Repair Couplings Bid 08 2025_cjd.pdf

Purchasing Department

Invitation to Bid

ITB-25-047 - REPAIR COUPLINGS

Annual Contract for Repair Couplings for

Transmission, Distribution & Engineering

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INVITATION TO BID (ITB)

#ITB-25-047-Annual contract for REPAIR COUPLINGS

Procurement Specialist: Lottie Delgado Email Address: purchasing@pueblowater.org Telephone Number: 719-584-0201

Proposals must be received no later than:

3:00 p.m. MST, on Friday, August 1, 2025 Proposals received after this date and time will not be considered for award.

Public Bid Openings will be conducted via conference call at the bid closing time. To participate:

1. Dial 1-650-479-3208

2. Enter the access number: 26625149127

3. You will then be placed on the conference call joined by the Procurement Specialist who will begin reading the submitted bid proposals.

Price quoted shall include any charges for packaging, containers, freight and delivery to:

Warehouse, 707 W. Third Street, Pueblo, Colorado 81003

The Board of Water Works of Pueblo, CO (Pueblo Water) will accept proposals in hard copy format, and online through the Rocky Mountain Bid System at https://www.bidnetdirect.com/colorado as well as via: email, hard copy mailed or dropped off. Pueblo Water is not obligated to accept quotes from offerors that are not submitted on time for any reason. Proposals being dropped in person are to be submitted in a sealed Package with the following on the outside of the envelope:

Company Name ITB Title Due Date and Time Purchasing Department

Package must include:

• One Original Proposal, Deliver proposals to:

Board of Water Works of Pueblo, CO Purchasing Department 319 W. 4th Street Pueblo, Colorado 81003 https://www.bidnetdirect.com/colorado

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Schedule of Events (subject to change)

All times are given in local Colorado time

ITB Issued Thursday, July 17, 2025 Inquiry Deadline Thursday, July 24, 2025, 3:00 p.m. MST Proposal Due Date and Time Friday, August 1, 2025, 3:00 p.m. MST

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Table of Contents Section Title Page I. Specifications 5 II. Statement of Work 6 III. Special Conditions 6-12 IV. Response Format 12

Attachments Section Title Page A. Bid Form – Standard Couplings-Attachment A 13 A. Bid Form – Transition/Reducer Couplings-Attachment B 14 B. Proposal Acknowledgement Form 15 C. Sample Acceptance Form 16

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SECTION I. – Specifications

A. General Specifications Ductile Iron and Steel Repair Couplings shall conform to AWWA Standard C219, AWWA C111 latest revision and shall exceed C219 and C211 where noted. The following are the approved manufacturers and models for ductile iron and steel repair couplings as of 7/1/25:

Romac

• XR-501 through 12" nominal

• Style 400, or RC 400 16" and larger

Pueblo Water, in addition to reserving the right to accept or reject all bids announces the following policy:

All bids submitted by vendors for a specific product must have (30 days prior to bid opening) approval of their product which can be initiated by:

1. Submission of working samples per Pueblo Water specifications (30 days prior to any bid opening for a particular product.)

2. Submit detailed drawings of sample (if applicable).

3. List of users in and out of the State of Colorado.

4. Availability and time for delivery.

B. General Specifications for Repair Couplings (up to 12” nominal)

Sleeve - Ductile iron ASTM A-536, Grade 65-45-12. Ends shall have a smooth inside taper for uniform gasket seating. Sleeve length shall be a minimum of seven (7”) inches for couplings twelve (12”) inches in diameter or smaller and shall be a minimum of ten (10”) inches for couplings sixteen (16”) inches in diameter or larger.

Followers - Ductile iron ASTM A-536.

Gaskets - Rubber compound containing all new materials which provide long storage life and resistance to set after installation. Gaskets shall be vulcanized synthetic rubber that is free of porous areas, foreign materials, and visible defects. No reclaimed rubber shall be used.

Bolts & Nuts - Type 304 stainless steel.

