5-ITB-03-Specifications.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SPECIFICATIONS

ITB Ref. #: 26-0056 Doc. Ref#: ITB-03 Page 1 of 9 ITB Title: Brine Machine, Salt Supply, and Tank

1.0 INTRODUCTION

The City of Fort Worth (City) is requesting quotes for a one-time purchase from qualified bidders to provide a brine machine, salt supply, and tank for the Transportation and Public Works Department—funded through the Community Development Block Grant – Disaster Recovery (CDBG-DR) as a response to Winter Storm Uri and allocated to the City through Federal Register Notices 87 FR 31636 and 88 FR 3198. These items will be used for the production of sodium-chloride brine for road de-icing and winter maintenance operations.

2.0 SPECIFICATIONS

2.1 Brine Machine

2.1.1 Brine machine shall continuously produce approximately 6,000 gallons per hour.

2.1.2 Brine machine shall be able to handle all salt, treated or untreated.

2.1.3 Brine production, salt concentration measuring, and salinity control shall be 100% automated.

2.1.4 Machine storage tank shall be stainless steel.

2.1.5 Machine shall have built-in forklift pockets for easy placement during installation or relocation.

2.1.6 Machine shall have enclosed components with corrosion-

resistant design.

2.1.7 Machine shall have storage tank level monitoring, data logging, and built-in diagnostics.

2.2 Salt Supply

2.2.1 Material must be in a free-flowing usable condition when received.

2.2.2 Material must meet the Texas Department of Transportation, Winter Weather Materials, Special Specifications 8032.

2.2.3 Material supplied must not have constituents that would cause residual waste to meet the definition of a hazardous waste, as

ITB Ref. #: 26-0056 Doc. Ref#: ITB-03 Page 2 of 9 found in 40 Code of Federal Regulations 261.

2.2.4 The material will be measured by the ton.

2.2.5 Type I Road Salt

2.2.5.1 Chemical Requirements

Property Requirement Chlorides, as NaCl, (% by weight), ASTM D 632¹

94.5 Min

Sulfate % .07 Max

2.2.5.2 Physical Requirements

Property Requirements Particle size, ASTM C 136¹, (% by weight) retained on sieve size Type I

0.2665 in. (6.7 mm) 20 Max No. 8 (2.36 mm) 50-95 No. 30 (600 µm) 90 Min

Insoluble Particles, ASTM E534, % N/A

2.2.6 Type II Brine Salt

2.2.6.1 Chemical Requirements

Property Requirement Chlorides, as NaCl, (% by weight), ASTM D 632¹

94.5 Min

Sulfate % .07 Max

ITB Ref. #: 26-0056 Doc. Ref#: ITB-03 Page 3 of 9

2.2.6.2 Physical Requirements

Property Requirements Particle size, ASTM C 136¹, (% by weight) retained on sieve size Type II

0.2665 in. (6.7 mm) 20 Max No. 8 (2.36 mm) 50-95 No. 30 (600 µm) 90 Min

Insoluble Particles, ASTM E534, % <0.5

2.3 Tank

2.3.1 Tank shall hold 300 barrels of volume.

2.3.2 Tank shall be made of fiberglass.

2.3.3 Tank shall have 2-inch fiberglass jacket insulation.

2.3.4 Tank shall have a base capable of supporting the full weight of tank and liquid.

2.3.5 Tank shall have manway with bolted cover.

2.3.6 12 feet in diameter, 15 feet height

2.3.7 The Proposer shall deliver and install the tank.

2.4 Unit prices shall include all costs associated with the specified good/service, including but not limited to shipping, handling, delivery, fuel charges, and certifications fees. No additional charges will be accepted or paid by the city.

2.5 Delivery

2.5.1 The brine machine and tanks shall be delivered and installed at the following address:

2.5.1.1 Southside Service Center - 4100 Columbus Trail, Fort

Worth, Texas 76133

ITB Ref. #: 26-0056 Doc. Ref#: ITB-03 Page 4 of 9

2.5.2 The salt supply shall be delivered to the following address:

2.5.2.1 Street Operations Yard – 1700 Brennan Avenue, Fort

Worth, Texas 76106

2.5.3 The product shall be delivered between 8:00 a.m. to 4:00 p.m., Monday through Friday, Prior coordination with the Transportation and Public Works Department is required before any delivery is made, and alternative delivery times may be arranged at their request.

