reserves the right, solely and in its best interest, to purchase the part in the open competitive market.

2.4.5.1 31134 100

Riverside Pump (formerly Homelite)

2.4.5.2 31134 101

Gorman Rupp

2.4.5.3 31134 103

Fairbank Morse

Estimated Expenditures: $100,000

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2.4.5.4 31134 106

Taco

2.4.5.5 31134 107

Federal

2.4.5.6 31134 108

Peerless

2.4.5.7 31134 109

Alyan

2.4.5.8 31134 110

Worthington

(Only non-franchised parts)

Estimated Expenditures: $100,000

2.4.5.9 31134 111

Pacific

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2.4.5.10 31134 113

Reeves

2.4.5.11 31134 119

Clow

Estimated Expenditures: $40,000

2.4.5.12 31134 120

Penn Valley

2.4.5.13 31134 122

Wemco

Estimated Expenditures: $80,000

2.4.5.14 31134 129

Fybroc

Estimated Expenditures: $25,000

2.4.5.15 31134 131

Hayward Gordon

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2.4.5.16 31134 135

C.H. Wheeler

2.4.5.17 31134 137

ITT

Estimated Expenditures: $500

2.4.5.18 31134 141

Morris

2.4.5.19 31134 147

Chicago

2.4.5.20 31134 149

Dunham-Bush

2.4.5.21 31134 149

ITT-Hoffman

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2.4.5.22 31134 152

Yeomans

2.4.5.23 31134 160

Enviro

2.4.5.24 31134 163

March

Estimated Expenditures: $500

2.4.5.25 31134 164

Shand and Jurs

2.4.5.26 31134 166

Ingersoll-Rand

Estimated Expenditures: $5,000

2.4.5.27 31134 167

Watson-Marlowe/Bredel

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2.4.5.28 31134 168

Gould

2.4.5.29 31134 170

Alfa Laval

Estimated Expenditures: $30,000

2.4.5.30 31134 171

Twin Pumps

2.4.5.31 31134 173

Peabody Barnes

Estimated Expenditures: $500

2.4.5.32 31134 174

Weil

Estimated Expenditures: $5,400

2.4.5.33 31134 179

Vaughan

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2.4.5.34 31134 180

Franklin Miller

2.4.5.35 31134 181

Dayton

2.4.5.36 31134 185

ABS

2.4.5.37 31134 186

Flowserve

Estimated Expenditures: $4,000

2.4.5.38 31134 187

Vanton

Estimated Expenditures: $500

2.4.5.39 31134 188

Verderflex

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Section C

2.4.6 Discount or Mark-up

Discount line item and enter the discount percentage in the discount field as a positive number example 5% in the discount field.

Or

Mark-up

Seller must enter the ESTIMATED EXPENDITURES as the unit cost provided by the City for the

Seller is required to indicate in PHL Contracts bid for line 42 through line 49 if a discount or mark-up is submitted in the quote item description field or in the alternate description field.

2.4.6.1 31134 104

Bell & Gossett

Estimated Expenditures: $1,500

2.4.6.2 31134 105

Armstrong

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2.4.6.3 31134 121

Thrush

2.4.6.4 31134 159

Aurora

Estimated Expenditures: $20,000

2.4.6.5 31134 165

Wastecorp “Marlow”

2.4.6.6 31134 181

Dayton

2.4.6.7 31134 182

Trident

2.4.6.8 31134 183

Marathon

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2.5 Warranty

Sellers will quote on parts in inventory or in production at the time of bid opening. Parts must be new;

bids on other than new parts are not acceptable. Parts must be guaranteed to be free from all defects for a minimum of ninety (90) days from the date the repair part is put into service by the City. In the event a part fails within the stated warranty period, the vendor will make all necessary adjustments at no additional cost to the City.

2.6 Delivery

2.6.1

All orders are guaranteed to be a minimum of $100.00

2.6.2

The successful seller would be required to deliver the specific City locations as instructed on purchase orders. The City reserves the right to add or delete delivery locations during the contract period

2.6.3

The prices submitted should reflect the price to the City for delivered parts.

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Section 3 Bid Evaluation and Award

3.1 Bid Evaluation

3.1.1 Bids will be evaluated by the Procurement Department.

3.1.2 Bids will be evaluated for responsiveness to the bid specifications and the responsibility of the sellers.

3.1.3 Bids may be disqualified if they are deemed to be non-responsive without notice. All decisions regarding responsiveness are final and are not appealable.

A bid may be deemed non-responsive for any of the following:

(a) improper bid security

(b) improper bid execution

(c) incompleteness

(d) offering counter terms and conditions

(e) improper or incomplete execution of OEO documents

3.1.4 Sellers whose bids are determined to be non-responsible for reasons of seller qualification shall be notified by the City of the reasons for the determination and may contest the finding of non-responsibility through the prescribed procedures described in paragraph 9 of “SS&E Terms and

Conditions of Bidding and Contract”.

