Project Information

Bid Title

Maintenance, Repair, and Calibration of Telemetry Equipment

Issuing Agency

City of Tulsa

Location

Oklahoma

Published Date

Dec 17, 2025

Closing Date

Jan 21, 2026

Government Level

State & Local

Status

Closed

Ref. #

TAC 1103C

Original Source

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Project Description

Bid ID:	TAC 1103C
Addendum:	0
Bid Due Date:	1/21/2026
Description:	Maintenance, Repair, and Calibration of Telemetry Equipment
Bid Document:	TAC 1103C – Maintenance, Repair, Calibration of Telemetry Equipment.pdf
Attachments:

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City of Tulsa

Finance Department

Invitation for Bid (IFB)

TAC 1103C

Supplies or Services Requested: Maintenance, Repair, and

Calibration of Telemetry Equipment

Department: Water and Sewer

NIGP Commodity Code(s): 968-48, 992-55

Solicitation Schedule

EVENT

IFB Issue Date

DATE

12/17/2025

MANDATORY Pre-Bid Conference

Southside Wastewater Treatment Plant

5300 S Elwood Ave, Tulsa, OK 74107

Deadline for Questions

Submitted to assigned buyer via email.

Bid Submission Date

Either mailed or delivered to City Clerk address. Bids

are open the day after the due date.

01/08/2026 at 2:00 PM CT

01/12/2026

10 Days prior to IFB due date

01/21/2026

If You have any questions or need additional information, contact the Assigned Buyer:

Angie Tune, Senior Buyer | atune@cityoftulsa.org

All questions should be emailed with TAC 1103C on the subject line.

Submit Bids (sealed) to:

City of Tulsa – City Clerk’s Office

175 E. 2ND St., Suite 260

Tulsa, OK 74103

Bids (2 total:1 original, 1 copy) must be sealed and either mailed or delivered.

Write the Bid Number, Supplies or Service requested (as listed above) and Bid

Opening Date on the lower left corner of the outside of Your Bid envelope. Feel

free to use included packing slip. No faxed or emailed Bids will be considered.

Barring certain circumstances (Section III-5), Bids received after the stated date

and time will not be accepted and will be returned to the Bidder unopened.

TAC 1103C | Maintenance, Repair, and Calibration of Telemetry Equipment | Issue Date: 12/17/2025

I. STATEMENT OF PURPOSE:

1. Overview and Goals

The goal of this solicitation is to secure a source to provide Maintenance, Repair, and Calibration of

Telemetry Equipment for use by the Water and Sewer Department of the City of Tulsa.

2. Term of Contract

The City intends to award a one-year annual contract. The City may offer the Seller the opportunity

for additional one-year terms. The City also reserves the right to make multiple or partial awards. To

do business with the City, You must agree to the terms and conditions of the City’s standard

Purchase Agreement, indicated by Your Authorized Agent’s signature on the Purchase Agreement.

Capitalized terms used in this IFB and not defined in the Purchase Agreement shall have the

meanings as ascribed to them in Title 6, Chapter 4 of the Tulsa Revised Ordinances.

The entire Invitation for Bid (IFB), including any additional information submitted by Bidder and

Accepted by City will be included as part of the Agreement between Seller and City. All sheets of

this IFB (including Sections I-VI) must be submitted.

Authorized Agent

Several parts of the Bid (Affidavits, Purchase Agreement) must be signed by an “Authorized

Agent.” An Authorized Agent means an agent who is legally authorized to bind the Seller under the

law of the state in which the Seller is legally organized. For instance, under Oklahoma law, the

Authorized Agent for each of the following types of entities is as stated below:

o Corporations – the president, board chair or board vice chair (or the vice president if the corporation

was formed in Oklahoma) can sign; others can sign if they have and provide the City with (i) a corporate

resolution giving them authority to bind the Seller, and (ii) a recent certificate of secretary indicating

the authority is still valid and was in full force and effect on the date of the signature. (See IFB Section

VI for sample of a Certificate of Secretary)

o General Partnerships – any partner can sign to bind all partners.

o Limited Partnerships – the general partner must sign.

o Individuals – no additional authorization is required, but signatures must be witnessed and notarized.

o Sole Proprietorship – the owner can sign. Any other person can sign if s/he provides a recent Power

of Attorney, signed by the owner, authorizing him/her to bind the sole proprietorship.

o Limited Liability Company (LLC) – any manager of the LLC elected by the members of the LLC, or

any member signing as manager of the LLC. All other signers will need a Consent of Members signed

by all the Members of the LLC authorizing their signature on or up to 30 days before the date of their

signature. (See Section VI for sample of a Consent of Members)

Entities organized in states other than Oklahoma must follow the law of the state in which they are

organized.

