The City of Dover will receive sealed proposals on May 29, 2018 at 2
Request for Proposal
April 27, 2018 To Whom It May Concern: The City of Dover will receive sealed proposals on May 29, 2018 at 2:00 p.m. local time for the WATER METER TERM CONTRACT, RFP NUMBER 18-0033PW. The RFP must be submitted with three (3) paper copies and one (1) electronic copy on either a flash drive or a CD/DVD. All vendors must complete the request for proposal (RFP) notice and send via email to [email protected] if they intend to submit a proposal. Any vendor not returning the form may not receive published addenda.
Your proposal is not revocable for ninety (90) days following the response deadline indicated above. LATE SUBMISSIONS: A proposal received after the closing date and time for receipt of the proposals is late and shall not be considered. It is the responsibility of the submitter to ensure that the proposal is received prior to the closing date and time. OUESTIONS: If you have questions concerning this Request for Proposal, they must be made in writing and emailed to me at [email protected]. All questions must be submitted no later than May 14, 2018. All questions will be compiled and answered in the form of an addendum and will be emailed to all prospective bidders who return the RFP solicitation form attached and will be posted on the City of Dover web site, www.cityofdover.com. All changes or corrections to this Request for Proposal will be handled by addenda issued by the Purchasing Office. The receipt of all Addenda must be acknowledged on the proposal submission form. The City of Dover reserves the right to request corrections, clarifications, and/or additional information pertaining to Respondent's response. It has been determined that this solicitation be offered as a request for competitive sealed proposals, pursuant to Delaware Code Title 29, Chapter 6924 (a), because the use of competitive sealed bidding is not in the best interest of the City. The use of competitive sealed proposals is necessary to: • •
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Use a contract other than a fixed price type; Conduct Oral or written discussions with offerors concerning technical and price aspects of their proposals;
Request for Proposal
• • •
Afford offerors an opportunity to revise their proposals; Compare the different price, quality and contractual factors of the proposals submitted. Award a contract in which price is not the determining factor.
Proposals will be opened publicly at the time and place designated in this letter. The name of each offeror shall be read publicly and recorded. All other information contained in the proposals shall be confidential so as to avoid disclosure of contents prejudicial to competing offerors during the process of negotiation. The main purpose of the bid opening is to reveal the name(s) of the bidder(s), not to serve as a forum for determining the low bidder(s). The contract shall be awarded within 60 days of the closing date to the offeror whose proposal is determined in writing to be most advantageous to the City. All prices must be held firm for a minimum of 90 days from the date of the opening. The proposals, summaries, and tabulations shall not be open for public inspection until after receipt of a fully executed contract. Conflict of Interest Clause: Pursuant to Dover Code, Chapter 30, Section 30-33, No city employee or official may participate on behalf of the city in the review or disposition of any matter pending before the city in which he has a personal or private interest. No city employee or official shall benefit from any contract with the city, nor solicit any contract, and shall not enter into any contract with the city (other than an employment contract). No person who has served as a city employee or official shall represent or otherwise assist any private enterprise on any matter involving the city, for a period of two years after termination of his employment or elected or appointed status with the city, if he gave an opinion, conducted an investigation or otherwise was directly and materially responsible for such matter in the course of his official duties as a city employee or official. All parties hereto declare and affirm that no officer, member, or employee of the City, and no member of its governing body, and no other public official of the City who exercises any functions or responsibilities in the review or approval of the undertaking described in this contract, or the performing of services pursuant to this contract, shall participate in any decision relating to this contract which affects his or her personal interest, or any corporation, partnership, or association in which he or she is directly or indirectly interested; nor shall any employee of the City, nor any member of its governing body, have any interest, direct or indirect, in this contract or the proceeds thereof. The City of Dover reserves the right to waive technicalities, to reject any or all bids, or any portion thereof, to advertise for new proposals, to proceed to do the work otherwise, or to abandon the work, if in the best interest of the City. All proposals are to be received by the Procurement Office, 710 William Street, Dover, DE, 19904 no later than the 2:00 p.m. bid opening. All proposals will be opened in the presence of the Procurement Manager or his/her designee. The name of each offeror shall be read publicly. All other information contained in the proposals shall be confidential so as to avoid disclosure of information prejudicial to competing offerors during the negotiation process. Any and all proprietary information contained within the proposal must be clearly marked. The cover must
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Request for Proposal
indicate that the proposal contains such information. Copies of the proposals will not be provided to competing vendors. Minority, women, veteran, service disabled veteran, and individuals with disabilities owned vendor preference shall be three percent (3%) of the value of the award. The vendor must identify qualification and claim to the preference on the submitted proposal documents. The vendor must provide authoritative proof of minority ownership such as identification in the certification directory maintained by the State of Delaware Office of Supplier Diversity to qualify for this preference. This preference is to be considered as a stand-alone and cannot be added to any other preference that may be allowed. This preference shall not apply to subcontractors. Local vendor preference shall be considered for materials, equipment, construction contracts, and utility contracts. Local vendor preference shall be three percent (3%) of the annual value of the award. The term local vendor is defined as a gradually increasing range with preference assigned as follows: Rule 1: Vendor located within the city limits of the City of Dover. Rule 2: Vendor located within Kent County, Delaware (applicable only if no vendor qualifies under rule 1) Rule 3: Vendor located within the State of Delaware (applicable only if no vendor qualifies under rules 1 & 2) In the event that no vendor qualifies under rules 1, 2, or 3, no local vendor preference will be awarded. The vendor must identify qualification and claim to the preference on the submitted proposal documents. This preference is to be considered as stand-alone and cannot be added to any other preference that may be allowed. In the event the contractor does not fulfill its obligations under the terms and conditions of this contract, the City of Dover may contract for an equivalent product on the open market. Any difference in cost between the contract prices herein and the price of open market product shall be the responsibility of the contractor. Under no circumstances shall monies be due the contractor in the event open market products can be obtained below contract cost. Any monies charged to the contractor may be deducted from an open invoice. Neither the contractor nor the City of Dover shall be held liable for non-performance under the terms and conditions of this contract due, but not limited to, government restriction, strike, flood, fire, or unforeseen catastrophe beyond either party's control. Each party shall notify the other in writing of any situation that may prevent performance under the terms and conditions of this contract. Vendors must provide references to the City of Dover upon request. Vendor references may be checked to verify the proposer’s ability to perform the contract requirements, the quality of work and the ability to meet obligations. ENVELOPES MUST BE MARKED “WATER METER TERM CONTRACT, RFP NUMBER 18-0033CS.” No faxed or emailed proposals will be accepted.
