CONTRACT PURCHASE ORDER FOR VARIOUS HARDWARE AND HAND TOOLS TO BE ORDERED ON AN "AS NEEDED" BASIS

Number

Title

9/26/2025 2:00 PM

10/1/2025 2:00 PM

10/10/2025 2:00 PM

MICHAEL RICHMOND, BUYER,

MICHAEL.RICHMOND@PGWORKS.COM

RFQ

Appoinvoices@pgworks.com,
800 W. Montgomery Ave - Attn: Accounting,
Philadelphia , Philadelphia PA 19122 US

VARIOUS,
PHILADELPHIA, PA US

PLEASE SUBMIT PRICING FOR A CONTRACT PURCHASE ORDER FOR VARIOUS HARDWARE AND HAND TOOLS TO BE ORDERED ON AN “AS NEEDED” BASIS.

*** BIDS WILL BE CONSIDERED UNRESPONSIVE IF BIDDERS: ***

- TAKE EXCEPTIONS TO PGW'S SPECIFICATIONS OR TERMS AND CONDITIONS

- FAIL TO COMPLETE, SIGN AND RETURN REQUIRED DOCUMENTS IN SEALED BID PACKET

- FAIL TO PROVIDE PRICING AND LEAD TIME ON ALL ITEMS

IMPORTANT NOTICE: IF YOU INTEND TO PROPOSE ANY SUBSTITUTE ITEMS FOR LINES MARKED “PGW APPROVED EQUAL,” THEY MUST BE SUBMITTED NO LATER THAN THE CLARIFICATION DEADLINE ON THURSDAY, SEPTEMBER 18, 2025, AT 2:00 PM EST. VIA THE "CLARIFICATIONS" TAB.

ANY QUESTIONS OR REQUESTS FOR CLARIFICATION REGARDING THIS RFQ AND THE ATTACHED DOCUMENTS MUST BE SUBMITTED VIA PGW.PROCUREWARE.COM NO LATER THAN 2:00 PM EST ON WEDNESDAY, OCTOBER 1, 2025.

PLEASE REVIEW AND COMPLETE THIS SEALED BID PACKET BY 2:00 PM EST ON FRIDAY, OCTOBER 10, 2025.

***PLEASE NOTE THAT PGW IS ELIGIBLE TO PARTICIPATE IN COSTARS, NJPA, OMNIA PARTNERS, NASPO AND/OR STATE/CITY OF PHILADELPHIA CONTRACT PRICING.  PLEASE INCLUDE THE CONTRACT NUMBER ON YOUR RFQ IF APPLICABLE.

PLEASE SUBMIT YOUR BID FOR A CONTRACT PURCHASE ORDER COVERING A ONE (1) YEAR PERIOD ("INITIAL TERM") EFFECTIVE OCTOBER 1, 2025 THROUGH SEPTEMBER 30, 2026, WITH AN OPTION TO RENEW FOR UP TO THREE (3) ADDITIONAL ONE (1) YEAR TERMS. THE "RENEWAL TERM" IS EXERCISABLE, AT PGW'S SOLE DISCRETION, AS OF THE EXPIRATION OF THE INITIAL TERM OR CURRENT "RENEWAL TERM".

BIDDERS ARE REQUESTED TO QUOTE THE FOLLOWING :

PAYMENT TERMS: NET 30 DAYS, FREIGHT: PAID, F.O.B.: DESTINATION.

VENDOR SHALL PROVIDE PRICING IN ACCORDANCE WITH THE SPECIFICATION AND PRICING STRUCTURE SET FORTH IN THE REQUEST FOR QUOTE (RFQ) #35752.

IF APPLICABLE, LIST ANY ORDER MINIMUMS OR ADDITIONAL REQUIREMENTS/INFORMATION IN THE COMMENTS SECTION FOR EACH LINE ITEM.

DELIVERY LOCATIONS :

NORTH OPERATIONS CENTER (NOC): 5000 SUMMERDALE AVENUE, PHILADELPHIA, PA  19124

RICHMOND PLANT: 3100 E. VENANGO STREET, PHILADELPHIA, PA  19134

PASSYUNK PLANT: 3100 PASSYUNK AVENUE, PHILADELPHIA, PA  19145

VENDOR MAY BE REQUIRED TO SHIP ON A 24 HOUR NOTICE IN EMERGENCY SITUATIONS WITH NO ADDITIONAL CHARGES FOR PALLET COST AND NO EXTRA MISCELLANEOUS CHARGES LISTED.

