HomeMy WebLinkAboutContract 52779 Purchase No. SS-PO-104906-R2
CITY OF FORT WORTH
REQUEST TO EXERCISE RENEWAL OPTION
August 28, 2019 CITY SECRETARY
CONTRACT NO. 5A 79
Xylem Water Solutions USA Inc.
Attn: Rebecca Long
2310 McDaniel Dr.
Carrollton, TX 75006
Re: Contract Renewal Notice
Purchase No. SS-PO-104906-R2 (the "Contract")
Renewal Term No. 2: June 21, 2019 to June 20, 2020
The above referenced Contract with the City of Fort Worth expires on June 20, 2019 (the
"Expiration Date"). Pursuant to the Contract, contract renewals are at the mutual agreement of the
parties. This letter is to inform you that the City is requesting to renew the Contract for an
additional one (1) year period, which will begin immediately after the Expiration Date. All other
terms and conditions of the Contract remain unchanged.
To agree to renew the Contract for an additional one (1) year period, please sign and
return this request to exercise renewal option, along with a copy of your current insurance
certificate, to the address set forth below.
Please log onto PeopleSoft Purchasing at http://fortworthtexas.gov/purchasing to insure
that your company information is correct and up-to-date.
If you have any questions concerning this Contract Renewal Notice, please contact me at
the telephone number listed below.
Sincerely,
Ica Saes
Monica Saenz/Admin Assistant
817-392-8267
� ,E\
SEP 13 2019
®FFICIAI.RECUR®
CITY SECRETARY
FT. WORTH,TX
Contract Renewal Page 1 of 2
Purchase No. SS-PO-104906
ACCEPTED AND AGREED:
CITY OF FORT WORTH CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the
person responsible for the monitoring and
administration of this contract, including
By: ensuring all performance and reporting
(;)&Name: Dana Burgh ff requirements.
Title: A +ittg Assis ant City anager
By: Vai
APPROVAL RECOMMENDED: Name: Ma in Phi ps
Title: Engineering Manager
By: d(
Name: Chris Harder APPROVED AS TO FORM AND
Title: Water Director LEGALITY:
Name: C11 rly Anga icheril` °�=
Title: Assistant Water DiV6 107'" f .)By:
dame: Doug B ack
ATTEST: A title: Assistant City Attorney
CONTRACT AUTHORIZATION:
' ... � M&C: — La
By: At Date Approved:
Name: ay 1. Kay
Title: ity Secrets Form 1295 Certification No.: 'V
Auoust 28 ,2019(Date)
By:
Name: —Matthew VV Rottman
Title: Sales Representative
OFFICIAL.RECORD
CITY SECRETARY
FT. WORTH,TX
Contract Renewal Page 2 of 2
..9 Request for Taxpayer
Form Give Form to the
(Rev,October2018) Identification Number and Certification requester.Do not
Department of the Treasury send to the iRS.
Internal Revenue Service ►Go to www.irs.gov/FormW9 for instructions and the latest information.
1 Name(as shown on your income tax return).Name is required on this line;do not leave this line blank.
X lem Water Solutions USA Inc
2 Business name/disregarded entity name,if different from above
m3 Check appropriate box for federal tax classification of the person whose name Is entered on line 1.Check only one of the 4 Exemptions(codes apply only to
following seven boxes, certain entities,not Individuals;see
CU
o- instructions on page 3):
o ❑ Indlv(duallsole proprietor or ✓❑ C Corporation ❑5 Corporation ❑ Partnership ❑Trust/estate
ai single-member LLC Exempt payee code(rf any)
ao
❑ Limited liability company.Enter the tax classification(C=C corporation,S=S corporation,P=Partnership)►
`o Note:Check the appropriate box in the line above for the tax classification of the single-member owner. Do not check Exemptlon from FATCA reporting
Tn LLC If the LLC Is classified as a single-member LLC that is disregarded from the owner unless the owner of the LLC is y)
a 0.u (another LLC that is not disregarded from the owner for U.S,federal tax purposes.Otherwise,a single-member LLC that code if an
Is disregarded from the owner should check the eppropr(ate box for the tax classification of its owner.
[] Other(sea Instructions)► (APPW to eccovntsmffintaMedovtslde the USJ
N 5 Address(number,street,and apt.or suite no.)See Instructions. Requester's name and address(optional)
d
482E Parkway Plaze Blvd-Suite 200
6 City,state,and ZIP code
Charlotte NC 28217
7 List account number(s)here(optional)
Taxpayer Identification Number(TIN)
Enter your TIN in the appropriate box.The TIN provided must match the name given on line 1 to avoid Social security number
backup withholding.For individuals,this Is generally your social security number(SSN.However,for a -M
r
resident alien,sole proprietor,or disregarded entity,see the instructions for Part I,laterr.F
.Forr other
entities,it is your employer identification number(EIN).If you do not have a number,see How to get a FTU
TIN,later, or i
Note:If the account is In more than one name,see the instructions for line 1.Also see What Name and I Employer identification number
Number To Give the Requester for guidelines on whose number to enter.
4 5 - 2 0 8 0 0 7 4
Certification
Under penalties of perjury,1 certify that:
1.The number shown on this form is my correct taxpayer Identification number(or I am waiting for a number to be issued to me);and
2.1 am not subject to backup withholding because:(a)I am exempt from backup withholding,or(b)I have not been notified by the internal Revenue
Service(IRS)that I am subject to backup withholding as a result of a failure to report all interest or dividends,or(c)the IRS has notified me that I am
no longer subject to backup withholding;and
3.1 am a U,S.citizen or other U.S.person(defined below);and
4.The FATCA code(s)entered on this form(if any)indicating that I am exempt from FATCA reporting is correct.
Certification instructions.You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because
you have failed to report all interest and dividends on your tax return.For real estate transactions,item 2 does not apply.For mortgage Interest paid,
acquisition or abandonment of secured property,cancellation of debt ons to an individual retirement arrangement(IRA),and generally,payments
other than interest and dividends,you are not required to certif' ton, ut you must provide your correct TIN.See the Instructions for Part it,later.
i
sign signature of
Here U.S.person► Date►
General Instructions •Form 1099-DIV(dividends,(n ding t se from stocks or mutual l
funds)
Section references are to the Internal Revenue Code unless otherwise -Form 1099-MISC(various types of income,prizes,awards,or gross
noted, proceeds)
Future developments.For the latest Information about developments -Form 1099-B(stock or mutual fund sales and certain other
related to Form W-9 and its Instructions,such as legislation enacted transactions by brokers)
after they were published,go to www.irs.gov/FormW9.
-Form 1099-S(proceeds from real estate transactions) }
Purpose of Form -Form 1099-K(merchant card and third party network transactions)
An individual or entity(Form W-9 requester)who is required to file an -Form 1098(home mortgage interest),1098-E(student loan Interest),
information return with the IRS must obtain your correct taxpayer 1098-T(tuition)
identification number(TIN)which may be your social security number -Form 1099-C(canceled debt)
(SSN),individual taxpayer identification number(ITIN),adoption .Form 1 A(acquisition or abandonment of secured property)
taxpayer identification number(ATIN),or employer identification number
(EIN),to report on an information return the amount paid to you,or other Use Form W-9 only if you are a U.S.person(Including a resident y
amount reportable on an information return.Examples of Information alien),to provide your correct TIN.
returns Include,but are not limited to,the following. If you do not return Form W-9 to the requester with a TIN,you might
•Form 1099-INT(interest earned or paid) be subject to backup withholding,See What Is backup withholding,
later,
Cat.No.10231X Form W-9(Rev.10-2018)
i
I
xylem
Let's Solve Water
Xylem Water Solutions USA INC.
2310 McDaniel Drive
Carrollton,TX 75006
April 29, 2019
The City of Fort Worth, TX
Re: Xylem / Flygt Products—Sales/Service Channel
To Whom it May Concern:
From its location in Carrollton, TX, Flygt (a Xylem brand) products are exclusively sold
DIRECTLY TO END USERS for the municipal water and wastewater market, including Texas
counties of Archer, Baylor, Callahan, Clay, Collin, Cooke, Dallas, Denton, Eastland, Ellis, Erath,
Fannin, Foard, Hardeman, Haskell, Hill, Hood, Hunt, Jack, Johnson, Kaufman, Knox, Montague,
Navarro, Palo Pinto, Rockwall, Shackelford, Somerville, Stephens, Tarrant, Throckmorton,
Wichita, Wise and Wilbarger, No distributors are used in our sales channel for this area.
We are the only Flygt Authorized Warranty/Service Center or Flygt Pumps and Mixers in this
area. Xylem Inc. — Flygt Products offer a large range of pumps (.25Hp— 11401-1p), mixers
(1.21-lp—40Hp) and controls. We invite you and your team to our Carrolton facility (2310
McDaniel Drive, Carrollton, TX 75006)where we sell, service. We at Xylem — Flygt Products
appreciate working with you for all your pumping, mixing and controls needs.
Please feel free to contact the undersigned with any questions regarding this matter.
