CITY OF WICHITA FALLS, TEXAS
NOTICE OF CALL FOR BIDS
Sealed proposals will be received at the office of the City Purchasing Agent, Memorial Auditorium, Wichita Falls, Texas until 1:30 PM on the
day of JULY 27, 2020 for furnishing the material, supplies, equipment, services, or for supplying the materials and/or doing the work necessary
for the repair, construction or improvement, as the case may be, as indicated by the items hereunder listed and in accordance with the applicable
BID START DATE:
JULY 5, 2020
BID CLOSING DATE: JULY 27, 2020
BID NUMBER: 20-16
These columns to be filled in by firm quoting
REQUEST FOR APPROVED EQUAL
AND NOTICE OF INTENT TO BID
DUE: JULY 15, 2020 – 1:30 PM
1 1200 EA 18” X 18” POLYETHYLENE METER BOX
COMPLETE W/ LID, LOCK & SPRING
2 100 EA 28” X 30” GALVANIZED METER BOX
COMPLETE W/ LID, LOCK & SPRING
AS PER CITY SPECIFICATIONS
Copies of bid forms, specifications and/or plans and instructions to bidders may be obtained from the office of the City Purchasing Agent, Room
113, Memorial Auditorium, 1300 7th St. (P.O. Box 1431) Wichita Falls, Texas 76307. Phone (940) 761-7466. All bids received by the time set
for receipts of bids, will be opened publicly and read aloud at that time, in the office of the City Purchasing agent or other designated place,
Memorial Auditorium, Wichita Falls, Texas. Any bid received after the bid closing date and time will be returned to the bidder unopened and
will not be considered.
Bidder shall complete Conditions of Sale section hereunder listed, including signature.
Cash Discount Terms: ______% ______Days
(NET-30 Days unless otherwise stated)
NOTE: CASH DISCOUNTS ARE NOT USED
FOR BID EVALUATION.
Quotation firm for _________________Days
(45 Days unless otherwise stated)
For Further Information Contact:
(F.O.B. Delivered unless otherwise stated)
CITY OF WICHITA FALLS, TEXAS P.O. Box 1431, Wichita Falls, TX 76307 940-761-7466
TERMS AND CONDITIONS OF CALL FOR BIDS
1. GENERAL CONDITIONS:
a) Bidders shall thoroughly examine the specifications, drawings, schedule, instructions and all other contract documents.
b) Bidders shall make all investigations necessary to thoroughly inform themselves regarding plant and facilities for delivery of material and equipment as required by
the bid conditions. No plea of ignorance by the bidder of conditions that exist or that may hereafter exist as a result of failure or omission on the part of the bidder to
make the necessary examinations and investigations, or failure to fulfill in every detail the requirements of the contract documents, will e accepted as a basis for
varying the requirements of the City or the compensation to the vendor
c) Bidders are advised that all City contracts are subject to all legal requirements provided for in the City Charter, Code and/or applicable City Ordinances, State of Texas
and Federal statutes.
d) No officer or employee of the City shall have a financial interest, direct or indirect, in any contract with the City, or shall be financially interested, directly or indirectly,
in the sale to the City of any materials, supplies or service, except on behalf of the City as an officer or employee.
2. PREPARATION OF BIDS:
a) All information required by the bid form shall be furnished. The bidder shall sign in ink the Call for Bid document and the Specification Compliance Certification
document in the places indicated, stating the firm’s name and address where required.
b) Unit prices shall be shown, and where there is an error in extension of price, the unit price shall govern.
c) Proposed delivery time shall be stated from the time the Purchase Order is received by the Vendor and shall include Sundays and Holidays.
d) Bidders will not include neither federal taxes nor State of Texas sales, excise or use taxes in bid prices as the City of Wichita Falls is exempt from payment of such
taxes. An exemption certificate will be furnished upon request.
3. DESCRIPTION OF PRODUCT/SERVICE:
Any catalogue or manufacture’s reference used in describing an item is merely descriptive, and not restrictive, unless otherwise noted, and is used only to indicate type and quality
of material. Bidders are required to state exactly what they intend to furnish, otherwise they shall be required to furnish the items as specified.