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Request for Proposal
The City of Dover shall have the right to reject any or all proposals if deemed to be in the best interest of the City, such as but not limited to local vendor preference and minority vendor preference while awarding bids. Sincerely,
Barry Wolfgang Acting Contract and Procurement Manager City of Dover (302) 736-7795 Fax (302) 736-7178 [email protected] www.cityofdover.com
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Request for Proposal
REQUEST FOR PROPOSAL SOLICITATION NOTICE RFP Number: 18-0033CS
RFP Opening: May 29, 2018, 2:00 p.m.
Description: Water Meter Term Contract If you are interested in the request for proposal described above, you can download it in Adobe PDF format from our web site http://www.cityofdover.com/bid-procurement. Any amendments of other additional information related to this solicitation will be posted with the original document on the web site. If you do not have internet access and want to receive this request for proposal, all subsequent amendments, or additional information on the bid package, please provide the requested information to: The City of Dover Purchasing Office 710 William Street Dover, DE 19904 Fax: (302) 736-7178, attention Barry Wolfgang Phone: (302) 736-7795 e-mail: [email protected] Please complete the following and return this form to the City of Dover Purchasing Office. Company: Address
Vendor Response /Request No bid at this time, please retain on bid list Please send complete RFP package
Contact:
I will download the RFP package
Phone
I intend to bid
Email for ITB/RFP
I do not intend to bid
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Other:
SECTION ITP INVITATION TO PROPOSERS PROPOSAL NUMBER: 18-0033PW Sealed Proposals, three (3) paper copies and one (1) electronic copy in PDF format on a flash drive or CD/DVD, of the Water Meters Inventory Proposal will be received by the City of Dover, City of Dover Procurement Office, 710 William Street, Dover, DE no later than 2:00 P.M. on May 29, 2018 to provide products and/or services as specified in this Invitation to Proposers, at which time the proposals will be opened and names of each proposer will be publicly announced. The City invites written proposals from qualified vendors that are interested in providing services, as outlined below: I.
NAME OF SOLICITING GOVERNMENT City of Dover, Delaware City Hall – The Plaza P.O. Box 475 Dover, Delaware 19903-0475
II.
III.
PURPOSE OF REQUEST A.
The City of Dover (the City) is interested in receiving proposals to supply and deliver cold water meters to the City Warehouse for the City’s Department of Public Works (DPW) described in these specifications as required for stock supplies or on an as needed basis. All cold water meters listed shall be manufactured as identified in the Product Specifications section of this bid.
B.
The product list in the bid form is intended to be all-inclusive, however the City of Dover reserves the right to add additional cold water meters within the scope of this contract as may be required to accommodate unanticipated municipal changes, regulatory requirements and/or industry standards.
C.
Cold water meters added to the contract after the initial award shall be agreed upon in writing by both parties. This Invitation to Proposers (ITP) shall be the basis for establishing a blanket purchase order contract to provide cold water meters as needed during the period and renewal options specified.
D.
This specification covers Potable Cold Water Meters and the materials and workmanship employed in their fabrication. Meters shall be available in sizes 5/8” X 3/4”, 3/4”, 1”, 1-1/2”, 2” and 3” with an option to provide larger meters.
E.
All meters supplied as part of this contract must be compatible with existing City of Dover Automated Meter Reading (AMR) equipment which uses the Itron Encoder Receiver Transmitter (ERT) 100W.
F.
Pricing Guarantee: Vendor shall propose a fixed price per meter for sizes 5/8” x 3/4” through three-inch (3”) for a period of not less than three (3) years and any warranty provided by the manufacturer/vendor will be considered in the award of this contract.
CONTRACT PERIOD The contract period shall be from the date of award for one year (1), with options to renew, at ITP-1
the City’s sole discretion, for two (2) additional years in one (1) year increments. Written notice of intent to renew shall not be required. Issuance of a new purchase order shall constitute exercise of the renewal option. IV.
PRODUCT SPECIFICATIONS A.
General Requirements 1. Knowing that water meters have a life expectancy of approximately twenty (20) years, the DPW wishes to ensure that meters purchased today will meet the Safe Drinking Water Act (SDWA) per NSF 372 that became effective in January 2014 for the following reasons: •
The City wishes to safeguard its investment in metering infrastructure.
•
Beginning in January 4, 2014 only meter inventory that meets the SDWA (NSF 372) lead free requirements shall be installed into the system.
2. All cold water meters (displacement type - magnetic drive 5/8” x 3/4” - 3”) furnished shall be produced from an ISO 9001 manufacturing facility and conform to the “Standard Specifications for Cold Water Meters” C700 latest revision issued by AWWA or as otherwise stated. 3. Each manufacturer submitting a proposal shall have been actively engaged in the manufacturing and marketing of each model and size of meter offered, or a substantially similar type of meter, for a period of at least fifteen (15) years. 4. All meters offered shall be tested by the manufacturer for capacity and accuracy of registration at flow rates and test flow quantities in accordance with AWWA Standard C700-02 Section 4.2 and AWWA Manual M6, Chapter 5, Table 5-3. 5. The manufacturer shall also provide a certificate documenting that each meter has been tested and that it complies with the stated capacity and accuracy of registration requirements. Unless stated otherwise herein, the ANSI/AWWA Standards C700 (latest revision) for Cold-Water Meters—Displacement Type, design, manufacture, and testing of all water meters furnished under this specification. 6. Each model and size of water meter offered shall be manufactured under an ISO 9001 certified quality system and be compliant with NSF/ANSI 61, Annex G, Annex F and NSF/ANSI 372 specifications as well as the United States of America Safe Drinking Water Act (Public Law 111-380). Specifically: •
Meters shall be made of “lead free” alloy as defined by NSF/ANSI 61, Annex G and Annex F.