Sincerely,
Rebecca Long
Technical Inside Sales
Flygt Products
Carrollton, TX
O: 972-512-3610
Rebecca.long@xyleminc.com
City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 6/20/2017
DATE: Tuesday, June 20,2017 REFERENCE NO.: **P-12069
LOG NAME: 13P17-0357 FLYGT PUMPS MJR WATER
SUBJECT:
Authorize Sole Source Purchase Agreement with Xylem Water Solutions USA,
Inc., for OEM Flygt Submersible Pumps,Parts and Repair for an Annual
Amount Up to $300,000.00 for the Water Department(ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that City Council authorize
Sole Source Purchase Agreement with Xylem Water
Solutions USA,Inc., for OEM Flygt submersible
pumps,parts and repair for an annual amount up
to $300,000.00 for the Water Department,
DISCUSSION:
The Purchase Agreement will be utilized by the
Water Department to purchase Original Equipment
Manufacturer(OEM)Flygt submersible pumps,
parts and repair service for drainage of
water/wastewater, sludge and raw water pipelines
throughout the City.
On May 30, 2017,the Purchasing Manager
authorized Purchase Agreement(Bid No. 17-0357,
Purchase Order No. 17-00099496)with Xylem Water
Solutions USA, Inc., for OEM Flygt submersible
pumps,parts and repair service in the annual
amount not to exceed$100,000.00. An additional
$200,000.00 is needed for the remainder of the
Agreement period for a current annual amount of
$300,000.00 due to the need for these services.
Xylem Water Solutions USA, Inc., is the
documented Sole Source provider for OEM Flygt
submersible pumps,parts and repair service.
The Agreement includes detailed specifications
describing the OEM Flygt submersible pumps,
parts and repair service required. No
guarantees were made that a specific amount of
required items and services would be
purchased. Required items and services will be
ordered on an as needed basis.
PRICE ANALYSIS-There is an overall four
percent price decrease from the previous
Agreement awarded August 12,2012 (M&C P-11420)
when previous prices are adjusted for
inflation. The Federal Reserve of Economic Data
for industrial pumps increased six percent from
2012 to 2017. Water Department staff reviewed
the proposed pricing and certified that the
pricing is fair and reasonable based on the bid
received.
ADMINISTRATIVE CHANGE ORDER-An administrative
change order or increase may be made by the City
Manager in the amount up to$100,000.00 and does
not require specific City Council approval as
long as sufficient funds have been appropriated.
M/WBE OFFICE-A waiver of the goal for MBE/SBE
subcontracting requirements was requested by the
Purchasing Division and approved by the M/WBE
Office, in accordance with the BDE Ordinance,
because the purchase of goods or services is
from sources where subcontracting or supplier
opportunities are negligible.
AGREEMENT TERMS -Upon City Council approval,
the Agreements shall begin June 21,2017 and
will end on June 20,2018.
RENEWAL OPTIONS -The Agreement may be renewed
for up to four successive one-year terms at the
City's option. This action does not require
specific City Council approval provided that the
City Council has appropriated sufficient funds
to satisfy the City's obligations during the
renewal term.
FISCAL INFORMATION/CERTIFICATION:
The approval of this action provides purchasing
authority up to $300,000,00,as specified. The
Director of Finance certifies that funds are
available in the current operating budget, as
appropriated, of the Water and Sewer Fund and
that prior to an expenditure being made, the
department has the responsibility to validate
the availability of funds.
BQN\\
FUND IDENTIFIERS(FIDs):
10
Department Account Project Program Activity Budget Reference# Amount
Fund ID ID year (Chartfield 2)
FROM
Department Account Project Program Activity Budget Reference# Amount
Fund ID ID year (Chartfield 2)
CERTIFICATIONS:
Submitted for City Manager's Office by: Jay Chapa (5804)
Originating Department Head: Aaron Bovos (8517)
Additional Information Contact: Jack Dale (8357)
Jane Rogers (8385)
ATTACHMENTS
1. 17-0357 MBE Waiver.pdf (CFW Intemal)
2. 17-0357 Xylem 1295 Form.pdf (Public)
3. WATER-17-00388873,.pdf (CM Intemal)
4. Xylem EPLS 17.pJL_.(CFW Internal)
5. Xylem SS 17. dp f (cFw Intemal)
FORT WO RT H��
REQUEST FOR QUOTATIONS
Purchasing Division
200 Texas Street
Fort Worth,Texas 76102
Phone:817-392-8385
Fax:817-392-8440
RFQ NO: 17-0357
CLOSING DATE: FRIDAY,MAY 26,2017 @ 1:30 PM
COMMODITY: FLYGT SUBMERSIBLE PUMPS,PARTS AND REPAIR
BUYER: JANE ROGERS,SR.BUYER
EMAIL: JANE.ROGERS@FORTWORTHTEXAS.GOV
INSTRUCTIONS TO BIDDERS
Quotes are solicited for furnishing the merchandise,supplies, services and/or equipment set forth. Completed Quote
must be received in the Purchasing Division, 200 Texas Street, Fort Worth,Texas 76102 by the above quote deadline.
Quotes must be faxed to 817-392-8440 or emailed,addressed to the above Buyer,City of Fort Worth and have
the bid number and opening date clearly marked on the fax cover page. Late quotes will not be considered for award
unless bidders are notified otherwise. Quotes may be withdrawn at any time prior to the official opening by written
notification. Quotes may not be altered,amended or withdrawn after the official opening.
• Your quote must be submitted on this form.
• Freight and all other delivery charges shall be included in the unit price(s)bid.
• The City is exempt from Federal Excise and State Sales Tax;therefore,tax must not be included in the quote
price.
Items quoted must meet or exceed City of Fort Worth Specifications;however,The City of Fort Worth may consider and
accept alternate bids if specified herein when most advantageous to the City. The City reserves the right, however,to
hold to City Specifications and to determine"or equal"status. The City reserves the right to accept or reject in part or
whole any quote submitted,and to waive any technicalities for the best interest of the City.
The undersigned agrees,if the quote is accepted,to furnish any and all items upon which prices are offered,at the price(s)
and upon the terms and conditions contained in the specifications. The period for acceptance of this proposal will be 90
calendar days(unless the bidder inserts a different period)after opening date.
Will Agreement be available for Cooperative Agreement use?(See Section 19,page 9)Yes /No
_
City of Fort Worth Standard Terms and Conditions Shall Apply
Company Name&Address QUOTE EVALUATION
The quote award shall be based on,but not
pnecessarily limited to,the following factors:
usFr1. Unit Price
too T Alen A R Total Quote Price
3.0.. Terms and Discounts
c � ,��� `,�� ���,r 4. Delivery Date P
�x Co {r~y 5. Results of TestingSamples
6. Special Needs and Requirements of the City
7. Past experience with product/service
8. Vendor's past performance
Telephone no.(AC57a) 4 3-a y o0 9. City's evaluation of the Vendors responsibility
Fax no.i ) 10.Demurrage charges,freight costs and mileage
11.Estimated cost of supplies,maintenance,storage
12.Estimated Surplus value
Signature %
E-mail A dr . d n.Co r"1 ir�C,coy
Date:
Page 1 of 2
BID SOLICITATION
Printed:05/22/2017
ID'O_P-EKING DATE AND IME :
>BID�UIVIBEf� 17 0357 :
's' �"t r-'� .,.�;�;�..�',}tom` ,{�.. +��, �„,�'i�_ ;✓�`
BUYER:Jane Rogers
PHONE#: (817)392-8385
DELIVERY REQUIRED:5/26/2017
V Vendor Name:Xylem Water Solutions,USA S City of Ft Worth
E H
N Address:2400 Tarpley Rd. I VILLAGE CREEK WATER TREATMENT
D P 4500 WILMA LANE
O City,State Zip Code:Carrollton,TX 75006 ARLINGTON TX 76012
R T
O
Item Class-Item Quantity Unit Unit Price Total
18.000 The City of Fort Worth is seeking quotes from qualified Vendors for an
annual Agreement for OEM Flygt Submersible Pumps,Parts and Repair,
The Agreement will be for one(1),one-year period with options to renew
for up to four(4)additional one-year periods. All items shall be quoted per
attached specifications.
Unit prices shall include all associated costs,not limited to delivery,fuel
and handling charges.No additional charges will be accepted or paid by
the City.
.1.000 Sump Pump,1.3 HP Pt#KS2610.172-0027 115V,1PH WI 50'of power 8 EA $1881.90 $15055.20
cable
2.000 Sump pump,W/O handle 3.0 HP,2301460 V,436 impeller only Pt#CP 5 EA $4034.10 $20170.50
3085.183-2030
16.000 Flygt Pump Model CP3355,100HP,Obsolete,NP3355,100HP Quoted 2 EA $58932.20 $117864.40
17.000 Flygt Model CS3152,20 HP,Obsolete,NP3153 20HP Quoted 2 EA $17387.60 $34775.20
3.000 Repair Kit Pt#6018948 5 EA $681.70 $3408.50
4.000 Bearing Holder Pt#3977404 4 EA $245.65 $982.60
5.000 Repair Kit Pt#601-89-04 5 EA $590.75 $2953.75
6.000 Repair Kit Pt#6656800 3 EA $1073.55 $3220.65
7.000 Repair Kit Pt#6018906 3 EA $823.65 $2470.95
Page 2 of 2
DID SOLICITATION
Printed:05/22/2017
D OPENING DATE AND TIME BI
612612017"I`30 UO PM
BIG NUMBER 170357
BUYER:Jane Rogers
PHONE#: (817)392-8385
DELIVERY REQUIRED:5/26/2017
V Vendor Name:Xylem Water Solutions,USA S Cily of Ft Worth
E hi
N Address:2400 Tarpley Rd. VILLAGE CREEK WATER TREATMENT
D P 4500 WILMA LANE
Q City,State Zip Code:Carrollton,TX 75006 ARLINGTON TX 76012
R T
0
Item Class-item Quantity Unit Unit Price T
Total
8.000 Lower Sleeve Pt#3989700 3 EA $36.55 $109.65
9.000 Rotor unit Pt#3977912 3 EA $500.65 $1501.95
10.000 Upper Bearing Spacer Pt#3989706 3 EA $27.20 $81.60
11.000 Stator Pt#4084012 3 EA $888.25 $2664.75
12.000 Miscellaneous items @ manufacturers list price less 15% discount. 100000 EA
Quantity listed is estimated annual cost. The total to be listed for
example;$100,000-$15,000(15%)=$85,000.
