Provide_Services_for_Pump_Efficiency_and_Meter_Accuracy_Testing.pdf

COMPETITIVE BID

FURNISH AND DELIVER

PROVIDE SERVICES FOR PUMP EFFICIENCY AND METER

ACCURACY TESTING

FOR THE

WATER & POWER DEPARTMENT (WATER)

CITY OF PASADENA, CALIFORNIA

Competitive Bid - Provide Services for Pump Efficiency and Meter Accuracy Testing Release Date: Tuesday, December 17, 2024

Attachments:

A - RELEVANT_EXPERIENCE_FORM

B - REQUIRED FORMS - AAs - SIG-LEGAL-STATUS - DECLARATION OF NONCOLUSION 08022024 v2

C - MASTER SERVICES CONTRACT (11-1-21)

1. Notice Inviting Bids

For

Provide Services for Pump Efficiency and Meter Accuracy Testing

Notice is hereby given that the City of Pasadena is calling for sealed bids for the Water & Power Department (Water) and will receive sealed bids prior to 3:00 pm, Thursday, January 16, 2025 and will electronically unseal and make them available online (https://procurement.opengov.com/portal/pasadena/projects/125487) for this solicitation named "Provide Services for Pump Efficiency and Meter Accuracy Testing" Project ID: 2024-IFB-

LM-0660.

1. Summary

The City of Pasadena is seeking bids for pump efficiency testing of well pumps and booster pumps and flow meter accuracy testing of well and booster pump meters.

2. Delivery Instructions

Bids will be received via the City's eProcurement Portal (https://procurement.opengov.com/portal/pasadena). A bid received after the time set for the bid opening shall not be considered. Bidders are required to submit (upload) all items listed in the Submittals/Checklist. Bids will be received prior to 3:00 pm on Thursday, January 16, 2025 and will be opened online at that time.

Copies of the Specifications and all required forms may be obtained for this solicitation online:

https://procurement.opengov.com/portal/pasadena/projects/125487

Addenda shall be acknowledged via the City's eProcurement Portal. Refer to the Specifications for complete details and bidding requirements. The Specification and this Notice shall be considered a part of any contract made pursuant thereunder.

3. No Pre-bid Meeting

The City does not plan to hold a pre-bid conference. Instead, the City will accept written questions via email.

4. Deadline for Questions

The deadline to submit questions related to this solicitation is Friday, December 27, 2024, prior to 2:00 pm.

Questions regarding this solicitation should be submitted directly through the City's eProcurement Portal Q&A function. Do not contact any other City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.

https://procurement.opengov.com/portal/pasadena/projects/125487 https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/125487/document?section=1123451 https://procurement.opengov.com/portal/pasadena/projects/125487 https://procurement.opengov.com/portal/pasadena

5. Release Date

Release Dated: Tuesday, December 17, 2024

MIGUEL MÁRQUEZ

City Manager

2. Instructions to Bidders

1. Summary

Submittal Instructions

Bids will be received via the City's eProcurement Portal. A bid received after the time set for the bid opening shall not be considered. Bidders are required to submit (upload) all items listed in the #Bidder's Submittals/Checklist. Addenda shall be acknowledged via the City's eProcurement Portal. Bids will be received prior to 3:00 pm on Thursday, January 16, 2025 and will be opened online at that time.

Copies of the Specifications and all required forms may be obtained for this solicitation online:

https://procurement.opengov.com/portal/pasadena/projects/125487

Refer to the Specifications for complete details and bidding requirements. The Specification and this Notice shall be considered a part of any contract made pursuant thereunder.

All bid pricing must be entered into the City's eProcurement Portal or the bid may be considered informal and deemed non-responsive, do not use a separate document attachment to represent your pricing. All required attachments must be completed and uploaded electronically into City's eProcurement Portal prior to the set bid date and time in this Notice Inviting Bids.

• DEPARTMENT: Water & Power Department (Water)

• RELEASE DATE: Tuesday, December 17, 2024

• CONTACT: Omar Hamawi

The City of Pasadena is seeking bids for pump efficiency testing of well pumps and booster pumps and flow meter accuracy testing of well and booster pump meters.

2. Contact Information

Omar Hamawi Assistant Engineer Email: ohamawi@cityofpasadena.net Phone: (626) 744-7911 Department:

Water & Power Department (Water)

3. Timeline

Vendors are strongly advised to complete and submit all required items sufficiently early before the date listed in this solicitation. Bids must be completed and submitted according to the instructions in this solicitation prior to 3:00 pm onThursday, January 16, 2025.

https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/125487/document?section=1123451 https://procurement.opengov.com/portal/pasadena/projects/125487 https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena mailto:ohamawi@cityofpasadena.net tel:(626)744-7911

Release Project Date December 17, 2024

Question Submission Deadline December 27, 2024, 2:00pm

Bid Submission Deadline January 16, 2025, 3:00pm

3. General Instructions

1. Pre Submittal Meeting

See the "Timeline" in the Introduction section (#Instructions to Bidders). If there is a Mandatory pre-proposal meeting, bidders/proposers are required to attend at the time, date, and location included in the Timeline. If there is a Non-Mandatory pre-proposal meeting, bidders/proposers are not required to attend.

