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HomeMy WebLinkAbout11-17-2015 Item 02 - Influent Pum Replacement Project - Spec No. 91419 Meeting Date: 11/17/2015 FROM: Carrie Mattingly, Utilities Director Prepared By: Howard Brewen, Water Resource Recovery Facility Supervisor SUBJECT: INFLUENT PUMP REPLACEMENT PROJECT - SPECIFICATION NO. 91419 RECOMMENDATION 1. Authorize staff to advertise for bids for the purchase of two influent pump systems for the Water Resource Recovery Facility (WRRF), Spec No. 91419; and 2. Authorize the City Manager to award the pump purchase contract if the lowest responsible bid is within the Engineer’s estimate of $127,000; and 3. Authorize the transfer of $47,000 from the WRRF Major Maintenance Account to the project. DISCUSSION Background The Water Resource Recovery Facility (WRRF) receives an average daily influent flow of 4.5 million gallons per day (MGD) from the City’s wastewater collection system. The influent can grow to over 20 million gallons during large storms and wet weather conditions. This influent flow is received at the headworks and pumped into the facility by a pumping system that consists of two five-MGD pumps and two 22-MGD wet weather pumps that operate in various lead/lag configurations depending on the influent flow to the plant. These pumps are a critical component for process control and in meeting regulatory requirements for the WRRF. The two five-MGD pumps are 20 years old, operate continuously and have been rebuilt numerous times. The recently completed WRRF facility plan included an analysis of the influent pumping system and concluded that the two five-MGD influent pumps were at high risk for failure and replacement cannot wait for the WRRF upgrade project to commence. The replacement of the pumps was initially listed in the City’s 2013-15 Capital Improvement Plan, page 3-169, and was delayed in anticipation that the pumps would make it through the pending upgrade. The pumps are highly specialized equipment that requires a long lead time for manufacturing and delivery; 18 to 20 weeks from order to delivery. Prior to delivery of the pumps, quotes will be obtained from a minimum of three mechanical contractors that possess the specific experience and knowledge in installing this type of pumping system. Keeping equipment purchase and installation separate will eliminate contractor mark-up on equipment. 2 Packet Pg. 5 Based on preliminary cost evaluation, installation is estimated at $40,000 which includes contingencies. Staff recommends moving the needed budget from the WRRF major maintenance account to the project in order to allow for comprehensive cost tracking for the entire project. FISCAL IMPACT The replacement of the pumps was identified in the WRRF Facility Major Maintenance account on page 3-169 of the 2013-15 Capital Improvement Plan. $60,000 was identified in 2013-14 and $60,000 in 2014-15 not considering installation of the pumps as staff initially believed they could install the pumps. However, after further evaluation, staff realized the complicated and critical nature of the installation and recommends hiring a specialized contractor. To that end, staff recommends moving $47,000 from this WRRF Facility Major Maintenance account to the project for installation of the pumps also considering a potential funding shortfall for the equipment of $7,000. The total estimated cost of this project is estimated at $167,000. There is available funding in the WRRF major maintenance account to fund this project. The unrestricted balance of the account is $274,674. ALTERNATIVE The City Council may choose to deny or defer the approval to advertise this project. Staff does not recommend this option as the pumps have a high risk of failure, which could result in water quality violations and potential fines. Attachments: a - 2015 WRRF Influent Pump IFB - DRAFT 071315 b - Capital Improvement Plan - Water Reclamation Facility Major Maintenance 2 Packet Pg. 6 The City of San Luis Obispo is committed to including disabled persons in all of our se rvices, programs and activities. Telecommunications Device for the Deaf (805) 781-7410. PUBLIC UTILITIES DEPARTMENT 990 Palm Street  San Luis Obispo, CA 93401 Notice Inviting Bids forError! Bookmark not defined. 2015 City of San Luis Obispo Water Resource Recovery Facility Influent Pump Replacement Project Specification No. 91419 The City of San Luis Obispo is inviting bids for the City of San Luis Obispo Water Resource Recovery Facility Influent Pump Replacement Project pursuant to Specification No. 91419. All bids must be received by the Finance Department by November 30, 2015, when they will be opened publicly in the City Hall Council Chambers, 990 Palm Street, San Luis Obispo, CA 93401. Bids received after said time will not be considered. To guard against premature opening, each bid shall be submitted to the Finance Department in a sealed envelope plainly marked with the bid title, specification number, Bidder name, and time and date of the bid opening. Bids shall be submitted using the forms provided in the specification package. A pre-bid conference will be held at the Water Resource Recovery Facility at 35 Prado San Luis Obispo, Ca. 93401 on November 23, 2015, at 1:00 p.m. to answer any questions that the prospective Bidders may have regarding the City's invitation for bids. Specification packages and additional information may be obtained by contacting Howard Brewen, WRRF Supervisor at (805) 781-7240. Technical questions relative to this IFB prior to the opening of bids shall be directed to: Jon Hanlon, PE, MKN and Associates, Inc. PO Box 1604 Arroyo Grande, CA 93421 (805) 904-6530 X103 Email: jhanlon@mknassociates.us 2.a Packet Pg. 7 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) Specification No. 91419 TABLE OF CONTENTS A. Description of Work 1 B. General Terms and Conditions 2 Bid Requirements Contract Award and Execution Contract Performance C. Special Terms and Conditions 7 Contract Term Estimated Quantities Bid Content Bid Evaluation and Selection Bid Review and Award Schedule Unrestrictive Brand Names Start and Completion of Work Accuracy of Specifications D. Agreement 12 E. Insurance Requirements 14 F. Bid Submittal Forms 15 Bid Submittal Summary References G. Appendices - Specifications 17 2.a Packet Pg. 8 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 1 - Section A DESCRIPTION OF WORK The City is requesting bids for the purchase of two (2) vertical dry-pit centrifugal pumps for raw sewage. This Bidder shall supply to the City a complete system for the equipment specified (to be installed by others). Bids will be evaluated on responsiveness to the design requirements, references from similar installations, experience and Bid Schedule costs. Evaluation criteria are described in Section C of this IFB. The Bidder has sole responsibility for furnishing a complete system of compatible components that functions in accordance with the Technical Specifications found in section G and is compatible with the City’s existing wastewater treatment system. The influent pumps shall be provided to the jobsite complete with all necessary equipment and appurtenances as specified and as required for a complete operating installation. All equipment will be delivered in packaging that is adequate for long-term or short-term storage on the plant site in exposed areas. An installing contractor will be selected by a separate process and will be responsible for installing pumps, reducers, connecting power, and other utilities to the equipment provided by Bidder. Installing contractor shall also be responsible for placing and mounting the equipment, including placement and connection of anchor bolts (provided by Bidder). It is the intention of the City that the equipment be delivered and stored at the plant site until it can be provided to the contractor for installation. Included in the Bidder’s Scope of Work is to provide Operation and Maintenance Manual(s) and support during startup and installation of the equipment, as identified in the technical specifications herein. The Bidder shall supply all, but not limited to, the following: 1. Two (2) vertical dry-pit centrifugal pumps for raw sewage, with a design point of 5.0 MGD at 13 feet of total dynamic head. The pumps shall be provided complete with all accessories and auxiliary equipment, internal wiring, shafts, motors, spare parts, base and mounting system, anchor bolts, operation and maintenance manuals, specified training, installation support services, and warranty as specified and as may be required for a complete and operating installation. 2. Motors 3. Spare Parts 4. Base and Mounting System 5. Anchor Bolts 6. Operation and Maintenance Manuals 7. Specified Training 8. Installation Support Services 9. Warranty 2.a Packet Pg. 9 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 2 - Section B GENERAL TERMS AND CONDITIONS BID REQUIREMENTS 1. Requirement to Meet All Provisions. Each individual or firm submitting a bid shall meet all of the terms, and conditions of the Invitation for Bids (IFB) specifications package. By virtue of its bid submittal, the Bidder acknowledges agreement with and acceptance of all provisions of the IFB specifications. 2. Bid Submittal. Each bid must be submitted on the form(s) provided in the specifications and accompanied by any other required submittals or supplemental materials. Bid documents shall be enclosed in an envelope that shall be sealed and addressed to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. In order to guard against premature opening, the bid should be clearly labeled with the bid title, specification number, name of Bidder, and date and time of bid opening. No FAX submittals will be accepted. 3. Insurance Certificate. Each bid must include a certificate of insurance showing: a. The insurance carrier and its A.M. Best rating. b. Scope of coverage and limits. c. Deductibles and self-insured retention. The purpose of this submittal is to generally assess the adequacy of the Bidder’s insurance coverage during bid evaluation; as discussed under paragraph 12 below, endorsements are not required until contract award. The City’s insurance requirements are detailed in Section E. 4. Bid Quotes and Unit Price Extensions. The extensions of unit prices for the quantities indicated and the lump sum prices quoted by the Bidder must be entered in figures in the spaces provided on the Bid Submittal Form(s). Any lump sum bid shall be stated in figures. The Bid Submittal Form(s) must be totally completed. If the unit price and the total amount stated by any Bidder for any item are not in agreement, the unit price alone will be considered as representing the Bidder's intention and the bid total will be corrected to conform to the specified unit price. 