•
Manufacturer shall provide a copy of a letter from the NSF on NSF letterhead documenting compliance with NSF/ANSI 61, Annex G which allows a maximum weighted average lead content level of 0.25% of the wetted surface area.
•
Manufacturer shall provide a copy of a letter from the NSF on NSF letterhead documenting compliance with NSF/ANSI 61, Annex F which requires leaching of less ITP-2
than 5 μg/L in tests performed per the NSF/ANSI 61 test methodology for water with pH of 5 and pH of 10. •
Manufacturer will provide documentation that its foundry uses only lead free materials in the manufacture of its water meters. This documentation shall be signed by an authorized officer of the company and submitted with the vendors bid.
•
The meter main case and cover shall be compliant with NSF/ANSI 61, Annex G and Annex F certified lead free alloy. The serial number should be stamped between the inlet or outlet port of the main case and the register. Main case markings shall be raised and shall indicate size, model, direction of flow, and NSF 61 certification.
7. All meters shall be constructed such that they may be repaired in the purchaser’s meter shop and all parts and special tools necessary for such repairs shall be made available from vendor. 8. Proposer shall provide the City with specifications, literature, and current manufacturer’s price list for repair parts for each size water meter. 9. All lead free main cases shall be guaranteed free from manufacturing defects in workmanship and material for the life of the meter. 10. All meters must be adaptable to a field programmable absolute encoder register without interruption of the customer’s service. B.
Direct Read Standard Register 1. The register shall be provided with Itron Quick Connector pig tails factory potted to the encoded register to provide for compatibility with Itron ERTs. The register shall be of the straight reading sealed magnetic drive type and shall contain six (6) numeral wheels. Registers must be roll sealed and dry. All direct reading register cups shall be copper to prevent corrosion and be covered with a high strength, impact resistant flat glass lens to prevent breakage. The lens shall be positioned above the register box to allow for run off of debris. The register lid shall overlap the register box to protect the lens. The register retaining ring shall be designed to absorb impact from the register. Register boxes and lids shall be of high-strength synthetic polymer or approved equivalent. All registers shall have the size, model and date of manufacture stamped on the dial face. The dial shall have a red center sweep hand and shall contain 100 equally divided graduations at its periphery 2. The register must be compatible with the City’s current meter reading and billing system. 3. The register must contain a low flow indicator with a 1:1 ratio to disc nutations to provide leak detection. 3. Registers shall be secured to the main case by means of a plastic tamper-proof seal to allow for inline service replacement.
ITP-3
4. Registers shall be guaranteed for at least 10 years. All meters will be guaranteed for one year on material and workmanship. C.
Type 1. Only magnetic-driven, positive displacement meters of the flat nutating disc type will be accepted because of enhanced low flow accuracy performance.
D.
Capacity 1. The size, capacity, and meter lengths shall be as specified in AWWA Standard C700 (latest revision). The maximum number of disc nutation’s is not to exceed those specified in the latest version of AWWA C700.
E.
Bolts 1. All main case bolts shall be of 300 series non-magnetic stainless steel to prevent corrosion.
F.
Measuring Chamber 1. The measuring chamber shall be of a 2-piece snap-joint type with no fasteners allowed. The chamber shall be made of a non-hydrolyzing synthetic polymer. 2. The control block shall be the same material as the measuring chamber and be located on the top of the chamber. The control block shall be located after the strainer. 3. The measuring chamber outlet port shall be sealed to the main case outlet port by means of an “O” ring gasket. 4. The chamber shall be warranted for 10 years against freeze damage if the meter has been equipped with a frost proof cast iron or synthetic polymer bottom cap.
G.
Strainers 1. All meters shall contain a removable polypropylene plastic strainer screen. The strainer shall be located near the main case inlet port, before the measuring chamber. The strainer shall also function as the device that holds the measuring chamber in place within the main case. Straps or other types of fasteners shall not be accepted.
H.
Performance 1. To ensure accuracy, each meter must be accompanied by a factory test tag certifying the accuracy at the flows required by AWWA C700. All meters shall be warranted as follows: Size
Low Flow
5/8” 3/4” 1” 1-1/2”
1/8 gpm @ 95% 1/4 gpm @ 95% 3/8 gpm @ 95% 3/4 gpm @ 95%
Low Flow New Meter Accuracy 5 Yrs or 500,000 gallons 5 Yrs or 750,000 gallons 5 Yrs or 1,000,000 gallons 2 Yrs or 1,600,000 gallons ITP-4
Accuracy Range ± 1.5% 1/2 - 20 gpm 3/4- 30 gpm 1 - 50 gpm 2 - 100 gpm
2” 3”
1 gpm @ 95% 5 gpm @ 95% H.
2 Yrs or 2,700,000 gallons 2 Yrs or 4,900,000 gallons
2 - 160 gpm 4 – 350 gpm
Warranty 1. All meters shall carry the following warranty: Meters shall be guaranteed to be free from defects in materials and workmanship and to meet AWWA New Meter Accuracy Standards for five (5) years from date of purchase.
V.
STATEMENT OF QUALIFICATIONS (SOQ) A.
All vendors (manufacturers) submitting proposals shall include the following: 1. Business name and the point of contact (POC) for this project, together with the address, telephone number, facsimile number and email address, of the office from which the services will be provided. Provide each person’s title and project-specific responsibilities. 2. The prospective proposer must provide a letter from their Accountant stating that they have conducted an annual review of the company’s financial standing and that there are no financial concerns with their ability to continue operations. This statement must be current and not more than six (6) months old. 3. The proposer/vendor shall provide the following information with their proposal: •
A minimum of fifteen (15) years of field and production experience with all sizes and models quoted.