3.2 Evaluation and Award

3.2.1 The bid solicitation shall be awarded to lowest responsive and responsible seller(s), offering the highest discount or lowest mark-up, either in whole, or by manufacturer, whichever is deemed to be in the best interest of the City.

3.2.2 While the contract will be awarded to the lowest responsive and responsible seller as otherwise provided in this Invitation and Bid, the City aspires to purchase articles manufactured in the City of Philadelphia or in the Commonwealth of Pennsylvania.

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3.2.3 Application of LBE Preference

In applying the 10% preference, if applicable, the bid price of the LBE will be multiplied by .90 and rounded to the second decimal place. In applying the 5% preference, if applicable, the bid price of the LBE will be multiplied by .95 and rounded to the second decimal place. The adjusted bid price of the LBE will then be used in determining the lowest responsive and responsible seller. If the bid is awarded as a whole or by section, the local bid preference may be applicable.

If the bid is awarded by line item, the local bid preference is not applicable.

Unless the Procurement Commissioner determines to waive the preference for the reasons stated in subsection 7b. of the LBE Regulation, an LBE, whose bid is otherwise responsive and responsible and who has submitted the required information, shall be granted the applicable bid preference on competitive bid(s) awards that are awarded as a whole or by section.

3.2.4 Basis of Award for Evaluation Purposes

The prices used for the calculation of the Basis of Award must be the same prices as quoted in

PHL Contracts Items Tab. In the event of a conflict between the prices quoted in PHL Contracts

Items Tab of the bid and those used in the Basis of Award, the prices quoted in the Pricing

Section will prevail and will be used for calculations.

3.2.5 Performance Security and Bond

In this bid, Performance Security in the amount of $25 is required as outlined in paragraph 13 of

“SS&E Terms and Conditions of Bidding and Contract”. Any applicable performance security shall be required for any subsequent renewal periods.

Fees are paid electronically through the Revenue Department payment center at:

https://www.phila.gov/make-a-payment/

Type of Fee Fee Amount

Bid Processing Fee $25.00

Annual Master Bid Security Fee $100.00

Performance Security Fee $25.00

3.2.6 Required Disclosures

In accordance with Philadelphia Code Section 17-104, the successful seller, after award of the

Contract, is required to disclose the following:

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.phila.gov%2Fmake-a-payment%2F&data=05%7C02%7CKameron.Stopfer%40Phila.gov%7C150c9806ee114cffb9a708de4d5f36f7%7C2046864f68ea497daf34a6629a6cd700%7C0%7C0%7C639033268513588874%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=QywNmjsSiH8HyMf5n0TRh3F2dt2W7jg7q8mEoNf3PtQ%3D&reserved=0

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(a) Slavery Era Records. The seller will complete an affidavit certifying and representing that the seller (including any parent company, subsidiary, exclusive distributor or company affiliated with seller) has searched any and all records of the seller or any predecessor business entity regarding records of investments or profits from slavery or slaveholder insurance policies during the slavery era. The names of any slaves or slaveholders described in those records must be disclosed in the affidavit. The seller expressly understands and agrees that any false certification or representation in connection with this disclosure and/or any failure to comply with these requirements shall constitute a substantial breach of this

Contract entitling the City to all rights and remedies provided in this Contract or otherwise available in law (including, but not limited to, Section 17-104 of The Philadelphia Code) or equity and the Contract will be deemed voidable. In addition, it is understood that false certification or representation is subject to prosecution under Title 18 Pa.C.S.A. Section

4904.

(b) Female Executives and Board Members. The seller must provide the following information:

i. the current percentage of female executive officers in the company and the current percentage of females on the company's executive and full boards;

(c) Demographic Data Disclosures. The seller agrees to provide the following information before formally accepting the Contract:

i. Seller’s and each subcontractor’s prior years of experience performing on City contracts in any capacity during the five calendar years prior to the date of the opening of bids for the Contract;

ii. Demographic data on the workforce of the seller (race, ethnicity, gender identity, salary range, Philadelphia residence, and other categories that may be established by regulation), as of the Report Date (June 30th immediately preceding the date the bid is filed); and

iii. Demographic data on all individuals serving as board members of the seller as of the

Report Date.

