Item 4C Memo Final Item 4C
Page 1 of 2
M E M O R A N D U M
(February 20, 2018)
To: Shana Yelverton, City Manager
From: Rob Cohen, Director of Public Works
Subject: Approve contract renewal for utility parts and supplies with
Atlas Utility Supply Co. in an amount not to exceed $575,000
Action
Requested: Approve contract renewal for utility parts and supplies with Atlas
Utility Supply Co. in an amount not to exceed $575,000.
Background
Information: Throughout the year, the Water and Wastewater Divisions of Public
Works make numerous purchases of utility parts and supplies.
Utility parts and supplies are needed to operate and maintain the
City's water distribution and wastewater collection systems. This
ensures that clean drinking water is delivered to every Southlake
customer and promotes public health by collecting the City's
wastewater and delivering it to the Trinity River Authority (TRA) for
treatment.
Utility parts and supplies include various types and sizes of water
pipe, sewer pipe, valves, clamps, couplings, tapping sleeves and
fire hydrants. In order to obtain competitive pricing on these items,
the City of Southlake solicited sealed bids for over 300 unique utility
parts and supplies.
On November 18, 2016, the City of Southlake solicited and
received sealed bids for RFB No. RFB1610B400KF160008. An
internal committee reviewed the bids for best value including
customer service, availability of parts, after-hours access, proximity
to Southlake, and price. Atlas Utility Supply Co. was selected as the
best value for specific line items based on the scoring matrix, and
was awarded a contract by Southlake City Council on February 7,
2017 with up to four additional annual renewals.
Table 1 Scoring Matrix
Weight Scoring Factor
35% Vendor Category Pricing
30% Vendor ability to provide required parts and supplies
30% Vendor experience providing required parts and supplies
5% Vendor past experience with City
Item 4C
Page 2 of 2
Financial
Considerations: This is the first renewal for this contract. A 3% economic
adjustment is available per the contract terms. The vendor is
requesting an overall 1.6% increase at this renewal. This increase
takes into consideration the cost increase of brass components.
Funding for utility parts is budgeted in the annual Public Works
Water and Wastewater Operating budgets.
Following are the City’s past expenditures for utility parts and
supplies with Atlas Utility Supply Co.:
Fiscal Year Expenditures with Atlas
FY 2018-to-date $ 24,153
FY 2017 $ 195,411
FY 2016* $1,444,342
FY 2015 $ 456,651
FY 2014 $ 539,757
*Please note that utility part expenditures in FY 2016 were
significantly higher due to the Water Smart, Southlake roll out of
cellular endpoints for water meters citywide. The City invested
approximately $1M in this project.
Strategic Link: This item relates to the City’s strategy map focus areas of
Infrastructure. It specifically relates to the City’s Corporate
Objectives (F2) investing to provide and maintain high quality public
assets.
Citizen Input/
Board Review: N/A
Legal Review: The City Attorney reviewed the original bid documents as to form.
Alternatives: The City Council may approve or deny this contract renewal.
Supporting
Documents: Attachment A: Contract Renewal Letter to Atlas Utility Supply Co.
Attachment B: Award Notification dated January 11, 2017
Staff
Recommendation: Approve contract renewal for utility parts and supplies with Atlas
Utility Supply Co. in an amount not to exceed $575,000.
Staff Contact: Rob Cohen, Director of Public Works
Cristina McMurray, M.P.A, C.P.M, Deputy Director of Public Works
February 5, 2018
Atlas Utility Supply Co.
2301 Carson Street
Fort Worth, Texas 76117
Attn: Mr. David Johnson
Subject: Notification of Contract Renewal for Utility Parts and Supplies for City of Southlake RFB1610B400KF160008
Dear Mr. Johnson:
The City of Southlake is providing notification of contract renewal for “Utility Parts and Supplies for City of Southlake
RFB1610B400KF160008”. This renewal shall become effective February 7, 2018 pending City Council approval (CC Award
date _________). Your company has requested an overall one point six percent (1.6%) increase at this renewal. This increase
has been approved and updated pricing sheets are included with this renewal. All other terms and conditions of the original
contract award shall remain in effect for this renewal period.
The terms and conditions proposed and accepted in this renewal agreement are as follows:
Line Items Awarded: Category(s) 1-7, 9, 10, 19-26, 28 and 30
Payment Terms: Net 30 days (Unless otherwise noted – such as pre- and/or partial payment)
Method of Payment: Shall be made by purchasing card or purchase order.
Delivery Terms: FOB Destination
Delivery Locations: IF STATED IN RFB DOCUMENT
Term of Contract: Shall be effective for twelve months from date of renewal and is eligible for up to three (3) more
one (1) year annual renewals
City Contact: Kyle Flanagan 817-748-8081
Send all billing to: City of Southlake
1400 Main Street, Suite 440, Accounts Payable
Southlake, TX 76092 or Email: accountspayable@ci.southlake.tx.us
Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state,
and local sales taxes.
All other specifications, terms and conditions shall be as provided in the original procurement documents. No other
attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an
authorized representative of the City of Southlake.
Thank you for participating in our procurement process. Please call 817-748-8312 with any questions.
Sincerely,
T i m S l i f k a
Purchasing Manager CPPO, CPPB
City of Southlake
1400 Main Street, Suite 440
Southlake, Texas 76092
tslifka@ci.southlake.tx.us Attest: ________________________
Fax: 817-748-8048
C a r o l A n n B o r g e s , T R M C
Contract Renewal Accepted: City Secretary
Signed: ____________________ Date: ______________ Approved as to Form and Legality:
Mayor Laura Hill _____________________
City of Southlake City Attorney
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46
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47
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48
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49
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B
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Qu
a
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Un
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t
U
n
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t
P
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e
(F
O
R
D
O
N
L
Y
)
80
1"
x
3
/
4
"
B
u
s
h
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n
g f
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C
C
t
h
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4
3
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N
L
6
0
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h
8
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9
7
$
9.23 $ 2.90%
81
3/
4
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C
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S
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p
C
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p
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C
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B
4
4
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3
3
3
W
G
-
N
L
5
0
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a
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h
4
8
.
6
2
$
50.08 $ 3.00%
82
3/
4
"
F
I
P
I
r
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n
P
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p
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C
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A
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-
3
3
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-
N
L
15
0
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a
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h
1
1
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1
0
$
11.43 $ 2.97%
83
3/
4
"
M
I
P
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r
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n
P
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p
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X
C
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3
3
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-
N
L
15
0
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a
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h
1
0
.
5
6
$
10.88 $ 3.03%
84
3/
4
"
F
I
P
T
X
C
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p
9
0
d
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L
1
4
-
3
3
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-
N
L
70
e
a
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h
1
4
.
9
7
$
15.41 $ 2.94%
85
3/
4
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C
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9
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3
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2
3
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4
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1
4
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9
0
$
15.34 $ 2.95%
86
3/
4
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X
1
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6
2
5
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5
-
N
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50
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h
6
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8
5
$
7.05 $ 2.92%
87
3/
4
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x
2
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5
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1
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7
3
$
1.73 $ 0.00%
88
3/
4
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X
3
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12
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h
8
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3
1
$
8.55 $ 2.89%
89
3/
4
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X
7
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(Ex
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4
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7
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L
1
2
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h
6
8
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6
3
$
70.69 $ 3.00%
90
3/
4
"
X
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2
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4
2
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1
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W
-
N
L
4
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h
7
1
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7
0
$
73.85 $ 3.00%
91
3/
4
"
X
1
8
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M
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R
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(Ex
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4
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1
8
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-
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L
8
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8
4
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2
4
$
86.77 $ 3.00%
92
3/
4
"
C
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(CT
S
) X
1
"
C
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(IP
S
)
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7
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3
4
G
-
N
L
40
e
a
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h
2
4
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3
1
$
25.04 $ 3.00%
93
1"
I
P
X
3
/
4
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B
3
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2
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4
5
$
2.45 $ 0.00%
94
1"
B
a
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A
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V
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F
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B
A
1
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4
4
W
G
-
N
L
5
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a
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h
7
3
.
2
3
$
75.43 $ 3.00%
95
1"
M
I
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C
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A
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4
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4
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20
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h
1
2
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5
0
$
12.87 $ 2.96%
96
1"
X
3
/
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C
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8
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7
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5
G
-
N
L
60
e
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h
3
2
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4
0
$
33.37 $ 2.99%
97
1"
x
3
/
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C
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4
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5
G
-
N
L
60
e
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3
4
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2
5
$
35.27 $ 2.98%
98
1"
X
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4
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X
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C
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3
3
4
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-
N
L
10
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h
3
3
.
1
4
$
34.13 $ 2.99%
99
2"
B
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A
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V
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4
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7
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7
W
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-
N
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2
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2
3
4
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7
5
$
241.79 $ 3.00%
10
0
2"
C
C
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7
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1
4
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1
6
5
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9
9
$
170.97 $ 3.00%
10
1
2"
F
l
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F
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7
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L
1
4
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1
9
3
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2
4
$
199.04 $ 3.00%
10
2
2"
F
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2
4
$
199.04 $ 3.00%
10
3
2"
F
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F
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0
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1
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6
1
$
173.67 $ 3.00%
10
4
2"
F
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1
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7
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7
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N
L
1
0
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1
9
1
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8
3
$
197.59 $ 3.00%
10
5
2"
F
I
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M
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8
1
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2
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0
0
$
206.00 $ 3.00%
10
6
2"
P
V
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F
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7
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1
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2
2
9
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2
5
$
236.13 $ 3.00%
10
7
2"
M
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4
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8
9
$
51.38 $ 2.99%
10
8
2"
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$
86.83 $ 3.00%
10
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2"
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11
0
2"
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2
$
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11
2
2"
B
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1
5
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3
6
$
15.36 $ 0.00%
11
3
2"
B
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1
0
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7
0
$
10.70 $ 0.00%
11
4
1"
M
I
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M
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9
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4
4
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1
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3
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$
14.80 $ 2.99%
11
5
1"
F
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9
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1
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3
$
17.95 $ 2.98%
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)
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$
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11
7
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4
-
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2
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(50
)
278.00
$
286.34 $ 3.00%
11
8
1"
C
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$
340.93 $ 3.00%
Br
a
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s
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11
9
1”
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1
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4
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12
0
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1
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1
0
0
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3
7
$
103.38 $ 3.00%
12
1
2”
M
I
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C
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1
1
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7
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1
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1
6
5
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9
9
$
170.97 $ 3.00%
12
2
1’
M
I
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1
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4
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1
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4
4
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7
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$
46.13 $ 2.99%
12
3
1
½
”
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6
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1
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1
0
0
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3
7
$
103.38 $ 3.00%
12
4
2”
C
C
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A
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1
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0
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7
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9
9
$
170.97 $ 3.00%
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R
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12
5
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C
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6
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$
66.26 $ 3.00%
12
6
¾”
C
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5
2
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0
8
$
53.64 $ 3.00%
12
7
1”
C
O
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1
”
C
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4
4
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1
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a
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7
1
.
5
6
$
73.71 $ 3.00%
12
8
1”
F
I
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1
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M
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6
4
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5
8
$
66.52 $ 3.00%
12
9
1”
C
T
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1
”
M
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7
6
$
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13
0
1
½
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19
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The ter Box Com any, Inc.
RO Box 443, W bash, Indiana
260-563-3171 1 Fax: 800-826-3487
To: David Johnson
Com any: Atlas Utility Supply Co, Inc.
Em il: davidjohnson@ tlasutility.com
Date: January 25, 2018
Tim 1:11 PM
City/State: Fort W rth, TX
REF: South lake #RFB1610B400-TX
Q : 75547
W would be pleased to extend this quotation to you for another year through
12/31/2018 with a 3% increase on all m terial even though we had a 7% published
price increase effective 7/17. This extension is only valid for the first year of the
contract.
This is for products listed on the quotation for a period that ended 12/31/2017. All other
term and conditions rem in the sam .
Please advise if this is accepted and we will then send you an updated quote.
W appreciate your assistance in m intaining the City of Southlake, TX as a good
account for both of our com anies and look forward to continued business growth in the
rest of your m rket area.
Thank you,
The Ford M ter Box Com any, Inc.
The Q otation Departm nt
C'`y ORIGINAL DOCUMENT
SCJUM-LA►K
CITY OF SOUTHLAKE
Counei!Actioi( 1
Ord./Res.No.
January 11,2017 Date Approved
Atlas Utility Supply Co
2301 Carson Street
Fort Worth,Texas 76117
Attn: Mr.David Johnson
Subject: Award Notification for Utility Parts and Supplies for City of Southlake RFB 161OB40OKFI60008
Dear Mr.Johnson,
The City of Southlake is pleased to inform you that Atlas Utility Supply Co. of Fort Worth, Texas is one of three(3)vendors
being awarded"Utility Parts and Supplies for City of Southlake RFB161OB40OKFI60008". The award and this agreement are
based on your bid to the City,copy enclosed.This is a multiple vendor award contract.Your company's portion of the award is
attached.This award was approved by the City of Southlake City Council on 0— 7 '�/7
The terms and conditions proposed and accepted in this agreement are as follows:
Line Items Awarded Category(s) 1-7,9, 10, 19-26,28 and 30
Payment Terms: Net 30 days(Unless otherwise noted—such as pre-and/or partial payment)
Estimated Quantities: The City does not guarantee to purchase any minimum or maximum quantity but does contemplate
purchasing the awarded items exclusively during the term of the contract from the successful
vendors.
Method of Payment: Shall be made by City procurement card or purchase order
Delivery Terms: FOB Destination
Delivery Locations: Vendor Delivery or City employee pick-up.
Term of Contract: The term of awarded contract shall remain in effect for twelve months from date of award and is
eligible for up to four(4)one(1)year annual renewals.
City Contact: KYLE FLANAGAN 817-748-8081
Send all billing to: City of Southlake
1400 Main Street,Suite 440,Accounts Payable
Southlake,TX 76092 or via email to accountspaavablegsci.southlake.tx.us
Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state,
and local sales taxes.
All other specifications, terms and conditions shall be as provided in the original procurement documents. No other
attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an
authorized representative of the City of Southlake.
Thank you for participating in our procurement process. Please call 817-748-8312 with any questions.
S' 14,
�`imi a,CPPO, PP
Purchasing Manager
City of Southlake
1400 Main Street,Suite 440
Southlake,Texas 76092 t ✓ �}'
tslifkai ci.southlake.tx.us Attest: llit/�-
Fax: 817-748-8048
Lori Payne,T
Contract and#ard Accepted: City Secretary •„
'
Signed. Z Date: 1 7 / Approved as to Form and gality:+++���
�Xw
Mayor Laura Hill
City of Southlake City Attorne
Appendix B — Bid Document
Submittal Checklist: (To determine validity of bid)
Appendix B(pages_8_through_16_)must be included in the bid submittal.
_)(_Appendix C(page_16_)Conflict of Interest Form must be included in the bid submittal.
X Form 1295 See Page 2 Item E.Certificate of Interested Party
All bids submitted to the City of Southlakepage with the submitted i
RFB Number: RFB161OB40OKF160008
Project Title: Utility Parts and Supplies
Submittal 3:00 P.M. (CST), Friday November 18, 2016
Deadline:
Submit electronically* to: www.securebidusa.com
* Requires email account login and password.
Bidder Information:
Bidder's Legal Name: Atlas Utility Supply Co
Address: 2301 Carson Street
City,State&Zip Fort Worth, Texas 76117
Federal Employers 75-1570897
Identification Number#
Phone Number: 817-831-4275 Fax Number: 817-831-1014
E-Mail Address: Davidjohnson@atiasutility.com
Bidder Authorization
I,the undersigned,have the authority to execute this Bid in its entirety as submitted and enter into a contract on
behalf of the Bidder.
