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R-99-01-14-14A2 - 1/14/1999CITY OF ROUND ROCK ANNUAL PURCHASING AGREEMENT FOR WATER METER BOXES II— t (� THIS AGREEMENT, is made and entered into this / of 199Q by and between the City of Round Rock, a Texas home -rule municip corporation, w se offices are located at 221 East Main Street, Round Rock, Texas 78664 -5299, herein after referred to as "City" and Municipal Pipe and Fabricating Company, 3503 Chapman Lane, Austin, Texas 78744. hereinafter referred to as "Vendor ", and City and Vendor are collectively referred to as the "parties ". RECITALS: WHEREAS, the City desires to contract with Municipal Pipe and Fabricating Company to provide the City with water meter boxes: and WHEREAS, the Invitation for Bid to provide the City with water meter boxes was previously issued for said water meter boxes and the City has selected the Bid submitted by Municipal Pipe and Fabrication Company; and WHEREAS, the parties hereby desire to enter into this Agreement to set forth, in writing, their respective rights, duties and obligations hereunder; NOW, THEREFORE, WITNESSETH, that for and in consideration of the mutual promises contained herein and other good and valuable consideration, the sufficiency and receipt of which are hereby acknowledged, it is mutually agreed between the parties as follows: 1.0 CONTRACT DOCUMENTS AND EXHIBTTS The City of Round Rock selected Municipal Pipe and Fabricating Company as the integrator of choice to supply water meter boxes as outlined in IFB Specification Number 43 -99 -001 dated November 1998 and Response to IFB submitted by Vendor (Exhibit A). The intent of these documents is to formulate an Agreement listing the responsibilities of both parties as outlined in the IFB and as offered by Vendor in their response to the IFB. The goods that are the subject matter of this Agreement are further described in Exhibit A, and together with this Agreement comprise the Agreement, and they are fully a part of this Agreement as if herein repeated in full. 1 2.0 ITEMS AWARDED The following bid items of Exhibit A are the subject of this agreement: 2.1 Size A Meter Boxes Model DFW3612 2.2 Size B Meter Boxes Model DFW3812 2.3 Size C Meter Boxes Model DFW6512 2.4 Size D Meter Boxes Model Size 6524 3.0 COSTS The bid costs listed in Exhibit A shall be the basis of any costs billed to the City 4.0 PRICE ADJUSTMENT The City may permit "unit price" adjustments upward, only as a result of a cost increase imposed by the manufacturer of the meter boxes. Any price adjustment shall affect all vendors selling the manufacturers product. Any price increase shall be requested by the Vendor in writing and accompanied with documentation to justify the increase. The Vendor may offer price decreases at any time The City reserves the sole option to reject any price increase and terminate this contract should the City and the Vendor not agree on any price increase. 5.0 PROMPT PAYMENT POLICY In accordance with Chapter 2251, V.T.C.A., Texas Government Code, payment to Vendor will be made within thirty (30) days of the day on which the City receives the supplies, materials, equipment, or within thirty (3) days of the day on which the performance of services was complete, or within thirty (30) days of the day on which the City receives a correct invoice for the supplies, materials, equipment, or services, whichever is later. Vendor may charge a late fee (fee shall not be greater than that which is permitted by Texas law) for payments not made in accordance with this prompt payment policy, however, this policy does not apply to payments made by the City in the event: 5.1 there is a bona fide dispute between the City and Vendor concerning the supplies, materials, or equipment delivered or the services performed that causes the payment to be late; or 5.2 the terms of a Federal contract, grant, regulation, or statute prevent the City from making a timely payment with Federal Funds; or 2 5.3 there is a bona fide dispute between Vendor and a subcontractor or between a subcontractor and its supplier concerning supplies, materials, or equipment delivered or the services performed which causes the payment to be late; or 5.4 the invoice is not mailed to the City in strict accordance with instructions, if any, on the purchase order, or this Agreement or other such contractual agreement. 6.0 DURATION OF AGREEMENT The term of this agreement shall be for a period of time of twelve (12) months from the date of award. Prices shall be firm for the duration of the agreement, except as provided for hereinabove . This agreement may be renewed for three(3) additional periods of time not to exceed twelve (12) months for each renewal provided the parties agree in writing. 