The above disclosure requirements can be fulfilled via electronic form:

https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/file-transparency-in-business-act-disclosure-forms/

For Sole Source contracts, the seller is subject to additional disclosure requirements established https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/file-transparency-in-business-act-disclosure-forms/ https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/file-transparency-in-business-act-disclosure-forms/

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The seller expressly understands and agrees that any false certification or representation in connection with this disclosure and/or any failure to comply with these requirements shall constitute a substantial breach of this Contract entitling the City to all rights and remedies provided in this Contract or otherwise available in law (including, but not limited to, the “City of

Philadelphia Policy and Procedures for Debarment and Suspension of Vendors and

Contractors”) or equity and the Contract will be deemed voidable. In addition, it is understood that false certification or representation is subject to prosecution under Title 18 Pa.C.S.A.

Section 4904.

3.2.7 Insurance:

Insurance is a requirement for this bid in accordance with Paragraph 15 of the “SS&E Terms and

Conditions of Bidding and Contract”. No contract will be executed nor purchase order issued unless and until all required insurance certificates, in the required amount, are received.

All insurance must meet the following requirements:

• Insured must be in the same name and address as the successful seller.

• The insurance carrier must be rated “A” or better by AM Best.

• The certificate holder must be the City of Philadelphia, and specifically named as an additional insured on the certificate in the "Description of Operations section".

• Certificate must be signed by an authorized representative of the insurance company/carrier.

All certificates are to be uploaded to PHLContracts or sent to Proc.Contracts@phila.gov

3.2.8 Upon request of the buyer, apparent low seller must submit the manufacturers' list price book in a PDF file. The seller must indicate the company name and bid number on the price list and the list must be submitted within seven (7) calendar days from the issuance date of the request by the buyer. Failure to submit the list within that time frame will render the seller ineligible for award.

For all invoices submitted, the successful seller must agree that pricing can be verified in the price list(s) submitted. If, during the term of the contract, a using agency orders an item that cannot be found on the manufacturer's price list, the successful seller must, at the time of the order placement:

(a) notify the using agency that the item cannot be found on the price list; and mailto:Proc.Contracts@phila.gov

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(b) provide to the using agency and the Procurement Department written proof from the manufacturer of the list price of the item.

The successful seller must submit copies of all amendments, updates, etc. to the submitted price list(s) to the buyer.

All amendments, updates, etc. must reference the appropriate bid number and contract number.

To any Using Agency from whom successful seller receives a purchase order.

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Section 4 Contract Management

4.1 City of Philadelphia Responsibility

4.1.1 Order Against Contracts

Upon contract conformance, purchase order(s) will be issued at such time that the product and/or service is needed and will show if delivery is to be made upon receipt of order, or only after notification by the using department.

(a) For Requirements contract types, products or services will be ordered and delivered on an as-needed basis during the contract term. A minimum quantity is not guaranteed.

(b) For Firm Limit contract types, products or services will be ordered and delivered at one-time in the quantity specified.

4.1.2 Invoices

Invoices shall be submitted after delivery and acceptance of the product or service by the City.

The City makes all efforts to process invoices in a timely manner. Incomplete or inaccurate information may result in invoice processing delays.

Invoices must contain the information specified in section 4.2.13 in order for the City to process payments as quickly as possible.

Payments will only be made to the entity name as shown on the purchase order; the invoice must reflect this same entity name as the entity to “pay to”. Before any City payments are made, the awarded entity will be required to enroll in ACH and submit invoices through the City’s vendor payment portal at: https://vendor-payments.phila.gov/login

4.1.3 The using agencies and departments are responsible for monitoring the services and/or products delivered as described in the contract. If any problems arise, a letter should be sent to the vendor requesting resolution by a specified date. A copy should be sent to the buyer. If vendor does not resolve the breach of contract by the requested date the matter should be turned over to the buyer.

https://vendor-payments.phila.gov/login

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4.1.4 Add-ons

The City reserves the right to add, delete and/or acquire products/services that the successful seller can supply that are similar to, but not specifically called for in this bid. The procedure for such acquisitions shall be as follows:

Procurement or the using department will obtain from the successful seller a letter (on his/her letterhead) verifying the items to be added. The letter shall include the complete description of the item, the location (if applicable), the bid number bid schedule number, the price to the City and the applicable contract period; and upon receipt and approval by the Procurement

Department shall automatically become part of the contract. The City, however, reserves the right to accept or reject the letter and to acquire the supplies or materials in the open market.

4.1.5 Materials Testing:

The City of Philadelphia, may, during the life of this contract, supply a delivered product from this contract to the Materials Testing Laboratory. These products shall be tested to ensure conformance with bid specifications. If the product fails, or is different from the product supplied at the award stage, rejection procedures will be implemented.

4.2 Vendor Responsibility

4.2.1 The awarded seller may deliver only products, services or equipment as authorized in the contract and only after receipt of a purchase order or other authorized document from the

Procurement Department. All orders must be in writing. Contractor shall not accept verbal delivery requests until after receipt of purchase order or other authorizing document from

Procurement.

