2-IFB4358 - Odor Control Product.pdf

CITY OF JEFFERSON,

MISSOURI

Invitation for Bid

Bid No. IFB4358

Subject: Odor Control Product 2026

Closing Date: Bids must be received no later than 1:30 p.m. on March 03, 2026. Bids may be submitted electronically via Bonfire or hard-copy to the following address:

City of Jefferson Purchasing Division 320 E McCarty Street Jefferson City, MO 65101

Buyer: Megan Stephenson Purchasing Agent

(573) 634-6324 Mstephenson@jeffersoncitymo.gov mailto:Mstephenson@jeffersoncitymo.gov

Odor Control Product

General Information

The City of Jefferson, Public Works, Wastewater Department, herein referred to as City, and the City of Holts Summit, also referred to as City, is requesting sealed bids for the purchase and delivery of odor control product, as described herein, in Jefferson City and Holts Summit, Missouri.

The City of Jefferson and the City of Holts Summit will each make their own award of this bid, place their own orders, and make their own payments.

Bidders are encouraged to bid in the general classification described in this request. All bids must be as specified or equal. Any substitutions or deviations from specifications must be clearly stated and fully described.

Items bid must include all shipping and handling (FOB Destination) to Jefferson City, MO or Holts Summit, MO.

All questions concerning this bid shall be directed to Megan Stephenson, Purchasing Agent, 320 E. McCarty, Jefferson City, MO 65101; 573-634-6324; or mstephenson@jeffersoncitymo.gov.

Specifications

1. General Information

The City is requesting sealed bids for the purchase and delivery of odor control products to Jefferson City or Holts Summit, Missouri meeting the specifications listed in this document.

Estimated quantities are listed on the pricing form; however, there is no guarantee of the quantity that will be purchased. The City has the right to increase or decrease quantities as needed. There shall be no minimum order requirements for any items.

2. Scope

The material required under this specification shall be used to remove hydrogen sulfide, thereby preventing odor and corrosion within wastewater collection and treatment systems.

The material shall utilize and enhance naturally occurring biochemical processes to accomplish hydrogen sulfide removal.

The material shall be a liquid phase product. It shall be delivered, stored, and fed into the wastewater via standard liquid-phase chemical handling procedures.

The material shall be fully compatible with storage and feed equipment constructed of any of the following:

mailto:mstephenson@jeffersoncitymo.gov

a. High Density Crosslinked Polyethylene

b. PVC

c. Polypropylene

d. FRP

e. Stainless Steel (316)

3. Process Description

The material supplied shall utilize the inherent ability of the facultative bacteria normally present in wastewater to metabolize hydrogen sulfide and other odor-causing, reduced sulfur containing compounds. The material shall provide nitrate-oxygen to the wastewater to support this biochemical mechanism. This nitrate-oxygen shall be applied via a calcium nitrate salt solution. The material shall be chemically stable, allowing continuous removal of sulfide contributed by side streams downstream of the application point. As a result of the biochemical process, the material shall provide the additional benefit of biochemical oxygen demand (BOD) reduction in the wastewater.

4. Contractor

The contractor for this material shall be one recognized and established in the field of wastewater odor control. The contractor must provide a list of 10 references currently using the specified product for control of hydrogen sulfide and other compounds. The list shall contain telephone numbers and contact names. All ten of these references must have used the material for five or more years. Failure to provide this list will result in rejection of the bid.

The contractor shall provide feed rate optimization services and feed system trouble-shooting services upon the City’s request. The contractor shall have the capability of providing and programming PLC based advanced dosing feed systems. The contractor shall also be able to provide a Web site for monitoring. There shall be no additional charges for these services.

The contractor shall have at least three distribution centers from which product can be shipped. The addresses of these facilities must be provided with the bid. One of the distribution centers must be within 150 miles of the City’s systems.

The contractor shall indemnify and hold harmless the City (Jefferson City or Holts Summit) and its officers, agents, employees, or any other interested party from all liability, including costs and expenses associated with any product license or patent infringement resulting from the supply and application of the contractor’s material.

5. Technical Requirements

The material supplied shall be an aqueous solution of calcium nitrate double salt containing a minimum of 3.5 pounds of nitrate-oxygen per gallon and having a minimum specific gravity of 1.42.

The material shall be capable of reducing the dissolved hydrogen sulfide concentration in wastewater to less than 0.1 mg/l.

The material shall be free of any objectionable odor-producing compounds.

The pH of the material shall not be less than 4.0 or greater than 9.0.

The Crystallization point of the material shall be less than – 20 degrees F. A crystallization chart shall be provided with the bid. This chart shall be on the letterhead of the manufacturer of the product.

Product shall be manufactured in a facility that complies with the following. Proof of compliance with the following standards shall be provided with the bid.

a. ISO 9001 – Quality Management System

b. ISO 14001 – Environmental Management System

c. ISO 18001 – Health and Safety Management System

6. Safety Requirements

The material shall contain no hazardous substances as defined by both the Federal EPA's and State CERCLA lists.