7.0 TERMINATION OF THIS AGREEMENT The City may terminate this agreement for any reason by giving Vendor ten (10) days written notice. Upon delivery of such notice by the City to Vendor , the Vendor shall discontinue all services in connection with the performance of this agreement and shall proceed to cancel promptly all existing orders and contracts insofar as such orders or contracts are chargeable to this agreement. Within thirty (30) days after receipt of notice of termination, the Vendor shall submit a statement, showing in detail the services satisfactorily performed under this agreement to the date of termination. The City will then pay the Vendor that portion of the prescribed charges. 8.0 ORDERS PLACED WITH ALTERNATE VENDORS If the Vendor cannot provide the quantities and /or materials, parts, or supplies ordered for a specific delivery time, the City reserves the option to place the order with another supplier. 9.0 TAXES The City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be included in charges. 10.0 TITLE AND RISK OF LOSS The title and risk of loss of the goods shall not pass to the City until the City actually receives, takes possession, and accepts the goods at the point or points of delivery, 11.0 DELIVERY Delivery of items ordered shall normally be to the City Maintenance Shop, 300 South Blair Street, Round Rock, Texas 78664. The terms of this agreement are "no delivery, no sale ". 3 12.0 ASSIGNMENT Vendor's rights and duties awarded by this agreement may not be assigned to another without written consent of the city signed by the City's authorized agent. Such consent shall not relieve the assignor of the liability in the event of default by the assignee 13.0 GRATUITIESBRIBES The City may, by written notice to Vendor, cancel this contract without liability to Vendor if it is determined by the City that gratuities or bribes in the form of entertainment, gifts, or otherwise, were offered or given by Vendor, or its agent or representative to any City officer, employee or elected representative with respect to the performance of this agreement. In addition, Vendor may be subject to penalties stated in Title 8 of the Texas Penal Code. 14.0 PACKING LISTS AND INVOICES A packing list (delivery ticket) shall accompany each shipment and shall show: 14.1 Name and address of Vendor 14.2 An invoice shall display an invoice number. 14.3 Name of person placing order or purchase order number, or procurement card number. 14.4 Description of item(s) delivered. 14.5 Itemized prices, per unit and extended total, quantity and any special instructions. 15.0 ALTERNATE BRAND(S) If Vendor desires to substitute another brand of parts for the brand bid, the City may grant such request. The Vendor shall communicate such request in writing and shall receive written permission form the City before making such substitution. The City may, at the City's sole option, request such part(s) for testing. Part(s) for testing shall be furnished by Vendor at no cost to the City. 4 16.0 INDEMNIFICAThON Vendor agrees to and shall indemnify, defend, and hold harmless the City, its officers, agents, and employees, from and against any and all claims, losses, damages, causes of action, suits, and liability of every kind, including all expenses of litigation, court costs, and attorney's fees for injury to any person, or for damages to any property, arising out of or in connection with any act or omission, negligence, willful misconduct in the performance of this Agreement done by Vendor, its officers, agents, employees, or subcontractors under this Agreement, without regard to whether such persons are under the direction of City agents or employees. 17.0 INSURANCE Vendor shall meet the minimum state financial responsibility requirements for the operation of motor vehicles. 18.0 APPLICABLE LAW This agreement shall be governed by the laws of the State of Texas. No rights, remedies, and warranties available to the City under this agreement or by operation of law are waived or modified unless expressly waived or ,modified by the City in writing. 19.0 VENUE The parties agree that venue for any litigation arising from this agreement shall lie in Williamson County, Texas 20.0 NON - APPROPRIATION This Contract is a commitment of the City's current revenues only. It is understood and agreed the City shall have the right to terminate this Contract at the end of any City fiscal year if the governing body of the City does not appropriate funds sufficient to purchase the estimated yearly quantities, as determined by the City's budget for the fiscal year in question. The City may effect such termination by giving Vendor a written notice of termination end of its then current fiscal year. 21.0 RIGHT TO ASSURANCE Whenever one party to this agreement in good faith has reason to question the other party's intent to perform, the questioning party may demand that the other party give written assurance of their intent to perform. In the event that a demand is made and no assurance is given within five (5) days, the demanding party may treat this failure as an anticipatory repudiation of the contract. 