2023 WPCF Chemicals Invitation to Bid.pdf

Invitation to Bid (ITB)

WASTEWATER TREATMENT CHEMICALS

City of Redmond Public Works, Wastewater Division

SCHEDULE OF EVENTS

Advertisement March 1, 2023 Closing Date April 5, 2023 at 2:00 pm Intent to Award April 11, 2023 City Council Award April 25, 2023 at 6:00 pm Contract Beginning Date July 1, 2023 Contract Termination Date June 30, 2026

Single Point of Contact (SPC): Jeremy Stachowski Phone: (541) 504-5077 Email: jeremy.stachowski@redmondoregon.gov

ITB Address: City of Redmond Attn: City Recorder, Kelly Morse 411 SW 9th St

Redmond, OR 97756 mailto:jeremy.stachowski@redmondoregon.gov

TABLE OF CONTENTS

I. SUMMARY OF REQUESTED GOODS

II. SCOPE OF WORK

III. VENDOR QUESTIONNAIRE

IV. EVALUATION CRITERIA

V. ESTIMATED ANNUAL CONTRACT VALUE(S), CURRENT UNIT RATE

VI. INSURANCE REQUIREMENTS

VII. BID SUBMISSION

VIII. ADDITIONAL INFORMATION

IX. INTENT TO AWARD

X. CONTRACT EXECUTION

XI. PAYMENT

XII. QUESTIONS AND CLARIFICATIONS

XIII. ADDENDA

XIV. LEGAL NOTICE

XV. REQUIRED BID SUBMITTAL CHECKLIST

ATTACHMENT A: Cationic Polyacrylamide Specifications & Exhibit C - Bid Schedule ATTACHMENT B: Pulverized High Calcium Quicklime Specifications & Exhibit C – Bid Schedule ATTACHMENT C: Sodium Hypochlorite 12.5% Specifications & Exhibit C – Bid Schedule ATTACHMENT D: City of Redmond Goods Contract, Sample Terms & Conditions

I. SUMMARY OF REQUESTED GOODS

The City of Redmond Public Works Wastewater Division is requesting bids from qualified and experienced vendors to supply one or more of the following chemicals to the City of Redmond’s Water Pollution Control Facility (WPCF): Cationic Polyacrylamide; Pulverized High Calcium Quicklime; and Sodium Hypochlorite 12.5%.

As a result of this ITB, the City intends to award one or more Contract(s) for the materials described in this Invitation to Bid. The term of the Contract(s) is anticipated to be from July 1, 2023, to June 30, 2026 with the option to renew for two additional one-year terms. It is anticipated that the Contract(s) will be awarded by Redmond’s City Council on Tuesday, April 25, 2023, at 6:00 p.m.

II. SCOPE OF WORK

The City intends to Contract for purchases of the following materials to treat wastewater at the City’s Water Pollution Control Facility (WPCF):

a. Cationic Polyacrylamide

b. Pulverized High Calcium Quicklime

c. Sodium Hypochlorite

The City’s WPCF is located at 3100 NW 19th Street in Redmond, Oregon.

III. VENDOR QUESTIONNAIRE

All bidders shall compose a Vendor Questionnaire. Your response to the Vendor Questionnaire shall be organized and submitted in the format prescribed below to facilitate the comparison of bids. For example, if you are replying to question 1.a., indicate “1.a.” next to your response.

1. Company Profile: Your company profile shall include the following elements:

a. Founding date (month/year)

b. Firm size, staff, and client base (local, regional, statewide, etc.)

c. Firm’s vision and mission statement

d. Products and/or services provided

e. Location of the office from which the chemicals will be provided and the staff allocation at that office

f. Number of accounts. Include the number of accounts managed or supported during the past 12 months in the State or Region.

g. Organization Chart. Include an organization chart of your firm’s management structure, tracing field operations personnel to your firm’s vice president level.

h. Identify the project manager and include their email address, phone, fax, and mobile numbers.

i. Identify key facilities and equipment along with applicable redundancy that your firm maintains to support the Contract agreement.

2. References: List three or more clients (governmental entities preferred) that have obtained comparable products and volumes from your firm. For each of these references, please include their email address.

