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REQUEST FOR BIDS
To be provided to the
CITY OF COLUMBIA CITY, OREGON
Water Meter Installation Project
Request for Bids Date: July 24, 2013
Bid Due Date: August 7, 2013 - 2:00 p.m.
Bid Delivery Instructions: One copy enclosed in an
envelope addressed as follows:
City of Columbia City
WATER METER INSTALLATION BID
Att: Leahnette Rivers
1840 Second Street
PO Box 189
Columbia City, OR 97018
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1. Introduction
The City of Columbia City (City) is soliciting bids from qualified Contractors
(Contractor) to replace 499 existing potable water meters with new Neptune T-10
Meters with E-Coder R900is furnished by the City.
2. General Information
2.1 Demographics
The City of Columbia City is located in northwest Oregon along the Columbia River and
the Oregon/Washington border, 29 miles north of Portland, 2 miles north of St. Helens,
70 miles southeast of Astoria, and 180 miles south of Seattle. The City is
approximately 1 square mile in size and has a population of 1,950.
2.2 City Reservations
The City reserves the right to reject any and all Bids or to waive any and all irregularities
in bids not involving price, time or changes in the work. The City reserves the right to
reject any nonconforming, nonresponsive, incomplete, unbalanced, or conditional Bids.
The City also reserves the right to reject the Bid of any Bidder that in the Citys
judgment would not be financially or otherwise responsible.
2.3 Bid Process and Submission
Sealed bids will be received until 2:00 p.m. (Pacific Standard Time) on Wednesday,
August 7, 2013 at Columbia City Hall located at:
City Hall
City of Columbia City of Columbia City
1840 Second Street
Columbia City, OR 97018
Bids received after the stated date and time will not be accepted. No Facsimiles will be
accepted. The submittal envelope shall be marked, Bid for Water Meter Installation
or similar wording. A public bid opening will be held shortly after closing in the City
Council Chambers at Columbia City Hall. Interested parties are invited to attend.
First-tier Subcontractor Form is due two hours after bid closing in accordance to Oregon
Law.
Bids received after the exact time specified for receipt will not be considered.
2.4 Conditions of Award
It is the intent of the City to award to the lowest, technically qualified, responsible and
responsive bidder provided the bid has been submitted in accordance with the
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requirements of the bidding documents, judged to be fair and reasonable, and does not
exceed the appropriated funds available. In evaluating Bids, the City will consider the
qualifications of the bidders and whether or not the Bids comply with the prescribed
requirements. If the contract is to be awarded, it will be awarded to the lowest
qualified, responsible and responsive Bidder that in the Citys judgment will be in the
best interests of the City. If the contract is to be awarded, the City will issue a Notice of
Award within 30 days of the date bids are due.
2.5 Licenses, Compliance with Laws, and Miscellaneous
The successful bidder, without additional expense to the City, shall be responsible for
obtaining any necessary licenses and for complying with any applicable federal, state,
and municipal laws, codes and regulations in connection with the prosecution of the
services. The successful bidder and any Sub-Contractors, if applicable, will be required
to obtain a Columbia City Business License. The contract shall also include provisions
concerning independent contractor status, equal employer opportunity, employment of
illegal aliens, non-assignment, disclosure of information and records, applicable law,
and such other terms and conditions as the City may require.
2.6 Amendments to the Request for Bids
The City reserves the right to amend this Request for Bids by an addendum at any time
prior to the date set for receipt of proposals. It shall be the responsibility of the bidder
to obtain all addenda. If revisions are of such a magnitude to warrant, in the Citys
opinion, the postponement of the date for receipt of bids, an addendum will be issued
announcing the new date.
2.7 Pricing
Contractor must provide pricing as set forth in Section III - Bid Form. Pricing must
include all installation costs, labor costs, mobilization, permits and charges for complete
installation of the water meters.
2.8 Contract Security
The Contractors requirements for performance and payment bonds are set forth in the
Request for Bids packet. The Successful Bidder shall engage a surety who through
binding agreement will assume liability for all debts and responsibility for the acceptable
performance of the Work under this contract if the Contractor defaults. When the
Successful Bidder delivers the executed Water Meter Installation Contract to the City, it
must be accompanied by the required bonds in the forms contained in the Request for
Bids packet.
2.9 Additional Information
Bids will be considered only from contractors or individuals that are firmly established in
an appropriate business, who are financially responsible, and who have the resources
and ability to offer services in a professional and expedient manner. The City reserves
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the right to be the sole judge of these criteria. The City may request additional
information as deemed necessary. Failure to provide such information may result in
the proposal being considered non-responsive.