5 22.0 MULTIPLE COUNTERPARTS This agreement may be executed in multiple counterparts, any one of which shall be considered an original of this instrument, all of which, when taken together shall constitute one and the same instrument. 23.0 NOTICES For the purposes of this Agreement, notices to the City shall be to: City Manager City of Round Rock 221 East Main Street Round Rock, Texas 78664 -5299 With a copy to: Stephan L. Sheets, City Attorney City of Round Rock 309 East Main Street Round Rock, Texas 78664 Notice to Vendor shall be to: Municipal Pipe And Fabricating Co. 3503 Chapman Lane Austin, Texas 78744 Notices will be effective upon delivery at the above addresses until the parties notify each other, in writing, of a change in address. 6 IN WI day of CITY OF ROUND ROCK By: CHARLES CULPEP R, Mayor City of Round Rock Attest: By S WHEREOF the parties to these presents have executed this Agreement on the / `7 — 19 1 In Al it A AA4 J fJ LAND, City Secretary C� y of Round Rock 7 MUNICIPAL PIPE AND FABRICATION CO. By: Name: R ey ChErnwF Title: _ /Er Attest: By: Nam Title: ITEM CLASS & REM DESCRIPTION QTY UNIT MAKE/MODEL UNIT PRICE EXTENSION BUSINESS ENTITY TYPE CorpOhs 7146/7 THIS IS A MULTIPLE YEAR CONTRACT TO PROVIDE THE 6 6 6 6 FOLLOWING METER BOXES IN ACCORDANCE WITH SPECIFICATION NO. 43-99 -001, DATED NOVEMBER 1998 ATTACHED (6 PAGES). 1 SIZE A METER BOXES 240 AFW3.6)Z SO.77 12,18y , $o 2 SIZE METER BOXES 672 DFW38 /.Z 62.37 '0,99/2 3 SIZE C METER BOXES 10 DFW /t 109.0. 1,091.2o 4 SIZE D METER BOXES 10 bFIV6SZV 13 0. 1S 1, 301, SO THE QUANTITIES SHOWN ARE ESTIMATES FOR A TWELVE MONTH PERIOD ONLY. NO GUARANTEE OF ANY MINIMUM OR MAXIMUM PURCHASE IS MADE OR IMPLIED. THE CITY WILL ONLY ORDER THE AMOUNT NEEDED TO SATISFY OPERATING REQUIREMENTS. THE VENDOR SHALL MAKE DELIVERY TO THE SPECIFIED F.O.B. POINT WITHIN 7. CALENDAR DAYS AFTER RECEIPT OF ORDER. SEE 1.6 ON BACK FOR INSTRUCTIONS: TAX ID NO.: - f. 732%Y -1 LEGAL BUSINESS ME: Mfut /Ci:pa1 Pipe 4 / CO- ADDRESS: j M01L /.QnP- ADDRESS: A 'n P =1 7899Y CONTACT: �4oyer C h espu.i TELEPHONE NO.: j-800-93y -173 y BUSINESS ENTITY TYPE CorpOhs 7146/7 BIDS ARE DUE TO THE PURCHASING OFFICE AT THE ABPVE ADDRESS BEFORE BID OPENING TIME, INVOICE TO: City of Round Rock Finance Deparbnent 221 East Main Street Round Rock, Texas 78664-5299 BID F.O.B. DESTINATION UNLESS OTHERWISE SPECIFIED BELOW DESTINATION: City of Round Rock Water Line Maintenance Attn: Trey Ttppte 910 Luther Peterson Place Round Rock. TX 78664 � 15 _ CK PURCHASING pray OF i10U ;. r ...- C r�10 PURCHASING DICE 22N E Main Street RoundRtgick s 78884.8299 FACIMILE RESPONSES SHALL NOT BE ACCEPIE0 SNOW BO OPEN= DATE& SEI NUYBER IN LOWER FT HAND CORNER °FUMED SO ENVELOPE a mow FtElliwa ADDRESS OFD k SIDDIN. (INFORMATION: RID Nt1MBLR 4399.0001 OPENING DATE: _ 12122/98 01200 P.M. BID LOCATION: 221 E. Main Street, 1st Floor Council Chambers, Round Rods, 1X78664 RETURN SIGNED ORIGINAL AND ONE COPY OF BID jg9(IPR SMALL SIGN BFI OW Failure to sign bid will disqualify bid Au ho SIgnature /r'axr C.4erncd- PnM Name Bidder agrees to comply with all conditions set forth below and on the reverse side of this IFB. PAQE 1 OF 1 Date; 124-98 12 -18 - 98 Date DELIVERY IN :Z DAYS By the signature hereon affixed, the bidder hereby certifies that neither the bidder nor the entity represented by the bidder, or anyone acting for such entity has vlolated the antitrust laws of this State, codified in Section 15.01 et seq., Texas Business and Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly, the bid made to any competitor or any other person engaged in such line of business.' Items Below Apply To And Become A Part Of Terms And Conditions Of Bld Any Exceptions Thereto Must Be In Writing 1. &DD1NG REQUIREMENTS: 1.1 Bidding requires pricing per unit shown and extensions. If trade discount Is shown on bid, lt should be deducted and net line extensions shown. Bidder guaran. tees product offered will meet or exceed specifications identified in this IFB. 1.2 Wicks should be submitted on this form. Each bid shall be placed in a separate envelope completely and properly Identified. See Instructions on reverse side. Bids must be In the office of the City Purchasing Agent before the hour and date specified on the reverse side of this IFB. 1.3 Late lids properly identified will be returned to bidder unopened. Late bids will not be considered. 