STOCKING REQUIREMENTS :

SOME ITEMS LISTED IN THE PRICING MATRIX CONTAIN VALUES IN THE “STOCKING REQUIREMENTS” COLUMN, THESE ARE THE MINIMUM STOCK REQUIREMENTS THAT THE AWARDED VENDOR MUST KEEP IN INVENTORY AT ALL TIMES. THESE STOCK REQUIREMENT QUANTITIES MAY CHANGE OR BE ADJUSTED AS THE BUSINESS DETERMINES DURING THE DURATION OF THE CONTRACT. ALL ITEMS WITH MINIMUM STOCK REQUIREMENTS MUST BE DELIVERED THE NEXT DAY.

THE ITEMS LISTED REPRESENT TYPICAL ITEMS TO BE PURCHASED ON THIS CONTRACT.  THE ITEMS LISTED IN THE RFQ WILL BE USED TO DETERMINE OVERALL PRICING AND AWARD INFORMATION.  ITEMS TO BE PURCHASED ARE NOT LIMITED TO THOSE LISTED.

THE USAGE QUANTITIES LISTED ARE ONLY AN ESTIMATE TAKEN FROM PAST ORDER HISTORY. THIS DOES NOT CONSTITUTE A FIRM COMMITMENT TO PURCHASE THIS QUANTITY DURING THE PERIOD OF THE CONTRACT PURCHASE ORDER.  ACTUAL USAGE MAY EXCEED OR FAIL TO EXCEED ESTIMATES.

AT THE END OF THE CONTRACT, ANY RESIDUAL INVENTORY WILL BE NEGOTIATED FOR PURCHASE.

INVOICING REQUIREMENTS :

-THE AWARDED SUPPLIER AGREES TO INVOICE PGW ONCE PER MONTH FOR ALL MATERIALS PROVIDED UNDER THIS CONTRACT PURCHASE ORDER.

-SUMMARY INVOICE MUST CONTAIN THE PGW CONTRACT PURCHASE ORDER NUMBER, INDIVIDUAL PGW PURCHASE ORDER NUMBERS, AN ITEMIZED LIST OF ALL MATERIALS FOR THAT TIME PERIOD, AND THE AGREED UPON PRICE PER MATERIAL.

PRICE INCREASES/DECREASE REQUIREMENTS:

ALL PRICES QUOTED MUST REMAIN FIRM FOR THE INITIAL TERM OF THE CONTRACT PURCHASE ORDER.  FOR THE INITIAL TERM OF ONE (1) YEAR; THEREAFTER, PRICES MAY BE INCREASED FOR EACH SUBSEQUENT ONE (1) YEAR PERIOD THROUGHOUT THE DURATION OF THE CONTRACT, WHICH MAY BE RENEWED UNDER THE TERMS AND CONDITIONS OF THIS AGREEMENT AT THE SOLE OPTION OF PHILADELPHIA GAS WORKS (PGW) ON AN ANNUAL BASIS FOR UP TO THREE (3) ADDITIONAL ONE (1) YEAR TERM(S). VENDOR MAY INCREASE PRICES FOR THE FUTURE RENEWAL PERIODS PROVIDED THAT:

NOTICE OF PRICE INCREASES MUST BE RECEIVED, IN WRITING, BY PGW AT LEAST FIFTEEN (15) DAYS PRIOR TO THE EXPIRATION OF THE CURRENT TERM FOR PRICE INCREASE TO BE EFFECTIVE AS OF THE FIRST DAY OF THE RENEWAL TERM.  PRICE INCREASE LETTER MUST INCLUDE A COPY OF THE MANUFACTURER’S LETTER AND/OR INDUSTRY BULLETIN.  THE PRICE INCREASE LETTER SHALL BE SENT TO MICHAEL.RICHMOND@PGWORKS.COM, REFERENCING RFQ#, BLANKET OR CONTRACT #, CONTRACT TERM, AND SHOWING ITEM(S) DESCRIPTION AND APPLICABLE PRICING. PGW RESERVES THE RIGHT TO REVIEW THE PROPRIETY OF THE PRICE INCREASE AND CANCEL THE CONTRACT AT ITS DISCRETION.