Lining/Coating – Standard shop coat

C. General Specifications for Steel Couplings (16” and larger)

Sleeve – Meet or exceed ASTM A283/283M, Grade C Steel or ASTM A666. Sleeve length shall be a minimum of seven (7”) inches for couplings twelve (12”) inches in diameter or smaller and shall be a minimum of ten (10”) inches for couplings sixteen (16”) inches in diameter or larger.

Followers - Ductile iron ASTM A 536 or carbon steel A283/A283M, A666.

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Gaskets - Rubber compound containing all new materials which provide long storage life and resistance to set after installation. Gaskets shall be vulcanized synthetic rubber that is free of porous areas, foreign material, and visible defects. No reclaimed rubber shall be used.

Bolts & nuts - Type 304 stainless steel.

Lining/ Coating- Standard shopcoat

SECTION II. – Statement of Work

A. Scope of Services

Pueblo Water is seeking to enter an annual contract for the specified bill of material.

B. Period of Award

The effective date of providing the required product and services shall be from September 20, 2025, through September 19, 2026.

SECTION III. – Special Conditions

A. Issuing Office The Pueblo Water’s Procurement Specialist listed herein is to be the sole point of contact concerning this ITB. Bidders should not directly contact other personnel regarding matters concerning this ITB or to arrange meetings related to such.

B. Official Means of Communication All official communication from Pueblo Water to Bidders will be via postings on an electronic solicitation notification system, the Rocky Mountain Bid System (www.bidnetdirect.com/colorado). The Procurement Specialist will post notices that will include, but not be limited to, any modifications to administrative or performance requirements, answers to inquiries received, clarifications to requirements, and the announcement of award. It is incumbent upon Bidders to monitor the Rocky Mountain Bid System carefully and regularly for any such postings. In addition, communications may be sent to attendees of the pre-proposal conference, if any, via email.

C. Inquiries Prospective Bidders may make written inquiries by e-mail before the written inquiry deadline concerning this ITB to obtain clarification of requirements. There will be an opportunity to make inquiries during the pre-proposal conference, if any. No inquiries will be accepted after the deadline. Inquiries regarding this ITB (be sure to reference ITB number) should be referred to:

E-Mail: purchasing@pueblowater.org Subject Line: ITB-25-047-ANNUAL CONTRACT - REPAIR COUPLINGS

Response to Bidders’ inquiries will be published as a modification on the Rocky Mountain Bid System in a timely manner. Contractors cannot rely on any other statements that clarify or alter any specification or other term or condition of the ITB.

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Should any interested Bidder, sales representative, or manufacturer find any part of the listed specifications, terms, and conditions to be discrepant, incomplete, or otherwise questionable in any respect, it shall be the responsibility of the concerned party to notify the Procurement Specialist of such matters immediately upon discovery.

D. Hold Harmless and Indemnification:

Successful bidder (Vendor) agrees to defend and hold harmless the Purchaser, its customers and users of the material provided, against all loss, expense and damages, arising from bodily injury to any person, including death there from, and damage to property caused by any defective products supplied hereunder by the negligence or by the willful acts of Vendor, its agents or employees engages in the manufacture, installation, delivery, erection, repair or operation of any equipment or material covered hereunder.

The successful Vendor shall indemnify and save harmless Pueblo Water against all claims for damages and any loss or expense, including attorney's fees, sustained by reasons of royalties, patent, trademark, or copyright infringement which may be involved in the manufacture or use of the material to be furnished.

E. Modification or Withdrawal of Proposals:

Proposals may be modified or withdrawn by the Bidder prior to the established due date and time.

F. Changes Clause:

No change will be made to the requirements of this order without the express written consent of Pueblo Water. Any excess cost incurred by the Vendor, in the event an unauthorized change is made, will be at Vendor’s expense and not chargeable to Pueblo Water. Any change made without the consent of Pueblo Water may result in the cancellation of this order.

Please note that the client reserves the right to procure any and all emergency or operational requirements from the open market as deemed necessary to ensure continuity of service and operations.

Please note in your proposal exceptions and modifications to the contract you desire to be made. Any exceptions or modifications to the contract may be grounds for considering a proposal non-responsive.