1.4 Quote F.O.B. destination. 11 otherwise, show exact coat 10 clelhrer. Bid unit price on quantity and unit of measure specified, extend and show total. In case of errors In extension, unit prices shag govern. Bids subject to unlimited price increase will not be considered. 1.5 Bid prices shall be firm for acceptance 30 days from bid opening data. "Discount from till" bids are not aocepebe unless requested. Cash dtacdunt all not be considered in determining the low bid. Ad cash discounts offered will be taken it eared. 1. 6 Bids shall give Tax Identi/kation Number, full name and address of bidder. Failure to sign bid will disqualify bid. Person signing bid shall show title and auuorhy to bind signatories firm in a contract. Firm name should appear on each page in the Mock provided in the upper right toner. Business Emily shad be one (I) of the following: Individual, Partnership, Sole Proprietorship, Estate/Trust, Corporation, Governmental, Non'proIl ail others shad be specified. INDMDUAL• List name and number as shown on Social Security Card. SOLE PROPRIETORSHIP: List legal name fotkmred by fecal business name and Social Security Number. ALL OTHERS: List legal name of entity and Tax Identification Number (11N). 1.7 - Bid cannot be altered or amended after opening time. Any Alterations made before opening time shad be Initialed by bidder or an au0mfaed agent. No bid can be withdrawn after opening time without approval of the City based on a written acceptable reason. 1.8 The City is exempt from Slate Sales Tax and Federal Excise Tax Do not Include tax in bid. 1.9 The City reserves the fight to accept or reject all or any part of bid, waive minor technicalities and award the bid to boat serve the interests of the City, Split awards may be made at the sole discretion of the City. 1.10 Cons/slant and continued be bids Could cause rejection of bids by the City and/or Mesdgalton for anhuusc violations. 1.11 Telephone bids and facskntis bids are not acceptable in response to the invitation for Bids. 1.12 CAUTION: Bid invitation allows solecism time for recant ol the preferred mad response. The City shad not be riopnns16M for bids received late. degfile, incomplete, or ndlalwtae eonrsepomive. 2. SPECIFICATION: 2.1 Any catalog, brand name or manufacturer's reference used in Invitation for Bids is deeeriptve only (not restrotive). and a used to indicate type end quality desired. Bids on brands of like nature and quality will be murdered unless advertised under the provision of Section 252.022 of the Texas Loral Government Code. If other than brand(s) specified is offered, illustrations and Complete descriptions of product offered are requested to be made a pen of the bid. N bidder takes no exceptions to specifications or reference data in his bid. bidder will be required to furnish brand names, numbers, etc, as specified In the IFB. 22 All hems bid shall be new, in first class condition, including containers suitable for shipment and storage. unless otherw Indicated N IFB. Verbal agreements to the contrary will not be recognized. 23 Samples, when requested. must be fumehed free of expense to the City. If not destroyed In examination, they will be relumed to the bidder, on request, at bidders expense. Each example should be marked with bidder's name and address, City bid number and code. Do not enclose in or attach to bid. 2.4 The City will not be bound by any oral statement or representation contrary to the written specifications of this IFB. 2.5 Manufacturer's standard warranty shall apply unless otherwise stated In the IFB. 3. TIE BIDS: In case of 111 bids, the award will be made In accordance with Section 271.901 of the Terms Local Government Code. 4. DELIVERY: 4.1 Bid should show number of days required to pace material in City's designated location under normal conditions. Feriae to state delivery lime obligated bidder to complete delivery in fourteen (14) calendar days. Unrealistically shod or long delivery promises may cause led to be disregarded. Consistent failure to most defrvery promises without valid reason may cause removal from bid Iii. (See 42 following.) 4.2 If delay is foreseen, contractor shall give written notice to the City. The City has the right to extend delivery date it reasons appear valid. Contractor must keep the City advised at all times of status of order. Default in promised delivery (nit out acceptable reasons) or 'aura to meet specifications. authorizes the City to purchase supplies elsewhere and Charge full increase, it any, in cost and handling to defaulting Contractor. 