CITY OF GAINESVILLE INVITATION TO BID

Transcription

1 CITY OF GAINESVILLE INVITATION TO BID BID No ANNUAL CHEMICAL BID Bid Release: 12/14/18 Bid Due Date: 01/10/19 Postal Return Address: Courier Delivery Address: City of Gainesville City of Gainesville Purchasing Office Purchasing Office 757 Queen City Parkway 757 Queen City Parkway Gainesville, GA Gainesville, GA 30501

2 City of Gainesville Invitation to Bid BID No Annual Chemical Bid Sealed Bids will be received by the City of Gainesville, Attn: Amy Smith, 757 Queen City Parkway, Gainesville, GA until 2:00 P.M., 01/10/19, for the Purchase of Annual Chemicals. OVERVIEW The City of Gainesville, Georgia (Hereafter also referred to as The City ) seeks Bids to provide Chemicals for its - (a) Riverside Water Treatment Plant, 2120 Riverside Drive, Gainesville, GA (b) Lakeside Water Treatment Plant, 5640 Jim Crow Road, Flowery Branch, GA (c) Flatcreek Water Reclamation Facility, 2641 Old Flowery Branch Rd., Gainesville, GA and (d) Linwood Water Reclamation Facility, 500 Linwood Drive, Gainesville, GA Delivery of Chemicals is expected to be available for use at the Plants not later than July 1, BID CORRESPONDENT Upon Release of this Bid, all vendor communications concerning this acquisition must be directed to the Purchasing Department correspondent listed below: Amy J. Smith City of Gainesville Department of Water Resources 757 Queen City Parkway, Gainesville, GA Phone: FAX: asmith@gainesville.org Unauthorized contact regarding the Bid with other Gainesville City employees may result in disqualification. Any oral communications will be considered unofficial and non-binding on the City of Gainesville. Vendor should rely only on written statements issued by the Bid correspondent. BID QUESTIONS All questions must be submitted in writing to the Bid correspondent named above. Questions must be received by 10:00 a.m., 12/27/18. A list of questions and answers will be provided to all known Bidders and by request. Requests may be made to the Bid correspondent named above.

3 BID RESPONSE DATE AND LOCATION The Purchasing department must receive the vendors Bid in a sealed envelope, in its entirety, not later than 2:00 P.M., Eastern Standard Time in Gainesville, Georgia on 01/10/19. Bids arriving after the deadline will be returned unopened to their senders. All Bids and accompanying documentation will become the property of the City of Gainesville and may not be returned. One (1) original and (1) copy of this Bid must be submitted to allow for evaluation. Bids must be clearly marked on the outside of the package: Annual Chemical Bid Vendors assume the risk of the method of dispatch chosen. The City of Gainesville assumes no responsibility for delays caused by any delivery service. Postmarking by the due date will not substitute for actual Bid receipt. Late Bids will not be accepted nor will additional time be granted to any vendor. Bids may not be delivered by facsimile transmission or other telecommunication or solely by electronic means. Bid Schedule: Bid Release: 12/14/18 Bid Questions Deadline: Bid Due Date: Anticipated Award Date: 12/27/18 10:00 A.M. 01/10/19 2:00 P.M. EST 01/10/19 (subject to final Bid review) WAIVER OF TECHNICALITIES All items must meet or exceed specifications as stated by the City of Gainesville. The City of Gainesville reserves the right to waive any technicalities and to reject or accept any Bid in its entirety or to accept any portion thereof if it is determined that either method results in lower costs, better service, final satisfaction or is otherwise determined to be in the best interest of the City of Gainesville. Award may be made by item number or in total. Determination of best response to Bid will be the sole judgment of the City of Gainesville. Bids shall remain valid for ninety days for the date of Bid opening. BID REJECTION The City of Gainesville reserves the right to reject any or all Bids at any time without penalty. MODIFICATION OF BIDS Any clerical mistake that is patently obvious on the face of the Bid may, subject to the limitations described below, be corrected upon written request and verification submitted by the Bidders. A nonmaterial omission in a Bid may be corrected if the Administrative Service Department determines that correction to be in the City s best interest. Omissions affecting or relating to any of the following shall be deemed material and shall not be corrected after Bid opening: (1) Price Information; and (2) Any required Insurance WITHDRAWAL OF BIDS Bids may be withdrawn at any time prior to the Bid opening. After Bids have been publicly opened, withdrawal of a Bid shall be based upon the following:

4 The Bidders shall give notice in writing of his claim of right to withdraw his Bid due to an error within two business days after the conclusion of the Bid opening procedure. Bids may be withdrawn from consideration if the price is substantially lower than the other Bids due solely to a mistake therein, provided the Bid was submitted in good faith, and the mistake was a clerical mistake as opposed to a judgment mistake, and was actually due to an unintentional arithmetic error or an unintentional omission of a quantity of work, labor or material made directly in the compilation of the Bid, which unintentional arithmetical error or unintentional omission can be clearly shown by objective evidence drawn from inspection of original work papers, documents and materials used in the preparation of the Bid sought to be withdrawn. The Bidder s original work papers shall be the sole acceptable evidence of error and mistake if he elects to withdraw his Bid. If a Bid is withdrawn under the authority of this provision, the lowest remaining responsive Bid shall be deemed to be the low Bid. BIDDERS RESPONSIBILITY When determining whether a Bidder is responsible, or when evaluating a Bid, the following factors may be considered, any one of which will suffice to determine whether a Bidders is responsible or the Bid is the most advantageous to the City: The ability, capacity and skill of the Bidders to perform the contract or provide the equipment and/or service required. The character, integrity, reputation, judgment, experience and efficiency of the Bidders. Whether the Bidders can perform the contract within the time specified. The quality of performance of previous public and private contracts or services, including, but not limited to, the Bidder s failure to perform satisfactorily or complete any written contract. The City s termination for default of a previous contract with a Bidder, within the past three years, shall be deemed to be such a failure. The previous and existing compliance by the Bidders with laws relating to the contract or service. Evidence of collusion with any other Bidders, in which case colluding Bidders will be restricted from submitting further Bids on the subject project or future Bids, for a period not less than three years. The Bidders has been convicted of a crime of moral turpitude or any felony, excepting convictions that have been pardoned, expunged or annulled, whether in this state, in any other state, by the United States, or in a foreign country, province or municipality. Bidders shall affirmatively disclose to the City all such convictions, especially of management personnel or the Bidders as an entity, prior to notice of award or execution of a contract, whichever comes first. Failure to make such affirmative disclosure shall be grounds, in the City s sole option and discretion, for termination for default subsequent to award or execution of the contract. If the Bidders will be unable, financially or otherwise, to perform the work. At the time of the Bid opening, the Bidder is not authorized to do business in the Georgia, or otherwise lacks a necessary license, registration or permit. Any other reason deemed proper by the City.

5 NON-ENDORSEMENT As a result of the selection of a vendor to supply products and/or services to the City of Gainesville, the City of Gainesville is neither endorsing nor suggesting that the vendor s product is the best or only solution. The vendor agrees to make no reference to the City of Gainesville in any literature, promotional material, brochures, sales presentation or the like without the express written consent of the City of Gainesville. PROPRIETARY BID MATERIAL Any information contained in the Bid that is proprietary will be neither accepted nor honored. All information contained in this Bid is subject to public disclosure. RESPONSE PROPERTY OF THE CITY OF GAINESVILLE All material submitted in response to this request become the property of the City of Gainesville. Selection or rejection of a response does not affect his right. NO OBLIGATION TO BUY The City of Gainesville reserves the right to refrain from contracting with or purchasing from any vendor. The release of this Bid does not compel the City of Gainesville to purchase. COST OF PREPARING BIDS The City of Gainesville is not liable for any cost incurred by vendors in the preparation and presentation of Bids and demonstrations submitted in response to this Bid. NUMBER OF BID COPIES REQUIRED Vendors are to submit (1) original Bid and (1) copy. ADDENDA Bidders are responsible to check the City of Gainesville s website for the issuance of any addenda prior to submitting a Bid. The address is BID AWARD AND EXECUTION The City will select the Bid that, in its sole discretion, is the most responsive and responsible Bid to the City. The City reserves the right to make any award without further discussion of the Bid submitted; there may be no best and final offer procedure. Therefore, the Bid should be initially submitted on the most favorable terms the vendor can offer. The specification may be altered by the City of Gainesville based on the vendor s Bid and an increase or reduction of services with the manufacturer may be negotiated before Bid award and execution. LOCAL VENDOR PREFERENCE Local Vendor means a bidder or offeror which operates and maintains a brick and mortar business, i.e. a physical business address, within the city limits of the City of Gainesville, has a current business license, has paid in full all real and personal taxes owed the City, is considered a vendor in good standing with the City and can obtain an active vendor status. A local vendor may receive an opportunity to match for purchases, bids, Bid or contracts over $20,000 and less than $150,000. The local vendor may be given an opportunity to match the lowest price Bid, if the quotation or bid of the local vendor is within 3% of the lowest price Bid by a non-local vendor. In the event a local