•
Proposer/Vendor shall provide only one model per size of meter which complies with these specifications
4. Documentation that the business is licensed, insured and authorized to do work in the State of Delaware and the City of Dover. 5. A minimum of three (3) references must be provided. Governmental references preferred. For each reference listed, please provide the following information: (1) Name and mailing address of the owner/business (2) Name and telephone number of your contact person within said business (3) Description of the scope of services provided 6. Information on the nature and magnitude of any litigation or proceeding whereby, during the past three (3) years, a court or any administrative agency has ruled against the proposer in any matter related to the professional activities of the proposer. Similar information shall be provided for any current or pending litigation or proceeding. 7. A statement to the effect that the selection of the proposer shall not result in a conflict of interest with any other party which may be affected by the services to be provided. Should any potential or existing conflict be known by a proposer, said bidder must specify the party with which the conflict exists or might arise, the nature of the conflict, and whether or not the proposer would step aside or resign from the engagement or representation creating the conflict. (The City reserves the right to select more than one firm to perform the required services to avoid conflict of interest and other similar occurrences.) ITP-5
8. Provide the anticipated time of delivery for each of the meters specified in the proposal. 9. Any additional information that you feel will be beneficial to the City in evaluating your qualifications to perform the proposed scope of work. VI.
COMPENSATION
A.
The proposal should clearly state the fee to be charged for the proposed materials and should be provided on the attached Proposal Form. Three (3) copies of the Proposal Form must be submitted at the specified proposal time. Meters will be bid on a per unit price, one (1) unit shall consist of the water meter, register and Itron connection cable as a single unit for the purpose of this proposal.
VII.
SELECTION CRITERIA A.
In order to ascertain which proposal best meets the needs of the City, proposals will be independently evaluated, according to the following criteria, by two (2) or more qualified individuals of the City’s staff: A B C D E
FACTOR Ability to meet the Statement of Qualifications identified in Section V Proposed prices for specified meters identified in Proposal Form. The quality, availability and adaptability of the supplies and materials to meet the Product Specifications in Section IV Proposers proximity to City of Dover The Proposers experience, reputation, and efficiency MAXIMUM POINTS END OF SECTION
ITP-6
POINT RANGE 0 to 20 0 to 30 0 to 30 0 to 10 0 to 10 100
WATER METERS INVENTORY PROPOSAL CITY OF DOVER, DELAWARE PROPOSAL FORM Date:______________________________ Proposal of______________________________(hereinafter called “PROPOSER”), organized and existing under the laws of the State of Delaware doing business as _______________________*. To the City of Dover (hereinafter called “OWNER”). In compliance with the Invitation to Proposal, PROPOSER hereby proposes to perform all SERVICES for the Water Meters Inventory Proposal, Request for Proposers No. 18-0033CS, in strict accordance with the BID DOCUMENTS, within the time set forth therein, and at the prices stated below. The PROPOSER has examined the Contract Documents and Specifications with related documents and the site of the proposed work, being familiar with all of the conditions surrounding the construction of the proposed project including materials and supplies, and to construct the project in accordance with the CONTRACT DOCUMENTS at the price stated below. The price is to cover all expenses incurred in performing the work required under the Contract Documents of which this PROPOSAL FORM is a part. The PROPOSER declares that the attached Specifications and the Drawings therein referred to have been carefully examined and are understood. It is proposed and agreed if the PROPOSAL is accepted to contract with the City of Dover the required work in the manner as described in Paragraphs II thru IV in the Product Specifications Section of the Invitation to Proposers. *Corporation, Partnership, or Individual as applicable. PROPOSER hereby agrees to provide the SERVICES under this contract on or before a date to be specified in the NOTICE TO PROCEED at the prices specified on the Proposal Form. PROPOSER acknowledges receipt of the following ADDENDUM (if applicable):
The PROPOSER declares that the only person, firm or corporation, or persons, firms or corporations, that has or have any interest in this bid or in the Contract or Contracts proposed to be taken is or are the undersigned; that this proposal is made without any connection or collusion with any person, firm or corporation, making a proposal for the same service. The proposer agrees that this bid shall be good and may not be withdrawn for a period of 90 calendar days after the scheduled closing time for receiving bids. Upon receipt of written notice of the acceptance of this proposal, proposer will execute the formal contract attached within 10 days of delivery. The names and addresses of all members of a firm or the names, addresses, and titles of every officer of a PF-1
corporation as the case may be, must be given here by the member if the firm or by the officer or agent of the corporation who signs the Bid. Respectfully submitted: ___________________________ Signature
____________________________ Company Name
___________________________ ____________________________ Title Address ___________________________ ____________________________ Date ___________________________ ____________________________ License Number (if applicable) Telephone No. SEAL – (If BID is by a corporation)
If a Partnership, state names and addresses of Partners here: ___________________________
____________________________
___________________________
____________________________
___________________________
____________________________
PF-2
WATER METERS INVENTORY PROPOSAL PROPOSAL NO.:18-0033CS CITY OF DOVER, DELAWARE PROPOSAL FORM PROPOSER agrees to provide the services described in the PROPOSAL DOCUMENTS for the following prices: Item No.
YEAR 1 PRICE (Per Unit)
Description
1 2 3 4 5 6
5/8” X 3/4” meter and register assembly ANSI/NSF Standard 61, Annex G & F compliant 3/4” meter and register assembly ANSI/NSF Standard 61, Annex G & F compliant One (1”) inch meter and register assembly ANSI/NSF Standard 61, Annex G & F compliant One and one-half (1-1/2”) inch meter, flange kit, and register assembly ANSI/NSF Standard 61, Annex G & F Two (2”) inch meter, flange kit, and register assembly ANSI/NSF Standard 61, Annex G & F compliant Three (3”) inch meter, flange kit, and register assembly ANSI/NSF Standard 61, Annex G & F compliant
YEAR 2 PRICE (Per Unit) –
YEAR 3 PRICE (Per Unit) -
CITY OPTION TO AUTHORIZE
CITY OPTION TO AUTHORIZE
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
NOTE: Proposer shall fill out following table: DESCRIPTION Vendor shall supply documentation to answer all requirements in the Statement of Qualification section, located in Section ITP. Proof that all requirements specified in Product Specifications IV, of the Invitation to Proposers are met Completed Proposal Form: 3 Paper Copies and One Electronic Copy
SUBMITTED (Y/N)
LOCAL VENDOR PREFERENCE Circle One:
Rule 1
Rule 2
Rule 3
None
MINORITY OWNED VENDOR PREFERENCE Circle One:
YES
NO
__________________________________________________________________________________________ Vendor’s Name __________________________________________________________________________________________ Signature Title Date
END OF SECTION PF-3
April 27, 2018 To Whom It May Concern: The City of Dover will receive sealed proposals on May 29, 2018 at 2:00 p.m. local time for the WATER METER TERM CONTRACT, RFP NUMBER 18-0033PW. The RFP must be submitted with three (3) paper copies and one (1) electronic copy on either a flash drive or a CD/DVD. All vendors must complete the request for proposal (RFP) notice and send via email to [email protected] if they intend to submit a proposal. Any vendor not returning the form may not receive published addenda.
