Bid Notice-Hydrant Repair Parts.pdf

RFB#: P26-013

Request for Bid RFB No. P26-013

Hydrant Repair Parts

Bids are due: October 27, 2026 3:00pm

Prepared by:

Purchasing Department

El Dorado Irrigation District 2890 Mosquito Road Placerville, CA 95667

In accordance with the Americans with Disabilities Act and California law, it is the policy of the El Dorado Irrigation District 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 the number or address below at least 72 hours prior to the meeting or when you desire to receive services. Advance notification within this guideline will enable the District to make reasonable arrangements to ensure accessibility. The District ADA Coordinator can be reached at: Phone: (530) 642-4045;

email: adacoordinator@eid.org.

mailto:adacoordinator@eid.org

1 | P a g e

TABLE OF CONTENTS

INTRODUCTION 2

BID SUBMISSION 2

QUESTIONS/ADDENDA 3

SCOPE OVERVIEW 3

SPECIFICATIONS 4

SELECTION CRITERIA & REQUIRED ITEMS 4

PROTEST PROCEDURE 5

BID PRICE SHEET (REQUIRED BID ITEM) 6

NON-COLLUSION DECLARATION (REQUIRED BID ITEM) 8

2 | P a g e

INTRODUCTION

El Dorado Irrigation District (District), an irrigation special district organized and existing under the California Irrigation District Law (Water Code § 20500, et seq.), hereby gives notice that it is now accepting Bids for a qualified Vendor to provide Hydrant Repair Parts per the parts list supplied on the bid sheet below.

BID SUBMISSION

Bids are due by October 27, 2026 at 3:00PM PST. Bids must include the Bid Sheet provided in the RFB. The District also requires the Non-Collusion Declaration to be filled out, signed and provided upon bid submission.

Bids may be mailed, dropped off or e-mailed. Mailed and dropped off Bids must be in a sealed envelope marked “(BIDDER’S COMPANY NAME) BID FOR RFB#:P26-013 - DO NOT OPEN” to El Dorado Irrigation District (EID) Headquarters located at:

El Dorado Irrigation District 2890 Mosquito Road

Placerville, CA 95667 Attn: Ryan Deakyne

If delivered by mail the Bidder must allow sufficient time for delivery by the deadline. Any Bids not received by the deadline will be rejected.

Bids submitted via e-mail shall be addressed to Buyer Ryan Deakyne at:

Email: purchasing@eid.org

Bidder may withdraw its bid by written request via email to purchasing@eid.org before the Submittal Deadline. After that time, bidder may not withdraw its bid for a period of ninety (90) days from the Submittal Deadline.

If using an overnight or similar mailing/delivery service to submit your bid, the bid must be in a separate sealed envelope inside the mailing/delivery service envelope. The exterior delivery envelope must also be labeled as above. DO NOT use a mailing/delivery service envelope as the means to seal the bid. The District is not responsible for bids that are unidentified and opened before the deadline. They may be automatically rejected.

Where there are conflicts between unit prices and extended prices, unit prices will govern.

Where there are conflicts between words and figures, words will govern.

mailto:purchasing@eid.org

3 | P a g e

The District will consider in its award decision discount payment terms of twenty (20) days or more from receipt of invoice, provided that bidder clearly indicates such discounts in its bid. Where bidder does not indicate discount payment terms in its bid, the District will take it to mean that bidder does not offer discount payment terms, and therefore the payment will be considered due Net 30 days after receipt of invoice.

The terms Successful Bidder, Bidder, and Contractor may be used interchangeably in this solicitation and shall refer exclusively to the person, company, or corporation with whom the District enters into a contract as a result of this solicitation.

QUESTIONS/ADDENDA

Any questions about this RFB shall be submitted in writing (via e-mail) to Ryan Deakyne, Buyer, at the following address:

E-mail: purchasing@eid.org

To be considered, questions must be received by the District no later than 3PM PST October 20, 2026. The District may, if deemed necessary, respond to such questions by issuance of formal written addenda, interpreting or clarifying the requirements of this RFB. The District may also issue addenda to modify the RFB as deemed advisable by the District. All such addenda shall be part of this RFB and binding upon each Bidder. The District may, upon inquiry, orally direct a firm’s attention to specific provisions of the RFB which cover the subject of the inquiry. However, all supplemental information provided by the District during the RFB process shall not be binding unless communicated by formal written addenda. All addenda will be posted on the District’s website https://www.eid.org/doing-business-with-eid/procurement-and-contracts. Each Bidder is solely responsible for obtaining all addenda posted on the District’s website.

SCOPE OVERVIEW

The District is replenishing stock of fire hydrant repair parts for its maintenance group.

