Water Meter Replacement Supplies

City of Salem, Virginia * ITB #2026-026 * Water Meter Replacement Supplies
ITB #2026-026
Water Meter Replacement Supplies
City of Salem, Virginia
Purchasing Department
114 North Broad Street
Salem, Virginia 24153
Phone: (540) 375-3063
ITB Number: ITB #2026-026
Title: Water Meter Replacement Supplies
Issue Date: Wednesday, June 24, 2026
Questions Deadline: Wednesday, July 1, 2026, 3:00 P.M. (Local Time)
Bids Due: Tuesday, July 7, 2026, 3:00 P.M. (Local Time)
Public Bid Opening Tuesday, July 7, 2026, 3:05 P.M. (Local Time)
Bid Opening Location: Council Chambers: 114 North Broad Street, Salem, Virginia 24153
Procurement Contact: Benjamin Denton, Purchasing Manager
114 North Broad Street Salem, Virginia 24153 Phone: (540) 375-3063
Email: bkdenton@salemva.gov
This public body does not discriminate against faith-based organizations in accordance with the Code
of Virginia, 2.2-4343.1, or against a bidder or offeror because of race, religion, color, sex, national
origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status, or any
other basis prohibited by state law.
City of Salem Purchasing Department Page 1

City of Salem, Virginia * ITB #2026-026 * Water Meter Replacement Supplies
The City of Salem is soliciting sealed bids from qualified vendors to supply various materials for the City of
Salem's Water Meter Replacement Project, in accordance with the requirements set forth in this Invitation to
Bid (ITB). All items must conform to the specifications listed in Bid Schedule 1 and Bid Schedule 2, which are
attached hereto and incorporated herein.
The City of Salem, Virginia, and its officers, employees, and agents shall not be responsible for the premature
opening of any bid envelope or package that is not properly sealed and clearly marked in accordance with the
requirements set forth herein.
The City of Salem reserves the right to cancel this solicitation, reject any or all bids, waive minor informalities
or irregularities, award in whole or in part, and make award to the bidder whose bid is determined, in the sole
discretion of the City, to be in the best interest of the City.
During an active solicitation, all communications (email, phone, text, letter) must be conducted through the
Purchasing Department. Vendors who violate this protocol may be disqualified at the discretion of the
Purchasing Manager.
The "Bidder Data/Signature Sheet" found below must be completed by the Bidder and returned with the bid.
By signing, the Bidder agrees that all pricing and terms shall remain firm for thirty (30) days following the bid
opening date.
Any notice of bid withdrawal must be submitted in writing to the Purchasing Department prior to the bid
opening.
OFFEROR DATA/SIGNATURE SHEET
Legal Name and
Address:
Signature (ink): Date:
Printed Name: Title:
Phone: Fax:
Email: Business
License #:
Federal Tax ID #: VA SCC ID
#:
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City of Salem, Virginia * ITB #2026-026 * Water Meter Replacement Supplies
TABLE OF CONTENTS
OFFEROR DATA/SIGNATURE SHEET ............................................................................... 2
TABLE OF CONTENTS ........................................................................................................ 3
I. PURPOSE ....................................................................................................................... 3
II. BACKGROUND ................................................................................................................ 4
III. SCOPE OF WORK .......................................................................................................... 4
A. Bid Schedule 1 - Service Line & Meter Fittings .......................................................... 4
B. Bid Schedule 2 - Meter Accessories & Flange Hardware ........................................... 4
C. Shipping Requirements............................................................................................... 4
D. Material Standards ...................................................................................................... 4
IV. BID PREPARATION AND SUBMISSION REQUIREMENTS ........................................ 5
A. General Requirements ................................................................................................ 5
B. Specific Bid Requirements .......................................................................................... 5
V. CONTRACT AWARD ...................................................................................................... 6
VI. DELIVERY REQUIREMENTS ....................................................................................... 6
VII. CONTRACT PERIOD ................................................................................................... 6
VIII. CONTRACT ADMINISTRATOR .................................................................................. 6
IX. COOPERATIVE AGREEMENT ..................................................................................... 6
X. INVOICING ..................................................................................................................... 6
XI. PROTESTS ................................................................................................................... 7
XII. RELEASE OF INFORMATION AND AWARD ANNOUNCEMENT ............................... 7
XIII. REJECTION AND AWARD OF BID ............................................................................ 7
XIV. INSURANCE ............................................................................................................... 7
XV. GENERAL TERMS AND CONDITIONS....................................................................... 8
XVI. SPECIAL TERMS AND CONDITIONS........................................................................ 8
Bid Schedule 1 - Service Line & Meter Fittings .................................................................. 11
Bid Schedule 2 - Meter Accessories & Flange Hardware ................................................... 13
I. PURPOSE
The City of Salem, Virginia, is soliciting sealed bids from qualified vendors to supply materials
required for the Water Meter Replacement Project. This Invitation to Bid (ITB) is issued to establish
a contract through competitive sealed bidding for the purchase of water service line fittings, meter
accessories, and flange hardware as described in Bid Schedule 1 and Bid Schedule 2.