Each bidder/proposer will have the opportunity to clarify and ask questions regarding the Specifications. The Pre-Proposal Meeting will be held at the time, date, and location in the Timeline of this solicitation.

2. Vendor Must Make Thorough Investigation

It is the bidders/proposers responsibility to examine the location of the proposed work, to fully acquaint themselves with the Specifications or Scope and the nature of the work to be done. The vendor shall have no claim against the City based upon ignorance of the nature and requirements of the project, misapprehension of site conditions, or misunderstanding of the specifications or contract provisions.

3. Acceptance of Conditions

By submitting a response, each vendor expressly agrees to and accepts the following conditions:

A. All parts of the Instructions to bidders/proposers and the Specifications or Scope will become part of the Contract between the selected vendor and the City;

B. The City may require whatever evidence is deemed necessary relative to the bidders/proposers financial stability and ability to complete this project;

C. The City reserves the right to request further information from the bidders/proposers, either in writing or orally, to establish any stated qualifications;

D. The City reserves the right to solely judge the bidder's/proposer's representations, and to solely determine whether the bidder is qualified to undertake the project pursuant to the criteria set forth herein. The bidder/proposer, by submitting a bid, expressly acknowledges and agrees that the judgment of the City as to whether or not the bidder/proposer is qualified to perform the project, shall be final, binding and conclusive;

E. The City reserves the right to reject all bids, waive any irregularity in any of the bids, or cancel or delay the project at any time;

F. This bidding process does not commit the City to award any contract, and the City is not liable for any costs incurred by the bidder/proposer in the preparation and submission of a bid.

4. Truth and Accuracy of Representation https://procurement.opengov.com/portal/pasadena/projects/125487?section=undefined

False, incomplete or unresponsive statements in connection with the bid may be sufficient cause for rejection of a bidder/proposer.

5. City Changes to the Solicitation Documents

The City reserves the right to change any part of these Instructions to Vendors and Specifications any time prior to the submittal deadline. Any changes shall be in the form of addenda and will become a part of the solicitation documents and of the contract. Addenda shall be made available to each vendor. A bidder's/proposer's failure to address the requirements of the addenda may result in the bid not being considered. If the City determines that a time extension is required for the solicitation, the addenda will give the new submission date.

Addenda shall be acknowledged via the City's eProcurement Portal.

6. Addenda

If any vendor contemplating submitting a bid or proposal of the items or services listed herein is in doubt as to the true meaning of any part of this RFP, he/she may submit a question through the City's eProcurement Portal Q&A section for an interpretation or correction thereof.

Any interpretation or correction of City specifications will be made only by addendum, duly issued by the City representative(s) identified as the "Project Contact" (Omar Hamawi), above.

Addenda (if any) shall be made available to each Proposer. A bidder's/proposer's failure to address the requirements of any and all addenda may result in the proposal not being considered. If the City determines that a time extension is required for the proposal, the City will issue an addendum that will give the new submission date. The bidder/proposer is responsible to register on the City's eProcurement Portal and follow the project, Provide Services for Pump Efficiency and Meter Accuracy Testing, to insure they receive all RFP documents including addendums which are available as a download.

The City reserves the right to change any part of these Instructions to bidders/proposers and Specifications any time prior to Deadline for Submissions. Any changes shall be in the form of addenda and will become a part of the Proposal documents and of the contract.

7. Notice Regarding Disclosure of Contents of Document

All responses accepted by the City at the time of bid opening shall become the exclusive property of the City. Upon opening, all bids accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each bid which are identified by the bidder as business or trade secrets and plainly marked as "trade secret," "confidential," or "proprietary." Each element of a bid which a bidder desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e., regarding entire pages, documents, or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required under the California Public Records Act or otherwise by law (despite the bidder's request for confidentiality), the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

8. Award of Bid and Determination of Responsiveness

The contract shall be awarded to the lowest responsive and responsible bidder. In determining whether a bidder is responsible and responsive, the following shall be considered:

A. The quality of the material offered;

B. The ability, capacity and skill of the bidder to perform the contract or provide the material or services;

C. Whether the bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference;

D. The sufficiency of the bidder's financial resources and the effect thereof on his ability to perform the contract or provide the material or services;

E. The character, integrity, reputation, judgment, experience and efficiency of the bidder;

F. The quality and timeliness of the bidder's performance on previous orders or contracts for the City;

G. Litigation by the bidder on previous orders or contracts with the City;

H. The ability of the bidder to provide future maintenance and service where such maintenance and service is essential;

9. Errors and Omissions

Bidders shall not be allowed to take advantage of any errors or omissions in the Instructions to Bidders or Specifications. Full instructions will be given if such error or omission is discovered and timely called to the attention of the City.

10. Patent Feed; Patent, Copyright, Trade Secret, and Trademark Fees

Each bidder shall include in the price bid any patent fees, royalties and charges on any patented article or process to be furnished or used in the prosecution of the Work.

