ITB-SH25-023 Water Service Parts .pdf

Official bid specifications are available only at www.mitn.info.

INVITATION TO BID

ITB-SH25-023

The City of Sterling Heights, Michigan is accepting sealed bids for WATER SERVICE

PARTS until TUESDAY, SEPTEMBER 9, 2025 AT 2:30 P.M. Please refer to the attached for instructions, specifications, and bid submission procedures.

Erik Skurda Purchasing Manager

Office of Purchasing 586-446-2740 http://www.mitn.info/

Official bid specifications are available only at www.mitn.info. Page 1 of 14

INVITATION TO BID

WATER SERVICE PARTS

CITY OF STERLING HEIGHTS

40555 UTICA ROAD

STERLING HEIGHTS, MI 48313

CONTACT PERSON: ERIK SKURDA, PURCHASING MANAGER

PHONE: 586-446-2741, FAX: 586-276-4062, E-MAIL: shpurchasing@sterlingheights.gov

INDEX

I. GENERAL CONDITIONS

II. CHECK LIST FOR BIDDERS

III. BID SUBMISSION INSTRUCTIONS

IV. BID FORM

V. COOPERATIVE AGREEMENT

VI. HOLD HARMLESS AND INDEMNITY

VII. NON-IRAN LINKED BUSINESS CERTIFICATION

VIII. BID SUBMISSIOM LABEL

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I. GENERAL CONDITIONS

All information requested of the vendor shall be entered in the appropriate space on the form. Failure to do so may result in your bid being deemed non-responsive.

All information shall be entered in ink or typewritten. Mistakes may be crossed out and corrections inserted before submission of your bid. Corrections shall be initialed in ink by the person signing the bid. Corrections and/or modifications received after the closing time specified will not be accepted.

Time of delivery/installation shall be stated as the number of calendar days following receipt of the purchase order by the vendor to receipt of the goods or services by the City. Time of delivery/installation may be a consideration in the award.

Prices shall be stated in units of quantity specified in the bid document. In case of a discrepancy in computing the amount of the bid, the unit price shall govern. All quantities stated, unless indicated otherwise, are estimates and the City reserves the right to increase or decrease the quantity at the unit price bid as best fits its needs.

All prices will be bid F.O.B. Destination and remain in effect for at least 90 days to allow for approval by City Council. The successful bidder's prices will remain firm through the length of the contract as designated within these bid specifications.

Bids shall include all charges for delivery, packing, crating, etc. unless otherwise stated in the bid document. General delivery hours are 7:00 a.m. to noon and 1:00 p.m. to 3:30 p.m.

Monday – Friday. The City is not to be held responsible for, and will not pay, any fuel surcharges during the term of the contract. Unit prices bid shall include delivery.

Prices will be considered net if no cash discount is shown.

All bids shall be signed by an authorized officer or employee of the bidder.

Bid Submission Options: Please refer to Section III Bid Submission Instructions for directions on submitting a bid electronically. Hard paper copy, email or fax submission of bids / proposals is not an option.

To be considered, your bid must be submitted to the City as instructed prior to the Date and Time specified. No late bids will be accepted. Bids may be withdrawn by a bidder, or authorized representative, provided their identity is made known and an email, phone call or fax is made to the City and the City can verify via return email or phone call the identity of the bidder and the intention to withdraw the bid, and if withdrawal is made prior to the stated bid deadline. On the mitn.info portal, electronic bids may be withdrawn by placing the bid into “storage” through the Edit option prior to the stated bid deadline.

The City of Sterling Heights reserves the right to postpone the bid opening for its own convenience.

Municipalities are exempt from Michigan State Sales and Federal Excise taxes. Do not include such taxes in your bid price. The City will furnish the successful contractor with tax

Official bid specifications are available only at www.mitn.info. Page 3 of 14 exemption certificates when requested. The following exception shall apply to installation projects. When sales tax is charged to the successful contractor for materials to be installed during the project, that cost shall be included in the bid cost and not charged as a separate item. The City is not tax exempt in this case and cannot issue an exemption certificate. If you are unfamiliar with your sales and use tax obligations, please contact the Michigan Department of Treasury for directions, including any applicable Revenue Administrative Bulletins (i.e. 1999-2 and any subsequent replacements / updates).

