CITY OF WESTERVILLE WATER DIVISION. Contract Bid Documents and Specifications for 2016 WATER METERS. Bid Opening Thursday, March 3, :00 PM

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1 CITY OF WESTERVILLE WATER DIVISION Contract Bid Documents and Specifications for 2016 WATER METERS Bid Opening Thursday, March 3, :00 PM Submit To: Point of Contact for ed Questions: 2016 WATER METERS BID Mr. Richard Lorenz City Manager s Office Water Utility Manager 21 S. State Street Water Division 2 nd Floor Westerville, Ohio Westerville, OH Richard.Lorenz@westerville.org

2 CITY OF WESTERVILLE WATER DIVISION 2016 WATER METERS ADMINISTRATIVE OFFICIALS David Collinsworth Lee Ann Shortland Bruce Bailey Richard Lorenz City Manager Director of Finance Director of Law Water Utility Manager MEMBERS OF COUNCIL Craig Treneff Larry Jenkins Kathy Cocuzzi John Bokros Diane Fosselman Michael Heyeck Tim Davey Council Chair Vice-Chair Mayor Vice-Mayor Member Member Member February 3, 2016 CITY OF WESTERVILLE WATER DIVISION 312 W. MAIN STREET WESTERVILLE, OHIO 43081

3 BIDDERS CHECKLIST Bidders are urged to complete this checklist to confirm that all required documents are included with their sealed Bid. Failure to submit the listed documents may result in disqualification of the Bid. I. REQUIRED BID FORMS BID SCHEDULE REQUIRED WITH SEALED BID BIDDER SIGNATURE REQUIRED II. OTHER BID AND CONTRACT FORMS Bidders are urged to include Product Specifications and Warranty Information in their sealed Bid. If not included with Bidders sealed Bid, Product Specifications and Warranty Information should be submitted to the City within two (2) business days of the Bid Opening. Bidders are also urged to include a completed Noncollusion Affidavit; Personal Property Tax Affidavit; and Certification of Compliance with Section of the Ohio Revised Code in their sealed Bid. If not included with Bidders sealed Bid, the Successful Bidder(s) will be required to execute and submit the aforementioned forms prior to the issuance of the Notice to Proceed.

4 NOTICE TO BIDDERS Sealed bids for the 2016 Water Meters will be received by the City of Westerville, Ohio at the office of the City Manager, 2 nd Floor, 21 South State Street, Westerville, Ohio 43081, until 3:00 P.M. (local time) on Thursday, March 3, 2016 and will be publicly opened and read immediately thereafter. Contract Documents dated February 3, 2016, and any addenda thereto, may be obtained from the Office of the City Manager, 21 S. State Street, Westerville, Ohio by calling (614) or they may be downloaded from our website at Select Government, Procurement Opportunities, Current Opportunities, and select the appropriate link. No bonds, either a bid bond or a performance/payment bond will be required. The City reserves the right to waive any or all informalities, to accept deviations to the minimum specifications, and to disregard all non-conforming responsive conditional bids when in its best interest. No bidder may withdraw their bid for a period of 60 days after the actual date of the opening thereof. The City reserves the right not to award a contract and to reject any or all bids and to waive any informalities and irregularities. Subject to the right of the City not to award a contract and to reject any or all bids, the City will award a contract to the bidder(s) submitting the lowest and best bid(s), taking into consideration accepted alternates. Advertise: February 3, 2016

