3.11.2026 G and S Bid Advertisement Template.docx

REQUEST FOR QUOTATION

City of Toledo One Government Center 640 Jackson Street Toledo, Ohio 43604

Goods and Services

2026 Pneumatic pumps, Wellheads and Fitting Purchase Requisition Number 10008740

Issued By Department of Public Service, Division of Solid Waste

Date Issued October 22, 2026

Response Submission Date and Time

Tuesday, November 10, 2026 at 1:30 PM EST

Bids will be read at 2:00 PM EST

Submit online through PlanetBids: https://pbsystem.planetbids.com/portal/22576/portal-home

SCOPE AND SPECIFICATIONS

The scope of services shall be to provide the following goods for the City of Toledo’s Hoffman Road Landfill, GCCS. Installation of the equipment will be by others

· Landfill gas wellheads for installation on a vertical extraction well, 2-inch diameter

· fine control globe-type or similar valves for wellheads

· Suitably sized Fernco couplers with stainless steel clamps

· 2” Kanaflex or equivalent flexible piping

· Suitably sized Kanaflex Power Lock clamps or equivalent

· Pneumatic pumps for LFG condensate removal from vertical gas wells

· Pneumatic pumps for LFG condensate removal from vertical condensate sumps

· Appropriate regulators, discharge hose assembly (5’ section), necessary fittings and clamps for new pneumatic pumps

· Optional Cleaning kits (including cleaning station, brushes, tools, etc.) for pneumatic pumps

· 1-day on-site training session to address inspection, cleaning and maintenance of pumps

Each bidder may submit a quote for one, two or all three of the Goods categories listed below. This is considered a Unit Price contract. The quantity will be determined based on quote received and available funding. For the purposes of submitting a quote, any price break points based on quantity should be provided. Include any incentives that the supplier may offer if a certain, minimum quantity is ordered.

Payment terms are requested to include a discount for early payment within 14 days and a lesser discount if paid within 30 days. No payment discount is expected for a net 45 days arrangement.

Supplier and manufacturer of wellheads, wellhead components, pneumatic pumps and appurtenances shall have been in business for a minimum of 5 years, with a demonstrated record of successful installations and use at landfill facilities comparable to the Hoffman Road Landfill.

Each bidder shall identify any percent of discount that will be given off of the list price for one (1) year from the date of the contract.

Each bidder shall supply appropriate show drawings or product literature to assist the City in evaluating the suitability of the bid items for use at the Hoffman Road Landfill, including at minimum:

· Dimensions and Weight

· Type of fittings (quick connect, barbs, etc.)

· Rated maximum flow under typical landfill conditions (SCFM or GPM)

· Minimum flow capacity (SCFM or GPM)

· Pressure loss at varying flows (for wellheads only)

· Recommended accessories

· Warranty coverage information

· Annualized maintenance cost

· Typical parts listing for most commonly encountered repairs

Wellheads

Wellheads are to be QED Precision Control Quick-Change Orifice Plate Wellheads, 2” diameter with brass barb fittings

Pneumatic Pumps

All pneumatic pumps, working internal parts and shells/housings shall be constructed of materials suitable for use in a landfill environment for recovering landfill gas condensate or leachate from vertical wells or sumps.

The average liquid submergence above the inlet of the existing pneumatic pumps in the wellfield, based on the most recent liquid level information from 2026, is approximately 20-45 feet. Wells vary in depth from 50-110 feet.

The following minimum specifications shall apply:

· pH operating range between 2 and 12

· Extraction wells are 8” diameter SDR 11, HDPE

· Operating depth between 35 and 1 feet

· Air pressure operating range of at least 60-150 psi

· Air consumption shall not exceed 0.85 SCFM/GPM when tested against a 120-foot lift and 40 PSI forcemain pressure

· Minimum liquid displacement volume of 0.25 gallons per cycle

· Minimum perforated inlet screen length of 3”

· Quick connect or similar fittings for air supply, air exhaust and discharge tubing

· Maximum operating temperature of at least 145-degree F.

· Integral method of connecting minimum 3/16” diameter 316 SS support cable to the pump

· Bottom liquid inlet position with 316 SS/PEEK internals

· Internal mechanism for air side valving is to be non-stalling with a demonstration of any operational limitations for scaling or compressor oil carryover.

· 5-year mechanical warranty. If a service contract is required beyond a standard 1-year warranty, that price shall be noted in the submittal

Any deviations from the required minimum specifications are to be identified and explained by the bidder. Any deviations must be supported by actual documentation of successful installation and end-user satisfaction.

Appurtenances

Support cables for the pneumatic pumps, cycle counters and tri-tubing are being provided by the owner.

