2-RFQt-03-Specifications 26-0071 Mercury Analyzer (LSJ).pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

RFQt Ref. #: 26-0071 Doc. Ref#: RFQt-03 Page 1 of 7 RFQt Title: Mercury Analyzer

1.0 INTRODUCTION

The City of Fort Worth (City) is accepting quotes for an initial one time purchase of a mercury analyzer unit with a one year warranty an annual agreement for maintenance and services for the Water Department in accordance with the descriptions and specifications listed in this solicitation.

This is an informal solicitation and does not commit the City to award a contract or pay any cost incurred in preparing a response.

2.0 SPECIFICATIONS

2.1 The fully automated Cold Vapor Atomic Absorbance (CVAA)

mercury analyzer must be capable of the determination of total mercury (Organic + Inorganic) in wastewater at levels as specified in method EPA 245.1.

2.2 The analyzer must use a cold vapor atomic absorbance detector to measure the concentration of mercury

2.2.1 At minimum, the analyzer must be capable of a reporting limit of 0.20 µg/L.

2.2.2 The analyzer must be capable of a calibration range of 0.1-10 µg/L.

2.2.3 The analyzer must be capable of linear calibration.

2.2.4 Calibrations must be displayed graphically with full reporting of calculated concentration, deviation and precision for each standard.

2.3 The analyzer must have at minimum a 60 position Autosampler for unattended operation.

2.3.1 The autosampler must be a built-in fully-automated

autosampler that operates under control of the instrument software.

2.3.2 The autosampler includes all interconnecting cables, sample trays, flow through rinse station, sample rack(s) with 60 sample cup capacity, and rack for calibration/check standard solutions.

2.4 The analyzer must deliver acidified digested aqueous sample via peristaltic pump.

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2.5 The analyzer must be computer controlled for method configuration sequence creation, carrier gas, and reporting results.

2.6 The analyzer must come with a computer that has the instrument software preinstalled.

2.7 The analyzer must be supported for at least 7 years after purchase.

3.0 OPERATING SOFTWARE

3.1 Operating Software must provide remote file access and full network compatibility.

3.2 Operating Software must meet all requirements of EPA 245.1

3.2.1 Must have an audit trail showing the analysis parameters, operator, and different permission levels so that operators may run analysis but not change key parameters.

3.2.2 All results are recorded permanently, and sample results cannot be deleted.

3.2.3 The software tracks usage and reports when scheduled

maintenance is required.

3.3 Operating Software must be able to track all QC samples and notify the user of failed QC,

3.3.1 The instrument supports multiple types of automated quality controls including check, standards, recovery checks and duplicate samples. Checks to include initial checks before samples, continuing checks throughout the sequence at a programmable frequency and at the end of analysis.

3.3.2 Automated quality control provides corrective actions

independently programmable for each check standard including, rerun, recalibrate and rerun, update and rerun, continue and stop for example.

3.3.3 All quality control checks are entered into the sequence from the method, eliminating the need to program checks for each new sequence.

3.4 Operating software must provide both graphical and numerical results

RFQt Ref. #: 26-0071 Doc. Ref#: RFQt-03 Page 3 of 7 for each sample. Previous sample results must be able to be displayed at any time after analysis.

3.5 Operating Software must be able to export results directly to a Microsoft word or Excel document

3.6 Operating Software must run under Windows 11.

3.7 Operating Software must be supported for at least 7 years after purchase.

4.0 DELIVERY

4.1 All items shall be delivered to: City of Fort Worth, Centralized Water Laboratory 2600 SE Loop 820, Fort Worth, Texas 76140.

4.2 Delivery Time: Monday through Friday, 8AM-3:00PM.

5.0 WARRANTY

5.1 All components of the Mercury Analyzer not considered consumable items, will have a minimum of a full one-year warranty on parts and labor commencing upon the date of installation of the Mercury Analyzer.

5.2 Official Warranty Statement must be included with the bid.

5.3 When applicable, all equipment requiring replacement will be replaced with a new item and not a refurbished item.

5.4 In addition to any other warranties in this contract, the supplier warrants that all work and products shipped under this agreement conforms to the agreement requirements and is free from any defect in workmanship, equipment, material or design furnished by the Supplier.

5.5 Vendor agrees to repair or replace promptly, on a one-for-one basis without additional cost to the City of Fort Worth, for all defective work and products. The City defines “prompt” repair or replacement to be within 1-5 business days after notification by authorized City personnel.

6.0 SERVICE CONRACT, EQUIPMENT PREVENTATIVE

MAINTENANCE AND REPAIR SERVICES

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6.1 Vendor shall provide pricing for on-site annual preventative maintenance and repairs to include parts, labor and travel expenses.

6.2 Vendor shall provide information explaining in detail the preventative maintenance contract with proposal submittal.

7.0 AGREEMENT TERM

The initial term of the agreement shall be one (1) year. Upon the expiration of the initial term, the agreement shall renew under the same terms and conditions for up to four (4) one-year renewal periods, unless City or Supplier provides the other party with notice of non-renewal at least 90 days before the expiration of the initial term or renewal periods. In the event no funds or insufficient funds are appropriated by City in any fiscal period for any payments due hereunder, City will notify Vendor of such occurrence and the contract will terminate on the last day of the fiscal period for which appropriations were received without penalty or expense to City of any kind whatsoever, except as to the portions of the payments herein agreed upon for which funds have been appropriated.