4.3 No substitutions or cancellations permitted without written approval nl the City. 4.4 Delivery shall be made during normal working hours only, unless prior approval for late delivery has been obtained from the City, unless otherwise specified in the IFB. 5. INSPECTION AND TESTS: All goods will be subject to inspection and test by the City to the extent practicable at all times and places. Authorized City personnel shall have access to any supplier's pace of business for the purpose of inspecting merchandise. Tests may be performed on samples submitted with the bid or on samples taken from regular shipments. If the products lasted fail to meet or exceed all conditions and requirements of the epecificatens. t cram of the Semple wed and the cost of the testing shall be bome by the supplier. Goads which have been delivered and rejected in whole or in pert may. at the City's option, be returned to the Vendor or held for dlsposdlon at Vendor's oak and expense. Latent defects may result in revocation d acceptance. 6. AWARD OF CONTRACT: A response to an IFS is an offer to contract with Liss City baud 070n the terms, conditiors, and specifications contained in 01e IFB. Bids do not become contracs unless and until they are accepted by the City through its designates and a purchase order Is issued. The contract shall be governed, construed. and interpreted under the Charter of the City and the laws of State of Texas. AD contracts are subject to the approval of the City Council. 7. PAYMENT: Vendor shall submit three (3) copies of an invoice showing the purchase order number on all copies. e. PATENTS AND COPYRIGHTS: The contractor agrees to protect the City from claims Involving Infringements of patents or copyrights. 9. VENDOR ASSIGNMENTS: Vendor hereby assigns to purchaser any and all claims for overcharges associated with this contract which arise under the antitrust laws of the State of Texas Tx. Bus. and Comm. Code Mn. Sec. 15.01, e1 seq. (1967). 1 0. BIDDER AFFIRMATION: Signing this ad wharfs/se statement is a material breach of contract and shad void the submitted bid or any resulting contacts, and the bidder shall be removed from all bid lists. By signature hereon affixed, the bidder hereby certifies that 10.1 The bidder has not given, offered to give, nor intends to give any time hereafter any economic opportunity, hmrre employment, gift. loan. gratuity. special discount. trip, favor, or service to a public servant in connection with the submitted bid. 10.2 The bidder is not currently delinquent in the payment of any debt owed the City. 10.3 Neither the bidder nor the firm, corporation, partnership, or any entity represented by the bidder, or anyone acting for such firm, corporation, or entity has vicated the antitrust laws or MIS State codified in Section 15.01 0i. seq., Texas Business and Commercial Code. or the Federal Antitrust Laws. tar communicated directly or indirectly the bid made to any competitor, or any other person engaged in such line o1 business. 10.4 The bidder has not received compensation for participation in the preparation of the specification for this IFB. 11. NOTE TO BIDDERS: Any terms and conditions attached to bid will not be considered unless the bidder specifically references them on the front of this bid font. WARNING: Such lens and conditions may result in disqualification of the bid (e.g., bids with the Taws of a state other then Texas, requirements for prepayment. limitations on remedies. eta). The City of Round Rock can only accept bids which contain all the tonne and conditions of Is formal IFB; in particular, all bidders affirmations and certifications mum be included. Submission of bids an forms other than City bid form may result in degueldication of your bid. 12. INQUIRIES: Inquiries pertaining to ON invitations mum give bid number, codes, and opening date. CITY OF ROUND ROCK DOUBLE WALL METER BOXES PART I GENERAL CLAUSES AND CONDITIONS SPECIFICATION NO. 43 -99 -0001 DATED: November 1998 1. The equipment furnished under this specification shall be the latest improved model in current production, as offered to commercial trade, and shall be of quality workmanship and material. The bidder represents that all equipment offered under this specification shall be new. USED, SHOPWORN, DEMONSTRATOR, PROTOTYPE, OR DISCONTINUED MODELS ARE NOT ACCEPTABLE. 