Water Distribution System Leak Locating Correlator

CITY OF ITHACA
CITY OF ITHACA DEPARTMENT OF PUBLIC WORKS
DIVISION OF WATER & SEWER
510 FIRST STREET
ITHACA, NY 14850
VENDOR BID
WATER DISTRIBUTION SYSTEM
LEAK LOCATING CORRELATOR
CITY OF ITHACA
TOMPKINS COUNTY, NEW YORK
March 2026
ACTING CITY MANAGER
Dominick Recckio
CITY ATTORNEY
Victor Kessler
SUPERINTENDENT OF
PUBLIC WORKS
Adam Potter

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CITY OF ITHACA - DEPARTMENT OF PUBLIC WORKS
WATER DISTRIBUTION SYSTEM LEAK LOCATING CORRELATOR
TABLE CONTENTS
BID DOCUMENTS DOC. NO. PAGE NO.
Notice to Bidders 1 3-4
Instructions to Bidders (General Information) 2 5-10
Bidders Qualification Statement 3 11-12
Certificate of Liability Insurance (Example) 4 13
Waiver of Immunity Clause 5 14
Non-Collusive Bidding Certification 6 15
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CITY OF ITHACA - DEPARTMENT OF PUBLIC WORKS
WATER DISTRIBUTION SYSTEM LEAK LOCATING CORRELATOR
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2

NOTICE TO BIDDERS
CITY OF ITHACA
Department of Public Works, Division of Water & Sewer
WATER DISTRIBUTION SYSTEM LEAK LOCATING CORRELATOR
NOTICE TO BIDDERS
The City of Ithaca Department of Public Works, Division of Water & Sewer will receive sealed
bids for the sale and delivery of a Water Distribution System Leak Locating Correlator at the
Office of the City Controller until 2:00 p.m. local time on, April 10th, 2026 and then publicly read
aloud.
Product
The City wishes to purchase a correlating solution for use by City of Ithaca field personnel in the
identification of water leaks within its distribution system. The Bidder's quote shall be based on
the following needs and specifications:
CORRELATING KIT
1. One (1) field locating correlator with Windows PC based software providing:
Auto filtering capability, manual filtering, and notch filtering. The auto
o
feature will select the most relevant frequency bands to reduce false positives
and enhance detection accuracy.
The unit must be able to operate across a broad spectrum of pipe material(s)
o
including plastic, ductile iron, and cast iron within a variety of pipe
diameters from 4" - 24".
The system will be accelerometer sensor-transmitter based using piezo-
o
ceramic sensors with integrated radio transmitter and magnetic mounting.
Wireless communications between sensors and correlator
o
Cross spectrum and coherence analysis.
o
Unlimited time recording for each correlation. System should have the
o
ability to set a time delay for overnight usage.
2. Two (2) stainless steel transmitting accelerometer hydrophone sensors with multi-
purpose sockets for charging and microphone/probe connectivity. Sensors shall
have at least 8 hours of useful battery life under typical field conditions.
3. One (1) ruggedized field tablet preloaded with operating leak detection software.
4. One (1) pair of stereo headphones
5. 12 V vehicle charging cable with connections for up to three connections for receiver
and sensors
6. 110v-240v AC adapter
7. Operating manual
8. A padded Pelican type kit carrying case
9. Two (2) years warranty
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NOTICE TO BIDDERS
10. Two (2) hours of startup training with a field demonstration. This shall include
travel expenses.
*A statement must be included with the quote that declares the estimated lead time of the
order between the date that a purchase order is issued by the City and the actual delivery
date.
Specifications and Information for Bidders may be obtained at the office of the City Controller,
City Hall, 108 East Green Street, Ithaca, NY 14850 or at www.cityofithaca.org/bids.
The City of Ithaca reserves the right to reject any or all bids and to waive any informality or
technicality in any bid in the interest of the Owner. Any bid received after the deadline will be
rejected, regardless of the delivery method. The City is not responsible for late delivery by any
carrier service. Attention of Bidders is particularly called to the requirements for ensuring that
employees, applicants for employment and contractors are not discriminated against; refer to the
Contract Documents for additional information. There is no DBE participation goal required for
this contract.
