4-26-110 - Bid Specs - Water (Boiler) Treatment Chemicals Service.docx.pdf

REQUEST FOR BID

BID SPECIFICATIONS (THIS IS A FORMAL BID)

PROPOSAL

NUMBER:

26-110

DATE PUBLISHED:

March 20, 2026

GOODS / SERVICE AREA:

Water (Boiler) Treatment Chemicals and Services

BID OPENING:

Date: April 3, 2026 Time: 12:00 PM

Location:

MEETING ID PHONE PIN:

https://meet.google.

com/xoi-hxcb-bto?h s=122&authuser=0

(US)+1

484-841-5942

863 102 719#

CONTRACT PERIOD:

Two (2) or more Years from Date of Award

See vendor signature page for details.

ADDRESS INQUIRIES ON:

The Parkway School District Bonfire Portal at https://parkwayschools.bonfirehub.com/

RETURN BID ON:

The Parkway School District Bonfire Portal at

SB-1 GENERAL INFORMATION:

Parkway School District is seeking bids from qualified local vendors to provide the Total Water Treatment Chemicals Service Program for all district buildings. Included in bid, all water (boiler) treatment chemical supplies, water treatment service and professional water treatment consulting, to be ordered on an “as needed basis”, as required, under a blanket purchase order agreement.

The District estimates that during the term of this agreement it will spend approximately $50,000 for a twelve (12) month period. This is not a guarantee but is listed for vendor guidance in estimating a discount.

The initial term of the contract will be for two (2) years. Vendors can offer the district additional year proposals in item number two of the vendor signature section.

SB-2 BID AWARD METHOD:

It is the District's policy to award a bid based on the lowest or best bid. However, the District retains the right to award in whatever manner serves the best interests of the District.

SB-3 CONTACT PERSON

Any bidder with questions must submit in writing via the bidding platform, Bonfire. Questions are to be submitted through the Opportunity Q&A via the Messages panel. All questions must be submitted by the Bid’s Question Due Date. Every attempt shall be made to ensure that the bidder receives a prompt response if such questions are received in a timely manner. Any questions submitted outside the Bonfire platform shall not be answered.

tel:+1-484-841-5942 tel:+1-484-841-5942 https://parkwayschools.bonfirehub.com/

SB-4 PROPOSAL FORMAT AND CONTENTS

The vendor’s proposal package shall contain a signed RFP cover sheet created by the vendor and the following items in the order listed below and utilize the forms provided. The Vendor is urged to be concise yet thorough in its presentations. Pertinent supplemental information should be referenced and included as attachments. All proposals must be organized and tabbed to comply with the following sections. Where there are no provided bid forms, the vendor is to use company letterhead to address the components of the RFP. Where a discrepancy exists between an amount submitted as figures and words, the amount expressed in words shall govern. Any interlineations, alterations or erasures must be initialed by the signer of the Proposal.

1. PROPOSAL ON COMPANY LETTERHEAD

The vendor shall submit a quote on company letterhead.

2. COMPANY W-9

The vendor shall provide a current signed and dated W-9

3. VENDOR SIGNATURE PAGE

This cover sheet identifies the vendor’s legal name, mailing address, telephone, fax, email address and contact persons. An officer of the vendor’s company must sign the Vendor Signature Page. The vendor must be registered to do business in the state of Missouri.

4. FEDERAL WORK AUTHORIZATION (E-VERIFY) PROGRAM

The vendor shall complete the form.

5. REFERENCES (minimum of 3) On company letterhead provide three references to include the following information:

● company name

● representative’s contact name

● email address

● phone number

6. SPECIFICATION SHEET/MANUALS

The vendor must provide a complete set of comprehensive and easy to understand manuals (as applicable) for service, operation, parts, and repair. All manuals must be written in American English.

7. AFFIDAVIT OF NON-COLLUSION

The vendor shall complete the form.

8. BID TABLES:

The vendor shall complete the two Bonfire bid table Service Calls (BT-28NZ).