13.000 Pump Repair Regular Hourly Rate,M-F,Sam to 5pm 20 HR $109.00 $2180.00
14.000 Pump Repair Overtime Hourly Rate,M-F,5:01 pm to 7:59am and 20 HR $164.00 $3280.00
Weekends
15.000 Pump Repair Holidays Hourly Rate 20 HR $272.50 $5450.00
TOTAL: $216169.70
WE AGREE TO FURNISH ANY OR ALL OF THE ITEMS QUOTED AT THE PRICES SHOWN.QUOTE
MUST BE HELD FIRM FOR PERIOD OF 90 DAYS.
TERM OF PAYMENT: COMPANY: Xylem W er So ons, USA
DELIVERY: SIGNATURE:
TELEPHONE NUMBER: 972-418-2400 NAME AND TITLE: Cla on Coe,Account Manager
XYL '(! � FLYIGT 'il�/IE® C®
i .S�nlLr a xylem brand a xylem brand
PRESENT PREVIOUS
Address: 141258outhBridgeCircle Address: 35NuitmegDrive
Charlotte,NC 28273 P.O.Box 1004
Trumbull,CT 06611-0943
Phone: (704)409-9700
(704)295-9080
Fax:
TimeatAddress: 9 Years 16 Years
Organization Type: Corporation-Delaware
Type of Business: Manufacturing,assembly,sales and service and of submersible pumps and mixers,
electrical control panels and accessories. Sales and service of UV disinfection and
ozone oxidation equipment providing advanced technological solutions for the
treatment and transport of water and wastewater.
Bank Reference: Citibank,388 Greenwich Street,New York NY 10013(see attached letter of
reference)Contact:Michelle Bauko Knicher
D&B Information: Duns#06-708-7450
Tax Exemption#: See attachment for individual state numbers
Federal I.D.M 45-2080074
SIC M. 1 5099
Marmon Keystone Corporation,1000 Remington Blvd,Suite 305,Bolingbrook,IL 60440
Rick Kienzle rkienzle tni marmonkeystone.com
Sun Coast Hydraulics Electric Manufacturing,4130 North Canal Street,Jacksonville,FL 32209
Donna Rattz dratM@suncoastcontrols.biz
11SF Fabrication luC,3200 West 84th Street,Hialeah,FL 33018(P.O.Box 029556,Miami,FL 33102
Jennifer Cardona Jcardona usholdin
Xylem In",1133 Westchester Avenue,White Plains,NY 10604,(P)914-323-5700 Duns#96-884-8734
I
DETAILED SPECIFICATIONS
FOR
FLYGT SUBMERSIBLE PUMPS, PARTS AND REPAIR
1.0 SCOPE
1.1 The City of Fort Worth (City) is accepting quotes for an annual Agreement for original
equipment manufacturer(OEM) Flygt submersible pumps, parts and repair in accordance
with the descriptions and specifications listed in this solicitation.
1.2 The Water Department shall utilize the Agreement for purchase of OEM Flygt submersible
pumps for drainage of water/wastewater, sludge and raw water in water/wastewater
pipelines, purchase of replacement parts and repair service.
1.3 The successful bidder, hereinafter,"Vendor",shall provide OEM Flygt submersible pumps,
replacement parts and repair service on an as needed basis, as requested by the City
1.4 Brand Name or Equal: The Vendor may offer an "equal" product of any brand name
mentioned and must be prepared to demonstrate those features that render it equal. Final
determination of a product as "equal" remains with the City.
1.5 The term of the Agreement shall be for an initial one-year (1) period, with four (4) options
to renew for additional one-year periods. However, if funds are not appropriated, the City
of Fort Worth (City) may cancel the agreement 30 calendar days after providing written
notification to the Vendor.
1.6 Vendor shall respond and supply requested materials or services required during regular
business hours within a maximum of five (5) business days or less including shipment by
mutual agreement from the time original request is made.
1.7 The Vendor shall provide unit prices for listed items required on the bid solicitation page.
1.8 Unit prices shall include all associated costs, not limited to delivery, fuel and handling
charges. No additional charges will be accepted or paid by the City.
1.9 Following the award, additional goods and/or services of the same general category that
could have been encompassed in the award of this Agreement, and that are not already
on the Agreement, may be added.
2.0 GENERAL REQUIREMENTS
2.1 Vendor shall be authorized, certified OEM Flygt Vendor and technician to provide the
following:
2.1.1 OEM Flygt submersible pumps, equipment and parts
2.1.2 OEM Flygt equipment repair services provided by certified technician
2.1.3 OEM Flygt equipment preventative maintenance provided by certified
technician
2.1.4 Repairs shall consist of all work and labor necessary to fulfill orders placed by
authorized City employees.
2.1.5 All repairs and replacements shall be performed to meet all applicable codes, laws,
and regulations.
2.1.6 Work performed may be turnkey or any portion thereof including removal,
installation and alignment at the City's site.
RFQ No.17-0357, FLYGT SUBMERSIBLE PUMPS, PARTS AND REPAIR
Page 3 of 19
2.1.7 Completion of repairs shall occur within eight (8) working days of receipt of work
order.
2.1.8 The time limits shall be extended for good cause by written authorization from the
ordering department.
3.0 METHOD OF AWARD
3.1 Bids will be evaluated based on the lowest responsive and responsible bidder complying
with all of the provisions of the solicitation, provided the bid price is reasonable, and it is in
the best interest of the City to accept it.
3.1.1 A responsive bidder is defined to be one who submits a completed bid packet
within the stated time deadline and in accordance with the bid specification.
3.1.2 A responsible bidder is defined to be one who demonstrates via responses to
the selection criteria his/her ability to successfully deliver the supplies,
equipment, or services being procured.
3.2 In order for the City to receive adequate coverage on its requirements as specified in the
solicitation, the City reserves the right to make multiple awards.
3.3 The City reserves the right to accept or reject in whole or in part any or all bids received
and to make an award on the basis of individual item, combination of items, or overall bid,
as it is deemed in the best interest of the City.
3.4 The City also reserves the right to reject the bid of a bidder who has previously failed to
perform properly or complete on time agreements of a similar nature.
4.0 INVOICING REQUIREMENTS
4.1 All invoices should be submitted directly to the requesting department. It is the
responsibility of the Vendor to get the name of the responsible person,telephone numbers
and address of the department at the time the service is requested. The requesting
department is required to issue a release purchase order number to the Vendor during the
process.
4.2 A properly prepared invoice shall be typewritten or computer printed and shall include the
Vendor's name and federal tax identification number, invoice number, address, date,
service or item description, unit price, extended cost, City issued purchase order and
release number. Incomplete or inaccurate invoices may result in delayed payments, as
they shall be returned to the Vendor for correction and re-submittal. All freight costs shall
be included in the unit prices bid. The City of Fort Worth will not pay shipping costs, off-
loading or handling charges associated with orders.
4.3 All invoices shall include a written description of the work performed and the dates when
the work was performed. Hourly rates for field work will commence from the time the
Vendor arrives on site and continue until the Vendor departs the site. The Vendor's
employee(s) will inform the City when he/she arrives on site and report his/her hours
worked though completion of a work summary sheet. Where appropriate, invoices shall
include mileage required for pickup and delivery of equipment. Depending on the work
performed, City may hold invoices until required reports are received by the City.
4.3.1 Hourly rates shall be invoiced to the nearest Y4 hour.
5.0 WARRANTY
5.1 All items installed under this contract shall carry the standard manufacturer
warranty. Warranties shall be effective on the date the items are accepted by the City.
5.2 No repair or service work provided on any existing equipment shall void the existing
RFQ No.17-0357, FLYGT SUBMERSIBLE PUMPS, PARTS AND REPAIR
Page 4 of 19
warranty on the equipment.
5.3 The Vendor shall warrant all equipment is appropriate for the intended service and shall
be free of manufacturing and installation defects in materials and workmanship for a
period of not less than the manufacturer's standard warranty. Should equipment fail
during the warranty period, it shall be repaired/replaced at no expense to the city.
6.0 DELIVERY
6.2 Delivery shall be F.O.B. Destination and all delivery charges shall be included in the unit
prices. The person placing the order will provide delivery and billing information. No
additional charges for expenses, freight, mileage, time, or similar items will be accepted or
paid by the City.
