The purpose of this bid solicitation is to establish a contract with a qualified vendor for furnishing the following specified fire hydrants and hydrant extensions to the City of Topeka, Water Division. The quantities listed are estimates only. The City reserves the right to decrease or increase the quantity dependent on actual needs. All prices, conditions, and relevant information must be contained on the proposal page to be considered part of the bid proposal. Proposal pages must also include the attached bid form. Bidders are responsible for uploading and submitting any necessary documentation with their bid to provide the City with adequate review and evaluation information. Pricing must include total cost for delivered product. Fire hydrants shall be manufactured in strict compliance with American Water Works Association (AWWA) Standard C-502 (latest revision) for "Dry-Barrel Fire Hydrants" and be rated at 200 psi working pressure and tested at 400 psi. In addition to the AWWA Standard, the following shall apply. The hydrants are to be standard production. Any deviations or modifications to the standard unit are to be listed in the proposal. Fire hydrants being accepted for bid are manufactured by American Darling Model B-84-B both 4 and 5 or Mueller Type A423 both 4 and 5. Bidders must provide cost breakdowns for this product/service in their response to this solicitation. A cost breakdown indicates the percentage of total cost that is comprised by each major material, other materials, labor, delivery, installation, overhead and profit. The City recognizes this product or service has a price component(s) that may have a commodity with changing costs. The supplier/contractor may request a Price Adjustment, no more frequently than once each renewal period. A Price Adjustment request must be made in writing and include the reason for the request, documentation supporting the request, the current pricing, and the requested reviewed pricing. The City will review the Price Adjustment request. If the Price Adjustment is deemed reasonable, the Price Adjustment will be accepted by written acknowledgement. If the request is not accepted the City may entirely reject the request or may counter with revised pricing. In either case the City will provide a written explanation in support of the decision. The City may use available indexes (e.g., CPI or PPI) to determine if the requested Price Adjustment is reasonable. Typically, a Price Adjustment that exceeds 10% will not be approved unless very unusual and significant changes have occurred in the industry. In the event industry costs decline, the supplier/contractor must provide, to the City a reasonable reduction in prices/pricing that reflect such cost changes in the industry. The City will make a written request to the supplier/contractor for a Price Adjustment in writing with supporting documentation. Supplier/contractor may negotiate pricing for subsequent extension terms after the initial term under the provisions and instructions contained herein. Supplier/contractor shall submit in writing any proposed change in pricing for consideration at least sixty (60) days prior to the expiration of each contract term. Price changes accepted by the City will remain the same for the entirety of the renewal term. The material to be furnished shall be delivered shall be FOB Destination, Prepaid and Allowed to the delivery address stated above. Bids shall be for furnishing fire hydrants and hydrant extensions for a term of one year or until canceled by either party with thirty (30) days written notice. Prices must remain firm and fixed throughout the initial term of the contract period. The agreement may be renewed under the same terms and conditions for four additional one year terms by written agreement of the parties.
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