SWEETWATER AUTHORITY
Sweetwater Authority (Authority) is a publicly owned water agency that provides water service to National City, Bonita and the western and central portions of Chula Vista, California. All provisions of law applicable to public contracts will be made part of the final contract to the same extent as though set forth herein, and will be complied with by the successful bidder.
Sweetwater Authority encourages participation by local, small and/or disadvantaged businesses.
THE DESIRED SERVICE
Sweetwater Authority is soliciting bids to establish a requirement contract for the purchase of water meters. Sweetwater Authority will be accepting quotes for a twelve (12) month contract with four (4) one-year renewal options.
SCOPE OF WORK
Provide all labor, supervision, tools, equipment, materials, and incidentals necessary to provide water meters to be utilized in a potable, cold water application.
Meter Size Capacity, Length and Estimated Quantity - Refer to RFQ S2024-06 for Table and additional information. Visit www.sweetwater.org, Bid Opportunities & Results.
The estimates above are provided for the sole purpose of comparing offers. Quantities listed may be increased or decreased to meet the requirements of the Authority. A minimum quantity is not guaranteed. By responding to this RFQ, respondents agree to furnish quantities above or below the estimates given.
Type
All meters shall be certified for conformance with American National Standards Institute Standard 61 and ANSI. All size meters shall meet the NSF 61 certification. NSF 61 must be stamped on the meter casing. All meters shall meet the following AWWA specifications (with the exception of the brass requirement which shall meet the NSF 61 certification: ANSI/AWWA C700-0 – Cold water Meters – Displacement Type, Bronze Main Case, nutating disc positive displacement type only.
Meter Model
Respondents must specify meter model numbers on each meter size they propose to offer.
Respondents must, if requested, be able to provide samples of the meters, and pick them up once notified by the Authority that the evaluation process is completed. Delivery and pick up must be done at the Respondents own expense.
Marking
The size, model, and direction of flow through the meter shall be marked permanently on the outer case of all meters. All meters shall have manufacturer’s serial number stamped on the meter main case and top of the reading lid.
Bolts
All main bolts are to be of 300 series non-magnetic stainless steel to prevent corrosion.
Strainers
All meters shall have internal strainers, unless used for applications that do not require them.
Registers
The register is to be of straight reading, with a minimum of six-numeral wheel and shall read in cubic feet only. Direct reading register cups to be of corrosion-free material, and be covered by a high strength impact resistant hermetically sealed glass to prevent breakage, fogging, condensation or accumulation of sand/soil. Registers are to be secured to the main case with a plastic tamperproof seal, to allow for in-line service replacement. Register boxes and lids for 1, 1-1/2 and 2-inch meters should be 821 Bronze only. Register boxes and lids for 5/8-inch meters are acceptable in standard 821 Bronze or composition plastic. Please specify material quoted and if available include pricing for both bronze and composition plastic options for 5/8-inch meters.
The Authority performs meter reading by visual means only; therefore, meters with larger, legible numbers that are easier to read from various angles may be given extra consideration. Numeral wheels and background must be of contrasting colors to allow for easy reading; digits that read less than 100 cubic feet must also be of a different color of the wheels that read over 100 cubic feet.
Registers should also have the capability to be retrofitted to be compatible with any AMI or Cellular device/system.
As an option please include pricing for encoder registers on all meters, as the Authority is looking at possibly transitioning to new meter technology in the future.
Meter Bodies:
Meter bodies for 1, 1-1/2 and 2 inches should be 821 Bronze only. 821 Bronze bodies are preferred, but a composition plastic body with bronze or metal thread inserts may be considered for 5/8-inch meters only. Please specify material quoted and if available include pricing for both bronze and composition options for 5/8-inch meters.
Required Service Life
Meters and register units shall have a design service life expectancy of 10 years. Meters that fail to perform to at least AWWA repaired meter accuracy standards due to defective design and/or materials and/or workmanship within this period after installation shall be replaced and all costs paid by the Manufacture or Supplier (contractor) upon demand without cost to the Authority. The contractor shall pay all freight cost, labor, and materials for the return of the defective meters and new replacement meters.
Qualifications
Bidder must be a manufacturer or authorized distributor of the manufacturer for the water meters proposed. The authorized distributors must regularly maintain a substantial stock of the water meters quoted and must be actively engaged in the sale of water meters. A Sweetwater Authority representative may examine such stock and facilities at any time either before award is made or during the life of the contract.
AWWA Standards
All materials and fittings must meet or exceed AWWA specifications.