Printed Name and Position of Authorized Representative: Pavid OhnSOn, Inside Sates Rep
Signature of Authorized Representative:
Signed this 1 gth (day)of November (month), 2016 (year)
I learned of this Request for Bids by the following means:
❑ Newspaper Advertisement City E-mail Notification
❑ Southlake Website ❑ Cold Call to City
❑ Mailed Me a Copy ❑ Other
❑ SecureBid
City of Southlake - RFB161OB40OKFI60008 - Page 8 of 17
Appendix B—Bid Document(continued)
I. REQUIRED BID INFORMATION. IN ORDER FOR A BID TO BE CONSIDERED COMPLETE,
AND TO BE EVALUATED FOR A CONTRACT AWARD BY THE CITY, BIDDER MUST
SUBMITALL OF THE FOLLOWING INFORMATION:
1. Proposed Products and/or Services
A. Product or Service Description: Bidders should utilize this section to describe the technical
aspects, capabilities, features and options of the service or product and/or service proposed in
accordance with the required Scope of Services as identified in Appendix A. Promotional
literature,brochures,or other technical information may be used.
B. Additional Hardware Descriptions: Bidders should also include in this section a detailed
description of what additional hardware and/or software, if any, would be required by the City in
order to fully utilize the goods and/or services proposed.
C. Material Safety Data Sheets (MSDS): If applicable, the successful Bidder shall provide the City
with applicable MSDS documentation as required by applicable laws and regulations.
D. Guarantees and Warranties: Each Bidder shall submit a complete copy of any warranties or
guarantees provided by the manufacturer or Bidder with the Bid submitted.
E. Project Schedule/Delivery Date: Bidder must provide a project schedule noting all projected
completion dates for segments of the Project, from start-up to completion,and all delivery dates for
goods covered by the RFB. The Bid Document must show the number of days required to deliver
and install the product or equipment after the receipt of the City's Purchase Order.
2. Cost of Proposed Products and/or Services
A. Pricing: Pricing shall reflect the full Scope of Services defined herein, inclusive of all associated
cost for delivery, labor, insurance,taxes, overhead,and profit.
B. Schedule of Pricing: Bidder shall quote unit pricing in accordance with the itemized listing of
products or contract segments stated in the Scope of Services and using the following format:
"EXHIBIT A" PRICING SCHEDULE MUST BE SUBMITTED IN AN EXCEL
SPREADSHEET FORMAT AND INCLUDE A PDF COPY.
3. Bidder's Experience/Staff
A. Project Team: Identify all members of the Bidder's team (including both team members and
management) who will be providing any services proposed and include information which details
their experience.
B. Removal or Replacement of Staff: If an assigned staff person must be removed or replaced for any
reason,the replacement person must be approved by City prior to joining the project.
C. Business Establishment: State the number of years the Bidder's business has been established and
operating. If Bidder's business has changed names or if the principals operating the business
operate any similar businesses under different names, or have operated any other businesses or
changed the legal status or form of the business within the last five (5) years, all names, of
predecessor business names, affiliated entities, and previous business entities operated by the
principals, if different than present,must be provided;
City of Southlake - RFB161OB40OKF160008 - Page 9 of 17
State the number of years' experience the business has: 52 ; and the number of employees:
10
D. Project Related Experience: All Bids must include detailed information that details the Bidder's
experience and expertise in providing the requested services that demonstrates the Bidder's ability
to logically plan and complete the requested project.
4. References
Bidder shall provide three (3) references where Bidder has performed similar to or the same types of
services as described herein.
Reference#1:
Client/Company Name:
City of North Richland Hills
Contact Name: Kenneth Garvin Contact Title: Water Superintendent
Phone: 817-427-6440 Email: kgarvin@nrhtx.com
Date and Scope of Work Provided:
2016 Yearly Bid for Water Utility Supplies
Reference 2:
Client/Company Name: City of Haltom City
Contact Name: Warner James Contact Title: Water Superintendent
Phone: 817-222-7700 Email: wjames@haltomcitytx.com
Date and Scope of Work Provided:
2016 Yearly Bid for Water Utility Supplies
Reference#3:
Client/Company Name: City of Euless
Contact Name: Ruben Cardenas Contact Title: Water Superintendent
Phone: 817-685-1586 Email: rcardenas@eulesstx.gov
Date and Scope of Work Provided:
2016 Yearly Bid for Water Utility Supplies
City of Southlake - RFB161OB40OKF160008 - Page 10 of 17
5. Trade Secrets and/or Confidential Information
Trade Secrets and/or Confidential Information: This bid (does)_X(does not)contain trade secrets
and/or confidential information. If applicable,describe such trade secrets and confidential information,
and the basis for your assertion that such material qualifies for legal protection from disclosure.
6. Federal,State and/or Local Identification Information
A. Centralized Master Bidders List registration number:
B. Prime contractor HUB /MWBE registration number:
C. An individual Bidder acting as a sole proprietor must also enter the Bidder's Social Security
Number: # - -
7. Cooperative Governmental Purchasing Notice
Other governmental entities maintaining interlocal agreements with the City, may desire, but are not
obligated, to purchase goods and services defined in this RFB from the successful Bidder. All
purchases by governmental entities, other than the City, will be billed directly to and paid by that
governmental entity. The City will not be responsible for another governmental entity's debts. Each
governmental entity will place their own orders with the successful Bidder and be responsible for
ensuring full compliance with the RFB specifications. Prior to other governmental entities placing
orders,the City will notify the successful Bidder of their intent.
Please indicate below if you will permit other governmental entities to purchase from your agreement
with the City.
[ ] Yes, Others can purchase [X] No, Only the City can purchase.
8. Term of Contract and Option to Extend:
Any contract resulting from this RFB shall be effective for twelve months from date of award. The
City anticipates that contract shall be renewed pursuant to the availability of funds and at the discretion
of the City. The following clauses shall be included in the contract:
A. Option Clause: It is agreed that City will have the option to extend the contract for up to four (4)
additional years, in one-year intervals. To exercise this option, the City shall serve notice 30 days
prior to contract termination or to the end of any one-year extension. The Option to Extend will not
be considered if funding is unavailable or if the contractor's past performance is not within the
industry standard.
B. Escalation Clause: Should market conditions prevail which dictate an increase, the successful
contractor may submit documentation requesting permission to increase pricing no later than 30
days after receiving notice from the City of its intent to extend the agreement. Escalation may only
occur at the time of renewal and only upon securing the approval of the City in writing. Requests
for price adjustments must be solely for the purpose of accommodating an increase in the
contractor's cost,not profits.
Vendors shall show in this quote their anticipated percent of escalation if/when the option to
extend is exercised. The percent quoted will be a maximum. In addition, the percentage proposed
will be a factor in determining the best value to the City. It is the average price over the period of
the contract that will be the price factor considered in the evaluation of this quote. Quotes in which
negative or no escalation is shown will be considered as 0%escalation.
City of Southlake - RFB161OB40OKF160008 - Page I 1 of 17
C. Price Increases Upon Extension: If approved by the City, the Contractor shall modify the rates
charged by the Contractor to reflect any changes shown in the comparative statement delivered to
the City. The maximum increase allowed under this provision shall be eight percent(8%)per year.
The City shall have authority, in its reasonable discretion, to determine the validity of any change
in Contractor's rates. City cannot exercise the Option to Extend with any price increases unless the
Vendor completes the section of the Quote requesting anticipated percentage of annual escalation.
First Additional Year(FY 2017-2018) 3 %
Second Additional Year(FY 2018-2019) Escalation 3 %
Third Additional Year(FY 2019-2020)Escalation .............................. _3 %
Fourth Additional Year(FY 2020-2021) Escalation ............................. 3 %
9. Emergency Business Services Contact Notice
During a natural disaster, or homeland security event, there may be a need for the City of Southlake to
access your business for products or services after normal business hours and/or holidays. The City
may request City employee pick up or vendor delivery of product or services.
For this purpose, a primary and secondary emergency contact name and phone number are required. It
is critical the vendor's emergency contact information remains current. City shall be contacted by E-
mail with any change to a contact name or phone number of these emergency contacts. Updates may be
emailed to vendors(d)ci.southlake.tx.us.
All products or services requested during an emergency event are to be supplied as per the established
contract prices, terms and conditions. The vendor shall provide the fee (pricing) for an after-hours
emergency opening of the business, if any. In general, orders will be placed using a City of Southlake
procurement card (Master Card) or City issued Purchase Order. The billing is to include the
emergency opening fee, if applicable.
The contractor shall provide the names, phone numbers and fee (pricing), if any, for an after-hours
emergency opening of the business listed below.
Business Name: Atlas Utility Supply Company
Contract#: RFB161 OB40OKF160008
Description: Utility Parts and Supplies
Primary Contact(Name): DJ Johnson
Primary Contact Phone Numbers: Home: 817-239-3251 Cell: 817-239-3251
Secondary Contact(Name): David Johnson
Secondary Contact Phone Numbers: Home: 817-831-4275 Cell: 817-996-1703
After Hours emergency opening fee, if applicable: S No Charge
City of Southlake - RFB1610B400KF160008 - Page 12 of 17
II. CONTRACT TERMS AND CONDITIONS. EXCEPT WHERE BIDDER MAKES SPECIFIC
EXCEPTION IN THE SUBMITTED BID, ANY CONTRACT RESULTING FROM THIS RFB
WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS, WHICH BIDDER HEREBY
ACKNOWLEDGES,AND TO WHICH BIDDER AGREES BY SUBMITTING A BID:
1. Delivery of Products and/or Services
A. Payment Terms: Unless otherwise specified in the Scope of Services or otherwise agreed to in
writing by the City,payment terms for the City are Net 30 days upon receipt of invoice.
B. Warranty of Products and Services: All products furnished under this contract shall be warranted to
be merchantable and good quality and fit for the purposes intended as described in this Bid, to the
satisfaction of City and in accordance with the specifications,terms,and conditions of the Scope of
Services, and all services performed shall be warranted to be of a good and workmanlike quality,
in addition to,and not in lieu of,any other express written warranties provided.
C. Late Delivery or Performance: If Bidder fails to deliver acceptable goods or services within the
timeframes established in the Project Schedule, the City shall be authorized to purchase the goods
or services from another source and assess any increase in costs to the defaulting Bidder, who
agrees to pay such costs within ten days of invoice.
D. FOB (delivery charges): All products offered shall be FOB final destination, with all delivery
charges to be prepaid by the Bidder. The City does not accept C.O.D. or collect shipments. The
contract price shall include all charges, including delivery, installation and set-up fees. All
packing, crating, or other debris resulting from the delivery or set-up of the commodity purchased
shall be removed and properly disposed by the successful Bidder at no additional cost to the City.
E. Excess or Incorrect Commodities: Products or materials delivered in error or in excess of the
quantity ordered shall be returned at the successful Bidder's expense, unless otherwise agreed to in
writing by the City.
F. Title to Goods and Risk of Loss: For goods to be provided by Bidders hereunder, if any, the title
and risk of loss of the goods shall not pass to City until City actually receives, takes possession,
and accepts the goods and the installation of such goods,has tested the system, and determined that
it is in good and acceptable working order.
2. Miscellaneous
A. Independent Contractor: Bidder agrees that Bidder and Bidder's employees and agents have no
employer-employee relationship with City. Bidder agrees that if Bidder is selected and awarded a
contract, City shall not be responsible for the Federal Insurance Contribution Act (FICA)
payments, Federal or State unemployment taxes, income tax withholding, Workers Compensation
Insurance payments, or any other insurance payments, nor will City furnish any medical or
retirement benefits or any paid vacation or sick leave.
B. Assi ng ments: The rights and duties awarded the successful Bidder shall not be assigned to another
without the written consent of the Purchasing Manager. Such consent shall not relieve the assigner
of liability in the event of default by the assignee.
C. Liens: Bidder shall indemnify and save harmless the City against any and all liens and
encumbrances for all labor, goods, and services which may be provided to the City by Bidder or
Bidder's vendor(s), and if the City requests, a proper release of all liens or satisfactory evidence of
freedom from liens shall be delivered to the City.
D. Gratuities/Bribes: Bidder certifies that no bribes in the form of entertainment, gifts, or otherwise,
were offered or given by the successful Bidder, or its agent or representative, to any City officer,
employee or elected representative,with respect to this RFB or any contract with the City, and that
if any such bribe is found to have been made this shall be grounds for voiding of the contract
City of Southlake - RFB161OB40OKF160008 - Page 13 of 17
E. Financial Participation: Bidder certifies that it has not received compensation from the City to
participate in preparing the specifications or RFB on which the Bid is based and acknowledges that
this contract may be terminated and/or payment withheld if this certification is inaccurate.
F. Required Licenses: Bidder certifies that he holds all licenses required by the State of Texas for a
provider of the goods and/or services described by the Scope of Services herein.
G. Authority to Submit Bid and Enter Contract: The person signing on behalf of Bidder certifies that
the signer has authority to submit the Bid on behalf of the Bidder and to bind the Bidder to any
resulting contract.
H. Compliance with Applicable Law: Bidder agrees that the contract will be subject to, and Bidder
will strictly comply with, all applicable federal, state, and local laws, ordinances, rules, and
regulations.
3. Financial Responsibility Provisions
A. Insurance: The Bidder, consistent with its status as an independent contractor, shall carry, and shall
require any of its subcontractors to carry, at least the following insurance in such form, with such
companies,and in such amounts(unless otherwise specified)as City may require:
i. Worker's Compensation and Employer's Liability insurance, including All States
Endorsement, to the extent required by federal law and complying with the laws of the
State of Texas;
ii. Commercial General Liability insurance, including Blanket Contractual Liability, Broad
Form Property Damage, Personal Injury, Completed Operations/Products Liability,
Premises Liability, Medical Payments, Interest of Employees as additional insureds, and
Broad Form General Liability Endorsements, for at least One Million Dollars($1,000,000)
Combined Single Limit Bodily Injury and Property Damage on an occurrence basis;
iii. Comprehensive Automobile Liability insurance covering all owned, non-owned or hired
automobiles to be used by the Contractor, with coverage for at least One Million Dollars
($1,000,000)Combined Single Limit Bodily Injury and Property Damage.
B. Indemnification: Bidder agrees to defend, indemnify and hold harmless the City, all of its
officers, Council members, agents and employees from and against all claims, actions, suits,
demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees,
court costs and related expenses,arising out of,connected with,or resulting from any acts or
omissions of Bidder or any agent, employee, subcontractor, or supplier of Bidder in the
execution or performance of this contract without regard to whether such persons are under
the direction of City agents or employees.
The Bidder agrees to protect and indemnify the City, all of its officers, Council members,
agents and employees, from all claims, actions, suits, demands, proceedings, costs, damages
and liabilities, including reasonable attorneys' fees, court costs and related expenses, arising
out of any alleged infringement of patents or copyrights arising from the Contractor's
performance under the Contractor's Bid, including attorneys' fees and court costs.
C. Indemnity for Intellectual PropeM: Bidder hereby warrants that the use or sale of the products,
materials and services delivered hereunder will not infringe on the rights of any trade secrets,
patent, copyright, registered trademark, or other intellectual property by right covering such
materials and the successful Bidder agrees to indemnify and hold harmless the City for any and all
costs,expenses,judgments, and damages which the City may have to pay or incur.
City of Southlake - RFB1610B400KF160008 - Page 14 of 17
Appendix C — Form CIQ
INFORMATION REGARDING VENDOR CONFLICT OF INTEREST QUESTIONNAIRE
WHO: The following persons must file a Conflict of Interest Questionnaire with the City if the person has an
employment or business relationship with an officer of the City that results in taxable income exceeding $2,500
during the preceding twelve— month period, or an officer or a member of the officer's family has accepted gifts
with an aggregate value of more than$250 during the previous twelve—month period and the person engages
in any of the following actions.
1. contracts or seeks to contract for the sale or purchase of property, goods or services with the City,
including any of the following:
a. written and implied contracts, utility purchases, purchase orders, credit card purchases and any
purchase of goods and services by the City;
b. contracts for the purchase or sale of real property,personal property including an auction of
property;
c. tax abatement and economic development agreements;
2. submits a bid to sell goods or services,or responds to a request for proposal for services;
3. enters into negotiations with the City for a contract;or
4. applies for a tax abatement and/or economic development incentive that will result in a contract with
the City
THE FOLLOWING ARE CONSIDERED OFFICERS OF THE CITY:
I Mayor and City Council Members;
2. City Manager,
3 Board and Commission members and appointed members by the Mayor and City Council;
4. Directors of 4A and 4B development corporations;
5. The executive directors or managers of 4A and 4B development corporations;and
6. Directors of the City of Southlake who have authority to sign contracts on behalf of the City.
EXCLUSIONS: A questionnaire statement need not be filed if the money paid to a local government official was
a political contribution,a gift to a member of the officer's family from a family member;a contract or purchase of
less than$2,500 or a transaction at a price and subject to terms available to the public;a payment for food,lodging,
transportation or entertainment; or a transaction subject to rate or fee regulation by a governmental entity or
agency.