The City's normal payment terms are 30 days in connection with any cash discounts specified on this bid. Time will be computed from the date of complete delivery of supplies or equipment as specified, or from the date correct invoices are received in the City's Finance Department, if the latter date is later than the date of delivery.

The City reserves the right: (1) To award bids received on the basis of individual items, or groups of items, or on the entire list of items, (2) To reject any or all bids, or any part thereof,

(3) To waive any irregularity in the bids, (4) To accept the bid that is in the best interest of the City, (5) To accept an alternate to the product or service being bid out if deemed equivalent in the sole discretion of the city, except where alternates are prohibited by the terms of the invitation to bid (6) To reduce or eliminate this purchase without prior notice,

(7) To split the award to realize the greatest cost savings, (8) To issue Post-Bid Addendums to clarify or request additional information, including pricing, (9) To require one or more selected bidders to perform the requested service on a trial basis, at the unit prices bid, as evidence of a bidders ability to satisfactorily perform the requested service, prior to a formal recommendation and approval by City Administration / City Council.

This invitation to bid and the acceptance of a bid by the City is not a contract for the purchase of services or products. The City will issue a Purchase Order, which will define, make reference to, and incorporate the bid specifications and the pricing bid as accepted by the City. Winning bidder is not to commence with any service or product order without receiving a Purchase Order signed by the Purchasing Manager. Unless otherwise stated, all contracts for services are subject to additions, reductions and/or termination at the sole discretion of the City and without prior notice by the City. Please forward any questions you may have regarding this solicitation to the Purchasing Manager via email at shpurchasing@sterlingheights.gov.

Bid prices submitted by the successful bidder should remain firm for the length of the contract from date of award by City Council.

ALL BIDS MUST INCLUDE MATERIAL SAFETY DATA SHEETS FOR MATERIALS AS

REQUIRED BY M.I.O.S.H.A.

The City of Sterling Heights is now part of an organization called the Michigan Inter-governmental Trade Network (MITN), a group of agencies that joined forces to create a Regional Bid Notification System to notify companies of new bid opportunities. All bids, quotations and proposals are now being posted online. All vendors are encouraged to visit http://www.mitn.info in order to register their company and gain access to new bids and proposals. If you do not have internet access, please call 1-800-835-4603 to speak to a representative at BidNet®, the technical support group that handles the MITN system.

mailto:shpurchasing@sterlingheights.gov

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II. CHECK LIST FOR BIDDERS

All information required by the terms of the bid documents must be furnished.

MISTAKES OR OMISSIONS CAN RESULT IN THE REJECTION OF YOUR BID.

Important items for you to check are included in, but not limited to, those listed below. This checklist is furnished only to assist you in submitting a proper bid.

_____ Is your bid properly signed? (refer to bid documents)

_____ If required, have you entered a unit price or lump sum for each bid item?

_____ Are decimals in unit price in the proper places? Are your figures legible?

_____ Are any bid bonds or bid deposits, if required, included in your bid package?

Include a copy of any bid bond or a copy of a certified check to show compliance with this requirement

_____ Did you complete and include the Qualification Questionnaire, Hold

Harmless and Non-Iran Linked Business Certification.

_____ Bid Submission – Bids are to be submitted via the mitn.info bid submittal system. Bids submitted by email, fax, hard copy drop off, US Mail and delivery service are not options at this time. Please use the bid submission label provided (See section VIII) as the cover page of your submittal via mitn.info. Include in your bid submittal package all required forms / documents, but please do not include the specifications and instructions.

Return only the forms requiring completion.

_____ Will your bid arrive on time? Late bids will not be considered. Bids must be received by the City via mitn.info no later than 2:30 p.m. by the date specified.