The material shall be exempt from Federal DOT placard requirements.

Recommended handling procedures for the material shall require protective gloves and safety glasses only. Any material recommending more sophisticated equipment (i.e., face shield, body suit, etc.) during routine handling shall not be considered.

7. Delivery

The material shall be delivered by tanker trucks. The contractor must also be able to make deliveries in smaller straight trucks. Access to some sites may be limited and deliveries via tractor-trailer type trucks may not be possible.

The contractor shall provide an email address and a phone number for the City to place orders. Once an order is placed, it is desired that the material be delivered within three (3) days.

Delivery shall be made to the following locations:

a. Cole Junction, 1205 Rock Hill Road #179, Jefferson City, MO 65101

b. Walnut St, 450 W Main St, Jefferson City, MO 65101

c. (Alternate) 396 Crest Ave., Holts Summit, MO 65043

d. (Alternate) 213 S Summit Drive, Holts Summit, MO 65043

The contractor shall be responsible for the safe, clean delivery of the material into the City's storage tanks. The contractor shall be responsible for any damage to the City’s storage tank and feed system that is directly attributable to product quality or improper delivery practices. The contractor shall provide prompt clean-up of any spills made during delivery.

The contractor shall be responsible for the proper labeling of storage tanks in compliance with local, state and federal requirements. The contractor shall not deliver the material into any tank or vessel which is not properly labeled.

8. Substitutions

The material shall be provided in strict compliance with these specifications. Any bid for a material with deviations from these specifications shall be considered non-responsive and shall not be considered.

Bid Pricing and Submittal

1. Pricing

All bids must be as specified on the Pricing Form or equal. Any deviation from specifications must be clearly stated and fully described. All bids must be FOB Jefferson City, Missouri.

The bidder shall provide pricing in terms of price per gallon of solution delivered. The minimum nitrate-oxygen content and specific gravity of the solution must be provided and must be expressed as pounds nitrate-oxygen per gallon of solution. All charges, including freight, optimization services, etc. shall be included in the per gallon bid price.

The price shall be valid for delivery quantities of 1,000 gallons or more per shipment.

In some cases, it will be necessary to split deliveries between two or more locations. The contractor will provide this service at no additional costs to the City. Any charge for multiple stops shall be included in the per-gallon bid price.

2. Bid Submittal

All bids must be as specified on the Pricing Form or equal. Any deviation from specifications must be clearly stated and fully described. All bids must be FOB Jefferson City or Holts Summit, Missouri.

Bidders are encouraged to submit their bid electronically at no cost to the bidder via Bonfire: https://jeffersoncitymo.bonfirehub.com/.

Bids may also be sent hard copy. Hard copy bids shall be sent to the following address in a sealed envelope with the bid number (IFB4358) on the outside of the envelope. Bidders submitting hard copy bids may use the Pricing Form contained in this document. All others must use the Pricing Form in Bonfire. Hard copy bids must contain a signature and date from the person submitting the bid.

https://jeffersoncitymo.bonfirehub.com/

City of Jefferson Purchasing 320 E McCarty St Jefferson City, MO 65101

Bidders must submit the following:

• Pricing Form (Attachment A);

• Safety Data Sheet for the material showing the CAS number of the material;

• Reference list as described above;

• List of material distribution points as described above;

• Technical documentation detailing the process by which the material controls hydrogen sulfide. This documentation must clearly show the stoichiometry of the biochemical reaction, describe a minimum of three case studies, and clearly demonstrate compliance with the process description;

• Product data sheet that shows compliance with all requirements listed the technical requirements.

All bids must be received no later than 1:30 p.m. on March 03, 2026. Bids will be publicly opened in the Council Chambers at 1:30 p.m. on that same day.

Bid Evaluation and Award

Bids will be awarded to the lowest and best bid to meet the needs of the City.

The City reserves the right to award more than one bidder.

The City reserves the right to disqualify bids, before or after opening, upon evidence of collusion with intent to defraud or other illegal practices upon the part of the bidder

Contract Period

The initial contract period will be for one (1) year from the date of contract award. The contract, its terms, prices, conditions and specifications may be automatically renewed for up to two (2) additional one-year periods. Any such extension will be contingent upon satisfactory performance of the contractor. Each year is subject to the annual appropriation of funds. Renewal pricing will be as indicated on the Pricing Form.

General Information for Bidders

1. Notice to Bidders

Before submitting the bid, each contractor shall become fully informed as to the extent and character of the work required.

No consideration will be granted for any alleged misunderstanding of the equipment to be used or services to be required, it being understood that the submission of a proposal is an agreement to all items and conditions referred to herein.

2. Questions All questions concerning specifications must be submitted through Bonfire by February 27, 2026. After that, questions must be directed to Megan Stephenson, Purchasing Agent, mstephenson@jeffersoncitymo.gov. The City will not be responsible for oral clarifications.

