Contract no. 32600195.pdf
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FIRE HYDRANT MAINTENANCE, REPAIR, REPLACEMENT AND FIRE FLOW TESTING Contract No. 32600195 (REV. 6.10.2025) COOPERATIVE CONTRACT PURCHASE ADDENDUM (CCPA) BETWEEN THE CITY OF BUCKEYE AND Hydra Contracting, LLC Fire Hydrant Maintenance, Repair, Replacement and Fire Flow Testing CONTRACT NO. 32600195 THIS COOPERATIVE CONTRACT PURCHASE ADDENDUM (this “Addendum”) is entered into as of __________ between the City of Buckeye, an Arizona municipal corporation (the “City”), and Hydra Contracting, LLC, a Arizona limited liability company (the “Contractor”). WHEREAS, after a competitive procurement process, which is documented in the Award attached hereto as Exhibit A, City of Tempe and Contractor entered into Contract No. WUD25- 115-01 dated June 22, 2025 (such contract and subsequent amendments thereto here referred to as the “City of Tempe Contract”), which is attached hereto as Exhibit A, and incorporated herein by reference; and WHEREAS, the City is permitted by Section 24-3-16 of the City Procurement Code to make purchases via cooperative purchasing pursuant to a cooperative purchasing contract; and WHEREAS, the City of Tempe Contract contains a schedule of prices and service terms, which is attached hereto as Exhibit B, and incorporated herein by reference (“Fee Schedule”); and WHEREAS, the City desires to enter into a contract with the Contractor under the terms and conditions of the City of Tempe Contract, by issuing this Addendum to said contract. THEREFORE, the City now enters into this Addendum with the Contractor for the goods and services set forth in Exhibit B. This Addendum incorporates the terms and conditions of the City of Tempe Contract, except to the extent superseded herein. All references in the City of Tempe Contract to City of Tempe shall be read to refer to the City of Buckeye. This Addendum shall be effective as of the date set forth above for approval and remain in effect for the remainder of the City of Tempe Contract’s term unless such term is modified or extended pursuant to the terms of the City of Tempe Contract. Payments to the Contractor shall be calculated in accordance with Exhibit B, in a total amount not to exceed $450,000.00. FURTHER, this Addendum is subject to cancellation pursuant to ARS §38-511. FURTHER, to the extent applicable, the Contractor and its subcontractors warrant compliance with all federal immigration laws and regulations that relate to their employees and their compliance with the E-verify requirements under A.R.S. § 23-214(A). The Contractor’s or its subcontractors’ failure to comply with such warranty shall be deemed a material breach of this Addendum and may result in the termination of this Addendum by the City. The City retains the right to inspect the papers of the Contractor’s or its subcontractors’ employees who perform any work or services pursuant to this Addendum to ensure compliance with these warranties. FIRE HYDRANT MAINTENANCE, REPAIR, REPLACEMENT AND FIRE FLOW TESTING Contract No. 32600195 (REV. 6.10.2025) FURTHER, to the extent applicable, the Contractor warrants that it is not participating and will not participate in prohibited activity in contravention of A.R.S. § 35-393.01. FURTHER, to the extent applicable under ARIZ. REV. STAT. § 35-394, Contractor certifies that it does not currently, and agrees for the duration of this Agreement that it will not use (i) the forced labor of ethnic Uyghurs in the Peoples Republic of China (“ethnic Uyghurs”), (ii) any goods or services produced by the forced labor of ethnic Uyghurs, or (iii) any Contractors, subcontractors, or suppliers that use the forced labor or any goods or services produced by the forced labor of ethnic Uyghurs. If Contractor becomes aware that it is not in compliance with this paragraph, Contractor shall notify the City of the noncompliance within five (5) business days of becoming aware of it. If Contractor fails to provide a written certification that Contractor has remedied the noncompliance within one hundred eighty (180) days after that, this Agreement shall terminate unless the termination date of this Agreement occurs before the end of the remedy period, in which case this Agreement terminates on the Agreement termination date. FURTHER, the Parties agree that the Addendum and Exhibits thereto shall be governed by State of Arizona law and suits pertaining to the Addendum and Exhibits thereto may only be brought in courts located in Maricopa County, Arizona. FURTHER, all modifications, including but not limited to service additions and deletions, will be made in writing and with the written agreement of both parties. FURTHER, in the event of any inconsistency between this Addendum, the City of Tempe Contract, and Exhibit B, the documents shall govern in that order. FURTHER, in the event the Contractor’s terms of sale or service were provided to the City only upon “acceptance” of a “clickwrap” or “clickthrough” agreement, such terms of sale or service shall not be binding upon the City. No oral agreement, “clickwrap” or “clickthrough” agreement or other understanding shall in any way modify a City issued or approved contract or the terms of this Cooperative