G. Inspection and Acceptance:

Pueblo Water will inspect each item delivered under this order at the time of delivery or as soon thereafter as possible. Any item found not to meet the specifications of this order will be returned to the Vendor for alteration or repair. Any item will be considered accepted by Pueblo Water after a satisfactory inspection has been made and any alterations or repairs required have been accomplished.

H. Acceptance:

A proposal submitted in response to this ITB shall constitute a binding offer. The autographic signature of a person who is legally authorized to execute contractual obligations on behalf of the Bidder shall indicate acknowledgment of this condition. A submission in response to this ITB acknowledges acceptance by the Bidder of all terms and conditions as set forth herein. A Bidder shall identify clearly and thoroughly any variations between its proposal and the ITB in the cover letter. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance, except as outlined or specified in the ITB.

In submitting the proposal, Bidder agrees that acceptance of any or all bids by the

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Procurement Specialist within a reasonable time does not constitute a contract. No delivery shall become due or be accepted unless a purchase order has been issued by the Purchasing Department. Any goods shall remain the property of the Vendor until delivered to and accepted by Pueblo Water.

I. Invoice and Payment:

Invoices shall contain a non-duplicated number. Invoices can be sent electronically to accounting@pueblowater.org or a hardcopy to the following address:

Board of Water Works Accounts Payable P.O. Box 400 Pueblo, Colorado 81002-0400

Pueblo Water has the ability to remit payment via the following methods:

Procurement-Card (P-Card): Pueblo Water utilizes a corporate procurement card (Visa) to transact smaller dollar payments by Pueblo Water staff. This provides benefits and efficiencies associated with credit card purchases and vendor reimbursements.

Check/ACH: With this option Pueblo Water will remit payment 30 days after receiving an invoice.

J. Exceptions:

All prospective Bidders shall separately record any proposed specification deviations from those herein provided. Bidders must also be aware that bids submitted to Pueblo Water which are not in full compliance with the published specifications may be rejected as non-responsive. Pueblo Water shall be the sole judge in determining which exceptions, if any, to the published specifications are acceptable based on the Pueblo Water’s intended use.

K. Estimate of Quantities/Amounts:

The estimates of quantities/amounts noted are based on past procurement records and/or projections for the next twelve (12) month period. Quantities/amounts shown on the Bid are for bid evaluation only and constitute no guarantee what quantities/amounts, if any, may be ordered.

Upon award of the contract, the Vendor hereby expressly agrees to furnish the designated bill of material required by Pueblo Water in each of the quantities listed on the “Bill of Material” and for which has quoted prices, for the duration of the contract and at the prices shown.

If the actual quantity required exceeds the estimated quantity specified, the vendor agrees to supply the additional quantities at the same per unit cost as quoted in Bid Form A & B.

This pricing shall remain valid for the duration of the contract period, unless otherwise agreed upon in writing by both parties.

L. Over shipment:

Material shipped more than quantity ordered may be returned at Vendor’s expense.

M. Freight (F.O.B. Destination):

Vendor assumes full responsibility for all transportation, transportation scheduling, packing, handling, insurance and other services associated with delivery of all products under this Contract. Bid price shall be FOB Pueblo, Colorado in minimum shipments of 10,000 lbs.

mailto:accounting@pueblowater.org

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N. Protested Solicitations and Awards:

Any actual or prospective Vendor who is aggrieved in connection with either the solicitation or award of a contract may protest in writing to the Procurement Specialist. The protest shall be submitted within three calendar days after such aggrieved person knows, or reasonably should have known, of the facts giving rise thereto.

With regard to requirements or specifications set forth in this ITB, it is important for Vendors to note that a challenge should be made within three (3) calendar days of when the item being protested is known.

O. Confidential/Proprietary Information:

Pueblo Water neither requests nor encourages the submission of confidential/proprietary information in response to this Invitation to Bid. All proposals will be confidential until a contract is awarded and fully executed. At that time, all proposals and documents pertaining to the proposals will be open for public inspection, except for material that is proprietary or confidential. However, requests for confidentiality can be submitted to the Procurement Specialist provided that the submission is in accordance with the following procedures. This remains the sole responsibility of the Vendor. The Procurement Specialist will make no attempt to cure any information that is found to be at a variance with this procedure. The Vendor may not be given an opportunity to cure any variances after proposal opening. Neither a proposal in its entirety, nor proposal price information will be considered confidential/proprietary.