For questions about this request for bids, please contact:
Leahnette Rivers
City Administrator/Recorder
Phone: 503-397-4010
Fax: 503-366-2870
Cell: 971-563-4593
Email: lrivers@columbia-city.org
For technical questions regarding the work specified in this request for bids, please
contact:
Micah Rogers
Public Works Superintendent
Phone: 503-366-0454
Fax: 503-366-2870
Cell: 971-563-3127
Email: mrogers@columbia-city.org
Attachments:
Section I - Scope of Work
Section II - Bidding Requirements
Section III - Bid Form
Section IV - Bidders Qualifications
Section V - First-Tier Subcontractor & Supplier Disclosure Form
Section VI - Water Meter Installation Contract
Exhibit B - Oregon Safe Drinking Revolving Loan Fund Required Federal and
State Contract Clauses
Exhibit C - July 12, 2013 Federal Wage Decision
Exhibit E - Payment Bond Form
Exhibit F - Performance Bond Form
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SECTION I
Scope of Work
The City of Columbia City is seeking proposals from qualified contractors to replace a
variety of existing manual read water meters with new Neptune T-10 Meters with E-
Coder R900i Pit Registers and Snub Antennas. This Scope of Work calls for the
services and equipment necessary to perform the meter removal and meter installation
work. The City will provide all of the water meters needed for the project.
The City will provide the Contractor with the location of each existing service meter.
The Contractor may be required to perform minor digging and cleaning out within the
meter boxes. Most of the new meters should fit relatively well into the existing meter
box, but the Contractor may be required to make some minor modifications from time to
time.
The City will consider a change order in situations where modifications of more than
1/2 will be required provided the Contractor makes contact with the City prior to
removing the old meter. The City and Contractor shall reach an agreement about the
change order amount prior to the Contractor completing the modification the work.
1. Meter Installation: The project involves the replacement of the following
number of existing meters with new automated Neptune T-10 Meters equipped with E-
Coder R900i Pit Registers and Snub Antennas:
Meter Size Number of Meters
to be Replaced
2 6
5/8 X 3/4 493
TOTAL 499
Installation also includes project management to make sure all new equipment is
installed properly and all information about the system is correct. The Contractor shall
make every effort to restore service to each connection in a timely manner.
2. Schedule: All of the meter installation work required under this contract shall be
completed within 90 days of the date of the contract. The Contractor shall perform the
water meter replacement work during normal business hours (Monday - Friday, 8 AM to
5 PM) unless other hours are specifically agreed upon by the City.
3. Notice to Customers: The Contractor shall be responsible for providing each
customer with a door-hanger notice informing them of the date and time (within a four-
hour window) that the work will be performed. The door hanger notice shall be
delivered at least 48-hours in advance of the performance of the work.
4. Contractor Availability for Repairs: During the construction period, the
Contractor shall be available to respond to calls from customers concerning leaks, loss
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of service, or other issues associated defective work related to the water meter
installation. The Contractor must be available to respond to problems associated with
the installation on a twenty-four (24) hour basis, and must respond to make necessary
repairs within three (3) hours of receiving the call. If the Contractor fails to make
necessary repairs within three (3) hours of receiving the call, the City may proceed to
correct the defective installation work and recover the cost of making the correction
from the Contractor.
5. Meter Installation Acceptance: Contractor shall provide to the City on a daily
basis a list of the meter installations performed. Each installation will be accepted by
the City conditioned upon:
Receipt of completed form provided by the City listing the installation address,
old and new meter ID numbers, old and new meter readings, register
ID/transmitter ID numbers, installers name, and any other information relevant to
the installation;
Satisfactory inspection by the City; and
The return of old meter to the City.
6. Payments: The City will provide monthly payments within thirty (30) days of
receipt of an acceptable invoice provided the meter replacements listed on the invoice
have been accepted by the City as outlined in Section 5.
7. No Solicitation: Contractor shall not solicit business from the Citys water
customers while performing this project.
8. Contractor Requirements:
A. Project Manager: Contractor shall designate a project manager to serve
as the main contact for the Contractor throughout the project. The project
manager shall have the authority to handle and resolve any contract disputes
with the City and be experienced in supervising the installation of water meters.
B. Uniforms: All employees working for the Contractor must wear easily
recognizable uniforms containing the service providers name.
9. Items to be Supplied by Contractor:
A. General: Contractor will supply the following components and aspects of
installation:
Overall project management;
Training and direct supervision of installers;
Work scheduling;
Customer notifications;
Removal of existing water meters;
Installation of new water meters;
Problem solving;
Data collection;
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Handling customer complaints;
Inspection;
Testing; and
Quality control.