IFB Rev 02/2024

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TAC 1103C | Maintenance, Repair, and Calibration of Telemetry Equipment | Issue Date: 12/17/2025

II. SCOPE OF SERVICES AND SPECIFICATIONS

1. Scope of Services

The City is requesting Bids for Maintenance, Repair, and Calibration of Telemetry Equipment for use

by the Water and Sewer Department.

Delivery Requirements

All prices quoted shall be based on delivery F.O.B. Tulsa, Oklahoma or to any other points as may

be designated in the Specifications, with all charges prepaid by Seller to the actual point of delivery.

Bids must state the number of Days required for delivery under normal conditions.

Absolutely no items over 500lbs. may be directly shipped to the City requiring the City personnel to

unload from the shipping truck or trailer. The City carries no responsibility for any damages incurred

during an unloading occurrence. All unloading shall be the responsibility of the Seller and/or shipping

entity.

2. Specifications

The Bid must meet or exceed the following Specifications.

Seller will provide supervision, labor, transportation, replacement parts, modification, calibration,

installation, and maintenance of field instrumentation, fixed gas monitoring equipment, valve

actuators, control systems, programmable logic controllers (PLC), ultra-violet disinfection systems,

human machine interfaces (HMI), and other related equipment at various facilities. Any travel, project

management, and mobilization costs should be included in the Bid pricing.

The instrumentation and control (I&C) technicians must be experienced in standard principles,

practices, and troubleshooting of instrumentation, process control systems, PLC and HMI

maintenance, and programming, instrumentation loops, reading process and instrumentation

diagrams (P&ID), various type of pressure, level, flow, hazardous gases equipment calibration

standards and procedures, and various systems directly related to all Water Pollution Control (WPC)

facilities. Each of the technicians shall be able to work independently/alone and troubleshoot, repair,

and maintain I&C components at all WPC facilities within an acceptable timeframe.

Preventive maintenance shall include monitoring, troubleshooting, calibrating, cleaning, replacing

expendable parts, procurement of new parts, and backups of programmable logic controllers. All

preventative maintenance shall be performed on a regularly scheduled interval predetermined to

minimize equipment failure and emergency repairs. Infrared cameras will aid in determining any

connection/hot spots in panels along with recommendations or solving any heat related issues.

Corrective maintenance shall include but is not limited to investigation, troubleshooting, scheduling,

coordination, and repair or replacement of instruments and related components. All repairs shall be

performed in compliance with manufacturer recommendations and coordinated with the City’s Water

and Sewer Department Representative.

The City’s intent is to bundle multiple preventative and corrective maintenance work orders together

by facility and provide the bundles to Seller such that the work is estimated, but not guaranteed, to

be approximately four (4) hours or more. These bundled work orders are intended to be completed

during normal business hours, Monday-Friday, 7:00am-4:00pm Central Time.

IFB Rev 02/2024

3

TAC 1103C | Maintenance, Repair, and Calibration of Telemetry Equipment | Issue Date: 12/17/2025

SELLER SHALL PROVIDE THE FOLLOWING SERVICES, INCLUDING BUT NOT LIMITED TO:

1. Field inspections, troubleshooting, planning, and scheduling coordination of work orders. For

non-emergency corrective maintenance work orders, Seller shall make all necessary repairs

to restore equipment to proper operating conditions and document root cause analysis and

recommendations. Seller shall provide weekly schedule in advance for all non-emergency

work orders.

2. Preventive maintenance (PM) shall be based on computerized maintenance management

system (CMMS) work orders. The City will deliver the PM work orders to Seller via email.

Seller shall make notes on each individual PM work order detailing all work and shall include

the description of the work performed and associated “actual hours” spent on each work order

done. All completed PM work orders shall be turned into the specified City Plant

Representative each day.

3. Perform complete corrective maintenance (CM), making necessary repairs to restore

equipment to proper operating condition. The City will deliver the CM work orders to Seller via

email. Seller shall provide the email address(es) of Seller’s Representative that will receive the

work orders. Seller shall make notes on each individual CM work order detailing all work and

shall include the description of the work performed and associated “actual hours” spent on each

work order done. Seller shall document root cause analysis and recommendations to resolve

on the CM work orders. All CM work orders shall be turned into the specified City Plant

Representative each day.