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City of Salem, Virginia * ITB #2026-026 * Water Meter Replacement Supplies
The purpose of this ITB is to obtain the best value for the City through competitive pricing on
specified materials necessary to support the systematic replacement of water meters throughout
the City of Salem service area.
II. BACKGROUND
The City of Salem is an independent city encompassing approximately fourteen (14) square miles,
nestled in the heart of Virginia's Blue Ridge Mountains within the Roanoke Region. Conveniently
located along Interstate 81, Salem is home to approximately 25,346 residents and is part of the
larger Roanoke Metropolitan Area.
The City of Salem's Public Works Department is undertaking a Water Meter Replacement Project to
upgrade aging water meters throughout the service area. This project requires the procurement of a
significant quantity of supply line fittings, meter accessories, and flange hardware to support field
crews during installation. All materials must meet the specifications set forth in the bid form
attachments.
III. SCOPE OF WORK
The successful Bidder shall supply all materials identified in Bid Schedule 1 and Bid Schedule 2, in
the quantities specified. All items shall conform to the described sizes, materials, and standards.
The City reserves the right to adjust quantities by plus or minus twenty percent (20%) at the
awarded unit prices.
A. Bid Schedule 1 - Service Line & Meter Fittings
Bid Schedule 1 includes service line materials, meter boxes, curb stops, meter connections,
compression fittings, brass fittings, PVC fittings and pipe, and miscellaneous supplies. Full
quantities and descriptions are set forth herein.
B. Bid Schedule 2 - Meter Accessories & Flange Hardware
Bid Schedule 2 includes ranger couplings, meter tail pieces, brass nipples, resetters, flange kits,
gasket and bolt kits, spool pieces, megaflanges, and uniflanges organized by meter size (1/2"
through 10"). Full quantities and descriptions are set forth herein.
C. Shipping Requirements
Bid Schedule 1 and Bid Schedule 2 items must be kept separate during shipping and delivered in
clearly labeled separate shipments. Each package or pallet must be clearly marked with the
applicable schedule designation ("Bid Schedule 1" or "Bid Schedule 2") and the purchase order
number.
All deliveries shall be made to: 1400 Tidewater Street, Salem, Virginia 24153. Deliveries must be
coordinated with the City's Project Manager at least 48 hours in advance.
D. Material Standards
* All brass fittings shall be lead-free in compliance with applicable federal and state standards.
* All copper service line shall be Type K or Type L soft copper, as specified.
* All PVC materials shall conform to Schedule 40 standards.
* Endot service line shall meet AWWA C901 or equivalent standards.
* All meter flange kits shall include the specified number of flanges, bolts, and gaskets as
described.
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City of Salem, Virginia * ITB #2026-026 * Water Meter Replacement Supplies
* Substitutions will not be accepted without prior written approval from the City's Project
Manager.