5. Bid Withdrawal and Opening. A Bidder may withdraw its bid, without prejudice prior to the time specified for the bid opening, by submitting a written request to the Director of Finance for its withdrawal, in which event the bid will be returned to the Bidder unopened. No bid received after the time specified or at any place other than that stated in the "Notice Inviting Bids " will be considered. All bids will be opened and declared publicly. Bidders or their representatives are invited to be present at the opening of the bids. 6. Submittal of One Bid Only. No individual or business entity of any kind shall be allowed to make or file, or to be interested in more than one bid, except an alternative bid when specifically requested; however, an individual or business entity that has submitted a sub-bid to a Bidder submitting a bid, or who has quoted prices on materials to such Bidder, is not thereby disqualified from submitting a sub-bid or from quoting prices to other Bidders submitting bids. 7. Cooperative Purchasing. During the term of the contract, the successful Bidder will extend all terms and conditions to any other local governmental agencies upon their request. These 2.a Packet Pg. 10 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 3 - agencies will issue their own purchase orders, will directly receive goods or services at their place of business and will be directly billed by the successful Bidder. 8. Communications. All timely requests for information submitted in writing will receive a written response from the City. Telephone communications with City staff are not encouraged, but will be permitted. However, any such oral communication shall not be binding on the City. CONTRACT AWARD AND EXECUTION 9. Bid Retention and Award. The City reserves the right to retain all bids for a period of 60 days for examination and comparison. The City also reserves the right to waive non-substantial irregularities in any bid, to reject any or all bids, to reject or delete one part of a bid and accept the other, except to the extent that bids are qualified by specific limitations. See the "special terms and conditions" in Section C of these specifications for bid evaluation and contract award criteria. 10. Competency and Responsibility of Bidder. The City reserves full discretion to determine the competence and responsibility, professionally and/or finan cially, of Bidders. Bidders will provide, in a timely manner, all information that the City deems necessary to make such a decision. 11. Contract Requirement. The Bidder to whom award is made (Contractor) shall execute a written contract with the City within ten (10) calendar days after notice of the award has been sent by mail to it at the address given in its bid. The contract shall be made in the form adopted by the City and incorporated in these specifications. 12. Insurance Requirements. The Contractor shall provide proof of insurance in the form, coverages and amounts specified in Section E of these specifications within 10 (ten) calendar days after notice of contract award as a precondition to contract execution. 13. Business License & Tax. The Contractor must have a valid City of San Luis Obispo business license and tax certificate before execution of the contract. Additional information regarding the City's business license and tax program may be obtained by calling (805) 781-7134. CONTRACT PERFORMANCE 14. Ability to Perform. The Contractor warrants that it possesses, or has arranged through subcontracts, all capital and other equipment, labor, materials, and licenses necessary to carry out and complete the work hereunder in compliance with any and al l federal, state, county, city, and special district laws, ordinances, and regulations. 15. Laws to be Observed. The Contractor shall keep itself fully informed of and shall observe and comply with all applicable state and federal laws and county and City of San Luis Obispo ordinances, regulations and adopted codes during its performance of the work. 16. Payment of Taxes. The contract prices shall include full compensation for all taxes that the Contractor is required to pay. 17. Permits and Licenses. The Contractor shall procure all permits and licenses, pay all charges and fees, and give all notices necessary. 2.a Packet Pg. 11 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 4 - 18. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining to safety established by OSHA and the California Department of Industrial Safety. 19. Public and Employee Safety. Whenever the Contractor's operations create a condition hazardous to the public or City employees, it shall, at its expense and without cost to the City, furnish, erect and maintain such fences, temporary railings, barricades, lights, signs and other devices and take such other protective measures as are necessary to prevent accidents or damage or injury to the public and employees. 20. Preservation of City Property. The Contractor shall provide and install suitable safeguards, approved by the City, to protect City property from injury or damage. If City property is injured or damaged resulting from the Contractor's operations, it shall be replaced or restored at the Contractor's expense. The facilities shall be replaced or restored to a condition as good as when the Contractor began work. 21. Immigration Act of 1986. The Contractor warrants on behalf of itself and all subcontractors engaged for the performance of this work that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the work hereunder. 22. Contractor Non-Discrimination. In the performance of this work, the Contractor agrees that it will not engage in, nor permit such subcontractors as it may employ, to engage in discrimination in employment of persons because of age, race, color, sex, national origin or ancestry, sexual orientation, or religion of such persons. 