2027 Chemical Bid-Final.pdf

Dutchess County Water and Wastewater Authority 2027 Water and Wastewater Treatment Chemical Purchases

NOTICE TO BIDDERS

Dutchess County Water and Wastewater Authority (hereinafter referred to as “Authority”) will accept bids for Water and Wastewater Treatment Chemicals for 2027 in accordance with the specification and requirements in the Scope of Services.

INSTRUCTIONS TO BIDDERS

All bids shall be sealed in a separate envelope distinctly marked “Bids for the Water and Wastewater Treatment Chemicals for 2027" and sent directly to the Authority office. In order to place a bid for this annual agreement, documents can be obtained in PDF form via www.bidnetdirect.com or via New York State Contract Reporter at www.nyscr.ny.gov. For bidding purposes, the Contract Documents must be obtained only from the Authority via Bidnet or Contract Reporter. Contract Documents obtained from any other source are for information only and the Bidder is advised that it assumes the responsibility of errors that may be a result of using such documents.

The awarded bidder shall submit proof of insurance as required and shall name the “Authority” as an additional insured. Within fifteen (15) days of award, all insurance certificates must be on file.

Request for prior years bid results should be addressed to the FOIL Officer thru direct mail, fax: 845- 486-3656, or email: dcwwa@dutchessny.gov in accordance with the guidelines provided on the DCWWA website’s Frequently Asked Questions (FAQ) page at: WWW.DCWWA.ORG.

BID SUBMISSION

Bids must be submitted on the Authority Bid Form contained in the contract documents. A Notarized Certificate of Non-Collusion also must be submitted. Bids can be either mailed or hand-delivered. For hand delivery, there is a secure drop box located at the backdoor entrance within the back-parking lot that bids can be inserted. Bids shall be submitted in a sealed envelope addressed as follows:

Executive Director

1 Lagrange Avenue Poughkeepsie, NY 12603

Bid for the Water and Wastewater Treatment Chemicals for 2027

BID TIME

Bids shall be received at the office of the Dutchess County Water and Wastewater Authority until 1:00 P.M. (local time) on Wednesday, August 26, 2026 at the 1 Lagrange Avenue, Poughkeepsie, NY 12603 address and publicly opened and read aloud. Bids received after that time will not be considered. Bids will be reviewed, and the Contract will be awarded within sixty (60) days of receipt of bids.

BY ORDER OF THE DUTCHESS COUNTY WATER & WASTEWATER AUTHORITY

AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER

http://www.bidnetdirect.com/ http://www.nyscr.ny.gov/ mailto:dcwwa@dutchessny.gov http://www.dcwwa.org/

Request for Proposal for 2027 Water and Wastewater Treatment Chemical Purchase

Attachment A

Scope of Services

Request for Proposals for 2027 Water and Wastewater Treatment Chemical Purchase

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SCOPE OF SERVICES

1.0 General

The Contractor will supply professional services for the purchase and transport of water and wastewater treatment chemicals in accordance with all applicable laws, rules, regulations and regulatory agencies, including but not limited to the United States Environmental Protection Agency (USEPA), Occupational Safety and Health Administration (OSHA), NYS Department of Environmental Conservation (NYSDEC), NYS Department of Health (NYSDOH), Dutchess County Department of Behavioral and Community Health (DBCH), NYS Department of Transportation (DOT), and NYS Department of Motor Vehicles (DMV). This would also include Dutchess County Water and Wastewater Authority (“DCWWA”, the “Authority”) regulations and standards. It is the intent of these specifications, terms and conditions to describe the water and wastewater treatment chemicals required by the Authority. The chemicals will be transported, as needed, to the various locations throughout the Authority’s service area as described in this Scope of Service.

2.0 Standard Services

2.1 Hazardous Materials Requirements

Contractor shall be responsible for ensuring compliance with all Federal, State, and local environmental health and safety laws and regulations concerning the transport, handling, storage, delivery, transfer, and cleanup of hazardous materials while performing work under the Agreement.

Contractor shall provide a copy of a Spill Response Plan within fifteen (15) days after receipt of Notice of Award, including the name(s) and phone number(s) of the contact person(s).

