Important Note to Vendors:
When viewing this notice online, click on the link to the specification documents to see all attachments for this RFQ.
The City of Rochester Hills is accepting quotations for the one-time purchase of Schrader Bellows ½” Water Service 3-Way Valve, or City approved equal.
If you are interested in providing a quotation, please fill in the following information and fax or mail back no later than the due date of: Thursday, November 15, 2012. All questions and/or quotations should be directed to the attention of: Lisa Cummins, CPPB, Senior Purchasing Analyst, 1000 Rochester Hills Drive, Rochester Hills, MI 48309, Phone 248/841-2537 or Fax 248/608-8178.
QUALITY ASSURANCE The bidder represents that all equipment offered under this specification shall be new. Used, shopworn, demonstrator, prototype, or discontinued models are not acceptable.
The valves shall be completely assembled and adjusted. All equipment including standard and supplemental equipment shall be installed and the unit made ready for continuous operation. All parts not specifically mentioned which are necessary for the valve equipment to be complete and ready for operation or which are normally furnished as standard equipment shall be furnished by the vendor. All parts shall conform in strength, quality and workmanship to the accepted standards of the industry.
All materials shall be designed to withstand the stresses encountered in fabrication, erection, and operation. All equipment shall be of corrosion resistant materials or shall be suitably protected by the supplier with corrosion resistant industrial coatings approved by the City Engineer.
SPECIFICATIONS The City of Rochester Hills is accepting quotations for the one-time purchase of Schrader Bellows ½” Water Service 3-Way Valve, or City approved equal.
This specification describes replacement valves required for the PRV Pumps.
Manufacturer: Schrader Bellows Model: M00040194 Water Service 3-Way Valve Size: 1/2” Quantity: 15
Due to the complexity of the application, it is required that the City has verification that the valves are appropriate for the application. Before award the vendor must provide a valve for testing in the City’s system, if requested.
Unless otherwise stated by bidder, the bids will be considered as being in strict accordance with the City’s applicable standard specifications, and any special specifications as outlined in the bid document. Reference to particular trade names, manufacturers, or model numbers are made for descriptive purposes to guide the bidder in interpreting the requirements of the City, and should not be construed as excluding bids on other trade names, manufacturers, or model numbers unless otherwise stated. However, the Bidder, if awarded the contract, will be required to furnish the particular item referred to in the specifications or description, unless departure or substitution is clearly noted and described in the bid and accepted by the City.
The vendor shall furnish the products and/or services in strict accordance with the specifications and at the price set forth for each item. All products bid shall be newly manufactured and of the manufacturer’s current model, unless otherwise specified.
In case of default by the vendor, the City of Rochester Hills may procure the equipment/services from other sources and hold the bidder responsible for any excess cost occasioned thereby. In case of error by the bidder relating to the contract, the Purchasing Division may, by discretion, upon presentation of a written explanation by the bidder substantiating the error, reject the contract and award to the next qualified bidder.
GENERAL REQUIREMENTS Municipalities are exempt from Michigan State Sales and Federal Excise taxes. Prices quoted shall not include Federal or State taxes. The City will furnish the successful bidder with tax exemption certificates upon request.
The City may modify the QUOTE prior to the deadline for submission of proposals by issuance of an addendum to all parties who have been furnished the Bid for proposal purposes. The City of Rochester Hills officially distributes bid documents from the Purchasing Division or through the Michigan Intergovernmental Trade Network (MITN). Copies of bid documents obtained from any other source are not considered official copies. Only those vendors who obtain bid documents from either the Purchasing Division or the MITN System are guaranteed access to receive addendum information, if such information is issued. The first step to do business with the City is to become a registered vendor by visiting the City website at www.rochesterhills.org, click on City Services, Purchasing, Bid Opportunities and link to MITN website. Final bid results will be posted on the MITN website after award.
All bid prices shall remain in effect for at least ninety (90) days from the date of the bid opening or the award, whichever comes first, except for the successful proposer whose prices are to remain firm for the term of the blanket purchase order.
No Quote will be accepted from, or contract awarded to any person, firm, or corporation that is in arrears or is in default to the City of Rochester Hills upon any debt or contract, or that is in default as surety or otherwise, or failed to perform faithfully any previous contract with the City of Rochester Hills.