11. Taxes

Price bid shall include all federal, state, local and other taxes.

12. Local Bidders; Refund of Sales and Use Tax

For the purpose of determining the lowest bidder on a contract for materials and supplies only, 1.75% of that portion of the bid subject to sales or use tax shall be deducted from any bid where it is determined that if such bidder were awarded the contract, the City would receive a refund of the 1.75% sales and use tax pursuant to the Uniform Sales and Use Tax Ordinance of the City of Pasadena.

13. Special Requirements of Contractors

There is a separate packet of forms as part of these specifications that a bidder must complete to establish compliance with a number of special City of Pasadena requirements, including, but not limited to, Equal Employment and Affidavit of Non Collusion. These forms and their instructions should be considered an integral part of the specifications and failure to complete them shall be grounds, in the sole discretion of the City, for rejection of any bidder.

14. Public Contract Code Sec. 9204 New Public Works Claims Procedure

As detailed in the Section Titled #Public Works Claims Procedure new Public Contract Code Section 9204, effective January 1, 2017, specifies new procedural requirements for claims submitted by a contractor on any public works project.

15. Equivalents to Specifications

The material, equipment or service offered by the bidder will meet all requirements of the specifications in this Notice Inviting Bids. Questions requesting approval of equals must be submitted before the deadline for questions to the City contacts listed in the Bid Invitation.

Bidder must provide all information (no pricing) in order for the City to determine if the product offered is an equal to the manufacturer specified and/or meets the technical specifications. This includes details for each item to which a proposed equal will be taken, proposed make and model specifications, and any other information on the material specified herein regarding approved equals requested. Bidder must state brand name and/or manufacturer of each item proposed and include detailed specifications. All guarantees and/or warranties must also be stated. Parts and materials must be latest model or current date and meet specifications or be equal to the specifications.

During the question and answer period for this solicitation (Provide Services for Pump Efficiency and Meter Accuracy Testing; 2024-IFB-LM-0660), the City reserves the right to determine whether equivalents meet the bid specifications of the City, and are equal to the manufacturer specified or the stated technical specifications. The decision of the City regarding equality shall be final.

16. Protest Procedure

This procedure specifies the process to be utilized by the City of Pasadena in resolving protests regarding this solicitation. In order for a protest to be considered by the City of Pasadena, it must be submitted in accordance with the procedures outlined in the FORMAL SOLICITATION PROTEST PROCEDURE found at the following link: (https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/). A protest submitted that is not in accordance with this procedure, may be returned to the submitting party without any further action by the City of Pasadena.

https://secure.procurenow.com/portal/pasadena/projects/125487?section=undefined https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/

4. City Requirements

There are forms included in the section named Submittal/Checklist of these specifications which a bidder or proposer must complete to establish compliance with a number of City Requirements, including, but not limited to, equal employment opportunity and affidavit of non-collusion. These forms and their instructions should be considered an integral part of the specifications and failure to complete them may be grounds, in the sole discretion of the city, for rejection of any bidder or proposer.

1. Equal Employment Opportunity in Contracting

Policy - The City of Pasadena is committed to a policy of Equal Employment:

• Contracting. Contractors expressly agree to comply with the City’s ordinances and regulations regarding Equal Opportunity Employment as well as regulations that may be mandated by the source of the funds supporting this contract.

Compliance – To the extent permitted by law, Contractor expressly agrees to establish compliance with the Equal Employment Opportunity Practices Provisions of Chapter 4.08 of the Pasadena Municipal Code, and the Rules and Regulations adopted pursuant to said ordinance.

The successful bidder or proposer may be required to submit documentation during the term of the contract to evidence on going compliance with the City’s Equal Opportunity Practices Provisions. Such documentation may include, but not be limited to certified payroll records and Current Permanent Workforce Utilization reports.

Required Forms – Each bidder or proposer must submit a completed Form AA-1. Failure to submit this form will result in automatic disqualification with no exceptions unless bidder or proposer has an approved Form on file with the City.

Questions regarding Chapter 4.08 of the Pasadena Municipal Code and regulations adopted pursuant thereto should be directed to the Department of Finance, Purchasing Division 626.744.6755.

2. Declaration of Non-Collusion by Contractor

This form is only applied for formal solicitations $75,000 or more. The City requires that each bidder or proposer executes and submits to the City with the Bid/Proposal, the attached Declaration of Non Collusion in the #Bidder's Submittals/Checklist.

3. SAMPLE CONTRACT

A sample of the contract the successful vendor will be required to enter into with the City is attached hereto and by this reference incorporated herein and made part of this solicitation.

4. CHANGE ORDER MANAGEMENT

https://procurement.opengov.com/governments/portal/pasadena/projects/125487/document?section=undefined

Any additional work identified during the course of the project that is deemed necessary, but outside the original Scope of Services, must be recorded as a Change Order and approved by the City in writing before work is started.

5. Local Preferences

The City of Pasadena is committed to promoting the economic health and well being of its residents. To this end, contractor agrees to recruit Pasadena residents initially and to give them preference, if all other factors are equal, for any new positions that result from the performance of this contract and which are performed within the City.