All water and wastewater treatment chemicals shall conform to American Water Works Association (AWWA), National Chlorine Institute (NCI), and NSF standards and guidelines where applicable. All containers shall bear the NSF marking. Contractor shall supply name of chemical manufacturer they will be using to supply the particular chemical. Change of manufacturer requires written notice to the Authority and written approval by the Authority to change manufacturers.

2.2 Delivery by Tanker Truck/Trailer

The Contractor shall observe the entire filling operation at each delivery site and shall be responsible for minimizing and cleaning up any spillage due to such operation. Any spillage shall be reported immediately to Authority personnel. If the Authority has to hire a Contractor to clean up the spill, all costs for clean-up will be the Contractor’s

2 | P a g e responsibility. No leakage to the atmosphere or surface/subsurface environment will be permitted. No waste material shall be disposed of in Authority receptacles. No vehicle washing may be done on the Authority’s property.

The Contractor will call Authority personnel prior to the delivery truck leaving the chemical plant. The Contractor shall have the ability to make all applicable deliveries at ground level and/or loading dock level with a pallet jack and lift gate if needed.

Prior to opening any treatment plant valves, a grab sample may be taken from the lowest point available on the tanker/trailer and be analyzed for pH, specific gravity and appearance. This information will be checked against the certificate of analysis.

Load will be accepted once accurate information is confirmed. A second sample will be taken approximately halfway through the delivery process and analyzed. Offloading can continue after accurate information is confirmed. Exceptions will be made if the chemical received is in carboys, drums or containers being delivered by independent freight haulers. In such instances, chemical supplier will seal all drums, carboys and/or containers with identifiable markings covering all caps and barrel rings. Upon delivery, the Authority staff will verify all markings against those provided by the vendor and all paperwork provided by the delivery driver. Proper identification of all delivery drivers will be required.

In the event of nonconformance with these specifications, terms and conditions, the Authority reserves the right to reject any chemical delivery and the Contractor shall be responsible for all expenses incurred as a result of said nonconformance specified therein. No payment shall be made for any chemicals that are rejected.

The tankers/trailers used for delivery shall be clean and free of residue that may contaminate the product or impede the unloading process. It is the Contractor’s responsibility to verify the cleanliness of the transporting equipment before loading.

All appurtenant valves, pumps, and discharge hoses used for the delivery of chemical shall be furnished by the Contractor and shall be clean and free from contaminating material. The Authority may reject any load if the equipment is not properly cleaned.

If the Authority has deposit returns which are not picked up at the time of delivery by the vendor, the Authority will subtract from the order an equivalent amount from any deposit due the vendor. Any special requirements outlining the Authority’s responsibility must be listed.

2.3 Work Schedule

The Contractor shall mobilize a tanker truck to the site for chemical delivery within seven (7) days of order placement. Contractor will confirm in writing via email all orders when placed to avoid verbal mistakes and missed shipments. All orders will be delivered when promised without delay.

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Because the site(s) are located in residential neighborhoods, the delivery times will be limited to the hours of 8:00 a.m. to 4:00 p.m., Monday to Friday unless an alternate time is approved or required by the Authority. Access to the water or wastewater treatment facility may need to be arranged in advance with Authority staff.

Work covered by this Scope of Services shall include all supervision, labor, equipment, handling, storage, transport (including all fuel charges), delivery and transfer of all chemicals purchased. All documentation related to the transport, delivery and transfer of all chemicals shall be furnished to the Authority upon completion of each job and with all payment requests. To clarify: the rate that you state on the bid form for each chemical will be the rates that are to be charged on the invoice. No other costs/charges other than what is on the bid form will be honored. The cost stated on the bid form will remain the same for the entire duration of the contract with no escalation in cost permitted or honored. It is the responsibility of the Contractor to make sure they understand all aspects of the Scope of Services and bid documents before placing their bid.

2.4 Building and Grounds

The Contractor shall take great care to not spill any liquid and/or material on the ground at the site. All hoses shall be pumped dry before disconnecting and any additional material left in the hose or pump shall be containerized/captured and emptied into the tanker truck.