6 vendor matches the lowest price Bid, including all other terms, quality, services and conditions, then the local vendor shall be awarded the contract. In the event the price Bid of more than one local vendor is within 3% of the lowest overall price Bid of a nonlocal vendor, the local vendor with the lowest Bid will be given the first opportunity to match the lowest overall price Bid. If this local vendor declines to match the price Bid, then the local vendor with the next lowest bid within 3% will be given the opportunity to match the lowest Bid. This process will continue with all local vendors having Bid within 3% of the lowest overall bid by a non-local vendor. Policy to be stated. This policy shall be so stated in all applicable solicitations. Exemptions. This provision does not apply to public works construction projects or road projects pursuant to the laws of the State of Georgia (O.C.G.A or 32-4). BID REQUIREMENTS/EVALUATION CRITERIA The City will evaluate all written submittals. It is incumbent upon the Bidders to demonstrate within their Bids how each requirement will be satisfied. All Bids must meet the specification as outlined in this Bid. The City reserves the right to investigate the qualifications and experience of the Bidders, or to obtain new Bids. Bids not sufficiently detailed or in an unacceptable form may be rejected by the City. Dates and documentation included in the Bid become public information upon opening the Bids. Interested firms must follow the process outlined in the following pages in submitting their Bid. The following criteria, not listed in order of importance, will be used to evaluate Bids. Terms, condition and pricing of purchase or lease agreement. Cost of amenities available for the product(s). Bidder Requirements Bidder must provide evidence, satisfactory to the City, of the following insurance requirements: o Owner requires the Contractor to have and maintain the following insurance coverage and indemnification provisions with the City of Gainesville named as an additional insured hereunder. o The Contractor agrees to provide and maintain insurance coverage until the contract is completed and to furnish certificates from its insurance carriers showing that it carries insurance in the following minimum limits: Bodily Injury by Accident: $ 100,000 each accident $1,000,000 per occurrence limit Comprehensive General Liability: $1,000,000 per occurrence Automobile Liability: $1,000,000 per occurrence for bodily injury $1,000,000 per occurrence for property damage

7 Workers Compensation Statutory Limits o Proof of Insurance The Contractor shall furnish the Owner with certificates showing the type, amount, class of operations covered, effective dates, and date of expiration of policies. Such certificates shall also contain substantially the following statement: The insurance covered by this certificate will not be cancelled or materially altered, except after thirty (30) days written notice has been received by the Owner. Product Requirements The following specifications are provided as a minimal requirement only. The City will consider any product that meets or exceeds the minimum requirements. Bidders shall provide information regarding the proposed product for evaluation by the City. (List Product Requirements) Number of Products to be purchased: It is the City s intent to purchase (Enter item being purchased). Bids should include pricing details for (Enter number and item being purchased). Responsibilities of the Bidder The Bidder, at its sole expense shall: Deliver, install, test and adjust product. If the City selects this option, provide routine maintenance and service included replacing all parts of Equipment which are faulty and/or worn out. Repair or replace inoperable items within 48 hours of notification by the City. Comply with all laws, ordinances, regulations, requirements and rules with respect to the maintenance of the (product).