P. Informalities and ITB Cancellation:

The Procurement Specialist reserves the right to reject all bids for any or all items covered in the bid request, to waive informalities or defect in bids or to accept such bids as shall be deemed in the best interest of the Pueblo Water. Pueblo Water reserves the right to cancel this ITB at any time, without penalty.

Q. Negotiation of Award:

In the event only one (1) responsive proposal is received by Pueblo Water, Pueblo Water reserves the right to negotiate the award for the services with the Contractor submitting the proposal in lieu of accepting the proposal as is.

R. Annulment Without Fault of Contractor:

Pueblo Water shall have the right at any time, for reasons which appear good to it, to annul this contract upon giving written notice “Notice of Termination” to the Vendor, in which event the Vendor shall be entitled to the full amount of the Material provided by him under this contract up to the time of such annulment. The Notice of Termination will specify the extent to which performance of the work is terminated and the date upon which termination becomes effective. Vendor may only terminate this contract with cause.

S. Notice to Cure:

Pueblo Water shall have the right to issue the Vendor Notice to Cure in the event conditions of the contract are not being satisfied and are endangering performance of the contract. The failure shall be cured within the time allotted by Pueblo Water or will face termination of the contract for default.

U. Termination for Default:

Pueblo Water may terminate this Contract for default if Pueblo Water in its sole discretion determines that the Vendor has failed to comply with the Contract Documents; fails to make

ITB-25-047 Annual Contract for Repair Couplings P a g e 10 | 16 progress, so as to endanger performance; acts or fails to act so that it reasonably appears Vendor’s future performance is uncertain; or fails to perform the Work within the time specified or any written extension; and does not cure such failure within a reasonable period of time after written notice. In the event of termination for default, Pueblo Water may purchase replacement Work or Materials, and the Vendor shall reimburse Pueblo Water for any excess costs incurred by Pueblo Water. Pueblo Water shall pay to the Vendor , as full compensation, the unit or prorated Contract Price for the performance and accepted portion of the Work or Materials. Termination for default will result in the removal of the Vendor’s name from the approved Bid list for two (2) years or a different period of time, at Pueblo Water’s discretion.

If, after notice of termination for default, Pueblo Water determines that the Vendor was not in default or that the Vendor’s failure to perform was due to cause beyond the control and without the fault or negligence of the Vendor, the termination shall be deemed “Annulment without Fault of Vendor” per clause above.

V. Force Majeure:

The parties shall not be responsible for any failure or delay in the performance of any obligations under this Contract caused by natural disasters, flood, fire, war or public enemy.

(Economic conditions and labor strikes shall not be considered force majeure events.) If a party asserts force majeure as an excuse for failure to perform the party’s obligation, then the nonperforming party must provide that the party took reasonable steps to minimize delay or damages caused by the force majeure, that the party substantially fulfilled all non-excused obligations, and that the other party was timely notified of the likelihood or actual occurrence of a force majeure. In the event of a force majeure is declared and in effect for more than ten (10) Days, Pueblo Water may terminate this Contract without any further obligation or liability.

W. Subcontracting and Assignment:

The Vendor shall not assign or subcontract the work, or any part thereof, without the previous written consent of Pueblo Water, nor shall they assign, by power of attorney or otherwise, any of the money payable under the Contract unless written consent of Pueblo Water has been obtained. No right under the Contract, nor claim for any money due or to become due shall be asserted against Pueblo Water, or persons acting for Pueblo Water, by reason of any so-called assignment of the Contract or any part thereof, unless such assignment has been authorized by the written consent of Pueblo Water. In case the Vendor is permitted to assign moneys due or to become due under the Contract, the instrument of assignment shall contain a clause subordinating the claim of the assignee to all prior liens for services rendered or materials supplied for the performance of the work.