AWARD OF PURCHASE ORDER The City reserves the right to reject any and all quotations, and to waive any defect or irregularity in quotes. The City reserves the right to accept and separate item in the quote; and to accept the quote that in the opinion of the City is to the best advantage and interest of the public we serve.
The bid will be awarded to that responsible, responsive bidder whose bid, conforming to this solicitation, will be most advantageous to the City with not only price but also availability of product, location of vendor business, and quality of product considered.
SPECIFICATIONS; BRAND NAMES OR EQUAL Specifications are provided to identify the products/service required and to establish an acceptable quality level. Bids on products of equal quality and usability will normally be considered unless otherwise stated. The City will be the sole judge in determining “equals” in regard to quality and performance.
A brand name or equal specification means that the brand name is for the purpose of describing the standard of quality, performance and characteristics desired. Unless otherwise specified, information to address equivalent substitutes in brand name or equal descriptions must include published information, such as brochures, descriptions or other information made available in the general course of the vendor’s business, that demonstrates equivalent functionality in terms of significant (or other specified, e.g. form, fit or function) performance characteristics; similar duration and scope of warranty protections; comparable experience with the same, similar, or predecessor product line; and an adequate period (or minimum period specified in the solicitation) of customer support experience to demonstrate a comparable acceptable level and availability of customer support. The determination of whether a proposed substitute is acceptable is totally within the discretion of the City.
Bidders are cautioned that any alternate bid, unless requested by the Purchasing Division, or any changes, insertions or omissions to the terms and conditions, specifications or any other requirements of this bid, may be considered non-responsive, and at the option of the City of Rochester Hills, may result in rejection of the bid.
Examples shown are listed to indicate the type and class of equipment desired. Bidders are cautioned to read the specifications carefully, as there may be special requirements not commonly offered by the equipment manufacturer. Bidders are cautioned that any units delivered to the F.O.B. point which do not meet the specifications in every aspect, will not be accepted.
Vendors may be required to furnish samples and other information necessary to provide the City with information sufficient to evaluate the price, acceptability of product, equivalency of substitutes in brand name or equal descriptions, or other factors being considered in the evaluation of bids.
Information to address delivery terms must describe the time for delivery, terms for transportation e.g. FOB terms, any unusual or unique packing and handling provisions, or any other delivery and shipping terms. Bids shall include all charges for delivery, packing, crating, etc., unless otherwise stated in the bid document. All deliveries will be FOB: Delivered. General delivery hours are 8:00 a.m. to 3:00 p.m. Monday-Friday.
The City may, but is not required to contact bidding vendors to obtain additional or missing information and to clarify aspects of the bid as deemed necessary to determine the acceptability of the bid. The City may reject as unacceptable bids from vendors that do not provide sufficient information to permit the City’s evaluation, or bids that do not meet the minimum requirements of the solicitation.
CHANGES AND ADDENDA Each change or addendum issued in relation to this quote will be on file in the Purchasing Division and posted on the MITN system.
It shall be the bidder’s responsibility to make inquiry as to the changes or addenda issued. All such changes or addenda shall become a part of the contract and all bidders shall be bound by such changes or addenda. Addendums will be posted on the MITN system.
Any interpretation to a bidder regarding the bid and/or contract documents or any part thereof, is valid only if given by the purchasing division staff. Any information given by departmental contacts is unofficial. Interpretations may or may not be given orally dependent upon the nature of the inquiry. Interpretations that could affect other bidders will be in writing and issued by the Purchasing Division. All inquiries shall be made within reasonable time prior to the stated deadline in order that a written response in the form of an addendum, if required, can be processed before bids are opened. Inquiries received that are not made in a timely fashion may or may not be considered.
METHOD OF PAYMENT Payment shall be made from supplier’s invoice submitted to cover items received and accepted during the billing period. Invoices must contain the purchase order number under which the contract is awarded.
Partial payments are not authorized on individual written purchase orders issued for this procurement. Payment will be made upon final delivery and acceptance of all equipment ordered on each purchase order issued.