Barbs, if used on wellheads, shall be brass or similar material

Well caps for dual extraction purposes are configured to accept air supply, air exhaust (as applicable for exhausting outside the well or sump) and liquid discharge lines in addition to accepting the appropriate diameter wellhead. QED 8” x 2” Cold Weather Package well caps are being provided by owner

Hose clamps for connecting wellheads to the vertical landfill gas extraction wells shall be minimum 304 SS

Fernco ® couplings or comparable flexible, elastomeric coupling shall be supplied with suitable sized “donut” or stabilizing connection to accept the wellhead and with sufficient SS hose clamps to affix the wellhead to the well.

Vendors are to include in their pricing a lump sum price for an on-site demonstration to select site personnel on pump operations and basic maintenance/repair.

PRE-BID MEETING

There will not be a pre-bid meeting for this solicitation. Any questions related to this Request for Quote are to be submitted through Planet Bids

LOCAL PREFERENCE

The description of and procedure to apply local preference to responsive bids received by the City of Toledo can be found under Toledo Municipal Code section 187.34.

The Toledo Municipal Code can be found by searching for the City of Toledo webpage toledo.oh.gov and clicking the “Government” link, then clicking the “City Code” link.

TARIFFS

Proposers must clearly identify any portion of their pricing that may be subject to fluctuation due to current or future tariffs, duties, or trade restrictions imposed by the United States or other governing bodies.

If any materials, products, or components included in the proposal are subject to tariffs or similar trade measures, the proposer should identify these items and specify the associated cost impact within the pricing section of their proposal. The awarded contractor shall not adjust pricing after contract execution unless such adjustment is directly attributable to a documented and material change in tariff costs that could not have been reasonably anticipated at the time of the proposal.

Any request for price adjustment due to tariff changes must include detailed supporting documentation and will be subject to review and approval by the City.

REVIEW AND SELECTION CRITERIA

This bid is evaluated and selected based on “lowest and best” offer. The following factors determine “lowest and best:” bid price, past work/experience with the City of Toledo, local preference, if applicable and overall Life Cycle Cost considerations

QUESTIONS

All questions regarding the plans and specifications must be in writing submitted through the PlanetBids website Q&A tab. The City’s responses will be posted through PlanetBids.

BID SUBMISSION

Bids for this project will be accepted via e-bid though the City of Toledo’s PlanetBids portal. Bid submittals or other transmissions of information have not been completed until an email confirmation of the transmission has been issued by PlanetBids. Bid prices shall be to two (2) decimal places (i.e. $0.00). Only one (1) price per line item will be accepted.

In order to be awarded a contract, the City requires all of the following documents must be submitted with each bid your company submits in 2026 in PlanetBids:

· Project Paperwork*

· Line Items – will auto-populate with e-bid

· Bid Guaranty (bid bond or certified check / cashier’s check on a solvent bank) – see instructions below

· Signed Contract by the Vendor*

· Cut sheets for the wellheads, pumps and pump cleaning station

· Estimated lead time for delivery after receipt of PO

· Certified Performance Curve Sheets (80, 100 & 120 psi) for pumps *Located on “Documents” tab in PlanetBids

Bid Guaranty requirements are located on the “Bid Information” tab on PlanetBids. The bid guaranty shall be in the form of a cashier’s check/official check on a solvent bank or a bid bond. If using a check as the bid guaranty, the check must be scanned and uploaded with your bid. In addition, the check must be received by the Division of Purchases and Supplies no later than the due date and time to be deemed responsive. No Company / No Personal checks will be accepted. Checks shall be made payable to “City of Toledo.” If your company is using a bid bond, scan and upload with bid; the original does not need to be received by the City of Toledo. If your company does not provide a bid guaranty, your bid submittal will be deemed non-responsive. (TMC 187.09)

City of Toledo Division of Purchases and Supplies One Government Center, Suite 2000 640 Jackson Street Toledo, OH 43604

Beginning with bids advertised on or after March 13, 2026 the following documents will only need to be submitted once for your company for the duration of all contracts with the City. If any information changes, it is the company’s responsibility to notify the city and update the applicable documentation.

City Paperwork:

· Vendor Registration Form, if your company is new to doing business with the city

· Business Tax Registration Form, if your company is new to doing business with the city

· Child Support Affidavit, notarized

· Vendor Utility

Beginning with bids advertised on or after March 13, 2026 the following documents will only need to be submitted once for all bids your company submits in 2026. If any information changes, it is the company’s responsibility to notify the City and update the applicable paperwork.

Annual Paperwork:

· W-9

· Insurance Certificate, naming the City of Toledo as an additional insurer – requirements available on the “Documents” tab of PlanetBids

· EEO Compliance

· Debarment Certification

· Living Wage Affidavit, updated no later than February 1st

· Bureau of Worker’s Compensation Certificate

BID OPENING MEETING

Bids will be open at 2 PM EST on the due date of this bid via Zoom Meeting at:

https://link.edgepilot.com/s/72026a0a/vScHndadGUqgTn8jHzPYJQ?u=https://toledo-oh-gov.zoom.us/j/96570601158

This meeting is available to all interested parties. Preliminary Bid results will be available within one day on the PlanetBids website after bid opening. Bid results will be published to the PlanetBids website once awarded.

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