X. Damages for Breach of Contract:

In addition to any other legal or equitable remedy Pueblo Water may be entitles to for a breach of this Contract, if Pueblo Water terminates this Contract, in whole or in part, due to Vendor’s breach of any provision of this Contract, Vendor shall be liable for actual and consequential damages to Pueblo Water.

Y. Incurring Costs:

Pueblo Water is not liable for any cost incurred prior to issuance of a legally executed contract and/or purchase order.

Z. Non-Discrimination:

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The Vendor shall comply with all applicable state and federal laws, rules and regulations involving non-discrimination on the basis of race, color, religion, national origin, age or sex.

AA. Procedure for Price Adjustments:

In the event of a price increase due to tariffs, supply chain disruptions, or other unforeseen market conditions, the vendor must provide supporting documentation, including references to relevant indices such as the Consumer Price Index (CPI) or Producer Price Index (PPI), to justify the adjustment including but not limited to delivery, materials, transportation, labor, unforeseen statutory or regulatory mandates, or other impacts. Pueblo Water will require a comprehensive breakdown detailing the price increase and impact to the finished product as well as official importer receipts or customs documentation showing proof of payment and transaction date. Pueblo Water, at its sole discretion, shall have the right to approve or deny the request based on the demonstration of the direct impact of the increase for the specific goods or components being purchased under this contract and shall have the right to renegotiate pricing or seek alternative suppliers. Pueblo Water has the right to require additional documentation and evidence from the vendor pertaining to the requested increase, and the vendor must comply with Pueblo Water’s request. Failure to provide the requested documentation, denial of the request, or failure to renegotiate pricing shall deem the contract noncompliant and subject to Section U. Termination for Default. Increases solely to increase profit margins shall not be considered. If an increase is requested, no additional increases shall be accepted for a period of 6 months. Otherwise, all required documentation shall be provided within 30 days of request.

The vendor must clearly identify any components within their bid proposal that are subject to tariffs or potential price increases. For transparency, the vendor must provide the associated cost values as of a date no later than five (5) business days after the bid opening. Supporting documentation demonstrating the basis for these cost values must also be included. Any subsequent price adjustments must be justified with verifiable evidence and, where applicable, aligned with recognized economic indices.

If market conditions result in a price decrease, the vendor must adhere to the revised pricing and pass the reduction along to the purchaser within 30 days for all orders on the effective date of the decrease and thereafter. Periodically throughout the term of the contract, Pueblo Water shall have the right to conduct market research, review pricing indexes, and use other resources to review and verify contract pricing, vendor requested increases, and vendor provided information.

Pueblo Water will only consider price adjustments to contracts that are stated as a 6 month or longer contract. Contracts awarded as a “supply of” contract will not be considered for price adjustments as the vendor should stipulate required timeframes for orders to hold prices on these types of bids. Pueblo Water will consider all price adjustments to be a pass-through cost from the vendor, with no added profit or markup to the vendor for additional costs stemming from tariffs, supply chain disruptions, or other unforeseen market conditions.

BB. Taxes:

Pueblo Water certifies that the material covered by this proposal is for its exclusive use in its official capacity and that it is exempt from Federal excise taxes, State and County sales and

ITB-25-047 Annual Contract for Repair Couplings P a g e 12 | 16 use taxes. Certificate(s) available upon request.

CC. Access and Security:

Pueblo Water shall provide reasonable means of access to all Pueblo Water locations covered under this Contract if applicable. The Vendor shall comply with all Pueblo Water’s access and building security policies that are available by contacting the Purchasing Department.

DD. Proposal Price:

Estimated proposal prices are not permitted unless specifically requested herein. Bidders are urged to submit prices that reflect accurate and reasonable predictions of costs insofar as possible. Bidders are alerted that Pueblo Water reserves the right to request a Best and Final Offer, any revisions, including costs, will be closely evaluated by the evaluation committee to insure the elimination of any perceived inequities and unacceptable conditions.

