Specification and Contract Documents for. SUA Bid No /18. Bids Open: April 25, 2018

Transcription

1 Specification and Contract Documents for The Supply and Delivery of Chemicals to the Stillwater Water Treatment Plant SUA Bid No /18 Bids Open: April 25, 2018 City of Stillwater / Stillwater Utilities Authority Water Treatment Plant 723 S. Lewis Street / PO Box 1449 Stillwater, OK Office: dcarothers@stillwater.org

2 NOTICE TO BIDDERS The City of Stillwater / Stillwater Utilities Authority will receive sealed bids at the office of the City Clerk in the Municipal Building, 723 South Lewis, PO Box 1449, Stillwater, Oklahoma for the supply and delivery of: Liquid Ferric Sulfate Chlorine Gas Carbon Dioxide Sodium Silicofluoride Calcium Oxide Polymer (coagulant aid) Anhydrous Ammonia Liquid Oxygen Bids will be received by the City Clerk at 723 S. Lewis Street, Stillwater, OK until 3:00 p.m. Wednesday, April 25th, Sealed bids can also be mailed to the City Clerk at PO Box 1449, Stillwater, OK as long as they are received by the date and time referenced above. Bids shall be opened and read aloud at 3:00 p.m. in Conference Room 1112-B in the Municipal Building, 723 South Lewis, Stillwater, Oklahoma Bids shall be submitted as stated in the Instructions to Bidders. Any bid received by the City Clerk more than ninety-six (96) hours, excluding Saturdays, Sundays and holidays, before the time set for the opening of bids, or any bid so received after the time set for opening of bids, shall not be considered and shall be returned unopened to the bidder submitted the same. TWO COPIES OF THE BID PROPOSAL ARE TO BE SUBMITTED. The outside of the bid envelope should be clearly marked with the name of the bidder, the project or item(s) being bid, and the date and time of the bid opening. Bids will be referred to city staff for evaluation. The Stillwater Utilities Authority (SUA) may award to the lowest and best responsible bidder. The SUA reserves the right to reject any or all bids or portions thereof and to waive any technicalities in the bidding process. No bid may be altered, withdrawn, or resubmitted, within 45 days after the date set for the opening of bids. The bid documents, consisting of the notice to bidders, instruction to bidders, specifications, bid proposal, and non-collusion affidavit may be examined and copies of the bid documents obtained at the Water Treatment Plant located at 1022 W. Yost Lake Rd, Stillwater, Oklahoma, during regular working hours. Documents are also available for viewing at Questions regarding the bid package should be directed to Doug Carothers, Superintendent of Water Treatment, at (405) or at dcarothers@stillwater.org. The City may also issue addenda, as necessary, in the best interest of the public and the City of Stillwater / Stillwater Utilities Authority. Addenda may amend the date and/or time for receipt of bids or any specification, item, document or requirement in the Bidding Documents upon notice to all prospective bidders who are on the Bidding Document Receipt List for this project which is maintained by the Water Resources Department. Elizabeth Chrz City Clerk 2

3 INSTRUCTION TO BIDDERS 1. Receipt and Opening of Bids The SUA of the City of Stillwater, Oklahoma invites sealed bids on the referenced equipment or materials purchased on the bid forms included in the bid documents, all blanks of which must be appropriately filled in. All bids received must be signed. Bids will be received at the time and place set forth in the Notice to Bidders and then, at said time and place, will be publicly opened and read aloud. Two copies of the bid proposal, non-collusion affidavit, and bid bond (if the latter is required in the notice to bidders) shall be submitted. The outside of the envelope containing the bid shall be clearly marked with the name of the bidder, the project being bid, and the date and time of the bid opening. The city may reject any bid not prepared and submitted in accordance with the provisions hereof and may reject any and all bids. Any bid may be withdrawn prior to the scheduled for the opening of bids or authorized postponement thereof. Any bid received after the time and date specified shall not be considered. No bidder may alter or withdraw his bid within the time set forth in the Notice to Bidders after opening thereof. All bids will be referred to city staff for evaluation. Conditional bids may be accepted in writing solely upon the discretion of the City of Stillwater/SUA. A conditional bid is one containing exceptions to or deviations from the specifications or other parts of the bid package. If a bidder cannot meet any requirements, it shall be addressed as required in section 5 below. Exceptions to the bid specifications may be grounds for rejecting a bid. The city reserves the right to reject any or all bids and to waive any technicalities in the bid specifications and or bidding process. 2. General Instructions All prices bid must include delivery of the equipment or materials to a location within the City of Stillwater Water Treatment Plant unless otherwise noted in bid documents, to be determined by the city at the time of delivery. Appurtenances and/or accessories not herein mentioned but necessary to furnish a complete unit, ready for use upon delivery, shall be included in the bid. The equipment or materials shall conform to generally recognized standards of strength, quality of materials and workmanship, subjects to the bid specifications in full and in compliance with any and all applicable federal and state safety regulations and requirements. The specifications shall be construed as minimum standards acceptable. Where brand names are mentioned the term or approved equal shall apply. All approved equals must be submitted for consideration at least 10 working days prior to the opening of bids. All equipment and materials specified are intended to be from the manufacture s current production year. However, any items that are from the immediately preceding production year will be considered provided it is new, unused, meets specified requirements, and carries the same manufacturer s warranty. The delivery schedule, as set forth on the bid proposal, is of vital importance and may be a governing factor in the awarding of the bid. 3. Qualification of Bidder 3

