FORMAL INVITATION FOR BIDS ANNUAL CONTRACT … Maintenance... · FORMAL INVITATION FOR BIDS ANNUAL...

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SAN ANTONIO WATER SYSTEM PURCHASING DEPARTMENT

Issued By: D. Anthony Rubin Date Issued: March 26, 2014

BID NO.: 14-7031

FORMAL INVITATION FOR BIDS

ANNUAL CONTRACT FOR WELL MAINTENANCE SERVICES

ADDENDUM 2

Sealed bids addressed to the Purchasing Director, San Antonio Water System, 2800 US Hwy 281 North, Administration

Bldg., 5th Floor, P.O. Box 2449, San Antonio, TX 78298-2449 will be received until 3:00 p.m., March 28, 2014 and then

publicly opened and read aloud for furnishing materials or services as described herein below,

The San Antonio Water System Purchasing Department is willing to assist any bidder(s) in the interpretation of bid

provisions or explanation of how bid forms are to be completed. Assistance may be received by visiting the Purchasing

Office in the SAWS Main Office, 2800 US Hwy 281 North, San Antonio, TX 78212, or by calling (210) 233-3819.

This invitation includes the following:

Invitation for Bids Specifications and General Requirements

Terms and Conditions of Invitation for Bids Price Schedule

The undersigned, by his/her signature, represents that he/she is authorized to bind the Bidder to fully comply with the

Specifications and General Requirements for the amount(s) shown on the accompanying bid sheet(s). By signing below,

Bidder has read the entire document and agreed to the terms therein.

Signer’s Name: ________________________________ Firm Name: ___________________________________

(Please Print or Type)

Address: ______________________________________

_____________________________________________

Signature of Person Authorized to Sign Bid City, State, Zip Code: ___________________________

Email Address: _______________________________ Telephone No.: ________________________________

Fax No.: _____________________________________

Please complete the following:

Prompt Payment Discount: ______% _______days. (If no discount is offered, Net 30 will apply.)

Please check the following blanks which apply to your company:

Ownership of firm (51% or more):

___Non-minority ____Hispanic ___African-American ____Other Minority (specify) ____________________

___Female Owned ___Handicapped Owned ___Small Business (less than $1 million annual receipts or 100 employees)

Indicate Status: ___Partnership ___Corporation ____Sole Proprietorship ____Other (specify) _______________

Tax Identification Number:____________________

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This Addendum 2 is issued to answer questions from bidders received on or before Friday, March 21, 2014 and

make other changes as documented herein. The revised Price Schedule included herein shall replace the Price

Schedule from the original bid sent to you on March 10, 2014. All other requirements, terms and conditions of

the original bid remain the same.

Questions and Answers:

1. Will you PLEASE consider removing the % of margin that the contractor can mark-up parts as well as the

purchase of new equipment?

All references to mark-up limits shall be stricken from the bid document, including the references on the

Price Schedule for each year of the contract. This affects the following items in the Specifications:

Page 18 of 43, Group A, Item 10: Miscellaneous Parts – “Mark-up shall be expressed as a percentage

(%) and shall not exceed 15%.”

Page 20 of 43, Group B, Item 4: Pump Parts and Materials – “Mark-up shall be expressed as a

percentage (%) and shall not exceed 15%.”

Page 20 of 43, Group B, Item 5: Line Shaft Replacement – “Mark-up shall be expressed as a percentage

(%) and shall not exceed 15%.”

Page 20 of 43, Group B, Item 6: Line Shaft Bearings – “Mark-up shall be expressed as a percentage (%)

and shall not exceed 15%.”

Page 20 of 43, Group B, Item 8: Bid Mark-ups – “Mark-up shall be expressed as a percentage (%). Any

mark-up shall not exceed 20%.”

Page 22 of 43, Group C, Item 8: Motor Parts and Materials – “Mark-up shall be expressed as a

percentage (%). Any mark-up shall not exceed 20%.”

Page 23 of 43, Group D, Item 1: Well Pumps – “The total cost is the estimated annual cost plus

Contractor’s mark-up. The mark-up shall not exceed 20%.”

Page 24 of 43, Group D, Item 2: Well Motors – “The total cost is the estimated annual cost plus

Contractor’s mark-up. The mark-up shall not exceed 20%.”

Page 25 of 43, Group D, Item 3: Column Pipe, Discharge Head, and other Components – “The total cost

is the estimated annual cost plus Contractor’s mark-up. The mark-up shall not exceed 20%.”

2. Page 11 of 43, item 13, 2: Statement that bidder is a licensed master water well pump installer by the State

of Texas. Master license includes Wind Mill certification. We would request that this statement be revised

to indicate "licensed water well pump installer". Since we do not service wind mills we do not require our

pump installers obtain that certification.

Revise statement to “licensed water well pump installer” as suggested.

