REQUEST FOR BID
METHANE BIOGAS REGULATORS – #PUR0120-149
CITY OF CEDAR RAPIDS, IOWA – WATER POLLUTION CONTROL DEPARTMENT
January 6, 2020
SECTION 1.0 – NOTICE OF REQUEST FOR BIDS (RFB)
1.1 Scope of Work - The City of Cedar Rapids is seeking bids from qualified Vendors for the purchase and delivery of
Four (4) Methane Biogas 3” Regulators for the Water Pollution Control Department, 7525 Bertram Rd NE, Cedar
Rapids, IA. Complete specifications are listed on the Bid Pricing Form, Attachment A and Data plate information in
1.2 RFB Timeline
Name of the Bid
Methane Biogas Regulators #PUR0120-149
Date of Issuance
Monday, January 6, 2020
Deadline for Questions
Monday, January 13, 2020 at 3:00 pm CST
Deadline for Bid Submittal
Monday, January 20, 2020 before 3:00 pm CST
Bids time stamped 3:00 pm or after are late
Recommendation for Award
Week of January 20, 2020
Submit Bid to:
Submit in a sealed envelope.
Address exactly as stated.
Purchasing Services Hours 8 am to 5 pm,
Sealed Bid: Methane Biogas Regulators (#PUR0120-149)
Purchasing Services Division-City Hall-1st Floor
101 First Street SE
Cedar Rapids IA 52401
Method of Submittal
US Mail, Overnight Delivery or In Person
Electronic and fax proposals are not acceptable
Contact Person, Title
Ann Harris, Purchasing Agent
Phone/ Fax Numbers
1.3 The City is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of the
City, or any other means of delivery employed by the Bidder. Similarly, the City is not responsible for, and will not
open, any bid responses that are received on or after the time stated above. Late submittals will be retained in
the RFB file, unopened. No responsibility will be attached to any person for premature opening of a bid not
1.4 Bids will be publicly opened on Monday, January 20, 2020 at 3:00 pm CST (our clock) in City Hall, 101 First Street
SE, Cedar Rapids 52401. The main purpose of this opening is to read the name(s) of the Bidders(s) and the
submitted pricing, not to serve as a forum for determining the apparent low bidder(s).
1.5 Bids will be evaluated promptly after opening. After an award is made, a bid tabulation summary will be sent to
all companies who submitted a bid. Bid results will not be given over the telephone or prior to award. Bids may
be withdrawn any time prior to the scheduled closing time for receipt of bids; no bid may be modified or withdrawn
for a period of sixty (60) calendar days thereafter.
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SECTION 2.0 – INSTRUCTIONS TO BIDDERS
2.1 FEDERAL FUNDING PROVISIONS
This Project is not federally funded.
2.2 Whenever used in this RFB the following terms shall have the meaning given as follows: City shall mean the City of
Cedar Rapids, Iowa. Vendor/Contractor shall mean the company providing Methane Biogas Regulators for the
Water Pollution Control Department.
2.3 A company representative who is authorized to bind the Company will sign on behalf of the company to indicate
to the City that you have read, understand and will comply with the instructions and all terms and conditions stated
in this Request for Bid and all attachments.
2.4 Insurance Requirements
Vendor, at its own expense, shall procure and maintain workers compensation, general liability and automobile
liability insurance so as to cover risks which shall arise directly or indirectly from Vendor’s obligations and activities.
The Vendor shall furnish the City with a copy of the Certificate of Insurance as proof of the Vendor’s insurance
policies, if requested by the City.
2.5 This Request for Bid does not commit the City to make an award, nor will the City pay any costs incurred in the
preparation and submission of bids, or costs incurred in making necessary studies for the preparation of bids.
Any matter of this bid package that requires explanation or interpretation must be inquired into by the Bidder in
writing by Monday, January 13, 2020 at 3:00 pm, CST. FAX or E-MAIL all questions to Ann Harris 888-815-3659 or
firstname.lastname@example.org. Any and all questions will be responded to in the form of written addenda to all
Bidders. All addenda that you receive shall be acknowledged and dated on the bottom of the Signature Page Form
(Attachment A). All Addenda will be posted on the City’s website. It is the Bidder’s responsibility to check for
addenda. Verbal information obtained otherwise will NOT be considered in awarding of bids.