_____ Did you submit your original bid form (no additional copies are required)?

PLEASE DO NOT RETURN COPIES OF OUR

SPECIFICATIONS/INSTRUCTIONS. RETURN ONLY THE FORMS

REQUIRING YOUR COMPLETION (Pages 7-14). Failure to include all pages may result in your bid being deemed non-responsive.

_____ Did you check the MITN website (or email the Purchasing Department) for any addendums which may have been posted? Addendums may be posted at any time and must be submitted to the MITN website no later than 2:30 p.m.

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III. BID SUBMISSION INSTRUCTIONS

Please read these instructions carefully. Your bid / proposal may be deemed non-responsive if it is not submitted as detailed below. Bids / proposals are considered received when downloaded into the mitn.info system before the submission deadline date and time, late bids / proposals will not be considered.

Bid / Proposal Submission Deadline: Tuesday, September 9, 2025 before 2:30 P.M.

Electronic Bid Submission via the MITN system as described below is the only bid submittal option.

Call the Purchasing Office at 586-446-2740 if you have any questions and we will assist.

Electronic Bid Submission Only The vendor / Contractor will need to complete, scan and upload your entire bid package through the MITN system. All electronic bids / proposals will be submitted directly into a secured MITN “vault” that cannot be opened until the bid / proposal submission deadline date and time.

Vendor / Contractor Submittal Procedure:

Login to the MITN website using your previously registered credentials at http://www.mitn.info.

Locate and enter the Sterling Heights Solicitation you have prepared a bid for.

Click on the “Place Bid” button on the upper right side of the page.

In the “Place a Bid” window, select “Place a new Bid” or “Place a No Bid”

(Depending on your response). Select the “Continue” button .

On the next page, in the “Documents” tab, select “Add File” or “Import

Zip file” (Depending on your file type). Complete all required actions and click the “Next” button.

This will bring you to the “Pricing” tab. There you will see a reminder to “Don’t forget to attach your pricing in the ‘Documents’ section”. Select the “Next” button.

On the following screen, in the “Exceptions” section, select “No” or “Yes”

(depending on your response). In the “Bidder Compliance & Authentication” section, you will enter your full name and password where prompted. Click the

“Submit Bid” button.

In the “Bid Submission Confirmation” window, select “No” or “Yes” (depending on your response).

Finally, the next screen will confirm your bid submission. Here you will receive a confirmation number and will be able to download a PDF version of the confirmation for your records.

Important: The mitn.info system locks at 2:30 pm (Sterling Heights, Michigan Time) on the due date, and no bids / proposals can be downloaded after that time. No exceptions.

Bids / proposals must be downloaded and accepted by the mitn.info downloading portal before 2:30 pm. Do not wait until the last minute to submit your bid / proposal, internet

Official bid specifications are available only at www.mitn.info. Page 6 of 14 connections, computer systems failures on the submitter’s part could cause a bid / proposal to be denied from downloading into mitn.info system. The system locks at 2:30 p.m. Late bids / proposals will not be considered.

If you have questions with the electronic bid submission procedures, please contact the MITN Vendor Support Department at (800) 835-4603, option #2 or email:

e-procurementsupport@bidnet.com

The City of Sterling Heights officially distributes bid and RFP documents through the Michigan Inter-governmental Trade Network (MITN). Copies of bid and RFP documents obtained from any other source are not considered official copies. Bids or notification of bids issued by members of MITN are to be posted, in whole or in part, ONLY on the MITN system. Any other use is prohibited. Only those vendors who obtain bid documents from the MITN system are guaranteed access to receive addendum information, if such information is issued. The City of Sterling Heights cannot guarantee the accuracy of any information not obtained from the MITN website and is not responsible for any errors contained by information received from alternate sources.

The City reserves the right, at its sole discretion, to allow a bidder to resubmit a copy of a bid that was otherwise submitted via the mitn.info system before the bid due date and time, when the bid document submitted via the mitn.info system is corrupt or otherwise not readable / downloadable by the City, and when in the opinion of the City, the fault was not that of the bidder.

