Valve Box Adaptors

The City of Madison Finance Department's Purchasing Services, on behalf of Madison Water Utility in Wisconsin, issued Request for Quotation (RFQ #4923-0-2020-BG) for valve box adaptors with specific technical requirements. The procurement seeks metal-framed rubber gasket adaptors compatible with valves from manufacturers including Kennedy, Mueller, Clow, and AFC series. Specific quantities include 60 units of 6-inch adaptors, 20 units of 8-inch adaptors, and 10 units of 10-inch adaptors, with an additional 12-inch adaptor size requested for pricing reference. Evaluation criteria will consider cost, quality, warranty, delivery capability, and past performance, with the award made to the most advantageous responsive and responsible bidder. Key procurement dates include April 22, 2020, for questions, April 27, 2020, for answers, and April 29, 2020, at 1:00 PM CST for quote submissions. Delivery requirements mandate FOB Madison shipping with 24-hour advance notice, and materials must be shipped in crates or bundles on pallets for overhead crane unloading.

The solicitation includes a local vendor preference program that provides a scoring advantage to registered local suppliers as of the bid due date. No specific set-aside designations for disadvantaged enterprises were explicitly mentioned in the documentation. Four vendors submitted bids: Core & Main, ETNA, Ferguson, and First Supply, with First Supply ultimately being awarded the contract at a total bid of $6,193.20. Pricing must remain firm for one year from the bid date, with potential for alternative terms. Bidders may propose substitute products with equivalent specifications, subject to City approval. No payment will be issued until the total shipment is received, and failure to deliver as promised will result in the Water Utility purchasing on the open market and back-charging the bidder. Unit prices for adaptors ranged from $68.36 to $70.50 for 6-inch, $69.38 to $71.50 for 8-inch, and $70.40 to $73.00 for 10-inch adaptors across the competing vendors.