3. Business License: Include a copy of your firm’s current business license(s) with your bid submittal.

4. Industry Affiliations and Accreditation: List your firm’s professional affiliations and accreditation. Include a copy of any applicable accreditation and/or certification with your submission.

5. Clarification, Exception, or Deviation: Bidder’s may clarify or describe any exception or deviation from the requirements as indicated in this solicitation and specifications. Each clarification, exception, substitution, or deviation must be clearly identified and submitted with your proposal. If your firm has no clarification, exception or deviation, a statement to that effect shall be included in the bid.

6. Disclose all judgments, pending or expected litigation, or other real or potential financial reversals that might materially affect the viability or stability of the firm, or alternately, warrant that no such condition is known to exist.

7. A five-year history beginning January 1, 2018, through present of any accidents or violations of Federal, state, and local laws incurred by the bidder in any business operations in Oregon.

Include the citing agency and resolution of each violation.

8. The bidder may be required before the award of any contract to show to the complete satisfaction of City of Redmond WPCF that it has the necessary licenses, permits, equipment, facilities, experience, ability, capacity, skill, and financial resources to provide the services specified herein in a satisfactory manner. The Bidder may be required to give a history to satisfy City of Redmond WPCF regarding the bidder’s qualifications. City of Redmond WPCF may make such investigation as it deems necessary to determine the ability of a Bidder to furnish the required services, and the Bidder will furnish to City of Redmond WPCF all such information and data for this purpose as City of Redmond WPCF may request. City of Redmond WPCF also reserves the right to conduct a background inquiry of each Bidder, which may include the collection of appropriate criminal history information, contractual and business associations and practices, employment histories, and reputation in the business community. By submitting a proposal to City of Redmond WPCF, the Bidder consents to any such inquiries and investigations and agrees to make available to City of Redmond WPCF such books and records as City of Redmond WPCF deems necessary to conduct the inquiry.

IV. EVALUATION CRITERIA

Bids will be evaluated and ranked on the criteria below that best fits the City’s needs.

1. Responsiveness: A bid received by the City Recorder prior to closing will be reviewed for completion.

2. Bid Amount: City will generally award the Contract to the lowest Responsible bidder for each chemical that substantially complies with the requirements of the material specifications.

3. Responsibility Determination: City will determine if an apparent successful bidder is Responsible prior to award and execution of the Contract.

4. Vendor Questionnaire: City will closely review the Vendor Questionnaire to ensure a vendor with acceptable experience is awarded.

5. In determining the lowest responsible bidder, City will also consider:

a. Whether the bidder maintains a permanent place of business

b. Has adequate equipment to provide materials properly and expeditiously

c. Has suitable financial status to meet all obligations incident to the materials

d. Has appropriate technical knowledge

e. Can comply with purchasing dates.

In connection with its evaluation, City of Redmond WPCF may, at its option, invite one or more Bidders to make an oral presentation to City of Redmond WPCF. During these interviews, the Bidders will be allowed to present such evidence as may be appropriate in order that City of Redmond WPCF can correctly analyze all materials and documentation submitted as a part of the proposals.

V. ESTIMATED ANNUAL CONTRACT VALUE(S), CURRENT UNIT RATE

The table below represents the estimated annual contract value for each chemical, and the unit price that the City is currently paying.

CHEMICAL ESTIMATED ANNUAL CONTRACT VALUE CURRENT UNIT RATE

Cationic Polyacrylamide $50,000.00 $1.80/Lb Pulverized High Calcium Quicklime $75,000.00 $346.00/Ton Sodium Hypochlorite $145,000.00 $2.17/Gallon

The City of Redmond Wastewater Division currently purchases chemicals from HASA, Inc, Polydyne, and Cascade Colombia Distribution.

VI. INSURANCE REQUIREMENTS

Successful bidder shall maintain insurance meeting the minimum insurance requirements of the City of Redmond. Successful bidder(s) must provide a current Certificate of Insurance, and Additional Insured Primary/Non-Contributory endorsements naming City of Redmond as additional insured to the City within seven (7) days after the Intent of Award.

VII. BID SUBMISSION

1. Contractor shall submit completed forms as required in Section XV, Required Bid Submittal

Checklist. All pages listed on the checklist are required in the submittal. Bidder is responsible to review all documents submitted in the Bid as complete.