2.5.4 Vendor shall deliver products within 30 calendar days after receipt of a Purchase Order. If the Vendor cannot meet this timeframe, the Vendor shall notify the City contact listed on the Purchase Order.

2.5.5 The Vendor shall not deliver the equipment on City-observed holidays including:

2.5.5.1 New Year’s Day

2.5.5.2 Martin Luther King Jr. Day

2.5.5.3 Memorial Day

2.5.5.4 Juneteenth

2.5.5.5 July 4th

2.5.5.6 Labor Day

2.5.5.7 Thanksgiving Thursday and the following Friday

2.5.5.8 Christmas Day

3.0 WARRANTY

3.1 The equipment shall be warranted by the manufacturer against all defects due to faulty materials and workmanship and comply with all conditions stated in this document.

3.2 The warranties shall not apply to damages due to vandalism, negligence, excessive operating conditions, accidents, or acts of God.

ITB Ref. #: 26-0056 Doc. Ref#: ITB-03 Page 5 of 9

3.3 Warranties shall be effective for at least one year from the date of acceptance of the equipment by the City.

3.4 The City shall notify the Vendor within 30 days after the discovery of any failure, defect or damage.

3.5 The Vendor shall remedy at the Vendor's expense any non-

conforming or defective components or equipment.

3.6 If the Vendor fails to remedy any failure, defect or damage within 45 days of receipt of notice, the City shall have the right to replace, repair or otherwise remedy the failure, defect or damage at the expense of the Vendor.

4.0 SAM REGISTRATION

Due to the use of federal grant funding, all proposers are required to be actively registered with the System for Award Management (SAM) at https://sam.gov prior to award. Proof of active registration must be included with the proposal submission. Failure to be registered or provide verification may result in disqualification. Proposers that are suspended, debarred, or otherwise excluded from participation in Federal programs are not eligible for award under this solicitation.

5.0 METHOD OF AWARD

5.1 This section supersedes ITB-01 Instructions to Bidders document, Section 18.0 Evaluation Factors and Award

5.2 Bids will be evaluated based on the lowest responsive and responsible bidder complying with all of the provisions of the solicitation, provided the bid price is reasonable, and it is in the best interest of the City to accept it.

5.2.1 A responsive bidder is defined to be one who submits a

completed quote packet within the stated time deadline and in accordance with the specification.

5.2.2 A responsible bidder is defined to be one who demonstrates via responses to the selection criteria his/her ability to successfully

ITB Ref. #: 26-0056 Doc. Ref#: ITB-03 Page 6 of 9 deliver the supplies, equipment, or services being procured.

5.3 In order for the City to receive adequate coverage on its requirements as specified in the solicitation, the City reserves the right to make multiple awards.

5.4 The City reserves the right to accept or reject in whole or in part any or all bids received and to make an award on the basis of individual item, combination of items, or overall bid, as it is deemed in the best interest of the City. The City also reserves the right to reject the bid of a bidder who has previously failed to perform properly or complete on time agreements of a similar nature.

5.5 The City also reserves the right to reject the bid of a bidder who has previously failed to perform properly or complete on time agreements of a similar nature.

6.0 BRAND NAME OR EQUAL

6.1 Any manufacturer’s names, trade names, brand names, information and/or catalog numbers listed in this specification are for information and not intended to limit competition unless otherwise indicated.

Bidders may offer any brand for which he/she is an authorized representative, which meets or exceeds the bid specification for any item(s). If bids are based on equivalent products, indicate on the bid solicitation the manufacturer’s product name and reference number.

6.2 Bidders shall submit proposal, cuts, sketches, and descriptive literature, and/or complete specifications. Reference to literature submitted with a previous bid will not satisfy this provision. Bidders shall explain the reason(s) why the proposed equivalent will meet the specifications and not be considered an exception thereto. Bids which do not comply with these requirements are subject to rejection. Bids lacking any written indication of intent to bid an alternate brand will be received and considered incomplete.

6.3 The Senior Purchasing Manager or designee will evaluate “equal” products on the basis of information furnished by the bidder or identified in the bid and reasonably available to the Senior Purchasing Manager. The Senior Purchasing Manager or designee is not

ITB Ref. #: 26-0056 Doc. Ref#: ITB-03 Page 7 of 9 responsible for locating or obtaining any information not identified in the offer.