3. Page 15 of 43, item G,5 & 8: (G,5) states that submersible motor repairs are to be completed within 30 days

(item 6 does give some relief) however, item 8 requires that any new or repaired submersible motor shall be

tested with either a new pump or existing pump. Wait times for test pits can run from a couple of weeks to a

couple of months. This will greatly extend the delivery times. Please verify that this is to be required.

Revise referenced item as follows:

“5. Pump repairs or rehabilitation work shall be completed within 20 working days after receipt of P.O.

authorizing the work. Submersible motor repairs or specialty work shall be completed within 30

working days after receipt of P.O. authorizing the work unless an extension of time is needed and

approved by SAWS to allow for a Pump and Submersible Motor Unit Test when required.”

4. Page 17 of 43, group II, C, item 4: Well mudding. "All equipment shall be designed for, and previously used

ONLY on, potable water applications. Rigs used in oil field, natural gas, fracking operations or other

industrial uses IS STRICTLY PROHIBITED. The companies that provide the mudding services are oilfield

service companies. All equipment down-hole will be provided by us which is strictly for water well use.

Please verify.

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Revise referenced excerpt from Item 4: Well Mudding – Pump and Removal of Mud as follows: “All

equipment that will be in contact with the well water shall be designed for, and previously used ONLY on,

potable water applications. Use of rigs used in oil field, natural gas, fracking applications, or other

industrial uses IS STRICTLY PROHIBITED.”

5. Page 20 of 43, item F, 4: Impeller coating shall be 3M ScotchKote fusion bonded epoxy. Bronze or

stainless steel impellers are not coated. Cast iron is sometimes coated; however, there are no know cast iron

impellers in SAWS well pumps. Please verify.

SAWS’ current standard is to specify bronze or stainless steel impellers. However, it is possible that a cast

iron impeller may be encountered under the scope of this contract. Revise referenced excerpt from Item 6:

Column Pipe and/or Coating as follows:

“4. Contractor shall notify SAWS if a cast iron impeller is encountered so a decision can be made regarding

replacement with bronze or stainless steel versus coating. Impeller coating shall be 3M ScotchKote

fusion-bonded epoxy. When applied, the coating shall have a total dft of at least 15 mils. Surface

preparation shall be according to coating manufacturer specifications.”

6. Page 21 of43, item B, 4: Repair shop labor. If subcontractor is used, price schedule must reflect the

subcontractor's hourly rate with no additional mark-up by the contractor. We make our money on these

types of services and do not offer “pass through” services directly from our suppliers or repair facilities.

Please verify that.

Revise referenced excerpt from Items 5 and 6: Repair Shop Labor as follows:

“4. If a subcontractor is used, Price Schedule must include the Contractor’s total hourly cost for Repair

Shop Labor, including any mark-up on the subcontractor’s price.”

7. Page 22 of 43, item E: Shipping Costs; SAWS has several types of submersible motors at their facilities.

Some are double mechanical seals and some are mercury seals. The costs associated with the shipping and

handling of these types of submersible motors varies considerably. The costs associated with shipping and

handling the mercury seal motors is significantly higher than with the mechanical seal motors. We would

request that an additional bid item be provided to cover the costs to ship and handle the mercury seal motors.

Please verify.

The Price Schedule has been revised to reflect two (2) categories of Shipping Costs to account for the

additional cost of shipping and handling the mercury seal motors.

8. Page 27 of 43, Bid Items 1, 2, 3 Pull or Install Pumps: Not all well pumps can be pulled utilizing our pulling

equipment. There are several that are either in houses or areas where we can only access by utilizing a

rented crane service. The charges for rented cranes are significantly higher than our rigs. We request that

an additional bid item be considered to cover the cost of renting a crane if necessary. Please verify.

Add the following under Group A: Pump Pulling and Installation in the Specifications and reference the

revised Price Schedule.

“K. Item 13: Crane Rental

Items 1 – 3: Pulling and Installing of Pumps applies to well pumps where a standard rig with a three-

man crew is sufficient. This bid item shall be used when circumstances require a crane be used for

pulling and installing because of an enclosure being around the well pump or some other obstacle. Bid

pricing shall be on a per hour basis for a maximum crane capacity of 200 tons, and the cost of

mobilization and demobilization shall be considered incidental.”

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Other Revisions to the Specifications and General Requirements:

1. Page 11 of 43, Item 8 shall be revised as follows:

“8. Award will be made to the overall lowest responsible bidder based on the average annual contract

amount, which includes the first year base period and the three (3) additional one (1) year periods.”

2. Page 17 of 43, Item 4: Well Mudding – Pump and Removal of Mud, replace first three sentences with the

following:

“This item is for the installation and/or removal of mud and includes the purchase, mixing, application,

removal and disposal of cement to stop the flow of water for the purposes of repairing a well. Cement shall

be ASTM C150, Type I, Class ‘H’ Portland cement with a maximum 8% gel and 2% calcium chloride

mixed on-site with the minimum amount of water specified by the manufacturer to produce a “pumpable”

slurry. Use of grout additives and composition of slurry shall be subject to SAWS approval…”

3. Page 20 of 43, Item 6: Line Shaft Bearings – strike the sentence, “Line shaft bearing retainers shall be

provided integral with the column.”