6. Pasadena Business License

Awarded bidder or proposer may be required to obtain and pay for any required business license under Title 5 of the Pasadena Municipal Code.

• If the business will not come into the City for the purpose of providing services for this contract they are not required to obtain a business license.

• If the business will only be coming into the city no more than 10 times to work on projects, they are charged 33% of the annual tax (Pasadena Municipal Code Section 5.04.130C)

• If they come into the City more than 10 times they are required to pay the annual fee.

• Any subcontractors used by the awarded bidder or proposer will be required to obtain a license if they will be coming into the City to perform services.

For further information contact Municipal Services Department at (626) 744-4166, Monday- Friday between 7:15 am and 5:15 pm. Additional Information regarding business license fees can be found here: https://www.cityofpasadena.net/finance/licenses/business-licenses/

7. Invoice Submission Portal

Invoice Submission Portal

The invoice submission process is activated when an invoice is submitted through the Vendor Invoice Portal. Invoices submitted are automatically sent to the department being invoiced for review. Once the city department verifies its accuracy, the department will submit the invoice to Accounts Payable for payment processing. One final review and approval by the department who was invoiced is needed in order for a check to be issued. Checks are issued on Tuesday and Thursday.

How to submit invoices to the City of Pasadena?

Create an account: Visit the City’s Invoice Submission website:

https://invoice.cityofpasadena.net/ and select “Create Account”

Refer to the "Invoice Submission Portal - Vendor User Guide" for detailed instructions.

8. Acceptance of Conditions https://www.cityofpasadena.net/finance/licenses/business-licenses/ https://invoice.cityofpasadena.net/PortalGuide.pdf

By submitting a bid or proposal, each bidder or proposer expressly agrees to and accepts the following conditions:

• All parts of the Instructions to bidder or proposer and Specifications will become part of the Contract between the selected bidder or proposer and the City;

• The City may require whatever evidence is deemed necessary relative to the bidder or proposer financial stability and ability to complete this project;

• The City reserves the right to request further information from the bidder or proposer, either in writing or orally, to establish any stated qualifications;

• The City reserves the right to solely judge the bidder or proposer representations, and to solely determine whether the bidder or proposer is qualified to undertake the project pursuant to the criteria set forth herein. The bidder or proposer, by submitting a bid, expressly acknowledges and agrees that the judgment of the City as to whether or not the bidder or proposer is qualified to perform the project, shall be final, binding and conclusive;

• The City reserves the right to reject all bids, waive any irregularity in any of the bids, or cancel or delay the project at any time;

• This bidding process does not commit the City to award any contract, and the City is not liable for any costs incurred by the bidder or proposer in the preparation and submission of a bid.

9. Pasadena Living Wage Ordinance

If this purchase includes a service, and the contract total is at $25,000 or more, it is then subject to the City of Pasadena's Living Wage Ordinance, Pasadena Municipal Code Chapter 4.11. The ordinance requires that contractors providing labor or services to the City under contracts in excess of $25,000 pay no less than the City’s Living Wage to all employees who spend any of their time providing labor or delivering services to the City.

The selected contractor will be required to evidence compliance with the Living Wage Ordinance by submitting payroll records as requested by the City. Each record shall include the full name of each employee performing labor or providing services under the contract; job classification; rate of pay and benefit rate.

Failure to comply with the provisions of the Pasadena Living Wage Ordinance is grounds for termination of the contract and a basis for penalties as stated in Pasadena Municipal Code Chapter 4.11. Questions concerning the Pasadena Living Wage Ordinance should be directed to:

Finance Department Purchasing Division 626-744-6755 - phone 626-744-6757 – fax

Please visit https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/ for the current calendar year Pasadena Living Wage rate.

10. PAYMENT OF A CITY-WIDE MINIMUM WAGE

If a vendor is providing labor for any subsequent contract resulting from this solicitation, they must comply with the City of Pasadena Minimum Wage as set forth in Chapter 5.02 of the Pasadena Municipal Code. Vendors are encouraged to review the City’s minimum wage information guide at (https://bit.ly/3o3SHMh). The minimum wage ordinance may be found at Pasadena Municipal Code.

11. Certificate of Insurance

Proof of insurance is not required to be submitted with your bid/proposal, but will be required prior to the City's award of the contract. Refer to the Insurance requirements in the "Insurance Requirements" section of this document.

12. REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION (IRS Form W-9)

The winning proposal/bid may be required to submit a completed and signed IRS Form W-9.

Failure to submit this form may result in the response being deemed non-responsive.

Link: https://www.irs.gov/pub/irs-pdf/fw9.pdf

13. LIMITATIONS ON LIABILITY

Bidders acknowledge that they shall provide the goods and/or services without monetary limitations on liability. If Bidders take exception to this requirement, Bidders shall expressly state any exceptions, including the proposed limits of liability, (a) in detail; (b) as a separate line item;

and (c) not part of any form documents submitted. Bidders acknowledge that any exceptions may result in a finding of non-responsivness.