Contract Purchase Addendum (CCPA). THEREFORE, the Parties have executed this Addendum as of the date first set forth above. CITY CONTRACTOR THE CITY OF BUCKEYE, Hydra Contracting, LLC an Arizona Municipal corporation a Arizona limited liability company By: Doug Sandstrom, City Manager Title: FIRE HYDRANT MAINTENANCE, REPAIR, REPLACEMENT AND FIRE FLOW TESTING Contract No. 32600195 (REV. 6.10.2025) ATTEST: Lucinda Aja, City Clerk RECOMMENDED: Rob Roach, Grant Program and Procurement Manager APPROVED AS TO FORM: Tosca Henry, City Attorney FIRE HYDRANT MAINTENANCE, REPAIR, REPLACEMENT AND FIRE FLOW TESTING Contract No. 32600195 EXHIBIT A TO COOPERATIVE CONTRACT PURCHASE ADDENDUM CONTRACT NO. 32600195 City of Tempe Contract See following page(s). The following are the City’s response to vendor questions. Bid close date remains April 24, 2025 @ 3:00PM. The City offers a second vendor question period. Questions are due April 4, 2025 @ 5:00PM. The evaluation criteria indicates that Price Line Items 1-13 will account for 25% of the total score. Since items 6-9 (valve assessments and leak detection) appear to be separate services from the core hydrant maintenance work described in the RFP title and specifications, how will these items be weighted in the evaluation? We're concerned that pricing for these specialized services might disproportionately affect the evaluation of contractors whose primary expertise is in hydrant maintenance and repair. Items 6 – 9 have been removed from the pricing section Upon careful review of the RFP, we noticed that valve assessments (line items 6-8) appear to be outside the stated scope of work for "Fire Hydrant Maintenance, Repair, and Parts" as outlined on pages 22-25. Since these specialized valve assessments (particularly for larger transmission mains) typically require different certifications, equipment, and technical approaches than hydrant maintenance, would the City consider addressing these through a separate procurement process? This approach would allow specialized valve contractors to compete for this work while keeping the hydrant maintenance RFP focused on its core purpose. Items 6, 7, 8, have been removed from the pricing section If valve assessments remain part of this RFP, we respectfully request detailed specifications similar to those provided for hydrant maintenance. Valve assessments, especially for critical infrastructure like 24"+ transmission mains, carry different operational risks and requirements than standard hydrant work. Comprehensive specifications would ensure all bidders understand the full scope and can properly account for the specialized equipment and expertise needed. Valve assessment lines 6, 7, 8 have been removed from the pricing section. The valve assessment line items (6-8) are described as "upon request of isolation of hydrant and/or auxiliary valve." Does this imply that contractors will be requested to operate and shut down main line valves as part of these assessments? If so, this represents a significant operational responsibility that typically requires specific authorization protocols, system knowledge, and emergency response preparations due to the potential impacts on the water distribution system. Could the City clarify the expected scope of valve operations and whether contractors would be authorized to independently operate these critical system components? Valve assessment lines 6, 7, 8 have been removed from the pricing section. Price Line items 7-8 seem to be duplicates? Is this a typo? Items 7-8 have been removed from the pricing section We note that "Leak sounding at valve or hydrant" (line item 9) appears on the pricing sheet but is not detailed in the Scope of Work or Specifications sections (pages 22-25). Standard fire hydrant maintenance and repair work typically does not require specialized leak detection equipment, as leaks are generally visually apparent during normal hydrant operation and testing. Specialized acoustic leak detection represents a distinct service requiring different equipment and expertise than traditional hydrant maintenance. Could the City clarify if this line item is intended as part of core hydrant maintenance, or if it might be more appropriately addressed through a separate service agreement with leak detection specialists? Item 9 has been removed from the pricing section For Line Item 10 (Hydrant Replacement), we'd like to confirm whether this price should reflect only standard replacement work in uncomplicated settings, or if it should account for all potential site conditions. Pricing should reflect standard replacement work in uncomplicated settings. When hydrants are located in hardscaped areas, would the City allow separate billing for concrete/asphalt restoration? This approach would provide the City with more transparent pricing and prevent contractors from having to build significant contingencies into their base price. Yes (if needed) the City will allow for separate billing. The City anticipates that this type of hardscape (concrete/asphalt) restoration will be handled by the City. Similarly, would landscaping restoration be eligible for separate billing based on the specific requirements of each site? Yes, same as above. For specialized