2. Contractor is solely responsible for ensuring that bid is received by the City by the closing date and time, at the location specified on the cover page. Quotes submitted by FAX or email will be rejected.

3. The Bid, plus two (2) additional copies, shall be submitted in a sealed envelope to the City Recorder with the following information clearly displayed on the front of the envelope:

a. Name of Contractor

b. ITB Title: “Wastewater Treatment Chemicals”

4. If a bidder wishes to withdraw its quote, the quote must be withdrawn prior to the closing date and time. The withdrawal must be made in writing and signed by the authorized representative and received by the City Recorder prior to the closing date and time.

5. Bidder shall notify the City Recorder and SPC prior to bid opening date, should omissions or errors be found in Solicitation Documents. City will clarify by written Addenda which will become a part of the Solicitation Documents. The City of Redmond will not be responsible for any oral instructions or interpretations.

6. Late quotes will not be accepted or reviewed.

7. The quote must be signed by the person(s) legally authorized to bind the contractor to the quote and the contract resulting from this ITB. Upon request of the City, any representative submitting a quote on behalf of the Contractor shall provide a current document certifying authority to bind the Contractor.

8. No oral, telephonic, faxed, or emailed bids or bid modifications will be considered.

VIII. ADDITIONAL INFORMATION

1. This procurement and contract are pursuant to ORS 279A and the City of Redmond’s procurement rules.

2. The City of Redmond reserves the right to:

a. Reject any and all quotes if it is in the City’s best interest to do so

b. Amend the quote solicitation

c. Not to award a contract for requested services

d. Award a contract to more than one contractor

e. Extend the deadline for submission of quote

f. Waive any irregularities or informalities in any quote

g. Accept the bids determined to be the most beneficial to the public and City of Redmond

h. Negotiate the final terms of the Contract

i. Revise bid quantity after award, to meet funding availability.

3. By submitting a bid, Contractor shall accept all terms and conditions of Attachment D, “City of Redmond Goods Contract, Sample Terms & Conditions.”

4. Contractor must hold any necessary licenses or certificates required by federal, state, and local governments to provide requested materials.

5. City reserves the right to reject bid of any bidder who has previously failed to perform properly and to complete on time contracts of a similar nature, who is not in a financial position to perform the Contract, who has habitually and without cause neglected the payment of bills or otherwise disregarded their obligation to subcontractors, material suppliers or employees. In determining the lowest responsible bidder, Owner will also consider whether the bidder (a) maintains a permanent place of business, (b) has adequate equipment to do the work properly and expeditiously, (c) has suitable financial status to meet all obligations incident to the work, (d) has appropriate technical knowledge, and (e) able to comply with completion date.

6. The contractor shall use recyclable products to the maximum extent economically feasible in the performance of the contract work set forth in this document.

7. This contract shall comply with provisions of ORS Section 279C.525 and comply with Environmental and Natural Resource laws.

8. The City of Redmond is not responsible for any costs incurred to submit a bid, and all bidders responding to the solicitation do so solely at their own expense.

9. No director or employee of the City shall have any pecuniary interest in the materials.

IX. INTENT TO AWARD

The notification of contract award will be made to all responsible bidders within seven (7) calendar days of the bid opening. Protest of Award must be in writing, must be submitted by a bidder in good legal standing, be specific, and received within seven (7) business days of the Intent to Award. The protest must be submitted in writing to the City Recorder, Kelly Morse, 411 SW 9th St, Redmond, Oregon, 97756.

X. CONTRACT EXECUTION

After submission of required information and insurances, the City will proceed with awarding the Contract. Vendor(s) shall not supply materials under the Contract until the Contract has been executed.

It is the intention of the City to award the Contract at the April 25, 2023 City Council meeting.

XI. PAYMENT

Payment will be made as provided in the Contract. Invoices shall be made in writing and paid in U.S.

Dollars and reflect the same Unit of Measure (UOM) for the chemical as indicated on the Bid Schedule form.