4. CLARIFICATION OF OBJECTION TO BID SPECIFICATIONS:
In the absence of a scheduled Pre-Bid Conference, a bidder may, if in doubt as to the true meaning of the specifications or other bid documents or any part thereof, submit to the
City Purchasing Agent on or before seven calendar days prior to scheduled bid opening, a request for clarification. All such request for information shall be made in writing and
the person submitting such request shall be responsible for its prompt delivery. Any interpretation of the bid, if make, will be made only by Addendum duly issued. A copy of
such addendum will be mailed or delivered to each bidder receiving a Call for Bid document. The City will not be responsible for any other explanation or interpretation of the
proposed bid made or given prior to the award of the contract.
5. SUBMISSION OF BIDS:
a) Bids and changes thereto shall be enclosed in sealed envelopes addressed to Purchasing Agent, City of Wichita Falls. The name and address of the bidder, the bid number,
and the closing date and time shall be placed on the outside of the envelope.
b) Bids must be submitted on the forms furnished. Telegraphic or fax bids will not be considered. Bids, however, may be modified by written or telegraphic notice, if such
notice is received by the City Purchasing Agent prior to the time and date set for the bid closing.
c) Samples, when required, must be submitted within the time specified, at no expense to the City of Wichita Falls. If not destroyed or used up during testing, samples will be
returned upon request, at the bidder’s expense.
6. WITHDRAWAL OF BIDS:
Bids may not be withdrawn after the time set for the bid opening, unless approved by the City Council.
7. LATE BIDS OR MODIFICATION OF BID:
Bids and modifications received after the time set for the bid opening, will be returned to the bidder unopened, as required by State law.
8. REJECTION OF BIDS:
a) The City may reject a bid if:
1. The bidder misstates or conceals any material fact in the bid, or if
2. The bidder does not strictly conform to law or the requirements of the bid, or if
3. The bid is conditional, except that the bidder may qualify his bid for acceptance by the City on an “All or None” basis or a
“Low item” basis
b) The City reserves the right to accept or reject any or all bids, or any part thereof, and to accept that offer considered most advantageous to the City. The City may also
waive any minor informalities or irregularities in any bid.
9. AWARD OF CONTRACT:
a) The contract will be awarded to the lowest responsible bidder, conforming to the Call for Bid, whose bid is most advantageous to the City, price and other factors considered.
b) The City reserves the right to accept any item or group of items, unless the bidder restricts his bid by specific reference, as in 8(a) above.
c) Written notice of award will be furnished the successful bidder.
d) A binding contract results after the issuance of an authorized Purchase Order by the City. The Purchase Order and the Call for Bid document shall constitute the contract
e) The City of Wichita Falls may, in its discretion, apply any monies owed the City, which remain delinquent at the effective date of this contract.
10. ASSURANCE OF COMPLIANCE - PERFORMANCE BOND OR DEPOSIT:
a) When specified in the Call for Bid, the successful bidder shall be required to furnish, as a part of the contract acceptance, a Purchase Contract Performance Bond, in the
amount specified. Upon receipts of the completed Purchase Contract Performance Bond form the successful bidder, the City Purchasing Agent will issue a Purchase Order.
In lieu of said bond, a certified check drawn upon a State or National Bank or Trust Company shall be deposited with the City Clerk.
b) In the event a Purchase Contract Performance Bond is not required, and the vendor breaches the contract, the vendor shall be liable for liquidated damages in the amount
specified in the Call for Bid.
11. ASSURANCE OF COMPLIANCE - EQUAL EMPLOYMENT OPPORTUNITY AND SMALL AND/OR MINORITY BUSINESS ENTERPRISE REQUIREMENTS;
Bidder agrees that if his bid is accepted, he/she will not engage in employment practices which have the effect of discriminating against employees or prospective employees
because of race, color, national origin, sex, age, handicap or political belief or affiliation. In addition, bidder agrees that he/she will abide by all applicable terms and provision
of the Nondiscrimination Clause and the Small or Minority Business Enterprise Clause as contained in the City of Wichita Falls current Affirmation Action Plan, or applicable
Notice of Intent to Bid
Please fill in the following form and mail or fax to City of Wichita Falls before 1:30 PM, JULY 15,
2020 stating your intent to bid.
