20252008_A1_Chemical Pumps.pdf

Request for Quotation

Chemical Pumps

Solicitation No. RFQ 20252008

Due Date and Time:

Friday, July 26, 2024

5:00 PM PST

CITY OF EUGENE

Wastewater Division Purchasing

410 River Avenue Eugene, Oregon 97404 dpalmer@eugene-or.gov mailto:dpalmer@eugene-or.gov

RFQ 20252008 Chemical Pumps 1

I. INVITATION TO SUBMIT QUOTATIONS

CITY OF EUGENE

INVITATION TO SUBMIT QUOTATIONS

Solicitation No. RFQ 20252008

Notice to Suppliers Pursuant to ORS 279B.070 and City of Eugene Administrative Order 44-23-01-F, Public Contracting Rule (City Rule) 137-047-0270, quotes for Chemical Pumps for the City of Eugene will be accepted by the Purchasing Office until Friday, July 26, 2024, at 5:00 PM PST. Quotes will not be accepted after the quote closing time and date. Quotes shall be valid for sixty (60) days after opening unless otherwise specified in the quote specifications. This Invitation to Submit Quotations does not commit the City to pay any costs incurred by any quoter in the submission of a quote.

Project Description In general, project includes replacing a total of seven (7) diaphragm chemical pumps for chemical addition to the secondary effluent work includes. There are four (4) that are pumping sodium hypochlorite and three (3) that are pumping bisulfite.

Solicitation Documents Solicitation documents may be examined electronically by logging in to OregonBuys. To view City of Eugene solicitations:

• Scroll to Supplier Activities

• Click the Open Bids icon

• Click the Advanced Search button

• Click Select Organization

• Select City of Eugene

• Click Search

• Click the Bid Solicitation # to view solicitation details and documents

A copy of the Solicitation may also be obtained by email request to the Purchasing Analyst shown below. Vendors must submit their quotes in a single PDF file via email directly to the Purchasing Analyst shown below before the due date and time specified.

July 12, 2024

Dori Palmer Purchasing Analyst City of Eugene dpalmer@eugene-or.gov https://oregonbuys.gov/bso/

RFQ 20252008 Chemical Pumps 2

II. INSTRUCTIONS TO QUOTERS

1.0 QUOTE FORM

1.1 Quotes shall be submitted on forms identical to the form provided by the City. The quoter shall make no alterations or additional stipulations on the quote form, nor qualify the quote in any other manner. Alteration of any part of the quote form content may cause the quote to be considered non-responsive.

1.2 Complete sets of quote documents shall be used in preparing quotes.

2.0 SUBMISSION

2.1 Deliver quotes via email to dpalmer@eugene-or.gov prior to the due date and time indicated in the RFQ or any extension thereof made by addendum. The subject line of the email must read: RFQ 20252008, Chemical Pumps, Due: July 26, 2024. The City is not responsible for the premature opening of or the failure to open a quote not properly identified or addressed.

2.2 Quoter is responsible for submitting their quote prior to the closing time and date.

Late quotes may not be accepted. The City is not responsible for any delays caused by computer/email issues of any sort.

3.0 QUOTE MODIFICATIONS

Any questions, clarifications, modifications, or substitutions of the specifications or contract shall be delivered to the Purchasing Analyst via email in conformance with City Rule 137-047- 0440(1), and no less than five (5) calendar days PRIOR to the solicitation closing and submitted separately from the solicitation response. Contents of questions, clarifications, modifications, or substitutions should include a reference to the page or item being addressed, the reason and any proposed alterations. Questions, clarifications, modifications, or substitutions included with the response to the solicitation may cause it to be considered non-responsive.

4.0 OR EQUAL

4.1 Whenever a process is designated or a manufacturer’s name, brand, or item is designated or described, it shall be understood that the words, “or equal” follow such name, designation, or description, whether in fact they do so or not, unless no substitution is stated in the specifications. Items quoted other than specified must be determined by the Purchasing Analyst as an approved equal. Quoters shall submit to the City their intent to quote an approved equal no later than five (5) calendar days prior to the RFQ closing. Include detailed specifications, cut sheets, and modifications necessary that would make the proposed item equal to the desired specifications.

4.2 Approval of alternate materials and equipment shall rest solely with the City and all quoters shall be notified of such approval by addenda prior to the quote closing.

RFQ 20252008 Chemical Pumps 3

5.0 ADDENDA AND INTERPRETATIONS

Any written addendum issued which includes changes, corrections, additions, interpretations, or information, and issued more than twenty-four (24) hours before the scheduled closing time for filing quotes, shall be binding upon the quoter.