XII. QUESTIONS AND CLARIFICATIONS

All questions and requests for clarification related to this solicitation must:

1. Be submitted in writing via email to the SPC identified on ITB Cover Page. Questions by telephone are not accepted.

2. Be received prior to the bid due date.

XIII. ADDENDA

1. Statements by City representatives are not binding unless confirmed by written Addenda.

2. Addenda issued are to be covered in the Bid and will become a part of the Contract.

3. Addenda will be issued through the Oregon’s eProcurement System, OregonBuys, at http://oregonbuys.gov. Bidders should regularly check for addenda until the closing date.

4. The last Addendum will be issued at least three (3) business days prior to the bid opening.

XIV. LEGAL NOTICE

City of Redmond, Wastewater Treatment Chemicals

The City of Redmond Public Works Wastewater Division is requesting bids from vendors to provide wastewater treatment chemicals over a three-year term, beginning July 1, 2023. Bids shall be received by City Hall, Attn: City Recorder, 411 SW 9th St, Redmond, OR, 97756 until 2:00 p.m. on Wednesday, April 5, 2023, and publicly opened and read. Bids received after the 2:00 p.m. deadline will not be considered and will be returned unopened to the contractor.

The Invitation to Bid may be obtained for no cost through Oregon’s eProcurement system, OregonBuys, at http://oregonbuys.gov. Prospective bidders are solely responsible for checking OregonBuys to determine if any addenda have been issued. For additional information regarding this Invitation to Bid or inquiries regarding chemical specifications, please contact Jeremy Stachowski by email at jeremy.stachowski@redmondoregon.gov.

The City may reject bids not in compliance with all prescribed solicitation procedures or other applicable law and may reject any or all bids when the cancellation or rejection is in the best interest of the City, and at no cost to the City. Prices quoted shall be firm offers, irrevocable, valid, and binding after the closing date.

http://oregonbuys.gov/ http://oregonbuys.gov/

XV. REQUIRED BID SUBMITTAL CHECKLIST

The required bid submittals are specified in the table below. Submit Exhibit C, Bid Schedule, for one to three chemicals. Bid Schedules are not required for chemicals that Contractor does not intend to submit a bid for.

EXHIBIT DOCUMENT PAGES √

Vendor Questionnaire

C Bid Schedule - Cationic Polyacrylamide 1 C Bid Schedule - Pulverized High Calcium Quicklime 1 C Bid Schedule - Sodium Hypochlorite 12.5% 1 F Bidder’s Residency Statement 1 G Tax Compliance & Non-Discrimination Status 1 J Non-Collusion Affidavit 2 N Drug Testing Policy 1

TOTAL BID PROPOSAL WILL CONTAIN A MINIMUM OF: 6 PAGES

EXHIBIT C: Bid Schedule Use the provided form to fill in all blanks for chemical(s). The bid shall include all labor, materials, and delivery. Bid shall be typed or prepared in blue ink and be submitted without erasures. By signing and returning the bid, the bidder acknowledges they understand the terms and conditions within the solicitation documents and accept all terms in their entirety.

EXHIBIT F: Bidder’s Residency Statement Contractor must certify that it is or is not an Oregon business as per ORS 279A.120. ORS 279A.120 requires public contracting agencies, in determining the lowest responsible bidder, to add a percent increase to each out-of-state bidder's bid price which is equal to the percent of preference given to local bidders in the bidder's home state. The bidder shall certify that it is or is not an Oregon contractor as defined under ORS 279A.120, Preferences; Foreign Contractor, i.e., a foreign contractor is one who is not domiciled in or registered to do business in the State of Oregon.

EXHIBIT G: Tax Compliance & Non-Discrimination Status Contractor shall certify that they are not in violation of any Oregon tax as described in ORS 305.380(4).

Contractor shall certify, pursuant to ORS 279A.110, a non-discrimination statement in compliance with Oregon state laws.

EXHIBIT J: Non-Collusion Affidavit The Non-Collusion Affidavit shall be completed and returned.

EXHIBIT N: Drug Testing Policy Statement The Drug Testing Policy Statement shall be completed and returned with the Bid Schedule per ORS 279C.505 (2003 Chapter 794.138).