6.4 Unless the bidder clearly indicates in its bid that the product being offered is an “equal” product, the bidder shall provide the brand name product referenced in the bid.

6.5 The City shall have the sole right to determine equal products

7.0 PRICE ADJUSTMENTS

7.1 This section supersedes ITB-01 Instructions to Bidders document, Section 21.0 Unit Price Adjustment.

7.2 Vendors that require that unit prices be adjusted for increases or decreases in Vendor’s cost during the contract period shall use the procedure listed below. Price adjustments may only be requested on an annual basis in conjunction with the contract’s renewal.

7.1.1 The Vendor must submit its price adjustment request, in writing, at least 90 days before the requested effective period.

The Vendor shall provide written proof of cost increases with the price adjustment request and updated pricing per line item.

7.1.2 If the City concludes that the rate increase being requested is unacceptable, the City reserves the right to adjust the rate request or reject the rate request in its entirety and allow the contract to expire at the end of the contract term. If the City elects not to exercise the renewal option, the Purchasing Division reserves the right to issue a new solicitation or procure the goods or services by any other allowable means.

7.1.3 Prices shall remain firm for the term of the Agreement and shall include all associated freight and delivery costs, unless otherwise specifically stated in writing and agreed to by City.

7.1.4 Upon expiration of the contract term, the successful Vendor agrees to hold over under the same terms and conditions of the contract for a reasonable period of time to allow the city to re-solicitate an agreement, not to exceed ninety (90) days.

7.1.5 The provision of goods and/or services shall not be suspended

ITB Ref. #: 26-0056 Doc. Ref#: ITB-03 Page 8 of 9 by the Vendor except as expressly allowed by the contract’s terms and conditions.

8.0 QUANTITIES - The quantities listed on the bid table are only estimates based on previous usage and do not indicate intent to purchase or a guarantee of future business. The City of Fort Worth is obligated to pay for only those materials and services actually ordered by an authorized City employee and then received as required and accepted by the City.

9.0 INVOICES AND PAYMENTS

9.1 This section supersedes ITB-01 Instructions to Bidders document, Section 15.0 Invoice and Payment.

9.2 Registration - Successful Bidder(s) is required to register for direct deposit payments prior to providing goods and/or services using the forms posted on the City’s website at:

https://www.fortworthtexas.gov/departments/finance/purchasing/register

9.3 Payment – All payment terms shall be “Net 30 Days” unless specified in the bid and agreed in the City.

9.4 Invoices – The Vendor shall send invoices electronically to the City’s centralized Accounts Payable department invoice email address:

supplierinvoices@fortworthtexas.gov Please include the following on the subject line of your email: Supplier name, Invoice number, and PO number, separated by an underscore (ex: Example, Inc._123456_FW013-0000001234) This email address is not monitored so please do not send correspondence to this email. If Vendor has any invoice questions, please contact the City Department ordering the goods/services or Central Accounts Payable at 817-392-2451 or by email at:

Zz_FIN_AccountsPayable@fortworthtexas.gov

10.0 BID SUBMISSION INSTRUCTIONS

A bid may be deemed non-responsive and may be disqualified, at the City’s discretion, if the bid submittal fails to comply with the following instructions.

10.1 Bidder shall submit the following items:

10.1.1 Completed ITB-04-Authorized Signature and Questionnaire https://www.fortworthtexas.gov/departments/finance/purchasing/register mailto:supplierinvoices@fortworthtexas.gov mailto:Zz_FIN_AccountsPayable@fortworthtexas.gov

ITB Ref. #: 26-0056 Doc. Ref#: ITB-03 Page 9 of 9

10.1.2 Completed ITB-05 Forms

10.1.3 Completed ITB-06-Reference Sheet

10.1.4 Signed Addendum(s) acknowledging receipt. Note: If no

addendum issued, please attach a page stating "No Addendum Issued"

10.1.5 Item Manufacturer Specifications and/or Documentation to Determine Equivalency

10.1.6 SAM Registration

10.1.7 Completed Bid Table BT-58BS

11.0 SMALL BUSINESS PROGRAM – This solicitation does not include a Small Business participation goal. While no specific goal has been established for this project, Bidders are strongly encouraged to make good faith efforts to utilize certified Small Business Firms whenever possible.

This section supersedes ITB-01 Instructions to Bidders document, Section

14.8 Business Equity Division (M/WBE) Documents.