Statements by City staff or its representatives are not binding on City, unless confirmed by written addendum. Addenda will issue and proposers shall receive addenda per City Rule 137- 047-0430, and as follows: City will not mail notice of addenda but will publish any addenda on OregonBuys site. Addenda may be downloaded off OregonBuys site. Proposers should frequently check the OregonBuys site until closing (i.e., at least once weekly until the week of closing, and at least once daily the week of the closing period).

6.0 QUOTE MODIFICATION OR WITHDRAWAL

6.1 Quotes may be modified by written notification on company letterhead signed by an authorized person, stating that the new document supersedes or modifies the prior quote.

6.2 Quotes may be withdrawn by written notification on company letterhead signed by an authorized person and received prior to the time and date set for quote closing.

7.0 CONSIDERATION OF QUOTES

7.1 It is the intent of the City to award a contract to the quoter whose quote will best serve the interest of the City, provided the quote has been submitted in accordance with the requirements of this RFQ and does not exceed the funds available.

Consistent with the provisions of this RFQ, award may be made by item, groups of items, or the entire RFQ upon the City’s determination that it is in the public interest to do so.

7.2 In determining the awardee, the City shall, for the purpose of awarding the contract, add a percent increase to the quote of a nonresident vendor equal to the percent, if any, of the preference given to that quoter in the state in which the quoter resides.

The City shall rely on the Oregon Department of Administrative Services’ published list of states, which gives preference to in-state vendors to determine the percent increase to be added.

7.3 The City shall give preference to materials and supplies manufactured from recycled materials when available at a cost no greater than five (5) percent above the cost of comparable products manufactured from virgin materials. Subsequent contract or purchase order award will be based on this criteria and shall contain applicable standard contract provisions as required by law.

7.4 The City shall have the right to reject any quote that attempts to change any contract term or condition, or that does not evidence the quoter’s intent to abide by the specifications, or that does not otherwise comply with all quote requirements set forth in this RFQ or in the Oregon Public Contracting Code.

7.5 The City may, in its discretion, reject any or all quotes and/or cancel or delay or suspend the quote or award at any time prior to execution of the contract upon the City’s determination that it is in the public interest to do so.

RFQ 20252008 Chemical Pumps 4

8.0 MATERIAL PURCHASES

8.1 The price offered must be exclusive of any sales, purchaser, or consumer tax. Tax exemption certificates will be furnished upon request. Packing and transportation expenses are the responsibility of the quoter. All prices quoted must be F.O.B.

Destination, Freight Prepaid and Allowed, delivered and unloaded at delivery address listed.

8.2 Include complete standard warranty information and factory specifications on the equipment offered. For the warranty, include the length of time, covered components, repair site (city or contractor site) and availability of parts and service not covered under the warranty. If an extended warranty is available, include the details of the extended warranty.

9.0 PUBLIC RECORDS

9.1 This request for quotation and one copy of each original quote received in response to it, together with copies of all documents pertaining to the award of a contract, shall be kept by the City of Eugene Purchasing Office and made a part of the procurement file which shall be open to public inspection. If a quote contains any information that is considered trade secret under ORS 192.345(2), each sheet of such information must be marked with the following;

“This data constitutes a trade secret under ORS 192.345(2) and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS 192.”

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance.” ORS 192.345(2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a quote may depend upon official or judicial determinations made pursuant to the Public Records Law.

9.2 The above disclosure restrictions may not include cost or price information which must be open to public inspection.

10.0 PROTEST OF AWARD

Protests and remedies under this RFQ are exclusively governed by ORS 279B.415.

11.0 RESERVED RIGHTS

The City reserves the right:

A. To reject any Quotes not in compliance with all prescribed public bidding procedures and requirements.

B. To reject for good cause any or all Quotes upon the City’s written finding that it is in the public interest to do so.

C. To reject any and all Quotes not meeting or differing from the specifications set forth herein.

D. To waive any or all informalities in the Quotes submitted.

E. To consider the competency and responsibility of proposers in making any awards.

F. In the event that two or more Quotes are identical in price, fitness, availability and quality, award shall be made in accordance with City Rule 137-046-0300.

G. In the event any proposer or proposers to whom a contract is awarded shall default in executing said contract or in furnishing a satisfactory performance bond within the time

RFQ 20252008 Chemical Pumps 5 and manner herein after specified, to re-award the contract to another proposer or proposers.