B. Tools and Materials: Contractor shall provide all tools and additional
materials to complete the installation work. The City will provide the new water
meters. If a new pit box is needed, the Contractor shall notify the City and the
City will replace the pit box. The Contractor shall pick up the City-provided meter
equipment from the City Shop during normal business hours (Monday - Friday, 8
AM to 5 PM).
C. Account Data and Customer/City Notifications: Contractor shall keep
accurate records of all installations on a form provided by the City. Contractor
shall notify customers, via the use of a door hanger, at least 48 hours prior to
performance of the work. Contractor shall also provide the City with a schedule
of the work to be performed at least 48 hours prior to performance of the work.
Any scheduling changes shall be communicated with both the customer and the
City.
10. Meter Irregularities: The Contractor shall report to the City any meter and/or
plumbing irregularities, including but not limited to problems with the shut off valve,
leaks, meters installed backwards, registers disconnected from meters, taps located
before a meter, damaged plumbing to a service line, etc.
11. Site Condition: Contractor shall, immediately after completion of each meter
installation, clean up and remove from the site all refuse and unused material of any
kind and make every effort to return the site to its original condition.
12. Warranty and Quality Control: All of the water meters will come with an
equipment warranty. The Contractor shall be responsible for replacing any improperly
installed meter equipment. The Contractor shall correct any damage to couplings,
threads, unions or meters by use of improper tools or cross threading by installer.
The Contractor shall warranty all installation work performed under this contract for a
period of one year following the date of final completion.
13. Response to Complaints: The Contractor shall immediately log all customer
complaints and document all actions taken to resolve the complaints. Copies of all
complaint logs shall be provided to the City upon request.
14. Leaks after Installation: Contractor shall be responsible for correcting any
leaks at valves, couplings, or service lines that could reasonably be attributed to the
meter installation if reported by the City or customer within thirty (30) days of installation
work.
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SECTION II
Bidding Requirements
1. Bid Form.
2. Bidders Qualifications.
3. First-Tier Subcontractor Form.
4. Certificate Regarding Lobbying (Exhibit B, Pages 1 and 2)
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SECTION III
Bid Form
The Owner is: City of Columbia City of Columbia City
Project Name: Columbia City Water Meter Installation Project
This Bid is submitted to: City of Columbia City
Article 1.
The undersigned Bidder proposes and agrees, if this Bid is accepted, to enter into an
agreement with Owner in the form included in the Water Meter Installation Contract
documents to perform and furnish all work as specified or indicated in the Water Meter
Installation Contract documents for the Contract Price and within the Contract Time
indicated in this Bid, and in accordance wit the other terms and conditions of the Water
Meter Installation Contract documents.
Article 2.
Bidder accepts all of the terms and conditions of the Request for Bids and Scope of
Service. This Bid will remain subject to acceptance for the time period of 30 days.
Bidder will sign and submit the Water Meter Installation Contract with the required
bonds and other documents as outlined in the Request for Bid packet within 15 days
after notification of award of contract is sent to Bidder.
DO NOT SEND BIDS BY FAX. Bids submitted by FAX will not be accepted.
Article 3.
In submitting this Bid, Bidder represents, as more fully set form in the Water Meter
Installation Contract documents, that:
3.1 Bidder has examined copies of all the bidding documents contained in the
Request for Bid packet.
3.2 Bidder has examined copies of the following Addenda (receipt of which is hereby
acknowledged):
Date Number
______________________ ______________
______________________ ______________
______________________ ______________
3.3 Bidder has familiarized itself with the nature and extent of the Water Meter
Installation Contract documents, work, site locality, and all local conditions, laws and
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regulations that in any manner may affect cost, progress, performance, or furnishing of
the work.
3.4 Bidder represents that its Bid is based on providing all of the material, labor,
equipment, and services necessary to complete the work in full compliance with the
Water Meter Installation Contract documents without exception.
Article 4.
The work is presented in the following Bid Schedule. Bid will be awarded to the lowest
responsive bidder for the total bid amount. If awarded the Contract, the Bidder shall
complete the work for the Bid prices presented:
Bid Schedule Quantity Unit Price Extended
Price
Mobilization, Demobilization, Bonds and
Insurance
1
Replace each manual 5/8 X 3/4 meter with
new Neptune T-10 Meter with E-Coder R900i
Pit Register and Snub Antenna
493
Replace each manual 2 meter with new
Neptune T-10 Meter with E-Coder R900i Pit
Register and Snub Antenna
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TOTAL COST PROPOSED 499
Total Base Bid:
_______________________________________________________________(words)
$_______________________________(figures)
Note: The Bids will be evaluated and the project will be awarded to the lowest
responsive bidder based on the Total Base Bid with consideration of project funding
and benefits to the Owner.
Article 5.
Bidder agrees that the work will be finally complete and ready for acceptance and final
payment within 90 days of the date of the Notice to Proceed.