4. Troubleshoot complex control system malfunctions by interfacing with programmable logic

controllers (PLCs) and human machine interfaces (HMIs) at the facility. Responsible for

identifying the need for PLC program changes and operator interface terminal (OIT)

installations or updates to maintain the proper operations at all WPC facilities and troubleshoot

and repair technological equipment, communication networks, and control systems. Periodic

inspections to verify proper operation of technological equipment and communication networks

utilizing PC and other network test equipment.

5. Perform root cause analysis of the reoccurring issues and submit written recommendations

and plans to WPC for modification in wiring, equipment type, installation etc. to solve the issue

permanently.

6. Perform all other tasks necessary to complete corrective and preventive maintenance to the

instrumentation, process control systems, and valve actuators and associated equipment,

except for access to the secure SCADA ICS network.

7. The Seller shall provide technical assistance via telephone during regular business hours,

Monday through Friday, from 7:00am – 4:00pm Central Time. This support includes assistance

with troubleshooting, product usage, and general electronic instrument inquiries. Seller shall

provide a support hotline number upon execution of Agreement. The Seller will log the date,

start and stop time, name of the individual originating the call, and the technician that provided

the telephone support of the call. Billing of the technical telephone support shall be billed at

15-minute increments.

8. Seller shall furnish, at own expense, all tools, test equipment, and other equipment required to

accomplish the work. This shall include all necessary electronic measurement devices, any

and all calibration equipment, electronic recording equipment, thermal imaging camera, hand

IFB Rev 02/2024

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TAC 1103C | Maintenance, Repair, and Calibration of Telemetry Equipment | Issue Date: 12/17/2025

tools, power tools, calibration gases, personal protective equipment (PPE), safety equipment,

gas detectors, fall protection equipment, confined space entry equipment, licenses, regular or

specialized training. City shall not make additional payments for expendable and general

operating supplies such as fuel, lubricants, rags, gloves, cleaners, tools, screws, bolts,

washers, wire nuts, tape, crimp terminal ends, wire labels.

9. Seller will be assigned a City secure Supervisory Control and Data Acquisition (SCADA) laptop

and WPC login access by Support Services on an as-needed basis and will require a request

via email to ICSSUPPORT@cityoftulsa.org.

10. All work shall be documented using WPC’s CMMS, including but not limited to labor, parts, job

plans, asset information, calibration reports, etc.

11. At the end of each day, Seller shall update the CMMS work orders to reflect the work completed

by the end of that day. CMMS work orders should be updated to include the description of the

work performed and associated “actual hours” spent on each work order for all Sellers’ staff

members for that particular day. The technician shall note the problem cause, action performed,

and any follow-up required in detail so any other technician can take it from where the last

person left.

12. Seller shall be responsible for developing job plans, calibration procedures for various

equipment used such as gas monitors and flow/level/pressure monitors, and developing a

quality control process.

13. Seller shall complete and submit calibration reports for the CMMS system the same day once

the work is completed.

14. PLC and HMI programming activities shall be limited to the modification of existing runtime

applications. Installation of new software executables shall not be performed. Purchase and

installation of all personal computers and thin client hardware and operating systems shall be

performed by City staff. Modifications to HMI systems shall be strictly limited to modification or

addition of new files within the Wonderware InTouch application directory of the plant’s Master

InTouch node. Neither the directory structure nor security permissions on HMI computers shall

be modified by Seller.

15. All PLC, InTouch, and all software code program development shall contain comments directly

within the code documenting the author, purpose, and operation of the code such that the code

can readily be understood by City Industrial Control System (ICS) personnel for the purpose of

troubleshooting or code replacement. All PLC, InTouch, and all software code program

development shall be copied separately to a PDF file and emailed to City ICS Personnel at

ICSSUPPORT@cityoftulsa.org.

16. Seller laptops shall not be attached to any computer or programmable device to any secure

networks or City owned computer of programmable device.

17. Seller shall sign certain separate agreements covering access to secure SCADA systems

before commencing work, where applicable.

18. Seller shall provide PLC programming services and replacement hardware compatible with

existing Rockwell ControLogix and CTI 2500-C200 systems, as applicable. The Seller must

meet the following requirements:

IFB Rev 02/2024

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Commodity Codes

• NAICS 811219Other Electronic and Precision Equipment Repair and Maintenance

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