IV. BID PREPARATION AND SUBMISSION REQUIREMENTS
A. General Requirements
* Bids must be received by hand delivery, mail, or electronic submission through eVA at
www.eva.virginia.gov no later than 3:00 p.m. (local time) on Tuesday, July 7, 2026.
Electronic submission through eVA is preferred.
* All Bids received will be publicly opened and read aloud for the information of Bidders and
other interested parties at 3:05 p.m. (Local Time) on Tuesday, July 7, 2026, in City Hall
Council Chambers, 114 North Broad Street, Salem, Virginia 24153. Interested parties may
attend in person or virtually. A link to view the bid opening online may be requested by
emailing bkdenton@salemva.gov.
* Bidders submitting paper bids shall provide one (1) original and two (2) copies in a sealed
envelope clearly marked: "Attn: Purchasing Dept. - ITB #2026-026 - Water Meter
Replacement Supplies." Paper bids must be mailed or hand-delivered to: City of Salem
Purchasing Department, 114 North Broad Street, Salem, VA 24153.
* Bidders submitting electronically must be registered vendors in eVA (Business Opportunities
> Virginia Business Opportunities). Registration is free. For eVA assistance contact 1-866-
289-7367 or eVACustomerCare@dgs.virginia.gov.
* The City is not responsible for delays caused by the eVA platform, vendor registration
issues, or internet outages. Timely submission is the Bidder's sole responsibility.
* Bids submitted via facsimile or email will not be accepted.
* If submitting a paper response, bids must be signed in ink by an authorized officer. Any
erasures or corrections must be initialed in ink.
* Late bids will not be considered and will be marked "Late" and retained unopened.
* Failure to comply with any requirement of this ITB may result in rejection of the bid.
* All questions and clarifications must be submitted in writing prior to 3:00 p.m. on
Wednesday, July 1, 2026 to: Benjamin Denton, bkdenton@salemva.gov. Oral instructions
carry no weight; only written addenda are binding.
* Bidders organized as corporations, LLCs, business trusts, limited partnerships, or registered
LLPs must be authorized to transact business in Virginia as required by Title 13.1 or Title 50
of the Code of Virginia.
* The City is not responsible for any costs incurred in the development or delivery of the bid.
B. Specific Bid Requirements
The following information must be furnished by the Bidder:
* Completed Bidder Data/Signature Sheet (included herein).
* Completed Bid Schedule 1 with unit prices and extended prices for all line items.
* Completed Bid Schedule 2 with unit prices and extended prices for all line items.
* Confirmation that Bid Schedule 1 and Bid Schedule 2 items will be shipped and delivered as
separate, clearly labeled shipments.
* Proposed delivery lead time following issuance of a purchase order.
* Completed Attachment A - Proprietary Information Form, if applicable.
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City of Salem, Virginia * ITB #2026-026 * Water Meter Replacement Supplies
The Bidder's bid shall remain valid for not less than thirty (30) days from the bid opening date.
V. CONTRACT AWARD
Award: This is a competitive sealed bid procurement. Award will be made to the responsive and
responsible Bidder(s) offering the lowest total price per list, provided the bid meets all
specifications. The City reserves the right to award by list separately or as a combined total,
whichever is in the best interest of the City.
VI. DELIVERY REQUIREMENTS
* All materials shall be delivered to: 1400 Tidewater Street, Salem, Virginia 24153.
* Bid Schedule 1 and Bid Schedule 2 items must be delivered as separate, clearly labeled
shipments. Commingled shipments will be rejected.
* Each shipment must include a packing list identifying the ITB number, the applicable
schedule (Bid Schedule 1 or Bid Schedule 2), and the quantities delivered.
* Delivery shall be made within the lead time stated in the Bidder's bid, but no later than thirty
(30) calendar days from issuance of a purchase order unless otherwise agreed in writing.
* Deliveries must be coordinated with the City's Project Manager a minimum of 48 hours in
advance.
* The City reserves the right to reject any shipment that does not conform to specifications or
is not properly labeled.
* Risk of loss shall remain with the Contractor until materials are delivered, inspected, and
accepted by the City at the delivery address.