Special precautions shall be taken to ensure safety of existing buildings and structures on the site, including hydrants, fences, gates, lawn areas, trees, and other items in the vicinity of the work site. The Contractor shall take special care to avoid driving in areas that will cause damage to lawn areas as the Contractor will be required to repair such areas.

Remove all debris and rubbish from the site as fast as it accumulates during the progress of the work. On completion of the work, the premises shall be left in a clean, presentable condition.

2.5 Chemicals and Locations

All suppliers must comply with requirements for NYS DOH part 5-1.51 (m) by disclosing concentrations of Acrylamide and Epichlorohydrin as follows:

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(m) Each public water system must certify annually in writing to the State that when Acrylamide and Epichlorohydrin are used in drinking water systems, the combination (or product) of dose and monomer level does not exceed the levels specified as follows:

Acrylamide = 0.05% dosed at 1 ppm (or equivalent) Epichlorohydrin = 0.01% dosed at 20 ppm (or equivalent)

Certification can rely on manufacturers or third parties, as approved by New York State.

Drinking water additives/chemicals certified pursuant to American National Standards Institute (ANSI)/National Sanitation Foundation (NSF) Standards 60 or 61. Product evaluation, certification and listing shall be performed by an ANSI accredited laboratory/organization. The following organizations are currently ANSI accredited: UL certification, or NSF certification.

All chemicals must be available to be shipped to any of the DCWWA locations and are not limited to delivery to just one of the locations stated below.

**** Please note for the Liquid Chlorine chemical used at the Hyde Park facility, The Authority reserves the right to make primary and secondary awards for this chemical.

The primary award shall be made to the lowest responsive and responsible bidder.

The secondary award shall be made to the next lowest responsive and responsible bidder and shall be used only when the primary contractor is unable or unwilling to furnish the required material within the time specified or otherwise fails to perform under the contract.

The following approximate amount of chemicals are estimated for an ANNUAL usage:

Dalton Farms Water Treatment Plant Town of Beekman 91 Recreation Road Poughquag, NY 12603

1. Sodium Hypochlorite – 12-1/2-15% strength, approximately 520 gallons, in lots of five (5) 15-gallon containers

Dalton Farms Wastewater Treatment Plant

91 Recreation Road Poughquag, NY 12603

1. Sodium Hypochlorite – 12-1/2-15% strength, approximately 2,440 gallons in 5-gallon carboys or 15-gallon carboys.

2. Sodium bisulfate – approximately 640 gallons in 15-gallon carboys

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Central Dutchess Water Transmission Line Pump Station

Town of Poughkeepsie 21 Page Park Drive Poughkeepsie, NY 12603

1. Sodium Hypochlorite – 12-1/2-15% strength, approximately 1,200 gallons, in lots of eight (8) 5-gallon containers

Birch Hill Water System

165 Reilly Road LaGrangeville, NY 12540

1. Sodium Hypochlorite – 12-1/2-15% strength, approximately 340 gallons, in 5-gallon carboys.

2. Sodium Hydroxide – 700 gallons in lots of 60 gallons per month in 15-gal containers

3. 37% Phosphoric Acid NSF 60 at a usage of 178 gal. in 15- or 5-gallon containers

Shore Haven Water System

Town of Pawling 11 Rocky Mountain Way Holmes, NY 12531

1. Sodium Hypochlorite – 12-1/2-15% strength, approximately 448 gallons, in 5-gallon carboys or 15-gallon carboys.

2. Caustic Soda - 25% - approximately 525 gallons, lot of One (1) 15-gallon container per delivery.

3. Ammonia - NSF certification. 20-30% (closer to 28-30%) Approximately 36 gallons, in lots of two (2) 1-gallon containers.

4. Water Softener Salt - Approximately 18,250 pounds, in lots of one (1) pallet of 50-pound bags.

Pinebrook Wastewater Treatment Plant 225 Pinebrook Drive Hyde Park, NY 12538

1. Sodium Bicarbonate - 50lb. bags sold in lots of 10 bags, approximate annual usage is 183 bags or 9,150 lbs.

Greenfields Water Treatment Plant 191 Cream Street Poughkeepsie, NY 12601

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1. Sodium Hypochlorite – 12-1/2-15% strength, approximately 320 gallons in sixty-four (64) 5-gallon carboys.