Article 6.
The following documents are attached to and made a condition of this Bid Form:
6.1 Bidders Qualifications.
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6.2 First-Tier Subcontractor Form.
6.3 Oregon Safe Drinking Water Revolving Loan Fund Required Federal and State
Contract Clauses (Exhibit B).
Article 7.
Communications concerning this Bid shall be addressed to:______________________
_____________________________________________________________________
At the following address:__________________________________________________
_____________________________________________________________________
Telephone number:____________________ Fax number:_______________________
CCB #_______________________________
If Bidder is:
An Individual
By:________________________________________
(Individuals Name)
__________________________________________
(Signature)
Doing Business as:___________________________
Business Address:____________________________
___________________________________________
Telephone No.:______________________________
Fax No.:____________________________________
(SEAL)
A Partnership
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By:________________________________________
(Firm Name)
__________________________________________
(General Partner Name)
__________________________________________
(Signature)
__________________________________________
(Title)
Business Address:____________________________
___________________________________________
Telephone No.:______________________________
Fax No.:____________________________________
A Corporation
By:________________________________________
(Corporations Name)
___________________________________________
(State of Incorporation)
By:_______________________________________
(Name of Person Authorized to Sign)
_________________________________________
(Signature)
__________________________________________
(Title)
Attest______________________________________
(Secretary)
Business Address:____________________________
___________________________________________
Telephone No.:______________________________
Fax No.:____________________________________
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Home Office Address (if different from above):
___________________________________________
(SEAL) (Corporate Seal)
A Joint Venture
By:________________________________________
(Name)
__________________________________________
(Signature)
Address:___________________________________
__________________________________________
Telephone No.:______________________________
By:________________________________________
(Name)
__________________________________________
(Signature)
Address:___________________________________
__________________________________________
Telephone No.:______________________________
Fax No.:____________________________________
Each joint venturer must sign. The manner of signing for each individual, partnership,
and corporation that is a party to the joint venture shall be in the manner indicated
above.
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SECTION IV
Bidders Qualifications
The Bidder has been engaged in the contracting business, under the present business
name for ________years. Experience in work of a nature similar to that covered in the
proposal extends over a period of _________years.
The Bidder, as a contract, has never failed to satisfactorily complete a contract awarded
to him, except as follows:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
The Bidder, as a contractor, has been involved with the following lawsuits in the last five
years. List project and Owner:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
The following contracts have been satisfactorily completed in the last three years for the
persons, firm or authority indicated, and to whom reference is made:
Year Type of Work Contract Amount For Whom
_______ ________________________ ______________ ________________
_______ ________________________ ______________ ________________
_______ ________________________ ______________ ________________
_______ ________________________ ______________ ________________
Signed:____________________________________
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SECTION V
First-Tier Subcontractor & Supplier Disclosure Form
(Bidders Statement of Subcontractors)
Bidders are required to disclose information about first-tier subcontractors; specifically,
when the contract amount of a first-tier subcontractor is greater than or equal to five
percent of the project bid but at least $15,000 or $350,000 regardless of the percentage
of the total project bid.
Within two working hours after the date and time of the deadline when bids are due to a
contracting agency for a public improvement contract, a bidder shall submit to the
contracting agency a disclosure of the first-tier subcontractors. The following
information about these first-tier subcontractors shall be disclosed on this form:
1) Subcontractor name
2) Subcontract dollar value
3) Category of Work
No subcontractor doing work in excess of five percent of the total amount of the bid and
who is not listed shall be used without the written approval of the Owner. Additional
numbered pages outlining this portion of the proposal may be attached to this page.
Each page shall be headed First-Tier Subcontractor Disclosure Form, cont. and shall
be signed by the bidder.
PROJECT NAME: Columbia City Water Meter Installation Project
BID CLOSING: Date: Wednesday, August 7, 2013
Time: 2:00 p.m.
This form must be submitted at the location specified in the Invitation to Bid on the
advertised bid closing date and within two working hours after the advertised bid closing
time.
List below the name of each subcontractor that will be furnishing labor or will be
furnishing labor and materials and that is required to be disclosed, the category of work
that the subcontractor will be performing and the dollar value of the subcontract. Enter
NONE if there are no subcontractors that need to be disclosed. (ATTACH
ADDITIONAL SHEETS IF NEEDED).
Name Dollar Value Category of Work
1
2
3
4
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Failure to submit this form by the disclosure deadline will result in a nonresponsive bid.
A nonresponsive bid will not be considered for award.
Submitted By (Bidder Name): ____________________________________________
Contact Name: ______________________________________
Phone No. ________________
Signature of Contractor:____________________________________
Date: _______________