2. Bidder should submit with the bid, the latest printed literature and detailed specification on equipment the bidder proposes to furnish. This literature is for informational purposes only. 3. All parts not specifically mentioned which are necessary for the unit shall be complete and ready for operation or which are normally furnished as standard equipment shall be furnished by the vendor. All parts shall conform in strength, quality and workmanship to the accepted standards of the industry. 4. The unit provided shall meet or exceed all federal and state of Texas safety, health, lighting and noise regulations and standards in effect and applicable to equipment famished at the time of manufacture. 5. The City of Round Rock is committed to procuring quality goods and equipment. We encourage manufacturers to adopt the International Organization for Standardization (ISO) 9001 -9003 standards, technically equivalent to the American National Standards Institute /American Society for Quality Control (ANSI/ASQC Q91 -93 1987), and obtain certification. Adopting and implementing these standards is considered beneficial to the manufacturer, the City, and the environment. It is the City's position that the total quality management concepts contained within these standards can result in reduced production costs, higher quality products, and more efficient use of energy and natural resources. Manufacturers should note that future revisions to this specification may require ISO certification. PART II SPECIFICATIONS 1. SCOPE: This specification describes double wall meter boxes in four sizes to be used by water line maintenance. Meter boxes shall be compatible with meters as shown in drawings A and B attached. Unit(s) furnished to these specifications shall meet or exceed all requirements herein. 2. INTENT: It is the intent of the City of Round Rock (City) to establish a multiple year contract with a responsible bidder to supply double wall meter boxes as specified. The initial contract shall be for three years with two consecutive twelve -month extension periods, as mutually agreed upon. Order quantities on the Invitation For Bid (IFB) are estimates and the City reserves the right to order more or less than quantities indicated. 3. APPROVED PRODUCTS LIST: The meter boxes listed have been pre- approved for compatibility and durability. Bidders wishing to bid makes and models of meter boxes not listed shall call City Representative, Trey Tippie at (512) 218 -5570 to arrange for evaluation. Evaluations will take approximately seven working days. Please submit meter boxes for evaluation before or within ten days after the bid opening date. Any meter boxes received after the ten days will not be considered for award. Page 1 of 4 PROPERTIES ASTM TEST METHOD MENI MIUM TEST VALUE Tensile strength @ Yield D638 2300 psi Ultimate Elongation ( %) D638 765 Density D1505 0.932 Flexural Modulus D790 73,000 psi Deflection Temperature D648 88c @ 66 psi Melt Index (dg/min.) D1238 Cond. E 5.0 UV Stabilizer Yes EXAMPLES: Size A Meter Box Size B Meter Box Model No. DFW 3612 Model No. DFW 3812 Size C Meter Box Size D Meter Box Model No. DFW 6512 Model No. DFW 6524 NOTICE TO BIDDER: Bidders are cautioned to read the specifications carefully, as there may be special requirements not commonly offered by the equipment manufacturer. Any unit delivered to the FOB point, which does not meet this specification in every aspect, will not be accepted. 4. FUNCTIONAL REQUIREMENTS: The meter box(es) shall: 4.1. Be equipped with an all purpose flange around the top perimeter to allow the box to be installed in concrete, asphalt or other permanent material. 4.2. Have a crush resistant ribbing along the outside of the box and an earth retaining ring to help prevent sinking or floating when installed in native soil. 4.3. Be engineered to withstand constricting ground pressures and withstand 5,000 pounds vertical crush load. 4.4. Be lightweight to enable one person to quickly and efficiently install the boxes. 5. DIMENSIONS: The meter box(es) shall be rectangular in shape with the following dimensions: NOTE: The size of meter box will be identified on the Invitation For Bid (1FB). SIZE A — Meter Box 20 -1/4" top length 0/D 15 -1/4 top width O/D 15 -3/8" top length opening 10 -1/4 " top width opening 12" depth SIZE C — Meter Box 35" top length O/D 22 -1/2" top width 0/0 27 -1/2" top length opening 16 -1/2" top width opening 12" depth SIZE B —Meter Box 23" top length O/D 22 -1/2 top width O/D 16 -1/2" top length opening 15 -1/2" top width opening 12" depth SIZE D — Meter Box 35" top length O/D 22 -1/2" top width O/D 27 -1/2" top length opening 16 -1/2" top width opening 24" depth SPECIFICATION NO. 43 -99 -0001 DATED: November 1998 6. PROPERTIES: The unit shall be molded out of modified polyethylene material with the following ASTM specifications: 7. COVER: Unless otherwise specified on the IFB, all units delivered shall be equipped with a steel reader cover for remote reading and bolt down lock. Page 2 of 4 8.. MANUALS: One set of manuals and documentation shall be supplied with each; u purchased and shall provide complete and comprehensive information on all equipment, equipment Components and accessories, as supplied to comply with this specification. 