5 INFORMATION FOR BIDDERS RECEIPT AND OPENING OF BIDS: Bids will be received by the City of Westerville, Ohio at the office of the City Manager, 2 nd Floor, 21 S. State, Westerville, OH until 3:00 p.m. (local time), Thursday, March 3, 2016 and will be publicly opened and read immediately thereafter all in accordance with the Contract Documents dated February 3, 2016 and any addenda thereto. Bids must be submitted in a sealed envelope, addressed to the City Manager, 21 S. State Street, Westerville, OH Each sealed envelope containing a Bid should be plainly marked on the outside as a Bid for the 2016 Water Meters and the envelope should bear on the outside the name of the Bidder and the Bidder s address. If forwarded by mail, the sealed envelope containing the Bid should be enclosed in another envelope addressed to the City Manager s Office, 21 S. State Street, Westerville, OH It is the sole responsibility of the Bidder to see that their Bid is received in the proper time. BID SCHEDULE: Each bid must be submitted on the form (Bid Schedule) provided herein and must be enclosed in a sealed envelope. The bidder must state in figures the firm fixed unit prices for the materials specified. Blank spaces in the bid must be properly filled in and the phraseology of the bid must not be changed. Additions must not be made to the items mentioned therein, and unauthorized conditions, limitations or provisions attached to a bid will be liable to render it informal and may cause its rejection. Bidders are invited to be present at the opening of the bids. The right is reserved to waive technical defects, as the interests of the City of Westerville require. Unless otherwise specified in the Contract Documents, Unit Prices set forth shall include all direct and indirect costs, materials, equipment, labor, delivery, installation, overhead, profit, and any other cost or expense, in connection with or incidental to, the furnishing and delivery of the materials as specified. It is understood that the scheduled quantities of materials to be furnished may increase, decrease or be deleted entirely after execution of the Agreement. BONDS: No bonds, either a bid bond or performance bond will be required CONTRACT: The Bidder(s) to whom the award is made will be required to execute a written contract with the City of Westerville, Ohio. COMPLIANCE: In performing the Work, the Successful Bidder(s) shall comply with all applicable laws, rules, regulations, codes and ordinances, including but not limited to the U.S. Department of Labor Safety and Health Regulations for Construction identified as Chapter XVII of Title 29, Code of Federal Regulations (CFR) Part 1926 (formerly Part 1518) and subsequent amendments. The Successful Bidder(s) agree that in the hiring of employees for the performance of work under this Contract or any subcontract, no Contractor, Subcontractor, or any person acting on his behalf shall, by reason of race, creed, sex, handicap, or color, discriminate against any citizen of the State in the employment of labor or workers who are qualified and available to perform the work to which the employment relates, nor shall the Contractor, Subcontractor, or any person acting on

6 his behalf, in any manner discriminate against or intimidate any employee hired for the performance of work under this Contract on account of race, creed, sex, handicap, or color. WITHDRAWAL OF BID: No bidder may withdraw his bid for a period of sixty (60) days after the scheduled closing time for the receipt of bids. Should there be reasons why the contract cannot be awarded within the specified period; the time may be extended by mutual agreement between the Owner and Bidder. PERSONAL PROPERTY TAX AFFIDAVIT, NONCOLLUSION AFFIDAVIT, AND CONTRACT CERTIFICATION: The Successful Bidder(s) will be required to execute and submit a completed Noncollusion Affidavit a completed Personal Property Tax Affidavit, and Certification of Compliance with Section of the Ohio Revised Code, as included in the Contract Documents prior to the issuance of the Notice to Proceed. Bidders are urged to include these documents in their sealed Bid. REJECTION OF BIDS: The City of Westerville, Ohio, reserves the right not to award a contract and to reject any or all bids and to waive any irregularities in bidding. BID ITEMS: If more than one item, prices shall be bid on the units requested. However, each item shall be considered a separate bid and the City reserves the right to award a contract on each item separately or on all items as a whole or any combination thereof, as the best interests of the City requires. TAXES: Federal and/or State taxes are not to be included in prices bid. The Successful Bidder(s) will be furnished an exemption certificate, if needed. PRICE; TERM: Bidders to bid prices which are firm for the initial term of the contract. The initial term of the contract shall be for a one (1) year period from April 16, 2016 through April 15, The contract may be renewed for an additional one (1) year period ending April 15, 2018, provided all terms and conditions (including pricing) remain unchanged and in full force and effect. This option shall automatically be exercised unless written notice to the contrary is filed with either party no later than the first business day of the calendar month in which the current contract expires. Such notice shall be transmitted by registered or certified mail. BRAND NAME/MANUFACTURER: Bidder must state the brand name/manufacturer and submit product specifications and warranty information on the items on which bids are submitted. If not included with Bidders sealed bid, product specifications and warranty information should be submitted to the City within two (2) business days of the Bid Opening. INDEMNITY: To the extent authorized by law, the Successful Bidder(s) shall indemnify and hold harmless the City, its officers, elected officials, agents and employees from and against all claims, damages, losses and expenses including attorney s fees arising out of or resulting from the Contractor s performance, provided that any such claims, damage, loss or expense is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property, including the loss of use resulting therefrom; and is caused in whole or in part by any negligent or willful act or omission of the Contractor, the Contractor s subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. BID REFERENCES: The description, manufacturer s name, and brand names used in these specifications are for the sole purpose of showing the quality and type of article expected. These