4 The city may make such investigation as deemed necessary to determine the ability of the bidder to provide and service the equipment or material being purchased. The bidder shall furnish all such information and data for this purpose as the city may request. The city reserves the right to reject any bid if the evidence submitted by, or the investigation of, such bidder fails to satisfy the city and the bidder is properly qualified and able to carry out the obligations of the contract and to supply and service the materials or equipment contemplated therein. 4. Conditions of the Contract Each bidder must inform themselves fully of the conditions relating to providing the equipment or materials described in the specifications. Failure to do so will not relieve the successful bidder of the obligation to furnish the equipment or material necessary to carry out the provisions of their contract. Insofar as possible, the contractor, in supplying the equipment or material, must employ such methods necessary to prevent any interruption of, or interference with, the work of any other contractor. 5. Addendum and Interpretation No exception or deviation to the plans, specifications, or other contract document will be made to any bidder orally. Every request for exceptions or deviations should be in writing addressed to: Doug Carothers Water Treatment Plant City of Stillwater PO Box 1449 Stillwater, Oklahoma Any and all exceptions or deviations and any supplemental instructions will be in the form of written addenda to the specification, which if issued, will be mailed to all prospective bidders, not later than 7 working days prior to the date fixed for the opening of bids. Failure of any such bidder to receive any such addendum or interpretation shall not relieve such bidder from any obligation under his bid as submitted. All addenda so issued shall become a part of the contract. 6. Warranty Requirements The completed project shall be warranted against defects in workmanship or materials for a period of one year after completion and acceptance of the project. The successful bidder shall complete any documentation required to validate the warranty(s). 7. Laws and Regulations The bidder s attention is directed to the fact that all applicable state and federal laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the item(s) being purchased shall apply to the contract throughout, and they will be deemed to be included in the contract the same as though herein written out in full. 8. Method of Award The city reserves the right to reject any and all bids. In the event a contract is awarded, it shall be awarded to that responsible contractor submitting the best bid consisting of the items on the proposal. When a bid is submitted to the SUA, opened, evaluated and subsequently accepted by the Trustees and a purchase order established, the bid becomes a binding and legal contract between SUA and the vendor. Additionally, no changes, additions, or deletions will be allowed after the bid is opened. The terms as submitted in the vendor s bid shall be binding. 4

5 Payment will be made ONLY upon completion of the order for the equipment or materials bid. All quantities mentioned in the bid package are estimates only. The City does not guarantee any minimum or maximum quantities to be to be supplied during the term of the agreement. 9. Obligation of the Bidder At the time of opening of bids, each bidder will be presumed to have read and to be thoroughly familiar with the plans, specifications, and contract documents (including all addenda). The failure or omission of any bidder to examine any form, instrument, or document shall in no way relieve any bidder from any obligation in respect to their bid. 10. Safety Training If requested, all successful bidders shall be required to provide a minimum of one two-hour training session at the Water Treatment Plant. The training session shall be conducted during normal business hours and will focus on proper handling of the different chemicals being supplied. The topics covered shall include any emergency preparation for accidental release, chemical spill clean-up and procedures to be implemented during unloading / filling of the chemical. The requested training shall be provided by the vendor within thirty (30) days after a request for said training has been made. All costs incurred by each vendor shall be included in their respective bids and the City of Stillwater shall not be charged any additional costs for any expenses incurred in providing the training session. 11. All Other Costs: All bidders are advised to include all costs incurred by the bidder in delivering the chemical(s) to the Water Treatment Plant in their bid proposal. The invoice submitted for payment may not reflect any other costs (fuel surcharge, toll etc). 12. Delivery of Chemicals Deliveries must be made during normal business hours unless special arrangements have been made. Normal business hours are Monday through Friday from 7:00 a.m. to 3:30 p.m. Individual deliveries must be made within 5 calendar days after the order has been placed with the vendor. 13. Contract Period: All bidders are advised that the bids submitted and contracted shall be good for one full year beginning July 1, 2018 and ending June 30, The contract unit price bid may be extended for up to three additional one-year periods (up to a total of three years beyond the original contract period) with the mutual written consent of the Owner and the Contractor. 5