6.3 There may be instances when the Vendor may be asked to accelerate delivery of an
order(s)due to extenuating circumstances. When this occurs,the Vendor will be expected
to provide this service at no additional cost
6.4 In the event the Vendor is unable to meet the original delivery date(s), the City must be
contacted immediately, but prior to the due date, and seek an extension of delivery
time. Failure to comply with the delivery terms may be legal grounds for canceling an
order(s), or the entire Agreement in accordance with the Termination Clause shown
elsewhere in the solicitation.
6.5 Delivery tickets must include the City's Blanket Order Number and the ordering
department's Release Number.
7.0 UNIT PRICE ADJUSTMENT
7.1 The unit prices may be adjusted for increases or decreases in Vendor's cost, not profits,
during the renewal period but before the effective date of the renewal upon written request
from the Vendor.
7.2 At the time the City exercise the renewal options,the Vendor may request a rate adjustment
in an amount not to exceed the current Producer Price Index (PPI) rate of the original
contract rate price or subsequent renewal rate price.
7.3 The Vendor must submit its price adjustment request, in writing, at least 60 days before
the renewal effective period. The Vendor shall provide written proof of cost increases with
price adjustment request.
7.4 If the City concludes that the rate increase being requested is exorbitant, the City reserves
the right to adjust the rate request, or reject the rate request in its entirety and allow the
contract to expire at the end of the contract term. If the City elects not to exercise the
renewal option, the Purchasing Division will issue a new solicitation.
7.5 Prices bid shall remain firm for each one-year term of the Agreement and shall include all
associated freight and delivery costs.
7.6 Prices offered shall be used for bid analysis and for Agreement pricing. In cases of errors
in extensions or totals, the unit prices offered will govern.
7.7 Upon expiration of the Agreement term the successful bidder, agrees to hold over under
the terms and conditions of this Agreement for a reasonable period of time to allow the city
to re-let an agreement, not to exceed ninety (90) days. Vendor will be reimbursed for this
service at the prior agreement rate(s). Vendor shall remain obligated to the City under all
clauses of this Agreement that expressly or by their nature extends beyond and survives
the expiration or termination of this contract.
7.8 Goods and/or services shall not be suspended by the Vendor without a 30 day prior written
notice to the Purchasing Manager.
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8.0 INSURANCE REQUIREMENTS
8.1 The Vendor shall assume all risk and liability for accidents and damages that may occur to
persons or property during the prosecution of work under this Agreement.The Vendor shall
file with the City of Fort Worth Purchasing Division, prior to the commencement of services,
a certificate of insurance documenting the following required insurance within five (5)
calendar days of notification.
8.2 Policies shall have no exclusions by endorsements which nullify the required lines of
coverage, nor decrease the limits of said coverage unless such endorsements are
approved by the City. In the event a contract has been bid or executed and the exclusions
are determined to be unacceptable or the City desires additional insurance coverage, and
the City desires the Vendor to obtain such coverage, the contract price shall be adjusted
by the cost of the premium for such additional coverage plus 10%.
8.2.1 Statutory Workers'Compensation Insurance and Employer's Liability Insurance at
the following limits:
$100,000 Each Accident
$500,000 Disease—Policy limit
$100,000 Disease—Each Employee
This coverage may be written as follows:
Workers' Compensation and Employers' Liability coverage with limits consistent
with statutory benefits outlined in the Texas Workers'Compensation Act(Art. 8308
— 1.01 et seq. Tex. Rev. Civ. Stat.) and minimum policy limits for Employers'
Liability of $100,000 each accident/occurrence, $500,000 bodily injury disease
policy limit and $100,000 per disease per employee.
8.2.2 Commercial General Liability Insurance including Explosion, Collapse, and
Underground Coverage shall be provided as follows:
$1,000,000 Each Occurrence
$2,000,000 Annual Aggregate
Coverage shall include but not be limited to the following: premises/operations,
independent Vendors, products/completed operations, personal injury, and
contractual liability. Insurance shall be provided on an occurrence basis, and as
comprehensive as the current Insurance Services Office(ISO) policy.
8.2.3 Auto Liability Insurance shall be provided as follows:
$1,000,000 Combined Single Limit Each Accident
A commercial business policy shall provide coverage on "Any Auto", defined as
autos owned, hired and non-owned.
8.2.4 The Vendor shall furnish the Purchasing Manager, with a certificate of insurance
documenting the required insurance prior to the commencement of services.
8.2.5 Policies shall be endorsed to provide the City of Fort Worth a thirty-(30) day notice
of cancellation, material change in coverage, or non-renewal of coverage.
8.2.6 Applicable policies shall also be endorsed to name the City of Fort Worth as an
additional insured, as its interests may appear (ATIMA).
9.0 ADDITIONAL INSURANCE REQUIREMENTS
9.1 The City, its officers, employees and servants shall be endorsed as an additional insured
on Vendor's insurance policies excepting employer's liability insurance coverage under
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Vendor's workers' compensation insurance policy.
9.2 Certificates of insurance satisfactory to the City and Worker's Compensation Affidavit must
be received before Vendor can begin work. Failure to supply and maintain such insurance
shall be a breach of contract.Vendor shall provide complete copies of all insurance policies
required by this Agreement. Certificates of insurance must be supplied to:
Financial Management Services Department
Attention: Purchasing Division
200 Texas Street
Fort Worth, Texas 76102
9.3 Any failure on part of the City to request required insurance documentation shall not
constitute a waiver of the insurance requirements specified herein. Each insurance policy
shall be endorsed to provide the City a minimum 30 days notice of cancellation, non-
renewal, and/or material change in policy terms or coverage. A ten (10) day notice shall
be acceptable in the event of non-payment of premium.
9.4 Insurers must be authorized to do business in the State of Texas and have a current A.M.
Best rating of A: VII or equivalent measure of financial strength and solvency.
9.5 Deductible limits, or self-funded retention limits, on each policy must not exceed
$10,000.00 per occurrence unless otherwise approved by the City.
9.6 Other than worker's compensation insurance, in lieu of traditional insurance, City may
consider alternative coverage or risk treatment measures through insurance pools or risk
retention groups. The City must approve in writing any alternative coverage.
9.7 Workers' compensation insurance policy(s) covering employees of the Vendor shall be
endorsed with a waiver of subrogation providing rights of recovery in favor of the City.
9.8 City shall not be responsible for the direct payment of insurance premium costs for
Vendor's insurance.
9.9 Vendor's insurance policies shall each be endorsed to provide that such insurance is
primary protection and any self-funded or commercial coverage maintained by City shall
not be called upon to contribute to loss recovery.
9.10 While the purchase order is in effect, Vendor shall report, in a timely manner, to the
Purchasing Department any known loss occurrence that could give rise to a liability claim
or lawsuit or which could result in a property loss.
9.11 Vendor's liability shall not be limited to the specified amounts of insurance
required herein.
10.0 SAFETY — The Vendor shall be responsible for meeting all Federal: laws, ordinances and
regulations; State: laws, ordinance and regulations; County: laws, ordinances and regulations; and
City: laws, ordinances, and regulations for safety of people, environment, and property. This
includes, but is not limited to, all licenses, all Federal, State, County, and City Agencies,
Administrations and Commissions such as the Environmental Protection Agency (EPA),
Occupational Safety and Health Administration (OSHA), and the Texas Commission on
Environmental Quality(TCEQ).
11.0 PERFORMANCE - Failure of the City to insist in any one or more instances upon performance of
any of the terms and conditions of this Agreement shall not be construed as a waiver or
relinquishment of the future performance of any terms and conditions, but the Vendor's obligation
with respect to such performance shall continue in full force and effect.
12.0 COMPLAINTS - Complaints processed through the City Purchasing Division are to be corrected
within fourteen (14)days of formal notice of complaint. Written response to the Purchasing Division
is required. Failure to properly resolve complaints within the fourteen (14)calendar daytime period
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may result in the cancellation of the applicable line item(s) in the price agreement.
13.0 HAZARDOUS CONDITIONS - The Vendor is required to notify the City immediately of any
hazardous conditions and/or damage to City property.
14.0 CONTRACT ADMINISTRATION
14.1 Contract administration will be performed by the Water Department. In the event the
Vendor fails to perform according to the terms of the agreement, the Department head or
his/her designee will notify the Vendor, in writing, of its failures.A meeting may be arranged
to discuss the Vendor's deficiencies. A written cure notice may be prepared giving the
Vendor 14 calendar days to cure any deficiency.
14.2 In the event the Vendor continues with unsatisfactory performance, the department will
promptly notify the Purchasing Manager who will take appropriate action to cure the
performance problem(s), which could include cancellation, termination for convenience or
default. If the agreement is terminated for default,the Vendor may be held liable for excess
cost and/or liquidated damages.
14.3 The Vendor will be paid only those sums due and owing under the agreement for services
satisfactorily rendered, subject to offset for damages and other amounts which are, or
which may become, due and owing to the City.
14.4 The City reserves the right to terminate this agreement, or any part hereof, for its sole
convenience. In the event of such termination, the Vendor shall immediately stop all work
hereunder and shall immediately cause any and all of its suppliers and subVendors to
cease work. Subject to the terms of this agreement,the Vendor shall be paid a percentage
of the agreement price reflecting the percentage of the work performed prior to the notice
of termination, plus reasonable charges the Vendor can demonstrate to the satisfaction of
the City using its standard record keeping system, have resulted from the termination.