FAX or MAIL Due: JULY 15, 2020, 1:30 PM
NOTICE OF INTENT TO BID
CITY OF WICHITA FALLS
JENNIFER BABINEAUX, PURCHASING AGENT
1300 7TH STREET, ROOM 113
WICHITA FALLS, TEXAS 76301
(940) 761-7466 PHONE
(940) 761-7688 FAX
This is our letter of intent to bid on Bid # 20-16 ANNUAL REQUIREMENT METER BOXES
BID 20-16 METER BOXES & LIDS
REQUEST FOR APPROVED EQUALS
Bidders and suppliers may submit to the City requests for approved equals. Requests must be supported
by evidence such as technical data, test results, or other pertinent information that demonstrates that the
substitute offered is equal or better than the specification requirements.
The City reserves the right to determine equivalency. All requests for approved equals must be submitted
in writing and received by the City not later than the date indicated for approved equals, on this Call for Bid
All known bidders shall be informed, via addendum to the original specifications, of those requests
determined by the City to be equal or to exceed the minimum stated specifications ten (10) days prior to
the bid opening.
Requests for approved equals should be directed to:
Mrs. Jennifer Babineaux, Purchasing Agent
City of Wichita Falls
Purchasing Department – Room 113
1300 7th Street
Wichita Falls, TX 76301
P: (940) 761-7466
F: (940) 761-7688
NOTE: An APPROVED EQUAL is a request from the bidder offering a unit feature that deviates from
specified standards (e.g. a feature quantity is not the level specified, or a design or functional capability is
not of the type specified, or where manufacturing or engineering technology has developed a new approach
that may use an alternative method differing from the method called for in the specification that meets or
exceeds the performance goal specified).
Any non-approved alternates taken from the specified standards contained in the bid will disqualify the bid.
In the event the proposal herein is accepted by the City and the vendor breaches the contract, the vendor
shall be liable for liquidated damages in the amount equal to ten percent (10%) of the bid.
This contact shall be for a one (1) year period, from date of award, with a one (1) year renewal option under
the same terms and conditions. Such option to be exercised upon agreement of both parties. Quantities
listed are estimated annual usage. Bidder agrees to supply more or less boxes and lids as may be required,
on an “as-needed” basis. Bidder agrees to supply at prices quoted for the term of the contract.
BID 20-16 METER BOXES & LIDS
CITY OF WICHITA FALLS
METER BOXES / CAST IRON LIDS
It is the intent of this Call for Bid to solicit quotations for the City’s annual requirement of water meter boxes
and cast iron meter box lids. Included herein are minimum requirements that are to govern the size and
materials desired. The City reserves the right to evaluate and waive minor exceptions to these
All boxes to be furnished shall be of corrugated metal or polyethylene blend with cast iron lids and rings.
1.1 Casting shall be of uniform quality free from blowholes, porosity warps, shrinkage distortion
or other defects that either detract from appearance or impair the serviceability of the
casting. Lids shall fit properly into rings and seat firmly and uniformly without rocking. The
casting and moveable parts shall be of high quality workmanship and shall be true to
pattern in form and dimensions and made as near identical as practical to the dimensions
provided in the drawing to insure interchangeability and to establish the standard for
1.2 The diameter of the ring and the inside diameter of the lip of the hole in the ring may vary
slightly from the sizes shown on the attached drawing, so long as the ring will function
normally with a lid of 20-inches diameter for the large box or 13-inches for the small box,
allowing 1/8 inch.
The widths of the lid and ring shown on the drawings are minimums. The depth of the box
must not vary more than a ¼ inch from the length of 18 inches for the small box and 30
inches for the large box.
2.0 Meter Box
2.1 The boxes shall be made of:
18” x 18” – polyethylene blend with a thickness not less ½ inch
28” x 30” – galvanized corrugated steel with a thickness of not less than 20 gauge
2.2 Polyethylene blend boxes shall have a black exterior and white interior.
2.3 Boxes shall be securely attached to the ring with a minimum of four bolts and nuts for the
18-inch ring and 6 bolts and nuts for the 28-inch ring evenly spaced around the
circumference of the ring as shown in the drawing. All hardware used for assembling,
supporting or fastening casting in place shall be of new, first quality standard commercial
metal materials, free from all defects, which affect their value for the service intended. All
hardware shall be of corrosion resistance materials or shall have a corrosion resistant
finish. Rivets are not acceptable.
3.0 Ring and Lid
3.1 Ring and lid shall be constructed of cast iron conforming to ASTM specification A-48 or
latest revisions for class 30 gray iron or ductile iron conforming to ASTM specification A-
536. Bidders must, on request of City, provide laboratory certification of compliance with
the cited ASTM standard.