7 are the acceptable minimums. Bids must be on materials, supplies or equipment that equals or exceeds all phases of these standards as determined by the City Manager or his designee. Any Bidder bidding materials, supplies or equipment different from those used in the specifications shall furnish with his bid evidence that the item bid is of at least equivalent quality and type as those specified in the specifications. INQUIRIES: If any person contemplating submitting a bid is in doubt as to the true meaning of any part of the Contract Documents, they may submit to the point of contact identified in the Contract Documents, a minimum of four (4) business days prior to the bid date, a written request for an interpretation thereof. The person submitting the request will be responsible for its prompt delivery. Any interpretation of the Contract Documents will be made only by Addendum duly issued, a minimum of 72 hours prior to the bid opening date and time; a copy of such Addendum will be posted to the City s website at (select Government, Procurement Opportunities, Current Opportunities ). It is the Bidder's responsibility to check this site for verification of any issued addenda. DEMONSTRATION: The City has the right to inspect items and request demonstration before award of bid. INSTRUCTION: The Successful Bidder(s) for equipment or material of a specialized nature, as determined by the City Manager or his designee, must provide instruction service to City employees on the proper operation or use of said equipment or material. SERVICE: It is expected that the Successful Bidder(s) will maintain contact with the City on a regular basis (at least quarterly), through one of their representatives to provide service and/or technical assistance. DELIVERY: All meters and appurtenances shall be bid F.O.B. City of Westerville, Water Treatment Plant, 312 West Main Street, Westerville, OH Deliveries must be made Monday Friday between 7:30 A.M and 4:00 P.M. PUBLIC RECORDS: In responding to this solicitation and/or entering into a contract with the City, all Bidders are hereby notified that all bids, proposals, quotations, RFI responses, agreements, invoices, correspondence and any other documents submitted to the City become public property and are subject to public disclosure in accordance with Ohio Public Records Law. All public records will be made available upon request, at the earliest time permitted by law. TERMINATION: The City reserves the right to terminate the contract in whole or in part for default (termination due to the Contractor s failure to perform satisfactorily) or convenience (termination due to the best interests of the City). After 10 days from delivery of a written notice to the Contractor, the City may, without cause and without prejudice to any other right or remedy, elect to terminate the contract. In such case, the Contractor shall be paid for work executed, goods delivered and accepted, and any expense sustained plus reasonable profit, unless such termination was due to the act or conduct of the Contractor.

8 NONCOLLUSION AFFIDAVIT State of: County of: BID Identification: 2016 Water Meters CONTRACTOR: Being first duly sworn, deposes as says that he/she is: (sole owner, a partnership, president etc.) of (name of company) the party making the foregoing BID; that such BID is not made in the interest of or on behalf of any undisclosed person, partnership, company, association, organization, or corporation; that such BID is genuine and not collusive or sham; that said BIDDER has not directly or indirectly induced or solicited any other BIDDER to put in a false or sham BID, and has not directly or indirectly colluded, conspired, connived, or agreed with any BIDDER or anyone else to put in a sham BID, or that anyone shall refrain from bidding; that said BIDDER has not in any manner, directly or indirectly, sought by agreement, communication or conference with anyone to fix the BID price of said BIDDER or of any other BIDDER, or to fix any overhead, profit, or cost element of such BID price, or of that of any other BIDDER, or to secure any advantage against the OWNER awarding the Contract or anyone interested in the proposed Contract; that all statements contained in such BID are true; and, further, that said BIDDER has not, directly or indirectly, submitted his BID price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid and will not pay any fee in connection therewith, to any corporation, partnership, company, association, organization, BID depository, or to any member or agent thereof, or to any other individual except to such person or persons as have a partnership or other financial interest with said BIDDER in his general business. Signed: Subscribed and sworn to before me this Day of, 20 Seal of Notary

9 PERSONAL PROPERTY TAX AFFIDAVIT FOR THE CITY OF WESTERVILLE, OHIO (SECTION ORC) Re: To: 2016 Water Meters Director of Finance, City of Westerville, Ohio State of: County of: By (Bidder): Address: Affiant: Title: being first duly sworn, says that on paragraph 1 or 2; if 2, fill in the appropriate data):, it (check at left of 1. Was not charged with any delinquent personal property taxes on the general tax list of personal property of Franklin and Delaware Counties 2. Was charged with delinquent personal property taxes on the general tax list of personal property of Franklin and/or Delaware Counties and the amount due and unpaid delinquent taxes, penalties, and interest are: Tax Penalties Interest FRANKLIN COUNTY $ $ $ DELAWARE COUNTY $ $ $ That this Affidavit shall be incorporated into the Contract between the undersigned and the City of Westerville. Signed: Subscribed and sworn to before me this Seal of Notary Day of, 20