2.7 Exceptions to Documents
The Bidder shall clearly state in the submitted bid any exceptions to, or deviations from, the minimum bid
requirements, and any exceptions to the terms and conditions of this RFB. Such exceptions or deviations will be
considered in evaluating the bids. Bidders are cautioned that exceptions taken to this RFB may cause their bid to
2.8 Silence of Specifications
Commercially accepted practices shall apply to any detail not covered in the specification and to any omission of
the specification. Any omission or question of interpretation of the specification that affects the performance or
integrity of the goods being offered shall be addressed in writing and submitted with the Bid.
2.9 Incomplete Information
Failure to complete or provide any of the information requested in this Request for Bid, including references,
and/or additional information as indicated, may result in disqualification by reason of "non-responsiveness".
2.10 In the event of conflict, the Special Terms and Conditions shall take precedence over the General Terms and
Conditions, included herein.
Be advised that any conversations (in reference to this RFB) between bidders and any City employee, City official
or City Project Manager, outside of the Purchasing Services Division, during the entire competitive bidding process
is strictly prohibited. Such actions will result in removal of the Vendor from the vendors list and rejection of the
Vendor’s bid. The ONLY official position of the City is that position which is stated in writing and issued by the
Purchasing Services Division. No other means of communication, whether written or oral, shall be construed as
a formal or official response statement.
DOCUMENTS TO BE SUBMITTED WITH THE BID
1. BID SIGNATURE PAGE – ATTACHMENT A
2. BID SUBMITTAL FORM – ATTACHMENT A
3. BUY LOCAL PACKET – ATTACHMENT A
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SECTION 3.0 – SPECIAL TERMS AND CONDITIONS
3.1 Payment Terms and Invoice Submittal
3.1.1 Payment terms for the equipment shall be net forty-five (45) days upon receipt of an acceptable original
invoice and after the equipment are received, inspected and accepted and all required documentation is
received in a format acceptable to the City.
3.1.2 Invoices shall include the following information:
Vendor name and address
Date of Delivery
City PO number
Description of equipment
The total amount being invoiced
The Project Number (#PUR0120-149)
3.1.3 Surcharges (i.e. fuel surcharges, restocking) shall NOT be allowed to be added to invoices as an additional
3.1.4 All invoices and supporting documentation shall be submitted at the intervals as agreed upon:
a) In a pdf format via e-mail to: email@example.com
b) Via US mail to: City of Cedar Rapids, Finance Department – Accounts Payable,
101 First Street SE, PO Box 2148, Cedar Rapids, IA 52406-2148.
3.1.5 The City may withhold payment for reasons including, but not limited to the following:
a) Equipment that is defective, inaccurate, flawed, unsuitable, nonconforming or incomplete due to
negligence of the Vendor;
b) Damage for which Vendor is liable;
c) Valid liens or claims of lien;
d) Valid claims of Subcontractors or other persons;
e) Delay in the delivery of the equipment;
f) Inability of Vendor to complete the delivery of the equipment;
g) Failure of Vendor to properly complete or document any pay request or invoice;
h) The cost to City, including attorneys’ fees and administrative costs, of correcting any of the aforesaid
3.2 Treatment of Documents and Records - Access/Retention
The Vendor shall maintain all accounting records and other documentation generated in providing the
goods/equipment under this Bid.
The City or any duly authorized representative of the City shall have access to all such information for the purpose
of inspection, audit and copying during normal business hours. All such information shall be retained for five (5)
years from the date of final payment and after all other pending matters under regarding this purchase are closed.
This access shall be made available to the City or duly authorized agent and shall be considered incidental to the
Scope of Work contained herein. As such, there shall be no additional compensation allowed the Vendor for
maintaining this information and allowing the herein described access.
3.3 If Project is funded in any way utilizing Federal Funds the Contractor acknowledges that it may be required to
submit to an audit of funds paid through the Contract and as may be conducted in accordance with provisions of
the Office of Management and Budget Circular A-133 (Audit of States, Local Government and Non-Profit
3.4 Estimated Quantities
The City reserves the right to order decreased or increased amounts from those specified. However, the estimates
are as accurate as we are able to determine. Actual quantities, whether lesser or greater than estimated, will not
affect the prices as bid.