Your proposal is not revocable for ninety (90) days following the response deadline indicated above. LATE SUBMISSIONS: A proposal received after the closing date and time for receipt of the proposals is late and shall not be considered. It is the responsibility of the submitter to ensure that the proposal is received prior to the closing date and time. OUESTIONS: If you have questions concerning this Request for Proposal, they must be made in writing and emailed to me at [email protected]. All questions must be submitted no later than May 14, 2018. All questions will be compiled and answered in the form of an addendum and will be emailed to all prospective bidders who return the RFP solicitation form attached and will be posted on the City of Dover web site, www.cityofdover.com. All changes or corrections to this Request for Proposal will be handled by addenda issued by the Purchasing Office. The receipt of all Addenda must be acknowledged on the proposal submission form. The City of Dover reserves the right to request corrections, clarifications, and/or additional information pertaining to Respondent's response. It has been determined that this solicitation be offered as a request for competitive sealed proposals, pursuant to Delaware Code Title 29, Chapter 6924 (a), because the use of competitive sealed bidding is not in the best interest of the City. The use of competitive sealed proposals is necessary to: • •
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Use a contract other than a fixed price type; Conduct Oral or written discussions with offerors concerning technical and price aspects of their proposals;
Request for Proposal
• • •
Afford offerors an opportunity to revise their proposals; Compare the different price, quality and contractual factors of the proposals submitted. Award a contract in which price is not the determining factor.
Proposals will be opened publicly at the time and place designated in this letter. The name of each offeror shall be read publicly and recorded. All other information contained in the proposals shall be confidential so as to avoid disclosure of contents prejudicial to competing offerors during the process of negotiation. The main purpose of the bid opening is to reveal the name(s) of the bidder(s), not to serve as a forum for determining the low bidder(s). The contract shall be awarded within 60 days of the closing date to the offeror whose proposal is determined in writing to be most advantageous to the City. All prices must be held firm for a minimum of 90 days from the date of the opening. The proposals, summaries, and tabulations shall not be open for public inspection until after receipt of a fully executed contract. Conflict of Interest Clause: Pursuant to Dover Code, Chapter 30, Section 30-33, No city employee or official may participate on behalf of the city in the review or disposition of any matter pending before the city in which he has a personal or private interest. No city employee or official shall benefit from any contract with the city, nor solicit any contract, and shall not enter into any contract with the city (other than an employment contract). No person who has served as a city employee or official shall represent or otherwise assist any private enterprise on any matter involving the city, for a period of two years after termination of his employment or elected or appointed status with the city, if he gave an opinion, conducted an investigation or otherwise was directly and materially responsible for such matter in the course of his official duties as a city employee or official. All parties hereto declare and affirm that no officer, member, or employee of the City, and no member of its governing body, and no other public official of the City who exercises any functions or responsibilities in the review or approval of the undertaking described in this contract, or the performing of services pursuant to this contract, shall participate in any decision relating to this contract which affects his or her personal interest, or any corporation, partnership, or association in which he or she is directly or indirectly interested; nor shall any employee of the City, nor any member of its governing body, have any interest, direct or indirect, in this contract or the proceeds thereof. The City of Dover reserves the right to waive technicalities, to reject any or all bids, or any portion thereof, to advertise for new proposals, to proceed to do the work otherwise, or to abandon the work, if in the best interest of the City. All proposals are to be received by the Procurement Office, 710 William Street, Dover, DE, 19904 no later than the 2:00 p.m. bid opening. All proposals will be opened in the presence of the Procurement Manager or his/her designee. The name of each offeror shall be read publicly. All other information contained in the proposals shall be confidential so as to avoid disclosure of information prejudicial to competing offerors during the negotiation process. Any and all proprietary information contained within the proposal must be clearly marked. The cover must
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Request for Proposal
indicate that the proposal contains such information. Copies of the proposals will not be provided to competing vendors. Minority, women, veteran, service disabled veteran, and individuals with disabilities owned vendor preference shall be three percent (3%) of the value of the award. The vendor must identify qualification and claim to the preference on the submitted proposal documents. The vendor must provide authoritative proof of minority ownership such as identification in the certification directory maintained by the State of Delaware Office of Supplier Diversity to qualify for this preference. This preference is to be considered as a stand-alone and cannot be added to any other preference that may be allowed. This preference shall not apply to subcontractors. Local vendor preference shall be considered for materials, equipment, construction contracts, and utility contracts. Local vendor preference shall be three percent (3%) of the annual value of the award. The term local vendor is defined as a gradually increasing range with preference assigned as follows: Rule 1: Vendor located within the city limits of the City of Dover. Rule 2: Vendor located within Kent County, Delaware (applicable only if no vendor qualifies under rule 1) Rule 3: Vendor located within the State of Delaware (applicable only if no vendor qualifies under rules 1 & 2) In the event that no vendor qualifies under rules 1, 2, or 3, no local vendor preference will be awarded. The vendor must identify qualification and claim to the preference on the submitted proposal documents. This preference is to be considered as stand-alone and cannot be added to any other preference that may be allowed. In the event the contractor does not fulfill its obligations under the terms and conditions of this contract, the City of Dover may contract for an equivalent product on the open market. Any difference in cost between the contract prices herein and the price of open market product shall be the responsibility of the contractor. Under no circumstances shall monies be due the contractor in the event open market products can be obtained below contract cost. Any monies charged to the contractor may be deducted from an open invoice. Neither the contractor nor the City of Dover shall be held liable for non-performance under the terms and conditions of this contract due, but not limited to, government restriction, strike, flood, fire, or unforeseen catastrophe beyond either party's control. Each party shall notify the other in writing of any situation that may prevent performance under the terms and conditions of this contract. Vendors must provide references to the City of Dover upon request. Vendor references may be checked to verify the proposer’s ability to perform the contract requirements, the quality of work and the ability to meet obligations. ENVELOPES MUST BE MARKED “WATER METER TERM CONTRACT, RFP NUMBER 18-0033CS.” No faxed or emailed proposals will be accepted.