IT IS NECESSARY TO RETURN THIS ADDENDUM 2 AND THE

COMPLETED PRICE SCHEDULES AS REVISED HEREIN TOGETHER WITH YOUR BID.

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Tab – 6

PRICE SCHEDULE

FIRST YEAR BASE PERIOD

Item

No. Description Qty. Unit

Unit Price or

% Mark-Up

Extended

Price

Group A – Pump Pulling and Installation

1 Pull or Install (per foot of column) – Small Pumps

(2”-6”) 6000 FT $ $

2 Pull or Install (per foot of column) – Medium

Pumps (8”-14”) 8000 FT $ $

3 Pull or Install (per foot of column) – Large Pumps

(>16”) 1000 FT $ $

4 Well Mudding – pump and removal of mud (per

100 barrels) 30

100

bbl $ $

5 Well Mudding – storage tank 5 EA $ $

6 Well Bailing 40 HR $ $

7 Well Video Log 1200 FT $ $

8 Well Geophysical Survey 1200 FT $ $

9 Dekoron Airline Installation 1000 FT $ $

10 Miscellaneous Parts $80,000 /YR % $

11 Additional Crew Time (e.g., when fishing items out

of well) 120 HR $ $

12 Equipment Allowance (for fishing) $10,000 /YR $10,000.00 $10,000.00

13 Crane Rental 40 HR $ $

SUBTOTAL (Group A) $

Group B – Well Pump Repair

1 Pump Teardown and Inspection (all sizes) 20 EA $ $

2 Pump Repair Shop Labor – Regular Time 250 HR $ $

3 Pump Repair Shop Labor – Overtime 24 HR $ $

4 Pump Parts and Materials $30,000 /YR % $

5 Line Shaft Replacement $80,000 /YR % $

6 Line Shaft Bearings $40,000 /YR % $

7 Column Pipe and /or Pump Coating 5,000 SF $ $

8 Bid Mark-ups $50,000 /YR % $

SUBTOTAL (Group B) $

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Group C – Submersible Pump and Motor Repair Identify subcontractor, if applicable:

.

1 Motor Teardown and Inspection – 8” Diameter

Frame 2 EA $ $

2 Motor Teardown and Inspection – 10”-12”

Diameter Frame 2 EA $ $




Frame 1 EA $ $

5 Repair Shop Labor – Regular Time 150 HR $ $

6 Repair Shop Labor – Overtime 16 HR $ $

7 Pump and Submersible Motor Unit Test 2 EA $ $

8 Motor Parts and Materials $100,000 /YR % $

9A Shipping Costs (for mercury seal motors) 6 trips $ $

9B Shipping Costs (for non-mercury seal motors) 4 trips $ $

SUBTOTAL (Group C) $

Group D – Well Pump and Component Replacement

1 Well Pumps $150,000 /YR % $

2 Well Motors $150,000 /YR % $

3 Column Pipe, Discharge Head, and other

Components $60,000 /YR % $

4 Power Cable $25,000 /YR % $

SUBTOTAL (Group D) $

FIRST YEAR BASE PERIOD TOTAL CONTRACT AMOUNT (Groups A, B, C and D) $

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PRICE SCHEDULE

OPTION YEAR 1

Item


Unit Price or

% Mark-Up

Extended

Price



(2”-6”) 6000 FT $ $


Pumps (8”-14”) 8000 FT $ $


(>16”) 1000 FT $ $


100 barrels) 30

100

bbl $ $








of well) 120 HR $ $














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.


Frame 2 EA $ $






Frame 1 EA $ $









1 Well Pumps $150,000 /YR % $






OPTION YEAR 1 TOTAL CONTRACT AMOUNT (Groups A, B, C and D) $

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PRICE SCHEDULE

OPTION YEAR 2

Item


Unit Price or

% Mark-Up

Extended

Price



(2”-6”) 6000 FT $ $


Pumps (8”-14”) 8000 FT $ $


(>16”) 1000 FT $ $


100 barrels) 30

100

bbl $ $








of well) 120 HR $ $














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.


Frame 2 EA $ $






Frame 1 EA $ $









1 Well Pumps $150,000 /YR % $







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PRICE SCHEDULE

OPTION YEAR 3

Item


Unit Price or

% Mark-Up

Extended

Price



(2”-6”) 6000 FT $ $


Pumps (8”-14”) 8000 FT $ $


(>16”) 1000 FT $ $


100 barrels) 30

100

bbl $ $








of well) 120 HR $ $














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.


Frame 2 EA $ $






Frame 1 EA $ $









1 Well Pumps $150,000 /YR % $







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