WHAT: A person or business that contracts with the City or who seeks to contract with the City must file a
"Conflict of Interest Questionnaire"(FORM CIQ)which is available online at www.ethics.state.tx.us and a copy of
which is attached to this guideline. The form contains mandatory disclosures regarding"employment or business
relationships" with a municipal officer. Officials may be asked to clarify or interpret various portions of the
questionnaire.
WHEN:The person or business must file.
I. the questionnaire—no later than seven days after the date the person or business begins contract discussions
or negotiations with the municipality, or submits an application, responds to a request for proposals or
bids,correspondence,or other writing related to a potential contract or agreement with the City;and
2. an updated questionnaire—within seven days after the date of an event that would make a filed
questionnaire incomplete or inaccurate
It does not matter if the submittal of a bid or proposal results in a contract.The statute requires a vendor to file
a FORM CIQ at the time a proposal is submitted or negotiations commence.
WHERE: The vendor or potential vendor must mail or deliver a completed questionnaire to the Finance
Department. The Finance Department is required by law to post the statements on the City's
website.
ENFORCEMENT: Failure to file a questionnaire is a Class C misdemeanor punishable by a fine not to exceed
$500. It is an exception to prosecution that the person files a FORM CIQ not later than seven business
days after the person received notice of a violation.
NOTE: The City does not have a duty to ensure that a person files a Conflict of Interest Questionnaire
City of Southlake - RFB161OB40OKF160008 - Page 15 of 17
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ
For vendor or other person doing business with local governmental entity
This questionnaire reflects changes made to the taw by H.B. 1491, Both Log.. Regular Session. OFFICE USE ONLY
This questionnaire is being filed in accordance with Chapter 176 Local Government Code Date Received
by a person who has a business relationship as defined by Section 176.001(1-a)with a local
governmental entity and the person meets requirements under Section 176.006(a).
By law this questionnaire must be filed with the records administrator of the local governmental
entity not later than the 7th business day after the date the person becomes aware of facts
that require the statement to be filed. See Section 176.006,Local Government Code.
A person commits an offense if the person knowingly violates Section 176.006. Local
Government Code.An offense under this section is a Class C misdemeanor_
1 Name of person who has a business relationship with local governmental entity.
NONE
zoX Check this box If you are filing an update to a previously filed questionnaire.
(The law requires that you file an updated completed questionnaire with the appropriate filing authority not
later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate}
3
Name of local government officer with whom filer has employment or business relationship.
Name of Officer
This section (item 3 including subparts A. B C 8 Di must be completed for each officer with whom the filer has an
employment or other business relationship as defined by Section 176 0011{I-a), Local Government Code Attach additional
pages to this Form CIO as necessary
A Is the local government officer named in this section receiving or likely to receive taxable income,other than investment
income from the filer of the questionnaire`s
El Yes E-1 No
B is the filer of the questionnaire receiving or likely to receive taxable income,other than investment income,from or at the
direction of the local government officer named in this section AND the taxable income is not received from the local
governmental entity's
Yes Q No
C Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local
government officer serves as an officer or director,or holds an ownership of 10 percent or more')
DYes E-1 No
D Describe each employment or business relationship with the local government officer named in this section
d
�N- 11-18-2016
Sig re of person doing business with the tal entity Date
Adopted 06?2912007
City of Southlake - RFB161OB40OKF160008 - Page 16 of 17
Appendix D — No Intent to Submit Form
If your firm has chosen not to submit a bid for this procurement, please complete this form and
submit to:
City of Southlake
Purchasing Division, Department of Finance
1400 Main Street, Suite#440
Southlake,Texas 76092
Please check all items that apply:
❑ Do not sell the item(s)required ❑ Cannot provide Insurance required
❑ Cannot be competitive ❑ Cannot provide Bonding required
❑ Cannot meet specifications highlighted in the attached ❑ Cannot comply with Indemnification
request requirement
❑ Job too large ❑ Job too small
❑ Do not wish to do business with the City of Southlake ❑ Other:
❑ Cannot submit electronically
COMPANY NAME(Please print):
Authorized Officer Name(Please print):
Telephone: Fax: (�
City of Southlake - RFB161OB40OKF160008 - Page 17 of 17
t T'l
SOUTHLAKE
9
City of Southlake
REQUEST FOR BIDS
Bid Reference Number: RFB 16 1 OB40OKF 160008
Project Title: Utility Parts and Supplies
Bid Closing Date: 3:00 P.M.(CST), Friday, November 18, 2016
TABLE OF CONTENTS
Tableof Contents............................................ ..................................................................... .............Page 1
Request for Bids
(1)Introduction..............................................................................................................................Page 2
(2)Definitions................................................................................................................................Page 3
(3)General Information.................................................................................................................Page 3
(4)RFB Withdrawals and/or Amendments .................................................................................Page 3
(5)Estimated Quantities ................................................................................................................Page 3
(6)Bid Submittal Requirements..........................................................................•.........................Page 3
(7)Bid Evaluation and Contract Award ........................................................................................Page 4
Appendix A—Scope of Services
(1)Project Title..............................................................................................................................Page 6
(2)Scope of Services Contact........................................................................................................Page 6
(3)Special Conditions....................................................................................................................Page 6
(4)Bid Evaluation Factors.............................................................................................................Page 6
(5)Brand Manufacture Reference..................................................................................................Page 6
(6)Key Events Schedule................................................................................................................Page 6
(7)Scope of Services.....................................................................................................................Page 6
Appendix B—Bid
(-)Label Format for Submittal Packet's Sealed Envelope.............................................................Page 8
I. Required Bid Information:
(1)Proposed Products and/or Services........................................................................................Page 9
(2)Cost of Proposed Products and Services..................................................................................Page 9
(3)Bidder's Experience/Staff......................................................................................................Page 9
(4)References.............................................................................................................................. Page 10
(5)Trade Secrets and/or Confidential Information....................................................................Page 11
(6)Federal, State and/or Local Identification Information .......................................................Page 11
(7)Cooperative Governmental Purchasing Notice......................................................................Page 11
(8)Term of Contract and Option to Extend.................................................................................Page 11
(9)Emergency Business Services Contact Notice.......................................................................Page 12
II. Contract Terms and Conditions:
(1)Delivery of Products and/of Services...................................................................................Page 13
(2)Miscellaneous.........................................................................................................................Page 13
(3)Financial Responsibility Provisions.......................................................................................Page 14
Appendix C—Conflict of Interest Form.........................................................................................Page 15
Appendix D—No Intent to Submit Form.................................................................................. ....Page 17
ExhibitA—Pricing Schedule........................................................................................................................
City of Southlake - RFB161OB40OKFI60008 - Page 1 of 17
Southlake, Texas
Request for Bids
1. Introduction
A. Project Overview: The City of Southlake is requesting Bids with the intent of awarding a contract
for the purchase of goods and services contained in Appendix A—Scope of Services.
B. Questions: Following are contacts for questions as identified.
i. RFB Clarifications: All questions related to requirements or processes of this RFB should
be submitted in writing to the Purchasing Manager identified in section 2 below.
ii. Scope of Service Questions: All questions related to the scope of services should be
submitted in writing to the contact person(s)noted in Appendix A—Scope of Services.
iii. Replies: Responses to inquiries which directly affect an interpretation or effect a change to
this RFB will be issued in writing by addendum and posted to City website. All such
addenda issued by City prior to the submittal deadline shall be considered part of the RFB.
The City shall not be bound by any reply to an inquiry unless such reply is made by such
formal written addendum.
iv. Acknowledgement of Addenda: The Bidder must acknowledge all addenda by signing and
returning such document(s)or by initialing appropriate area of the Bid document.
C. Notification of Errors or Omissions: Bidders shall promptly notify the City of any omissions,
ambiguity, inconsistency or error that they may discover upon examination of this RFB. The City
shall not be responsible or liable for any errors and/or misrepresentation that result from the
solicitations which are inadvertently incomplete, ambiguous, inconsistent or obviously erroneous.
D. Conflict of Interest Questionnaire(Form CIQ): A person or business, and their agents,who seek to
contract or enter into an agreement with the City, are required by Texas Local Government Code,
Chapter 176, to file a conflict of interest questionnaire (FORM CIQ) which is found in Appendix
C. The form must be filed with the City Secretary no later than seven (7) days after the date the
person or business begins contract discussions or negotiations with the City, or submits an
application, response to a request for proposals or bids, correspondence, or other writing related to
any potential agreement with the City.
E. Form 1295 Certificate of Interested Parties: In 2015, the Texas Legislature adopted House Bill
1295, which added section 2252.908 of the Government Code. The law states that a governmental
entity or state agency may not enter into certain contracts with a business entity unless the business
entity submits a disclosure of interested parties to the governmental entity or state agency at the
time the business entity submits the signed contract to the governmental entity or state agency. The
law applies only to a contract of a governmental entity or state agency that either (1) requires an
action or vote by the governing body of the entity or agency before the contract may be signed or
(2) has a value of at least $1 million. The disclosure requirement applies to a contract entered into
on or after January 1, 2016. Please go to the Texas Ethics Commission webpage
(www.ethics.state.tx.us) for full instructions and to complete the required steps for creation of
Form 1295. Once the form is completed online, printed and notarized please return the form with
your bid submission.
City of Southlake - RFB1610B400KFI60008 - Page 2 of 17
2. Definitions
Bid Document: The signed and executed submittal of the entirety of Appendix B—Bid Document.
Bidder: The Bidder and the Bidder's designated contact signing the first page of the Bid Document.
City of Southlake("City"): The City of Southlake, Texas.
City Secretary's Office: The office of the City Secretary of the City, located at 1400 Main Street, Suite
#270, Southlake,Texas 76092. PH: (817)748-8016;Fax: (817)748-8270.
Project: The name of this Request for Bids as identified on the cover sheet and first page of the
Request for Bids herein.
Purchasing Manager: The City of Southlake Purchasing Manager is Timothy Slifka CPPO, CPPB,PH:
(817)748-8312,E-Mail: tslifka@ci.southlake.tx.us;Fax(817)748-8048.
Request for Bids(RFB): The entirety of this document, including all Appendices and Addenda.
Scope of Services: The entirety of Appendix A—Scope of Services.
3. General Information
A. Tax Exempt Status: City purchases are exempt from State Sales Tax and Federal Excise Tax. Do
not include tax in the Bid. City will furnish Excise Tax Exemption Certificate upon request.
B. Public Inspection of Bids: The City strictly adheres to the Texas Public Information Act (Texas
Government Code Chapter 552.001, et seq.) and all other governing statutes, regulations, and laws
regarding the disclosure of RFB information. Bid Documents are not available for public
inspection until after the contract award. If the Bidder has notified the City, in writing,that the Bid
Document contains trade secrets or confidential information, the City will generally take
reasonable steps to prevent disclosure of such information, in accordance with the Public
Information Act. This is a statement of general policy only,and in no event shall the City be liable
for disclosure of such information by the City in response to a request, regardless of the City's
failure to take any such reasonable steps,even if the City is negligent in failing to do so.
4. RFB Withdrawals and/or Amendments
A. RFB Withdrawal: The City reserves the right to withdraw this RFB for any reason.
B. RFB Amendments: The City reserves the right to amend any aspect of this RFB by formal written
Addendum prior to the Bid submittal deadline and will endeavor to notify all potential Bidders that
have registered in accordance with Section 1.0 herein, but failure to notify shall impose no
obligation or liability on the City.
5. Estimated Quantities
The City does not guarantee to purchase any minimum or maximum quantity but does contemplate
purchasing exclusively during the term of the contract from the successful vendor.
6. Bid Submittal Requirements
A. Submittal Packet—Required Content: All bids must be submitted electronically. The Bidder must
visit www.securebidusa.com and register. Once registered for this complimentary service, the
Bidder may submit Bid Documents electronically by selecting the appropriate Bid Identification.
City of Southlake - RFB1610B400KF160008 - Page 3 of 17
B. Submittal Deadline: The deadline for submittal of Bids shall be as identified on page 8 (eight)
of Appendix B-Bid. It is the Bidder's responsibility to have the Bid Documents correctly
electronically submitted by the submittal deadline. No extensions will be granted and no late bids
will be accepted.
C. Bids Received Late: Bidders are encouraged to submit their bids as soon as possible. The time
and date of receipt as recorded within the SecureBid electronic system shall be the official time of
receipt. The City is not responsible for late submission regardless of the reason. Late Bids will not
be considered under any circumstances.
D. Alterations or Withdrawals of Bid Document: Any submitted Bid may be withdrawn or a revised
bid substituted prior to the submittal deadline. Bid Documents cannot be altered, amended or
withdrawn by the Bidder after the submittal deadline, unless such alteration, amendment or
withdrawal notice is approved in writing by the Purchasing Manager.
E. Bid Document Format: All Bid Documents must be prepared in single-space type, on standard 8-
1/2" x I I" vertically oriented pages, numbered at the bottom. The City only accepts electronic
submissions via www.securebidusa.com. Any other format(via telephone, fax, email,etc.)may be
rejected by the City at its discretion.
F. Validity Period: Once the submittal deadline has passed, any Bid Document shall constitute an
irrevocable bid to provide the commodities and/or services set forth in the Scope of Services at the
price(s) shown in the Bid Document. Such bid shall be irrevocable until the earlier of the
expiration of ninety (90)days from the submittal deadline, or until a contract has been awarded by
the City.
7. Bid Evaluation and Contract Award
A. Bid Evaluation and Contract Award Process: An award of a contract to provide the goods or
services specified herein will be made using competitive sealed Bids, in accordance with Chapter
252 of the Texas Local Government Code and with the City's purchasing policy. Bid Documents
will be opened publicly. The City will evaluate Bids using the best value method. A variety of
factors may be used in the evaluation of the submitted Bids for this project. The anticipated
evaluation factors and emphasis placed on each factor may be as identified in the Scope of
Services. City reserves the right to determine which Bid provides the City with the best value and
which will be in the City's best interest.
B. Completeness: If the Bid Document is incomplete or otherwise fails to conform to the
requirements of the RFB, City alone will determine whether the variance is so significant as to
render the Bid non-responsive, or whether the variance may be cured by the Bidder or waived by
the City,such that the Bid may be considered for award.
C. Ambiguity_: Any ambiguity in the Bid Document as a result of omission, error, lack of clarity or
non-compliance by the Bidder with specifications, instructions and all conditions shall be
construed in the favor of the City. In the event of a conflict between these standard RFB
requirements and details provided in Appendix A — Scope of Services or Appendix B — Bid, the
Appendices shall prevail.
D. Unit Prices and Extensions: If unit prices and their extensions do not coincide, the City may
accept the price most beneficial to the City,and the Bidder will be bound thereby.
E. Additional Information: City may request any other information necessary to determine Bidder's
ability to meet the minimum standards required by this RFB.
City of Southlake - RFB1610B400KF160008 - Page 4 of 17
F. Partial Contract Award: City reserves the right to award one contract for some or all the
requirements proposed or award multiple contracts for various portions of the requirements to
different Bidders based on the unit prices proposed in response to this request, or to reject any and
all Bids and re-solicit for Bids, as deemed to be in the best interest of City.
G. Terminate for Cause: The occurrence of any one or more of the following events will justify
termination of the contract by the City of Southlake for cause:
i) The successful bidder fails to perform in accordance with the provisions of these
specifications; or
ii) The successful bidder violates any of the provisions of these specifications; or
iii) The successful bidder disregards laws or regulations of any public body having
jurisdiction;or
iv) The successful bidder transfers, assigns, or conveys any or all of its obligations or duties
under the contract to another without written consent of the City.
v) If one or more of the events identified in Subparagraphs G i) through iv) occurs, the City
of Southlake may, terminate the contract by giving the successful bidder seven(7)days written
notice. In such case, the successful bidder shall only be entitled to receive payment for goods
and services provided before the effective date of termination. The successful bidder shall not
receive any payment on account of loss of anticipated profits or revenue or other economic
loss resulting from such termination.
vi.) When the contract has been so terminated by the City of Southlake, such termination shall
not affect any rights or remedies of the City then existing or which may thereafter accrue.