6 STILLWATER UTILITIES AUTHORITY WATER TREATMENT PLANT LIQUID FERRIC SULFATE SPECIFICATIONS All Ferric Sulfate purchased shall meet ANSI/AWWA and NSF-60 Standards for Drinking Water Treatment Chemicals with the following exceptions and/or notations: 1. All Ferric Sulfate purchased shall be in liquid form. 2. Ferric Sulfate shall be priced by dry ton or a fraction thereof, FOB the Water Treatment Plant. 3. The Ferric Sulfate bulk storage tanks at the Water Treatment Plant hold approximately 10,000 gallons per tank. 4. Individual shipments shall be approximately 45,000 lbs. 5. Payment for demurrage charges for excess unloading time shall not be made unless excess time is caused by Water Treatment Plant equipment malfunction. 6. Estimated yearly usage: 675,000 lbs. All quantities mentioned are estimates only. The City does not guarantee any minimum or maximum quantities to be supplied during the term of the agreement. 6

7 STILLWATER UTILITIES AUTHORITY WATER TREATMENT PLANT CHLORINE GAS SPECIFICATIONS All Chlorine gas purchased shall meet ANSI/AWWA and NSF-60 Standards for Drinking Water Treatment Chemicals with the following exceptions and/or notations: 1. Chlorine gas purchased shall be in one-ton containers only. 2. Containers and valves thereon shall be serviced according to all government regulations. Valves that show evidence of leakage etc. shall cause that container to be returned to the supplier at the vendor s expense. 3. Chlorine gas shall be priced by the ton (2,000 lb.) FOB the Water Treatment Plant. 4. Supplier shall furnish the purchaser with emergency telephone numbers where assistance may be obtained in the event of accidental discharge of chlorine gas as a result of defective containers, defective appurtenances installed on the ton containers, etc. 5. Container deposits and/or any additional costs shall be clearly defined. The City of Stillwater will make every effort to return cylinders within 60 days of delivery. 6. The City of Stillwater will require a minimum of six (6) full, one-ton containers at all times. 7. Estimated yearly usage 52 tons/year. All quantities mentioned are estimates only. The City does not guarantee any minimum or maximum quantities to be supplied during the term of the agreement. 7

8 STILLWATER UTILITIES AUTHORITY WATER TREATMENT PLANT CARBON DIOXIDE (Liquid) SPECIFICATIONS 1. All vendors are being advised that the Carbon Dioxide furnished under this specification is to be used in the treatment of potable water. 2. Carbon Dioxide shall not contain any other substance in quantities capable of producing a deleterious or injurious effect upon the health of those consuming water that has been properly treated. 3. Carbon Dioxide shall meet ANSI/AWWA and NSF-60 Standards for Drinking Water Treatment Chemicals. 4. Carbon Dioxide purchased under this specification shall be priced by the ton or fraction thereof, delivered FOB to the Water Treatment Plant. 5. Estimated yearly usage 80 tons/year. All quantities mentioned are estimates only. The City does not guarantee any minimum or maximum quantities to be supplied during the term of the agreement. 8

9 STILLWATER UTILITIES AUTHORITY WATER TREATMENT PLANT SODIUM SILICOFLUORIDE SPECIFICATIONS All Sodium Silicofluoride purchased shall meet ANSI/AWWA and NSF-60 Standards for Drinking Water Treatment Chemicals with the following exceptions and/or notations. 1. All Sodium Silicofluoride supplied shall be fine granular material and shall be free flowing. 2. Caked and hardened material will be returned to the vendor. 3. Broken bags and/or re-bagged material will not be accepted. 4. Material shall be received in 50 lb. multi-walled bags. 5. Material shall be priced by the pound, FOB the Stillwater Water Treatment Plant. 6. Estimated yearly usage 8 tons (320 of 50 lb. bags). 7. Each order shall be approximately 5,000 lbs. or 100 bags. 8. All quantities mentioned are estimates only. The City does not guarantee any minimum or maximum quantities to be supplied during the term of the agreement. 9