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SECTION 4.0 – BID EVALUATION AND AWARD
4.1 Award - Any award(s) made by the City of Cedar Rapids is subject to prior approval by the City of Cedar Rapids City
Award shall be made to the responsible Bidder submitting the lowest responsive bid with regard to the
specifications set forth herein. The City reserves the right to accept or reject any or all bids; to request
rebids; to award bids item-by-item, by groups or lump sum; and to waive technicalities and formalities
where is it deemed advisable in protection of the best interests of the City. In addition to the quoted price,
the following is a partial list of the criteria that may be used in our determination of Vendor responsibility
Adherence to specifications;
Company’s ability to meet the City’s Insurance Requirements;
Current lead-time quoted;
Length of time committed for firm pricing;
Guarantees and warranties;
Satisfactory demonstration of equipment;
Past experience and service provided by Bidder;
Ability and/or willingness to work with the City on disposition of material no longer required or
4.1.2 If the evaluation team determines that the bid should be awarded, the process shall be as follows:
a) The evaluation team shall determine which responsible Bidder has submitted the lowest responsive
b) For purchases equal to or greater than $50,000, the City Council shall consider a resolution
authorizing the purchase. Note, as provided for by Section 4.03 of the Cedar Rapids Municipal Code,
no award shall be deemed to be created and exist, unless and until the City Council adopts a
resolution authorizing the purchase.
c) The City issues a purchase order to the Vendor. The purchase order shall constitute authorization for
the equipment to be ordered.
If the evaluation team determines that all the bids received should be rejected, the Bidders shall be
notified by the Purchasing Services Division accordingly. At that point, the City may, or may not, re-bid
4.2 The City of Cedar Rapids reserves the right to use both primary and secondary suppliers or to otherwise use
multiple sources to protect the City’s overall interests.
4.3 The Company must not have any unresolved performance issues with the City of Cedar Rapids. The Company’s
performance as a prime Contractor or subcontractor in previous City contracts shall be taken into account when
evaluating the Company’s submittal for this Request for Bid. The City may survey other local agencies during the
bid evaluation period to make sure the Company does not have any unresolved or unsatisfactory performance
issues. The City reserves the right to reject the Company’s submittal based on its assessment of the Company’s
4.4 In case of tie bids, the City will make the award based on the priority factors as outlined in the City of Cedar Rapids
4.5 Buy Local Program
The Cedar Rapids City Council has passed a resolution adopting a Buy Local Program for the procurement of goods
and/or Services by competitive bid or proposal. Preference shall be applied to acceptable bids or proposals from
businesses located within Linn County who have submitted a notarized Local Business Certificate. An additional
2% preference will be given for Certified Small Businesses within Linn County, Iowa who are registered with the
Iowa Economic Development Targeted Small Business Program as a Service Disabled Veteran Owned Small Business,
Persons with Disabilities, Minority Owned Small Business or Woman Owned Small Business. See Attachment A for
details. If your company is already registered, or if this does not apply to your business, do not complete the form.
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SECTION 5.0- GENERAL TERMS AND CONDITIONS - BIDS
ACCELERATED PAY DISCOUNTS - Accelerated discounts should be so stated on the Signature Page. If quick pay discounts are offered,
the City reserves the right to include that discount as part of the award criteria. Prices bid must, however, be based upon payment in net
forty-five (45) days after receipt, inspection and acceptance. In all cases, quick pay discounts will be calculated from the date of the
invoice or the date of acceptance, whichever is later.
1. The Contractor shall comply with all applicable provisions of the Americans with Disabilities Act (Public Law 101-336, 42 U.S.C. 12101
et seq.) and applicable Federal regulations under the Act https://www.law.cornell.edu/uscode/text/42/12101.
2. Bids for design, construction, programs, policies and concessions of any type shall comply with the 2010 Standards for Accessible
Design, the ADA title II regulation - https://www.ada.gov/regs2010/2010ADAStandards/2010ADAstandards.htm, Section 504 of the
1973 Rehabilitation Act https://www.ada.gov/cguide.htm#anchor65610, and similar statutes and regulations prohibiting
discrimination on the basis of disability.
