SAN ANTONIO WATER SYSTEM PURCHASING DEPARTMENT

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1 SAN ANTONIO WATER SYSTEM PURCHASING DEPARTMENT Issued By: Joseph Ramon Date Issued: July 29, 2014 BID NO.: FORMAL INVITATION FOR BIDS ANNUAL CONTRACT FOR PUMP REPAIRS SUBMERSIBLE TRAINS AND CENTRIFUGAL PUMPS ADDENDUM 1 Sealed bids addressed to the Purchasing Director, San Antonio Water System, 2800 US Hwy 281 North, Administration Bldg., 5 th Floor, San Antonio, TX will be received until 3:00 p.m. August 6, 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) This invitation includes the following: Invitation for Bids Terms and Conditions of Invitation for Bids Specifications and General Requirements 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: 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: To report suspected ethics violations impacting the San Antonio Water System, please call Page 1 of 5

2 ***** This Addendum 1 is issued to make the following changes on Bid Bid Opening Date has changed as follows: 3:00 p.m., August 6, Questions and Responses to questions 2. Extended due date for questions from our mandatory pre bid meeting until July 24, 2014 at 5:00 p.m. 3. Revised Warranty information under the Standards Requirement page eleven (11) number thirteen (13). 4. Revised price schedule. Price schedule has been revised to change Group 4 Tear Down of submersible trains and centrifugal pumps and to add Group five (5), Group four (4) and add item 2 for Group four (4). IT IS NECESSARY TO RETURN THIS ADDENDUM 1 AS PART OF YOUR BID SUBMISSION *************************************************************************************** I. QUESTIONS: General 1) The contract warranty requests a one (1) year warranty that consists of the whole unit and not just the parts replaced or repaired. Will you revise this to a standard repair warranty? Response: Yes. Please see the revised warranty below under section three (3). 2) Can you confirm if Vacuum Pressure Impregnation is necessary for the motors in this contract? Response: Vacuum Pressure Impregnation (VPI) is only necessary as referenced by OEM specifications of the equipment. 3) Please provide details on what is required of the tear down reports. We offer 3 levels of reports. A level one report consists of a minimal report on the condition of the pump and repairs required, a level two report includes measurements and clearances and a level three report will include digital photos as well. Response: SAWS nomenclature may be different than some of the vendors. To clarify, a Repair Work Scope will be provided to SAWS within five (5) business days and provides SAWS with the estimate as to what needs to be repaired/ replaced, along with the estimated quote (cost) to make those repairs. The Final report shall be provided to SAWS thirty (30) days after SAWS has accepted the submersible pump train or centrifugal pump. Please reference page thirteen (13) fifteen (15) under Documentation. 4) Can the bid date be moved to August 6th? Response: Yes. Bid date has been changed to August 6, ) Can you please revise Repair Work Scope/Quote time to 15 days? It is important that a good Repair Work Scope/Quote is performed to properly diagnose the problem and determine the correct course for repair. The requested timeframe will make it difficult to put together an informative report. Response: SAWS requires the Repair Work Scope/Quote be submitted to us within five (5) business days. Please reference requirements under Repair Work Scope/Quote on page sixteen (16) item one (1). Page 2 of 5

3 6) We ask that the requested time to repair a pump be considered to be after parts are on hand? Response: This is already addressed in the bid document. Please reference page thirteen (13) under Documentation fourth paragraph. 7) We ask for a 30 day repair time for large pumps? Response: SAWS requires all pumps to be repaired within twenty (20) business days. Please reference page sixteen (16) under Service item two (2). If repair is estimated to take longer than twenty (20) business days vendor shall contact SAWS for approval prior to proceeding with repair. Extension of days to repair pumps will be handled on a case by case basis. 8) Can the tear down cost be by size (HP) or by group? Response: Please see revised price schedule below under section IV. II. Due Date for question(s) was extended as discussed in the mandatory pre bid meeting Date revised to July 24, :00 p.m.. III. Revised warranty specification. The first two sentences have been removed from the warranty section. Warranty: The warranty period will consist of the whole unit and not just the part that was replaced or repaired. Warranty will start on the date of acceptance of Submersible Trains and Centrifugal Pumps. If a pump is returned on warranty, then the warranty period will be extended the same number of days that the pump is in the contractor's shop for repairs. The vendor warrants to SAWS that all work will be performed in a good and workmanlike manner and in accordance with SAWS specifications, Original Equipment Manufacturer (OEM) standards and all new material, workmanship or design, data and other requirements set forth in the Agreement. The vendor shall provide a written non pro-rated one (1) year warranty (parts and labor) that shall apply to all Submersible Trains and Centrifugal Pumps for a period of one (1) year from the date of accepted repair. If any failure to meet the foregoing warranty for repair/recondition, the vendor will correctly re-perform the services identified, or replace or repair the defective parts or materials provided at no additional cost to SAWS and F.O.B. SAWS delivery address. Successful bidders are responsible for all costs to repair any warranty equipment. Service calls during the warranty period shall also be at no charge. IV. Please provide pricing using the updated Price Schedule below: Page 3 of 5

4 PRICE SCHEDULE REVISION 1 July 28, 2014 Quantities provided are only estimates and are in no way binding to SAWS. SAWS reserves the right to add or delete items and change quantities depending on SAWS needs. Item No. Description Qty. UOM Unit Price Group 1 Submersible Train Repairs Extended Price 1 Standard Labor Rate 4000 HR $ $ 2 Overtime Labor Rate (requires prior approval by SAWS) Group 2 Centrifugal Pump Repairs 100 HR $ $ SUBTOTAL (Group 1) $ 1 Standard Labor Rate 600 HR $ $ 2 Overtime Labor Rate (requires prior approval by SAWS) 20 HR $ $ SUBTOTAL (Group 2) $ Group 3 Parts and Materials Cost Plus applies to all Purchased Parts Extended Price 1 (a) Estimated Annual Purchase (b) Add Cost Plus Mark Up % convert to decimal 0. X $200,000 (c) Total (a + b) $ 200,000 (a) $ (b) $ (c) SUBTOTAL (Group 3) $ Group 4 Tear Down of Small Pump Repair Work Scope/Quote less than 100 HP submersible trains to include Pump Repair Work Scope/Quote and Final Report. 1 Submersible Pump Train 50 EA $ $ 2 Centrifugal Pump 25 EA $ $ SUBTOTAL (Group 4) $ Page 4 of 5

5 Group 5 Tear Down of Large Pump Repair Work Scope/Quote greater than or equal to 100 HP Centrifugal Pump to include Pump Repair Work Scope/Quote and Final Report. 1 Submersible Pump Train 25 EA $ $ 2 Centrifugal Pump 15 EA $ $ SUBTOTAL (Group 5) $ BASE PERIOD TOTAL CONTRACT AMOUNT (Groups 1-5) $ All other terms and conditions of the original bid remain unchanged. IT IS NECESSARY TO RETURN THIS ADDENDUM 1 AS PART OF YOUR BID SUBMISSION. Page 5 of 5

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