However, in no event shall the total of all amounts paid to the Vendor exceed the
agreement price. The Vendor shall not be reimbursed for any profits which may have been
anticipated, but which have not been earned up to the date of termination.
15.0 OPTION TO EXTEND/RENEW THE TERM OF THE AGREEMENT
15.1 The term of the agreement shall be for a period of one (1) year, with options to renew
annually for up to four(4) additional one year terms. The City may extend the term of this
agreement by written notice to the Vendor within 30 calendar days; provided,the City gives
the Vendor a preliminary written notice of its intent to extend at least 60 calendar days
before the agreement expires, and the renewal/extension is mutually agreed upon by both
parties to the agreement.
15.2 The preliminary notice does not commit the City to an extension. If the City exercises this
option, the extended agreement shall be considered to include this option clause.
16.0 EXCEPTIONS TO SPECIFICATIONS
Any conditions of exceptions to specification must be in writing and attached to this bid. The City
reserves the right at its sole option to accept or reject such bid.
17.0 QUANTITIES
The quantities listed on the bid solicitation are only estimates based on previous usage and do not
indicate intent to purchase or a guarantee of future business. The City of Fort Worth is obligated
to pay for only those materials and services actually ordered by an authorized City employee
providing a purchase order number and a release number and then received as required and
accepted by the City.
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18.0 SUBCONTRACTING
No subcontracting of the work under this Agreement will be allowed without written permission.
19.0 COOPERATIVE PURCHASING
19.1 Should other governmental entities decide to participate in this Agreement, Bidders, shall
indicate in their bid response whether they agree that all terms, conditions, specification,
and pricing would apply.
19.2 If the successful Bidder agrees to extend the resulting Agreement to other governmental
entities, the following will apply: Governmental entities within utilizing Agreements with the
City of Fort Worth will be eligible, but not obligated, to purchase material/services under
this Agreement(s) awarded as a result of this solicitation. All purchases by governmental
entities other than the City of Fort Worth will be billed directly to that governmental entity
and paid by that governmental entity. The City of Fort Worth will not be responsible for
another governmental entity's debts. Each governmental entity will order its own
material/services as needed.
20.0 CHANGE IN COMPANY NAME OR OWNERSHIP
The Contractor shall notify the City's Purchasing Manager, in writing, of a company name,
ownership, or address change for the purpose of maintaining updated City records. The president
of the company or authorized official must sign the letter. A letter indicating changes in a company
name or ownership must be accompanied with supporting legal documentation such as an updated
W-9, documents filed with the state indicating such change, copy of the board of director's
resolution approving the action, or an executed merger or acquisition agreement. Failure to do so
may adversely impact future invoice payments.
21.0 QUESTIONS—Questions, explanations or clarifications desired by a Vendor regarding any part of
The RFQ must be requested in writing from the Purchasing Division. Request can be send to the
following:
Jane Rogers, Sr. Buyer, iane.rogers _fortworthtexas.gov
Reference RFQ 17-0357
City of Fort Worth Purchasing Division
Attention: Jane Rogers
200 Texas Street
Fort Worth, Texas 76102
Facsimile: (817) 392-8440, Attention: Jane Rogers
22.0 BIDS
22.1 Vendor shall submit the following items with their bid:
22.1.1 A completed and signed original Request for Quotations cover page;
22.1.2 A completed and signed original Bid Solicitation form;
22.1.3 A completed and signed original Conflict of Interest Questionnaire, Attachment A.
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CITY OF FORT WORTH,TEXAS
STANDARD PURCHASING TERMS AND CONDITIONS
1.0 DEFINITION OF BUYER
The City of Fort Worth, its officers, agents, servants, authorized employees, Vendors and
subVendors who act on behalf of various City departments, bodies or agencies.
2.0 DEFINITION OF SELLER
The consultant, Vendor, supplier, Vendor or other provider of goods and/or services, its officers,
agents, servants, employees, Vendors and subVendors who act on behalf of the entity under a
contract with the City of Fort Worth.
3.0 PUBLIC INFORMATION
Any information submitted to the City of Fort Worth (the"City") may be requested by a member of
the public under the Texas Public Information Act. See TEx. GOVT CODE ANN. §§ 552.002,
552.128(c) (West Supp. 2006). If the City receives a request for a Seller's proprietary information,
the Seller listed in the request will be notified and given an opportunity to make arguments to the
Texas Attorney General's Office (the "AG") regarding reasons the Seller believes that its
information may not lawfully be released. If Seller does not make arguments or the AG rejects the
arguments Seller makes, Seller's information will be released without penalty to the City.
4.0 PROHIBITION AGAINST PERSONAL INTEREST IN CONTRACTS
No officer or employee of Buyer shall have a financial interest, direct or indirect, in any contract
with Buyer or be financially interested, directly or indirectly, in the sale to Buyer of any land,
materials, supplies or services, except on behalf of Buyer as an officer or employee. Any willful
violation of this section shall constitute malfeasance in office, and any officer or employee found
guilty thereof shall thereby forfeit his office or position. Any violation of this section with the
knowledge, expressed or implied, of the person or corporation contracting with the City Council
shall render the contract invalid by the City Manager or the City Council. (Chapter XXVII, Section
16, City of Fort Worth Charter)
5.0 ORDERS
5.1 No employees of the Buyer or its officers, agents, servants, Vendors or subVendors who
act on behalf of various City departments, bodies or agencies are authorized to place
orders for goods and/or services without providing approved contract numbers, purchase
order numbers, or release numbers issued by the Buyer. The only exceptions are
Purchasing Card orders and emergencies pursuant to Texas Local Government Code
Section 252.022(a)(1), (2), or (3). In the case of emergencies, the Buyer's Purchasing
Division will place such orders.
5.2 Acceptance of an order and delivery on the part of the Seller without an approved contract
number, purchase order number, or release number issued by the Buyer may result in
rejection of delivery, return of goods at the Seller's cost and/or non-payment.
6.0 SELLER TO PACKAGE GOODS
Seller will package goods in accordance with good commercial practice. Each shipping container,
shall be clearly and permanently marked as follows: (a)Seller's name and address: (b)Consignee's
name, address and purchase order or purchase change order number; (c) Container number and
total number of containers, e.g., box 1 of 4 boxes; and (d) Number of the container bearing the
packing slip. Seller shall bear the cost of packaging unless otherwise provided. Goods shall be
suitably packed to secure lowest transportation costs and to conform to requirements of common
carriers and any applicable specifications. Buyer's count or weight shall be final and conclusive on
shipments not accompanied by packing lists.
7.0 SHIPMENT UNDER RESERVATION PROHIBITED
Seller is not authorized to ship the goods under reservation, and no tender of a bill of lading will
operate as a tender of goods.
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8.0 TITLE AND RISK OF LOSS
The title and risk of loss of the goods shall not pass to Buyer until Buyer actually receives and takes
possession of the goods at the point or points of delivery after inspection and acceptance of the
goods.
9.0 DELIVERY TERMS AND TRANSPORTATION CHARGES
Freight terms shall be F.O.B. Destination, Freight Prepaid and Allowed, unless delivery terms are
specified otherwise in Seller's bid. Buyer agrees to reimburse Seller for transportation costs in the
amount specified in Seller's bid or actual costs, whichever is lower, if the quoted delivery terms do
not include transportation costs; provided, Buyer shall have the right to designate what method of
transportation shall be used to ship the goods.
10.0 PLACE OF DELIVERY
The place of delivery shall be set forth in the"Ship to"block of the purchase order,purchase change
order, or release order.
11.0 RIGHT OF INSPECTION
Buyer shall have the right to inspect the goods upon delivery before accepting them. Seller shall
be responsible for all charges for the return to Seller of any goods rejected as being nonconforming
under the specifications.
12.0 INVOICES
12.1 Seller shall submit separate invoices in duplicate, on each purchase order or purchase
change order after each delivery. Invoices shall indicate the purchase order or purchase
change order number. Invoices shall be itemized and transportation charges, if any, shall
be listed separately. A copy of the bill of lading and the freight waybill, when applicable,
should be attached to the invoice. Seller shall mail or deliver invoices to Buyer's
Department and address as set forth in the block of the purchase order, purchase change
order or release order entitled "Ship to." Payment shall not be made until the above
instruments have been submitted after delivery and acceptance of the goods and/or
services.
12.2 Seller shall not include Federal Excise, State or City Sales Tax in its invoices. The Buyer
shall furnish a tax exemption certificate upon Seller's request.
13.0 PRICE WARRANTY
13.1 The price to be paid by Buyer shall be that contained in Seller's bid which Seller warrants
to be no higher than Seller's current prices on orders by others for products and services
of the kind and specification covered by this agreement for similar quantities under like
conditions and methods of purchase. In the event Seller breaches this warranty,the prices
of the items shall be reduced to the prices contained in Seller's bid, or in the alternative
upon Buyer's option, Buyer shall have the right to cancel this contract without any liability
to Seller for breach or for Seller's actual expense. Such remedies are in addition to and
not in lieu of any other remedies which Buyer may have in law or equity.
13.2 Seller warrants that no person or selling agency has been employed or retained to solicit
or secure this contract upon an agreement or understanding for commission, percentage,
brokerage or contingent fee, excepting employees of an established commercial or selling
agency that is maintained by Seller for the purpose of securing business. For breach or
violation of this warranty, Buyer shall have the right, in addition to any other right or rights
arising pursuant to said purchase(s), to cancel this contract without liability and to deduct
from the contract price such commission percentage, brokerage or contingent fee, or
otherwise to recover the full amount thereof.
