7195 Large Diameter Water Pipe Technical SpecificationsDocument No. BDPS-FRM-118
Revision: 1 - Effective Date: 03/25/2010
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RFP 7195 Large Diameter Water Pipes, Accessories
& Emergency Repair Services
Technical Specifications
PURPOSE: The purpose of this solicitation is to establish a three (3) year with two (2) one-year renewal options
master agreement to purchase Large Diameter Concrete Water Pipes, Accessories and Emergency Service
Repair contract for the City of Denton.
METHOD OF AWARD: This proposal will be a best value award to Vendor(s) which can meet the required
qualification and demonstrate compliance with the specifications. The City of Denton (City) reserves the right to
award that which is most advantageous to the City of Denton. The City's intends to award percentages
(markup/discounts (+/-)) to the most advantageous percentage per deepest discount or markup when calculating
the net cost from sample pricing, however, the award will exceed the estimated expenditure. Some groups in
this solicitation requires unit pricing in conjunction with markup/discount lines, the City will calculate both the unit
pricing and markup/discount total to determine the lowest price for the respective groups. A request for proposal
does not commit the City of Denton to award any contract, and the City of Denton reserves the right to reject any
and all proposals or waive irregularities.
The unit proposal price shall remain firm for the term of the contract from the date of award by council for all
proposal items. The unit price listed shall be for full compensation for all labor and equipment, and any incidental
work.
PRICE LIST: Upon award of the proposal, the awarded vendor shall provide the City of Denton with the most
current manufacturer’s catalog or price list(s), by CD, e-mail, internet, or FTP (File Transfer Protocol), at no cost
to the City of Denton. Paper catalogs or Paper Price list will not be considered meeting the specifications. Please
note: other methods of verification will be considered on a case by case basis. The City must have a tangible
way of verify pricing, for each delivery order as part of our auditing process. The awarded vendor must provide
the pricing media for citywide usage; the information on the pricing media shall contain stock number, colors,
sizes, prices and all other pertinent information to that purchase order. The awarded vendor is required to submit
any revised list as soon as they obtain it; price changes will begin on the date the City of Denton receives revised
price list. The City of Denton will not reprocess invoices that have been paid per old price lists due to the bidder’s
failure to submit current price lists.
QUALIFICATION OF BIDDERS: If requested, proposer(s) must provide references of at least twenty-four
months in the specified line of business. For Services: The successful proposer(s) shall be established in the
production, repairs and installation of large diameter water main emergency repair and tapping services for two
(2) years or more. The successful proposer(s) must also possess the capability to provide the products and
service necessary through the duration of the agreement.
COMMUNICATION: In order to provide the customer service required for this proposal, proposers must respond
quickly and clearly, this is essential for the City. Vendors must answer written correspondence from the City
within three (3) working days; a company employee (not an answering service or answering machine) answer
the phone during normal business hours, or provide either a cell phone number. Phone messages must be
returned within two (2) hours upon receipt of call. The awarded vendor shall be responsible for all direct
Document No. BDPS-FRM-118
Revision: 1 - Effective Date: 03/25/2010
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correspondence with the Owner and shall not delegate communication responsibilities to anyone including sub-
contractor, consultant, or manufacturer if applicable.
EXPLANATIONS OR CLARIFICATIONS: Requests for explanations or clarifications may be emailed to the
assigned buyer within the Purchasing division. The email must clearly identify the solicitation number. Any
material information given to one proposer concerning a solicitation will be furnished by an addendum to all
proposers who have been issued a solicitation. It is the vendor’s responsibility to view/check the City’s
Procurement web-site/Ion Wave to ensure the vendor obtains the latest information related to this RFP. The
provisions for this proposal are intended to ensure a fair and equitable review process so that there is no actual
or potential situation where one proposer secures or attempts to secure an unfair advantage over another
proposer or creates a situation where there is an appearance of impropriety in contacts between the proposer,
its agent, contractor, or consultant and City officials.
ESTIMATED QUANTITIES: The City of Denton has listed estimated expenditures/quantities for Large Diameter
Concrete Water Pipes, Accessories and Emergency Repairs Services for five years. The actual estimated
expenditures/quantities may to be more or less than the stated amount during the term of the contract, depending
on anticipated needs. The City of Denton will not be responsible for any anticipated profits or losses, by any
proposer, based on the estimate. User department will place their orders on an as needed basis. Some months
may have several of orders and some months may have none. Payment to the successful proposer will be based
on actual service and products supplied.
PRICE PROTECTION: All proposers shall agree to hold prices quoted for the term of the contract.
INVOICE REQUIREMENTS: In order to be in compliance with these specifications, awarded vendor must have
received a hard copy of a City of Denton delivery order prior to the delivery or servicing of any pipe unless stated
otherwise by the City’s department authorized personnel. The delivery order must reflect the price(s) on the
vendor’s pricing sheet. The City of Denton is not liable for any service render in which a Delivery Order was not
obtained first.