FAILURE TO NOTIFY PGW WITHIN THE FIFTEEN (15) DAY TIMEFRAME SHALL RESULT IN THE FOLLOWING:

IF THE LETTER IS RECEIVED BEFORE THE LAST DAY OF THE CONTRACT TERM, THE EFFECTIVE DATE OF THE PRICE INCREASE SHALL BE FIFTEEN (15) DAYS FROM RECEIPT OF THE PRICE INCREASE LETTER RECEIVED BY PGW OR, IF THE LETTER IS NOT RECEIVED BEFORE THE LAST DAY OF THE CURRENT TERM, THE PRICES FOR THE RENEWAL TERM SHALL BE THE SAME AS THE PREVIOUS TERM.

FOR EACH RENEWAL TERM THE PRICE INCREASE AND/OR DECREASE SHALL BE BASED UPON THE PERCENT (%) CHANGE IN THE INDEX FOR ALL URBAN CONSUMERS – PHILADELPHIA OF THE CONSUMER PRICE INDEX (ALL ITEMS) AS PUBLISHED BY THE U.S. DEPARTMENT OF LABOR BUREAU OF LABOR STATISTICS AND AS INDICATED BY THE MID-ATLANTIC CPI ANNOUNCEMENT FOUND HERE:

https://www.bls.gov/regions/mid-atlantic/data/consumerpriceindexhistorical_philadelphia_table.htm

IN NO EVENT SHALL THE PRICE INCREASE EXCEED 5% IN ANY RENEWAL TERM.  THE INCREASE SHALL REFLECT THE CHANGE TO THE CPI OR THE 5% CAP, WHICHEVER IS LESS.

NOTE: PRICE DECREASES MAY BE FORWARDED TO THE SUPPLY CHAIN DEPARTMENT BUYER, IN WRITING, AT ANY TIME DURING THE CONTRACT TERM, TO INCLUDE ANY RENEWAL PERIOD(S).

ONCE THE CONTRACT AGREEMENT IS AWARDED, THE AWARDED VENDOR MUST ADHERE TO WHAT HAS BEEN QUOTED OR THIS COULD CAUSE THE ORDER TO BE SUBJECT TO CANCELLATION.

IF YOU ARE A CERTIFIED MINORITY, WOMAN, VETERAN, OR DISABLED OWNED BUSINESS, WHEN SUBMITTING YOUR BID RESPONSE, PLEASE BE SURE TO INCLUDE A COPY OF YOUR MOST CURRENT CERTIFICATION FOR VERIFICATION PURPOSES.

ADDITIONAL NOTES :
(1)  THE BASIS OF AWARD FOR THE SUCCESSFUL VENDOR SHALL RESULT IN ONE (1) CONTRACT PURCHASE ORDER TO THE LOWEST, RESPONSIVE, AND RESPONSIBLE VENDOR. IF LOWEST BID PRICE IS EQUAL, THE FOLLOWING FACTORS WILL BE TAKEN INTO CONSIDERATION TO DETERMINE THE AWARD:
1.    LEAD-TIME
2.    BEST AND FINAL OFFER (BAFO)
(2)  ANY PURCHASE ORDER RESULTING FROM THIS REQUEST FOR QUOTATION IS SUBJECT TO CANCELLATION BY PGW UPON THIRTY (30) DAYS WRITTEN NOTICE.
(3)  ANY BIDDER THAT HAS HAD A PURCHASE ORDER WITH PGW TERMINATED DURING THE PREVIOUS THREE (3) YEARS DUE TO BREACH OR DEFAULT MAY BE DEEMED NON-RESPONSIBLE AND NON-QUALIFIED FOR THIS RFQ.
(4)  THE SUCCESSFUL BIDDER MUST REMIT ALL INVOICES ELECTRONICALLY TO APPOINVOICES@PGWORKS.COM FOR ELECTRONIC PAYMENT.  FOR ASSISTANCE OR QUESTIONS REGARDING INVOICING, PLEASE CONTACT PGW ACCOUNTS PAYABLE AT 215-684-6980.
(5)  CONTRACTOR WILL BE BOUND BY PGW’S POLICY AND PROCEDURE FOR THE DEBARMENT AND SUSPENSION OF VENDORS.  SUSPENSION OR DEBARMENT OF CONTRACTOR BY PGW PURSUANT TO PGW’S POLICY AND PROCEDURE FOR THE DEBARMENT AND SUSPENSION OF VENDORS AND CONTRACTORS WILL BE CONSIDERED AS DEFAULT BY CONTRACTOR.

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