VII. CONTRACT PERIOD
The contract will be awarded for the period necessary to complete delivery of all specified materials,
or as otherwise negotiated. The City may terminate the contract, in whole or in part, without cause
upon thirty (30) days' written notice to the Contractor.
VIII. CONTRACT ADMINISTRATOR
Any resulting contract will be issued by the City of Salem Purchasing Office. The Purchasing
Manager is authorized to act on behalf of the City to administer this contract.
IX. COOPERATIVE AGREEMENT
This procurement is conducted on behalf of the City of Salem and other public bodies in
accordance with 2.2-4304 of the Virginia Public Procurement Act. If approved by the Bidder, the
resulting contract may be used by other public bodies at contract prices and terms.
X. INVOICING
The Contractor shall submit invoices upon delivery and acceptance of materials. Each invoice must
include:
* Company name and contract/purchase order number
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City of Salem, Virginia * ITB #2026-026 * Water Meter Replacement Supplies
* Invoice date and invoice number
* Schedule designation (Bid Schedule 1 or Bid Schedule 2)
* Description of materials delivered and quantities
* Amount owed
All invoices must be submitted to:
City of Salem Water Department
1400 Tidewater Street
Salem, Virginia 24153
XI. PROTESTS
Any Bidder wishing to protest an award or other decision pursuant to this ITB may do so only in
accordance with 2.2-4357 through 2.2-4364 of the Code of Virginia. Any protest must be in
writing, signed by an authorized representative, and delivered to the City Purchasing Manager
within the required timeframe.
XII. RELEASE OF INFORMATION AND AWARD ANNOUNCEMENT
Upon award, the City will notify all Bidders in writing. A notice of award will be posted on the City of
Salem Purchasing website at https://www.salemva.gov/Bids.aspx. All materials submitted become
the property of the City and are subject to public inspection under the Virginia Freedom of
Information Act. If your bid contains proprietary information, note it on Attachment A - Proprietary
Information Form.
XIII. REJECTION AND AWARD OF BID
The City of Salem reserves the right to cancel this ITB, reject any or all bids, waive any informality
or irregularity, and award to the Bidder whose bid is, in the City's opinion, in its best interest.
XIV. INSURANCE
By signing and submitting a bid, the Bidder certifies that if awarded the contract, it will have the
following coverage in place at the time work commences, maintain it throughout the contract term,
and that all coverage will be provided by insurers authorized in the Commonwealth of Virginia. The
City of Salem must be named as an additional insured. Certificates of Insurance are required prior
to commencement and at renewals. A thirty (30) day written notice of cancellation or non-renewal is
required.
Workers' Compensation Statutory
Employer's Liability Each Accident: $100,000 | Disease, Policy Limit: $500,000 |
Disease, Each Employee: $100,000
Commercial General Liability Each Occurrence: $1,000,000 | General Aggregate: $2,000,000
Automobile Liability Bodily Injury & Property Damage, Each Accident: $1,000,000
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City of Salem, Virginia * ITB #2026-026 * Water Meter Replacement Supplies
XV. GENERAL TERMS AND CONDITIONS
Acceptance: This purchase order constitutes the City's offer and becomes a binding contract upon
the Contractor's acknowledgement or performance.
Entire Agreement: These terms, together with any special conditions and specifications, constitute
the complete agreement and supersede all previous written or oral communications.
Changes, Additions, Deletions: No changes will be permitted without prior written approval from
the City of Salem Purchasing Office.
Contractual Disputes: All claims shall be resolved through the City of Salem's Purchasing Policy
and Procedures Manual Section 4007.
Tax Exemption: The City of Salem is exempt from State Sales Tax and Federal Excise Tax
(Federal Tax ID: 54-6001593). This exemption does not transfer to the Contractor.
Antitrust: By entering into a contract, the Bidder assigns to the City all rights and causes of action
under federal and Virginia antitrust laws relating to the goods purchased.
Indemnification: The Contractor agrees to indemnify, defend, and hold harmless the City, its
officers, agents, and employees from all claims arising out of performance of this contract.