Invoices submitted for payment must have the following information:
• Vendor’s name and company address
• Name and address of the department requesting the service
• The location where the service was rendered
• Date of delivery
• Delivery order number that authorized the service and or products
• Unit cost and extended cost of each serviced item and or product
• Total cost of the order
All original invoices are to be sent to:
The City of Denton intends to issue a work order or orders to the Contractor for services on an as-needed basis,
although nothing in this document or elsewhere in the contract documents shall be construed as obligating the
City of Denton to do so.
PROPOSAL GUIDELINES:
• The proposal signature page shall be the first page of the proposer’s submission; the pricing sheet
shall immediately precede the proposal signature page.
• After purchase the awarded contractor must make available to the City any product or service
enhancements, terms, conditions, or circumstances that benefit the City, including reduction in costs that
are made generally available without charge to the awarded proposers other customers.
Document No. BDPS-FRM-118
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DELIVERY REQUIREMENTS: Orders for service shall be completed within fourteen (30) business days after
the work order has been received or as specified in the work order. Orders for products must be deliver within
five (30) business days after receipt of order. If the contractor is unable meet this time frame, the contractor shall
notify the Contract Manager in writing or e-mail of any job that could not be completed within twenty-four (24)
hours of the scheduled completion or delivery date. The notice must state the extenuating circumstances, the
reason job and or product will or was not completed and or delivered on time. Pricing quoted in the pricing sheet
must include any delivery, shipping or freight charges of materials (All quotations must be F.O.B City of Denton,
and included in unit cost.); the City of Denton will not pay shipping, delivery or freight charges unless it’s an
emergency. In an Emergency, the City of Denton may need to expedited service orders within twenty-four (24)
hours of notification. For emergencies the awarded vendor must supply estimated freight charges to the City of
Denton prior to shipping the order. Verbal orders will require acknowledgment within twenty-four (24) hours.
The city of Denton will provide off-loading of materials. Materials must be placed as close as possible to specified
site, unless otherwise noted. Deliveries will be required at various locations throughout the City. Frequency of
deliveries varies with the seasons. The successful bidder shall coordinate deliveries to ensure a constant supply
of product.
INSURANCE: For the duration of the contract, successful proposer(s) will provide a certificate of insurance
evidencing proof of General Liability, Automobile Liability, Professional Liability and Workers’
Compensation/Employers Liability insurance coverage. The City of Denton will be provided a Waiver of
Subrogation waiving Rights of Recovery against the City on the Workers’ Compensation policy. The City will be
shown as the certificate holder.
SAMPLE CONTRACT: The successful proposer(s) shall be required to execute the Form Contract in
substantially the form as included in these proposal documents (document “Sample Contract pdf”). The Form
may be tailored by the City Attorney’s Office to meet the peculiar requirements of this procurement. All proposers
are expected to calculate and submit their proposal based on the requirements contained in the Form Contract
attached as well as this Specification. Proposers should review the form contract carefully and seek private legal
advice if there are questions about the legal effect of any of the provisions. No exceptions or modifications to, or
substitutions for, this Form Contract shall be accepted or permitted; any attempt to except to, modify, or substitute
for the Form of Contract as contained herein may render the proposal non-responsive.
ADDITIONAL CONTRACT RULES: The contractor shall perform his obligations as set forth in the specifications
and the contract in a professional manner. In the event the contractor does not perform his obligations to the
satisfaction of the City of Denton or does not perform the duties as set forth in the specifications, the City of
Denton shall give the contractor a written ten (10) day notice of deficiencies by certified mail. Upon receipt of the
notice, the contractor shall have ten (10) days to correct all the deficiencies, or the contract will be canceled
effective ten (10) days from the receipt of the notice. The notice or communication given under this paragraph
shall be in writing and be given by certified mail; same shall be deemed to have been given and received when
a certified letter containing such notice, properly addressed, with postage prepaid, is deposited in the United
States Mail, it shall be deemed to have been given when delivered to and received by the party to whom it is
addressed.
In the event that the contractor does not or cannot rectify all problems after the ten (10) day period, the contract
shall be subject to termination, and the City of Denton shall have no further obligations to the contractor.
GENERAL PRODUCT & SERVICE REQUIREMENTS
QUALITY ASSURANCE:
▪ The successful proposer(s) is responsible for insuring all shipments of material received from
manufacturers or suppliers are constructed with the proper materials to the required manufactured
tolerances. Improper manufacturing, damage occurring during transport and all other transactions
between the Contractor and parts supplier, manufacturer, or another Contractor/Vendor shall be the sole
responsibility of the Contractor.
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▪ The successful proposer(s) shall ensure that the services rendered are performed with adequate quality
control. If any service is determined to be unsatisfactory by the City of Denton, the service is to be
rendered again within thirty (30) working days after the detection by the City of Denton at no additional
cost. Awarded vendor will be held responsible for all work including those of his subcontractor(s).
▪ Application for water main pipes: Concrete shall be made with Portland cement Pursuant to Section
271.907 of the Texas Local Government Code material standard. Portland cement is a composite
material composed of an aggregate bonded together with fluid cement. The specified product shall utilize
Portland cement that is manufactured by means of a dry kiln process. Failure to use Portland cement
manufactured through a dry kiln process as required above shall render the bid non-responsive.