14.0 PRODUCT WARRANTY
Seller shall not limit or exclude any express or implied warranties and any attempt to do so shall
render this contract voidable at the option of Buyer. Seller warrants that the goods furnished will
conform to Buyer's specifications, drawings and descriptions listed in the bid invitation, and the
sample(s) furnished by Seller, if any. In the event of a conflict between Buyer's specifications,
drawings, and descriptions, Buyer's specifications shall govern.
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15.0 SAFETY WARRANTY
Seller warrants that the product sold to Buyer shall conform to the standards promulgated by the
U.S. Department of Labor under the Occupational Safety and Health Act (OSHA) of 1970, as
amended. In the event the product does not conform to OSHA standards, Buyer may return the
product for correction or replacement at Seller's expense. In the event Seller fails to make
appropriate correction within a reasonable time, any correction made by Buyer will be at Seller's
expense. Where no correction is or can be made, Seller shall refund all monies received for such
goods within thirty(30)days after request is made by Buyer in writing and received by Seller. Notice
is considered to have been received upon hand delivery, or otherwise in accordance with Section
29.0 of these terms and conditions. Failure to make such refund shall constitute breach and cause
this contract to terminate immediately.
16.0 SOFTWARE LICENSE TO SELLER
If this purchase is for the license of software products and/or services, and unless otherwise
agreed, Seller hereby grants to Buyer, a perpetual, irrevocable, non-exclusive, nontransferable,
royalty free license to use the software. This software is"proprietary'to Seller, and is licensed and
provided to the Buyer for its sole use for purposes under this Agreement and any attached work
orders or invoices. The City may not use or share this software without permission of the Seller;
however Buyer may make copies of the software expressly for backup purposes.
17.0 WARRANTY AGAINST INFRINGEMENT OF INTELLECTUAL PROPERTY
17.1 The SELLER warrants that all Deliverables, or any part thereof, furnished
hereunder, including but not limited to: programs, documentation, software,
analyses, applications, methods, ways, and processes (in this Section each
individually referred to as a "Deliverable" and collectively as the "Deliverables,")
do not infringe upon or violate any patent, copyrights, trademarks, service marks,
trade secrets, or any intellectual property rights or other third party proprietary
rights, in the performance of services under this Agreement.
17.2 SELLER shall be liable and responsible for any and all claims made against the City
for infringement of any patent, copyright,trademark, service mark,trade secret, or
other intellectual property rights by the use of or supplying of any Deliverable(s) in
the course of performance or completion of,or in any way connected with providing
the services, or the City's continued use of the Deliverable(s) hereunder.
17.3 SELLER agrees to indemnify, defend, settle, or pay, at its own cost and expense,
including the payment of attorney's fees, any claim or action against the City for
infringement of any patent, copyright, trade mark, service mark, trade secret, or
other intellectual property right arising from City's use of the Deliverable(s), or any
part thereof, in accordance with this Agreement, it being understood that this
agreement to indemnify, defend, settle or pay shall not apply if the City modifies or
misuses the Deliverable(s). So long as SELLER bears the cost and expense of
payment for claims or actions against the City pursuant to this section 8, SELLER
shall have the right to conduct the defense of any such claim or action and all
negotiations for its settlement or compromise and to settle or compromise any such
claim; however, City shall have the right to fully participate in any and all such
settlement, negotiations, or lawsuit as necessary to protect the City's interest, and
City agrees to cooperate with SELLER in doing so. In the event City, for whatever
reason,assumes the responsibility for payment of costs and expenses for any claim
or action brought against the City for infringement arising underthis Agreement,the
City shall have the sole right to conduct the defense of any such claim or action and
all negotiations for its settlement or compromise and to settle or compromise any
such claim; however, SELLER shall fully participate and cooperate with the City in
defense of such claim or action. City agrees to give SELLER timely written notice of
any such claim or action,with copies of all papers City may receive relating thereto.
Notwithstanding the foregoing, the City's assumption of payment of costs or
expenses shall not eliminate SELLER's duty to indemnify the City under this
Agreement. If the Deliverable(s), or any part thereof, is held to infringe and the use
thereof is enjoined or restrained or, if as a result of a settlement or compromise,
such use is materially adversely restricted,SELLER shall,at its own expense and as
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City's sole remedy, either: (a) procure for City the right to continue to use the
Deliverable(s); or (b) modify the Deliverable(s) to make them/it non-infringing,
provided that such modification does not materially adversely affect
City's authorized use of the Deliverable(s); or (c) replace the Deliverable(s)
with equally suitable, compatible, and functionally equivalent non-infringing
Deliverable(s) at no additional charge to City; or (d) if none of the foregoing
alternatives is reasonably available to SELLER, terminate this Agreement, and
refund all amounts paid to SELLER by the City, subsequent to which termination
City may seek any and all remedies available to City under law.
18.0 OWNERSHIP OF WORK PRODUCT
Seller agrees that any and all analyses, evaluations, reports,memoranda, letters, ideas,processes,
methods, programs, and manuals that were developed, prepared, conceived, made or suggested
by the Seller for the City pursuant to a Work Order, including all such developments as are
originated or conceived during the term of the Contract and that are completed or reduced to writing
thereafter (the "Work Product") and Seller acknowledges that such Work Product may be
considered "work(s) made for hire" and will be and remain the exclusive property of the City. To
the extent that the Work Product, under applicable law, may not be considered work(s) made for
hire, Seller hereby agrees that this Agreement effectively transfers, grants, conveys, and assigns
exclusively to Buyer, all rights, title and ownership interests, including copyright, which Seller may
have in any Work Product or any tangible media embodying such Work Product, without the
necessity of any further consideration, and Buyer shall be entitled to obtain and hold in its own
name, all Intellectual Property rights in and to the Work Product. Seller for itself and on behalf of
its Vendors hereby waives any property interest in such Work Product.
19.0 NETWORK ACCESS
The City owns and operates a computing environment and network (collectively the "Network"). If
Seller requires access, whether onsite or remote, to the City's network to provide services
hereunder, and the Seller is required to utilize the Internet, Intranet, email, City database, or other
network application, Seller shall separately execute the City's Network Access Agreement prior to
providing such services. A copy of the City's standard Network Access Agreement can be provided
upon request.
20.0 CANCELLATION
Buyer shall have the right to cancel this contract immediately for default on all or any part of the
undelivered portion of this order if Seller breaches any of the terms hereof, including warranties of
Seller. Such right of cancellation is in addition to and not in lieu of any other remedies,which Buyer
may have in law or equity.
21.0 TERMINATION
The performance of work or purchase of goods under this order may be terminated in whole or in
part by Buyer, with or without cause, at any time upon the delivery to Seller of a written "Notice of
Termination" specifying the extent to which performance of work or the goods to be purchased
under the order is terminated and the date upon which such termination becomes effective. Such
right of termination is in addition to and not in lieu of any other termination rights of Buyer as set
forth herein.
22.0 ASSIGNMENT/DELEGATION
No interest, obligation or right of Seller, including the right to receive payment, under this contract
shall be assigned or delegated to another entity without the express written consent of Buyer. Any
attempted assignment or delegation of Seller shall be wholly void and totally ineffective for all
purposes unless made in conformity with this paragraph. Prior to Buyer giving its consent, Seller
agrees that Seller shall provide, at no additional cost to Buyer, all documents, as determined by
Buyer, that are reasonable and necessary to verify Seller's legal status and transfer of rights,
interests, or obligations to another entity. The documents that may be requested include, but are
not limited to, Articles of Incorporation and related amendments, Certificate of Merger, IRS Form
W-9 to verify tax identification number,etc. Buyer reserves the right to withhold all payments to any
entity other than Seller, if Seller is not in compliance with this provision. If Seller fails to provide
necessary information in accordance with this section, Buyer shall not be liable for any penalties,
fees or interest resulting therefrom.
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23.0 WAIVER
No claim or right arising out of a breach of this contract can be discharged in whole or in part by a
waiver or renunciation of the claim or right unless the waiver or renunciation is supported by
consideration in writing and is signed by the aggrieved party.
24.0 MODIFICATIONS
This contract can be modified or rescinded only by a written agreement signed by both parties.
25.0 THE AGREEMENT
In the absence of an otherwise negotiated contract, or unless stated otherwise, the Agreement
between Buyer and Seller shall consist of these Standard Terms and Conditions together with any
applicable bid documents published by the Buyer and Seller's Response to such bid (the"contract
documents"). This Agreement is intended by the parties as a final expression of their agreement
and is intended also as a complete and exclusive statement of the terms of their agreement. No
course of prior dealings between the parties and no usage of trade shall be relevant to supplement
or explain any term used in this Agreement. Acceptance of or acquiescence in a course of
performance under this Agreement shall not be relevant to determine the meaning of this
Agreement even though the accepting or acquiescing party has knowledge of the performance and
opportunity for objection. Whenever a term defined by the Uniform Commercial Code (UCC) is
used in this Agreement, the definition contained in the UCC shall control. In the event of a conflict
between the contract documents, the order of precedence shall be these Standard Terms and
Conditions, the Buyer's published bid documents and the Seller's response. If Buyer and Seller
have otherwise negotiated a contract, this Agreement shall not apply.