Each part required is listed below on the Bid Price Sheet. These items may be special orders. Please indicate the item number if available from the manufacturer.

The manufacturer part numbers shown on the Bid Price Sheet are provided as fit references only. Bidder shall identify the actual part number offered in the Item Number column and shall clearly note any proposed substitution or exception with its bid.

All quantities listed are required as a single complete order. Partial shipments may be proposed, provided that all goods are delivered and the entire order is invoiced no later than November 15, 2026. Bidder shall state the lead time for each item, or for the order as a whole, with its bid.

https://www.eid.org/doing-business-with-eid/procurement-and-contracts

4 | P a g e

SPECIFICATIONS

Repair parts must be rated for Drinking Water and NSF 61 approved.

All repair kits shall be complete, factory-packaged kits containing the gaskets, o-rings, seals, and fasteners required to complete the repair on the hydrant model listed.

Extension (riser) kits shall be complete kits including the barrel extension, stem extension, coupling, bolts, nuts, and gaskets for the hydrant model and size listed.

Bronze upper valve plate assemblies are listed as separate line items immediately following the main valve repair kit they serve. Bidder shall identify the plate part number offered. If the main valve repair kit offered already includes the bronze upper valve plate assembly, Bidder shall enter “INCLUDED” on the corresponding plate line rather than pricing the plate a second time.

Clow Medallion extension (riser) kits shall be furnished with stainless steel bolts and nuts.

Parts shall be new and of current production. Both original equipment manufacturer parts and aftermarket parts are acceptable, provided the parts offered are designed to fit and function in the hydrant model, size and generation listed. Where the Bidder offers an aftermarket or other non-OEM part, the Bidder shall identify the manufacturer and part number offered and shall state the OEM part it replaces. The District reserves the right to reject any part it determines is not fully compatible with the hydrants in District service, and to require the Bidder to furnish manufacturer literature substantiating fit.

In the event of a conflict between a reference part number and the written description of an item, the written description shall govern. Bidder is responsible for verifying that the parts offered fit the hydrant model and size listed.

For reference: the Mueller Improved hydrants in District service are of the pre-1972 generation using the threaded stem coupling, and the Mueller Super Centurion hydrants in District service are 250 series.

SELECTION CRITERIA AND REQUIRED ITEMS

Bids will be subject to an evaluation by the District as deemed appropriate for purposes of selection. The lowest responsive bid which meets the lead time, quality requirements and specifications as set out in this RFB as determined by District staff will be chosen for award. The Bid Price sheet must be used to submit pricing. The District will award all items on this RFB as a single contract to the lowest bidder for all items in aggregate.

Attachments may be used if necessary.

5 | P a g e

Quantities shown on the Bid Price Sheet are estimated quantities. The District reserves the right to increase or decrease the quantity of any line item, or to delete any line item in its entirety, and to award a reduced quantity of any or all items so that the total award does not exceed the funds available. Any such adjustment shall be made at the unit prices bid, and the unit prices bid shall remain firm regardless of the quantity ultimately ordered.

No claim for additional compensation, and no adjustment to any unit price, shall be allowed on account of a change in quantity made under this paragraph.

The Proposer’s signed Bid and El Dorado Irrigation District’s acceptance by its Board of Directors, or when Board approval is unnecessary, by the execution of a written agreement signed by all appropriate District personnel, shall constitute a binding contract.

The District reserves the right to reject any or all Bids and to re-issue this RFB. The District may waive any minor informalities or irregularities in any Bid that are immaterial and inconsequential in nature. The District reserves the right to request additional written or oral information from proposers to obtain clarification of their Bids.

All Bids become the property of the District. All costs associated with development of the Bid shall be the sole responsibility of the firm and shall not be charged in any manner to the District. The entirety of Bid content offered shall comply with current federal, state, local and other laws relative thereto.

PROTEST PROCEDURE

Any protest concerning the award of contract hereunder must be submitted in writing to the District’s Legal Counsel at 2890 Mosquito Road, Placerville, CA 95667 on or before 5:00 p.m. of the fifth (5th) calendar day following the District’s posting of Notice of Intent to Award the service contract at the entry to the District’s Customer Service Building at the aforementioned address and on the District’s website at www.eid.org. The procedure and time limit set forth in this paragraph are mandatory and are bidder’s sole and exclusive remedy in the event of a protest of award of the contract and failure to pursue said remedy shall constitute a waiver of any right to further pursue said protest, including filing a Government Code claim or legal proceedings.

6 | P a g e

BID PRICE SHEET

Use this form to Indicate the all-inclusive Bid price before purchase tax. The District will request shipment to District Headquarters which will incur 8.25% tax.