23. Work Delays. Should the Contractor be obstructed or delayed in the work required to be done hereunder by changes in the work or by any default, act, or omission of the City, or by strikes, fire, earthquake, or any other Act of God, or by the inability to obtain materials, equipment, or labor due to federal government restrictions arising out of defense or war programs, then the time of completion may, at the City's sole option, be extended for such periods as may be agreed upon by the City and the Contractor. In the event that there is insufficient time to grant such extensions prior to the completion date of the contract, the City may, at the time of acceptance of the work, waive liquidated damages that may have accrued for failure to complete on time, due to any of the above, after hearing evidence as to the reasons for such delay, and making a finding as to the causes of same. 24. Payment Terms. The City's payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the materials, supplies , equipment or services provided by the Contractor (Net 30). 25. Inspection. The Contractor shall furnish City with every reasonable opportunity for City to ascertain that the services of the Contractor are being performed in accordance with the requirements and intentions of this contract. All work done and all materials furnished, if any, shall be subject to the City's inspection and approval. The inspection of such work shall not relieve Contractor of any of its obligations to fulfill its contract requir ements. 26. Audit. The City shall have the option of inspecting and/or auditing all records and other written materials used by Contractor in preparing its invoices to City as a condition precedent to any payment to Contractor. 2.a Packet Pg. 12 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 5 - 27. Interests of Contractor. The Contractor covenants that it presently has no interest, and shall not acquire any interest—direct, indirect or otherwise—that would conflict in any manner or degree with the performance of the work hereunder. The Contractor further covenants that, in the performance of this work, no subcontractor or person having such an interest shall be employed. The Contractor certifies that no one who has or will have any financial interest in performing this work is an officer or employee of the City. It is hereby expressly agreed that, in the performance of the work hereunder, the Contractor shall at all times be deemed an independent contractor and not an agent or employee of the City. 28. Hold Harmless and Indemnification. The Contractor agrees to defend, indemnify, protect and hold the City and its agents, officers and employees harmless from and against any and all claims asserted or liability established for damages or injuries to any person or property, including injury to the Contractor's employees, agents or officers that arise from or are connected with or are caused or claimed to be caused by the acts or omissions of the Contractor, and its agents, officers or employees, in performing the work or services herein, and all expenses of investigating and defending against same; provided, however, that the Contractor's duty to indemnify and hold harmless shall not include any claims or liability arising from the established sole negligence or willful misconduct of the City, its agents, officers or employees. 29. Contract Assignment. The Contractor shall not assign, transfer, convey or otherwise dispose of the contract, or its right, title or interest, or its power to execute such a contract to any individual or business entity of any kind without the previous written consent of the City. 30. Termination. If, during the term of the contract, the City determines that the Contractor is not faithfully abiding by any term or condition contained herein, the City may notify the Contractor in writing of such defect or failure to perform. This notice must give the Contractor a 10 (ten) calendar day notice of time thereafter in which to perform said work or cure the deficiency. If the Contractor has not performed the work or cured the deficiency within the ten days specified in the notice, such shall constitute a breach of the contract and the City may terminate the contract immediately by written notice to the Contractor to said effect. Thereafter, neither party shall have any further duties, obligations, responsibilities, or rights under the contract except, however, any and all obligations of the Contractor's surety shall remain in full force and effect, and shall not be extinguished, reduced, or in any manner waived by the termination thereof. In said event, the Contractor shall be entitled to the reasonable value of its services performed from the beginning date in which the breach occurs up to the day it received the City's Notice of Termination, minus any offset from such payment representing the City's damages from suc h breach. "Reasonable value" includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or completed by the Contractor as may be set forth in the Agreement payment schedule; compensation for any other work, services or goods performed or provided by the Contractor shall be based solely on the City's assessment of the value of the work-in-progress in completing the overall work scope. The City reserves the right to delay any such payment until completion or confirmed abandonment of the project, as may be determined in the City's sole discretion, so as to permit a full and complete accounting of costs. In no event, however, shall the Contractor be entitled to receive in excess of the compensation quoted in its bid. 2.a Packet Pg. 13 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 6 - Section C SPECIAL TERMS AND CONDITIONS INVITATION FOR BIDS 1. Contract Award. Subject to the reservations set forth in Paragraph 9 of Section B (General Terms and Conditions) of these specifications, the contract will be awarded to the lowest responsible, responsive Bidder, and in accordance with Section C. 2. Sales Tax Reimbursement. For sales occurring within the City of San Luis Obispo, the City receives sales tax revenues. Therefore, for bids from retail firms located in the City at the time of bid closing for which sales tax is allocated to the City, 1.5% of the taxable amount of the bid will be deducted from the bid by the City in calculating and determining the lowest responsible, responsive Bidder. 