components like grade locks or extension kits that are only occasionally required, would these be billed separately or should we build contingencies into our base price? Can be billed separately. Would materials testing requirements be considered separate from the base hydrant replacement price, as these represent distinct professional services? There should be no need for any material testing. If so, it would be considered separate from the base hydrant replacement price. Traffic control requirements vary significantly by hydrant location—from residential streets to busy arterials. Given this variability, a single line item price may lead to either inflated costs or inadequate coverage. Would the City consider allowing actual traffic control costs to be documented and invoiced directly? This would provide location-specific transparency and align with the statement on page 25 that vendors "may bill separately for traffic control" with City approval. Yes, the City will allow actual costs to be passed through to the City; however, the City plans on having the awarded vendor(s) utilize the current Traffic Control vendors on contract with the City (which will be billed separately) If a single line item must be maintained, could the City clarify whether it's intended to cover basic safety measures only, with the understanding that location-specific traffic management would be addressed separately? This clarification would help us provide the most accurate and cost-effective pricing structure for the City. See above. The following are the City’s responses to the second vendor question period. Bid close date remains April 24, 2025 @ 3:00PM. What is the scope of work for fire hydrant replacement? For example, replace existing upper barrel and lower barrel including shoe with complete new fire hydrant? If no replacement parts available, the entire hydrant will be replaced Where safe and efficient, can we use our own ATSSA Certified staff to set up traffic control and shadow truck if there is a significant cost savings to City of Tempe? The City plans on having the awarded vendor(s) utilize the current Traffic Control vendors on contract with the City. At the time of service, the City will review any pricing options for traffic control. It will not be part of the evaluation / award of contract process. Can you give an example for obsolete fire hydrant repair? For example, replacing stems, break-away coupling, main valve rubber, drain valve facing, etc. If no replacement parts available, the entire hydrant will be replaced Is the flow test a multi fire-hydrant flow test, or individual? Multi Does the discharge water during the flow test need to be dechlorinated? Can you clarify contract renewals? For example, is it one year, with four single year renewals? Is it two years with three, one-year renewals? See Special Terms & Conditions #4 and #5 **Re-run test or incorporate another hydrant if 25% drop or 1500 GPM is not achieved. (1)Observed flow includes .90 coefficient applied to NFPA 291 Table 4.10.1(a) as shown in attachment B. EXHIBIT A City of Tempe Public Works Department Water Utilities Division Fire Hydrant Flow Test Service # Inspection # (For CMMS use only) Work Order # (For CMMS use only) 1. PROJECT INFORMATION Name: Phone: Company Address: Project Address: Nearest Cross Street/Distance: Truck #: 2. FLOW TEST DATA RESIDUAL HYDRANT Quarter Section: Hydrant #: Size of Water Main: Static PSI: Residual PSI: FLOW HYDRANT Quarter Section: Hydrant #: Outlet Diameter: Observed Flow(1) (GPM) Size of water main: 2 ½” Pitot (PSI): 2 ½” Duration of Flow: 4” Date and Time: Total Observed Flow = OF1 FLOW HYDRANT Quarter Section: Hydrant #: Outlet Diameter: Observed Flow(1) (GPM) Size of water main: 2 ½” Pitot (PSI): 2 ½” Duration of Flow: 4” Date and Time: Total Observed Flow = OF2 FLOW HYDRANT Quarter Section: Hydrant # Outlet Diameter: Observed Flow(1) (GPM) Size of water main: 2 ½” Pitot (PSI): 2 ½” Duration of Flow: 4” Date and Time: Total Observed Flow = OF3 Total Observed Flow = OF1 + OF2 + OF3 Total Observed Flow = Flow test completed by: Phone: Signature: Date: Fire flow test results are based upon information gathered at the time the test was performed and is not assumed to be representative of typical water system conditions. Variability of the water system due to changes in demand and operating conditions precludes the City from providing any express or implied warranty or guaranty that expectations regarding pressures and flows will be replicable. The City therefore provides this information to the requestor for evaluation purposes only, without warranty or guaranty of any kind. The requestor’s use of the data provided, including without limitation any conclusions drawn from the data, is strictly the responsibility of the requestor. In exchange for the City providing the requestor with fire flow testing services, the requestor agrees that the City shall not be liable for damages of any kind resulting from the use of the resulting data. FIRE HYDRANT MAINTENANCE, REPAIR, REPLACEMENT AND FIRE FLOW TESTING Contract No. 32600195 EXHIBIT B TO COOPERATIVE CONTRACT PURCHASE ADDENDUM CONTRACT NO. 32600195 Fee Schedule [City of Tempe Pricing Sheet] See following page(s).