9. WARRANTY: The unit shall be warranted against defects in material and workmanship for a period of not less than 12 months beginning with the date of acceptance. If the manufacturer's standard warranty exceeds 12 months, then the manufacturer's standard warranty shall be in effect. The successful bidder shall furnish a copy of the manufacturer's warranty at time of delivery. PART III CONTRACT TERMS AND CONDITIONS SPECLFT'CATION NO. 43-99 -0001 DATUM November 1998 CONTRACT: The contract resulting from this bid shall contain, but not be limited to the following term and conditions: 1.1. The initial contract term shall be for three years with the option thereafter to extend the contract two consecutive twelve -month periods as mutually agreed upon by the Vendor and the City. 2. ORDER QUANTITY: The quantities shown on the IFB are estimates only. No guarantee of any minimum or maximum purchase is made or implied. The City will only order the amount needed to satisfy operating requirements, which may be more or less than indicated. 3. PRICE ADJUSTMENT: The City will permit `Stmt price" adjustments upward, only as a result of a cost increase in manufacturing. Any price increase shall be requested by the vendor in writing and accompanied with the appropriate documentation to justify the increase. The aggregate unit price increase shall be limited to five percent for the initial contract period or extensions. The vendor may offer price decreases in excess of the allowable percentage change. 4. EXTENSIONS: Contract extension(s) shall be for the original unit price, terms and conditions plus any approved changes. All extensions are contingent upon available funding and Council approval. 5. CANCELLATION: This contract is subject to cancellation, without penalty, if funds are not appropriated by the City Council or at any time the City deems the vendor to be non - compliant with contractual obligations. 6. CONTRACT ADMINISTRATOR: The vendor shall contact the City representative listed below with issues concerning ordering, delivery, and payment: Trey Tippie with the City's Waterline Maintenance at (512) 218 -5570 PART N DELIVERY, ACCEPTANCE AND PAYMENT 1. DELIVERY: The vendor agrees not to ship any materials until instructed to by the City. Delivery will be requested verbally or in writing and with the issuance of a purchase order. Page 3 of 4 SPECIFICATION NO. 43 -99 -0001 DATED: November 1998 2. ACCEPTANCE: Acceptance inspection and performance testing will not take more than ten (10) working days, weather pemritting. The vendor will be notified within this time frame if any unit delivered is not in full compliance with the specifications. If any units are canceled for non - acceptance, the needed equipment may be purchased elsewhere and the vendor may be charged full increase, if any, in cost and handling. 3. PAYMENT: Payment will be made within thirty (30) days after the acceptance inspection has been completed and the City determines that the equipment delivered meets specifications or within thirty (30) days of a properly completed invoice for the unit is received, whichever is later. Page 4 of 4 , METER SIZE 5/8" 3/4" LENGTH 73/4" 9" t SERVICE R BE COPPER TUBE SIZE. BE 150 941 ANNEALED SEAMLESS TYPE k' COP _ TUBING OR 200 pH BLACK COLORED POLYETHYLENE NN A GNENSION RA110 OF 2 (ORO). 21 VOCE SIYDDLES SHALL BE WRAPPED COMPLETELY WITH rd. POLYET15LE1E FILM. 3, TOP OF BOXES SHALL BE 1' ABOVE FINISHED GRADE 4. BRAN OONNBGIIGM II5113 BOTH MOLE METER STOPS MUST BE TO FIRST NETER INSTALLATION EVEN THOUGH MAY NOT BE READY FOR SERVICE. PIPBRG AH0 TUBING S AU. BE INSTALLED M ACCORDANCE WITH SECTION 510.3 OF THE STANDMO SPECIFICATIONS. SPECIAL ATTENTION LS CALLED TO ^prg atom ENVELOPE' MD 'BACKFILLING', SECTIONS 510.3 (14) AML G:3 (25)i RESPECTIVELY. IAMB= TO BE MODEL- DEW-3812 BY DFW ROTEC, INC. OR APPROVED EQUAL PROWDE BUCK- PAINTED META. UD WITH NETER READER- AXIS OF METER` ASSEMBLY (METER STOP, METER, PIPING MD OWNERS CUTOFF) SHAW. 9E IC BELOW TOP OF BOX. BR METER 805 TO ACCOMODATE PIPING INTO MD OUT OF BOX SHALL NOT BE MODIFIED. 