Markings
All ductile-iron fittings shall have distinctly cast on the outside of the body the identity of the standard; the pressure rating; nominal diameter of the openings; manufacturer’s identification; the country where cast; the letters DI or word “Ductile”; and the number of degrees or fraction of the circle on all bends.
Assembly Bill 1953
All bronze components in contact with potable water shall be leadfree in accordance with Assembly Bill 1953 (AB1953), excluding service saddles, backflow preventers for non-potable services, such as irrigation and industrial, and water distribution main gate valves that are greater than two (2) inches.
DELIVERY REQUIREMENTS
Delivery Meters shall be delivered on an as needed, as called for basis, and should be made following a confirmed request for each delivery.
Delivery is FOB: Sweetwater Authority, Operations Center, 744 F Street, Chula Vista, CA 91910 Hours of delivery are Monday through Thursday 8:00 A.M. to 3:00 P.M.
Packaging
Packaging must be of sufficient quality and strength to adequate protect the goods against jolting, rough handling, accidents, and all other dangers inherent in the movement, handling, transportation, and storage of the goods.
Inspection
Delivery does not constitute acceptance. Sweetwater Authority reserves the right to inspect any equipment, materials, or goods or services provided for conformance to the specifications contained herein. Material discovered to be in non-compliance shall be returned and immediately replaced with conforming materials at seller’s sole expense. Sweetwater Authority will seek reimbursement or deduct from any payments due for any additional cost incurred including staff time to locate conforming materials.
INSTRUCTIONS TO PROPOSER
Questions
All questions concerning bid specification or scope of work must be submitted in writing either by mail, facsimile, or e-mail, and received by 2:00 P.M. on Thursday, December 7, 2023 at the address below:
Attn: Purchasing
744 F Street
Chula Vista, CA 91910
purchasing@sweetwater.org
Bid Opening
At the date and time set for the opening of bids, each and every bid received prior to the scheduled closing time for receipt of bids will also be opened. If any bid is otherwise irregular or informal, the facts will be noted at that time. Bidders or their representatives may be present at the opening of bids. Bids must be received by 2:00 P.M. on Wednesday, December 20, 2023, at which time the bids will be opened and read aloud at the Sweetwater Authority Operations Center. Late bids will not be considered, and will be returned to the bidder unopened.
Responses must be mailed to: Sweetwater Authority
744 F Street
Chula Vista, CA 91910
Attention: Purchasing/Bid-S2024-06
Evidence of Responsibility
Upon request by Sweetwater Authority, a bidder shall submit promptly to the Authority’s satisfaction, evidence showing the bidder’s financial resources, experience, qualifications, available organizational resources, and any other information or qualifications that may be required to determine the bidder’s responsibility, ability, and capability to perform under any resulting contract.
Bid Addendums
Do not rely on any oral or telephonic changes or modifications. All changes and modifications will be confirmed in writing by an authorized Sweetwater Authority representative. All bid addendums shall be expressly acknowledged and included with your bid response.
Bidders should check the Authority’s web site www.sweetwater.org (About Us, Bid Opportunities) to obtain copies of addendums and forms.
Quotations /Responses
All responses must be typewritten or in ink. No pencil figures or erasures are permitted. Mistakes must be crossed out, corrections inserted adjacent thereto, and initialed in ink by the person signing the quotation.
Pricing
All prices quotes shall be F.O. B. delivered, on an as needed, as called for basis (sales tax excluded). It shall be understood that the contract period shall be for one (1) year from the date of the award. No price increase shall be accepted during the initial contract period. The Bidder represents and warrants that all rates and/or prices are at least as low as those currently being quoted by the Bidder to commercial or government users for the same material under similar circumstances.
Proposal Forms
Proposal must be submitted on preprinted forms supplied by Sweetwater Authority. One original and one copy must be submitted on or before the Submittal Deadline. Please submit one (1) original proposal marked “MASTER” and one proposal marked “COPY.” If discrepancies are found between the master and the copy, the original marked Master will provide the basis for resolving such discrepancies. If one document is not clearly marked “MASTER,” Sweetwater Authority reserves the right to use the original as the Master. If no document can be identified as an original bearing the original signatures, the proposal may be rejected at the discretion of Sweetwater
Authority.
Proposals submitted in response to this RFQ shall include:
1) Bidder Response Section:
Complete and return the Bidder Response Section. The Bidder Response Section must be signed by the officer or officers legally authorized to bind the company, partnership, or corporation. All responses must be typewritten or in ink. No pencil figures or erasures are permitted. Mistakes must be crossed out, corrections inserted adjacent thereto, and initialed in ink by the person signing the quotation.