H. Terminate for Convenience: This contract may be cancelled or terminated at any time by giving
vendor thirty (30) days written notice. Vendor may be entitled to payment for services actually
performed;to the extent said services are satisfactory.
City of Southlake - RFB161OB40OKF160008 - Page 5 of 17
Appendix A — Scope of Services
1. Project Title: Utility Parts and Supplies for City of Southlake
2. Scope of Services Contact
Questions about the technical nature of the Scope of Services, etc. may be directed to TIM SLIFKA,
Phone. 817.748.8312,e-mail: tslifka@ci.southlake.tx.us
3. Special Conditions
The following special conditions shall prevail over areas of conflict in previous pages:
CONTRACT SHALL BE AWARDED ON A CATEGORY BASIS. VENDOR MUST BID ON
ALL ITEMS IN A CATEGORY TO BE CONSIDERED FOR AWARD OF THAT
CATEGORY.WE ANTICIPATE AWARDING TO MULTIPLE VENDORS.
4. Bid Evaluation Factors
Emphasis Factor
35% Vendor Category Pricing
30% Vendor Ability to Provide Required Parts and Supplies
30% Vendor Experience Providing Required Parts and Supplies
5% Vendor Past Experience with City
5. Brand Manufacture Reference
The City has determined that any manufacturer's brand defined in the Scope of Services meets the
City's product and support need. The manufacturer's reference is not intended to be restrictive, and is
only descriptive of the type and quality the City desires to purchase. Quotes for similar manufactured
products of like quality will be considered if the Bid is fully noted with the manufacturer's brand name
and model. The City reserves the right to determine products and support of equal value, and whether
other brands or models meet the City's product and support needs.
6. Key Events Schedule
Bid Release Date October 31,2016
Deadline for Submittal of Written Questions November 9, 2016
Sealed Bids Due to and Opened by City Shown on First Page of this RFB
Anticipated Committee Evaluation Review Date Week of November 21,2016
Anticipated City Council Approval January 2017
7. Scope of Services
The City of Southlake is seeking bids for utility parts and supplies for our Department of Public
Works.
Intent: The intent of this bid is to award to multiple qualified vendors for the purchase and or delivery
of parts and supplies as noted on `Exhibit A, List of Utility Parts and Supplies'. The City does not
guarantee to purchase all listed quantities. The quantities listed are estimated. CONTRACT WILL
BE AWARDED ON A CATEGORY BASIS FOR SPECIFIED PARTS AND SUPPLIES.
City of Southlake - RFB161OB40OKF160008 - Page 6 of 17
VENDOR MUST BID ON ALL ITEMS IN A CATEGORY TO BE CONSIDERED FOR
AWARD OF THAT CATEGORY.
Primary and Secondary Vendors Awarded: It is the intent of the City to award this bid to a Primary and
a Secondary vendor for each category,as available.
Delivery: Parts shall be delivered to:
City of Southlake
Public Works Department
1950 E. Continental Blvd.
Southlake, Texas 76092
Attn: Kyle Flanagan
In the event the City elects for parts and or supplies be picked up by a City employee, City will notify
the vendor at time of order.
Samples: The City reserves its right to request samples of any and or all parts and or supplies during
the bid evaluation process. Samples will be free to the City. When possible, samples will be made
available for vendor pick up. Failure to provide samples on a timely basis may result in bid rejection.
The City reserves the right to determine products of equal value.
Products Specifications: Bids must be for items equal in performance, size and quality. All
products must meet ASTM and or AWWA standards for each item and category specified in the
awarding of this contract. Unless the vendor notes on "EXHIBIT A" that they are bidding an
alternate brand name product (where a brand name is specified), the City reserves the right to
determine whether or not an alternate product is"equal"in quality.
City of Southlake - RFB1610B400KFI60008 - Page 7 of 17
"Exhibit A" Utility Parts an Supplies Pricing ftWdtft
Clamps&Couplings art Number Quantity Unit Unit Price Extended Price
Item No. (JCM,SMITH BLAIR,ROMAC or FORD--ONLY)
1 4"x 7-1/2"Full Circle Clam Cast Iron 131-0480-7 10 each $ 3931 $ 39310
2 4"x 12"Full Circle Clam Cast Iron 131-0480-12 10 each $ 62.43 $ 62430
3 4"x12"Full Circle Clam AC Top Range 131-525-12 10 each $ 62.43 $ 62430
4 6"x 7-1/2"Full Circle Clam Cast Iron 131-690-7 20 each $ 4703 $ 94060
5 6"x 15"Full Circle Clam Cast Iron 131-0690-15 20 each $ 82.84 $ 1,65680
6 6"x 24"Full Circle Clam Cast Iron 131-690-24 14 each $ 157.24 $ 2,201 36
7 6"x 30"Full Circle Clam Cast Iron 131-690-30 690-30" 15 each $ 20471 $ 3,07065
8 6"x 7-1/2"Full Circle Clam (AC), Full Range, Single Row of Bolts 131-710-7 20 each $ 4703 $ 94060
9 6"x 12"Full Circle Clam (AC), Full Range, Single Row of Bolts 131-710-12 20 each $ 7510 $ 1,502.00
10 6"X 7"Full Circle Clam AC 131-745-7 14 each $ 4703 $ 65842
11 6"x 12"Full Circle Clam AC 131-745-12 14 each $ 7510 $ 1,051 40
12 8"x 7-1/2"Full Circle Clam Cast Iron 131-0905-7 20 each $ 5511 $ 1,102.20
13 8"x 12"Full Circle Clam Cast Iron 131-0905-12 20 each $ 8845 $ 1,76900
14 8"x 15"Full Circle Clam Cast Iron 131-0905-15 10 each $ 101 08 $ 1,01080
15 8"x 30"Full Circle Clam Cast Iron 131-0905-30 905-30" 4 each $ 23505 $ 940.20
16 8"x 7-1/2"Full Circle Clam (AC), Full Range, Single Row of Bolts 131-0940-7 4 each $ 5511 $ 22044
17 8"x 12"Full Circle Clam (AC), Full Range,Single Row of Bolts 131-0940-12 4 each $ 88.45 $ 35380
18 10"x 7 1/2"Full Circle Clam Cast Iron 131-1110-7 5 each $ 7344. $ 367.20
19 10"x 15"Full Circle Clam Cast Iron 131-1110-15 2 each $ 132.41 $ 26482
20 12"x 12"Full Circle Clam Cast Iron 131-1320-12 2 each $ 13355 $ 26710
21 12"x 20"Full Circle Clamp(Cast Iron) 131-1320-20 1320-20" 2 each $ 20971 $ 41942
Estimated Bid
Clamps&Couplings(continued) Part Number Quantity Unit Unit Price Extended Price
Item No. (JCM,SMITH BLAIR,ROMAC or FORD--ONLY)
22 2"Dresser Coupling PVC x PVC 210-250 75 each $ 21 39 $ 1,604.25
23 4"Dresser Coupling transition AC x PVC 212-0535-0480 2 each $ 4039 $ 8078
24 6"Dresser Coupling transition AC x PVC 212-0740-0690 15 each $ 5497 $ 82455
25 8"Dresser Coupling transition AC x PVC 212-0960-1320 4 each $ 6965 $ 278.60
26 6"Bell Clam FORD FBC-710-BJLC 3 each $ 102.77 $ 30831
27 8"Bell Clam FORD FBC-930-BJLC 3 each $ 142.01 $ 42603
28 12"Bell Clam FORD FBC-1350-BJLC 2 each $ 193.00 $ 38600
29 6"x 1"CC Tapping Saddle PVC 405-0663 X 1"CC 60 each $ 2600 $ 1,560.00
30 6"x 2"CC Tapping Saddle PVC 405-0663 X 2"CC 6 each $ 30.53 $ 18318
31 6"x 1"CC Tapping Saddle C-900 405-0745 X 1"CC 50 each $ 2600 $ 1,300.00
32 6"x 2"CC Tapping Saddle C-900 405-0745 X 2"CC 5 each $ 3053 $ 152.65
33 8"x 1"CC Tapping Saddle PVC 405-0905 X 1"CC 20 each $ 3083 $ 61660
34 8"x 2"CC Tapping Saddle PVC 405-0905 X 2"CC 6 each $ 3683 $ 22098
35 12"x 1"CC Tapping Saddle PVC 405-1320 X 1"CC 10 each $ 3961 $ 39610
36 12"x 2"CC Tapping Saddle PVC 405-1320 X 2"CC 10 each $ 4863 $ 48630
37 6"x 6"Stainless Steel Tapping Sleeve W/SS Flange SST111-7 OOX6.55FLG 5 each $ 42567 $ 2,12835
38 6"x 6"Stainless Steel Tapping Sleeve W/SS Flange SST111-7 30X6 55FLG 5 each $ 42567 $ 2,12835
39 8"x 6"Stainless Steel Tapping Sleeve W/SS Flange SST111-9 06X6.55FLG 5 each $ 45790 $ 2,289 50
40 in Sleeve W/SS Flange 11-9 45X6 55FLG 5 each $ 457 90 $ 2,289 50
"Exhibit A" Utility Parts and Supplies Pricing Schedule
41 12"x 6"Stainless Steel Tapping Sleeve W/SS Flange SST111-13 56X6 55FLG 5 each 1 $ 209711 $ 1,048.55
CATEGORY 1 TOTAL $ 39,087.09
Southlake Utility Parts Bid 2013-2014 Page 2 of 15
"Exhibit A" Utility Parts and Supplies Pricing Schedule
Estimated Bid
2-Bolt Couplings(Romac Alpha&Macro Only) Part Number Quantity Unit Unit Price Extended Price
Item No.
42 4"2-Bolt Macro Coupling RMACRO-5 60 12 each $ 14617 $ 1,75404
43 6"2-Bolt Macro Coupling RMACRO-7 60 13 each $ 192.90 $ 2,50770
44 8"2-Bolt Macro Coupling RMACRO-9 75 14 each $ 218.44 $ 3,058.16
45 10"2-Bolt Macro Coupling RMACRO-11 90 15 each $ 29063 $ 4,35945
46 10"2-Bolt Macro Coupling (oversize) RMACRO-12,20 16 each $ 302.12 $ 4,83392
47 12"2-Bolt Macro Coupling RMACRO- 13 80 12 each $ 332.55 $ 3,99060
48 12"2-Bolt Macro Coupling(oversize) RMACRO- 14 40 12 each $ 39775 $ 4,77300
49 4"2-Bolt Alpha Coupling RALHPA-4.90 6 each $ 17483 $ 1,048.98
50 6"2-Bolt Alpha Coupling RALPHA-7 00 30 each $ 226.80 $ 6,80400
51 8"2-Bolt Alpha Coupling RALPHA-9 00 30 each $ 25751 $ 7,72530
52 12"2-Bolt Alpha Coupling RALPHA-13 30 20 each $ 392.18 $ 7,84360
53 12"2-Bolt Alpha Coupling (Oversize) RALPHA-13 60 20 each $ 39985 $ 7,997 00
CATEGORY 2 TOTAL $ 56,695.75
Estimated Bid
Ductile Iron(Mueller,M&H or Waterous-ONLY)Gate Valves Resilient Seat Part Number Quantity Unit Unit Price Extended Price
MUST INCLUDE ACCESSORIES--
Item No. BOLTS,GLAND PACKS,MJ Acc.,Fig Kits,ETC.
54 3"MJ X Flan a N/A 2 each $ 27000 $ 54000
55 3"Flange X Flange N/A 3 each $ 280.00 $ 84000
56 4"MJ X MJ N/A 2 each $ 323.00 $ 64600
57 4"MJ X Flange N/A 2 each $ 30700 $ 61400
58 4"Flange X Flange N/A 3 each $ 31600 $ 948.00
59 6"MJ X MJ N/A 10 each $ 415.00 $ 4,150.00
60 6"MJ X Flange N/A 5 each $ 412.00 $ 2,060.00
61 8"MJ X MJ N/A 5 each $ 65000 $ 3,25000
62 8"MJ X Flange N/A 2 each $ 63500 $ 1,27000
63 10"MJ X Flange N/A 2 each $ 1,01000 $ 2,02000
64 loll MJ X MJ N/A 2 each $ 1,01000 $ 2,02000
65 12"MJ X MJ N/A 5 each $ 1,26500 $ 6,32500
[774712"MJ X Flange N/A 2 each $ 1,21500 $ 2,43000
CATEGORY 3 TOTAL $ 27,113.00
Southlake Utility Parts Bid 2013-2014 Page 3 of 15
"Exhibit A" Utility Parts and Supplies Pricing Schedule
Estimated Bid
Retainer Glands(Ebba or Romac-ONLY) Part Number Quantity Unit Unit Price Extended Price
Item No.