3. Labor Actions. In the event that the successful Bidder is experiencing a labor action at the time of contract award (or if its Bidders or subcontractors are experiencing such a labor action), the City reserves the right to declare said Bidder is no longer the lowest responsible, responsive Bidder and to accept the next acceptable low bid from a Bidder that is not experiencing a labor action, and to declare it to be the lowest responsible, responsive Bidder. 4. Failure to Accept Contract. The following will occur if the Bidder to whom the award is made (Contractor) fails to enter into the contract: the award will be annulled; any bid security will be forfeited in accordance with the special terms and conditions if a Bidder's bond or security is required; and an award may be made to the next lowest responsible, responsive Bidder who shall fulfill every stipulation as if it were the party to whom the first award was made. USE OF BRAND NAMES 5. Unrestrictive Brand Names. Any manufacturer's names, trade names, brand names or catalog numbers used in the specifications are for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive. Bids will be considered for any brand that meets or exceeds the quality of the specifications given for any item. In the event an alternate brand name is proposed, supplemental documentation shall be provided demonstrating that the alternate brand name meets or exceeds the requirements specified herein. The burden of proof as to the suitability of any proposed alte rnatives is upon the Bidder, and the City shall be the sole judge in making this determination. PERFORMANCE STANDARDS 6. Delivery. Prices quoted for all supplies or equipment to be provided under the terms and conditions of this IFB package shall include delivery charges, to be delivered F.O.B. San Luis Obispo by the successful Bidder and received by the City within 154 days after authorization to proceed by the City. 7. Statement of Contract Disqualifications. Each Bidder shall submit a statement regarding any past governmental agency bidding or contract disqualifications on the form provided in the IFB package. 2.a Packet Pg. 14 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 7 - 8. Liquidated Damages. In the event that the Bidder does not meet the work completion date specified in its bid, the award amount shall be reduced in the amount of three hundred fifty dollars ($350.00) per calendar day for each day that exceeds the completion date specified in the Bidder's bid. As the delay in the completion of work could seriously affect the public and the efficient operation of the City to an extent incapable of precise calculation, said reduction is established as the nearest measure of damages for such delay that can be fixed at this time, and is not established as a penalty or forfeiture for the breach of agreement to complete the work. Said reductions may be invoked if completion of work exceeds the specified time for any reason 2.a Packet Pg. 15 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 8 - BID CONTENT AND SELECTION PROCESS 9. Bid Content. Your bid must include the following information: Submittal Forms a. The Bidder shall indicate compliance or non-compliance with each requirement of Technical Specifications Sections 432120, 432102, and 262650. NOTE: The City welcomes bids that may slightly deviate from the detailed technical requirements set forth in the IFB. A copy of specification Sections 432120, 432102, and 262650 shall accompany Bidder’s bid with each paragraph check-marked to indicate specification compliance or marked and indexed to indicate requested deviations and clarifications from the specified requirements. If deviations are not specifically identified, it will be assumed the Bidder’s bid conforms to the detailed technical requirements. If deviations and clarifications from the specifications are requested by the Bidder, provide a detailed written justification for each deviation and clarification. Failure to include a copy of the marked-up specification sections and the detailed justifications for any requested deviation or clarification will result in submittal return without review. b. The Technical Specifications included in this IFB are provided to identify the requirements of the equipment to be purchased by the City. Complete submittals listed in the Technical Specifications are NOT required in the Bidder bid, but will be required from the Bidder whose equipment is selected by the City. Although the Bidder is required to indicate compliance or non-compliance with each paragraph of the Technical Specifications per Paragraph 15.a of this IFB, operation and maintenance manuals are not required until after the selected Bidder is under contract with the City. The schedule for submittal of technical submittals is included in Paragraph 16. c. The City requires that a professionally trained representative provide the necessary support services of the construction/installation of the equipment as identified in the technical specifications. This trained representative shall be included in the price for the proposed equipment. Startup and training will be coordinated by the installing contractor. d. Bid submittal summary. e. Certificate of insurance. f. Bid Schedule signed by an officer of the company providing cost (numbers and words) for each item noted. Any terms and conditions requested by the Bidder should be attached to the submittal and should provide adequate information for the City to issue a Purchase Order immediately following selection of Bidder. g. Pump performance curves indicating design TDH and flow, efficiency, NPSHr, Power, and recommended impeller trim. h. Shop drawings. 