10 STILLWATER UTILITIES AUTHORITY WATER TREATMENT PLANT CALCIUM OXIDE SPECIFICATIONS All Calcium Oxide (quicklime) purchased shall meet ANSI/AWWA and NSF-60 Standards for Drinking Water Treatment Chemicals with the following exceptions and/or notations. 1. Purchases shall be based on a minimum Calcium Oxide content of 90%. 2. A bonus for content above 90% will not be paid. 3. Content below 90% may be accepted in an emergency, however; only after a price agreement has been reached between the supplier and the City of Stillwater. 4. Chemical analysis sheet showing the Calcium Oxide content and the name of the chemist who performed the test shall be attached to the delivery ticket. Failure to attach said analysis may be grounds for refusal of the shipment. 5. A complete laboratory analysis of each load shall be available without charge to the purchaser upon request. 6. Quicklime shall be priced by the ton or fraction thereof, delivered into the storage silo at the Water Treatment Plant. 7. All quicklime supplied shall have been processed in a gas-fired kiln. 8. Quicklime shall be bulk with a size of 1/8-inch and smaller in diameter. 9. Lime shall be delivered by pneumatic truck and or trailers capable of discharging into a storage silo with a point of material entry 75 ft above ground level. 10. Payments for demurrage charges for excess unloading time shall not be made unless excess time is caused by water plant equipment malfunction. 11. Spills due to equipment failure on delivery vehicle shall be cleaned up by the driver and placed in the dumpster located adjacent to the Lime Silo, or the amount of time and labor necessary to do so shall be back charged to the company. Spillage shall not be charged to the City. 12. Estimated yearly usage is about 30 truckloads (800 tons). All quantities mentioned are estimates only. The City does not guarantee any minimum or maximum quantities to be supplied during the term of the agreement. 10

11 STILLWATER UTILITIES AUTHORITY WATER TREATMENT PLANT POLYMER (Coagulant aid) (Diallyldimethylammonium Chloride) SPECIFICATIONS All Polymer purchased shall meet ANSI/AWWA and NSF-60 Standards for Drinking Water Treatment Chemicals with the following exceptions and/or notations. All Polymer purchased must work effectively with Aluminum Sulfate and Ferric Sulfate in the aid of coagulation for the treatment process. All polymers bid shall be 20% solids by weight. The following polymer types are approved: Manufacturers Product Name Garratt-Callahan 7642 Garratt-Callahan AH423 Polymer Application Consultants PC2122 Applied Polymer Tech 2480 The Landsat Group Inc. WT-20 Ondeo Nalco Cat-Floc TL Polydyne, Inc. Clarifloc C-308P Brenntag Southwest WC All Polymer purchased shall be in liquid form. 2. All Polymer purchased shall be priced by the pound, FOB to the Stillwater Water Treatment Plant. 3. All Polymer purchased shall be in 55-gallon drums. 4. Individual shipments shall be approximately 10 drums per order. 5. Payments for demurrage charges for excess unloading time shall not be made unless excess time is caused by Water Plant Equipment malfunction. 6. Any damaged or leaking containers will not be accepted. 7. A MSDS data sheet will be required with each shipment. 8. Estimated yearly usage is approximately gallon drums. All quantities mentioned are estimates only. The City does not guarantee any minimum or maximum quantities to be supplied during the term of the agreement. 11

12 STILLWATER UTILITIES AUTHORITY WATER TREATMENT PLANT ANHYDROUS AMMONIA SPECIFICATIONS 1. All Anhydrous Ammonia shall meet ANSI/AWWA and NSF-60 Standards for Drinking Water Treatment Chemicals. 2. Ammonia will be delivered in bulk liquid form. 3. Payments for demurrage charges for excess unloading time shall not be made unless excess time is caused by Water Plant equipment malfunction. 4. A MSDS data sheet will be required with each shipment. 5. Estimated yearly usage of 30,000 lbs. All quantities mentioned are estimates only. The City does not guarantee any minimum or maximum quantities to be supplied during the term of the agreement. 6. Each shipment is about 2,500 lbs. 12