4.2.2 The awarded seller may deliver only products, services or equipment at the prices quoted in the contract and that are reflected on a purchase order or a change to a purchase order (a change to a purchase order is issued whenever the items, unit price, total amount, or terms and conditions change from the original purchase order).

4.2.3 The awarded seller may deliver products, services or equipment up to the dollar limit of the purchase order and for the period shown on the purchase order. Sellers are requested to carefully monitor obligations against purchase orders and inform the departments of anticipated funding shortfalls.

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4.2.4 Delivery

Unless otherwise specified in Section 2, noted by the seller in PHL Contracts Items Tab, and/or approved by the Using Agency, delivery of product and/or service will be made within 30 days from date requested by Using Agency. On the PHLContracts questions tab, specify if delivery is other than 30 days.

4.2.5 Liquidated Damages

Liquidated damages in the amount of 5% of the unit price may be applied to each item which exceeds the delivery schedule/requirement.

4.2.6 In the event that the successful seller receives an order for products, services or equipment not specifically priced and incorporated into the contract, they must:

(a) bring this to the immediate attention of the Procurement Department specialist noted on the cover page.

(b) notify the ordering agency in writing and refuse to deliver.

4.2.7 Should products, services, or equipment be delivered that are not specifically incorporated and priced into the contract, and/or be delivered without purchase order, the City shall have no obligation for payment.

4.2.8 For delivery of products or equipment, the successful seller shall honor and be paid for orders placed until the close of business of the date of purchase order expiration. Delivery of product may occur following purchase order expiration, so long as the order was placed prior to the purchase order expiration date.

4.2.9 For performance of services, the successful seller shall honor and be paid for orders placed until the close of business of the date of purchase order expiration. Performance of services may occur following purchase order expiration, so long as the order was placed prior to the purchase order expiration date.

4.2.10 Approval of Work

All completed work shall be approved by the ordering department prior to approval for payment. Work must be completed in a first class workmanlike manner to the absolute satisfaction of the City. The cost of any faulty or inadequate workmanship or parts will not be paid for by the department and must be assumed by the successful seller. In addition, the successful seller is responsible for picking up any delivered material that is rejected for non-compliance to specifications. Any and all costs associated with the return are to be at the sole expense of the successful seller.

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4.2.11 At the conclusion of this contract, contractor agrees to cooperate with any incoming vendor on a transition plan to ensure an orderly changeover of responsibilities

4.2.12 For all invoices submitted, the successful seller must agree that all pricing can be verified in the pricing on file in PHLContracts with the City of Philadelphia.

4.2.13 Invoices/Receipts

Successful sellers must submit timely invoices for services, supplies and/or equipment within 30 days through the City’s vendor payment system at: https://vendor-payments.phila.gov/login

Sellers shall not invoice more than once per month or order.

Invoices must include:

(a) The purchase order number

(b) The awarded seller’s name, address and Federal Employer Identification Number

(c) The quantity, price, and description of the item(s) or service(s)

The unit of purchase on the invoice must agree with the unit cited on the purchase order.

Reference to the specific line item is helpful and recommended.

Payment will only be made to the company name as shown on the purchase order; the invoice must reflect the same company as the “pay to”.

For Time and Material type invoices it is typically necessary to submit two separate invoices, one for labor expenses and one for parts. If there are two different purchase orders for labor and parts, two separate invoices will be required. It is recommended that the invoices have the same invoice number but different suffixes (e.g. 1234L for labor and

1234P for parts). Supporting Work Orders with the signature and payroll ID number of the authorized/designated City personnel must be included.

4.2.14 Payments to Subcontractors

The below applies to all contracts that utilize subcontractors:

(a) The successful seller shall, within five (5) business days after receipt of a payment from the City for work performed under the contract, deliver to its subcontractors the proportionate share of such payment for work performed (including the supply of materials) by its subcontractors.

(b) In connection with payment of its subcontractors, the successful seller agrees to provide proof of said payments upon any request by the City.

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(c) Failure to comply with the City's payment reporting process may be considered an event of default.

4.2.15 Minimum Wage & Benefits and Prevailing Wage

If this bid is for the furnishing of services, except where services are incidental to the delivery of supplies or equipment, it is subject to Chapter 17-1300 of The Philadelphia Code and

Mayoral Executive Order 03-14 which establish minimum benefits (health benefits and sick leave) and wages for employees. Please see Paragraph 29, “Minimum Wage & Benefits and Prevailing Wage” of the SS&E Terms and Conditions of Bidding and Contract.

4.3 Price Increase or Decrease:

The successful seller shall provide Pump Repair Parts at the prices set forth…