14. Compliance with the Levine Act (Government Code Section 84308)

The Levine Act precludes an officer of a local government agency, including an elected official, from participating in the award of a contract if he or she receives any political contributions totaling more than $250 in the 12 months preceding the pendency of the contract award, and for 12 months following the final decision, from the person or company awarded the contract.

Proposers should ensure their employees, agents, and consultants are aware of the requirements of the Levine Act before the proposal is submitted, so as to avoid inadvertent violations.

15. AVAILABILITY OF FUNDS

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fbit.ly%2F3o3SHMh&data=05%7C02%7Cawatson%40cityofpasadena.net%7Cbb892f95fde0404d371508dc9bbbf790%7C82d9fc002c664402a28fc6bcdc32e491%7C1%7C0%7C638556478819490734%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=zhx6795nsAtQnJvmzYHL5q2Lzw%2FdOCl95da3qPj4Duw%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Flibrary.municode.com%2Fca%2Fpasadena%2Fcodes%2Fcode_of_ordinances%3FnodeId%3DTIT5BULIRE_ARTIGE_CH5.02PACIDEMIWA&data=05%7C02%7Cawatson%40cityofpasadena.net%7Cbb892f95fde0404d371508dc9bbbf790%7C82d9fc002c664402a28fc6bcdc32e491%7C1%7C0%7C638556478819500215%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=AX1DEPBi2FxNNRsdiRGGB1whWvtl2jG%2FQ7SO5QsB%2Fac%3D&reserved=0 https://www.irs.gov/pub/irs-pdf/fw9.pdf https://www.irs.gov/pub/irs-pdf/fw9.pdf

The provisions of this Contract relating to payment for products or services shall become effective when funds assigned for the purpose of compensating the Contractor as herein provided are actually available to for disbursement. The City shall be the sole judge and authority in determining the availability of funds under this Contract. If any action is taken by the City, any state agency, Federal department or any other agency to suspend, decrease, or terminate its fiscal obligations under, or in connection with, this Contract, the City may amend, suspend, decrease, or terminate its obligations under, or in connection with, this Contract. In the event of termination, The City shall be liable for payment only for products provided or services rendered prior to the effective date of the termination, provided that such products or services were provided or performed in accordance with the provisions of this Contract.

16. Addenda

If any person contemplating submitting a proposal of the items or services listed herein is in doubt as to the true meaning of any part of this RFP, he/she may submit a question through the City's eProcurement Portal Q&A section for an interpretation or correction thereof.

Any interpretation or correction of City specifications will be made only by addendum, duly issued by the City representative(s) identified in this solicitation, above. Addenda (if any) shall be made available on the City's eProcurement system, and sent to each vendor included on the "Followers" list in the City's eProcurement system. A vendor's failure to address the requirements of any and all addenda may result in the response (proposal or bid, or alike) not being considered. If the City determines that a time extension is required for the proposal, the City will issue an addendum that will give the new submission date. The vendor is responsible to register on the City's eProcurement Portal and follow the project named Provide Services for Pump Efficiency and Meter Accuracy Testing in order to be included in the "Followers" list in the City's eProcurement system to insure they receive all documents including addendums which are available as a download.

The City reserves the right to change any part of these Instructions to PROPOSERS and Specifications any time prior to Deadline for Submissions. Any changes shall be in the form of addenda and will become a part of the Proposal documents and of the contract.

5. General Specifications

1. BID PROPOSAL QUANTITIES

The quantities contained in the bid documents are approximate only and are for the sole purpose of comparing bids. The City may, in accordance with the specifications, order more equipment and/or materials as necessary at the City's sole discretion, as increased by the unit price noted and payment will be made for the amount of material actually provided as determined by the City and accepted at the unit prices noted in the bid.

2. EVALUATION OF BID

Bids will be evaluated based on the lowest Grand Total Price submitted in the Bidders' Proposal.

The contract award will be made from among responsive and responsible bidders. In case of a discrepancy between the unit prices and item total, the unit price shall govern. In the event of a discrepancy between the item totals and the grand total price the item totals shall prevail. The prices will be subject to adjustment by the City on that basis in the event of discrepancy and bid awarded.

3. Award of Bid and Determination of Responsiveness

The contract shall be awarded to the lowest responsive and responsible bidder. In determining whether a bidder is responsible and responsive, the following shall be considered:

• The quality of the material offered;

• The ability, capacity and skill of the bidder to perform the contract or provide the material or services;

• Whether the bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference;

• The sufficiency of the bidder's financial resources and the effect thereof on his ability to perform the contract or provide the material or services;

• The character, integrity, reputation, judgment, experience and efficiency of the bidder;

• The quality and timeliness of the bidder's performance on previous orders or contracts for the City;

• Litigation by the bidder on previous orders or contracts with the City;

• The ability of the bidder to provide future maintenance and service where such maintenance and service is essential;

4. SAMPLE CONTRACT

A sample of the contract the successful bidder will be required to enter into with the City is attached hereto and by this reference incorporated herein and made part of these specifications.