3. The Contractor shall ensure that its websites and all online services, including those websites or online services provided by third
parties upon which Cedar Rapids relies to provide services or content, comply with, at minimum, Web Content Accessibility
Guidelines - WCAG 2.0 AA.
4. It is the responsibility of the Contractor to understand and implement the Accessible Design specifications indicated above (Article
1 and 2) into all applicable construction projects, including being aware of and making considerations for expected field or
manufacturing tolerances, as stated in article 104.1.1 of the 2010 ADA Standards for Accessible Design. Further, the Contractor shall
be responsible to make the construction workers aware of the specifications and tolerances in projects that involve ADA design
items. Any subsequent inspection of installations of facilities or construction that results in failure to meet the Accessible Design
parameters, these items shall be removed and replaced at the expense of the Contractor.
ASSIGNMENT - The City and the Contractor each is hereby bound and the partners, successors, executors, administrators and legal
representatives of the City and the Contractor are hereby bound to the other Party to the Contract and to the partners, successors,
executors, administrators and legal representatives (and said assigns) of such other Party, in respect of all covenants, agreements and
obligations of the Contract. Any assignment or attempt at assignment made without prior written consent of the City shall be void.
BID CURRENCY/LANGUAGE - All bid prices shall be shown in US Dollars ($). All prices must remain firm for the duration of the contract
regardless of the exchange rate. All bid responses must be submitted in English.
BID FORM - Each Bidder must submit an original bid and additional copies as required on the forms attached. The Bidder shall correctly
sign the bid, and the bid may be rejected if it shows any omissions, alterations of the form, additions not called for in the bid, or any
irregularities of any kind. In case of a discrepancy between the unit price and the extended price, the unit price shall prevail.
BID INFORMATION IS PUBLIC - All documents submitted with any bid shall become public documents and subject to Iowa Code Chapter
22, which is otherwise known as the “Iowa Open Records Law”. By submitting any document to the City of Cedar Rapids in connection
with a bid, the submitting party recognizes this and waives any claim against the City of Cedar Rapids and any of its officers and employees
relating to the release of any document or information submitted. Each submitting party shall hold the City of Cedar Rapids and its
officers and employees harmless from any claims arising from the release of any document or information made available to the City of
Cedar Rapids arising from any opportunity. Bid information requested by the public or other bidders will be provided in an alternative
format if the requestor is a person with a disability and requires an alternative form for comprehension.
BID REJECTION OR PARTIAL ACCEPTANCE - The City reserves the right to accept or reject any or all bids or parts thereof. The City further
reserves the right to waive technicalities and formalities in bids, as well as to accept in whole or in part such bids where it is deemed
advisable in protection of the best interests of the City.
BROCHURES - Bids shall include adequate brochures, latest printed specifications and advertising literature, describing the product
offered in such fashion as to permit ready comparison with our specifications on an item-by-item basis where applicable.
CONFLICT OF INTEREST - Contractor represents, warrants, and covenants that no relationship exists or will exist during the Contract
period between the Contractor and the City that is a conflict of interest. No employee, officer or agent of the Contractor shall participate
in the selection or in the award if a conflict of interest, real or apparent, exists. The provisions of Iowa Code ch. 68B shall apply to the
Contract. If a conflict of interest is proven to the City, the City may terminate the Contract, and Contractor shall be liable for any excess
costs to the City as a result of the conflict of interest. The Contractor shall establish safeguards to prevent employees, consultants, or
members of governing bodies from using their positions for purposes that are, or give the appearance of being, motivated by the desire
for private gain for themselves or others with whom they have family, business, or other ties. The Contractor shall report any potential,
real, or apparent conflict of interest to the City.
DELIVERY - The delivery time or completion date, as stated in the Bid Form, shall be the time required to deliver the complete item(s)
after the receipt of the purchase order. Where multiple items appear on a Bid request, the Bidder shall, unless otherwise stated by the
City, show the delivery time for each item separately.
If only a single delivery time is shown, it will mean that all goods included in the Bid can and will be delivered on or before the specified
date. The Bidder agrees that the delivery will be completed in the time stated, assuming that the time between the Bid Opening and the
placing of the order does not exceed the number of days so stipulated. The right is reserved to reject any Bid in which the delivery time
indicated is considered sufficient to delay the operational needs for which the goods are intended.
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