67 4"Mega Lugs, Cast Iron N/A 12 each $ 1615 $ 19380
68 4"Mega Lu s, PVC N/A 12 each $ 2059 $ 24708
69 6"Mega Lugs, Cast Iron N/A 12 each $ 19.20 $ 23040
70 6"Mega Lugs, PVC N/A 12 each $ 2481 $ 29772
71 8"Mega Lugs, PVC N/A 12 each $ 3651 $ 438.12
72 8"Mega Lugs, Cast Iron N/A 12 each $ 2914 $ 34968
73 12"Mega Lugs, PVC N/A 12 each $ 73021 $ 876.24
74 12"Mega Lugs,(Cast Iron) N/A 12 each $ 62.72 1 $ 752.64
CATEGORY 4 TOTAL $ 3,385.68
Estimated Bid
Meter Boxes Part Number Quantity Unit Unit Price Extended Price
Item No. (Plastic Boxes-DFW ALLIANCE ONLY)
75 Single Plastic Meter Box DFW16AMR-12-1 200 each $ 2655 $ 5,31000
76 Lid for Single Plastic Meter Box DFW1200-1-1-I1D 300 each $ 512 $ 1,53600
77 Mini Vault 18"deep, bolt down lid, black DFW1730E-18-1-DA 10 each $ 179.50 $ 1,79500
78 Solid Lid for DFW#1730 DFW1730E-1 DA-LID 15 each $ 6001 $ 90015
79 Traffic Lid for DFW#1730 DFW1730E-OVERLAY-LID 15 each $ 13781 $ 2,06715
CATEGORY 5 TOTAL $ 11,608.30
Southlake Utility Parts Bid 2013-2014 Page 4 of 15
"Exhibit A" Utility Parts and Supplies Pricing Schedule
Estimated Bid
Brass Fittings(NO LEAD) Part Number Quantity Unit Unit Price Extended Price
Item No. (FORD ONLY)
80 1"x 3/4"Bushing for CC thread BBAA-43-NL 60 each $ 897 $ 538.20
81 3/4"Curb Stop Comp X Comp B44-333WG-NL 50 each $ 4862 $ 2,431 00
82 3/4"FIP Iron Pipe X Comp Adapter C14-33G-NL 150 each $ 11 10 $ 1,66500
83 3/4"MIP Iron Pipe X Comp Adapter C84-33G-NL 150 each $ 1056 $ 1,58400
84 3/4"FIPT X Comp 90 degree L14-33G-NL 70 each $ 14.97 $ 1,04790
85 3/4"Comp X Meter Nut 90 degree L34-23G 40 each $ 14 90 $ 59600
86 3/4"X 1 625 meter Coupling C38-23-1 625-NL 50 each $ 685 $ 342.50
87 3/4"x 2"Close Thread Nipple BRN-3/4x2 50 each $ 1 73 $ 8650
88 3/4"X 3 Meter Coupling C38-23-3-NL 12 each $ 8.31 $ 9972
89 3/4"X 7"Meter Riser Extension VB42-7W-NL 12 each $ 6863 $ 82356
90 3/4"X 12"Meter Riser Extension VB42-12W-NL 4 each $ 71 70 $ 28680
91 3/4"X 18"Meter Riser Extension VB42-18W-NL 80 each $ 84.24 $ 6,739.20
92 3/4"Comp CTS X 1"Comp(I PS) C47-34G-NL 40 each $ 2431 $ 97240
93 1"IP X 3/4"IP Hex Bushing Brass BRF-1x3/4-HB 30 each $ 2.45 $ 7350
94 1"Ball Angle Valve FIPT X MC BA13-444WG-NL 5 each $ 73.23 $ 36615
95 1"MIPT X Comp Adapter C84-44G-NL 20 each $ 12.50 $ 25000
96 1"X 3/4 Compression U-Branch 7 1/2"SPREAD U48-43-7.5G-NL 60 each $ 32.40 $ 1,94400
97 1"x 3/4"Compression U-Branch 7 1/2"SPREAD UA48-43-7 5G-NL 60 each $ 34.25 $ 2,05500
98 1"X 3/4"X 3/4"Comp Tee T444-334G-NL 10 each $ 3314 $ 331 40
99 2"Ball Angle Valve Comp X Meter Flange BFA-43-777WG-NL 2 each $ 23475 $ 46950
100 2"CC x Comp Corporation Stop FB1000-7G-NL 14 each $ 16599 $ 2,32386
101 2"Flan e x FIP Straight Stop BF13-777W-NL 14 each $ 193.24 $ 2,70536
102 2"FIP x Flange Ball Valve BF13-777WG-NL 10 each $ 193.24 $ 1,932.40
103 2"FIP x FIP Ball Valve B11-777-NL 10 each $ 168.61 $ 1,68610
104 2"FIP x CTS Ball Valve B41-777WG-NL 10 each $ 191 83 $ 1,918.30
105 2"FIP x MIP Ball Valve B81-777-NL 10 each $ 200.00 $ 2,00000
106 2"PVC Grip x Flange Ball Valve BF73-777WG-NL 10 each $ 229.25 $ 2,292.50
107 2"Male X Compression Adapter C84-77G-NL 10 each $ 4989 $ 49890
108 2"Gate Valve FIP X FIP Domestic Only) BR-2-GVD 10 each $ 8430 $ 84300
109 2"Close Nipple Brass BRN-2xC 60 each $ 6.04 $ 36240
110 2"x 4"Nipple Brass BRN-2x4 10 each $ 984 $ 9840
111 2"x 90 Degree Bend FIP X FIP BRF-2-90 10 each $ 1512 $ 151.20
112 2"Brass THO Plug THREADED BRF-2-P 5 each $ 1536 $ 7680
113 2"Brass FIP Cap BRF-2-CAP 5 each $ 1070 $ 53.50
114 1"MIP X Meter Swivel 90 Degree Bend FL38-44 10 each $ 1437 $ 14370
115 1"FIP X Meter Swivel 90 Degree Bend L31-44 10 each $ 1743 $ 17430
Southlake Utility Parts Bid 2013-2014 Page 5 of 15
"Exhibit A" Utility Parts and Supplies Pricing Schedule
Estimated Bid
Grip Nuts(NO LEAD) Part Number Quantity Unit Unit Price Extended Price
Item No.
116 W Nuts I GJN 4-3-NL 1 box 50 $ 20300 $ 20300
117 1"Nuts GJN 4-4-N L 2 box 50 $ 27800 $ 55600
118 1"Corp/Ball Corp IGJCN 4-4-NL 2 1 box 50 $ 331 00 $ 662.00
Estimated Bid
Brass Fittings(FORD ONLY)(NO LEAD) (continued) Part Number Quantity Unit Unit Price Extended Price
Item No. CORPORATION STOPS
119 1"CC THREAD FB-1000-4-G-NL 30 each $ 4479 $ 1,34370
120 1 '/z"IPx CTS COMP [FB-1000-7-G-NL
B-1100-6-G NL 10 each $ 100.37 $ 1,00370
121 2"MIPxCTS COMP B-1100-7-G-NL 10 each $ 16599 $ 1,65990
122 1'MIPxCTS COMP B-1100-4-G-NL 10 each $ 4479 $ 44790
123 1 1/2"CC THREAD B-1000-6-G-NL 10 each $ 10037 $ 1,00370
124 2"CC THREAD 5 each $ 16599 $ 82995
Estimated Bid
STRAIGHT CURB STOPS (NO LEAD) Part Number Quantity Unit Unit Price Extended Price
Item No.
125 1'COMP x 1" FIP B41-444-WG-NL 10 each $ 6433 $ 64330
126 1W COMPx1"COMP B44-343-WG-NL 10 each $ 5208 $ 52080
127 1"COMP x 1"COMP B44-444-WG-NL 10 each $ 71 56 $ 71560
128 1" FIP x V Meter Swivel B13-444-W-NL 10 each $ 6458 $ 64580
129 1"CTS COMP x 1"Meter Swivel B43-444-WG-NL 10 each $ 71 76 $ 71760
130 1 %"Straight Stop BF43-666-WG-NL 5 each $ 12830 $ 641 50
131 2"Straight Stop BF43-777-WG-NL 10 each $ 21733 $ 2,17330
Estimated Bid
ANGLE CURB STOPS (NO LEAD) Part Number Quantity Unit Unit Price Extended Price
Item No.
132 2"Angle Stop BFA43-777-WG-NL 10 each $ 23475 $ 2,34750
133 1W FIP x W Meter Swivel BA13-332-W-NL 10 each $ 4860 $ 48600
134 1" FIP x 1" Meter Swivel BA13-444-W-NL 10 each $ 73.23 $ 73230
135 W CTS COMP x W Meter Swivel BA 43-332-WG-NL 20 each $ 5343 $ 1,06860
136 1/4" CTS COMPx 1"Meter Swivel BA 43-342-WG-NL 20 each $ 6064 $ 1,212.80
137 1" CTS COMP 1"Meter Swivel BA 43-444-WG-NL 100 each $ 8016 $ 8,01600
Southlake Utility Parts Bid 2013-2014 Page 6 of 15
"Exhibit A" Utility Parts and Supplies Pricing Schedule
Estimated Bid
COMPRESSION COUPLINGS(FORD ONLY)(NO LEAD) Part Number Quantity Unit Unit Price Extended Price
Item No.
138 W Compression Coupling C44-33G-NL 50 each $ 12.85 $ 64250
139 W x1"Comp C44-34G-NL 30 each $ 1493 $ 44790
140 V Comp C44-44G-NL 200 each $ 14.70 $ 2,94000
141 1 '/2'COMP C44-66G-NL 10 each $ 4919 $ 49190
142 2"Comp. Coupling C44-77G-NL 20 each $ 6640 $ 1,328.00
143 W 90 Degree Angle Comp L44-33G-NL 20 each $ 1661 $ 332.20
144 V 90 Degree Angle Comp L44-44G-NL 40 each $ 21 34 $ 85360
145 1 W 90 Degree Angle L44-66G-NL 1 10 each $ 6850 $ 68500
Estimated Bid
COMPRESSION COUPLINGS(FORD ONLY)(NO LEAD) (continued) Part Number Quantity Unit Unit Price Extended Price
Item No.
146 1"FIP X CTS 90 Degree Bend L14-44G 10 each $ 2440 $ 24400
147 1"PVC X FIP C17-44 10 each $ 21 40 $ 21400
148 2"90 De ree Angle L44-77G-NL 10 each $ 13860 $ 1,38600
149 W Tee T444-333G-NL 20 each $ 31 10 $ 622.00
150 1"Tee T444-444G-NL 20 each $ 33.28 $ 66560
151 1TIN 1"Comp C14-44G-NL 10 each $ 1507 $ 15070
152 W Meter 1"Comp C34-24G-NL 20 each $ 1417 $ 28340
153 1"Meter 1"Comp C34-44G-NL 20 each $ 1771 $ 354.20
154 W PVC x W CTS Grip C47-33G-NL 20 each $ 1737 $ 34740
155 W Meter x W Comp C34-23G-NL 20 each $ 1315 $ 26300
156 1 %"Flange x 1 W PVC CF37-66-NL 10 each $ 5754 $ 57540
157 1 Y"Flange x1 '/2'CTS Comp CF34-66-NL 10 each $ 58.26 $ 582.60
158 1"PVC x 1"CTS C47-44G-NL 10 each $ 2510 $ 251 00
159 1"MIP x 1"CTS C84-44G-NL 10 each $ 12.50 $ 12500
160 2"CTS x FIP C14-77G-NL 10 each $ 52.14 $ 521 40
161 2"CTS x MIP C84-77G-NL 10 each $ 4989 $ 49890
162 2"Flange x 2" PVC Comp CF37-77-NL 10 each $ 82.20 $ 822.00
163 2"Flange x 2"CTS Comp CF34-77-NL 10 each $ 6733 $ 67330
164 2"CTS x 1 W CTS C44-67G-N 1 10 each $ 5360 $ 536.00
165 2"CTS x 2" FIP C14-77G-NL 1 10 each $ 52 14 $ 521 40
Estimated Bid
ADAPTERS (NO LEAD) Part Number Quantity Unit Unit Price Extended Price
Item No.
166 1"x 2"Meter Reducer A47 40 each $ 10417 $ 4,16680
167 1"x W Meter Reducer A24 40 each $ 1780 $ 712.00
Southlake Utility Parts Bid 2013-2014 Page 7 of 15
"Exhibit A" Utility Parts and Supplies Pricing Schedule
Estimated Bid
TAIL PIECES (NO LEAD) Part Number Quantity Unit Unit Price Extended Price
Item No.
168 1"Tail Piece C38-44-2.625-NL 300 each $ 1056 $ 3,168.00
Estimated Bid
FLANGE KITS (NO LEAD) Part Number Quantity Unit Unit Price Extended Price
Item No.
169 2" Flange Kit CF31-77-NL 100 pair $ 7978 $ 7,97800
Estimated Bid
INSERTS Part Number Quantity Unit Unit Price Extended Price
Item No.
170 1 1/2'INSERT-54 F54 20 each $ 1 46 $ 29.20
171 1W INSERT-51 IF51 300 each I $ 1 00 $ 300.00
172 1" INSERT-52 IF52 100 each 1 $ 1 06 $ 10600
173 2"INSERT-55 F55 10 each $ 1 46 $ 14 60
CATEGORY 6 TOTAL $ 101,427.00
Estimated Bid
GASKETS Part Number Quantity Unit Unit Price Extended Price
Item No.
174 2"Drop in Gasket N/A 200 each $ 075 $ 15000
175 1"X 1/8"Rubber Meter Gaskets N/A 3000 each $ 010 $ 30000
176 '/,"X 1/8" Rubber Meter Gaskets N/A 100 each $ 0 90 $ 90 00
CATEGORY 7 TOTAL $ 540.00
Southlake Utility Parts Bid 2013-2014 Page 8 of 15
"Exhibit A" Utility Parts and Supplies Pricing Schedule
Estimated Bid
PVC Pipe Part Number Quantity Unit Unit Price Extended Price
Item No.
177 4"PVC Water Pie C-900 DR-18 4"C-900 DR18 500 foot N/B NIB
178 6"PVC Water Pipe, C-900 DR-18 6"C-900 DR18 500 foot N/B NIB
179 8"PVC Water Pipe,C-900 DR-18 8"C-900 DR18 500 foot N/B N/B
180 10"PVC Water Pipe,C-900 DR-18 10"C-900 DR18 100 foot N/B NIB
181 12"PVC Water Pipe,C-900 DR-18 12"C-900 DR18 300 foot N/B N/B
182 6"PVC Ultra Blue Water Pipe, C-909,C I , O D 6"C-909 300 foot N/B NIB
183 8"PVC Ultra Blue Water Pipe, C-909,C I , O D 8"C-909 100 foot N/B NIB
184 12"PVC Ultra Blue Water Pipe,C-909,C 1 O D 12"C-909 200 foot N/B N/B
185 4"SDR 35 PVC Sewer Pie 4"SDR35 100 foot N/B N/B
186 6"SDR 35 PVC Sewer Pie 6"SDR35 500 foot N/B N/B
187 8"SDR 35 PVC Sewer Pie 8"SDR35 500 foot N/B N/B
188 10"SDR 35 PVC Sewer Pie 10"SDR35 100 foot N/B N/B
189 12"SDR 35 PVC Sewer Pipe 12"SDR35 300 foot N/B N/B
CATEGORY 8 TOTAL NIB
Estimated Bid
Poly Pipe CTS Part Number Quantity Unit Unit Price Extended Price
Item No.
190 3/4" Poly Pie N/A 600 foot $ 0.22 $ 132.00
191 1"Poly Pie N/A 3000 foot $ 036 $ 1,08000
192 2"Poly Pipe N/A 1000 foot $ 1 15 $ 1,150 00
CATEGORY 9 TOTAL $ 2,362.00
Southlake Utility Parts Bid 2013-2014 Page 9 of 15
"GXhobut
11
s fima e i
Fittings Part Number Quantity Unit Unit Price Extended Price
Item No.
193 3/4"LP x Slip coupling N/A 50 each $ 065 $ 32.50
194 2"Female Adapter N/A 50 each $ 1.45 $ 72.50
195 3"PVC x PVC Boot Adapter N/A 10 each $ 345 $ 3450
196 4"PVC x PVC Boot Adapter N/A 50 each $ 432 $ 21600
197 4"Rubber Ca N/A 50 each $ 2.11 $ 10550
198 6"PVC x PVC Boot Adapter N/A 25 each $ 9.24 $ 231 00
199 8"PVC x PVC Boot Adapter N/A 25 each $ 14.21 $ 355.25
200 10"PVC x PVC Boot Adapter N/A 10 each $ 21 64 $ 21640
201 12"PVC x PVC Boot Adapter N/A 10 each $ 2490 $ 24900
202 4"DWV 45 degree Bend (SCH 40 N/A 10 each $ 502 $ 50.20
203 4"DWV 22-1/2 degree Bend(SCH 40 N/A 10 each $ 784 $ 7840
204 4"DWV Coupling SCH 40 SWeld X SWeld N/A 10 each $ 338 $ 3380
205 4"DWV PVC Long Sweep T-W a for C O (SCH 40 N/A 10 each $ 963 $ 9630
206 4"SCH 40 to SDR 35 Spigot Sweld N/A 10 each $ 311 $ 31 10
207 4"Bell and Spigot 45 degree bend SDR 35 N/A 50 each $ 6.08 $ 30400
208 4"Bell and Spigot 22-1/2 degree bend SDR 35 N/A 50 each $ 642 $ 321 00
209 6"PVC SDR 35 Push Plug N/A 50 each $ 563 $ 281 50
210 8"PVC SDR 35 Push Plug N/A 50 each $ 1792 $ 89600
211 4"DWV Threaded Plug N/A 60 each $ 2.78 $ 16680
212 4"Brass Plug countersunk N/A 60 each $ 4500 $ 2,70000
213 4"Combo Cleanout(SCH 40 N/A 5 each $ 21.00 $ 10500
214 4"Backflow Preventer(SCH 40 N/A 20 each $ 8688 $ 1,73760
215 4"Collars w/Screw Ca N/A 50 each $ 7.25 $ 362.50
216 6"X 4"SDR 35 T-W a Gasketed N/A 50 each $ 2704 $ 1,352.00
217 8"X 4"SDR 35 T-W a Gasketed N/A 50 each $ 34.24 $ 1,712.00
218 6"X 4"Sewer Saddle Tee,Gasketed SDR 35 N/A 5 each $ 1846 $ 92.30
219 8"X 4"Sewer Saddle Tee,Gasketed SDR 35 N/A 5 each $ 23.20 $ 11600
220 10"X 4"Sewer Saddle Tee, Gasketed SDR 35 N/A 5 each $ 41.01 $ 205.05
221 12"X 4"Sewer Saddle Tee, Gasketed SDR 35 N/A 5 each $ 5087 $ 25435
222 15"X 4"Sewer Saddle Tee, Gasketed SDR 35 N/A 5 each $ 5378 $ 26890
CATEGORY 10 TOTAL $ 12,677.45
Estimated Bid
Valve Boxes Part Number Quantity Unit Unit Price Extended Price
Item No. (Tyler or Equal,U.S.made ONLY)
223 2"Valve Box Extension N/A 25 each N/B N/B
224 4"Valve Box Extension N/A 25 each N/B N/B
225 6"Valve Box Extension N/A 25 each N/B N/B
226 18"to 24"w/Deep Lids N/A 70 each N/B N/B
227 24"to 36"w/Deep Lids N/A 75 each N/B N/B
228 18"to 24"Top Only N/A 12 each N/B N/B
229 24"to 36"Top Only N/A 12 each N/B N/B
SouthlarALTt rl9)6id1A)1Ti I4XL Page 10 of 15 N/B
"Exhibit A" Utility Parts and Supplies Pricing Schedule
Estimated Bid
M&H Fire Hydrants Part Number Quantity Unit Unit Price Extended Price
Item No.