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INSTRUCTIONS TO BIDDERS
(GENERAL CONDITIONS)
INSTRUCTIONS TO BIDDERS
(GENERAL CONDITIONS)
1. Terms used in these Instructions to Bidders, which are defined in the Standard General
Conditions of the Construction Contract (No. 1910-8; 1990 ed.), have the meanings assigned
to them in the General Conditions. The Term "Bidder" means one who submits a bid directly
to Owner, as distinct from a sub-bidder who submits a bid to a Bidder. The term "Successful
Bidder" means the lowest, qualified, responsible and responsive Bidder to whom Owner (on
the basis of Owner's evaluation as hereinafter provided) makes an award. The term "Bidding
Documents" includes the Advertisement for Bids, Notice to Bidders, Instruction to Bidders,
and the additional documentation required, including a copy of the Bidder's liability
insurance, Waiver of Immunity Clause, and Non-Collusive Bidding Certification. For the
purposes of this contract, the term Engineer shall refer to a designee of the City of Ithaca
Department of Public Works, Division of Water & Sewer.
2. Complete sets of the Bidding Documents may be obtained from the city's website at
www.cityofithaca.org/bids, as stated in the Advertisement for Bids.
Complete sets of Bidding Documents must be used in preparing Bids; Owner and Engineer
do not assume any responsibility for errors or misinterpretations resulting from the use of
incomplete sets of Bidding Documents.
Owner and Engineer, in making copies of Bidding Documents available on the above terms
do so only for the purpose of obtaining Bids on the Work and do not confer a license or grant
for any other use.
3. To demonstrate qualifications to perform the work, each Bidder must be prepared to submit
within five days of Owner's request, written evidence, such as financial data, previous
experience, present commitments and other such data as may be called for below (or in the
Supplementary Instructions). Each Bid must contain evidence of Bidder's qualifications to
do business in the state where the Project is located or covenant to obtain such qualifications
prior to award of the contract. The enclosed Bidder's Qualification Statement Document
shall be completed and submitted with the Bid.
4. All bids shall be made as a written typed quote, clearly printed on company letterhead.
Quotes shall be itemized by product in the numerical fashion as shown in the Notice to
Bidders section of this document. A total cost for the entire quote must be shown at the
bottom which shall equal the value of all of the itemized sub totals. The bidding documents
shall be submitted in a sealed envelope plainly marked Water Distribution System Leak
Locating Correlator, and bearing the date and time of the opening. Envelopes shall be
addressed to: City of Ithaca, Controller's Office, 108 East Green Street, Ithaca, NY 14850.
If items are normally quoted as a package, for purposes of pricing, this must be noted in the
final bid document. For example, "items 1,2, and 3" = $X.XX. Item #4 = $X.XX."
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INSTRUCTIONS TO BIDDERS
(GENERAL CONDITIONS)
5. No bid will be accepted which contains any changes, additions, omissions or erasures, unless
otherwise stated. The quote needs to be completed by identifying a bid total along with the
signed Waiver of Immunity Clause and the Non-Collusive Bidding Certification as required
by law.
6. Bidders must submit with Bid detailed specifications, circulars, manufacturer's literature and
all necessary data on items to be furnished. This information must clearly show that the item
offered meets all detailed specifications herein. The City of Ithaca reserves the right to reject
any bid if its compliance with the specifications is not clearly evident. If item offered differs
from the provisions contained in these specifications, such differences must be explained in
detail, and bid will receive careful consideration if such deviations do not depart from the
intent of these specifications, and are in the best interests of the City of Ithaca. Failure to
submit any of the above data may result in the rejection of the bid.
7. All quoted prices must be clearly noted as per the quantity proposed. e.g. do not bid "per
case" when "per dozen" is anticipated; vague or unclear quantities may lead to a rejected
bid.
8. Bidder must insert the price per unit and the extensions against each item in their quote. In
the event of a discrepancy between the unit price and the extension, the unit price will
govern. Prices shall be extended in decimals, not fractions. In case of discrepancy between
the prices written in words and price in figures, the price written in words shall govern.
9. The prices submitted shall be exclusive from Federal and State taxes and must not include
New York State Sales and Use taxes on material and equipment to be incorporated in this
bid. Said taxes shall not be included in equipment or contract price.
10. Prices shall be net including transportation and delivery charges fully prepaid by the
successful bidder to destination indicated in the bid. If award is made on any other basis,
transportation charges must be prepaid by the successful bidder and added to the invoice as
a separate item. In any case, title shall not pass until items have been delivered and accepted
by the City.
11. Prices shall be net FOB any point in the City of Ithaca, New York. Price quoted shall include
all delivery costs.
12. Where a bidder is requested to submit a bid on individual items and/or on a total sum or
sums, the right is reserved to award bids on individual items or on total sums. The City
reserves the right to award the bid in whole or in part based on the lowest responsible bid.