EE. Bidding Procedure:

The bid items shall be on a price per unit basis. Pueblo Water reserves the right to reject any offers bid in any other manner. Pueblo Water specifically reserves the right to award a contract on the basis of the low total bid for all items listed on the “Bill of Material”. Bid shall stipulate time for delivery after receipt of purchase order number.

SECTION IV. – Response Format

The following items are to be included in your proposal, in the order listed. Deviation from this may render your proposal non-responsive.

A. Proposal Acknowledgement

B. Bid Form (Attachment A.)

C. Addendums, if applicable

D. Samples or Product Literature

E. Material Safety Data Sheets, if applicable If this product requires Material Safety Data Sheet literature, the current MSDS, product literature, and any NSF/ANSI 60 or 61 material information must be included with your bid.

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Board of Water Works of Pueblo, Colorado Bid Form Attachment A.

ITB-25-047

ANNUAL CONTRACT FOR REPAIR COUPLINGS

STANDARD COUPLINGS

VENDOR

PART # Mid-Range Actual Range

UNIT

PRICE

EST.

QTY.

TOTAL

PRICE

4.80" to 10

6.90" to 20

7.20" to 2

9.05" to 15

9.53" to 2

11.10" to 1

13.20" to 5

14.26" to 2

17.40" to 2

18.78" to 2

21.60" to 2

25.80" to 2

26.32" to 2

Sub-Total

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Board of Water Works of Pueblo, Colorado Bid Form Attachment B.

TRANSITION/REDUCER COUPLINGS

VENDOR

PART # Nominal Size Actual Range

UNIT

PRICE

EST.

QTY.

TOTAL

PRICE

7.40" x 6.90" to by to 15

9.60" x 9.05" to by to 15

14.21" x 13.20" to by to 8

14.38-14.60” x 13.01-13.30” to by to 4

16.00" x 17.40" to by to 2

18.48-18.98” x

17.40" to by to 1

26.32" x 25.80" to by to 1

Sub-Total

Grand Total

PLEASE STATE THE FOLLOWING:

Manufacturer & Models:

12” & Smaller:

16” & Larger:

FOB Destination: Warehouse, 707 W. Third Street Pueblo, Colorado 81003 Delivery time required:

Terms of Sale (check all that apply):

Net 15, Net 30, Net 60

Due on Receipt

P-Card

Check/ACH

Exceptions:

Pueblo Water reserves the right to order repair couplings not specifically listed in the Bill of Material. Bidder shall state the discount percent provided off the manufacturer’s list price for repair couplings not quoted herein:

The percent provided off list price is:

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ATTACHMENT B

PROPOSAL ACKNOWLEDGEMENT – PLEASE PRINT LEDGIBLY OR TYPE

The undersigned Bidder warrants that the material or services offered for sale hereunder complies in all respects with the instructions and specifications for said item(s) incorporated herein.

Falsifying this information is cause to deem your proposal nonresponsive and therefore ineligible for consideration. In addition, falsification of this information is cause to cancel a contract awarded based on one or both of the above preferences.

Bidder hereby acknowledges receipt of Addendum No. _________________________

IN WITNESS WHEREOF, this offer is made this ___________ day of ___________, 2025.

Name of Firm

By:

Signature of Authorized Agent Print or type name of authorized agent

Title of Authorized Agent

Whose permanent mailing address is:

Street or P.O. Box City State Zip

Phone Number Fax Number

Email Address

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SAMPLE – ATTACHMENT C.

ACCEPTANCE

The BOARD OF WATER WORKS OF PUEBLO, COLORADO, (PUEBLO WATER) hereby accepts the offer submitted by:

Name of Firm Mailing Address

For:

Name of Material or Service Contract and Term

As submitted at the public bid opening held on:

Day, Month, Date, Year

The Vendor listed above hereby expressly agrees to furnish:

required by Pueblo Water as listed on the Proposal, for the duration of the contract period in accordance with the specifications prepared by Pueblo Water.

Dated at Pueblo, Colorado this day of __________, 2025

BOARD OF WATER WORKS OF PUEBLO, CO

By __________________________________ Lottie Delgado, PPA Procurement Specialist

ATTACHMENT C