255 3' Bury Fire Hydrant w/Gland Pack Style 6-129 14 each $ 1,37000 $ 19,180 00
256 3-1/2'Bury Fire Hydrant w/Gland Pack Style 6-129 14 each $ 1,40500 $ 19,670 00
257 4' Bury Fire Hydrant Style 6-129 10 each $ 1,44000 $ 14,400 00
258 4-112'Bury Fire Hydrant w/Gland Pack Style 6-129 14 each $ 1,47500 $ 20,650 00
259 5'Bury Fire Hydrant w/Gland Pack Style 6-129 14 each $ 1,51000 $ 21,140 00
CATEGORY 19 TOTAL $ 95,040.00
Discount
M&H Fire Hydrant Misc.Parts(Bid on percentage off list price) Part Number Percentage
Item No. All Not Listed
260 Discount Percentage off Mfg.List Price 25%
CATEGORY 20 DISCOUNT
Estimated Bid
M&H Fire Hydrants Part Number Quantity Unit Unit Price Extended Price
Item No.
261 6"F H Riser New Style 129 w/Access. Style 6-129 14 each $ 20500 $ 2,87000
262 12"F H. Riser New Style 129 w/Access. Style 6-129 12 each $ 235.00 $ 2,82000
263 18"F H. Riser New Style 129 w/Access. Style 6-129 12 each $ 27000 $ 3,24000
264 Traffic Repair kit New Style Style 6-129 2 each $ 9000 $ 18000
265 Traffic Repair kit Old Style 129 Style 6-129 10 each $ 9000 $ 90000
CATEGORY 21 TOTAL $ 10,010.00
Estimated Bid
STORZ CONNECTER AND CAPS(HYDRA-SHIELD) Part Number Quantity Unit Unit Price Extended Price
Item No.
266 Storz Connecter 125-5" 40 each $ 16000 $ 6,40000
267 Storz Cap 125-5" 40 each 1 $ 6500 $ 2,60000
CATEGORY 22 TOTAL $ 9,000.00
Southlake Utility Parts Bid 2013-2014 Page 13 of 15
"Exhibit A" Utility Parts and Supplies Pricing Schedule
Estimated Bid
Ductile Iron Fittings(BID BY TON) Part Number Quantity Unit Unit Price Extended Price
Item No. (Tyler or Equal,U.S.made ONLY)
268 Various parts with accessories N/A 3 Tons $ 8,00000 $ 24,000 00
CATEGORY 23 TOTAL $ 24,000.00
Estimated Bid
Manhole Rings&Lids, Extension Rings,Cleanouts Part Number Quantity Unit Unit Price Extended Price
Item No. (Bass&Hayes[East Jordan Iron Works]ONLY)NO SUBSTITUTES
269 24"Ring and Cover 300-24 15 each $ 28890 $ 4,33350
270 24"Ring and Cover 400-24 1 15 1 each 1 $ 33749 1 $ 5,062.35
271 Sanita Cleanout Boot With Lid 339 20 each $ 196.23 $ 3,924 60
272 Sanitary Cleanout Boot Lid Only 339-LID 20 each $ 21 98 $ 43960
CATEGORY 24 TOTAL $ 13,760M
Estimated Bid
Manhole Rings&Lids Part Number Quantity Unit Unit Price Extended Price
Item No. Pamrex ONLY
273 24"Pamrex Ring and Cover CDPA 60 EHSSE 15 each $ 36875 $ 5,531.25
274 30"Pamrex Ring and Cover CDPA 80 EHSSE 1 15 1 each $ 712.50 $ 10,687 50
CATEGORY 25 TOTAL $ 16,218.75
Estimated Bid
Manhole Extension Rings(Bass&Hayes or Equal)DOMESTIC ONLY Part Number Quantity
Item No.
275 2 5/8" Riser 300-24 2 5/8 150 each $ 15593 $ 23,389 50
276 3"Riser 400-24 3 1 150 1 each $ 188.95 $ 28,342.50
277 4"Riser 300-24 4 1 150 1 each 1 $ 19404 1 $ 29,106 00
278 6"Riser 300-24 6 1 150 1 each 1 $ 291 06 1 $ 43,659 00
CATEGORY 26 TOTAL $ 124,497.00
Southlake Utility Parts Bid 2013-2014 Page 14 of 15
"Exhibit A" Utility Parts and Supplies Pricing Schedule
Estimated Bid
Manhole Grade Rings(Plastic)Ladtech ONLY Part Number Quantity Unit Unit Price Extended Price
Item No.
279 24"Diameter -2" 24R 200 100 each N/B N/B
280 24"Diameter -4" 24R 400 100 each N/B N/B
281 24"Diameter -Sloe 24S 150 50 each N/B N/B
282 30"Diameter-2 1/4" 30F 225 200 each N/B N/B
283 30"Diameter-4" 30F 400 100 each N/B N/B
284 30"Diameter-Slope 30S 225 100 each N/B N/B
CATEGORY 27 TOTAL NIB
Estimated Bid
Miscellaneous Part Number Quantity Unit Unit Price Extended Price
Item No.
285 Vita-D-Chlor(Dechlorination tablets- 140 count) Vita-D-Chlor 140 10 each $ 58500 $ 5,85000
CATEGORY 28 TOTAL $ 5,850.00
Estimated Bid
12"Cla Val Part Number Quantity Unit Unit Price Extended Price
Item No.
286 60-11 BYKC DS 150#Flanged Globe with X105L2W dual limit switches CV60-11 BYKC DS 10 each N/B N/B
CATEGORY 29 TOTAL NIB
Estimated Bid
Hydrant Auto Flusher(Kupferle) Part Number Quantity Unit Unit Price Extended Price
Item No.
287 Fire Hydrant Auto Flusher/Ku ferle Eclipse 9700 9700 10 each $ 1,75000 $ 17,500 00
288 Special Color Powder Coat Paint Set Up Charge Shrub Green 10 each $ 172.50 $ 1,72500
289 Collar Lock Shrub Green 9708 10 each $ 71 00 $ 710.00
290 Multi-Directional Diverter with Brace X9713 10 each $ 211 00 $ 2,11000
291 Dechlorination Basket Kit X9709 10 each $ 21000 $ 2,10000
292 Debris Screen 9715 10 each $ 15.25 $ 15250
CATEGORY 30 TOTAL $ 24,297.50
Southlake Utility Parts Bid 2013-2014 Page 15 of 15
CERTIFICATE OF INTERESTED PARTIES
FORM 1295
of i
Complete Nos.1-4 and 6 if there are interested parties. OFFICE USE ONLY
Cornpiete Nos.1,2,3,5,and 6 if there are no interested parties. CERTIFICATION OF FILING
1 Name of business entity filing form,and the city,state and country of the business entity's place Certificate Number:
of business. 2017-154152
Atlas Utility Supply Company
Ft Worth, TX United States Date Filed:
2 Name of governmental entity or state agency that is a party to the contract for which the form is 01113/201?
being filed.
City of Southlake Date Acknowled ed:
III 7 I -7
3 Provide the identification number used by the governmental entity or state agency to track or identify the contract,and provide
description of the services,goods,or other property to be provided under the contract.
RFB1310B360CK130019
Water Utility Parts
Nature of interest
4
Name of Interested Party City,State,Country(place of business) (check applicable)
Controlling Intermediary
Johnson JR, Dennis Ft vVa th TX.United States X
i
1
i
5 Check only if there is NO Interested Party. 01
6 AFFIDAVIT I swear,vraffirrr e+tat mot perjury,that the above disclosure s*- e
TAM DO
+ yMyi�t I "'
NOTARY
• hit COIt1M.EXI•'.$11/19 �'
ppvv�� �
�� Signa€ of 4d aver'.'of contracting business entity
NOTARYIDa
s
A
Sworn to and subscribed before n.e,by the sad =;i t,, `, ',r € this;7e day of
20 i to certify which.witness my hand and seal of off ce
_ �,,,�--"Izt l may,```� i.1 •_ "3^ �;i�i.f�t",i ,
Signature of officer administering oath Printed na-re of officer adm r!s`er ia oath Title of bff ce,a::—n:stering oath
Forms provided by Texas Ethics Commission v...-.r.ethics.state.tx.;,s Version V1 ?
CI`M OF
SCJU7-II.eA KE ORIGINAL DOCUMENT
CITY OF SOUTHLAKE
Counti:Actio (
Ord./Res.No.
January 11,2017 Date Approved 2l7/o!7
Atlas Utility Supply Co
2301 Carson Street
Fort Worth,Texas 76117
Attn: Mr.David Johnson
Subject: Award Notification for Utility Parts and Supplies for City of Southlake RFB 1610B400KF160008
Dear Mr.Johnson,
The City of Southlake is pleased to inform you that Atlas Utility Supply Co. of Fort Worth, Texas is one of three(3)vendors
being awarded"Utility Parts and Supplies for City of Southlake RFB1610B400KF160008". The award and this agreement are
based on your bid to the City,copy enclosed.This is a multiple vendor award contract.Your company's portion of the award is
attached.This award was approved by the City of Southlake City Council on 2/7/ZO/7
The terms and conditions proposed and accepted in this agreement are as follows:
Line Items Awarded Category(s) 1-7,9, 10, 19-26,28 and 30
Payment Terms: Net 30 days(Unless otherwise noted—such as pre-and/or partial payment)
Estimated Quantities: The City does not guarantee to purchase any minimum or maximum quantity but does contemplate
purchasing the awarded items exclusively during the term of the contract from the successful
vendors.
Method of Payment: Shall be made by City procurement card or purchase order
Delivery Terms: FOB Destination
Delivery Locations:Vendor Delivery or City employee pick-up.
Term of Contract: The term of awarded contract shall remain in effect for twelve months from date of award and is
eligible for up to four(4)one(1)year annual renewals.
City Contact: KYLE FLANAGAN 817-748-8081
Send all billing to:City of Southlake
1400 Main Street,Suite 440,Accounts Payable
Southlake,TX 76092 or via email to accountsaavablev@ci.southlake.tx.us
Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state,
and local sales taxes.
All other specifications, terms and conditions shall be as provided in the onginal procurement documents. No other
attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an
authorized representative of the City of Southlake.
Thank you for participating in our procurement process. Please call 817-748-8312 with any questions.
S'. - 1 ,
l
im t a,CPPO, PP:
Purchasing Manager 0$01,104,
4%City of Southlake rig ik1400MainStreet,Suite 440
Southlake,Texas 76092
irialakislifka'aci.southlake.tx.us Attest: Po
Fax: 817-748-8048
Lori Payne,T
Contract and 41 and Accepted: • City Secretary
Signed.*Q ' AAA/ Date: 2-17/Z- /7 Approved as to Form and gality:
grit matts0
Mayor Laura Hill 0412 )
City of Southlake City Attorne
Appendix B — Bid Document
Submittal Checklist: (To determine validity of bid)
X Appendix B(pages_8_through_16J must be included in the bid submittal.
X Appendix C(page_16J Conflict of Interest Form must be included in the bid submittal.
X Form 1295 See Page 2 Item E.Certificate of Interested Party
All bids submitted to the City of Southlake shall include this page with the submitted Bid.
RFB Number: RFB1610B400KF160008
Project Title: Utility Parts and Supplies
Submittal
3:00 P.M. (CST), Friday November 18, 2016Deadline:
Submit electronically* to: www.securebidusa.com
Requires email account login and password.
Bidder Information:
Bidder's Legal Name: Atlas Utility Supply Co
2301 Carson Street
Address:
City,State&Zip Fort Worth, Texas 76117
Federal Employers 75-1570897
Identification Number#
Phone Number: 817-831-4275 Fax Number:817-831-1014
E-Mail Address: Davidjohnson@atlasutility.com
Bidder Authorization
I,the undersigned,have the authority to execute this Bid in its entirety as submitted and enter into a contract on
behalf of the Bidder.
Printed Name and Position of Authorized Representative: 4avid ohnQQson, Inside Sates Rep
Signature of Authorized Representative: 1
Signed this 1 8th (day)of November month), 2016 (year)
I learned of this Request for Bids by the following means:
Newspaper Advertisement id City E-mail Notification
Southlake Website Cold Call to City
Mailed Me a Copy Other
SecureBid
City of Southlake RFB1610B400KF160008 Page 8 of 17
Appendix B—Bid Document(continued)
I.REQUIRED BID INFORMATION. IN ORDER FOR A BID TO BE CONSIDERED COMPLETE,
AND TO BE EVALUATED FOR A CONTRACT AWARD BY THE CITY, BIDDER MUST
SUBMIT ALL OF THE FOLLOWING INFORMATION:
1. Proposed Products and/or Services
A. Product or Service Description: Bidders should utilize this section to describe the technical
aspects, capabilities, features and options of the service or product and/or service proposed in
accordance with the required Scope of Services as identified in Appendix A. Promotional
literature,brochures,or other technical information may be used.
B. Additional Hardware Descriptions: Bidders should also include in this section a detailed
description of what additional hardware and/or software, if any, would be required by the City in
order to fully utilize the goods and/or services proposed.
C. Material Safety Data Sheets (MSDS): If applicable, the successful Bidder shall provide the City
with applicable MSDS documentation as required by applicable laws and regulations.
D. Guarantees and Warranties: Each Bidder shall submit a complete copy of any warranties or
guarantees provided by the manufacturer or Bidder with the Bid submitted.
E. Project Schedule/Delivery Date: Bidder must provide a project schedule noting all projected
completion dates for segments of the Project, from start-up to completion,and all delivery dates for
goods covered by the RFB. The Bid Document must show the number of days required to deliver
and install the product or equipment after the receipt of the City's Purchase Order.
2. Cost of Proposed Products and/or Services
A. Pricing: Pricing shall reflect the full Scope of Services defined herein, inclusive of all associated
cost for delivery, labor, insurance,taxes, overhead,and profit.
B. Schedule of Pricing: Bidder shall quote unit pricing in accordance with the itemized listing of
products or contract segments stated in the Scope of Services and using the following format:
EXHIBIT A" PRICING SCHEDULE MUST BE SUBMITTED IN AN EXCEL
SPREADSHEET FORMAT AND INCLUDE A PDF COPY.
3. Bidder's Experience/Staff
A. Project Team: Identify all members of the Bidder's team (including both team members and
management) who will be providing any services proposed and include information which details
their experience.
B. Removal or Replacement of Staff: If an assigned staff person must be removed or replaced for any
reason,the replacement person must be approved by City prior to joining the project.
C. Business Establishment: State the number of years the Bidder's business has been established and
operating. If Bidder's business has changed names or if the principals operating the business
operate any similar businesses under different names, or have operated any other businesses or
changed the legal status or form of the business within the last five (5) years, all names, of
predecessor business names, affiliated entities, and previous business entities operated by the
principals, if different than present,must be provided;
City of Southlake RFB1610B400KF160008 Page 9 of 17
State the number of years' experience the business has: 52 ; and the number of employees:
10
D. Project Related Experience: All Bids must include detailed information that details the Bidder's
experience and expertise in providing the requested services that demonstrates the Bidder's ability
to logically plan and complete the requested project.
4. References
Bidder shall provide three (3) references where Bidder has performed similar to or the same types of
services as described herein.