H. To extend the deadline for submitting Quotes, in accordance with City Rule 137-047- 0430(3).

I. To negotiate additions or deletions to offered goods and contract price.

J. To seek other Quotes, if deemed in the public interest.

12.0 CONTRACT AWARD

Submittal of a Quote evidences Quoter’s intent to execute and be bound by the terms of the attached contract. The City will enter into contract negotiations regarding any open terms with the highest ranked Quoter. During negotiations the City may require any additional information it deems necessary to clarify the approach and understanding of the requested goods or services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify a level of work and associated fees and costs that best represent the goods and services required.

RFQ 20252008 Chemical Pumps 6

III. SUSTAINABILITY & SOCIAL EQUITY

The City is interested in products and services that have a reduced impact on human health and the environment and that more fully support communities and economies when compared to competing products and services serving the same purpose. For more information regarding sustainability in procurement and related City policy and plans, please refer to the City’s Sustainable Purchasing website at http://www.eugene-or.gov/sustainpurch. The awardee will be expected to support the City’s goals by implementing the following strategies where applicable.

1. WASTE REDUCTION

Pursuant to City Zero Waste efforts, the City aims to prevent waste where possible. In order to increase efficient use of resources, the awarded Proposer shall adhere to the following items as applicable.

1.1. Unnecessary packaging for goods, beyond packaging compliance or practical safe shipping methods, shall be reduced. Proposer to ship goods utilizing one or more of the following methods:

A. Ship products in reusable, refillable, or returnable containers. For example, reusable trays or totes, which can be stored and returned;

B. Minimal packaging material used inside containers. This includes eliminating or reducing the amount of non-recyclable bubble wrap, foam pellets or other like material;

C. Eliminate non-essential parts of packaging, such as individual wrapping of components;

D. Use packaging made with recycled content, biodegradable, and/or non-toxic materials.

E. No point of purchase material or promotional literature.

1.2. The awarded Proposer is to duplex all paper materials that are prepared for the City under the contract, whether such materials are printed or copied, except when impracticable to do so due to the nature of the product being produced.

1.3. Contractor is expected to prevent, reduce, recycle, or otherwise divert waste generated from the provision of services procured by the City. City may request information about diversion tactics utilized and quantities of waste materials diverted.

2. IDLING REDUCTION

In the interest of reducing air and noise pollution and promoting energy conservation, all gasoline and diesel-powered vehicles and equipment shall be idled only as necessary to perform the required duties, including delivery, and for the essential function(s) of the equipment. A driver of a vehicle must turn off the engine upon stopping at the destination and must not cause or allow an engine to idle at any location for more than 20 seconds. This idling policy applies except in the following situations:

2.1. The health and safety of employees, sub-contractors or public is compromised in turning off the vehicle.

2.2. The engine is required to power auxiliary equipment (e.g. hoist, lift platforms, hydraulic tools, inverters, compactors, medical equipment, specialized public safety radio communication and computer systems, etc.)

2.3. Vehicle/equipment manufacturer requires additional idle time for warm up or cool down for efficient and proper mechanical or functional operation of the unit.

http://www.eugene-or.gov/sustainpurch

RFQ 20252008 Chemical Pumps 7

3. ENVIRONMENTALLY PREFERRED PRODUCTS

3.1. To promote and encourage environmentally sustainable practices for companies doing business with the City, the City requests vendors under City contract use environmentally preferable products in production of City work products.

3.2. The awarded Proposer should use environmentally preferable materials that meet performance requirements wherever practical in the fulfillment of this agreement. Environmentally preferable products and services have characteristics that include but are not limited to the following:

o Energy Efficient o Reusable or upgradeable o Recyclable o Contain post-consumer recycled materials o Produce fewer polluting by-products and/or safety hazards during manufacture, use or disposal, and/or o Are certified by an independent accredited third-party program such as EcoLogo or

ENERGY STAR.

3.3. The City desires the use of post-consumer recycled content, chlorine-free paper to encourage environmentally preferable practices for City business wherever practical in the fulfillment of the scope of work.

4. SOCIAL EQUITY

Economic prosperity through diversity and collaboration is fundamental to the Equity in Contracting program. Part of Eugene’s City Council Vision states that we will “Encourage a strong, sustainable and vibrant economy, fully utilizing our educational and cultural assets, so that every person has an opportunity to achieve financial security.” The program aims to reduce barriers for local, small, minority and women-owned businesses to leverage all that our community has to offer, strengthening the business community as a whole.

