Supply of 2 inch Air Release Valves July 2024_cjd.pdf

Purchasing Department

Invitation to Bid

ITB-24-052

Supply of 2-Inch Combination Air Release Valves for

Transmission, Distribution & Engineering

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INVITATION TO BID (ITB)

#ITB-24-052 Supply of 2-Inch Combination Air Release Valves

Procurement Specialist: Lottie Delgado Email Address: purchasing@pueblowater.org Telephone Number: 719-584-0201 Fax Number: 719-584-0279

Proposals must be received no later than:

2:30 p.m. MST, on August 6, 2024

Proposals received after this date and time will not be considered for award.

II. INSTRUCTIONS TO BIDDERS:

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: 26618813254

3. You will then be placed into 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:

Pueblo Water’s Warehouse, 707 W. Third Street, Pueblo, CO 81003

The Board of Water Works of Pueblo, CO (Pueblo Water) accepts proposals via;

email, fax, submitted online using Rocky Mountain E-Purchasing System (https://www.bidnetdirect.com/colorado), 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.

Reference Section III. D. for guidelines for providing proposals via fax.

If submitting the proposal via mail or drop off, they 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, identified as “Original.”

Deliver proposals to:

Board of Water Works of Pueblo, CO Purchasing Department 319 W. 4th Street Pueblo, Colorado 81003

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Schedule of Events (subject to change)

All times are given in local Colorado time

ITB Issued Monday, July 22, 2024 Inquiry Deadline Thursday, Aug 1, 2024, @ 2:30 PM, MST Proposal Due Date and Time Tuesday, August 6, 2024 @ 2:30 PM, MST

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Table of Contents Section Title Page I. Specifications 5 II. Statement of Work 5-6 III. Special Conditions 6-11 IV. Response Format 12

Attachments Section Title Page A. Bid Form 15 B. Proposal Acknowledgement Form 17 C. Sample Acceptance Form 18

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SECTION I. – Specifications

A. General Specifications I. Air release valves shall be for 150 psi operating pressure; shall have the features of both an air release valve and an air & vacuum valve. Valves shall be designed to automatically discharge or release large volumes of air during filling or draining of a pipeline or piping system when operating under pressure. Valves shall comply with NSF/ANSI 61 for Drinking Water System Components and NSF/ANSI 372 for lead free products. Valves shall be included with discharge outlet (90-degree elbow).

II.

1. Body- Valve cover and base shall be constructed of polypropylene or polyamide fiberglass and shall be fully UV-resistant.

2. Seals/O-Rings - All valve rolling seals and O-Rings shall be made from

Silicon, EPDM or NBR rubber.

3. Valve Connection – 2” Threaded Male NPT

4. Approved Manufacturers –

A. Av-Tek Valves B. A.R.I D-040

5. Information to be sent with Bid for Air Release Valves

A. Valve manufacturer and type.

B. Detailed shop drawings of operator including description and type of material in all parts.

C. Literature, including drawings, describing valve, valve weight, and dimensions.

D. Firm delivery time shall be stated by vendor.

B. Orders – Shipping Instructions All material purchased shall be delivered to the Board of Water Works’ Warehouse, 707 W. Third Street, Pueblo, Colorado, 81003 OR to a location in Pueblo specified by Pueblo Water. A firm delivery time must be stated. Pueblo Water reserves the right to issue complete routing instructions for all shipments. Vendor must notify the warehouse at 719/584-0242 at least sixteen hours prior to delivery. No shipment accepted on holidays or weekends, unless requested by Purchaser. The delivery shall be made between the hours of 8:00 a.m. and 2:00 p.m. Unloading and stacking shall be the responsibility of the Purchaser.

SECTION II. – Statement of Work

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A. Scope of Services

Pueblo Water is seeking to acquire a Supply of 2-Inch Combination Air Release Valves The contract will be awarded on an all or none basis.

SECTION III. – Special Conditions

A. Issuing Office Pueblo Water’s Procurement Specialist listed herein is to be the sole point of contact concerning this ITB. Bidders shall 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.rockymountainbidsystem.com). 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 fax or 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-24-052 Supply of 2-Inch Combination Air Release Valves

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

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. Fax Guidelines:

Pueblo Water will allow use of fax equipment for receiving bids and has developed the following guidelines:

• Bids received on fax equipment will not be reviewed or evaluated upon receipt. The bid will be sealed until the designated bid opening date and time.

• Pueblo Water does not guarantee the availability of fax equipment; bidders choosing to use fax equipment do so at their own risk. Bidders should allow enough time prior to the scheduled bid opening for access to fax equipment.