10 CERTIFICATION OF COMPLIANCE WITH SECTION OF THE OHIO REVISED CODE The City of Westerville (the City ) requires this certification to enter into a contract for the provision of goods and/or services with (the Provider ), an individual, partnership, unincorporated business, association, professional association, estate, trust, corporation, or business trust, the principal office and place of operations of which is located at. The undersigned certifies that the person listed as signatory is a duly appointed representative of the Provider and as such is authorized to sign this certification and further certifies on behalf of the Provider that Provider has reviewed Ohio Revised Code and hereby certifies that all applicable parties listed in Ohio Revised Code (I) and (J) are in full compliance with the provisions of Ohio Revised Code (I) and (J) with respect to all public officials who have or had authority to award that contract and all public officials who may authorize or receive goods and/or services under that contract: The undersigned certifies such compliance since January 1, 2009 and as of the date signed below (and on the date the City and the Provider enters into the contract referenced above if it has not been entered into fully by them). This certification shall be a part of the above-referenced contract between the City and the Provider. Signature: Printed Name: Title: Provider Name: Provider Address: Date Signed: Notice to Provider Whoever violates division (I) or (J) of section of the Ohio Revised Code shall be fined not more than one thousand dollars and the contract awarded in violation of either division (I) or (J) of section shall be rescinded if its terms have not yet been performed. Ohio Revised Code (R).

11 AGREEMENT Agreement made this day of, 2016 at the City of Westerville, Ohio, by and between the City of Westerville, Ohio, and COMPANY NAME. WHEREAS, The City of Westerville, Ohio advertised for bids for 2016 WATER METERS, in accordance with specifications on file in the Office of the City Manager of said City, and the following bid has been received and accepted by the City of Westerville. ITEM PRICE NOW, THEREFORE: Be it agreed the undersigned Company shall furnish products and services for the period as set forth in the Specifications, all in accordance with the said Specifications and Information for Bidders to the complete satisfaction of the City of Westerville, Ohio; with the following condition: the award of any contract for 2017 is subject to appropriation of funds approved by Westerville City Council. COMPANY NAME further agrees to withhold all City income taxes due or payable under the provisions of the Income Tax Ordinance, for wages, salaries, and commissions paid to its employees and further agrees that any of its subcontractors shall be required to agree to withhold any such City income taxes due under said chapter for services performed under this contract. (Ord Passed ) COMPANY NAME ADDRESS CITY, STATE ZIP By (Print) (Signature) Title (Print) In consideration thereof, the said City of Westerville, Ohio hereby agrees to pay said COMPANY NAME that amount not to be exceeded without City approval. THE CITY OF WESTERVILLE, OHIO By David A. Collinsworth, City Manager 21 S. State St. * Westerville, OH * * Fax

12 CITY OF WESTERVILLE 2016 Water Meter Specifications MAIN CASE: All main cases shall be lead free (<0.25%) bronze or stainless steel and comply with ANSI/NSF standard 61. Lay length of the meters shall be that of Neptune meters. Spacers (if required) shall be of lead free bronze or stainless steel and include nuts and bolts and gaskets. Meter serial numbers shall be consecutive on all 5/8" x 3/4" meters that are requested per order. A test port shall be provided on all 2-6 inch meters. MEASURING CHAMBER: The measuring chamber of the 5/8 X ¾, 1, and 1 ½ meters will be of lead free (< 0.25%) bronze or resistant synthetic polymer and shall not be a part of the main case. The measuring chamber of the 2, 3, 4 and 6 meters shall be either compound or single jet type. DISC: All disc assemblies shall be magnetic driven, positive displacement of the nutating disc type. SCREEN: All 5/8 x ¾, 1 and 1 ½ positive displacement meters must be provided with an internal screen made of corrosion resistant material and be easily removed from the meter. TEST: All meters shall conform to AWWA test specifications All meters less than two inches (items 1-3) shall meet or exceed AWWA standard C700 operating requirements and accuracies (Table 1). All meters two inch and larger (items 4-7) shall meet or exceed AWWA standard C702 operating requirements and accuracies for Class II meters (Tables 1.1 and 3.1).