Quaker Hills Water Treatment Plant 35 Quaker Hill Drive

1. Sodium Hypochlorite – 12-1/2-15% strength, approximately 310 gallons in 5-gallon

Hyde Park Water Treatment Plant

48 South Drive

1. Aluminum Sulfate - Liquid Alum, approximately 260,000 pounds, in 4,000-gallon lot deliveries.

2. Liquid Chlorine - approximately 12,000 pounds, in lots of nine (9) 150-pound containers. *Please see note that states that this chemical only will be awarded to the two (2) lowest responsible bidders to avoid any delay or shortages in delivery.

When the primary vendor is unable to deliver the product, the secondary vendor will be contacted to supply this chemical.

3. Sodium Tri-Polyphosphate – medium density, technical, dry food grade, granular, fourteen (14) fifty-pound bags, approximately 19,000 pounds.

4. Sodium Hypochlorite – 12-1/2-15% strength, approximately 2,910 gallons, in fifty

(50) 5-gallon carboys.

5. Copper Sulfate – medium grade, crystal, in 40 or 50-pound bags, approximately 2,200 pounds.

Valley Dale Wastewater Treatment Plant 68 Forest Valley Rd.

Pleasant Valley, NY 12569

1. Sodium Hypochlorite – 12-1/2-15% strength, approximately 880 gallons in 5-gallon

Valley Dale Water Treatment Plant 76 Forest Valley Rd.

Pleasant Valley, NY 12569

1. Sodium Hypochlorite – 12-1/2-15% strength, approximately 220 gallons in 5-gallon carboys.

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Tivoli Water Treatment Plant 26 Public Works Rd.

Tivoli, NY 12583

1. Sodium Hypochlorite – 12-1/2-15% strength, approximately 820 gallons in 5-gallon carboys.

Tivoli Wastewater Treatment Plant 26 Public Works Rd.

Tivoli, NY 12583

1. Sodium Hypochlorite – 12-1/2-15% strength, annually 2,165 gallons, in 5-gallon carboys and 15-gallon carboys.

2. Sodium Bisulfite – annually 720 gallons in 15-gallon carboys.

Southcross Water Treatment Plant 51 Long Meadow Drive Staatsburg, NY 12580

1. Sodium Hypochlorite – 12-1/2-15% strength, annually 180 gallons, in 5-gallon carboys and 15-gallon carboys.

Attachment B

Bid Form

Water and Wastewater Treatment Chemical Purchases for 2027

Authority Bid Form

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Company Name: _________________________________

Completed by: _________________________________ Signature/Title:

Phone Number: _________________________________

E-MAIL Address: _________________________________

Address: _________________________________

NOTE: IF THERE ARE ANY CONDITIONS (SUCH AS RETURNING CARBOYS WRAPPED IN PLASTIC OR TAPE AND PLACING ON A PALLET) PLEASE NOTE THEM FOR EACH LINE ITEM. IF YOU DON’T STATE YOUR

CONDITIONS, WE WON’T BE REQUIRED TO ADHERE TO THEM.

1. Aluminum Sulfate - LIQUID Alum, approximately 260,000 pounds, in 4,000-gallon lot deliveries to the Hyde Park facility.

Cost per dry pound: $________ Deposit: $________ (if applicable) Other charges or Conditions: ____________________________________________________

2. Liquid Chlorine - approximately 12,000 pounds, in lots of nine 150-pound containers. To be awarded to the two (2) lowest responsible bidders as a primary and secondary supplier. See the note in the Scope of Work.

Cost per pound: $________ Deposit: $__________ (if app.)

3. Sodium Hypochlorite - 12-1/2-15% strength, approximately 12,573 gallons, in lots of one to twenty

15-gallon carboys, and 5-gallon carboys.

Cost per gallon (15 gal): $________ Deposit: $_________ (if app.)

Cost per gallon (5 gal): $_________ Deposit: $__________ (if app.)

4. Sodium Tri-Polyphosphate - dry food grade, medium density, technical, granular, approximately 19,000 pounds annually, in lots of 50-pound bags.

Cost per pound: $_________ Deposit: $__________ (if app.)

