26-8705_Solicitation.pdf

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION TO BID (ITB)

FOR

COUNTYWIDE CHEMICALS

SOLICITATION NO.: 26-8705

LISA FARNSWORTH PROCUREMENT STRATEGIST I

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-4840

Lisa.Farnsworth@collier.gov (Email)

SOLICITATION PUBLIC NOTICE

INVITATION TO BID (ITB)

NUMBER:

26-8705

PROJECT TITLE: Countywide Chemicals

DUE DATE: NOVEMBER 13, 2026, AT 3:00 PM

PLACE OF BID OPENING: PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FL 34112

All bids shall be submitted online via the Collier County Procurement Services Division Online Bidding System:

https://procurement.opengov.com/portal/collier-county-fl.

INTRODUCTION

As requested by the Public Utilities Water Division (hereinafter, the “Division or Department”), the Collier County Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Invitation to Bid (hereinafter, “ITB”) with the intent of obtaining bid submittals from interested and qualified Bidders in accordance with the terms, conditions and specifications stated or attached. The Bidders, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated herein. All references to “Bidder” are also referred to as “Contractor” and “Vendor.”

The results of this solicitation may be used by other County departments once awarded according to the Board of County Commissioners Procurement Ordinance.

Historically, County departments have spent approximately $4,000,000; however, this may not be indicative of future buying patterns.

BACKGROUND

This solicitation seeks a qualified vendor(s) to provide chemicals to the water, wastewater and parks and recreational facilities throughout Collier County. Collier County Public Utilities Department manages two regional water plants, two regional wastewater plants, two subregional wastewater plants, and several other sites where chemicals are stored and used to treat the County’s water and wastewater supply. The Parks and Recreation Department manages five aquatic pool venues where bulk chemicals are stored and utilized on a routine basis. The awardee(s) will provide chemicals that are needed at these sites in accordance with the specifications and scope of work below.

TERM OF AGREEMENT

The contract term, if an award(s) is made, is intended to be for four (4) years with one (1) one (1) year renewal option.

Surcharges will not be accepted in conjunction with the awarded contract, and such charges should be incorporated into the pricing structure.

Prices will remain firm for the first year of the contract. As noted in Section 5.0 Price Modifications below the County will review price requests for adjustments on an annual basis on the anniversary of the contract commencement date and each year thereafter for the life of the contract.

AWARD CRITERIA

ITB award criteria are as follows:

The County’s Procurement Services Division reserves the right to clarify a Bidder’s submittal prior to the award of the solicitation.

It is the intent of Collier County to award to the lowest, responsive and responsible Bidder(s) that represents the best value to the County.

For the purposes of determining the winning bidder, the County will select the Bidder with the lowest price as outlined below:

• Per line item https://procurement.opengov.com/portal/collier-county-fl

Collier County reserves the right to select one, or more than one Bidder award on a line-item basis, establish a pool for quoting, or other options that represents the best value to the County; however, it is the intent to:

• Primary, Secondary and Tertiary

The County reserves the right to issue a formal contract or standard County Purchase Order for the award of this solicitation.

DETAILED SCOPE OF WORK

Vendors shall provide the chemicals, inclusive of all storage tanks, charges and fees (including fuel surcharges) quoted on the bid, to the Division for the period identified in the scope of work. The County reserves the right to add additional delivery locations during the term of the resultant agreement(s).

1. Technical Specifications

As a part of this award the Vendor(s) shall comply with all aspects of this solicitation, including the following

1.1. Vendors must comply with specifications as identified on the attached Chemical Specification Sheets, including standard and emergency deliveries. Carriers must comply with all Federal and State regulations associated with the safe and proper handling and delivery of chemicals associated with this ITB (e.g. DOT, Environmental Protection, OSHA, etc.).

1.2. Consider the County Departments as a “keep fill” or “empty out” customer with a minimum of four-hour notice prior to delivery.

1.3. Safety Data Sheets (SDS) on all initial chemical deliveries, and any time thereafter when a chemical change occurs or as requested.

1.4. Provide technical and safety assistance as requested by the County and as described on chemical sheets.

1.5. Test and performance data on chemicals identified by the County.

1.6. Semi Annual Business Reviews, along with usage reports, with Site Managers to provide an opportunity to:

1.6.1. Discuss chemical usage reports; reports must include, but not limited to type of chemicals purchased, volume purchased by plant, manufacturer, fill rate, price, etc.,

1.6.2. Review current business processes, and consider “best practices” to help reduce future costs and maximize efficiencies in the procurement and delivery of chemicals

1.6.3. Consider possible pilot program efficiencies particularly around new technology or chemical development.

2. Bid Schedule

2.1. Vendors should closely examine the unit of measure (UOM) prior to providing bid pricing; the Water and

Wastewater UOM’s are very similar. The UOM’s for Parks and Recreation are different, and generally in smaller quantities.

2.2. A unit price will be submitted by the Vendor(s) for all chemicals they can supply that are listed. All chemical unit prices submitted shall be fully inclusive of any and all costs associated with providing the product, including any applicable tariffs, import duties, governmental assessments, fuel, etc. The County will not accept tariff surcharges or any other additional fees beyond the unit price submitted.

2.3. Completion of all line items in the Bid Schedule is not mandatory. Vendors shall enter pricing solely for the products they are qualified and able to provide in accordance with the Exhibit J1 and Exhibit J2, Chemical Specification Sheets. For any line item the Vendor is unable to provide, a value of zero ($0) shall be entered.

Line items marked with a zero ($0) will not be considered non‑responsive.

3. Orders

Order placement shall include Purchase Order, Contract Number, Division Name, Division Representative Name, and Contact Information, Bid Line-Item Number, and Delivery Address, if applicable.

3.1. The Vendor shall inform the Division Representative at order placement if the material(s) are available and ready for delivery within one (1) business day.

3.2. Orders shall be processed within five (5) business days of order placement and in the quantities requested.

3.3. The Vendor shall notify the Division Representative within two (2) business days that the materials are ready and available for pickup, delivery, or installation.

3.3.1. If the Primary Vendor cannot fill orders, the Division may order from the Secondary Vendor.

3.3.2. If materials are unavailable from all awarded Vendors, the County reserves the right to request informal quotes off contract or utilize other contracts to purchase materials following the Procurement Ordinance.

4. Delivery

4.1. Signature and retainage of the Chemical Hazardous Material Delivery Checklist, Exhibit O, for each chemical delivery. The checklist shall be completed in detail and accompany the delivery manifest(s) and be maintained within the specific vendor’s file for a period of no less than 5 years. Chemical Hazardous Material Checklist is included below.

4.2. Rejection and Compensation

4.2.1. In certain situations, deliveries may be rejected due for operational, administrative, or logistical reasons. This section establishes the conditions under which compensation may be provided when a delivery is rejected due to circumstances attributable to the County.

4.2.2. A delivery shall be considered County-attributable if rejected due to the following:

4.2.2.1. Incorrect vendor or product ordered by the County. Incorrect quantity ordered by the County.

Insufficient storage capacity at the delivery location. Site not ready to receive delivery upon arrival. Access limitations or site conditions preventing safe unloading.

4.2.3. If a delivery is rejected due to County-attributable causes, the County shall compensate the Vendor for transportation costs as follows:

4.2.3.1. A return/trip charge not to exceed $750 per occurrence OR actual documented transportation costs, whichever is less. The vendor will be required to provide supporting documentation to obtain this fee, including a written request to the contract manager and backup information for transportation costs.

4.3. Restocking & Disposal Fee (Resalable Products Only)

4.3.1. If the rejected product can be returned to inventory and resold, a restocking fee may be applied under the following conditions:

4.3.1.1. Restocking fee shall not exceed 10% of the product value. Product must be in original condition and suitable for resale. Vendor must provide documentation supporting the restocking fee

4.3.2. No restocking fee shall apply to products that are not returned to inventory.

4.4. Non-Resalable Product / Disposal

4.4.1. If the rejected product cannot be reasonably resold and must be disposed of due to product-specific limitations (such as specifically formulated for Collier County Contract, shelf life, regulatory constraints, or contamination risk), the County may compensate the Vendor under the following conditions:

4.4.1.1. Vendor must demonstrate that the product cannot be resold, redirected, or returned to inventory.

Vendor must provide documentation of disposal method and associated costs. Vendor shall take all reasonable measures to mitigate loss, including attempting to redirect or resell the product.

Compensation shall be limited to:

4.4.1.1.1. Documented disposal costs OR up to 50% of the product value, not to exceed the total amount approved by the County. This provision is intended to apply only to products with limited shelf life or custom formulations.

4.5. Exclusions (Vendor Responsibility)

4.5.1. No compensation shall be provided if the delivery is rejected due to Vendor-related causes, including but not limited to:

4.5.1.1. Product not meeting specification requirements. Delivery outside approved delivery windows.

Failure to coordinate delivery with the County. Incorrect product delivered. Safety or compliance deficiencies

4.6. Delivery Schedule

4.6.1. Deliveries must be scheduled a minimum of seven (7) business days prior to the County’s need.

Shipments shall be received between the hours of 8:00 AM and 4:00 PM EST, Monday through Friday, within eight (8) business days after verbal receipt of the order from the County.

5. Price Modifications

5.1. Price increase requests may be submitted on an annual basis (after 365 calendar days from the agreement commencement month/day). Retroactive price adjustments are not authorized.

5.2. Price increase requests shall be submitted in writing by email to the County Contract Administrator 30 days before the annual contract anniversary date for consideration.

5.3. A form will be provided to submit request price increase, which will require:

5.3.1. Name of chemical, existing price, proposed price increase and reason for price increase.

5.3.2. Examples of allowable reasons would include supplier material agreements, distributor invoices, proof of fuel price increases. This is not meant to be the only reasons that can be provided for the increase.

Vendors must submit the request for price change form 30 days prior to the end of the one-year period.

5.4. County Contract Administrator shall analyze prices to determine increases are fair and reasonable using the following methods: price competition (reviewing competitive bids or offers), market prices, historical prices, or independent estimates.

5.5. Vendor shall continue to fill all purchase orders received at the current agreement prices during the review process.

5.6. The Procurement Director has the authority to approve price adjustments in accordance with the Procurement Ordinance, as amended. The bid tabulation shall be modified with the price increases and uploaded into the County’s Finance system.

5.7. Price increase requests are not guaranteed. If approved, the Procurement Director or designee will notify the Vendor in writing with the effective date of any approved price increases.

6. Documentation Requirements

6.1. All compensation requests must be submitted in writing and include appropriate supporting documentation.

The County reserves the right to review and approve all claims prior to payment.

6.2. All documentation required in the attached specification sheets shall be provided in the bid submittal and/or before the Notice of Recommended Award (NORA).

7. Limitation of Liability

7.1. In no event shall the County be responsible for consequential, incidental, or indirect damages. Compensation under this section shall be limited strictly to the categories and caps defined herein.