5. SUBSTITUTION FOR PATENTED AND SPECIFIED ARTICLES

Wherever these Specifications specify any material or process by patent or proprietary name, or by name of manufacturer, such specification is only for the purpose of describing the material or process desired and shall be deemed to be followed by the words and/or approved equivalent.

Any bidder may offer in the proposal any material or process that is equivalent in every respect to the material or process specified. This statement of alternate unit shall clearly describe the material or process for which the substitution is proposed and shall provide technical data establishing equivalency.

6. BID YOUR FULL EQUAL OR BETTER

Materials and equipment furnished shall be new, complete, ready-for-use and of the latest model, shall not have been used in demonstration or other services and have all the usual equipment as shown by manufacturer’s current specifications and catalogs unless otherwise specified.

7. INSURANCE

Proof of insurance is not required to be submitted with your bid, but will be required prior to the City's award of the contract. A copy of the City standard is included in the attachments.

8. DURATION OF CONTRACT

The initial term of the contract resulting from these Specifications shall be for four years from the date of execution by the City. No optional extension periods will be included with this contract.

9. System for Award Management (SAM.Gov)

Prior to contract award, the lowest responsive and responsible bidder must provide an active registration with "Sam.Gov." Vendors seeking to register can register for free at the following link: https://sam.gov/content/entity-registration

10. RELEVANT EXPERIENCE

Provide experience with governmental agencies for two projects/contracts of similar scope and size. Complete and submit the attached Relevant Experience Form with your bid to demonstrate experience with projects of similar scope and size to that which is to be performed.

11. PROTECTION OF WORK, MATERIALS AND EQUIPMENT

https://sam.gov/content/entity-registration

The Contractor shall bear all risk of loss or damage to the work until its final completion and acceptance by the City. In this connection, the Contractor shall be responsible for proper storage and handling of all materials, including those materials furnished by the City, and for the care of all work until such final completion and acceptance. The Contractor shall, at its own expense, promptly replace material damaged or lost during this period, and shall repair any portion of the work damaged during this period. If the Contractor neglects or refuses to do so, the City may do so at the Contractor’s expense. However, the Contractor shall not be responsible for damage exceeding five percent of the Contract amount from Acts of God as defined in California Government Code Section 4151, such as earthquakes in excess of magnitude 3.5 on the Richter Scale, provided such damaged work was done according to the Specifications. Contractor shall not sell, assign, mortgage, hypothecate or remove equipment or materials which have been installed or delivered, and which may be necessary for the completion of the work, without written consent of the General Manager.

12. CLEANUP

The Contractor shall keep the site free from accumulation of waste materials, rubbish and debris at all times. Upon completion of the work, the Contractor shall remove from the site all tools, equipment, temporary structures, unused materials, concrete forms, scaffolding, rubbish and other materials belonging to the Contractor or used under its direction during construction, and shall leave the site broom clean, unless the General Manager specifies otherwise. In the event the Contractor fails to clean up as required by these Specifications, the City may perform such cleanup work at the Contractor’s expense; the Contractor and its sureties shall be liable for such expense.

13. CONTRACTORS QUALITY CONTROL

The Contractor shall be responsible for providing quality control measures to assure that all work is done in accordance with the Contract documents and any product manufacturer’s recommendations.

If, in the opinion of a City Inspector or Representative, the Contractor is not providing quality control, further repair work may be suspended in part or in whole. Repair work shall only be allowed to commence once the Contractor has demonstrated satisfactory improvement in quality control procedures and repair results.

14. Funding Source

This procurement is funded by: The City of Pasadena. Vendors must submit all required document with their proposal.

15. Experience and Qualifications of Contractors

Contractor shall have a minimum of five (5) years prior pump efficiency and meter accuracy testing work experience with a municipal agency. The work experience shall be similar to the work described in these Specifications.

Contractor shall submit at least three (3) references for the past five (5) years of comparable pump efficiency and meter accuracy testing work experience along with the bid. This “Statement of Experience” shall be submitted with the Contractor’s bid.

16. RELEVANT EXPERIENCE

Provide experience with governmental agencies for two projects/contracts of similar scope and size. Complete and submit the attached Relevant Experience Form with your bid to demonstrate experience with projects of similar scope and size to that which is to be performed.

6. Bid Specifications

1. Scope of Services

The City of Pasadena is seeking bids for pump efficiency testing of well pumps and booster pumps and flow meter accuracy testing of well and booster pump meters. The Contractor shall be responsible for satisfactory and complete execution of the work related to pump efficiency and meter accuracy testing in accordance with the Specifications.

All work shall be performed on regular workdays of the City of Pasadena Water and Power Department, Water Division between the hours of 7:00 a.m. and 4:30 p.m. The City operates on a 9/80 schedule and is closed every other Friday. The City is closed on the following holidays:

New Year’s Day, Martin Luther King Jr. Day, Lincoln’s Birthday, Washington’s Birthday, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day and the Friday after, and Christmas Day.

2. Location of work

Testing will take place at various locations throughout the City of Pasadena and Altadena.