8.0 METHOD OF AWARD

8.1 Quotes will be evaluated based on the lowest responsive and responsible bidder complying with all of the provisions of the solicitation, provided the bid price is reasonable, and it is in the best interest of the City to accept it.

8.1.1 A responsive bidder is defined to be one who submits a

completed quote packet within the stated time deadline and in accordance with the specification.

8.1.2 A responsible bidder is defined to be one who demonstrates via responses to the selection criteria his/her ability to successfully deliver the supplies, equipment, or services being procured.

8.2 In order for the City to receive adequate coverage on its requirements as specified in the solicitation, the City reserves the right to make multiple awards.

8.3 The City reserves the right to accept or reject in whole or in part any or all bids received and to make an award on the basis of individual item, combination of items, or overall bid, as it is deemed in the best interest

RFQt Ref. #: 26-0071 Doc. Ref#: RFQt-03 Page 5 of 7 of the City. The City also reserves the right to reject the bid of a bidder who has previously failed to perform properly or complete on time agreements of a similar nature.

8.4 The City also reserves the right to reject the bid of a bidder who has previously failed to perform properly or complete on time agreements of a similar nature.

9.0 PRICE ADJUSTMENTS

9.1 Vendors that require that unit prices be adjusted for increases or decreases in Vendor’s cost during the contract period shall use the procedure listed below. Price adjustments may only be requested on an annual basis in conjunction with the contract’s renewal.

9.1.1 The Vendor must submit its price adjustment request, in writing, at least 90 days before the requested effective period.

The Vendor shall provide written proof of cost increases with the price adjustment request and updated pricing per line item.

9.1.2 If the City concludes that the rate increase being requested is unacceptable, the City reserves the right to adjust the rate request, or reject the rate request in its entirety and allow the contract to expire at the end of the contract term. If the City elects not to exercise the renewal option, the Purchasing Division reserves the right to issue a new solicitation or procure the goods or services by any other allowable means.

9.1.3 Prices shall remain firm for the term of the Agreement and shall include all associated freight and delivery costs, unless otherwise specifically stated in writing and agreed to by City.

9.1.4 Upon expiration of the contract term, the successful Vendor agrees to hold over under the same terms and conditions of the contract for a reasonable period of time to allow the city to re-solicitate an agreement, not to exceed ninety (90) days.

9.1.5 The provision of goods and/or services shall not be suspended by the Vendor except as expressly allowed by the contract’s terms and conditions.

10.0 QUANTITIES - The quantities listed on the bid table are only estimates

RFQt Ref. #: 26-0071 Doc. Ref#: RFQt-03 Page 6 of 7 based on previous usage and do not indicate intent to purchase or a guarantee of future business. The City of Fort Worth is obligated to pay for only those materials and services actually ordered by an authorized City employee and then received as required and accepted by the City.

11.0 SMALL BUSINESS PROGRAM - This solicitation is subject to the Small Business Program, Ordinance No. 27832-08-2025 under Chapter 21 of the Code of the City of Fort Worth. More information on the program can be found on the city’s website at:

https://www.fortworthtexas.gov/news/2025/7/sbdp

12.0 INVOICES AND PAYMENTS

12.1 Registration - Successful Bidder(s) is required to register for direct deposit payments prior to providing goods and/or services using the forms posted on the City’s website at:

https://www.fortworthtexas.gov/departments/finance/purchasing/register

12.2 Payment – All payment terms shall be “Net 30 Days” unless specified in the bid and agreed in the City.

12.3 Invoices – The Vendor shall send invoices electronically to the City’s centralized Accounts Payable department invoice email address:

supplierinvoices@fortworthtexas.gov

12.3.1 Please include the following on the subject line of your email:

Supplier name, Invoice number, and PO number, separated by an underscore (ex: Example, Inc._123456_FW013-0000001234)

12.3.2 This email address is not monitored so please do not send correspondence to this email. If Vendor has any invoice questions, please contact the City Department ordering the goods/services or Central Accounts Payable at 817-392-2451 or by email at:

12.3.3 Zz_FIN_AccountsPayable@fortworthtexas.gov

13.0 QUOTE SUBMISSION INSTRUCTIONS

A quote may be deemed non-responsive and may be disqualified, at the City’s discretion, if the bid submittal fails to comply with the following instructions.

13.1 Bidder shall submit the following items:

https://www.fortworthtexas.gov/news/2025/7/sbdp https://www.fortworthtexas.gov/departments/finance/purchasing/register mailto:supplierinvoices@fortworthtexas.gov mailto:Zz_FIN_AccountsPayable@fortworthtexas.gov

RFQt Ref. #: 26-0071 Doc. Ref#: RFQt-03 Page 7 of 7

13.1.1 Completed RFQt-01 Forms

13.1.2 Completed Bid Table

13.1.3 Small Business Enterprise Certificate, if applicable.