The District will add tax to the total award amount.

*All other fees must be included in bid price, including shipping and handling.

QTY

UM

Description

Item Number

LEAD

TIME IN

WEEKS

Price

EA

Total

MUELLER IMPROVED DRY BARREL – OLD

STYLE 4.25” MVO, PRE-1972

10 ea 6” EXTENSION (RISER) KIT, COMPLETE (REF. A- 319-00-006)

10 ea 12” EXTENSION (RISER) KIT, COMPLETE (REF. A- 319-00-010)

1 ea 18” EXTENSION (RISER) KIT, COMPLETE (REF. A- 319-00-016)

10 ea 4.25” MAIN VALVE REPAIR KIT (REF. 280365) 10 ea BRONZE UPPER VALVE PLATE ASSEMBLY FOR

4.25” MAIN VALVE REPAIR KIT ABOVE (BIDDER

TO IDENTIFY PART NO.)

30 ea 4.25” BONNET REPAIR KIT (REF. 280360) 15 ea 4.25” SAFETY FLANGE REPAIR KIT (REF. A-300-

00)

MUELLER CENTURION DRY BARREL – NEW

STYLE 4.5” MVO

319-006)

319-010)

2 ea 18” EXTENSION (RISER) KIT, COMPLETE (REF. A- 319-016)

10 ea 4.5” MAIN VALVE REPAIR KIT (REF. 280358) 10 ea BRONZE UPPER VALVE PLATE ASSEMBLY FOR

4.5” MAIN VALVE REPAIR KIT ABOVE (BIDDER

30 ea 4.5” BONNET REPAIR KIT (REF. 280355) 20 ea 4.5” SAFETY FLANGE REPAIR KIT (REF. A-300)

MUELLER SUPER CENTURION 250 – 5.25” MVO

320-006)

320-010)

7 | P a g e

QTY

UM

Description

Item Number

LEAD

TIME IN

WEEKS

EA

Total

5 ea 18” EXTENSION (RISER) KIT, COMPLETE (REF. A- 320-016)

5 ea 5.25” MAIN VALVE REPAIR KIT (REF. 280359) 5 ea BRONZE UPPER VALVE PLATE ASSEMBLY FOR

5.25” MAIN VALVE REPAIR KIT ABOVE (BIDDER

10 ea 5.25” BONNET REPAIR KIT (REF. 280355) 10 ea 5.25” SAFETY FLANGE REPAIR KIT (REF. A-301)

CLOW MEDALLION M-129 – 5.25” MVO

5 ea 6” EXTENSION (RISER) KIT, COMPLETE, STAINLESS STEEL BOLTS AND NUTS (REF.

R1620679)

5 ea 12” EXTENSION (RISER) KIT, COMPLETE, R1620680)

2 ea 18” EXTENSION (RISER) KIT, COMPLETE, R1620681)

5 ea 5.25” MAIN VALVE REPAIR KIT, COMPLETE

(REF. R1621012)

5 ea SEAT RING UPPER/LOWER VALVE PLATE

ASSEMBLY FOR 5.25” MAIN VALVE REPAIR KIT

ABOVE (REF. R1621155)

10 ea BONNET REPAIR KIT (REF. R1621165) 10 ea 5.25” SAFETY FLANGE (TRAFFIC) REPAIR KIT, COMPLETE (REF. R1620859)

Total Bid Price before purchase tax:

Bid Price before purchase tax Written In Words:

Bidder Name (Person, Firm, Corp.) Authorized Representative

Name of Authorized Representative Signature of Authorized Representative

Date

8 | P a g e

NON-COLLUSION DECLARATION

PUBLIC CONTRACT CODE §7106

NON-COLLUSION DECLARATION TO BE EXECUTED BY BIDDER AND SUBMITTED WITH BID

The undersigned declares:

I am the ___________________ of __________________, the party making the foregoing bid.

The bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The bid is genuine and not collusive or sham. The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or to refrain from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder. All statements contained in the bid are true. The bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof, to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.

Any person executing this declaration on behalf of a bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder.

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on __________________[date], at _______________[city], _________________[state].

(Name of Bidder)

(Signature)

(Title)

(If Bidder is a partnership or a joint venture, this declaration must be signed by every member of the partnership or venture. Print as many forms as needed and submit.)

(If Bidder [including any partner or venturer of a partnership or joint venture] is a corporation, this declaration must be signed by the Chairman, President, or Vice President and by the Secretary, Assistant Secretary, Chief Financial Officer, or Assistant Treasurer. Print as many forms as needed and submit.)