3. General Responsibility of Contractor

The Contractor shall provide, at no additional cost to the City, all services, material and equipment required to complete the work, even though not particularly specified or indicated.

The work of the Contractor shall not vary from the Specification in form or quality without previous written consent of the City.

4. Booster Pump and Well Pump Efficiency Testing

Test Reports, measured values:

A. Total lift, booster pumps:

The pump test report shall consist of the following measured information: The discharge head and suction head expressed in pounds per square inch or vacuum and converted to feet expressed to the nearest tenth of a foot. The datum shall be the centerline of the discharge pipe.

B. Total lift, well pumps:

The report shall consist of the following measured information: The standing water level and pumping water level measured to the nearest tenth of a foot and the discharge pressure/vacuum expressed in pounds per square inch and feet, measured to the tenth of a foot.

The datum shall be the centerline of the discharge pipe.

Fluid flow, usually expressed in gallons per minute. Other values such as cubic feet per second or million gallons per day may be used as appropriate to the industry. Power input to the motor measured in kW and converted to horsepower input.

Test report, calculated values:

A. The following calculated values should be included in the test report:

Drawdown and specific yield in well pump reports; total lift; acre feet pumped in 24 hour day;

brake horsepower and/or percent of motor load; kilowatt hours, therms or gallons per acre foot;

overall plant efficiency. On well pumps, the centerline of the pump discharge to elevation may also be included.

5. Equipment Standards

Water flow measurement equipment:

Water flow may be measured by any of the following methods: Pitot tube, ultrasonic flow meter, orifice, venturi tube or water meter. The equipment used must be in the accuracy class of 2% or better. Weirs and volumetric methods may also be used. It is up to the test technician to determine the most suitable device for measuring the flow under the existing circumstances.

Pump discharge head measurement:

The discharge head will be measured with a test pressure gauge in the accuracy class of ½ %. For low head pumps a water column and tape measure may be used.

Pump suction head measurement:

The suction head will be measured with a test pressure gauge or test suction gauge in the accuracy class of ½ %.

Static and pumping water levels in wells and sumps:

Water levels in wells or sumps will be measured with an electric well sounder. The sounder line may be pre-marked at intervals to facilitate the measurement. A calibrated air line and test pressure gauge in the accuracy class of ½ % may also be used for determining the water level in wells or sumps.

kW input measurements to pump motors:

Pump motor kW input may be determined by timing the Utility installed billing meter. KW input may be measured with a portable kW meter in the accuracy class of 2%.

Pump speed measurement:

Pump speed may be measured with an electronic tachometer, strobe light, or pole slip method.

Voltage measurement, 600 volts systems and below:

The voltage will be measured with a voltmeter in the accuracy class of 1%.

Current measurement, 600 volt systems and below:

Current will be measured with a clamp-on amp meter in an accuracy class of 2%.

Voltage and current measurement, above 600 volts:

Voltage and current readings should only be taken from panel mounted meters on high voltage systems.

6. Pump Efficiency Test Procedures

Flow measurement

A. Determine appropriate location for pitot tube.

B. Isolate and depressurize pipe.

C. Measure pipe inside diameter.

D. Install pitot tube and connect manometer.

Pressure/head measurement (Datum is center line of pump discharge)

A. Locate appropriate location for pressure gauge cocks.

B. Utilize existing pressure gauge cocks if possible.

C. If necessary, have customer install pressure gauge cocks in proper locations.

Energy input measurement to motor

A. Determine appropriate location and method to measure kW input.

A1. Utility billing meter.

A2. Portable kW meter.

B. Open appropriate electrical panels for inspection.

Pump speed measurement

A. Install reflective tape for electronic tachometer operation.

Preparation for operation

A. Open all valves.

B. Open electrical panels.

C. Clear area and make final safety check.

Adjustments

A. Start pump and allow to stabilize.

B. Bleed pressure gauge cocks, install pressure gauges and check operation.

C. Set valves for proper head.

D Bleed and set pitot tube and manometer.

Head measurement

A. Verify head and record pressures.

Flow measurement

A. Read manometer and record reading

Energy measurement

A. Time utility billing meter and record, or:

B. Take kW readings at appropriate location by the single phase method and record.

C. Measure running voltage and record.

D. Measure running current and record.

E. Note any unusual voltage or current conditions.

Pump speed measurement

A. Measure pump speed with electronic photo tachometer and record.

Calculations

A. Calculate total lift and convert to feet.

B. Calculate flow in gallons per minute.

C. Calculate kW input to motor and convert to input horsepower.

D. Determine wire to water efficiency.

E. Calculate kVA and power factor.

Additional test points

The same procedure is repeated for each additional test point as determined in advance. Voltage and current readings may be omitted in subsequent test points if electrical operation is satisfactory.

Pump tests are conducted in accordance with Hydraulic Institute test standards 1.6, 2.6 & 11.6 to the extent that the pumping plant physical installation allows.

7. Water Meter Testing Procedures

A standard Field or Index Test is to be performed following the American Water Works Association practices set forth in M6 & M36. Flow is to be measured in gallons per minute, and make a comparison with production water meter. The flow test will be preformed one of three ways.