13 Minimum test flows (95% - 101% accuracy) and maximum test flows ( % accuracy) shall meet: 5/8 X ¾ - ¼ - 20 gpm 1 inch ¾ - 50 gpm 1 ½ inch 1 ½ gpm Two inch - ¼ gpm Three inch ½ gpm Four inch ¾ gpm Six inch - 1 ½ gpm. TRIM: All main case bolts and washers on the 5/8 x ¾ and 1 meters shall be of stainless steel. CONNECTIONS: The 5/8 x ¾ and 1 meters will be bid with rubber washers. The 1 ½ thru 6 meters will be bid with two separate companion bronze or stainless steel flanges and gaskets, complete with nuts, bolts and washers. STRAINERS: All compound meters, size 2 thru 6, shall be bid equipped with a strainer and strainer kit. Strainer shall be a lead free or stainless steel bronze body, supplied with gaskets, nuts, bolts and washers. BOTTOM PLATE: All 5/8 x ¾ meter bottom plates will be plastic and shall be o-ring sealed. ENCODER REGISTER: This component shall be an absolute encoder that is capable of high resolution and provides at least an eight digit visual registration that is encoded digitally. The register shall be capable of accumulating and registering consumption without connecting to a receptacle or meter interface unit. Registers that use pulse generation, conversion of pulses to a digital output or other interpretations are not permitted. Register shall read in cubic feet. Housing shall be of waterproof construction. The register shall be removable from the meter without disassembling the meter body and shall permit field replacement without taking the meter out of service. The encoder shall have a cable connector. The circuitry shall be so arranged that three (3) connections are available for attaching a remote reading device. The initial identification shall be the meter number.

14 RECEPTACLE: Meter shall be capable of utilizing an ITRON 100W+ endpoint as well as a touch read type receptacle and a radio transmitter that are capable of being read by a Neptune Advantage II probe reader and Neptune DAP Bids (items 1-7) are not to include a remote reader. SYSTEMS FEATURES: (1) Meters must be capable of being read by the City s current meter reading and data processing equipment. The current equipment consists of Neptune Advantage II probe, DAP 9800 handheld data collector and HTE billing software. In addition, the meters must be capable of functioning with a radio transmitter compatible with the Neptune DAP 9800 and Itron Choice Connect system. (2) Meters must also be capable of being read using an ITRON 100W+ endpoint radio transmitter. (3) The system shall not permit cumulative error. (4) The meter shall be capable of producing a high resolution reading of 1 cubic foot or less.

15 CITY OF WESTERVILLE 21 South State Street Westerville, OH BID SCHEDULE 2016 WATER METERS I/we of submit the following bid NOTE: (Representative) in accordance with your specifications: (Company) Quantities are estimated annual figures based on past usage and future needs with orders anticipated to be placed 2-3 times per year. Unit Prices are to include all freight charges, F.O.B Westerville, Water Treatment Plant. Meter serial numbers shall be consecutive on all 5/8" x 3/4" meters that are requested per order. Product specifications and warranty information should be submitted with bid. If not included with sealed bid, product specifications and warranty information should be submitted to the City within two (2) business days if the bid opening. All meters shall conform to ANSI/NSF and AWWA standards for water meters. Item Description Estimated Annual Quantity Unit Price Brand Name / Manufacturer (1) 5/8" x 3/4" Water Meters with 3/4" rubber gaskets 550 $ (2) 1" Water Meters with rubber gaskets 15 $ (3) 1 1/2" Water Meters complete with oval flanges, bolts, nuts, washers and gaskets 8 $ (4) 2" Water Meters with flanges, bolts, nuts, washers, gaskets, to include either strainer with strainer kit or spacers. (5) 3" Water Meter with flanges, bolts, nuts, washers, gaskets, to include either strainer with strainer kit or spacers. (6) 4" Water Meters with flanges, bolts, nuts, washers, gaskets, to include either strainer with strainer kit or spacers. (7) 6" Water Meters with flanges, bolts, nuts, washers, gaskets, to include either strainer with strainer kit or spacers. (8) High resolution encoders compatible with Neptune meters for inside set. 6 $ 4 $ 1 $ 1 $ 50 $ * * *BIDDERS MUST SIGN THIS BID SCHEDULE* * * (Date) (Address) (Signature) (City, State, Zip) (Title) (Telephone) (Company) ( )