The City supports the utilization of Minority, Women, Emerging Small Businesses (M/W/ESB), local businesses, Disadvantaged Business Enterprises and Oregon Forward Contractors (OFC) at both a prime and subcontracting and/or supply chain level. The City encourages eligible suppliers to gain certification and encourages the awarded proposer to use the following voluntary practices to promote open competitive opportunities for disadvantaged businesses in the fulfillment of the scope of work:

a. Access lists of certified minority, women, emerging small business or disadvantaged business enterprises from the Certification Office of Business Inclusion and Diversity (COBID) by visiting their website at: https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp to find certified businesses from whom to procure products or services.

b. Visit the Oregon State Oregon Forward Program website at http://ofp.dasapp.oregon.gov/ to search for Oregon Forward Program contractors from whom to procure products or services.

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp http://ofp.dasapp.oregon.gov/

RFQ 20252008 Chemical Pumps 8

IV. REQUIREMENTS / SPECIFICATIONS

The City of Eugene is replacing a total of seven (7) diaphragm chemical pumps for chemical addition to the secondary effluent. There are four (4) that are pumping sodium hypochlorite and three (3) that are pumping bisulfite.

Pump Performance and Design Requirements:

Capacity and Chemical Service

Service 100% Output Capacity

(GPH)

At Pressure

(PSIG)

Automatic Turndown

Maximum 15% Sodium Hypochlorite

248.3 58 1:800

Maximum 38% Sodium Bisulfite 99 145 1:800

Pump Fabrication

1. Pump

a. Fixed suction and discharge stroke length.

b. Drain connection in pump discharge head.

c. Suction single ball check valve.

d. Discharge single ball check valve.

e. Ball-check inlet and outlet valves.

f. Moving parts totally enclosed and self-lubricating. •

g. Complete external control with turndown capability as shown above.

h. Capable of operating dry without damage to any components.

i. Repeatable accuracy: 1 percent of maximum output or better.

j. Nameplate showing chemical, capacity in gallons per hour and pressure ratings.

k. Capable of venting gas/air build-up for Sodium Hypochlorite Pumps for up to 30 seconds without an alarm. If the pump does not begin pumping, "no flow" alarm signal will be activated.

l. Pump output shall be essentially "pulseless" throughout pumping range of pump without need for pulsation dampeners.

m. Pump shall be UL listed for chemical use

2. Drive

a. Motors: 115 VAC.

b. Manually and automatically adjustable speed internal stepper motor drive.

c. Power connection: 3-prong 115 V AC plug

RFQ 20252008 Chemical Pumps 9

Controls

1. Integral with pump.

2. Output control:

a. Manual through push buttons on pump control panel

b. Automatically by 4-20mA external signal or from the plant's DCS via Profibus communications.

3. Digital readout control panel with flow display in gallons per hour.

4. Remote ON/OFF control from plant's DCS via Profibus Communications.

5. Remote FAIL alarm from plant's DCS via Profibus Communications.

6. Communication between pump and plant's DCS via Profibus Communications.

a. No flow condition alarm.

b. Pump flow in GPH.

c. Running status.

d. All other data and programming available at the pump controls shall be available from plant's DCS via Profibus Communications.

7. Plant DCS System shall activate a 120 VAC output to energize gas venting valve upon detection of no flow. Once flow is detected, gas venting valve will be de-energized. If the failure does not clear in 20 seconds, pump fail alarm will be activated.

8. Profibus Communication Module

9. Four pin receptacle on pump panel for connection of Profibus special cable.

Installation

The City maintenance and electrical crews will install the pumps when delivered.

Manufacturer shall provide detailed installation drawings, i.e., mechanical, electrical and instrumentation. .

Manufacturer shall provide all Operation and Maintenance documentation.

The manufacturer will provide a representative to verify installation, guide proper start-up / commissioning, and give operational training for the units, up to 24 hours on site. Manufacturer will provide Certificate of Proper Installation following functional testing and startup.

RFQ 20252008 Chemical Pumps 10

V. FORMS TO BE SUBMITTED WITH QUOTE

CITY OF EUGENE

STANDARD QUOTE FORM

Solicitation No. RFQ 20252008

I, the undersigned, and authorized representative of certify the following: (Company Name)

Acknowledgement of terms, conditions, and specifications

1. The offeror represents that offeror is properly licensed and adequately experienced, equipped, organized, and financed to furnish and deliver the equipment specified and perform the services required.