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Request for Proposal
The City of Dover shall have the right to reject any or all proposals if deemed to be in the best interest of the City, such as but not limited to local vendor preference and minority vendor preference while awarding bids. Sincerely,
Barry Wolfgang Acting Contract and Procurement Manager City of Dover (302) 736-7795 Fax (302) 736-7178 [email protected] www.cityofdover.com
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Request for Proposal
REQUEST FOR PROPOSAL SOLICITATION NOTICE RFP Number: 18-0033CS
RFP Opening: May 29, 2018, 2:00 p.m.
Description: Water Meter Term Contract If you are interested in the request for proposal described above, you can download it in Adobe PDF format from our web site http://www.cityofdover.com/bid-procurement. Any amendments of other additional information related to this solicitation will be posted with the original document on the web site. If you do not have internet access and want to receive this request for proposal, all subsequent amendments, or additional information on the bid package, please provide the requested information to: The City of Dover Purchasing Office 710 William Street Dover, DE 19904 Fax: (302) 736-7178, attention Barry Wolfgang Phone: (302) 736-7795 e-mail: [email protected] Please complete the following and return this form to the City of Dover Purchasing Office. Company: Address
Vendor Response /Request No bid at this time, please retain on bid list Please send complete RFP package
Contact:
I will download the RFP package
Phone
I intend to bid
Email for ITB/RFP
I do not intend to bid
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Other:
SECTION ITP INVITATION TO PROPOSERS PROPOSAL NUMBER: 18-0033PW Sealed Proposals, three (3) paper copies and one (1) electronic copy in PDF format on a flash drive or CD/DVD, of the Water Meters Inventory Proposal will be received by the City of Dover, City of Dover Procurement Office, 710 William Street, Dover, DE no later than 2:00 P.M. on May 29, 2018 to provide products and/or services as specified in this Invitation to Proposers, at which time the proposals will be opened and names of each proposer will be publicly announced. The City invites written proposals from qualified vendors that are interested in providing services, as outlined below: I.
NAME OF SOLICITING GOVERNMENT City of Dover, Delaware City Hall – The Plaza P.O. Box 475 Dover, Delaware 19903-0475
II.
III.
PURPOSE OF REQUEST A.
The City of Dover (the City) is interested in receiving proposals to supply and deliver cold water meters to the City Warehouse for the City’s Department of Public Works (DPW) described in these specifications as required for stock supplies or on an as needed basis. All cold water meters listed shall be manufactured as identified in the Product Specifications section of this bid.
B.
The product list in the bid form is intended to be all-inclusive, however the City of Dover reserves the right to add additional cold water meters within the scope of this contract as may be required to accommodate unanticipated municipal changes, regulatory requirements and/or industry standards.
C.
Cold water meters added to the contract after the initial award shall be agreed upon in writing by both parties. This Invitation to Proposers (ITP) shall be the basis for establishing a blanket purchase order contract to provide cold water meters as needed during the period and renewal options specified.
D.
This specification covers Potable Cold Water Meters and the materials and workmanship employed in their fabrication. Meters shall be available in sizes 5/8” X 3/4”, 3/4”, 1”, 1-1/2”, 2” and 3” with an option to provide larger meters.
E.
All meters supplied as part of this contract must be compatible with existing City of Dover Automated Meter Reading (AMR) equipment which uses the Itron Encoder Receiver Transmitter (ERT) 100W.
F.
Pricing Guarantee: Vendor shall propose a fixed price per meter for sizes 5/8” x 3/4” through three-inch (3”) for a period of not less than three (3) years and any warranty provided by the manufacturer/vendor will be considered in the award of this contract.
CONTRACT PERIOD The contract period shall be from the date of award for one year (1), with options to renew, at ITP-1
the City’s sole discretion, for two (2) additional years in one (1) year increments. Written notice of intent to renew shall not be required. Issuance of a new purchase order shall constitute exercise of the renewal option. IV.
PRODUCT SPECIFICATIONS A.
General Requirements 1. Knowing that water meters have a life expectancy of approximately twenty (20) years, the DPW wishes to ensure that meters purchased today will meet the Safe Drinking Water Act (SDWA) per NSF 372 that became effective in January 2014 for the following reasons: •
The City wishes to safeguard its investment in metering infrastructure.
•
Beginning in January 4, 2014 only meter inventory that meets the SDWA (NSF 372) lead free requirements shall be installed into the system.
2. All cold water meters (displacement type - magnetic drive 5/8” x 3/4” - 3”) furnished shall be produced from an ISO 9001 manufacturing facility and conform to the “Standard Specifications for Cold Water Meters” C700 latest revision issued by AWWA or as otherwise stated. 3. Each manufacturer submitting a proposal shall have been actively engaged in the manufacturing and marketing of each model and size of meter offered, or a substantially similar type of meter, for a period of at least fifteen (15) years. 4. All meters offered shall be tested by the manufacturer for capacity and accuracy of registration at flow rates and test flow quantities in accordance with AWWA Standard C700-02 Section 4.2 and AWWA Manual M6, Chapter 5, Table 5-3. 5. The manufacturer shall also provide a certificate documenting that each meter has been tested and that it complies with the stated capacity and accuracy of registration requirements. Unless stated otherwise herein, the ANSI/AWWA Standards C700 (latest revision) for Cold-Water Meters—Displacement Type, design, manufacture, and testing of all water meters furnished under this specification. 6. Each model and size of water meter offered shall be manufactured under an ISO 9001 certified quality system and be compliant with NSF/ANSI 61, Annex G, Annex F and NSF/ANSI 372 specifications as well as the United States of America Safe Drinking Water Act (Public Law 111-380). Specifically: •
Meters shall be made of “lead free” alloy as defined by NSF/ANSI 61, Annex G and Annex F.