If you received this document from a source other than the sources indicated, please notify us. It is recommended that all vendors register on the MITN website at www.mitn.info to obtain an official copy. All future bids, proposals, quotes and any addenda and tabulations will be posted on the MITN website.

BID BOND SUBMITTAL: Please refer to the specifications and forms for bid bond requirements and additional information. When bid bonds are required, all bidders must submit a photocopy of the Bid Bond (surety, cashier check, certified check) as part of the electronic bid submission. The photocopy must be of sufficient resolution to show a valid stamp, seal, signatures, names, dates, etc. The original Bid Bond must be provided upon request of the City. Failure to submit the original Bid Bond, upon request by the City, may result in the bid being deemed unresponsive and the bid rejected without further evaluation.

PUBLIC BID OPENING: A public bid opening will be accessible 30 minutes after the posted due date and time via three simultaneous formats:

1. Microsoft Teams live stream - Join the meeting here

2. Conference call, participants must call 586-446-2663, (enter Conference ID Code

4462740 when prompted).

3. In person at the City of Sterling Heights City Council Chambers located at: 40555

Utica Road, Sterling Heights MI, 48313.

A Purchasing Department representative will read the bids / name of firms submitting proposals as they are downloaded and made available.

mailto:e-procurementsupport@bidnet.com https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODVkMDYwZjAtZjIyOS00MDE3LTk3OTYtZWVjOGJkNjU5ZjI1%40thread.v2/0?context=%7b%22Tid%22%3a%22b4d6f201-96e3-4465-b7a5-0a89b7d16abb%22%2c%22Oid%22%3a%22c409637a-761b-428b-b134-24fd1a9caff3%22%7d

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IV. BID FORM

The undersigned hereby declares that the instructions and specifications have been carefully examined and that WATER SERVICE PARTS will be furnished for the prices set forth in this bid. It is understood and agreed that all bids are F.O.B. DESTINATION, that all bid prices shall remain in effect for at least ninety (90) days from the date of the bid opening to allow for the award of the bid and that, if chosen the successful vendor, the prices will remain firm for one (1) Year from date of contract.

All quantities indicated are estimated amounts for one (1) year and may vary during the course of the contract. The estimated quantities are used for assisting in the determination of the lowest responsible bidder. It is the intent of the City to purchase the services in the quantity and frequency as listed in this bid, however, the City reserves the right to reduce or eliminate this purchase without prior notice. The City reserves the right to split and/or reject all bids to realize the greatest cost savings.

ALL PRODUCTS MUST BE OF US ORIGIN. UNLESS SPECIFIED, NO ALTERNATES

WILL BE ACCEPTED.

# of Days for Delivery after Order

ITEM A TOTAL: _______________________ _____________________

ITEM B TOTAL: _______________________ _____________________

ITEM C TOTAL: _______________________ _____________________

ITEM D TOTAL: _______________________ _____________________

ITEM E TOTAL: _______________________ _____________________

ITEM F TOTAL: _______________________ _____________________

ITEM G TOTAL: _______________________ _____________________

ITEM H TOTAL: _______________________ _____________________

BID GRAND TOTAL A – H: $

Warranty:

Payment Terms: ________________________________________________________

Company

IV. BID FORM (CONT’D)

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I hereby state that I have read, understand and agree to be bound by all the terms of this bid document. The undersigned certifies that he has downloaded all documents/addendums associated with this bid from the MITN website.