8 City of Gainesville INVITATION TO BID Bid No Annual Chemical Bid Bid Certification Bidders must return the following certification with their Bids. With my signature, I certify that I am authorized to commit my firm to the Bid and that they information herein is valid for 90 days from this date. I further certify that all information presented herein is accurate and complete and that the scope of work can be performed as presented in this Bid upon the City s request. Bidders Signature Date Name (printed) Title Unofficial Witness Signature Date Name (printed) Title Company Address Phone Fax Address Notary Public Commission Expires:

9 BID NO FOR WATER & WASTEWATER TREATMENT CHEMICALS...Page 9 of 15 **** NOTICE: PRICES OFFERED SHALL BE GUARANTEED FOR 12 MONTHS - 7/1/2019 thru 6/30/2020 **** **** ALL CHEMICALS MUST HAVE NSF60 APPROVAL - IF APPLICABLE **** **** MSDS FOR EACH ITEM BID SHALL BE FURNISHED WITH BID **** ITEM ESTIMATED DESCRIPTION PRICE/UNIT QUANTITY 1. Approx. 40,000 lbs. Sodium Silicofluoride Na 2SiF 6 No Imports lb. bags per shipment NOTE DELIVERY REQUIREMENTS: must be doublepalleted, no longer than 35' trailer, driver shall furnish all necessary equipment and off-load product. lb. 2. Approx. 60 Tons Bulk Pneumatic Truck Delivery Hydrofluorosilicic Acid - 23% solution. Lab analysis must accompany every load. ton 3. 2,000-2,500 Tons, 4-10 Truckloads Per Month Tons - Bulk Pneumatic Truck Delivery Liquid Alum 17% (Aluminum Sulphate) Al 2O 3, Tank Truckload Lots Temperature of Alum no less than 100 degrees F. in winter months - no less than 80 degrees F. in summer months. Lakeside Plant, Jim Crow Rd. No higher than 90 degrees Farenheit. Undried Solar Salt - bulk only ton ton 5. Approx. 7,000 lbs. Potable Water Grade Coagulation Aid Polymer EQUIVALENT TO: IC 7219 OR KEYSTONE 1252 NOTE: Bidder shall provide 25 lb. sample lot Free of Charge for evaluation before Order will be placed. Dry lb. NOTE: please quote only dry and cationic charged product Dry Tons as needed Magnesium Hydroxide Mg(OH) 2-38%-65% (Liquid) - Bulk Delivery - Product Offered - Specify: Natural Product Synthetic Product dry ton dry ton 7. 48,000 gal., 4,500 gal. Per Shipment NOTE: Prior to any award, City of Gainesville will determine best response based on estimated annual consumption. If consumption varies more than 15% during the term of this Contract, City of Gainesville reserves the right to cancel and purchase from alternate source. Sodium Hypochlorite 12.5% Solution- Bulk Only gal.

10 BID NO FOR WATER & WASTEWATER TREATMENT CHEMICALS...Page 10 of 15 **** NOTICE: PRICES OFFERED SHALL BE GUARANTEED FOR 12 MONTHS - 7/1/2019 thru 6/30/2020 **** **** ALL CHEMICALS MUST HAVE NSF60 APPROVAL - IF APPLICABLE **** **** MSDS FOR EACH ITEM BID SHALL BE FURNISHED WITH BID **** ITEM ESTIMATED DESCRIPTION PRICE/UNIT QUANTITY 8. 80, ,000 gal., 4,000 gal. Per Shipment Sodium Hydroxide 50% Solution - Bulk Only gal , ,000 gal., 4,000 gal. Per Shipment Sodium Hydroxide 25% Solution - Bulk Only gal ,000 gal., 300 gal. Per Shipment Sulfuric Acid 93% Solution - Bulk Delivery - NOTE: vendor shall supply labor and all equipment (pump, hose, etc.) and shall off-load product into Citys 500 gallon bulk tank gal. 11. Approximately 10,000 gal. Citric Acid 50% Solution - BULK DELIVERY NSF Certified NOTE: vendor shall supply labor and all equipment (pump, hose, etc.) and shall off-load product into Citys 7,500 gallon bulk tank gal ,000 gal., 3,000 Gallons Per Shipment Sulfuric Acid 78% Solution Virgin Grade BULK DELIVERY - Iron content must be less than 50 PPM, Turbidity less than 20 NTU, and Color less than 40 APHA gal. Lab analysis must accompany every load.