Reference#1:
Client/Company Name:City of North Richland Hills
Contact Name: Kenneth Garvin Contact Title: Water Superintendent
Phone: 817427-6440 Email: kgarvin@nrhtx.com
Date and Scope of Work Provided:
2016 Yearly Bid for Water Utility Supplies
Reference 2:
Client/Company Name:
City of Haltom City
Contact Name:Warner James Contact Title: Water Superintendent
Phone: 817-222-7700 Email: wjames@haltomcitytx.com
Date and Scope of Work Provided:
2016 Yearly Bid for Water Utility Supplies
Reference#3:
Client/Company Name:
City of Euless
Contact Name:Ruben Cardenas Contact Title: Water Superintendent
Phone:
817-685-1586
Email: rcardenas@eulesstx.gov
Date and Scope of Work Provided:
2016 Yearly Bid for Water Utility Supplies
City of Southlake RFB1610B400KF160008 Page 10 of 17
5. Trade Secrets and/or Confidential Information
Trade Secrets and/or Confidential Information: This bid (does) X (does not)contain trade secrets
and/or confidential information. If applicable,describe such trade secrets and confidential information,
and the basis for your assertion that such material qualifies for legal protection from disclosure.
6. Federal,State and/or Local Identification Information
A. Centralized Master Bidders List registration number:
B. Prime contractor HUB/MWBE registration number:
C. An individual Bidder acting as a sole proprietor must also enter the Bidder's Social Security
Number: #
7. Cooperative Governmental Purchasing Notice
Other governmental entities maintaining interlocal agreements with the City, may desire, but are not
obligated, to purchase goods and services defined in this RFB from the successful Bidder. All
purchases by governmental entities, other than the City, will be billed directly to and paid by that
governmental entity. The City will not be responsible for another governmental entity's debts. Each
governmental entity will place their own orders with the successful Bidder and be responsible for
ensuring full compliance with the RFB specifications. Prior to other governmental entities placing
orders,the City will notify the successful Bidder of their intent.
Please indicate below if you will permit other governmental entities to purchase from your agreement
with the City.
Yes, Others can purchase x] No, Only the City can purchase.
8. Term of Contract and Option to Extend:
Any contract resulting from this RFB shall be effective for twelve months from date of award. The
City anticipates that contract shall be renewed pursuant to the availability of funds and at the discretion
of the City. The following clauses shall be included in the contract:
A. Option Clause: It is agreed that City will have the option to extend the contract for up to four (4)
additional years, in one-year intervals. To exercise this option, the City shall serve notice 30 days
prior to contract termination or to the end of any one-year extension. The Option to Extend will not
be considered if funding is unavailable or if the contractor's past performance is not within the
industry standard.
B. Escalation Clause: Should market conditions prevail which dictate an increase, the successful
contractor may submit documentation requesting permission to increase pricing no later than 30
days after receiving notice from the City of its intent to extend the agreement. Escalation may only
occur at the time of renewal and only upon securing the approval of the City in writing. Requests
for price adjustments must be solely for the purpose of accommodating an increase in the
contractor's cost,not profits.
Vendors shall show in this quote their anticipated percent of escalation if/when the option to
extend is exercised. The percent quoted will be a maximum. In addition, the percentage proposed
will be a factor in determining the best value to the City. It is the average price over the period of
the contract that will be the price factor considered in the evaluation of this quote. Quotes in which
negative or no escalation is shown will be considered as 0%escalation.
City of Southlake RFB1610B400KF160008 Page 11 of 17
C. Price Increases Upon Extension: If approved by the City, the Contractor shall modify the rates
charged by the Contractor to reflect any changes shown in the comparative statement delivered to
the City. The maximum increase allowed under this provision shall be eight percent(8%)per year.
The City shall have authority, in its reasonable discretion, to determine the validity of any change
in Contractor's rates. City cannot exercise the Option to Extend with any price increases unless the
Vendor completes the section of the Quote requesting anticipated percentage of annual escalation.
First Additional Year(FY 2017-2018) Escalation 3_0/0
Second Additional Year(FY 2018-2019) Escalation 3_0/0
Third Additional Year(FY 2019-2020)Escalation 3 %
Fourth Additional Year(FY 2020-2021) Escalation 3 %
9. Emergency Business Services Contact Notice
During a natural disaster, or homeland security event, there may be a need for the City of Southlake to
access your business for products or services after normal business hours and/or holidays. The City
may request City employee pick up or vendor delivery of product or services.
For this purpose, a primary and secondary emergency contact name and phone number are required. It
is critical the vendor's emergency contact information remains current. City shall be contacted by E-
mail with any change to a contact name or phone number of these emergency contacts. Updates may be
emailed to vendorsr'))ci.southlake.tx.us.
All products or services requested during an emergency event are to be supplied as per the established
contract prices, terms and conditions. The vendor shall provide the fee (pricing) for an after-hours
emergency opening of the business, if any. In general, orders will be placed using a City of Southlake
procurement card (Master Card) or City issued Purchase Order. The billing is to include the
emergency opening fee, if applicable.
The contractor shall provide the names, phone numbers and fee (pricing), if any, for an after-hours
emergency opening of the business listed below.
Business Name: Atlas Utility Supply Company
Contract#:RFB1610B400KF160008
Description:Utility Parts and Supplies
Primary Contact(Name): DJ Johnson
Primary Contact Phone Numbers: Home: 817-239-3251 Cell: 817-739-3251
Secondary Contact(Name): David Johnson
Secondary Contact Phone Numbers: Home: 817-831-4275 Cell: 817-996-1703
After Hours emergency opening fee, if applicable: $ No Charge
City of Southlake RFB1610B400KF160008 Page 12 of 17
II. CONTRACT TERMS AND CONDITIONS. EXCEPT WHERE BIDDER MAKES SPECIFIC
EXCEPTION IN THE SUBMITTED BID, ANY CONTRACT RESULTING FROM THIS RFB
WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS, WHICH BIDDER HEREBY
ACKNOWLEDGES,AND TO WHICH BIDDER AGREES BY SUBMITTING A BID:
1. Delivery of Products and/or Services
A. Payment Terms: Unless otherwise specified in the Scope of Services or otherwise agreed to in
writing by the City,payment terms for the City are Net 30 days upon receipt of invoice.
B. Warranty of Products and Services: All products furnished under this contract shall be warranted to
be merchantable and good quality and fit for the purposes intended as described in this Bid, to the
satisfaction of City and in accordance with the specifications,terms,and conditions of the Scope of
Services, and all services performed shall be warranted to be of a good and workmanlike quality,
in addition to,and not in lieu of,any other express written warranties provided.
C. Late Delivery or Performance: If Bidder fails to deliver acceptable goods or services within the
timeframes established in the Project Schedule, the City shall be authorized to purchase the goods
or services from another source and assess any increase in costs to the defaulting Bidder, who
agrees to pay such costs within ten days of invoice.
D. FOB (delivery charges): All products offered shall be FOB final destination, with all delivery
charges to be prepaid by the Bidder. The City does not accept C.O.D. or collect shipments. The
contract price shall include all charges, including delivery, installation and set-up fees. All
packing, crating, or other debris resulting from the delivery or set-up of the commodity purchased
shall be removed and properly disposed by the successful Bidder at no additional cost to the City.
E. Excess or Incorrect Commodities: Products or materials delivered in error or in excess of the
quantity ordered shall be returned at the successful Bidder's expense, unless otherwise agreed to in
writing by the City.
F. Title to Goods and Risk of Loss: For goods to be provided by Bidders hereunder, if any, the title
and risk of loss of the goods shall not pass to City until City actually receives, takes possession,
and accepts the goods and the installation of such goods,has tested the system, and determined that
it is in good and acceptable working order.
2. Miscellaneous
A. Independent Contractor: Bidder agrees that Bidder and Bidder's employees and agents have no
employer-employee relationship with City. Bidder agrees that if Bidder is selected and awarded a
contract, City shall not be responsible for the Federal Insurance Contribution Act (FICA)
payments, Federal or State unemployment taxes, income tax withholding, Workers Compensation
Insurance payments, or any other insurance payments, nor will City furnish any medical or
retirement benefits or any paid vacation or sick leave.
B. Assignments: The rights and duties awarded the successful Bidder shall not be assigned to another
without the written consent of the Purchasing Manager. Such consent shall not relieve the assigner
of liability in the event of default by the assignee.
C. Liens: Bidder shall indemnify and save harmless the City against any and all liens and
encumbrances for all labor, goods, and services which may be provided to the City by Bidder or
Bidder's vendor(s), and if the City requests, a proper release of all liens or satisfactory evidence of
freedom from liens shall be delivered to the City.
D. Gratuities/Bribes: Bidder certifies that no bribes in the form of entertainment, gifts, or otherwise,
were offered or given by the successful Bidder, or its agent or representative, to any City officer,
employee or elected representative,with respect to this RFB or any contract with the City, and that
if any such bribe is found to have been made this shall be grounds for voiding of the contract
City of Southlake RFB1610B400KF160008 Page 13 of 17
E. Financial Participation: Bidder certifies that it has not received compensation from the City to
participate in preparing the specifications or RFB on which the Bid is based and acknowledges that
this contract may be terminated and/or payment withheld if this certification is inaccurate.
F. Required Licenses: Bidder certifies that he holds all licenses required by the State of Texas for a
provider of the goods and/or services described by the Scope of Services herein.
G. Authority to Submit Bid and Enter Contract: The person signing on behalf of Bidder certifies that
the signer has authority to submit the Bid on behalf of the Bidder and to bind the Bidder to any
resulting contract.
H. Compliance with Applicable Law: Bidder agrees that the contract will be subject to, and Bidder
will strictly comply with, all applicable federal, state, and local laws, ordinances, rules, and
regulations.
3. Financial Responsibility Provisions
A. Insurance: The Bidder, consistent with its status as an independent contractor, shall carry, and shall
require any of its subcontractors to carry, at least the following insurance in such form, with such
companies,and in such amounts(unless otherwise specified)as City may require:
i. Worker's Compensation and Employer's Liability insurance, including All States
Endorsement, to the extent required by federal law and complying with the laws of the
State of Texas;
ii. Commercial General Liability insurance, including Blanket Contractual Liability, Broad
Form Property Damage, Personal Injury, Completed Operations/Products Liability,
Premises Liability, Medical Payments, Interest of Employees as additional insureds, and
Broad Form General Liability Endorsements, for at least One Million Dollars($1,000,000)
Combined Single Limit Bodily Injury and Property Damage on an occurrence basis;
iii. Comprehensive Automobile Liability insurance covering all owned, non-owned or hired
automobiles to be used by the Contractor, with coverage for at least One Million Dollars
1,000,000)Combined Single Limit Bodily Injury and Property Damage.
B. Indemnification: Bidder agrees to defend, indemnify and hold harmless the City, all of its
officers, Council members, agents and employees from and against all claims, actions, suits,
demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees,
court costs and related expenses,arising out of,connected with,or resulting from any acts or
omissions of Bidder or any agent, employee, subcontractor, or supplier of Bidder in the
execution or performance of this contract without regard to whether such persons are under
the direction of City agents or employees.
The Bidder agrees to protect and indemnify the City, all of its officers, Council members,
agents and employees, from all claims, actions, suits, demands, proceedings, costs, damages
and liabilities, including reasonable attorneys' fees, court costs and related expenses, arising
out of any alleged infringement of patents or copyrights arising from the Contractor's
performance under the Contractor's Bid,including attorneys' fees and court costs.
C. Indemnity for Intellectual Property: Bidder hereby warrants that the use or sale of the products,
materials and services delivered hereunder will not infringe on the rights of any trade secrets,
patent, copyright, registered trademark, or other intellectual property by right covering such
materials and the successful Bidder agrees to indemnify and hold harmless the City for any and all
costs,expenses,judgments, and damages which the City may have to pay or incur.
City of Southlake RFB1610B400KF160008 Page 14 of 17
Appendix C — Form CIQ
INFORMATION REGARDING VENDOR CONFLICT OF INTEREST OIJFSTIONNAIRF
WHO: The following persons must file a Conflict of Interest Questionnaire with the City if the person has an
employment or business relationship with an officer of the City that results in taxable income exceeding $2,500
during the preceding twelve— month period, or an officer or a member of the officer's family has accepted gifts
with an aggregate value of more than$250 during the previous twelve—month period and the person engages
in any of the following actions.
1. contracts or seeks to contract for the sale or purchase of property, goods or services with the City,
including any of the following:
a. written and implied contracts, utility purchases, purchase orders, credit card purchases and any
purchase of goods and services by the City;
b. contracts for the purchase or sale of real property,personal property including an auction of
property;
c. tax abatement and economic development agreements;
2. submits a bid to sell goods or services,or responds to a request for proposal for services;
3. enters into negotiations with the City for a contract;or
4. applies for a tax abatement and/or economic development incentive that will result in a contract with
the City
THE FOLLOWING ARE CONSIDERED OFFICERS OF THE CITY:
1 Mayor and City Council Members;
2. City Manager;
3 Board and Commission members and appointed members by the Mayor and City Council;
4. Directors of 4A and 4B development corporations;
5. The executive directors or managers of 4A and 4B development corporations;and
6. Directors of the City of Southlake who have authority to sign contracts on behalf of the City.
EXCLUSIONS: A questionnaire statement need not be filed if the money paid to a local government official was
a political contribution,a gift to a member of the officer's family from a family member;a contract or purchase of
less than$2,500 or a transaction at a price and subject to terms available to the public;a payment for food,lodging,
transportation or entertainment; or a transaction subject to rate or fee regulation by a governmental entity or
agency.
WHAT: A person or business that contracts with the City or who seeks to contract with the City must file a
Conflict of Interest Questionnaire"(FORM CIQ)which is available online at www.ethics.state.tx.us and a copy of
which is attached to this guideline. The form contains mandatory disclosures regarding"employment or business
relationships" with a municipal officer. Officials may be asked to clarify or interpret various portions of the
questionnaire.
WHEN:The person or business must file.
1. the questionnaire—no later than seven days after the date the person or business begins contract discussions
or negotiations with the municipality, or submits an application, responds to a request for proposals or
bids,correspondence,or other writing related to a potential contract or agreement with the City;and
2. an updated questionnaire—within seven days after the date of an event that would make a filed
questionnaire incomplete or inaccurate
It does not matter if the submittal of a bid or proposal results in a contract.The statute requires a vendor to file
a FORM CIQ at the time a proposal is submitted or negotiations commence.
WHERE: The vendor or potential vendor must mail or deliver a completed questionnaire to the Finance
Depaitirient. The Finance Department is required by law to post the statements on the City's
website.
ENFORCEMENT: Failure to file a questionnaire is a Class C misdemeanor punishable by a fine not to exceed
500. It is an exception to prosecution that the person files a FORM CIQ not later than seven business
days after the person received notice of a violation.
NOTE: The City does not have a duty to ensure that a person files a Conflict of Interest Questionnaire
City of Southlake RFB1610B400KF160008 Page 15 of 17
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ
For vendor or other person doing business with local governmental entity
This questionnaire reflects changes made to the law by H.B. 1491, 80th Leg.. Regular Session.OFFICE USE ONLY
This questionnaire is being filed in accordance with Chapter 176 Local Government Code Date Received
by a person who has a business relationship as defined by Section 176.001(1-a)with a local
governmental entity and the person meets requirements under Section 176.006(a).
By law this questionnaire must be filed with the records administrator of the local governmental
entity not later than the 7th business day after the date the person becomes aware of facts
that require the statement to be filed. See Section 176.006.Local Government Code.
A person commits an offense if the person knowingly violates Section 176.006. Local
Government Code.An offense under this section is a Class C misdemeanor.
J Name of person who has a business relationship with local governmental entity.
NONE
X Check this box If you are filing an update to a previously filed questionnaire.
The law requires that you file an updated completed questionnaire with the appropriate filing authority not
later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate )
Name of local government officer with whom filer has employment or business relationship.
Name of Officer
This section (item 3 including subparts A. B C 8 Di must be completed for each officer with whom the filer has an
employment or other business relationship as defined by Section 176 001(1-a), Local Government Code Attach additional
pages to this Form CIQ as necessary
A Is the local government officer named in this section receiving or likely to receive taxable income, other than investment
income front the filer of the questionnaire?