License Requirements: Firms with a business location in the City of Salem must be licensed
under the City's BPOL Tax Ordinance. Contact the Commissioner of the Revenue at (540) 375-
3019 with questions.
Anti-Discrimination: All Bidders certify conformance with the Federal Civil Rights Act of 1964, the
Virginia Fair Employment Act of 1975, and 2.2-4311 of the Code of Virginia.
Drug-Free Workplace: Bidders must comply with 2.2-4312 of the Virginia Public Procurement
Act.
Ethics in Public Contracting: By submitting a bid, Bidders certify their bids are made without
collusion or fraud and that no kickbacks or inducements have been offered or received.
Applicable Law and Courts: This contract shall be governed by the laws of the Commonwealth of
Virginia. Litigation shall be brought in the courts of the Commonwealth.
Independent Contractor: The Contractor is an independent contractor in all respects and is not an
agent, servant, or employee of the City.
Subcontracting: Subcontracting requires prior written City approval. No subcontract relieves the
Contractor of its obligations. Subcontractors must be paid within seven (7) days of the Contractor's
receipt of payment, per 2.2-4347 of the Code of Virginia.
Assignment: Neither party shall assign this contract without the prior written consent of the other
party, nor to any party debarred from doing business with the Commonwealth of Virginia.
Debarment Status: By accepting a purchase order, Bidders certify they are not currently barred
from submitting bids by any agency of the Commonwealth of Virginia.
Federal Immigration Law Compliance: The Contractor shall not knowingly employ an
unauthorized alien during performance of this contract.
Default: Upon failure to deliver materials per contract terms, the City may, after due notice, procure
from other sources and hold the Contractor responsible for resulting costs.
Gifts: No Bidder, Contractor, or subcontractor shall confer anything of more than nominal value on
any public employee having official responsibility for this procurement.
XVI. SPECIAL TERMS AND CONDITIONS
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City of Salem, Virginia * ITB #2026-026 * Water Meter Replacement Supplies
Cancellation of Contract: The City reserves the right to cancel and terminate any resulting
contract, in part or in whole, without penalty, upon thirty (30) days' written notice. Cancellation does
not relieve the Contractor of obligations on outstanding orders issued prior to the effective date.
Default; Right to Cure; Setoff: Upon the Contractor's failure to perform, the City shall provide
written notice and may require corrective action within a specified period. If uncured, the City may
perform or procure the materials and deduct costs from amounts owed to the Contractor.
Confidentiality: The Contractor shall treat all City data, information, and materials as confidential
and shall not disclose or use such information outside the scope of this contract without the City's
prior written consent.
Ownership of Materials: Title to all materials delivered and accepted under this contract shall
transfer to the City upon delivery and acceptance at the delivery address.
Inspection and Rejection: The City reserves the right to inspect all delivered materials and to
reject any that do not conform to the specifications set forth herein. Rejected materials shall be
promptly removed and replaced by the Contractor at no additional cost to the City.
Quantity Adjustments: The City reserves the right to increase or decrease the quantity of any line
item by up to twenty percent (20%) at the awarded unit prices.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
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City of Salem, Virginia * ITB #2026-026 * Water Meter Replacement Supplies
Attachment A - Proprietary Information Form
Identify data or materials to be protected and state the reasons below. Indicate the specific
sections, figures, or paragraphs that constitute trade secrets or proprietary materials.
The classification of an entire bid document, line-item prices, and/or total bid prices as
proprietary is not acceptable and will result in rejection of the bid.
Provide one (1) redacted copy of the bid with proprietary portions removed or blacked out, clearly
marked "Redacted Copy" on the cover. Confidentiality protection per Code of Virginia, 2.2-4342.
Section / Title or Description Page(s)
Reason for Withholding:
Section / Title or Description Page(s)
Reason for Withholding:
Section / Title or Description Page(s)
Reason for Withholding:
If additional space is needed, attach a separate sheet and include it in your sealed bid.
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