2.a Packet Pg. 16 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 9 - Compensation a. The Bidder, having become thoroughly familiar with the terms and conditions of the IFB and attachments, hereby proposes and agrees to provide the equipment within the time stated and in strict accordance with the IFB for the total sum stated in the Bid Schedule. Bidder shall submit an Application for Payment to City claiming the amount due in accordance with the bid schedule. The City shall pay Bidder a lump sum fee for each item, to include cost of all labor, materials, tax, freight, travel and expenses, and product warranty. Bidder shall be entitled to claim payments in accordance with the following schedule, subject to the retention below:  Bid Item 1: 50% upon approval of submittals; 50% upon delivery of equipment in an acceptable condition, including Operation and Maintenance Manuals. In case of multiple deliveries, separate payments for the individual components will not be made. Payment will be made after delivery of the last component.  Bid Item 2: Upon completion of onsite testing and training, review of any required final training and testing reports, and written confirmation from City that no resubmittals are required. Upon completion of installation and final acceptance by City of all equipment and services of thepayment and release of retainage may be requested by Bidder. Bid Evaluation and Selection. Bids will be evaluated by a review committee. Contract award will not be based solely on price, but on a combination of factors as determined to be in the best interest of the City, including compliance with the technical specifications and the Project Milestones. After evaluating the bids and discussing them further with the finalists or the tentatively selected contractor, the City reserves the right to further negotiate the proposed work and/or method and amount of compensation. The following conditions apply to the Equipment Bidder Bid: i. The estimated time schedule required is outlined in Paragraph 16. j. Addenda will be prepared in response to questions and will be distributed to all IFB holders who receive an IFB package from the City. Questions will not be accepted within three (3) working days prior to the opening of the bids. All questions must be submitted in writing by email by three (3) working days prior to the opening of the bids; or sent via USPS and post-marked by five (5) working days prior to the opening of the bids. k. The City reserves the right to not purchase the equipment, reject any or all bids, and to enter into negotiations with the Bidder that offers the greatest benefit to the City, as determined by the City. l. The City requires that a representative of the Bidder knowledgeable with the equipment be provided for a minimum of one (1) day on site for startup and training of City personnel. Startup and training will be coordinated by the installing contractor. m. A minimum one (1) year warranty, commencing from the date the equipment installation is accepted by the City, shall be provided. Warranty information shall be provided with the Bid. 2.a Packet Pg. 17 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 10 - 10. Bid Review and Award Schedule. The following is an outline of the anticipated schedule for bid review and contract award: Equipment IFB Issued 11/18/2015 Bids Due 11/30/2015 Submittal Review 11/30 – 12/4/2015 Award Equipment Supply/Execute Bidder Agreement 12/7/2015 Delivery of Equipment 5/6/2016 Submittal of O&M Manuals with equipment delivery 11. Pre-Bid Conference. A pre-bid conference will be held at the Water Resource Recovery Facility at 35 Prado Rd. San Luis Obispo, Ca. 93401 on November 23, 2015 at 1:00 p.m. to answer any questions that prospective Bidders may have regarding this IFB. BID SPECIFICATION LIMITS 12. Accuracy of Specifications. The specifications (listed in Section G) for this project are believed by the City to be accurate and to contain no affirmative misrepresentation or any concealment of fact. Bidders are cautioned to undertake an independent analysis of any test results in the specifications, as City does not guaranty the accuracy of its interpretation of test results contained in the specifications package. In preparing its bid, the Bidder and all subcontractors named in its bid shall bear sole responsibility for bid preparation errors resulting from any misstatements or omissions in the plans and specifications that could easily have been ascertained by examining either the project site or accurate test data in the City's possession. Although the effect of ambiguities or defects in the plans and specifications will be as determined by law, any patent ambiguity or defect shall give rise to a duty of Bidder to inquire prior to bid submittal. Failure to so inquire shall cause any such ambiguity or defect to be construed against the Bidder. An ambiguity or defect shall be considered patent if it is of such a nature that the Bidder, assuming reasonable skill, ability and diligence on its part, knew or should have known of the existence of the ambiguity or defect. Furthermore, failure of the