13. All bids received after the time stated for the opening in the Notice to Bidders may not be
considered and will be returned unopened to the bidder. The bidder assumes the risk of any
delay in the mail or in the handling of the mail by employees of the City. Whether sent by
mail or by means of personal delivery, the bidder assumes responsibility for having their bid
deposited on time at the place specified.
6

INSTRUCTIONS TO BIDDERS
(GENERAL CONDITIONS)
14. In all specifications, the words "or equal" are understood after each article giving
manufacturer's name or catalog reference, or on any patented article. If the name of a
proprietary item or the name of a particular supplier is used, the specification is intended to
establish the type, function, and quality required. Other items of material or equipment, or
material or equipment of other suppliers may be used. The decision of the City as to whether
an alternate or substitution is in fact "equal" shall be final. If bidding on items other than
those specified, bidder must in every instance give the trade designation of the article,
manufacturer's name, and detailed specifications of the item he proposes to furnish,
otherwise, bid will be construed as submitted on the identical item as specified.
15. The submission of a bid will be construed to mean that the bidder is fully informed as to the
extent and character of the supplies, materials, or equipment required and a representation
that the bidder can furnish the supplies, materials, or equipment satisfactorily in complete
compliance with the specifications.
16. If two or more bidders submit identical bids as to price, the decision of the Controller's
Office to award a contract to one of such identical bidders shall be final.
17. See attached insurance requirements. The bidder shall provide coverage for not less than the
amounts on the attached sample Certificate of Insurance.
18. The following item(s) will automatically render a bid unacceptable to the City of Ithaca:
A. Failure to sign provide a clear, concise quote on company letterhead;
B. Failure to provide any of the required bid documents
C. Failure to deliver the product within the timeframe designated in the Notice to
Bidders section of this document
It shall be fully understood that any deviations from the inclusion of the above items will
be grounds to view the bid as non-compliant and will not be considered for award.
19. Faxed bids will not be accepted.
20. The City reserves the right to purchase items included in these specifications on New York
State Contracts, when available.
21. The bidder agrees that estimated quantities given in the bid are only for the purpose of
comparing bids, and that the bidder is satisfied with and will at no time dispute the estimates
as a means of comparing aforesaid bids.
22. Bids will be opened and (unless obviously non-responsive) read aloud publicly. An abstract
of the amounts of the base bids and major alternates (if any) will be made available to bidders
after the opening of bids.
23. All bids will remain subject to acceptance for forty-five (45) days after the day of the bid
opening, but Owner may, in its sole discretion, release any Bid and return the Bid security
prior to that date.
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INSTRUCTIONS TO BIDDERS
(GENERAL CONDITIONS)
24. City's Rights:
A. The City reserves the right to reject any and all bids not deemed for the best interest
of the City and to reject as informal such bids that are incomplete, conditional,
obscure, or which contain irregularities of any kind including unbalanced bid. By
an unbalanced bid, it is meant one in which the amount of bid for one or more
separate items is substantially out of line with the current market prices for the
materials and/or work covered thereby.
B. The City of Ithaca reserves the right to waive any informality or to reject any or all
bids.
C. Awards will be made to the lowest responsive responsible bidder, as will best
promote the public interest, taking into consideration the reliability of the bidder,
the quality of the materials, equipment, or supplies to be furnished, their conformity
with the specifications, the purposes for which required, and the terms of delivery.
D. No contract hereunder shall, either in whole or in part, be assigned, transferred,
conveyed, sublet or otherwise disposed of to any other person, company or
corporation unless approval is first obtained in writing from the City.
E. Should the successful bidder fail to meet a delivery date required by the
specifications, the City may cancel the order and terminate the contract. In such
event, the City will assume no responsibility for any expense or loss to the
successful bidder because of such cancellation or termination.
F. Should any material or equipment delivered fail to meet specifications, the City
may require the vendor to replace the same with material or equipment which does
meet the specifications and, at the vendor's expense, to remove the rejected material
or equipment from wherever delivered or stored, and in the event that such proper
replacement and removal is not made by the vendor within 30 days, to cancel the
order and terminate the contract, in which event the City will assume no
responsibility for any expense or loss to the vendor because of such cancellation or
termination.
G. If the successful bidder fails to deliver within the time specified, or within a
reasonable time as interpreted by the City, or fails to make replacement of rejected
articles, when so requested, immediately or as directed by the City, the City may
purchase from other sources to take the place of the item rejected or not delivered.
The City reserves the right to authorize immediate purchase from other sources
against rejections on any contract when necessary. On all such purchases, the
successful bidder agrees to reimburse the City promptly for excess costs occasioned
by such purchases. Should the cost be less, the successful bidder shall have no
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