First: Using a Comparative water meter. The flow is measured using a calibrated comparison water meter.

Second: Using a Pitot tube. The flow is measured with a velocity head differential tool.

Third: Using an Ultra Sonic flow meter. The flow is measured with a transit time sound wave correlation tool.

8. City of Pasadena Responsibilities

City of Pasadena will be responsible the following support:

* Operation of pumps and valves as necessary.

* Take necessary reads and, in general, ensure any discharged water is in compliance with the National Pollutant Discharge Elimination System (NPDES) and/or any other permit(s).

* Removal and installation of complete meters as necessary.

* Provide traffic control at flooded intersections and streets as necessary.

9. Experience and Qualifications of Contractors

Contractor shall have a minimum of five (5) years prior pump efficiency and meter accuracy testing work experience with a municipal agency. The work experience shall be similar to the work described in these Specifications.

Contractor shall submit at least three (3) references for the past five (5) years of comparable pump efficiency and meter accuracy testing work experience along with the bid. This “Statement of Experience” shall be submitted with the Contractor’s bid.

10. RELEVANT EXPERIENCE

Provide experience with governmental agencies for two projects/contracts of similar scope and size. Complete and submit the attached Relevant Experience Form with your bid to demonstrate experience with projects of similar scope and size to that which is to be performed.

7. Insurance Requirements

1. Insurance Requirements https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/General-Most- Contracts.pdf?v=1623280176766 https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/General-Most-Contracts.pdf?v=1623280176766 https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/General-Most-Contracts.pdf?v=1623280176766

8. Public Contract Claims Procedure

PUBLIC CONTRACT CODE SECTION 9204 PUBLIC WORKS CLAIMS PROCEDURE

AB 626, approved by the Governor on September 29, 2016, created a new Public Contract Code Section 9204, which specifies new procedural requirements for claims submitted by a contractor on any public works project. These new requirements contain burdens for both private contractors and public entities and are specifically made applicable to charter cities.

For this legislation, a “public works project” is defined as “the erection, construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind.” This definition is not as broad as in the Prevailing Wage Law.

A “claim” is defined as “a separate demand by a contractor sent by registered mail or certified mail with return receipt requested…” and is limited to three types of contract disputes:

1. “A time extension…for relief from damages or penalties for delay assessed by a public entity….”

2. “Payment by the public entity of money or damages arising from work done by, or on behalf of, the contractor pursuant to the contract for a public works project and payment for which is not otherwise expressly provided or to which the claimant is not otherwise entitled”, and/or

3. “Payment of an amount that is disputed by the public entity.”

Upon receipt of a claim, a public entity must "conduct a reasonable review" and provide a written statement to the contractor within 45 days of receipt of the claim. Failure of a public entity to respond to a claim within the time periods described in Section 9204 "shall result in the claim being deemed rejected in its entirety."

For any undisputed portion of a claim, a public entity must make payment within 60 days of the public entity's issuance of the written statement.

If the contractor disputes the public entity's written statement, or if the public entity fails to respond, the contractor may demand "an informal conference to meet and confer for settlement of the issues in dispute." The public entity must schedule the meet and confer conference within 30 days of the demand.

Within 10 business days following the meet and confer conference, the public entity must provide a written statement identifying the portion of the claim that remains in dispute.

Any payment due on an undisputed portion of the claim must be made within 60 days of the meet and confer conference. Amounts not paid in a timely manner shall bear interest at 7 percent per year.

After the meet and confer conference, any disputed portion of the claim "shall be submitted to non-binding mediation." If mediation fails to resolve the dispute, the parts of the claim that remain in dispute shall be subject to applicable procedures outside Section 9204 (statutory and contractual).

The full text of this new legislation is set forth below:

THE PEOPLE OF THE STATE OF CALIFORNIA DO ENACT AS FOLLOWS:

SECTION 1.

Section 9204 is added to the Public Contract Code, to read:

9204.

(a) The Legislature finds and declares that it is in the best interests of the state and its citizens to ensure that all construction business performed on a public works project in the state that is complete and not in dispute is paid in full and in a timely manner.

(b) Notwithstanding any other law, including, but not limited to, Article 7.1 (commencing with Section 10240) of Chapter 1 of Part 2, Chapter 10 (commencing with Section 19100) of Part 2, and Article 1.5 (commencing with Section 20104) of Chapter 1 of Part 3, this section shall apply to any claim by a contractor in connection with a public works project.

(c) For purposes of this section:

(1) “Claim” means a separate demand by a contractor sent by registered mail or certified mail with return receipt requested, for one or more of the following:

(A) A time extension, including, without limitation, for relief from damages or penalties for delay assessed by a public entity under a contract for a public works project.

(B) Payment by the public entity of money or damages arising from work done by, or on behalf of, the contractor pursuant to the contract for a public works project and payment for which is not otherwise expressly provided or to which the claimant is not otherwise entitled.

(C) Payment of an amount that is disputed by the…