RFP 26-19615-YB In-Line Water Flow Meter Services

The City of Lubbock is seeking proposals for the off-site repair and replacement of 2", 4", and 6" in-line water flow meters under solicitation 26-19615-YB, with a submission deadline of May 28, 2026, at 3:00 p.m. Central Time. Contractors must repair defective meters to "like new" condition per original factory specifications from manufacturers Water Specialties and McCrometer, ensuring all internal parts are new and exterior housings are thoroughly cleaned. Units deemed beyond economical repair must be replaced with new meters featuring a 4-20 mA output capability, and all repaired units carry a one-year warranty. Work is performed off-site at the contractor’s facility, with meters shipped to the contractor by the City and returned for reinstallation. The contract has a one-year base term with four optional one-year extensions, renewing automatically unless terminated with 90 days’ written notice, and services are rendered on an as-needed basis without guaranteed minimum volumes. Award will be made based on a best value trade-off approach, not lowest price technically acceptable, with evaluation factors weighted as follows: price at 40%, ability to provide service and financial stability at 20%, timeliness of repairs or component replacement at 20%, and compliance with specifications at 20%. Proposers must demonstrate years in business, staff qualifications with resumes, and provide three business references. Price proposals must include all costs—materials, labor, insurance, transportation, fuel, and demurrage—and must be submitted via a completed Bid Table. Proposals must be uploaded electronically through the Bonfire portal or submitted as a single bound hardcopy; fax submissions are prohibited. Contractors must certify they are not boycotting Israel, have no business ties to Iran, Sudan, or foreign terrorist organizations, and are not suspended or debarred. They must also comply with Texas public records laws, maintain strict confidentiality of City information, indemnify the City against negligence-related claims, and refrain from assigning or subcontracting without written approval. The City retains audit rights and may terminate funding at any time if annual appropriations are not secured. Disputes are resolved through judicial means only, with no arbitration allowed.