Bidder or subcontractors to notify City in writing of specification or plan defects or ambiguities prior to bid submittal shall waive any right to assert said defects or ambiguities subsequent to submittal of the bid. To the extent that these specifications constitute performance specifications, the City shall not be liable for costs incurred by the successful Bidder to achieve the project’s objective or standard beyond the amounts provided there for in the bid. In the event that, after awarding the contract, any dispute arises as a result of any actual or alleged ambiguity or defect in the plans and/or specifications, or any other matter whatsoeve r, Contractor shall immediately notify the City in writing, and the Contractor and all subcontractors shall continue to perform, irrespective of whether or not the ambiguity or defect is major, material, minor or trivial, and irrespective of whether or not a change order, time extension, or additional compensation has been granted by City. Failure to provide the hereinbefore described written notice within one (1) working day of contractor's becoming aware of the facts giving rise 2.a Packet Pg. 18 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 11 - to the dispute shall constitute a waiver of the right to assert the causative role of the defect or ambiguity in the plans or specifications concerning the dispute. 2.a Packet Pg. 19 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 12 - Section D FORM OF AGREEMENT AGREEMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on __________ by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and [CONTRACTOR’S NAME IN CAPITAL LETTERS], hereinafter referred to as Contractor. W I T N E S S E T H: WHEREAS, on 11/18/2015, City invited bids for City of San Luis Obispo Water Resource Recovery Facility Influent Pump Replacement Project pursuant to Specification No. 91419 (Vertical Dry Pit Centrifugal Pumps (2) Including Operations and Maintenance Manuals.) WHEREAS, pursuant to said invitation, Contractor submitted a bid that was accepted by City for said Water Resource Recovery Facility Influent Pump Replacement Project pursuant to Specification No. 91419 (Vertical Dry Pit Centrifugal Pumps (2) Including Operations and Maintenance Ma nuals.) NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above, until acceptance or completion of said delivered goods and service. 2. INCORPORATION BY REFERENCE. City Specification No. 91419 and Contractor's bid dated [______], are hereby incorporated in and made a part of this Agreement. To the extent that there are any conflicts between the City’s specification and this Agreement and the Contractor’s bid, the terms of the City’s specification and this Agreement shall prevail, unless specifically agreed otherwise in writing signed by both parties. 3. CITY'S OBLIGATIONS. For providing Water Resource Recovery Facility Influent Pump Replacement Project pursuant to Specification No. 91419 (Vertical Dry Pit Centrifugal Pumps (2) Including Operations and Maintenance Manuals) as specified in this Agreement, City will pay and Contractor shall receive therefore fixed quantity contract compensation in a total sum not to exceed $127,000.00. 4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to do everything required by 2.a Packet Pg. 20 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 13 - this Agreement and the said specification and provide the supplies, equipment and services as described in the Specifications incorporated into this Agreement. 5. AMENDMENTS. Any amendment, modification or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the Council of the City. 6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding or representation be binding upon the parties hereto. 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City City Clerk City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 Contractor Name Address 8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. ATTEST: CITY OF SAN LUIS OBISPO ________________________________ By:_____________________________________ City Clerk City Manager APPROVED AS TO FORM: CONTRACTOR: Name of Company ________________________________ By: _____________________________________ City Attorney President 2.a Packet Pg. 21 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 14 - Section E INSURANCE REQUIREMENTS Supply and Equipment Contracts The Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property that may arise from or in connection with the products and materials supplied to the City. The cost of such insurance shall be borne by the Contractor. Minimum Scope of Insurance. Coverage shall be at least as broad as Insurance Services Office Commercial General Liability coverage ("occurrence" form CG 0001). Minimum Limits of Insurance. Contractor shall maintain limits no less than $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. Other Insurance Provisions. The general liability policy is to contain, or be endorsed to contain, the following provisions: 1. The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as respects: products and completed operations of the Contractor. The coverage shall contai n no special limitations on the scope of protection afforded to the City, its officers, officials, employees, agents or volunteers. 2. The Contractor's insurance coverage shall be primary insurance as respects the City, its officers, officials, employees, agents and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, agents or volunteers shall be excess of the Contractor's insurance and shall not contribute with it. 3. The Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 4. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A:VII. Verification of Coverage. The Contractor shall furnish the City with original endorsements effecting coverage required by this clause. The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by the City before work commences. 2.a Packet Pg. 22 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 15 - SECTION F BID SUBMITTAL FORM The undersigned declares that she or he has carefully examined Specification No. 91419, which is hereby made a part of this bid; is thoroughly familiar with its contents; is authorized to represent the proposing firm; and agrees to perform the specified work for the following cost quoted in full: BID ITEM 1: Vertical Dry Pit Centrifugal Pumps (2) Including Operations and Maintenance Manuals and Sales Tax Total Base Price Sales tax @ 8.5% Other (provide detail below TOTAL $ BID ITEM 2: On-Site Operator Training and Startup Total Base Price Other (provide detail below TOTAL $ Delivery of equipment to the City to be within 154 calendar days after contract execution and written authorization to proceed.  Certificate of insurance attached; insurance company’s A.M. Best rating: __________________. Firm Name and Address Contact Phone Signature of Authorized Representative Date 2.a Packet Pg. 23 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 16 - STATEMENT OF PAST CONTRACT DISQUALIFICATIONS The Bidder shall state whether it or any of its officers or employees who have a proprietary interest in it, has ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of the violation of law, a safety regulation, or for any other reason, including but not limited to financial difficulties, project delays, or disputes regarding work or product quality, and if so to explain the circumstances.  Do you have any disqualification as described in the above paragraph to declare? Yes  No   If yes, explain the circumstances. Executed on at _______________________________________ under penalty of perjury of the laws of the State of California, that the foregoing is true and correct. ______________________________________ Signature of Authorized Bidder Representative 2.a Packet Pg. 24 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 17 - SECTION G – APPENDICES - SPECIFICATIONS 2.a Packet Pg. 25 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 18 - 2.a Packet Pg. 26 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 19 - 2.a Packet Pg. 27 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 20 - 2.a Packet Pg. 28 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 21 - 2.a Packet Pg. 29 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 22 - 2.a Packet Pg. 30 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 23 - 2.a Packet Pg. 31 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 24 - 2.a Packet Pg. 32 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 25 - 2.a Packet Pg. 33 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 26 - 2.a Packet Pg. 34 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 27 - 2.a Packet Pg. 35 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 28 - 2.a Packet Pg. 36 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 29 - 2.a Packet Pg. 37 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 30 - 2.a Packet Pg. 38 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 31 - 2.a Packet Pg. 39 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 32 - 2.a Packet Pg. 40 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 33 - 2.a Packet Pg. 41 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 34 - 2.a Packet Pg. 42 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 35 - 2.a Packet Pg. 43 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 36 - 2.a Packet Pg. 44 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 37 - 2.a Packet Pg. 45 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 38 - 2.a Packet Pg. 46 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 39 - 2.a Packet Pg. 47 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 40 - 2.a Packet Pg. 48 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 41 - 2.a Packet Pg. 49 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 42 - 2.a Packet Pg. 50 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 43 - 2.a Packet Pg. 51 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) - 44 - BIDDERS LIST 2015 CITY OF SAN LUIS OBISPO WATER RESOURCE RECOVERY FACILITY INFLUENT PUMP REPLACEMENT PROJECT —SPECIFICATION NO. 91419 Business Name Contact Name Address City, State and Zip Code Phone No. Fax No. Business Name Contact Name Address City, State and Zip Code Phone No. Fax No. Business Name Contact Name Address City, State and Zip Code Phone No. Fax No. Business Name Contact Name Address City, State and Zip Code Phone No. Fax No. Business Name Contact Name Address City, State and Zip Code Phone No. Fax No. Business Name Contact Name Address City, State and Zip Code Phone No. Fax No. Business Name Contact Name Address City, State and Zip Code Phone No. Fax No. Business Name Contact Name Address City, State and Zip Code Phone No. Fax No. Business Name Contact Name Address City, State and Zip Code Phone No. Fax No. Business Name Contact Name Address City, State and Zip Code Phone No. Fax No. 2.a Packet Pg. 52 At t a c h m e n t : a - 2 0 1 5 W R R F I n f l u e n t P u m p I F B - D R A F T 0 7 1 3 1 5 ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) 2.b Packet Pg. 53 At t a c h m e n t : b - C a p i t a l I m p r o v e m e n t P l a n - W a t e r R e c l a m a t i o n F a c i l i t y M a j o r M a i n t e n a n c e ( 1 1 7 5 : W R R F I n f l u e n t P u m p s ) Page intentionally left blank.