13 STILLWATER UTILITIES AUTHORITY WATER TREATMENT PLANT LIQUID OXYGEN (LOX) FOR OZONE GENERATION SPECIFICATIONS 1. The LOX supplied shall meet or exceed the following specifications: Oxygen Purity > 99.5% Moisture Content Less than 10 ppm 2. The LOX shall be suitable for generation of Ozone for the purpose of treating potable water for public drinking water. The LOX shall be sufficiently free of any chemical or particulate constituents, such that the treated water will not violate any current or proposed federal or state drinking water standards. 3. LOX price basis for bidding purposes is to be $ per 100 standard cubic foot (scf). 4. The estimated requirement for LOX per year is approximately 15 million scf. All quantities mentioned are estimates only. The City does not guarantee any minimum or maximum quantities to be supplied during the term of the agreement. 5. The owner reserves the right to reject any delivery that does not conform to these Specifications or has been contaminated. This rejection includes reimbursement to the City of Stillwater by the SUPPLIER, or replacement free of charge, of any bulk delivery rejected. 13

14 Bid Proposal Bid Number SUA #08-17/18 Water Treatment Chemicals Bid Opening Date: April 25, 2018 Bid Opening Time: 3:00 p.m. The undersigned bidder, having full knowledge of the requirements of the City of Stillwater for the below listed items and the contract documents (which include Notice to Bidders, Instructions to Bidders, this Proposal, Specifications and all other conditions of the Proposal), agrees to sell to the City the below listed items and guarantees the performance of the product in accordance with this Specification, complete in every respect, in strict accordance with the contract documents and for unit prices listed below. The price quoted includes all costs incurred in supplying and delivery of the chemical(s) with no exceptions. Duration of the contract: July 1, 2018 June 30, 2019 Chemical Bid Units (ton/gal./lb./100scf) Purchase Order Bid Price (per unit) Credit Card Bid Price (per unit) Liquid Ferric Sulfate Dry Ton Chlorine Gas Ton Carbon Dioxide Ton Sodium Silicofluoride Ton Calcium Oxide Ton Polymer (coagulant aid) lb Anhydrous Ammonia lb Liquid Oxygen 100 scf Chemicals will be delivered upon request to the City of Stillwater, Water Treatment Plant, located at 1022 West Yost Road, Stillwater, Oklahoma, The undersigned signatory for the bidder represents and warrants that he has full and complete authority to submit this bid to the City of Stillwater, and to enter into a contract if this bid is accepted. Company Name By (Signature) Street Address or P.O. Box (Printed Name) City, State Zip Code (Title) Telephone No. Fax Number (Date) 14

15 CITY OF STILLWATER, OKLAHOMA BUSINESS RELATIONSHIPS AFFIDAVIT STATE OF COUNTY OF, of lawful age, being first duly sworn, on oath says that (s)he is the agent authorized by the bidder to submit the attached bid. Affiant further states that the nature of any partnership, joint venture, or other business relationship presently in effect or which existed within one year prior to the date of this statement with the architect, engineer, or other party to the project is as follows: (if none, so state) Affiant further states that any such business relationship presently in effect or which existed within one year prior to the date of this statement between any officer or director of the bidding company and any officer or director of the architectural or engineering firm or other party to the project is as follows: (if none, so state) Affiant further states that the names of all persons having any such business relationships and the position(s) they hold with their respective companies or firms are as follows: (if none, so state) Authorized Agent Subscribed and sworn to before me this day of, (Notary Public) My Commission Expires: 15

16 City of Stillwater, Oklahoma Non-Collusion Affidavit State of County of, of lawful age, being first duly sworn, on oath says that (s)he is the agent authorized by the bidder to submit the attached bid. Affiant further states that the bidder has not been a party to any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to refrain from bidding; or with any city official or employee as to quantity, quality, or price in the prospective contract, or any other terms of said prospective contract; or in any discussion between bidders and any city official concerning exchange of money or other thing of value for special consideration in the letting of a contract. Authorized Agent Subscribed and sworn to before me this day of, Notary Public My commission expires: VENDORS: 16

17 The outside of the bid envelope should be clearly marked with the name of the bidder, the project or items being bid, and the date and time of the bid opening. This information should be placed beneath the return address in the upper left corner of the envelope containing the bid if using regular mail. If you are using overnight / express mail, please affix it to the envelope that holds your bid. This is an effort to maintain accurate routing of the mail within our system. SUA Bid No /18 WATER TREATMENT CHEMICALS BID OPENING: April 25, 2018 at 3:00 P.M. Thank you for your cooperation. Doug Carothers, Water Treatment Superintendent City of Stillwater PO Box 1449 Stillwater, Oklahoma (405)