11 BID NO FOR WATER & WASTEWATER TREATMENT CHEMICALS...Page 11 of 15 **** NOTICE: PRICES OFFERED SHALL BE GUARANTEED FOR 12 MONTHS - 7/1/2019 thru 6/30/2020 **** **** ALL CHEMICALS MUST HAVE NSF60 APPROVAL - IF APPLICABLE **** **** MSDS FOR EACH ITEM BID SHALL BE FURNISHED WITH BID **** ITEM ESTIMATED DESCRIPTION PRICE/UNIT QUANTITY 13. Approx. 28,000 lbs lb. Buckets per shipment Riverside Drive Water Plant Only Corrosion Inhibitor - DRY - Product shall be a granular mixture containing no metals and shall be a minimum of 85% total phosphate by weight. The product shall be a blend of potassium and sodium ortho/polyphosphate salts. The active ingredients shall be within a ratio of 1:1 to 2:1 poly to ortho by weight. The material shall be readily soluble in tap water (ph 7.2) to a concentration of 2 (two) pounds per gallon. Hot water will not be provided for makeup of solution to be fed. The phosphates in these specifications shall contain no soluble mineral or organic substance in quantities capable of producing a deleterious or injurious effect upon the health of those consuming water that has been properly treated with the phosphate. The successful bidder shall maintain corrosion rates equal to or better than our present program. Coldrolled mild steel coupons measuring mils/year (MPY) corrosion will be used. AT NO TIME should the corrosion rate exceed: 15 MPY during Summer months - OR - 7 MPY during Winter months. All corrosion analyses must be performed by an independent laboratory acceptable to City of Gainesville. Coupons shall be shipped directly to the City of Gainesville Water Works by the approved testing lab. The coupons will be installed in by-pass racks in the distribution system as designated by City of Gainesville for monitoring corrosion rates. Supplier of Corrosion Inhibitor shall be responsible for all costs associated with: Coupons, Analyses, and by-pass racks. Coupons and racks WILL become the property of City of Gainesville. NOTE: After using product and reviewing results of coupons in system, the Water Works may elect to change to an alternate source based on service, coupon data results or final satisfaction. BID MUST INCLUDE NEW FEED PUMPS, installation by City of Gainesville. Technical on-site assistance will be provided at a minimum of one day per month during the start-up phase and on an as needed basis thereafter. A product technical page, NSF approval, and MSDS is to be provided with the bid. Under SARA, Title III, CAS numbers for each ingredient must be furnished. The ingredients list may be cross-referenced with NSF to ensure accuracy. NOTE: Failure to provide this

12 BID NO FOR WATER & WASTEWATER TREATMENT CHEMICALS...Page 12 of 15 **** NOTICE: PRICES OFFERED SHALL BE GUARANTEED FOR 12 MONTHS - 7/1/2019 thru 6/30/2020 **** **** ALL CHEMICALS MUST HAVE NSF60 APPROVAL - IF APPLICABLE **** **** MSDS FOR EACH ITEM BID SHALL BE FURNISHED WITH BID **** ITEM ESTIMATED DESCRIPTION PRICE/UNIT QUANTITY information may result in disqualification of the bid. Product is to be bid by cost per million gallons treated with parts per million feed rate stated. An annual cost figure will be projected based on an average of 13 MGD. Both figures of cost will be shown on the bid. Product shall be bid FOB to the City of Gainesville Water Works - Riverside Plant, 2120 Riverside Drive, Gainesville, Ga NOTE DELIVERY REQUIREMENTS: trailer should be equipped with lift-gate for off-loading, driver shall furnish all necessary equipment and off-load product. Deliveries shall be as needed with five (5) days notice to the City of Gainesville Water Works. QUOTING: product name/manufacturer ( 0.7 PPM x Average 13 MGD Treated x 8.34 ) x 365 Days Production = % Pure lbs projected annual usage $ projected annual cost $ cost per pound