Other charges or Conditions:_____________________________________________________

5. Copper Sulfate – medium or coarse grade, approximately 2,200 pounds, in lots of 40 or 50-pound bags.

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6. Caustic Soda - 25% - approximately 525 gallons, in a minimum lot of one (1) 15-gallon container & 5-gallon container.

Cost per gallon (15 gal): $________ Deposit: $__________ (if app.)

7. Sodium Thio-sulfate - approximately 1,800 pounds, in lots of 100 pounds, in 50 or 100-pound bags.

Cost per pound (50 lb bag): $_________ Deposit: $__________ (if app.)

Cost per pound (100 lb bag): $_________ Deposit: $__________ (if app.)

8. Potassium Permanganate – approximately 500 lbs. per year in 50 lb. pails.

9. Water Softener Salt - Approximately 18,250 pounds, in lots of 1 pallet (approximately 62 bags) per month of 40 or 50-pound bags.

Cost per pound: $__________Deposit: $__________ (if app.)

10. Ammonia - Approximately 36 gallons, in lots of two (2) 1-gallon containers:

Cost per gallon: $__________Deposit: $__________ (if app.)

11. Sodium Bisulfite – Approximately 720 gallons in 15-gallon carboys.

Cost per gallon (15 gal): $__________Deposit: $__________ (if app.)

12. Sodium Bisulfate – Approximately 640 gallons in 15-gallon carboys.

Cost per gallon(15 gal): $__________Deposit: $__________ (if app.)

13. Sodium Bicarbonate - 50lb. bags sold in lots of 10 bags, annual usage is 183 bags or 9,150 lbs.

Cost per pound: $__________Deposit: $__________ (if app.)

14. Sodium Hydroxide – 700 gallons in lots of 60 gallons per month in 15-gallon containers

Cost per gallon: $__________Deposit: $__________ (if app.)

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15. 37% Phosphoric Acid, NSF 60 - 178 gallons annually in 15 or 5-gallon containers

Cost per gallon (15 gal): $________ Deposit: $__________ (if app.)

16. Bio-Sanitizer tablets: 73% Calcium Hypochlorite, 2-5/8" tablet

Cost for a 45lb. Container: $________ Deposit: $__________ (if app.) Other charges: _________

Cost for a 25lb. Container: $________ Deposit: $__________ (if app.) Other charges: _________

Sample Standard Service Contract

SAMPLE

STANDARD SERVICE CONTRACT

The Dutchess County Water and Wastewater Authority (hereinafter referred to as the “Dutchess County Water & Wastewater Authority”, the “Authority”, the “DCWWA”) enters into this contract with (Contractor Name and Address) hereinafter referred to as the “Contractor,” for the conduct of certain services, upon the following terms and conditions:

1. STATEMENT OF WORK. The Contractor shall use its best efforts to conduct the Scope of Services indicated on Attachment “A”, which is incorporated herein and made part of this contract.

2. ESTIMATED COST. The cost (fees and/or expenses) for total service under this contract is detailed in Attachment “B” and includes any related travel or out of pocket travel expenses.

3. PERIOD OF SERVICE. The period of service shall be for twelve (12) months from

January 1, 2027 through December 31, 2027 unless extended by mutual written contract or terminated in accordance with the terms of this contract.

4. PAYMENT. The Dutchess County Water & Wastewater Authority will pay Contractor for services that have been received and accepted by the Authority. The Contractor shall submit no later than the 5th day of each month documents as the Authority requires which are the Contractor Invoice, an Authority Voucher, and Certified Payroll if needed, to process payment for the previous period. Should all documents required be found satisfactory, the Authority will schedule payment no later than the 5th day of the following month.

5. GENERAL PROVISIONS. It is understood that this Contract is for services and is not for employment, and that the Contractor is not to be considered an employee of the Dutchess County Water & Wastewater Authority.

