Valve Box Adapters

The City of Madison Finance Department, on behalf of the Madison Water Utility, issued Request for Quotation (RFQ) 5025 on June 3, 2021, seeking 40 units of 6-inch valve box adapters with specific technical requirements. The solicitation requires valve box adapters that are compatible with manufacturers including Kennedy, Mueller, Clow, and AFC, featuring a metal frame and rubber gasket. Specific models like Adaptor Inc.'s Gate Valve Adaptor or equivalent alternatives were acceptable, with bidders required to submit supporting manufacturer documentation for evaluation. Key dates included a June 9, 2021 deadline for questions, June 14, 2021 for answers, and a June 18, 2021 submission deadline at 2:00 PM CST. The award evaluation criteria encompassed multiple factors such as cost, quality, compatibility, warranty, delivery timeframe, past performance, and service reputation. Quotations were to be submitted via email to bids@cityofmadison.com, with mandatory completion of both Price Proposal and Bidder Information forms.

The procurement included a local vendor preference for suppliers registered as of the bid due date. The final bid summary revealed three competing vendors: Core & Main (winning bid at $75.50 per unit, totaling $3,020.00), Ferguson ($81.35 per unit, totaling $3,254.00), and Etna ($83.00 per unit, totaling $3,320.00). Core & Main was not identified as a local vendor. Delivery requirements specified shipping to Madison Water Utility at 110 South Paterson Street, with materials to be shipped on pallets and unloadable by overhead crane and slings. Bidders were required to specify delivery timeframes and confirm price firmness, with the Water Utility reserving the right to purchase on the open market and back charge if delivery commitments were not met. No specific set-asides, disadvantaged enterprise provisions, or explicit funding sources were indicated in the documentation. The procurement process emphasized responsive and responsible bidding with comprehensive evaluation of vendor capabilities beyond just pricing.