SB-5 INSURANCE REQUIREMENTS:

The vendor must indicate that they agree to the insurance requirements as indicated in the terms and conditions document - IB-21, indicating its ability to comply with minimum insurance requirements. The vendor shall assume all responsibility for its actions and those of anyone else working for it while engaged in any activity connected with this proposal. The vendor shall carry sufficient insurance to protect it and the District from any property damage or bodily injury claims arising out of the contracted work. Evidence of current insurance coverage shall be provided with the district named as an additional insured. This proof of insurance shall be submitted no later than ten (10) days after receipt of notice of intent to award the contract. In the event that the vendor fails to maintain and keep the insurance coverage in force, as herein provided, the District shall have the right to cancel and terminate the established contract forthwith and without notice. The vendor shall bear full responsibility for all risk of loss from equipment damage, and money or product loss resulting from vandalism or theft. The vendor shall not in any manner penalize the District for any such losses.

Minimum Insurance Requirements The successful vendor will be required to provide to the District at the time of contract award, a certificate of insurance indicating that the contractor has, and will keep in effect for the term of the contract, the following types of insurance:

1. Worker's Compensation:

a. State: Missouri Statutory

b. Employer's Liability:

$100,000 per accident $500,000 Disease, policy limit $100,000 Disease, each employee

2. Comprehensive or Commercial General Liability (including premises-operations;

independent contractors protective, products and completed operations; broad form property damage).

a. Bodily injury: $1,000,000 combined single limit

b. Property damage: $1,000,000 combined single limit

c. Products and completed operations to be maintained for one (1) year after final payment: $1,000,000 combined single limit

d. Property damage liability insurance shall provide X, C and U coverage.

e. Broad form property damage coverage shall include completed operations.

3. Contractual Liability:

a. Bodily injury: $1,000,000 combined single limit

b. Property damage: $1,000,000 combined single limit

4. Personal injury, with employment exclusion deleted: $1,000,000 combined single limit.

5. Business auto liability (including owned, non-owned and hired vehicles):

a. Bodily injury: $1,000,000 combined single limit

b. Property damage: $1,000,000 combined single limit

6. If the General Liability coverages are provided by a commercial liability policy the

a. General aggregate shall be not less than $1,000,000 and shall apply, in total, to this project only. This shall be confirmed by a Certificate of Insurance.

b. Fire damage limit shall be not less than $50,000 on any one fire.

c. Medical expense limit shall be not less than $5,000 on any one person.

7. Parkway School District to be names as “Additional Insured.”

SB-6 PRICING:

Annual Contract price will be billed on twelve equal monthly invoices and will include all required service calls as specified in this agreement including all cooling tower scale and corrosion inhibitors and two biocides and closed system corrosion inhibitors delivered and added into each school’s systems or chemical feed tanks for the cooling towers. If addition Inhibited Propylene Glycol is needed Parkway School District will purchase with a separate purchase order.

SB-7 DELIVERY:

All water treatment products will be delivered into the school’s systems or chemical feed tanks at the school between 8:00 am and 2:00 pm Monday through Friday so that district employees do not have to handle chemicals.

SB-8 WARRANTY:

The contractor must provide the standard manufacturer’s warranty. The warranty will commence upon written acceptance of the equipment by the Parkway School District or payment of such, whichever occurs first.

SB-9 SUBSTITUTIONS:

No substitution shall be made on any item ordered without authorization from the ordering or purchasing department. No exceptions may be drawn to this clause. All unacceptable material will be returned with no expense to the District.

SB-10 RELATED AND/OR SIMILAR ITEMS:

Parkway School District reserves the right to order similar and/or related items under the same terms and conditions stated herein.

SB-11 TRAINING:

Successful vendor(s) will be responsible to provide training (training aids, brochures, videos, inspection programs, etc.) of Parkway personnel to ensure proper use of their product, as well as to achieve the proper level of performance of the product purchased. Outline availability of programs and any additional costs for these services and materials.

REQUIREMENTS APPLICABLE FOR WATER TREATMENT SERVICES AND PROFESSIONAL WATER

TREATMENT CONSULTING

SB-12 CONDITIONS APPLICABLE TO ALL VENDORS:

A. Must provide an adequately manned, established professional facility with qualified personnel.

Personnel must be familiar with new innovations and procedures and attend training sessions provided by the manufacturer or other training necessary to remain current. The successful vendors must report any changes in personnel during the term of the contract.

B. Must provide a reasonable stock of chemicals required for water treatment and must be able to obtain all chemicals not in stock within a reasonable length of time.

C. At the department's option, must follow manufacturer's recommendation or departmental policy in performance of water treatment services and professional water treatment consulting.

SB-13 SUB-CONTRACT WORK:

Vendors may subcontract some of the work, however, this shall not relieve the vendor of all liabilities and obligations under the contract. Prior notification to and approval by the District must be made on all such sub-contracting. Vendor shall remain fully bound to the District by contract.

SB-14 PRODUCT LIST:

COOLING TOWER CHEMICALS

Corrosion and Scale Inhibitor Cooling tower NON-OXIDIZING biocide Colling tower OXIDIZING biocide

Closed Loop Chemicals

Closed loop corrosion inhibitor

OTHER BRANDS OF EQUAL PRODUCTS THAT MEET OR EXCEED THE SPECIFICATIONS WILL ALSO

BE CONSIDERED

MANUFACTURER SPECIFICATION SHEETS ARE REQUIRED TO BE SUBMITTED FOR BRAND BIDDING

SB-16 WATER TREATMENT PROGRAM REQUIREMENTS

The 5 cooling tower systems have chemical feed pumps and bleedoff systems currently and can be used for this contract. If your company desires or requires additional or different equipment the cost of the equipment and installation should included in your annual price.

Provide technical service and support:

Monthly service calls for 5 cooling towers when running Every other month service calls for closed systems Pre-schedule service visits Deliver any needed chemicals to each school Field water analysis

Closed loops technical service and support, each system:

Include manpower cost for chemical addition Chilled water loops with glycol – 10 Chilled water loops without glycol – 2 Hot water loops with glycol – 4 Hot water loops without glycol – 17

Certified as a Minority Business Enterprise preferred

Closed loop technical service and support, each system:

● Include manpower cost for chemical additions – glycol, inhibitor o Chilled water loops with glycol = 10 o Hot water loops =18

Provide field water analysis test/service visit reports:

● Electronic service report – easily viewable

● Cloud-based data history

● Electronic data graphing capabilities – trending performance

Provide annual cooling tower and closed loop chemicals:

● Cooling tower dual biocide program

SB-17 GENERAL REQUIREMENTS

A. Must provide repair of chemical feed controls and pumps. If repair is not possible, loaner equipment will be installed so the system does not go untreated until replacement equipment is installed. If new replacement pumps or controls are necessary a quote will be provided to Parkway School District and installed when the equipment arrives.

B. Must schedule all campus visits, including equipment retrieval and delivery, with an authorized District representative.

C. Must provide a reasonable stock of parts required for repairs and must be able to obtain all parts not in stock within a reasonable length of time.

D. Must follow Manufacturer's recommendation or departmental policy in performance of repairs, inspection or preventive maintenance, at department's option.

E. Submittal of Past Water Treatment Chemical & Service Contract Customers & School Districts

F. We require a field service report detailing the water analysis as well as any actions taken to be generated at each service call. The report should be generated electronically and emailed to whomever within our organization wishes a copy. Handwritten paper reports should also be available.

G. Regularly scheduled service calls with electronic or handwritten reports with recommendations. · Delivery and application of all chemicals, except glycols. · Adjustment, regulation and routine maintenance of all treatment related equipment. · No additional charge for emergency chemicals or emergency service calls. No delivery or freight costs. No warehousing, ordering or inventory control of chemicals. · A fixed cost per year to assist budgeting removing any “gotcha” fees or surprise costs.

H. Clearly list all possible additional charges. Not covered by the 12 month service agreement.

See the program schedule we require:

System Type Total Calls per Year Cooling/Heating Season Calls

Cooling Tower with Closed Loops 6 Bi-Monthly

Closed Loop Only 6 Bi-Monthly

See list of Schools:

School Closed Loop

Cooling Tower(s)

Service Calls per Year

Barretts X 6

Central High X 6

Central Middle X 6

Claymont X 6

ECC X 1 6

Green Trails X 6

ISC X 6

NE Middle X 1 6

North High X 6

Oakbrook X 6

River Bend X 6

Ross X 6

Shenandoah X 6

Sorrento X 6

South High X 2 6

South Middle X 6

SW Middle X 6

West High X 2 6

West Middle X 2 6

Central High X 6

Northeast Middle X 6

SB-18 PROCUREMENT TIMELINE:

*all times are CST

Action Date* Bid Published March 20, 2026 12:00 PM Q&A End March 25, 2026 3:00 PM Intent to bid April 3, 2026 11:30 PM Bid Close April 3, 2026 12:00 PM Vendor Notified of Award (Tentative) May 14, 2026 4:00 PM