6. HOLD HARMLESS. The Contractor agrees to protect, save and hold harmless and indemnify the Dutchess County Water & Wastewater Authority against any and all costs (including attorney’s fees) and liability whatsoever for injury to or death of any person or persons, including but not limited to contractor and/or contractor’s employees, or for loss or for damage to any property, occurring in connection with or in any way incident to this contract. The Contractor shall have and submit proof of insurance as follows and shall name the “Dutchess County Water and Wastewater Authority” as an additional insured:

a. Workers’ Compensation and disability benefits covering employees or agents at statutory levels as required by law. For ALL out of NYS contractors, the Certificate of Insurance must also state: “This policy is extended to cover the insured’s operation and locations while working in the State of New York and benefits will be paid under the New York Workers’ Compensation Law”. Any of the following are acceptable Workers Compensation forms that need to be submitted as proof of benefits: C105.2 or U26.3. An Acord form listing the coverage dates is not acceptable proof of Workers Compensation.

b. Comprehensive General and Employer’s Liability including premises – operation, explosion and collapse, underground hazard, product/completed operations hazard, contractual insurance, board form property damage, independent

SAMPLE

contractors and personal injury written on an occurrence basis - $1,000,000 each occurrence, $2,000,000 total aggregate, which shall include a $1,000,000 aggregate for pollution incidents.

c. Automobile Liability - $1,000,000 combined single limit bodily injury and property damage covering motor vehicles owned, non-owned, hired or otherwise used by, or furnished for, or used in connection with, the services provided.

d. Excess Liability Coverage – in an Umbrella form in the amount of $5,000,000 per occurrence, $5,000,000 aggregate.

For General Liability, waiver of subrogation in favor of the Dutchess County Water and Wastewater Authority shall apply and be noted on the Certificate of Insurance.

Within fifteen (15) days of bid award, the successful bidder shall provide the Dutchess County Water and Wastewater Authority with all required insurance certificates.

The Contractor shall maintain all required insurance coverages for the life of the contract, up until and including, the issuance of final payment to the Contractor by the Dutchess County Water & Wastewater Authority.

7. TERMINATION. This contract shall terminate upon full performance of the services stated in Attachment A. Either party may terminate this contract upon a 30 day written notice to the other party.

8. NOTICE. Except as otherwise provided in this agreement, notice required to be given pursuant to this Agreement shall be made in writing and addressed to the following parties:

Executive Director Dutchess County Water & Wastewater Authority 1 Lagrange Avenue Poughkeepsie, NY 12603

9. CHOICE OF LAW, VENUE. Any dispute arising from this Agreement shall be determined pursuant to the laws of the State of New York. The parties hereby choose the New York State Supreme Court, Dutchess County as the forum for any such dispute.

10. ENTIRE AGREEMENT. The terms of this Agreement, including its attachments and exhibits, represent the final intent of the parties. Any modification, rescission or waiver of the terms of this Agreement must be in writing and executed and acknowledged by the parties with the same formalities accorded this basic Agreement.

(Contractor Name) Dutchess County Water and Wastewater Authority

Contractor Executive or Deputy Director

Dated: __________________________ Dated: ________________________

Request for Proposal for Water and Wastewater Treatment Chemical Purchase

Non-Collusion Form

NON-COLLUSIVE PROPOSAL CERTIFICATION

PURSUANT TO SECTION 103-D OF THE GENERAL MUNICIPAL LAW, STATE OF NEW YORK

By submission of this proposal the proposer certifies that:

A. This proposal has been independently arrived at without collusion with any other proposer or without any competitor or potential competitor.

B. This proposal has not been knowingly disclosed prior to the opening of proposals for this project to any other proposer, competitor or potential competitor.

C. No attempt has been or will be made to induce any other person, partnership or corporation to submit or not to submit a proposal.

D. The person signing this proposal certifies that (s)he has fully informed (her)himself regarding the accuracy of the statements contained in this certification and under penalties of perjury, being applicable to the proposer as well as the person signing in its behalf.

Name of Proposer

By (Signature)

(Printed or Typed Name)

Title

Date

STATE OF NEW YORK:

COUNTY OF :

On this day of , 20 , before me, the undersigned, a Notary Public in and for said State, personally appeared to me personally known or proved to me on the basis of satisfactory evidence to be the individual whose name is subscribed to the within instrument and acknowledged to me that he/she executed the same in his/her capacity, and that by his/her signature on the instrument, the individual, or person upon behalf of which the individual acted, executed this instrument.

Notary Public