2) Statement of Bidder’s Qualifications and References:
Bidder shall provide information demonstrating that the Bidder’s company has the qualifications and experience capability to perform the requirements of this proposal. Include references for two customers that were similar to this project.
3) New Supplier Information:
New suppliers shall complete and return a W-9 and a Sweetwater Authority Vendor Profile form.
Please note: The original RFQ or a copy of the RFQ does not need to be returned with the proposal, unless exceptions or comments are noted within the document.
Withdrawal of Proposal
A bidder may withdraw or revise (by withdrawal of one bid and submission of another) a bid, provided that the bidder’s request for withdrawal is received at the Purchasing Department in writing before the time specified for opening bids. Revised bids must be submitted as specified herein. The request for withdrawal shall be executed by the bidder or by his duly authorized representative.
Bid Validity
Proposals/bids are valid for ninety (90) days from opening.
Right to Waive or Reject
The Authority reserves the right to reject any or all proposals/bids or to waive any minor irregularities in any proposal/bid or in the bidding process. The Authority reserves the right to cancel, in whole or in part, this RFQ. This RFQ does not commit the Authority to award a contract, to defray any costs incurred in the preparation of a Quotation, or to procure or contract for work. This inquiry implies no obligation to buy. The right is reserved to accept all or part, or decline the whole. Do not quote on goods or services that you cannot supply or provide. When substitutes are allowed and offered, attach complete specifications. The Authority’s standard purchase order terms and conditions, copy attached hereto, will apply to any order(s) resulting from this quotation.
Bid Results
Bid results will not be given out over the phone or by email. To obtain bid results, please provide a self-addressed stamped envelope referencing the bid number. Envelopes may be submitted with the bid, or mailed directly to the Purchasing Section. They will be kept on file until the bid opens and the extensions are verified.
Results will be posted on the Authority website at www.sweetwater.org, About Us, Bid Opportunities & Results.
Award
The contract will be awarded based on the proposal that best meets Sweetwater Authority’s needs. Responses will be evaluated on a variety of factors as described below (in no particular order).
Bidder’s responsiveness to the specifications
Qualifications to provide the required meters
Ability of Respondent to perform under the terms and conditions specified
References from other clients
Pricing
Contract Documents
The contract documents will consist of a contract from the Authority, this RFQ, and the successful bidders completed and signed Bidder’s Response Form, and Certificate of Insurance. Individual Purchase Order(s) will be issued as meters are ordered.
Period of Performance
If an award is made, the resulting contract shall be for a one (1) year period. No price increase shall be accepted during the initial contract period. The Authority reserves the right to extend the contract for four (4) additional, 12-month contract periods. Such extensions will be at the Authority’s option and must be under the same terms and conditions. Renewal price and performance will be major factors when evaluating the renewal options. Any increase shall be limited to the escalation caps. Contractor shall provide the Authority with a forty-five (45) advance written notice of any proposed renewal increase. The increase request shall contain supporting documentation and justification for the increase.
Billing Requirement
Invoices shall reflect the individual purchase order number as assigned to each order. Invoices should be mailed to: Sweetwater Authority, 505 Garrett Avenue
Chula Vista, CA 91910, Attention: Accounts Payable. Electronic invoices and/or statements can be emailed to: payables@sweetwater.org
Payment Terms: Invoices will be paid within thirty (30) days from date of acceptance of service, or receipt of invoice, whichever occurs later.
Cancellation/Termination
Sweetwater Authority reserves the right to cancel any contract resulting from this solicitation in its entirety at no cost, except for services rendered and goods delivered, and accepted upon a thirty (30) days’ written notice stating the reasons for termination. Termination is normally reserved for such reasons as unsatisfactory performance, or changes in funding, scope, or needs of Sweetwater Authority.
TERMS AND CONDITIONS AND INSURANCE REQUIREMENTS
Visit www.sweetwater.org under Bid Opportunities & Results to view and download the Sweetwater Authority Terms and Conditions and Insurance Requirements.
Bidder’s Response Section
Visit www.sweetwater.org under Bid Opportunities & Results to view and download the RFQ and required Bidder's Response Section and Forms.
STATEMENT OF BIDDER’S QUALIFICATIONS
Visit www.sweetwater.org under Bid Opportunities & Results to view and download the RFQ and required Bidder's Response Section and Forms.
Sweetwater Authority encourages participation by local, small and/or disadvantaged businesses.