1 A. - SERVICE CLAMP REQUIRED, B. 1 1/2 CORPORATION STOP -- SERVICE PIPE OUTLET. C. 1 I/2' SERVICE PIPE. D. 1 I/2' x 1' BRASS REDUCER E. BRANCH CONNECTION: 1' SERVICE PIPE INLET AND 2 -3/4' MALE I.P.T. OUTLETS 7 l/2' 0.0. F. 3 4' ANGLE METER NG NUT STOP: O UTLET. FEMALE I.P.T. INLET AND S COUPLI 0. PLASTIC RECTANOULM METER BOX (SEE NOTE e). H. PIPE CASING WHERE APPUCABIE (SEE SEPARATE DETAIL). NOTE: 1 THRU L TO BE INSTALLED UNDER SEPARATE BUILDING PERMIT I. WATER NETER. J. WATER NETER COUPLING: 3/4' x 8 1/2' 641.E I.P.T. X SWIVEL COUPUNO NUT, K. 3 OR 1' BRONZE GATE VALVE: NON- RISING STEM. FEMALE I..T. PROPERTY OWNERS CUT -OFF OUTSIDE NETER 80X IN SEPARATE VALVE CAN WITH UD AS PER CITY STANDARDS). L. 3/4' OR 1' PIPE MEETING CITY OF ROUND ROCK PLUMBING CODE REQUIREMENTS. Gait! of +Rouxth Rork Scale: N.T.S. Approved Specification No. 43 -99 -0001 Attachment A MATERIAL LIST STANDARD INSTALLATION DETAIL FOR TWO 5/8" OR 3/4" METERS Drawn by: BO /JRS DETAIL N0. METER SIZE LENGTH 5/8- ' 7 3/4" 3/4" 9" 1" 11" Specification No. 43 -99 -0001 Attachment B NOTE: 1. SERVICE PIPE SHALL BE CAPPER TUBE SIZE IT MAY BE 150 oN ANNEXED SEAMLESS TYPE 'K' COPPER TUBING OR 200 pot COLORED POLYETHYLENE 345,040 A DIMENSION RA110 OF • (DRY) 2. SERVICE CE SADDLES S SLL BE WRAPPED COMPLETELY WITH 8 ,TAI. POLYfllMENE 3. TOP OF - BOXE4 19W1. BE 1' ABOVE FINISHED GRADE 4. PIPING AND TUBING SHALL BE INSTALLED IN ACCORDANCE WITH SEC50N 610.3 TO "PIPE MOOING OF 111E ENVELOPE' RIO D 'BACKFILLNG', SPECIFICATIONS. ECTIONS 510.3 ATTENTION 1 AND 510-3 (25), RESPECTIVELY. 3. METER BOX TO BE MODEL ORV -6512 BY OFW RCTEC, INC. OR APPROVED EQUAL. PROVIDE BLACK — PANTED MTH. UD WITH MEIMt READER. anus L 96 11 F METER BE BLP (METER BOX. STOP, METER. PIPING ANanus CUTOFF) 7. SLIMS PROVIDED IN METER BOX TO ACCOMODATE PIPING INTO AND OUT OF BOX SHALT. NOT BE MODIFIED. 1 MATERIAL LIST A. - SERVICE CIMIP REQUIRED. B. 1' CORPORATION STOP -- SERVICE PIPE CURET. C. 1' SERVICE PIPE. D. 910LE METER STOP: SERVICE PIPE INLET X SWIVEL COUPLING NUT OUTLET: — FOR 5(B' AND 3/4' METERS: 1' A 3/4' — FOR 1 METERS: 1' A 1' E PL5110 RECTANGULAR METER BOX (SEE NOTE 5). F. PIPE CASING WHERE APPUCM3LE (SEE SEPARATE DETAIL). NOTE 0 THRU J TO BE INSTALLED UNDER SEPARATE BUILDING PERMIT. 0. WATER METER. H. WATER METER COUPLING; MALE I.P.T. X SWIVEL COUPLING NUT: — FOR 5(8• AND 3/4' METERS: 3/4' x 8 1/2' LONG. — FOR 1 METERS: 1'. " 8 1 /2• LONG. I. BRONZE GATE VALVE NON — RISING STEAL we OR 1 FEMALE IP.T. ((PROPERLY OWNERS CUT—OFT 001310E MEIER BOX IN SEPARATE VALVE CAN WITH UD AS PER CRY STANDARDS). J. 3/4' OR 1' PIPE MEETING COY OF ROUND ROCK PLUMBNG CODE REQUIREMENTS. Vij of Rounti Rork Scale: N.T.S. 1 APProM.a "• STANDARD INSTALLATION DETAIL FOR ONE 5/8 ", 3/4" OR 1" METER Drawn by: 80 /JRS DETAIL NO. RESOLUTION NO. R- 99- O1- 14 -14A2 WHEREAS, the City of Round Rock has duly advertised for bids for the purchase meter boxes, and WHEREAS, Municipal Pipe and Fabricating Co. has submitted the lowest and best bid, and WHEREAS, the City Council wishes to accept the bid of Municipal Pipe and Fabricating Co., Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the Mayor is hereby authorized and directed to execute on behalf of the City, subject to the City Manager's and City Attorney's approval of the final language and terms, a contract with Municipal Pipe and Fabricating Co., for meter boxes, a copy of said contract being attached hereto and incorporated herein for all purposes. The City Council hereby finds and declares that written noti.e of the date, hour, place and subject of the meeting at which this Resolution was adopted was posted and that such meeting was open to the public as required by law at all times during which this Resolution and the subject matter hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended, and the Act. EST: RESOLVED this 14th day of Jan K \ WPDOCS \RESOLDTI \R90114A2.WPD /ecg LAND, City Secretary 99 CHARLES CULPPPP R, Mayor City of Round Rock, Texas BID TAB BID NUMBER: 43 -99 -0001 BID OPENING: 12/22/98 2:pm MULTI -YEAR CONTRACT METERS VENDOR MUNICIPAL PIPE TOTAL: $56,490.14 VENDOR HUGES SUPPLY TOTAL.: $56,779.88 VENDOR US FILTER TOTAL: $58,610.72 VENDOR ACT PIPE TOTAL: $65,013.40 Bid item(s) QTY Unit $ Extended Unit $ Extended Unit $ Extended Unit $ Extended Meter box -Size A 240 $50.77 $12,184.80 $51.29 $12,309.60 $52.68 $12,643.20 $57.40 $13,776.00 Meter Box - Size B 672 $62.37 $41,912.64 $62.59 $42,060.48 $64.71 $43,485.12 $72.20 $48,518.40 Meter Box - Size C 10 $109.12 $1,091.20 $109.99 $1,099.90 $113.21 $1,132.10 $123.00 $1,230.00 Meter Box - Size D 10 $130.15 $1,301.50 $130.99 $1,309.90 $135.03 $1,350.30 $148.90 $1,489.00 DATE: January 7, 1999 SUBJECT: City Council Meeting — January 14, 1999 ITEM: 14.A.2. Consider a resolution authorizing the Mayor to execute a contract with Municipal Pipe and Fabricating Co. for the purchase of meter boxes. Staff Resource Person: Jim Nuse, Public Works Director.