26.0 APPLICABLE LAW/VENUE
This agreement shall be governed by the Uniform Commercial Code wherever the term "Uniform
Commercial Code" or"UCC" is used. It shall be construed as meaning the Uniform Commercial
Code as adopted and amended in the State of Texas. Both parties agree that venue for any
litigation arising from this contract shall be in Fort Worth, Tarrant County, Texas. This contract
shall be governed, construed and enforced under the laws of the State of Texas.
27.0 INDEPENDENT VENDOR
Seller shall operate hereunder as an independent Vendor and not as an officer, agent, servant or
employee of Buyer. Seller shall have exclusive control of, and the exclusive right to control, the
details of its operations hereunder, and all persons performing same, and shall be solely
responsible for the acts and omissions of its officers, agents, employees, Vendors and sub-
Vendors. The doctrine of respondeat superior shall not apply as between Buyer and Seller, its
officers, agents, employees, Vendors and subVendors. Nothing herein shall be construed as
creating a partnership or joint enterprise between Buyer and Seller, its officers, agents, employees,
Vendors and subVendors.
28.0 LIABILITY AND INDEMNIFICATION.
28.1 LIABILITY - SELLER SHALL BE LIABLE AND RESPONSIBLE FOR ANY AND ALL
PROPERTY LOSS, PROPERTY DAMAGE AND/OR PERSONAL INJURY, INCLUDING
DEATH, TO ANY AND ALL PERSONS, OF ANY KIND OR CHARACTER, WHETHER
REAL OR ASSERTED, TO THE EXTENT CAUSED BY THE NEGLIGENT ACT(S) OR
OMISSION(S), MALFEASANCE OR INTENTIONAL MISCONDUCT OF SELLER, ITS
OFFICERS, AGENTS, SERVANTS OR EMPLOYEES.
28.2 INDEMNIFICATION -SELLER HEREBY COVENANTS AND AGREES TO INDEMNIFY,
HOLD HARMLESS AND DEFEND THE CITY (ALSO REFERRED TO AS BUYER), ITS
OFFICERS, AGENTS, SERVANTS AND EMPLOYEES, FROM AND AGAINST ANY
AND ALL CLAIMS OR LAWSUITS OF ANY KIND OR CHARACTER,WHETHER REAL
OR ASSERTED, FOR EITHER PROPERTY DAMAGE OR LOSS (INCLUDING
ALLEGED DAMAGE OR LOSS TO SELLER'S BUSINESS, AND ANY RESULTING
LOST PROFITS) PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL
PERSONS, AND DAMAGES FOR CLAIMS OF INTELLECTUAL PROPERTY
INFRINGEMENT, ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT,
TO THE EXTENT CAUSED BY THE ACTS OR OMISSIONS OF SELLER, ITS
OFFICERS, AGENTS, SUBVENDORS, SERVANTS OR EMPLOYEES.
RFQ No.17-0357, FLYGT SUBMERSIBLE PUMPS, PARTS AND REPAIR
Page 14 of 19
29.0 SEVERABILITY
In case any one or more of the provisions contained in this agreement shall for any reason, be held
to be invalid, illegal or unenforceable in any respect, such invalidity, illegality or unenforceability
shall not affect any other provision of this agreement, which agreement shall be construed as if
such invalid, illegal or unenforceable provision had never been contained herein.
30.0 FISCAL FUNDING LIMITATION
In the event no funds or insufficient funds are appropriated and budgeted in any fiscal period for
payments due under this contract,then Buyer will immediately notify Seller of such occurrence and
this contract shall be terminated on the last day of the fiscal period for which funds have been
appropriated without penalty or expense to Buyer of any kind whatsoever, except to the portions
of annual payments herein agreed upon for which funds shall have been appropriated and
budgeted or are otherwise available.
31.0 NOTICES TO PARTIES
Notices addressed to Buyer pursuant to the provisions hereof shall be conclusively determined to
have been delivered three(3)business days following the day such notice is deposited in the United
States mail, in a sealed envelope with sufficient postage attached, addressed to Purchasing
Manager, City of Fort Worth, Purchasing Division, 200 Texas Street, Fort Worth, Texas 76102.
Notices to Seller shall be conclusively determined to have been delivered three (3) business days
following the day such notice is deposited in the United States mail, in a sealed envelope with
sufficient postage attached, addressed to the address given by Seller in its response to Buyer's
invitation to bid. Or if sent via express courier or hand delivery, notice is considered received upon
delivery.
32.0 NON-DISCRIMINATION
This contract is made and entered into with reference specifically to Chapter 17, Article III, Division
3 ("Employment Practices"), of the City Code of the City of Fort Worth (1986), as amended, and
Seller hereby covenants and agrees that Seller, its employees, officers, agents, Vendors or
subVendors, have fully complied with all provisions of same and that no employee, participant,
applicant, Vendor or subVendor has been discriminated against according to the terms of such
Ordinance by Seller, its employees, officers, agents, Vendor or subVendors herein.
33.0 IMMIGRATION NATIONALITY ACT
The City of Fort Worth actively supports the Immigration & Nationality Act (INA) which includes
provisions addressing employment eligibility, employment verification, and nondiscrimination.
Seller shall verify the identity and employment eligibility of all employees who perform work under
this Agreement. Seller shall complete the Employment Eligibility Verification Form (1-9), maintain
photocopies of all supporting employment eligibility and identity documentation for all employees,
and upon request, provide Seller with copies of all 1-9 forms and supporting eligibility documentation
for each employee who performs work under this Agreement. Seller shall establish appropriate
procedures and controls so that no services will be performed by any worker who is not legally
eligible to perform such services. Seller shall provide Buyer with a certification letter that it has
complied with the verification requirements required by this Agreement. Seller shall indemnify
Buyer from any penalties or liabilities due to violations of this provision. Buyer shall have the right
to immediately terminate this Agreement for violations of this provision by Seller.
34.0 HEALTH, SAFETY, AND ENVIRONMENTAL REQUIREMENTS
Services, products, materials, and supplies provided by the Seller must meet or exceed all
applicable health, safety, and the environmental laws, requirements, and standards. In addition,
Seller agrees to obtain and pay, at its own expense, for all licenses, permits, certificates, and
inspections necessary to provide the products or to perform the services hereunder. Seller shall
indemnify Buyer from any penalties or liabilities due to violations of this provision. Buyer shall have
the right to immediately terminate this Agreement for violations of this provision by Seller.
35.0 RIGHT TO AUDIT
Seller agrees that the Buyer, or Buyer's authorized representative, shall, until the expiration of three
(3)years after final payment under this contract, and at no additional cost to Buyer, have access to
and the right to examine and copy any directly pertinent books, computer disks, digital files,
RFQ No.17-0357, FLYGT SUBMERSIBLE PUMPS, PARTS AND REPAIR
Page 15of19
documents, papers and records of the Seller involving transactions relating to this contract,
including any and all records maintained pursuant to Section 31 of this Agreement. Seller agrees
that the Buyer shall have access, during normal working hours, to all necessary Seller facilities,
and shall be provided adequate and appropriate workspace, in order to conduct audits in
compliance with the provisions of this section. Buyer shall pay Seller for reasonable costs of any
copying in accordance with the standards set forth in the Texas Administrative Code. The Buyer
shall give Seller reasonable advance written notice of intended audits, but no less than ten (10)
business days.
36.0 DISABILITY
In accordance with the provisions of the Americans With Disabilities Act of 1990(ADA),Seller warrants
that it and any and all of its subVendors will not unlawfully discriminate on the basis of disability in the
provision of services to general public, nor in the availability, terms and/or conditions of employment
for applicants for employment with, or employees of Seller or any of its subVendors. Seller warrants
it will fully comply with ADA's provisions and any other applicable federal, state and local laws
concerning disability and will defend, indemnify and hold Buyer harmless against any claims or
allegations asserted by third parties or subVendors against Buyer arising out of Seller's and/or its
subVendor's alleged failure to comply with the above-referenced laws concerning disability
discrimination in the performance of this agreement.
37.0 DISPUTE RESOLUTION
If either Buyer or Seller has a claim, dispute, or other matter in question for breach of duty, obligations,
services rendered or any warranty that arises under this Agreement, the parties shall first attempt to
resolve the matter through this dispute resolution process. The disputing party shall notify the other
party in writing as soon as practicable after discovering the claim, dispute, or breach. The notice shall
state the nature of the dispute and list the party's specific reasons for such dispute. Within ten (10)
business days of receipt of the notice, both parties shall make a good faith effort, either through email,
mail, phone conference, in person meetings, or other reasonable means to resolve any claim, dispute,
breach or other matter in question that may arise out of, or in connection with this Agreement. If the
parties fail to resolve the dispute within sixty(60)days of the date of receipt of the notice of the dispute,
then the parties may submit the matter to non-binding mediation upon written consent of authorized
representatives of both parties in accordance with the Industry Arbitration Rules of the American
Arbitration Association or other applicable rules governing mediation then in effect. If the parties cannot
resolve the dispute through mediation, then either party shall have the right to exercise any and all
remedies available under law regarding the dispute.