13 BID NO FOR WATER & WASTEWATER TREATMENT CHEMICALS...Page 13 of 15 **** NOTICE: PRICES OFFERED SHALL BE GUARANTEED FOR 12 MONTHS - 7/1/2019 thru 6/30/2020 **** **** ALL CHEMICALS MUST HAVE NSF60 APPROVAL - IF APPLICABLE **** **** MSDS FOR EACH ITEM BID SHALL BE FURNISHED WITH BID **** ITEM ESTIMATED DESCRIPTION PRICE/UNIT QUANTITY 14. Approx. 30,000 lbs. Bulk Pneumatic Truck Delivery Lakeside Water Plant Only Corrosion Inhibitor - LIQUID - Product shall be a liquid mixture containing no metals and shall be a minimum of 36% total phosphates by weight. The product shall be a blend of potassium and sodium ortho / polyphosphate salts. The phosphates in these specifications shall contain no soluble mineral or organic substance in quantities capable of producing a deleterious or injurious effect upon the health of those consuming water that has been properly treated with the phosphate. The successful bidder shall maintain corrosion rates equal to or better than our present program. Cold-rolled mild steel coupons measuring mils/year (MPY) corrosion will be used. AT NO TIME should the corrosion rate exceed: 15 MPY during Summer months - OR - 7 MPY during Winter months. All corrosion analyses must be performed by an independent laboratory acceptable to City of Gainesville. Coupons shall be shipped directly to the City of Gainesville Water Works by the approved testing lab. The coupons will be installed in by-pass racks in the distribution system as designated by City of Gainesville for monitoring corrosion rates. Supplier of Corrosion Inhibitor shall be responsible for all costs associated with: Coupons, Analyses, and by-pass racks. Coupons and racks WILL become the property of City of Gainesville. NOTE: After using product and reviewing results of coupons in system, the Water Works may elect to change to an alternate source based on service, coupon data results or final satisfaction. Technical on-site assistance will be provided at a minimum of one day per month during the start-up phase and on an as needed basis thereafter. A product technical page, NSF approval, and MSDS is to be provided with the bid. Under SARA, Title III, CAS numbers for each ingredient must be furnished. The ingredients list may be cross-referenced with NSF to ensure accuracy. NOTE: Failure to provide this information may result in disqualification of the bid. Product is to be bid by cost per million gallons treated with parts per million feed rate stated. An annual cost figure will be projected based on an average of 8.5 MGD. Both figures

14 BID NO FOR WATER & WASTEWATER TREATMENT CHEMICALS...Page 14 of 15 **** NOTICE: PRICES OFFERED SHALL BE GUARANTEED FOR 12 MONTHS - 7/1/2019 thru 6/30/2020 **** **** ALL CHEMICALS MUST HAVE NSF60 APPROVAL - IF APPLICABLE **** **** MSDS FOR EACH ITEM BID SHALL BE FURNISHED WITH BID **** ITEM ESTIMATED DESCRIPTION PRICE/UNIT QUANTITY of cost will be shown on the bid. Product shall be bid FOB to the City of Gainesville Water Works - Lakeside Plant, 5640 Jim Crow Road, Flowery Branch, Ga Deliveries shall be as needed with five (5) days notice to the City of Gainesville Water Works. Quoting: product name/manufacturer Stated PPM Feed Rate x Average 8.5 MGD = lbs. projected annual usage $ projected annual cost $ cost per lb

15 INVITATION TO BID Bid No Annual Chemical Bid Bid Certification This form must be completed and signed for bid to be considered. Postal Return Address: Courier Delivery Address: City of Gainesville City of Gainesville Purchasing Office Purchasing Office 757 Queen City Parkway 757 Queen City Parkway Gainesville, GA Gainesville, GA Bid Response: See Pages 9 14 Having read and responded to all attached specifications, the undersigned offers the above quoted prices, terms and conditions. Signed, sealed, and delivered In the presence of: Unofficial Witness (Name of Company) By: (Person authorized to sign binding contract) Title: Notary Public Commission Expires: Attest: (Officer of Company if Corporation) Title:

16 IMPORTANT NOTICE To: All Bidders Following Tabulation and Notification of Award - prices quoted shall remain firm for a twelve (12) month period - effective July 1, 2019 through June 30, unless 30 day written cancellation notice is issued by either City or supplier. Specifications have been included for specific delivery requirements for palleted chemical deliveries at the: Riverside Water Treatment Plant 2120 Riverside Drive Gainesville, Ga These revisions include, but are not limited to Items 1 & 13, and specify the limitation on truck / trailer size which can be handled at Riverside as well as pallet requirements - and state that the driver shall furnish all equipment and labor needed to off-load the product. Failure to comply with these instructions may result in the refusal of shipments at the Riverside Plant, and cancellation of any further product orders from the supplier.