14-01 - Specifications.pdf

CITY OF LEWISVILLE

RFB 26-50-A

ANNUAL CONTRACT FOR WATER & WASTEWATER CHEMICAL – ACTIVATED

CARBON

It is the intent of the City to establish an annual contract for our Water Treatment Plant and Wastewater Treatment Plant Chemical Activated Carbon as needed throughout the City of Lewisville.

SPECIFICATIONS

The quantities requested are annual estimates only. There is no guaranteed minimum or maximum purchase. Only the amount needed to satisfy operating requirements, which may be more or less than indicated on the bid form, will be ordered.

Prices are to be quoted FOB destination only. Delivery is required within ten (10) days after receipt of order (ARO).

The pricing shall be submitted as UNIT PRICE and shall include all costs associated with providing the Water Treatment Plant and Wastewater Treatment Plant Chemical Activated Carbon.

It is the City’s intent to award two (2) contracts to establish a primary and secondary contractor.

The primary contractor will be contacted first to provide the requested Activated Carbon. If the primary contractor is unable to respond, provided the requested quantity of Activated Carbon, or meet the lead-time as required by the City, the secondary contractor will be notified. If the City is unable to secure the Activated Carbon from the secondary contractor, the City reserves the right to secure such goods on the open market.

CHEMICALS – ACTIVATED CARBON

Effective January 1, 1993, all Chemicals and any additional or replacement process media used in treatment of water and supplied by public water systems must conform to American National Standard Institute (ANSI/NSF) standard 60 for direct additives and ANSI/NSF standard 61 for indirect additives. Conformance with these standards must be obtained by certification of the product by an organization accredited by ANSI. Please indicate in your submission if your products are the ANSI/NSF Standard. Any contractor that omits or does not provide this information with their submission will be considered non-responsive.

All Bidders for Carbon must provide an adequate 2-business day sample to perform in-house testing of the product bid, prior to bid opening. Failure to provide samples will deem your bid as non-responsive. Wastewater: 897 Treatment Plant Rd. Lewisville, TX 75057. Water Treatment:

1400 N. Cowan Lewisville, TX 75057. SAMPLE MUST BE RECEIVED ON OR BEFORE

MONDAY, JUNE 8, 2026 AT 5:00 PM.

The delivery of Activated Carbon requires a truck equipped with a lift gate for off- loading.

ALL vendors must have equipment for chocking of tires. All delivery vehicles are to have proper chocking mechanisms in place to ensure stabilization of vehicle during off-loading of product.

All delivery trucks equipped with crane hoist for offloading of Activated Carbon must supply a copy of their annual inspection report conducted by a third party.

Deliveries must be made Monday-Friday between 8:00 a.m. to 4:00 p.m. Weekend or after-hour deliveries can be accepted only on an emergency basis.

Bidder will provide samples to the City upon request, throughout the initial term and any subsequent renewal terms, for testing purposes at no charge.

The selected contractor must notify the City of Lewisville within twenty-four hours of any changes to emergency contact numbers and any change in designated Activated Carbon transport driver.

Drivers must conduct a visual pre-trip inspection of the crane used during delivery and all vehicle components, including hydraulic hose and gearbox leaks, control operations, boom extension system, and clamp operations. In addition, the crane must undergo an annual inspection completed by a third party.

Any employee permitted on City grounds must have a passed criminal background check and drug testing.

Activated Carbon Water Grade 30 lb bags Order Size: 5 tons Annual Quantity: 40 tons Water Carb B, Wood or sub-bituminous coal-based carbon only with the following specs:

• Iodine Number greater than 800 mg/g +/- 10%

• Passing 325 Mesh 90% min

• Compliance with NSF/ANSI 60/61 Drinking Water Treatment Chemicals

Delivery Location:

City of Lewisville/C.R. Feaster Water Treatment Plant 1400 N. Cowan Lewisville, TX 75057

**Sample MUST be received by the City per the Special Instruction Sheet no later than June 8, 2026 at 5:00 PM. Failure to comply with this requirement will deem your bid non-responsive.**

CONTRACT PERIOD

The contract term will be twelve (12) months, with an option to extend up to three (3) additional twelve (12) month periods, subject to the approval of the supplier and the City.

PRICES

All prices shall be firm for the entire period of the contract. A vendor will not be awarded a contract based on escalating pricing, even if they take exception to this bid requirement.

REQUEST FOR BIDS

Bids are to be submitted based on the specifications contained herein. Alternate bids will also be considered, provided the alternatives are clearly explained. All deviations from the specifications must be clearly identified and explained.

No telephone, email, or fax bids will be accepted. Bids may be accepted if delivered in person or by U.S. Postal Service, Federal Express, UPS, etc. or uploaded to Bonfire. The City is not responsible for missing, lost, or late delivery. Any RFB responses received after the time set for opening will be returned to the bidder unopened.

The preparation of the bid will be at the total expense of the bidder. There is no expressed or implied obligation for the City of Lewisville to reimburse responding bidders for any expense incurred in the preparation of bids in response to this request.

The City reserves the right to reject all bids, to consider alternatives, to waive any formalities and irregularities, and to re-solicit bids. In addition, during the evaluation period, the City may, where it may serve the City’s best interest, request additional information or clarifications from bidders, or allow corrections of errors or omissions.

Each bidder shall guarantee and honor its response to these specifications for a period of ninety

(90) days, or until the City enters a contract with one of the bidders, whichever occurs first.

The RFB will be available to interested parties on Bonfire or may be picked up in person at the Purchasing office.

All questions pertaining to this bid must be submitted in writing via Bonfire.

Bids may be uploaded to Bonfire or delivered to the City of Lewisville Purchasing Division Office at the address, in a sealed envelope or box, clearly marked:

RFB: 26-50-A ANNUAL CONTRACT FOR WATER & WASTEWATER CHEMICAL –

ACTIVATED CARBON

Delivery address:

City of Lewisville

Finance Administration – Purchasing Division Attn: Nicole Haney, Buyer

151 W. Church St Lewisville, TX 75057

PRE-BID

A pre-bid conference will be held at the date and time specified on Bonfire. While attendance of the pre-bid conference is not mandatory, it is recommended due to the nature of the project.

MISCELLANEOUS

All forms requiring either a signature or information to be filled in are to be returned with your bid. In addition, the language contained in the attached form entitled Purchase Order Terms and Conditions is made part of this request for bid through reference herein.