Revised November 20, 2014
RFQ No.17-0357, FLYGT SUBMERSIBLE PUMPS, PARTS AND REPAIR
Page 16 of 19
ATTACHMENT A
CONFLICT OF INTEREST DISCLOSURE REQUIREMENT
Pursuant to Chapter 176 of the Local Government Code, any person or agent of a person who contracts or
seeks to contract for the sale or purchase of property, goods, or services with a local governmental entity
(i.e. The City of Fort Worth) must disclose in the Questionnaire Forms CIQ ("Questionnaire") the person's
affiliation or business relationship that might cause a conflict of interest with the local governmental entity.
By law, the Questionnaire must be filed with the Fort Worth City Secretary no later than seven days after
the date the person begins contract discussions or negotiations with the City, or submits an application or
response to a request for proposals or bids, correspondence, or another writing related to potential
agreement with the City. Updated Questionnaires must be filed in conformance with Chapter 176.
A copy of the Questionnaires Form CIQ is enclosed with submittal documents. The form is also available
at http://www.ethics.state.tx.us/forms/CIQ,pdf.
If you have any questions about compliance, please consult your own legal counsel. Compliance is the
individual responsibility of each person or agent of a person who is subject to the filing requirement. An
offense under Chapter 176 is a Class C misdemeanor.
RFQ No.17-0357, FLYGT SUBMERSIBLE PUMPS, PARTS AND REPAIR
Page 17 of 19
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIO
For vendor doing business with local governmental entity
This quesitonnatre reflects changes made to it* law by 119 23, 04th 1-09- Ragular Session. OFFICE IJSF ONLY
by a vondw who has a business relationship asdofinod by Soction 176.001(11-a)with a local
governmental entityand the vendor meats requirements under Section 176.006ta).
By law this questionnaire must be filudwith the r9cordsadminislrator ol the local qovemmantall
entity not latei than the 7th business day after the date the vendor becomes aware of facts
that remqUttia the slaten-vQnI to be Ned. &Qip Section 176.006�a-l),Local Government Code,
A vendor commits an offonso if the vondor knowingly violilos Soction 176,006, Local
Government Codle.An offense under this section is a m�sdemeanor.
21 E Check this box If you are filing an update to a previously filed qui,L*%tionnaire.
iThe law reqUires that you file an updated completed questionnaire with tho appropnale filing flUthority not
lat4y than 1N 71h business day after the date on wf-6ch you became aware that the o(kpnally filed questionnaire was
mcompkte or inaccurate)
Narneof local government officer about whom the Information InthIssoctionis being disclosed,
Name of Officer
This section (itom 2 indudiN subparts A. 9, C, & D1 niust be cornpk,[4L�d fuf each officer with whoin the voi�dor has an
omplaymeril or other businegs roLationship as d4fined by Sg-,cwa 176,001(l-ai, Local Government Code, Attach additional
pages to this Form CIO as necessary,
A, Is the lo", government officer riarne4 in this-section(ocerving,of likely to receive taxable income.other than investment
wicome from the vendor?
9- Is thovondof recowng or likely to rocoeve Tay.allo ircome,other than invostment income.from of at tho direction of ft local
government officer named ia this section AND the ta.),able oicome is not rocoived from the local govemm,ontal entity)
C, Is the filer of this questionnaire employed by a coiporation or othet business uintity with respe�l to which the local
D, Describe each employment oi business and family relati,onship with local government officer named in this secivon
*oop!eae�`2o/u
RFDNo17'O357. FLY8T SUBMERSIBLE PUMPS, PARTS AND REPAIR
FORTWORTH.
NO BID SHEET—REQUEST FOR QUOTES NO. 17-0357
FOR FLYGT SUBMERSIBLE PUMPS, PARTS AND REPAIR
CLOSING DATE: MAY 26, 2017
Jane Rogers, Sr. Buyer
Purchasing Division
Fax No. 817-392-8440
E-mail address: jane.rogers@fortworthtexas.gov
If your firm has chosen not to submit a bid for this procurement, please complete this form and submit to:
City of Fort Worth, Purchasing Division
200 Texas Street
Fort Worth, Texas 76102
{or fax to above address)
Please check the items that apply:
Do not sell the item(s) required.
Cannot be competitive.
Cannot meet the Specifications highlighted in the attached Bid.
F7Cannot provide Insurance required.
Cannot provide Bonding required.
Cannot comply with Indemnification requirements.
Job too large.
Job too small.
aDo not wish to do business with the City.
Other reason.
Company Name:
Authorized Officer or Agent Signature:
Telephone: (_) FAX Number: (_)
RFQ No.17-0357, FLYGT SUBMERSIBLE PUMPS, PARTS AND REPAIR
Page 19 of 19
FORTWORTHO
Purchasing Division
City of Fort Worth
SOLE SOURCE PROCUREMENT JUSTIFICATION
_...... .............. Pur ose
This form must accompany all sole source purchase requests for equipment, construction, supplies or
services when the purchase is for more than$3,000,00. This form is not needed when the purchase is for
a professional services contract. The purpose of the sole source procurement justification is to
demonstrate that the competitive process is not required because only one product or service can meet the
specific need of the City of Font Worth ("City"). A sole source procurement may not be used to
circumvent the City's normal purchasing procedures or for a price-based justification. Acceptance of the
sole source procurement justification is at the discretion of the Purchasing Division Manager or his
designee.
Certification
My signature below certifies that I am aware that state and federal procurement statutes and regulations
.require that procurements of a certain amount made by government entities must be competitively bid
unless the purchase qualifies as an exemption to the competitive bidding requirements. I am requesting
this sole source procurement based on the information provided in the Justification section below, The
information is complete, accurate and based on my professional judgment and investigations. I also
certify that this purchase will not violate Section 2-238 of the City's Ethics Code.
Requesting Department: Water/Water Reclamation
Requested by[printed name]: Monique Florez
Signature:
Recommended by[printed name]: _Jerry Pressley
Department Director
Signature:
Telephone number: _(817)392-4920
Date:
Sole Source Procurement Justification
Pagel of 3 Rev. 12/2014
Justification
1, Describe the product(s) or seivice(s) your department wishes to purchase -- provide vendor name,
manufacturer,model number and/or generic description identifying the item(s)or service(s).
Request a renewal of the Annual Contract with Xylem Water Solutions for OEM Flygt pumps, parts,
repair of existing Flygt pumps at Village Creek Water Reclamation Facility.
Manufacturer;Flygt Pumps
Documented exclusive representative:Xylem Water Solutions(972)512-3610—Rebecca Long
Estimated annual expenditure:$60,000.00
2. Purpose--provide a brief description of why the product(s)or service(s)is required,
We currently have numerous Flygt pumps in several areas at Village Creek.These pumps are needed due
to the specialty needs of these areas (chlorine, sludge, etc.)major modifications would be needed in
piping and electrical to change to a different pump.
3. Describe your efforts to identify other vendors — trade shows, internet search, vendor catalogues.
Provide product and contact information for other products,services and vendors evaluated. (A quote
is not required,simply enough information to show the availability/non-availability of other sources.)
Did a search on Internet for vendors that offered this pump and Xylem is the authorized distributor for
this area.
4. Justification:
a. Identify the reason(s)why other vendors, products, or services competing in this market do not
meet the City's needs or specifications:
X The product(s) or service(s) is available from only one source because of patents,
copyrights,secret processes, or natural monopolies.
_X The product(s) is a captive replacement part(s)or component(s)for existing equipment.
The dollar value of the existing equipment is approximately$
_X Use of other than Original Equipment Manufacturer parts jeopardizes the warranty or may
result in equipment not functioning to the level of factory specifications.
X Authorized factory service is available from only one source.
Maintenance for the existing product is only available from one source.
b. Attach justification letter from the manufacturer or originator of the product or service.
5. Will this purchase limit the ability of other vendors to compete on future purchases for supplies,
upgrades,or replacements? If so,lrow?
No
Sole Source Procurement Justification
Page 2 of 3 Rev. 12/2014
I
6. Will this purchase obligate the City to future purchases,for example,maintenance or license(s)?If so,
what fixture purchases will be required?
No
7. What will happen if the City does not purchase the requested product(s) or service(s) from this
vendor?
The city will have to do extensive modifications to existing piping&wiring to accommodate use
of a different brand/type of pump and will void warranty of existing equipment
.......Purchasing.Division Cofnments:.. .... . ........
Buyer/Senior Buyer/Supervisor: Date: l �)
Approval
PURCHASING DIVISION:
Sole Source Procurement approved: es No
Signature of Purchasing Division Manager:
Printed Name:
Date:
Sole Source Procurement Justification
Page 3 of 3 Rev. 121201.4
FLYGtT
a xylem brand W.Clayton Coe
Account Manager
Xylem Water Solutions U.S.A.
Flygt Products
2400 Tarpley Road
Carrollton,TX 75006-2407
Tel 972 418 2400
Fax 972 416 9570
May 12, 2017
City of Fort Worth
Subject: Sole Source Letter on Pumps and Mixers
Please be advised that Xylem Water Solutions U.S.A. Inc. Flygt Products,
2400 Tarpley Road, Carrollton, Texas 75006, is the sole distributor for Flygt
Submersible Pumps & Mixers and the sole provider of factory authorized
parts and service for these products in the North Texas area.
Should you need further information, please contact our office at (972) 418-
2400.
Thank you and best regards,
W. Clayton Coe
Account Manager