Company

Address

City/State/Zip

Representative/Title

Telephone/Fax

Terms

E-Mail Address/Website

Signature/Date

A. PIPE - MUST BE US ORIGIN

Est.Qty

Unit Size Description Unit Price

(per roll/length) Total Price

1 ¾" x 60' rolls K Copper $__________ $__________

60 1" x 60' rolls K Copper $__________ $__________

10 1" x 300' rolls CTS Polyethylene Pipe $__________ $__________

3 2" x 300' roll CTS Polyethylene Pipe $__________ $__________

GRAND TOTAL A:

(Please carry TOTAL forward to page 7)

B. REPAIR CLAMPS CI - MUST BE US ORIGIN

Est.Qty Size Description Unit Price Total Price

20 8" x 12" Mueller 540-12-899 $__________ $__________

5 8" x 12" x 1" Mueller 544-12-899 $__________ $__________

5 12" x 12" Mueller 540-12-1310 $__________ $__________

4 12" x 12" x 1" Mueller 544-12-1310 $__________ $__________

2 12 x 30” Mueller 540-30-1310 $__________ $__________

2 12 x 20” Mueller 540-20-1310 $__________ $__________

2 4 x 12” Mueller 540-12-474 $__________ $__________

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B. REPAIR CLAMPS CI - MUST BE US ORIGIN

2 6 x 12” Mueller 540-12-684 $__________ $__________

2 6 x 20” Mueller 540-20-684 $__________ $__________

BID GRAND TOTAL B:

C. REPAIR CLAMPS AC - MUST BE US ORIGIN

Est.Qty Size Description Unit Price Total Price

2 8” x 12” Mueller 540-12-927 $__________ $__________

4 8” x 12” x 1” Mueller 544-12-927 $__________ $__________

2 8” x 30” Mueller 540-30-927 $__________ $__________

BID GRAND TOTAL C:

D. SERVICE SADDLES - MUST BE US ORIGIN

Est. Qty Size Description Unit Price Total Price

30 8" x 1" Mueller BR2B0899-CC-100, $__________ $__________

30 8" x 2" Mueller BR2B0899-CC-200, $__________ $__________

10 12" x 2" Mueller BR2B1314CC200, $__________ $__________

BID GRAND TOTAL D:

E. CURBS NL - MUST BE US ORIGIN

50 1" Mueller B-25155N Compression $__________ $__________

100 1” Mueller B-25154N Flare $__________ $__________

6 1½" Mueller B-25155N Compression $__________ $__________

20 2" Mueller B-25155N Compression $__________ $__________

BID GRAND TOTAL E:

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F. CORPS NL - MUST BE US ORIGIN

50 1" Mueller B-25008N Compression $__________ $__________

100 1" Mueller B-25000N Flare $__________ $__________

6 1½" Mueller B-25008N Compression $__________ $__________

20 2" Mueller B-25008N Compression $__________ $__________

BID GRAND TOTAL F:

G. STOP BOXES - MUST BE US ORIGIN

1,000 1¼"

AY McDonald 5615WB

Minneapolis Pattern, Base Tapped 2", 5'6" extended length

BID GRAND TOTAL G:

H. OTHER - MUST BE US ORIGIN

20 ea. 1" union Mueller H-15403N Compression $__________ $__________

5 ea. 2" union Mueller H-15403N Compression $__________ $__________

¾"

Coupling

AY McDonald #74620

¾" x ¾" x 2½", Lead Free Brass

(Ford or Muller acceptable)

1"

Coupling

AY McDonald #74620

1" x 1" x 2.63", Lead Free Brass

(Ford or Muller acceptable)

1½"

Flange

AY McDonald #7610F 1½", Lead Free Brass

(Ford or Muller acceptable)

20 2" Flange

AY McDonald #7610F 2", Lead Free Brass

(Ford or Muller acceptable)

100 1”x ¾”x ¾” AY McDonald #74602B $__________ $__________

20 4” PVC Schedule 40 10’ plain end $__________ $__________

BID GRAND TOTAL H:

(Please carry TOTAL forward to page 7)

This form must be completed and returned with your bid.