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• Pueblo Water will only accept bids that are fully received prior to the scheduled bid opening. Any bid that is printing at the bid opening time will be considered late and unacceptable.

• Any bid received via fax equipment must be confirmed with an original copy including original signature within two business days of bid opening. Quotes not confirmed within this time period will be considered unacceptable. New or varied information will not be accepted in the follow-up original. Purchasing Department’s fax number is 719-584- 0279.

E. Hold Harmless and Indemnification:

Successful Bidder (Contractor) 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 Contractor, its agents or employees engages in the manufacture, installation, delivery, erection, repair or operation of any equipment or material covered hereunder.

The Contractor 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.

F. Modification or Withdrawal of Proposals:

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

G. 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 Contractor, in the event an unauthorized change is made, will be at the Contractor’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. Pueblo Water reserves the right to procure any/all emergency requirements on the open market.

Please note in your proposal exceptions and modifications to the contract you desire be made.

Any exceptions or modifications to the contract may be grounds for considering a proposal non-responsive.

H. 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 Contractor 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.

I. 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 right to subsequently modify

ITB-24-052 Supply of 2-Inch Combination Air Release Valves Page | 8 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 Procurement Specialist within a reasonable time period 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 Contractor until delivered to and accepted by Pueblo Water.

J. 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.

K. 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 Pueblo Water’s intended use.

L. Estimate of Quantities/Amounts:

The estimates of quantities/amounts noted are based on past procurement records and/or projection 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 actually be ordered.

Upon award of the contract, the Contractor 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.

Pueblo Water agrees to purchase all of its requirements for designated materials in each of the categories listed on the “Bill of Material” from the awarded Contractor.

M. Over shipment:

Material shipped in excess of quantity ordered may be returned at Contractor’s expense.

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

Contractor assumes full responsibility for all transportation, transportation scheduling, packing, handling, insurance and other services associated with delivery of all products under this mailto:accounting@pueblowater.org

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Contract.

O. Protested Solicitations and Awards:

Any actual or prospective Contractor 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 Contractors to note that a challenge should be made within three (3) calendar days of when the item being protested is known.

P. 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 Contractor. The Procurement Specialist will make no attempt to cure any information that is found to be at a variance with this procedure. The Contractor 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.

Q. Informalities and ITB Cancellation:

The Procurement Specialist reserves the right to reject any and 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 Pueblo Water. Pueblo Water reserves the right to cancel this ITB at any time, without penalty.

R. 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.

S. 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 Contractor, in which event the Contractor 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. The contractor may only terminate this contract with cause.

T. Notice to Cure:

Pueblo Water shall have the right to issue the Contractor a 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 Contractor has failed to comply with the Contract Documents; fails to make

ITB-24-052 Supply of 2-Inch Combination Air Release Valves Page | 10 progress, so as to endanger performance; acts or fails to act so that it reasonably appears Contractor’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 Contractor shall reimburse Pueblo Water for any excess costs incurred by Pueblo Water. Pueblo Water shall pay to the Contractor, 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 Contractor’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 Contractor was not in default or that the Contractor’s failure to perform was due to cause beyond the control and without the fault or negligence of the Contractor, the termination shall be deemed “Annulment without Fault of Contractor” 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 Contractor 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 Contractor 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 Contractor’s breach of any provision of this Contract, Contractor 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 the issuance of a legally executed contract and/or purchase order.

Z. Non-Discrimination:

The Contractor 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. Taxes:

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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 use taxes. Certificate(s) available upon request.

BB. Access and Security:

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

CC. 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.

DD. Bidding Procedure:

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”.

EE. Confidentiality/Records Request:

All materials submitted to the Board of Water Works of Pueblo, Colorado (Pueblo Water) are public records. The language on each page containing information the entity or individual does not want disclosed because it is considered confidential commercial or financial information must be identified and marked “Confidential” at the time of submittal. Failure to identify confidential information will result in all unmarked sections being deemed non-confidential and subject to public disclosure. Entire submissions may not be marked as Confidential. Pueblo Water will evaluate the information marked Confidential pursuant to Colorado law in determining whether to deny public disclosure of such information. The final decision as to what information will be disclosed, however, lies with Pueblo Water.

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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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MATERIAL SPECIFICATIONS

For

SUPPLY OF 2” COMBINATION AIR RELEASE VALVES

Air release valves shall be for 150 psi operating pressure; shall have the features of both an air release valve and an air & vacuum valve. Valves shall be designed to automatically discharge or release large volumes of air during filling or draining of a pipeline or piping system when operating under pressure. Valves shall comply with NSF/ANSI 61 for Drinking Water System Components and NSF/ANSI 372 for lead free products. Valves shall be included with discharge outlet (90-degree elbow).