EXHIBIT F: Bidder’s Residency Statement

BIDDER’S RESIDENCY STATEMENT

Pursuant to ORS 279A.120, Oregon’s Reciprocal Preference Law, public contracting agencies shall, for the purpose of determining the lowest responsible bidder and the awarding of a contract, add a percent increase on the bid of a non-resident bidder equal to the percent, if any, of the preference given to that bidder in the state in which the bidder resides.

As defined in ORS 279A.120, “Resident Bidder” means a bidder that has paid unemployment taxes or income taxes in this state in the twelve calendar months immediately preceding submission of the bid, has business address in this state, and has stated in the bid whether the bidder is a “Resident Bidder’. A “Non-resident Bidder” is a bidder who does not meet the definition of a Resident Bidder as stated above.

1. Bidder □ IS or □ IS NOT (check one) a Resident Bidder as set forth above.

2. If a Resident Bidder, enter your Oregon Business Address: _____________________________

3. If a Non-resident Bidder, enter state of residency: ______________________________

Bidder hereby certifies that the information provided is true and accurate.

Contractors Signature Date

Printed Name Name of Company

EXHIBIT G: Tax Compliance & Non-Discrimination Statements

TAX COMPLIANCE STATEMENT

In compliance with ORS 305.380 B 305.385, the undersigned, as provider of goods, services, or real estate space to the City of Redmond, hereby certifies under penalty of perjury that to the best of my knowledge, the undersigned is not in violation of any Oregon tax described in ORS 305.380(4).

NON-DISCRIMINATION STATEMENT

Pursuant to ORS 279A.110, discrimination in subcontracting is prohibited. Any contractor who contracts with a public contracting agency shall not discriminate against minority, women, or emerging small business enterprises in the awarding of contracts.

By signature of the authorized representative of the bidder, the bidder hereby certifies to the City of Redmond that this bidder has not discriminated against minority, women, or emerging small business enterprises in obtaining any subcontracts; and, further, that if awarded the contract for which this bid is submitted, shall not so discriminate.

EXHIBIT J: Non-Collusion Affidavit

STATE OF OREGON )

) SS.

COUNTY OF _________ )

I state that I am the ______________________ of _____________________________ and that I am authorized to make this affidavit on behalf of my firm, and its owners, directors and officers. I am the person responsible in my firm for the price(s) and the amount of this bid.

I further state that:

(1) The price(s) and amount of this bid have been arrived at independently and without consultation, communication or agreement with any other contractor, bidder or potential bidder, except as disclosed on the attached appendix.

(2) That neither the price(s) nor the amount of this bid, and neither the approximate price(s) nor approximate amount of this bid have been discussed with any other firm or person which is a bidder or potential bidder, and they will not be disclosed before bid opening.

(3) No attempt has been made or will be made to induce any firm or person to refrain from bidding on this contract, or to submit a bid higher than this bid, or submit a bid intentionally high or non-competitive or any other form of complementary bid.

(4) The bid of my firm is made in good faith and pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other non-competitive bid.

(5) , its affiliates, and subsidiaries, officers, (NAME OF FIRM) directors and employees are not currently under investigation by any government agency and have not in the last four years been convicted of or found liable for any act prohibited by State and Federal law in the jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract, except as described on the attached appendix.

I further state that understands and acknowledges that the

(NAME OF FIRM)

above representations are material and important and will be relied on for the City of Redmond, Oregon in awarding the contract from which this bid is submitted. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from the City of Redmond, Oregon of the true facts relating to the submission of bids for the contract.

Name of Contractor: ____________________________________________

Signature: ____________________________________________

Printed Name: ____________________________________________

Title: ____________________________________________

Sworn to and subscribed before me this __________ day of ____________, 2023.

(SEAL)

NOTARY PUBLIC OF OREGON

My commission expires: __________________________

EXHIBIT N: Drug Testing Policy

The bidder states that provisions of ORS 279C.505 [Chapter 794.138] requiring a written employee drug-testing program is in place for the Contractor’s employees that include, at a minimum, the following:

□ Drug testing for all new Employees working on the project site every 6 months on a random selection basis, and;

□ Testing of an Employee working on the project site when Contractor has a reasonable cause to believe the Subject Employee is under the influence of drugs, and;

□ Testing of an Employee working on the project site is involved in an incident causing injury requiring treatment by a physician, or damage to property or equipment.

Company Name

Signature

Title

Date