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V. COOPERATIVE AGREEMENT

EXTENSION OF AWARD TO MITN PURCHASING COOPERATIVE

The City of Sterling Heights is a member of the MITN Purchasing Cooperative consisting of many cities, townships, counties and other governmental agencies throughout Michigan. If your company is awarded item(s) referenced in the bid, the cooperative governmental entities may wish to use this contract and will use a purchase order for the item(s) awarded in this bid following minimum order requirements set forth in the bid document. Each entity will provide their own purchase order and delivery location(s) and must be invoiced separately to the address indicated on the purchase order. Please check appropriate box and complete information as required.

If an award is made to _____________________________, it is agreed that

(Company) the contract will be extended to the MITN Purchasing Cooperative under the same prices, terms, and conditions.

Signature of Company Representative ______________________________________

Our company is NOT interested in extending the contract.

Company

Address

City/State/Zip

Representative/Title

Telephone/Fax

E-Mail Address/Website

Signature

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VI. WAIVER, INDEMNITY AND HOLD HARMLESS AGREEMENT

Vendor / Contractor assumes all risks of injury and property damage and accepts all responsibilities in case of accident, injury or death.

Vendor / Contractor agrees not to sue the City of Sterling Heights, its employees, appointed and elected officials, volunteers and all other individuals working on behalf of the City of Sterling Heights, for any claims, damages, or costs which Vendor / Contractor may have as a result of any accident, injury or death incurred or suffered by Vendor / Contractor.

To the fullest extent permitted by law, the Vendor / Contractor expressly agrees to indemnify and hold City, its elected and appointed officials, employees and volunteers and others working in behalf of the City, harmless from and against all loss, cost, expense, damage, liability or claims, whether groundless or not, arising out of the bodily injury, sickness or disease (including death resulting at any time therefrom) which may be sustained or claimed by any person or persons, or the damage or destruction of any property, including the loss of use thereof, based on any act or omission, negligent or otherwise, of Vendor / Contractor or anyone acting in its behalf in connection with or incident to this contract or the work to be performed hereunder (described below), except that the Vendor / Contractor shall not be responsible to the City on indemnity for damages caused by or resulting from the City's sole negligence; and the Vendor / Contractor shall, at its own cost and expense, defend any such claim and any suit, action, or proceeding which may be commenced thereunder, and the Vendor / Contractor shall pay any and all judgments which may be recovered in any such suit, action or proceeding, and any and all expense, including, but not limited to, costs, attorneys' fees and settlement expenses which may be incurred therein.

Describe Event, Work or Contract: ___________________________________________

Vendor / Contractor Name (print): ___________________________________________

Address:

City, State & Zip: ________________________________________________________

Authorized Representative (print): ___________________________________________

Signature: _____________________________________________________________

Title: __________________________________________________________________

Phone: ________________________________________________________________

Fax: __________________________________________________________________

Date: _________________________________________________________________

This form must be completed and returned with your bid..

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VII. NON-IRAN LINKED BUSINESS CERTIFICATION

Pursuant to Michigan law before accepting any bid or proposal or entering into any contract for goods and services with any prospective Vendor, the Vendor must certify that it is not an "Iran Linked Business".

By signing below, I certify and agree on behalf of myself and the company submitting this proposal the following: (1) that I am duly authorized to legally bind the company submitting this proposal; and (2) that the company submitting this proposal is not an "Iran Linked Business," as that term is defined in Section 2(e) of the Iran Economic Sanctions Act, being Michigan Public Act No. 517 of 2012; and (3) That I and the company submitting this proposal will immediately comply with any further certifications or information submissions requested by the City in this regard."

PLEASE PRINT:

Company Name

Authorized Representative

Signature/Date

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VIII. BID SUBMITTION LABEL

Please complete and affix scanned copy as cover page to Bid submission

Bid Documents Cover Page From:

Company Name: ______________________________________________ Contact Person: ______________________________________________ Phone Number: ______________________________________________

Solicitation Title: WATER SERVICE PARTS

Solicitation Number:

ITB-SH25-023

Due Date: SEPTEMBER 9, 2025 Time: 2:30 p.m.

Submit to:

City of Sterling Heights Office of Purchasing

Via the following submittal method:

Electronic: mitn.info