1. Body- Valve cover and base shall be constructed of polypropylene or polyamide fiberglass and shall be fully UV-resistant.

2. Seals/O-Rings - All valve rolling seals and O-Rings shall be made from Silicon, EPDM or NBR rubber.

3. Valve Connection – 2” Threaded Male NPT

4. Approved Manufacturers –

A. Av-Tek Valves B. A.R.I D-040

5. Information to be sent with Bid for Air Release Valves

A. Valve manufacturer and type.

B. Detailed shop drawings of operator including description and type of material in all parts.

C. Literature, including drawings, describing valve, valve weight, and dimensions.

D. Firm delivery time shall be stated by vendor.

6. Special Notice

The Board of Water Works of Pueblo, Colorado, in addition to reserving the right to accept or reject any and all bids, announces the following policy:

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

A. Submission of working sample per Pueblo Water specification (30 days prior to any bid opening for valves)

B. Detailed drawings submitted C. List of users in and out of the State of Colorado D. Availability, cost of parts, and delivery time required.

12. Loading Instructions

All air release valves shall be palletized on trucks with flatbed trailers for commercial shipment and shall be suitable for unloading by means of a forklift.

Strapping, blocking, bracing and dunnage shall be in accordance with applicable traffic regulations and in keeping with sound practice within the industry. Pueblo Water reserves the right to specify the method of palletizing.

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13. Shipping Instructions All material purchased shall be delivered to the Warehouse, 707 W. Third Street, Pueblo, Colorado, 81003 OR to a location in Pueblo specified by Pueblo Water.

Pueblo Water reserves the right to issue complete routing instructions for all shipments. Vendor must notify the warehouse at 719/584-0242 at least sixteen hours prior to delivery. No shipment accepted on holidays or weekends, unless requested by Purchaser. The delivery shall be made between the hours of 8:00 a.m. and 2:00 p.m. Unloading and stacking shall be the responsibility of the Purchaser.

14. Certified Drawings The successful bidder shall submit two sets of certified drawings and material specifications prior to manufacture and shipment. Further, the manufacturer shall furnish an affidavit of compliance. These are to be mailed to the Board of Water Works, Attn: Steven R. Anselmo, PE at P.O. Box 400, Pueblo, Colorado 81003 or emailed to sanselmo@pueblowater.org. One set will be returned with comments and approval for manufacture and shipment.

END OF MATERIAL SPECIFICATIONS

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Board of Water Works of Pueblo, Colorado Bid Form ITB-24-052 SUPPLY OF 2-INCH COMBINATION AIR RELEASE

VALVES

Attachment A.

Board of Water Works of Pueblo, Colorado Bid Form

SUPPLY OF 2” COMBINATION AIR RELEASE VALVES

DESCRIPTION UNIT

PRICE

ESTIMATED

QUANTITY

TOTAL PRICE

2” Combination Air Release Valve 20

GRAND

TOTAL

DISCOUNTS

Any cash discount given shall apply to net material value only with no deducts considered for transportation or costs of this nature. In determining the lowest acceptable bid, Pueblo Water will consider all acceptable bids on a basis of the net price to be paid after deduction of the discount from the Total Price specified by the bid.

PLEASE STATE THE FOLLOWING:

Manufacturer:

FOB Destination:

Warehouse, 707 W. Third Street Pueblo, CO 81003 Full Freight Allowed

Delivery Date:

Terms of Sale (check all that apply):

Net 15, Net 30, Net 60

Due on Receipt

P-Card

Check/ACH

(Unless a discount for early payment is offered, the Board’s standard payment terms are net 30 days.)

Delivery Date is a critical element of this contract and in addition to Total Bid Price may be used by Pueblo Water as a basis for award of the contract.

Checklist for Bid Submittal Requirements

ITB-24-052 Supply of 2-Inch Combination Air Release Valves Page | 16 o Company Information filled out and legible?

o Bid Form?

o Anticipated delivery date filled in where applicable?

Submitted by:

Signature Printed name

Company Name Title

Are the prices based on a minimum order quantity:

No (check here)

Yes (min.order is):

Exceptions:

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SAMPLE – ATTACHMENT C.

ATTACHMENT B

PROPOSAL ACKNOWLEDGEMENT

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 ____________, 2024.

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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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 Contractor 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 __________, 2024.

BOARD OF WATER WORKS OF PUEBLO, CO

By __________________________________ Lottie Delgado Procurement Specialist