2. The offeror has carefully checked the figures entered in the Form, has carefully reviewed for accuracy all statements in this quote and attachments, and agrees that the City will not be responsible for any errors or omissions of the offeror in preparing this quote. The offeror agrees that this quote may not be revoked or withdrawn for sixty (60) calendar days after the date on which bids are received.

3. Contract Execution; Performance Bond. The bidder agrees that if this quote is accepted it will, within ten (10) calendar days after having received the Award, execute, and return to the City the Contract in the form included in the Contract Documents and will, at or before that time, deliver the Performance Bond and insurance documentation as required and as applicable.

4. Addenda. The offeror acknowledges that it has received the following Addenda No(s):

and agrees that all addenda issued are a part of the Contract Documents and have been considered in preparing this quote. (Offeror: insert the number of each addendum received; if no addenda were received, write “NONE” in the space.)

Compliance with Laws

Offer hereby agrees to comply with all applicable Oregon public contracting code provisions, as more specifically described in the attached contract and associated Exhibit A. Offeror attests that it complied with the applicable state and local tax laws including, but not limited to, ORS 305.385, ORS 305.620, ORS chapters 316, 317, and 318 for no fewer than six years into the past from signature and will continue to comply with the tax laws during the term of this contract. ____ initials.

Access to Plant or Place of Business

Offeror agrees that the City may enter a contractor’s or subcontractor’s plant or place of business during normal business hours for the following purposes: inspect and/or test supplies or services for acceptance by the City pursuant to the terms of the Contract and investigate the offeror’s minority business certification or other qualifications.

Residency

RFQ 20252008 Chemical Pumps 11

Bidder is _____ is not _____ an Oregon Resident Bidder. An Oregon Resident Bidder, as defined by ORS 279A.120, means a bidder that has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding submission of the bid, and has a business address in this state. If offeror is not an Oregon Resident Bidder, in the field provided indicate the bidder’s (Business) State of Residence. _____________________

Certification of Nondiscrimination

Offeror has not and will not discriminate against a subcontractor in the awarding of a subcontract because a subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or against a business enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225.

Noncollusion

The offeror certifies that the quote has been arrived at by the offeror, independently, and has been submitted without collusion with, and without any agreement, understanding or planned course of action with, any other contractor, offeror, or vendor on materials, supplies, equipment or services, described in the solicitation documents, designed to limit independent quotes or competition. The contents of the quote herein presented and made have not been communicated by the offeror or their employees or agents to any person not an employee or agent of the offeror or its surety on any bond furnished with the solicitation and will not be communicated to any such person prior the closing time of the solicitation.

We therefore offer the following equipment/service at the prices indicated hereon in fulfillment of the requirements and specifications contained within the solicitation documents and all addenda.

ITEM

NO.

DESCRIPTION QUANTITY UNIT PRICE EXTENDED

AMOUNT

Chemical Pumps (Sodium Hypochlorite) per specs

4 EA

Chemical Pumps (Sodium Bisulfite) per specs

3 EA

Freight

1 EA

TOTAL

***Freight (if any) must be included as part of the quote.

RFQ 20252008 Chemical Pumps 12

***Include complete standard warranty information and factory specifications on the equipment offered to include length of time, covered components, repair site (city or contractor site) and availability of parts and service not covered under the warranty. If an extended warranty is available, include the details of the extended warranty.

Completion/Delivery Date:

The offeror agrees, if awarded the contract or a direct purchase, to fully complete the work or deliver the equipment within ______ days after receipt of purchase order or notice to proceed is received from the City of Eugene.

Company: Date:

Signature:

Title:

Name (Print):

Phone:

Address:

Email:

Company contact for this project (if different from above):

Name: Title:

Phone:

Email:

Required Submittals Check List

Requirement Initials

Signed Standard Bid Form

References

RFQ 20252008 Chemical Pumps 13

REFERENCES (Submit with Proposal)

List projects that Proposer completed and that were substantially similar to the project described in this RFQ 20252008

Quoter Name:

Provide additional pages as necessary.

REFERENCE 1

COMPANY: CONTACT NAME:

ADDRESS: PHONE NUMBER:

CITY, STATE, ZIP: EMAIL:

PROJECT DATES: PROJECT VALUE: $

PROJECT DESCRIPTION:

REFERENCE 2

COMPANY: CONTACT NAME:

ADDRESS: PHONE NUMBER:

CITY, STATE, ZIP: EMAIL:

REFERENCE 3

COMPANY: CONTACT NAME:

ADDRESS: PHONE NUMBER:

CITY, STATE, ZIP: EMAIL: