3-08.27.2025 Vineyard City Waste Water System Bacteria RFP.pdf

1. Introduction

• Purpose: Vineyard City is looking for a product to reduce or eliminate odor, grease mitigation, and H₂S.

• Overview: Annual quantities (180 gal used last year; budget for up to 350 gal this year), potential new sites.

• City Context: Vineyard City’s sewer system relies on beneficial bacteria in the sanitary sewer system to help break down organic waste and reduce pollutants before the water reaches downstream treatment processes

• Goals:

o Reduce manhole and lift‐station odors.

o Lower H₂S.

o Control grease buildup per maintenance‐interval standards.

2. Scope of Work

The Contractor shall provide

• Products & Quantities:

o 5-gal drums of BioTifx (or equivalent bacterial consortium).

o Up to 70 drums (350 gal) over 12 months, as needed.

• Service Tasks (if bundled):

o On-site dosing assistance at Vineyard City wastewater facilities.

o Training sessions for Public Works operations staff regarding proper handling, dosing, and application of the product.

• Delivery Locations:

o Primary Delivery Locations:

▪ Lift Station 2 at 273 W 1600 N, Vineyard, Utah

▪ Public Works Building at 262 W 1600 N, Vineyard, Utah o Deliveries shall be coordinated with Vineyard City staff in advance.

o Contractor is responsible for transportation, offloading, and ensuring containers are properly sealed and labeled.

3. Product Technical Requirements

I. Product Description & Composition

• Must be a concentrated liquid microbial consortium comprised of Bacillus strains selected for broad-spectrum degradation of organic wastewater material, including FOG, sludge, H₂S precursors, and odorous compounds.

• Should include proprietary micronutrients and biostimulants to enhance microbial activity and stability.

II. Functional Requirements The product must achieve the following performance outcomes:

• FOG Reduction: Effectively digest fats, oils, and grease—minimizing buildup and reducing manual cleaning or mechanical intervention.

• Sludge Reduction: Improve sludge breakdown, leading to lower disposal volumes and handling costs.

• Odor Control: Inhibit formation of volatile and malodorous compounds, improving ambient air quality without additional chemical treatment.

• H₂S Mitigation: Suppress hydrogen sulfide generation, reducing odor, corrosion, and health hazards.

III. Form & Packaging

• Form: Ready-to-use liquid formulation facilitating ease of use and automation.

• Delivery Units: Supplier must offer one or both of the following:

o 5-gallon (US) pails o 55-gallon (US) drums.

IV. Concentration & Strength

• Product should be among the highest-strength liquid dosing solutions, with approximately 3× the bacterial and micronutrient concentration of comparable competitive products.

• Automated dosing via pump is required to maintain consistent application rates.

V. Dosing Guidelines

• Capable of delivering a dosing range of 1–10 ppm (mg/L); dosage should be adjustable based on specific system flow rate, organic load, and operator objectives.

• Must be compatible with automated dosing equipment to enable scheduled and frequent treatment.

VI. Applications Suitable for deployment in various wastewater environments, such as:

• Lagoons

• Collection systems

• Small-scale wastewater treatment plants

• Industrial and municipal grease interceptors

• Septic systems

VII. 7. Safety, Handling & Compliance

• Must be non-pathogenic and safe for professional handling under standard PPE protocols (e.g., gloves, goggles).

• Supplier must provide Safety Data Sheets (SDS) and documentation confirming compliance with relevant regulatory standards.

• Storage requirements should include stable, sealed containers appropriate to liquid microbial products (the supplier should provide specific temperature or shelf-life details).

4. Contractor Responsibilities:

The Contractor will:

• Supply products meeting Vineyard City’s performance requirements.

• Provide timely delivery within 14 calendar days to designated sites from the day the order is placed.

• Ensure product safety data sheets (SDS) are provided with each delivery.

• Maintain compliance with all applicable federal, state, and local regulations.

• Provide optional service tasks (if included in the proposal).

5. Vineyard City Responsibilities

Vineyard City will:

• Provide access to delivery sites during Vineyard City’s business hours.

• Coordinate with the contractor for scheduling and quantities needed.

• Review and approve product equivalency if alternative brands are proposed.

6. Vendor Qualifications

• Company Profile: Years in business, local distribution capability.

• Past Projects: At least three similar municipal sewer‐system applications, with references and contact info.

7. Proposal Submittal Requirements

• Form & Format: PDF (max 10 pages), labeled sections matching this RFP.

• Content Checklist:

1. Company Information

2. Product Technical Information

3. Detailed pricing (unit price, bulk/volume discounts, delivery fees)

4. Warranty/guarantee terms

5. SDS sheets & product data sheets

6. Completed References form (Attachment A)

7. Standard Contract Terms

8. Pricing Worksheet

• Unit Costs: Cost per gallon or 5-gal drum (Delivered)

• Extended Totals: 70-drum scenario; not-to-exceed total.

• Optional Services: Training fees, performance‐reporting fees, standard delivery, expedited shipping surcharges.

9. Evaluation Criteria & Scoring

Criterion Weight (%) Product Technical Requirement 30 Vendor Experience & References 20 Price & Value 40 Warranty & Support 10

10. Schedule & Submission Instructions

• RFP Issued: September 2, 2025

• Questions Due: September 6, 2025(submit via email to engineering@vineyardutah.gov

• Proposals Due: September 10, 2025, by 3 PM MST, electronically via Bonfire or to engineering@vineyardutah.gov

• Award Decision: September 12, 2025

• Contract Start: Upon Council approval, September 17, 2025

11. Contract Terms & Conditions

• Standard City Clauses: Utah law, indemnity, insurance, nondiscrimination, force majeure.

• Payment Terms: Net 30 days upon invoice and delivery confirmation.

• Termination: For convenience (30 days’ notice) and for cause.

• Contract Term: 12 months from award of the Contract mailto:engineering@vineyardutah.gov mailto:engineering@vineyardutah.gov

• Extension Option: 12-month renewal, up to 4 additional years, at mutual agreement/pricing.

11. Attachments

• A. Reference Form

• B. Pricing Worksheet

• C. Site Map & Delivery Addresses

• D. Standard Contract Template

A. Reference Form

Vendor Reference Form (Submit a Page for Each Reference)

To be completed by the Respondent. Provide at least three (3) references for contracts of similar size and scope performed within the last five years.

1. Client/Agency Name: _________________________________________________________

Service Description: ____________________________________________________________

Annual Contract Value: ________________________________________________________

Dates of Service: ______________________________________________________________

Contact Person: _______________________________________________________________

Contact Phone: ________________________________________________________________

Contact Address: _____________________________________________________________

Certification:

I certify that the information provided is accurate and complete to the best of my knowledge.

Signature: _______________________________________

Name & Title: ____________________________________

Date: ___________________________

B. Pricing Worksheet

Pricing Worksheet

Respondent shall complete the pricing schedule below. Prices must include delivery, handling, and any applicable fees. Additional line items may be added if required. Use additional sheets if needed.

Item Description Unit

Size

Estimated

Quantity

Unit Price

(USD)

Extended Price

(USD)

Beneficial bacteria product

(BioTifx® or equal)

5-gal drum Up to 70 drums $________ $________

2 Standard Delivery Per As needed $________ $________

3 Expedited Delivery Per As needed $________ $________

5 On-site dosing assistance Per visit As needed $________ $________

6 Staff training (on-site) Per session As needed $________ $________

Notes:

• Unit pricing will be used for evaluation and invoicing.

• Estimated quantities are not guaranteed; actual purchases may be higher or lower.

• Contractor must disclose any minimum order requirements or additional delivery fees.

C. Site Map & Delivery Addresses

PW Building

Lift Station 2

Location is:

Public Works Building at 262 West 1600 North, Vineyard, UTAH

Lift Station 2 Building at 273 West 1600 North, Vineyard, UTAH

D. Standard Contract Template

[DRAFT TEMPLATE – FOR REVIEW AND NEGOTIATION]

Agreement for Supply and Delivery of Beneficial Bacterial Products

This Agreement is made and entered into by and between:

Vineyard City (“City”)

125 Main Street

Vineyard, Utah 84059

-and-

[Contractor Legal Name] (“Contractor”)

[Address]

[City, State, ZIP]

1. Scope of Work

Contractor shall supply and deliver beneficial bacterial products (BioTifx® or equal) and provide optional support services as outlined in Exhibit A (Scope of Work).

2. Term

The Agreement shall remain in effect for a period of twelve (12) months from the execution date unless terminated earlier as provided herein. Extensions, up to four (4) additional years, may be negotiated at the City’s discretion.

3. Compensation

The City agrees to pay Contractor per the unit pricing submitted in the Pricing Worksheet

(Exhibit B). No additional charges shall be allowed unless approved in writing by the City.

Invoices to be submitted after delivery and acceptance by the City of the product. Invoices shall be submitted to the City’s Accounts Payable at ap@vineyardutah.gov.

4. Delivery

Products shall be delivered to designated City facilities, including Lift Station 2 and the

Vineyard Public Works Building, as directed by City staff.

5. Compliance

Contractor shall comply with all federal, state, and local laws, regulations, and safety standards.

6. Insurance & Indemnification

Contractor shall maintain general liability, auto, and workers’ compensation insurance as required by City policy. Contractor shall indemnify and hold harmless the City, its officers, and employees from claims arising from Contractor’s performance.

7. Termination

The City may terminate this Agreement for cause or convenience with written notice. Contractor shall be compensated only for products and services delivered and accepted prior to termination.

8. Entire Agreement

This document, including all attachments, constitutes the entire agreement between the parties.

Signatures

City of Vineyard: _______________________________ Date: __________

Contractor: ____________________________________ Date: __________