Yes No
B Is the filer of the questionnaire receiving or likely to receive taxable income,other than investment income.from or at the
direction of the local government officer named in this section AND the taxable income is not received from the local
governmental entity?
Yes No
C Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local
government officer serves as an officer or director.or holds an ownership of 10 percent or more?
Yes No
D Describe each employment or business relationship with the local government officer named in this section
J
11-18-2016
Sig re of person doing business with the tai entity Date
Adopted 06129/2007
City of Southlake RFB1610B400KF160008 Page 16 of 17
Appendix D — No Intent to Submit Form
If your firm has chosen not to submit a bid for this procurement, please complete this form and
submit to:
City of Southlake
Purchasing Division, Department of Finance
1400 Main Street, Suite#440
Southlake,Texas 76092
Please check all items that apply:
Do not sell the item(s)required Cannot provide Insurance required
Cannot be competitive Cannot provide Bonding required
Cannot meet specifications highlighted in the attached — Cannot comply with Indemnification
request requirement
Job too large Job too small
Do not wish to do business with the City of Southlake — Other:
Cannot submit electronically
COMPANY NAME(Please print):
Authorized Officer Name(Please print):
Telephone: ( )Fax: (
City of Southlake RFB1610B400KF160008 Page 17 of 17
t T
SOUTHLAKE
City of Southlake
REQUEST FOR BIDS
Bid Reference Number: RFB1610B400KF160008
Project Title: Utility Parts and Supplies
Bid Closing Date: 3:00 P.M.(CST), Friday, November 18, 2016
TABLE OF CONTENTS
Table of Contents Page 1
Request for Bids
1)Introduction Page 2
2)Definitions Page 3
3)General Information Page 3
4)RFB Withdrawals and/or Amendments Page 3
5)Estimated Quantities Page 3
6)Bid Submittal Requirements Page 3
7)Bid Evaluation and Contract Award Page 4
Appendix A—Scope of Services
1)Project Title Page 6
2)Scope of Services Contact Page 6
3)Special Conditions Page 6
4)Bid Evaluation Factors Page 6
5)Brand Manufacture Reference Page 6
6)Key Events Schedule Page 6
7)Scope of Services Page 6
Appendix B—Bid
Label Format for Submittal Packet's Sealed Envelope Page 8
I. Required Bid Information:
1)Proposed Products and/or Services Page 9
2)Cost of Proposed Products and Services Page 9
3)Bidder's Experience/Staff Page 9
4)References Page 10
5)Trade Secrets and/or Confidential Information Page 11
6)Federal, State and/or Local Identification Information Page 11
7)Cooperative Governmental Purchasing Notice Page 11
8)Term of Contract and Option to Extend Page 11
9)Emergency Business Services Contact Notice Page 12
II. Contract Terms and Conditions:
1)Delivery of Products and/of Services Page 13
2)Miscellaneous Page 13
3)Financial Responsibility Provisions Page 14
Appendix C—Conflict of Interest Form Page 15
Appendix D—No Intent to Submit Form Page 17
Exhibit A—Pricing Schedule
City of Southlake RFB1610B400KF160008 Page 1 of 17
Southlake, Texas
Request for Bids
1. Introduction
A. Project Overview: The City of Southlake is requesting Bids with the intent of awarding a contract
for the purchase of goods and services contained in Appendix A—Scope of Services.
B. Questions: Following are contacts for questions as identified.
i. RFB Clarifications: All questions related to requirements or processes of this RFB should
be submitted in writing to the Purchasing Manager identified in section 2 below.
ii. Scope of Service Questions: All questions related to the scope of services should be
submitted in writing to the contact person(s)noted in Appendix A—Scope of Services.
iii. Replies: Responses to inquiries which directly affect an interpretation or effect a change to
this RFB will be issued in writing by addendum and posted to City website. All such
addenda issued by City prior to the submittal deadline shall be considered part of the RFB.
The City shall not be bound by any reply to an inquiry unless such reply is made by such
formal written addendum.
iv. Acknowledgement of Addenda: The Bidder must acknowledge all addenda by signing and
returning such document(s)or by initialing appropriate area of the Bid document.
C. Notification of Errors or Omissions: Bidders shall promptly notify the City of any omissions,
ambiguity, inconsistency or error that they may discover upon examination of this RFB. The City
shall not be responsible or liable for any errors and/or misrepresentation that result from the
solicitations which are inadvertently incomplete, ambiguous, inconsistent or obviously erroneous.
D. Conflict of Interest Questionnaire(Form CIQ): A person or business, and their agents,who seek to
contract or enter into an agreement with the City, are required by Texas Local Government Code,
Chapter 176, to file a conflict of interest questionnaire (FORM CIQ) which is found in Appendix
C. The form must be filed with the City Secretary no later than seven (7) days after the date the
person or business begins contract discussions or negotiations with the City, or submits an
application, response to a request for proposals or bids, correspondence, or other writing related to
any potential agreement with the City.
E. Form 1295 Certificate of Interested Parties: In 2015, the Texas Legislature adopted House Bill
1295, which added section 2252.908 of the Government Code. The law states that a governmental
entity or state agency may not enter into certain contracts with a business entity unless the business
entity submits a disclosure of interested parties to the governmental entity or state agency at the
time the business entity submits the signed contract to the governmental entity or state agency. The
law applies only to a contract of a governmental entity or state agency that either (1) requires an
action or vote by the governing body of the entity or agency before the contract may be signed or
2) has a value of at least $1 million. The disclosure requirement applies to a contract entered into
on or after January 1, 2016. Please go to the Texas Ethics Commission webpage
www.ethics.state.tx.us) for full instructions and to complete the required steps for creation of
Form 1295. Once the form is completed online, printed and notarized please return the form with
your bid submission.
City of Southlake RFB1610B400KF160008 Page 2 of 17
2. Definitions
Bid Document: The signed and executed submittal of the entirety of Appendix B—Bid Document.
Bidder: The Bidder and the Bidder's designated contact signing the first page of the Bid Document.
City of Southlake("City"): The City of Southlake, Texas.
City Secretary's Office: The office of the City Secretary of the City, located at 1400 Main Street, Suite
270, Southlake,Texas 76092. PH: (817)748-8016;Fax: (817)748-8270.
Project: The name of this Request for Bids as identified on the cover sheet and first page of the
Request for Bids herein.
Purchasing Manager: The City of Southlake Purchasing Manager is Timothy Slifka CPPO, CPPB,PH:
817)748-8312,E-Mail: tslifka@ci.southlake.tx.us;Fax(817)748-8048.
Request for Bids(RFB): The entirety of this document, including all Appendices and Addenda.
Scope of Services: The entirety of Appendix A—Scope of Services.
3. General Information
A. Tax Exempt Status: City purchases are exempt from State Sales Tax and Federal Excise Tax. Do
not include tax in the Bid. City will furnish Excise Tax Exemption Certificate upon request.
B. Public Inspection of Bids: The City strictly adheres to the Texas Public Information Act (Texas
Government Code Chapter 552.001, et seq.) and all other governing statutes, regulations, and laws
regarding the disclosure of RFB information. Bid Documents are not available for public
inspection until after the contract award. If the Bidder has notified the City, in writing,that the Bid
Document contains trade secrets or confidential information, the City will generally take
reasonable steps to prevent disclosure of such information, in accordance with the Public
Information Act. This is a statement of general policy only,and in no event shall the City be liable
for disclosure of such information by the City in response to a request, regardless of the City's
failure to take any such reasonable steps,even if the City is negligent in failing to do so.
4. RFB Withdrawals and/or Amendments
A. RFB Withdrawal: The City reserves the right to withdraw this RFB for any reason.
B. RFB Amendments: The City reserves the right to amend any aspect of this RFB by formal written
Addendum prior to the Bid submittal deadline and will endeavor to notify all potential Bidders that
have registered in accordance with Section 1.0 herein, but failure to notify shall impose no
obligation or liability on the City.
5. Estimated Quantities
The City does not guarantee to purchase any minimum or maximum quantity but does contemplate
purchasing exclusively during the term of the contract from the successful vendor.
6. Bid Submittal Requirements
A. Submittal Packet—Required Content: All bids must be submitted electronically. The Bidder must
visit www.securebidusa.com and register. Once registered for this complimentary service, the
Bidder may submit Bid Documents electronically by selecting the appropriate Bid Identification.
City of Southlake RFB1610B400KF160008 Page 3 of 17
B. Submittal Deadline: The deadline for submittal of Bids shall be as identified on page 8 (eight)
of Appendix B-Bid. It is the Bidder's responsibility to have the Bid Documents correctly
electronically submitted by the submittal deadline. No extensions will be granted and no late bids
will be accepted.
C. Bids Received Late: Bidders are encouraged to submit their bids as soon as possible. The time
and date of receipt as recorded within the SecureBid electronic system shall be the official time of
receipt. The City is not responsible for late submission regardless of the reason. Late Bids will not
be considered under any circumstances.
D. Alterations or Withdrawals of Bid Document: Any submitted Bid may be withdrawn or a revised
bid substituted prior to the submittal deadline. Bid Documents cannot be altered, amended or
withdrawn by the Bidder after the submittal deadline, unless such alteration, amendment or
withdrawal notice is approved in writing by the Purchasing Manager.
E. Bid Document Format: All Bid Documents must be prepared in single-space type, on standard 8-
1/2" x 11" vertically oriented pages, numbered at the bottom. The City only accepts electronic
submissions via www.securebidusa.com. Any other format(via telephone, fax, email,etc.)may be
rejected by the City at its discretion.
F. Validity Period: Once the submittal deadline has passed, any Bid Document shall constitute an
irrevocable bid to provide the commodities and/or services set forth in the Scope of Services at the
price(s) shown in the Bid Document. Such bid shall be irrevocable until the earlier of the
expiration of ninety (90)days from the submittal deadline, or until a contract has been awarded by
the City.
7. Bid Evaluation and Contract Award
A. Bid Evaluation and Contract Award Process: An award of a contract to provide the goods or
services specified herein will be made using competitive sealed Bids, in accordance with Chapter
252 of the Texas Local Government Code and with the City's purchasing policy. Bid Documents
will be opened publicly. The City will evaluate Bids using the best value method. A variety of
factors may be used in the evaluation of the submitted Bids for this project. The anticipated
evaluation factors and emphasis placed on each factor may be as identified in the Scope of
Services. City reserves the right to determine which Bid provides the City with the best value and
which will be in the City's best interest.
B. Completeness: If the Bid Document is incomplete or otherwise fails to conform to the
requirements of the RFB, City alone will determine whether the variance is so significant as to
render the Bid non-responsive, or whether the variance may be cured by the Bidder or waived by
the City,such that the Bid may be considered for award.
C. Ambiguity: Any ambiguity in the Bid Document as a result of omission, error, lack of clarity or
non-compliance by the Bidder with specifications, instructions and all conditions shall be
construed in the favor of the City. In the event of a conflict between these standard RFB
requirements and details provided in Appendix A — Scope of Services or Appendix B — Bid, the
Appendices shall prevail.
D. Unit Prices and Extensions: If unit prices and their extensions do not coincide, the City may
accept the price most beneficial to the City,and the Bidder will be bound thereby.
E. Additional Information: City may request any other information necessary to determine Bidder's
ability to meet the minimum standards required by this RFB.
City of Southlake RFB1610B400KF160008 Page 4 of 17
F. Partial Contract Award: City reserves the right to award one contract for some or all the
requirements proposed or award multiple contracts for various portions of the requirements to
different Bidders based on the unit prices proposed in response to this request, or to reject any and
all Bids and re-solicit for Bids, as deemed to be in the best interest of City.
G. Terminate for Cause: The occurrence of any one or more of the following events will justify
termination of the contract by the City of Southlake for cause:
i) The successful bidder fails to perform in accordance with the provisions of these
specifications; or
ii) The successful bidder violates any of the provisions of these specifications; or
iii) The successful bidder disregards laws or regulations of any public body having
jurisdiction;or
iv) The successful bidder transfers, assigns, or conveys any or all of its obligations or duties
under the contract to another without written consent of the City.
v) If one or more of the events identified in Subparagraphs G i) through iv) occurs, the City
of Southlake may,terminate the contract by giving the successful bidder seven(7)days written
notice. In such case, the successful bidder shall only be entitled to receive payment for goods
and services provided before the effective date of termination. The successful bidder shall not
receive any payment on account of loss of anticipated profits or revenue or other economic
loss resulting from such termination.
vi.) When the contract has been so terminated by the City of Southlake, such termination shall
not affect any rights or remedies of the City then existing or which may thereafter accrue.
H. Terminate for Convenience: This contract may be cancelled or terminated at any time by giving
vendor thirty (30) days written notice. Vendor may be entitled to payment for services actually
performed;to the extent said services are satisfactory.
City of Southlake RFB1610B400KF160008 Page 5 of 17
Appendix A — Scope of Services
1. Project Title: Utility Parts and Supplies for City of Southlake
2. Scope of Services Contact
Questions about the technical nature of the Scope of Services, etc. may be directed to TIM SLIFKA,
Phone. 817.748.8312,e-mail: tslifka@ci.southlake.tx.us
3. Special Conditions
The following special conditions shall prevail over areas of conflict in previous pages:
CONTRACT SHALL BE AWARDED ON A CATEGORY BASIS. VENDOR MUST BID ON
ALL ITEMS IN A CATEGORY TO BE CONSIDERED FOR AWARD OF THAT
CATEGORY.WE ANTICIPATE AWARDING TO MULTIPLE VENDORS.
4. Bid Evaluation Factors
Emphasis Factor
35% Vendor Category Pricing
30% Vendor Ability to Provide Required Parts and Supplies
30% Vendor Experience Providing Required Parts and Supplies
5% Vendor Past Experience with City
5. Brand Manufacture Reference
The City has determined that any manufacturer's brand defined in the Scope of Services meets the
City's product and support need. The manufacturer's reference is not intended to be restrictive, and is
only descriptive of the type and quality the City desires to purchase. Quotes for similar manufactured
products of like quality will be considered if the Bid is fully noted with the manufacturer's brand name
and model. The City reserves the right to determine products and support of equal value, and whether
other brands or models meet the City's product and support needs.
6. Key Events Schedule
Bid Release Date October 31,2016
Deadline for Submittal of Written Questions November 9, 2016
Sealed Bids Due to and Opened by City Shown on First Page of this RFB
Anticipated Committee Evaluation Review Date Week of November 21,2016
Anticipated City Council Approval January 2017
7. Scope of Services
The City of Southlake is seeking bids for utility parts and supplies for our Department of Public
Works.
Intent: The intent of this bid is to award to multiple qualified vendors for the purchase and or delivery
of parts and supplies as noted on `Exhibit A, List of Utility Parts and Supplies'. The City does not
guarantee to purchase all listed quantities. The quantities listed are estimated. CONTRACT WILL
BE AWARDED ON A CATEGORY BASIS FOR SPECIFIED PARTS AND SUPPLIES.
City of Southlake RFB1610B400KF160008 Page 6 of 17
VENDOR MUST BID ON ALL ITEMS IN A CATEGORY TO BE CONSIDERED FOR
AWARD OF THAT CATEGORY.
Primary and Secondary Vendors Awarded: It is the intent of the City to award this bid to a Primary and
a Secondary vendor for each category,as available.
Delivery: Parts shall be delivered to:
City of Southlake
Public Works Department
1950 E. Continental Blvd.
Southlake, Texas 76092
Attn: Kyle Flanagan
In the event the City elects for parts and or supplies be picked up by a City employee, City will notify
the vendor at time of order.
Samples: The City reserves its right to request samples of any and or all parts and or supplies during
the bid evaluation process. Samples will be free to the City. When possible, samples will be made
available for vendor pick up. Failure to provide samples on a timely basis may result in bid rejection.
The City reserves the right to determine products of equal value.
Products Specifications: Bids must be for items equal in performance, size and quality. All
products must meet ASTM and or AWWA standards for each item and category specified in the
awarding of this contract. Unless the vendor notes on "EXHIBIT A" that they are bidding an
alternate brand name product (where a brand name is specified), the City reserves the right to
determine whether or not an alternate product is"equal"in quality.
City of Southlake RFB1610B400KF160008 Page 7 of 17
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