PERMITS & LICENSES: The Contractor shall have all permits and/or license required from the local, state and
federal authorities at the time of award. The Contractor is responsible for and shall include all charges incurred,
whether foreseen or unforeseen, for these permits, licenses and inspections.
MATERIAL / PRODUCT REQUIREMENTS
Reference Standards for Storm Sewer Pipe: Pipe in this specification pertaining to storm sewer is required to
meet the American Society for testing and Material designation C76, Class III, Wall B. Copies of the American
Society for Testing and Material designation C76, Class III, Wall B may be viewed at the City of Denton, Main
Library, 1515 Young Street or purchased from North Texas Council of Governments in Arlington, TX, 817-640-
3300. Unless otherwise stated, the latest editions of the following documents are applicable for this specification:
If there is a conflict between codes then Texas Local Government Code has supremacy.
▪ Group # 1 - AWWA Water Pipe L-301/E-301, CL200-20
▪ Group # 2 - AWWA Water Pipe B-303/C303 Bar Wrapped, CL200-20
▪ Group # 3 - AWWA Water Pipe L-301/E-301 Repair Sections with 24” Outlets
▪ Group # 4 - AWWA Water Pipe L-301/ E-301 - 30” Outlets with Blind Flange, Nuts, Bolts & Gasket
▪ Group # 5 – AWWA C303 & C301 Concrete Water Pipe Fittings
▪ Group # 6 – AWWA C200 Steel Water Pipe & Fittings
▪ Group # 7 - Parts & Labor For Emergency Services Including Welding To Repair Concrete Main Leak
▪ Group # 8 - Parts & Labor For Emergency Services Including Welding To Repair Steel Main Leak
▪ Group # 9 - Tapping & Line Stop Emergency Leak Repair & Service for Concrete Main / Steel pipe
Reference Standards for Water Main Pipe: Pipe in this specification pertaining to water main repair is required
to meet the American Water Works Association C301, pre-stressed concrete cylinder pipe, C303 Concrete Bar-
Wrapped Cylinder Pipe, Steel Water Pipe C200, C207 & C208. A copy of the M9 and M11 manual can be
purchased from American Water Works Association.
SERVICE REQUIRMENTS
• Service contractor must be on site within 24 hours after notice of emergency situation.
▪ Contractors shall be prepared to furnish a list of sub-contractors that may be used.
▪ The Contractor shall furnish trained and competent professionals to perform any services.
▪ The successful contractor shall not sell, sublet, assign or re-assign any portion thereof to any other person
or persons, except upon the written approval by City authorized representative.
▪ The Contractor shall furnish all items, articles, materials, supplies, equipment, and qualified personnel
necessary to perform the contracted services mentioned in these specifications.
▪ The Contractor shall execute all work in strict accordance with all local, state, and national codes,
ordinances and regulations governing the work involved.
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▪ The Contractor shall be held responsible for material and/or property damages while the equipment is in
transport, in storage or being repaired in the Contractor’s shop facilities. All damages caused by misuse,
carelessness, neglect, abuse, unqualified and/or unlicensed personnel, or disappearance (theft) shall be
the responsibility of the Contractor to correct and repair the damage or replace the pump to the
satisfaction of the City.
WARRANTY: All products provided shall be new and warranted to be free from defects in workmanship, design
and materials. Warranty shall be for the manufacturer’s customary warranty period or a period of one (1) year
whichever is greater. The warranty will begin upon the City’s final acceptance of the product, installation, and or
service.
Defective parts shall be replaced with new materials when it has been determined that the failure(s) is product
related. The warranty period will start over upon the City’s final acceptance of the repaired unit. The Contractor
will be responsible for any shipping charges for returns during the warranty period. If it’s determined that a
product must be replaced the product will be returned for full credit, including any shipping charges at no
additional charge to the City.
SERVICE WARRANTY: All services provided under this contract shall be warranted to be free from defects in
workmanship which affects the integrity of each repair. The warranty shall be for the industries customary
warranty period or a period of one (1) year, whichever is greater. If the service and or materials used fails and is
believed to be defective, the City of Denton shall give written notice for additional service and repair. The
Contractor shall make repairs at the Contractors expense in a manner mutually agreed upon by the City and the
Contractor. The warranty will begin upon the City’s acceptance of the service provided.
ENVIROMENTAL: The City of Denton has adopted an Environmental Policy that commits Contractors with the
City to adhere to specific environmental standards.
ERROR AND OMISSION: Proposers are expected to examine all documents that make up the Proposal
Solicitation. Proposers shall promptly notify the City of any omission, ambiguity, inconsistency or error that they
may discover upon examination of the solicitation documents. Proposers must use the complete proposal
solicitation to prepare proposal submittals. The City assumes no responsibility for any errors or
misrepresentations that result from the use of incomplete proposal solicitations. The vendor is required to notify
the City of Denton Purchasing Department of any noted error, omission or ambiguity.
A vendor shall not be allowed to take advantage of any error or omission in these specifications. The vendor is
required to review these specifications carefully and notify the City of Denton Purchasing Department of any
noted error or omission.
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