•
Manufacturer shall provide a copy of a letter from the NSF on NSF letterhead documenting compliance with NSF/ANSI 61, Annex G which allows a maximum weighted average lead content level of 0.25% of the wetted surface area.
•
Manufacturer shall provide a copy of a letter from the NSF on NSF letterhead documenting compliance with NSF/ANSI 61, Annex F which requires leaching of less ITP-2
than 5 μg/L in tests performed per the NSF/ANSI 61 test methodology for water with pH of 5 and pH of 10. •
Manufacturer will provide documentation that its foundry uses only lead free materials in the manufacture of its water meters. This documentation shall be signed by an authorized officer of the company and submitted with the vendors bid.
•
The meter main case and cover shall be compliant with NSF/ANSI 61, Annex G and Annex F certified lead free alloy. The serial number should be stamped between the inlet or outlet port of the main case and the register. Main case markings shall be raised and shall indicate size, model, direction of flow, and NSF 61 certification.
7. All meters shall be constructed such that they may be repaired in the purchaser’s meter shop and all parts and special tools necessary for such repairs shall be made available from vendor. 8. Proposer shall provide the City with specifications, literature, and current manufacturer’s price list for repair parts for each size water meter. 9. All lead free main cases shall be guaranteed free from manufacturing defects in workmanship and material for the life of the meter. 10. All meters must be adaptable to a field programmable absolute encoder register without interruption of the customer’s service. B.
Direct Read Standard Register 1. The register shall be provided with Itron Quick Connector pig tails factory potted to the encoded register to provide for compatibility with Itron ERTs. The register shall be of the straight reading sealed magnetic drive type and shall contain six (6) numeral wheels. Registers must be roll sealed and dry. All direct reading register cups shall be copper to prevent corrosion and be covered with a high strength, impact resistant flat glass lens to prevent breakage. The lens shall be positioned above the register box to allow for run off of debris. The register lid shall overlap the register box to protect the lens. The register retaining ring shall be designed to absorb impact from the register. Register boxes and lids shall be of high-strength synthetic polymer or approved equivalent. All registers shall have the size, model and date of manufacture stamped on the dial face. The dial shall have a red center sweep hand and shall contain 100 equally divided graduations at its periphery 2. The register must be compatible with the City’s current meter reading and billing system. 3. The register must contain a low flow indicator with a 1:1 ratio to disc nutations to provide leak detection. 3. Registers shall be secured to the main case by means of a plastic tamper-proof seal to allow for inline service replacement.
ITP-3
4. Registers shall be guaranteed for at least 10 years. All meters will be guaranteed for one year on material and workmanship. C.
Type 1. Only magnetic-driven, positive displacement meters of the flat nutating disc type will be accepted because of enhanced low flow accuracy performance.
D.
Capacity 1. The size, capacity, and meter lengths shall be as specified in AWWA Standard C700 (latest revision). The maximum number of disc nutation’s is not to exceed those specified in the latest version of AWWA C700.
E.
Bolts 1. All main case bolts shall be of 300 series non-magnetic stainless steel to prevent corrosion.
F.
Measuring Chamber 1. The measuring chamber shall be of a 2-piece snap-joint type with no fasteners allowed. The chamber shall be made of a non-hydrolyzing synthetic polymer. 2. The control block shall be the same material as the measuring chamber and be located on the top of the chamber. The control block shall be located after the strainer. 3. The measuring chamber outlet port shall be sealed to the main case outlet port by means of an “O” ring gasket. 4. The chamber shall be warranted for 10 years against freeze damage if the meter has been equipped with a frost proof cast iron or synthetic polymer bottom cap.
G.
Strainers 1. All meters shall contain a removable polypropylene plastic strainer screen. The strainer shall be located near the main case inlet port, before the measuring chamber. The strainer shall also function as the device that holds the measuring chamber in place within the main case. Straps or other types of fasteners shall not be accepted.
H.
Performance 1. To ensure accuracy, each meter must be accompanied by a factory test tag certifying the accuracy at the flows required by AWWA C700. All meters shall be warranted as follows: Size
Low Flow
5/8” 3/4” 1” 1-1/2”
1/8 gpm @ 95% 1/4 gpm @ 95% 3/8 gpm @ 95% 3/4 gpm @ 95%
Low Flow New Meter Accuracy 5 Yrs or 500,000 gallons 5 Yrs or 750,000 gallons 5 Yrs or 1,000,000 gallons 2 Yrs or 1,600,000 gallons ITP-4
Accuracy Range ± 1.5% 1/2 - 20 gpm 3/4- 30 gpm 1 - 50 gpm 2 - 100 gpm
2” 3”
1 gpm @ 95% 5 gpm @ 95% H.
2 Yrs or 2,700,000 gallons 2 Yrs or 4,900,000 gallons
2 - 160 gpm 4 – 350 gpm
Warranty 1. All meters shall carry the following warranty: Meters shall be guaranteed to be free from defects in materials and workmanship and to meet AWWA New Meter Accuracy Standards for five (5) years from date of purchase.
V.
STATEMENT OF QUALIFICATIONS (SOQ) A.
All vendors (manufacturers) submitting proposals shall include the following: 1. Business name and the point of contact (POC) for this project, together with the address, telephone number, facsimile number and email address, of the office from which the services will be provided. Provide each person’s title and project-specific responsibilities. 2. The prospective proposer must provide a letter from their Accountant stating that they have conducted an annual review of the company’s financial standing and that there are no financial concerns with their ability to continue operations. This statement must be current and not more than six (6) months old. 3. The proposer/vendor shall provide the following information with their proposal: •
A minimum of fifteen (15) years of field and production experience with all sizes and models quoted.