3. Items bid shall be submitted F.O.B. destination Jefferson City or Holts Summit, Missouri

65101. Items to be shipped as specified in the request for bid.

4. Subcontractor Listing

The general contractor shall submit the names of all principal subcontractors, if any, with the bid. Subcontractors shall be pre-approved by the City of Jefferson before commencement of any work on the project. Subcontractors should be identified on the Pricing Form.

5. Withdrawal of Bids

Bidders may withdraw their bid after depositing them with the Purchasing Agent at any time prior to the stipulated time for opening of such bids. No bid may be withdrawn within thirty (30) days after the opening thereof unless obvious errors are apparent.

8. Right to Accept or Reject Bids

The right is hereby reserved to accept or reject all or part of any bid, to waive informalities and to request new bids as the interest of the City may require.

9. Disqualifications

The City reserves the right to disqualify bids, before or after opening, upon evidence of collusion with intent to defraud or other illegal practice upon the part of the bidder.

10. Invoicing and Payment

Payment will be made upon receipt and acceptance of items requested. Invoices must be sent to: Public Works, Wastewater, 320 E McCarty Street, Jefferson City, MO 65101.

The City shall only be liable for charges as indicated in the contract.

11. Tax Exempt Status

The City of Jefferson is tax exempt by law. Do not include tax in bidding. A federal tax-exempt certificate will be furnished when requested.

12. Restrictive Clause

Bidders must contact the Office of the Purchasing Agent at least five (5) days prior to the bid opening if any of the specifications contain restrictive language or requirements that render him unable to bid.

13. Proprietary Products

Any piece of equipment described herein that is a proprietary product, or the use of a manufacturer or vendor’s brand name, is referenced with the intent to indicate a standard of design desired by the buyer and shall not be construed to exclude other manufacturers’ products of comparable quality. The buyer reserves the right to determine the quality of the equipment offered.

mailto:mstephenson@jeffersoncitymo.gov

14. Preference for U.S. Manufactured Goods

On purchases in excess of $25,000, the city shall select products manufactured, assembled or produced in the United States, if quantity, quality, and price are equal.

Every contract for public works construction or maintenance in excess of $25,000 shall contain a provision requesting the contractor to use American products in the performance of the contract.

15. Individuals should contact the ADA Coordinator at (573) 634-6570 to request accommodations or alternative formats as required under the Americans with Disabilities Act. Please allow three business days to process the request.

16. Indemnification and Insurance Requirements/Contract

The contractor agrees to indemnify and hold harmless the City from all claims and suits for loss of or damage to property, including loss of all judgments recovered therefore, and from all expense in defending said claims, or suites, including court costs, attorney fees and other expenses caused by any act or omission of the contractor and/or his subcontractors, their respective agents, servants or employees.

17. Change to Bid Documents

Changes to contract documents prior to bidding will be by addendum, issued by the city.

Prospective bidder shall acknowledge receipt of all addenda on bid forms.

18. Termination

The City reserves the right to terminate the contract at any time, for the convenience of the City, without penalty or recourse, by giving written notice to the contractor at least thirty (30) calendar days prior to the effective date of such termination. The contractor shall be entitled to receive compensation for services and/or supplies delivered to and accepted by the City pursuant to the contract prior to the effective date of termination.

19. Compliance with Local, State, and Federal Laws

The contractor shall comply with all applicable local, state, and federal laws and regulations related to the performance of the scope of work. In addition, the bidder’s attention is directed to City Code, Chapter 17 – Licenses, Taxation and Miscellaneous Business Regulations.

PRICING FORM

Only complete this form if submitting hard copy bid response

All bids must be as specified or equal. All bids must include all shipping and handling to the City of Jefferson or the City of Holts Summit. Bidders must complete, sign and return this document and state the firm, fixed price for the period specified in the specifications.

Item

Sewer Dept Items

Est Qty

List Nitrate Oxygen per

Pound and Item Bid

Unit Price

Year 1

Year 2

Year 3

1.

Biological Process for Hydrogen Sulfide Control for City of Jefferson

142,000 Gallons

2.

Biological Process for Hydrogen Sulfide Control for City of Holts Summit

16,500 Gallons

Delivery time required from receipt of order ____________________

Discount for prompt payment on invoices only _______ % ________ days. Discount will not be evaluated on bid.

The prices contained in this bid are firm for ______ days.

Are the items bid manufactured, produced or assembled in the United States? YES ___ NO __

I/We the undersigned do hereby certify that the information presented in this proposal is true and accurate and agree to provide the specified products and services at the price and time stated if awarded the bid. I/We also certify that I am a duly authorized representative of the business entity below and that I possess the legal authority to sign on behalf of the business for which I am acting.

Name of Company

Agent & Title

Address

Telephone

Email Address

Signature & Date

Form of Business: __ Sole Proprietorship __ Partnership __Corporation __ Limited Liability Corporation