•
Proposer/Vendor shall provide only one model per size of meter which complies with these specifications
4. Documentation that the business is licensed, insured and authorized to do work in the State of Delaware and the City of Dover. 5. A minimum of three (3) references must be provided. Governmental references preferred. For each reference listed, please provide the following information: (1) Name and mailing address of the owner/business (2) Name and telephone number of your contact person within said business (3) Description of the scope of services provided 6. Information on the nature and magnitude of any litigation or proceeding whereby, during the past three (3) years, a court or any administrative agency has ruled against the proposer in any matter related to the professional activities of the proposer. Similar information shall be provided for any current or pending litigation or proceeding. 7. A statement to the effect that the selection of the proposer shall not result in a conflict of interest with any other party which may be affected by the services to be provided. Should any potential or existing conflict be known by a proposer, said bidder must specify the party with which the conflict exists or might arise, the nature of the conflict, and whether or not the proposer would step aside or resign from the engagement or representation creating the conflict. (The City reserves the right to select more than one firm to perform the required services to avoid conflict of interest and other similar occurrences.) ITP-5
8. Provide the anticipated time of delivery for each of the meters specified in the proposal. 9. Any additional information that you feel will be beneficial to the City in evaluating your qualifications to perform the proposed scope of work. VI.
COMPENSATION
A.
The proposal should clearly state the fee to be charged for the proposed materials and should be provided on the attached Proposal Form. Three (3) copies of the Proposal Form must be submitted at the specified proposal time. Meters will be bid on a per unit price, one (1) unit shall consist of the water meter, register and Itron connection cable as a single unit for the purpose of this proposal.
VII.
SELECTION CRITERIA A.
In order to ascertain which proposal best meets the needs of the City, proposals will be independently evaluated, according to the following criteria, by two (2) or more qualified individuals of the City’s staff: A B C D E
FACTOR Ability to meet the Statement of Qualifications identified in Section V Proposed prices for specified meters identified in Proposal Form. The quality, availability and adaptability of the supplies and materials to meet the Product Specifications in Section IV Proposers proximity to City of Dover The Proposers experience, reputation, and efficiency MAXIMUM POINTS END OF SECTION
ITP-6
POINT RANGE 0 to 20 0 to 30 0 to 30 0 to 10 0 to 10 100
WATER METERS INVENTORY PROPOSAL CITY OF DOVER, DELAWARE PROPOSAL FORM Date:______________________________ Proposal of______________________________(hereinafter called “PROPOSER”), organized and existing under the laws of the State of Delaware doing business as _______________________*. To the City of Dover (hereinafter called “OWNER”). In compliance with the Invitation to Proposal, PROPOSER hereby proposes to perform all SERVICES for the Water Meters Inventory Proposal, Request for Proposers No. 18-0033CS, in strict accordance with the BID DOCUMENTS, within the time set forth therein, and at the prices stated below. The PROPOSER has examined the Contract Documents and Specifications with related documents and the site of the proposed work, being familiar with all of the conditions surrounding the construction of the proposed project including materials and supplies, and to construct the project in accordance with the CONTRACT DOCUMENTS at the price stated below. The price is to cover all expenses incurred in performing the work required under the Contract Documents of which this PROPOSAL FORM is a part. The PROPOSER declares that the attached Specifications and the Drawings therein referred to have been carefully examined and are understood. It is proposed and agreed if the PROPOSAL is accepted to contract with the City of Dover the required work in the manner as described in Paragraphs II thru IV in the Product Specifications Section of the Invitation to Proposers. *Corporation, Partnership, or Individual as applicable. PROPOSER hereby agrees to provide the SERVICES under this contract on or before a date to be specified in the NOTICE TO PROCEED at the prices specified on the Proposal Form. PROPOSER acknowledges receipt of the following ADDENDUM (if applicable):
The PROPOSER declares that the only person, firm or corporation, or persons, firms or corporations, that has or have any interest in this bid or in the Contract or Contracts proposed to be taken is or are the undersigned; that this proposal is made without any connection or collusion with any person, firm or corporation, making a proposal for the same service. The proposer agrees that this bid shall be good and may not be withdrawn for a period of 90 calendar days after the scheduled closing time for receiving bids. Upon receipt of written notice of the acceptance of this proposal, proposer will execute the formal contract attached within 10 days of delivery. The names and addresses of all members of a firm or the names, addresses, and titles of every officer of a PF-1
corporation as the case may be, must be given here by the member if the firm or by the officer or agent of the corporation who signs the Bid. Respectfully submitted: ___________________________ Signature
____________________________ Company Name
___________________________ ____________________________ Title Address ___________________________ ____________________________ Date ___________________________ ____________________________ License Number (if applicable) Telephone No. SEAL – (If BID is by a corporation)
If a Partnership, state names and addresses of Partners here: ___________________________
____________________________
___________________________
____________________________
___________________________
____________________________
PF-2
WATER METERS INVENTORY PROPOSAL PROPOSAL NO.:18-0033CS CITY OF DOVER, DELAWARE PROPOSAL FORM PROPOSER agrees to provide the services described in the PROPOSAL DOCUMENTS for the following prices: Item No.
YEAR 1 PRICE (Per Unit)
Description
1 2 3 4 5 6
5/8” X 3/4” meter and register assembly ANSI/NSF Standard 61, Annex G & F compliant 3/4” meter and register assembly ANSI/NSF Standard 61, Annex G & F compliant One (1”) inch meter and register assembly ANSI/NSF Standard 61, Annex G & F compliant One and one-half (1-1/2”) inch meter, flange kit, and register assembly ANSI/NSF Standard 61, Annex G & F Two (2”) inch meter, flange kit, and register assembly ANSI/NSF Standard 61, Annex G & F compliant Three (3”) inch meter, flange kit, and register assembly ANSI/NSF Standard 61, Annex G & F compliant
YEAR 2 PRICE (Per Unit) –
YEAR 3 PRICE (Per Unit) -
CITY OPTION TO AUTHORIZE
CITY OPTION TO AUTHORIZE
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
NOTE: Proposer shall fill out following table: DESCRIPTION Vendor shall supply documentation to answer all requirements in the Statement of Qualification section, located in Section ITP. Proof that all requirements specified in Product Specifications IV, of the Invitation to Proposers are met Completed Proposal Form: 3 Paper Copies and One Electronic Copy
SUBMITTED (Y/N)
LOCAL VENDOR PREFERENCE Circle One:
Rule 1
Rule 2
Rule 3
None
MINORITY OWNED VENDOR PREFERENCE Circle One:
YES
NO
__________________________________________________________________________________________ Vendor’s Name __________________________________________________________________________________________ Signature Title Date
END OF SECTION PF-3
