9-Specs DI H2O System MA Bid.docx

PREVENTIVE MAINTENANCE AND REPAIR SERVICES FOR DEIONIZED WATER SYSTEM

A. Scope of Work The support plan service agreement includes the labor, travel and consumables needed to provide preventive maintenance services for the Type II Deionized (DI) Water Systems located in the North Regional Wastewater Treatment Plant in Pompano Beach, FL and The Environmental Protection and Growth Management Department in Davie, FL. Annual Preventive Maintenance Service for the Type II Deionized (DI) Water System includes the following:

1.) Monthly DI Water System Service to include the following:

a.) Installed & Serviced:

a. Reverse Osmosis System

b. Pressure Tank

c. Worker/Polisher DI Tank System

d. Quality Control Light System - mixed bed 18.2 Megohm b.) Monitor and Service Customer Owned Equipment to Include:

a. UV Light System

b. Bacteria Filter System

c. Booster Pump c.) Inspect & Check Included every 30 days with Water Quality Report Provided

2.) Tank Delivery with Inspection & Check to include installation on an as needed basis of the following:

a. 12” Cation Tank

b. 12” Anion Tank

c. 12” Mixed Bed Tank

B. Additional Material/Equipment Additional quantities beyond the annual preventive maintenance service agreement shall be billed according to the contract pricing found in the bid line items.

C. Invoices and Payments

1. Payments will be made in net 30 days, after receipt and approval of proper invoices.

2. Invoices shall include Broward County Purchase Order number, Description, Part Number, Quantity, List Price, Discount Price, and Extended Price.

3. To ensure prompt payment, all invoices and backup documentation must be emailed to AccountsPayable@Broward.org and a copy to the technical contact listed on the purchase order.

SPECIAL INSTRUCTIONS TO VENDORS (IN ADDITION TO GENERAL CONDITIONS)

Preventive Maintenance and Repair Services for Deionized Water System A. Scope:

Vendors are invited to respond to an open-end contract to provide preventative maintenance services for the Deionized (DI) Water System located in the North Regional Wastewater Treatment Plant in Pompano Beach, FL.

B. Contract Type:

Open-End/Indefinite Quantity Contracts.

This solicitation is not for a definite quantity of goods or services and is for an open-end/indefinite quantity contract. The County shall purchase the guaranteed minimum quantity of goods or services (if any) stated in the solicitation but may exceed that minimum amount, and the Contractor shall provide all amounts ordered by the County, limited only by any maximum quantity stated in the solicitation. The County may issue purchase orders on this solicitation as and when required; issue a blanket purchase order for individual agencies; issue instructions for use of direct purchase orders by various County agencies; procure amounts above any stated guaranteed minimum quantity by any method from any other source(s); or do any combination of the foregoing. No delivery of goods or performance of services shall become due or be accepted without a written purchase order and delivery instruction by the County, unless otherwise expressly provided in the solicitation. Such order will contain the quantity, time of delivery, and other pertinent data. If the County requires delivery within a shorter period than the delivery time specified in the solicitation (if any), and if Contractor is unable to deliver by that time at the contracted price, the County may obtain such delivery from other sources, without penalty or prejudice to the County, and such shall not be a violation of the contract.

The initial contract period shall start on date of award and shall terminate one (1) year from that date. The Director of Purchasing may renew this contract for four (4) one-year period(s) subject to vendor acceptance, satisfactory performance and determination that renewal will be in the best interest of the County. Notification of Intent to Renew will be sent in advance of expiration date of this contract. The Vendor will complete delivery and the County will receive delivery on any orders mailed to the Vendor prior to the date of expiration.

C. Price Adjustment/Escalation:

All prices, terms and conditions shall remain fixed for the initial one (1) year period of the contract (initial term). Following the initial term, price adjustment(s) may be considered at the time a renewal term. No more than one price adjustment will be accepted during a renewal term. Such increase shall be made at the sole discretion of the County.

Any price adjustment which may be approved by the County shall be subject to an adjustment only if increases or decreases occur in the industry in accordance with the following procedure(s):

Price Escalation:

1. The price adjustment percentage for a price increase shall be subjected to vendor's cost increase not to exceed three percent (3%), unless the market (Consumer Price Index) validates a higher percent increase.

• All Consumer Price Index (CPI) shall be based on the latest yearly percentage increase in the CPI, as published by the U.S. Bureau of Labor Statistics, U.S.

Department of Labor, Miami-Fort Lauderdale-West Palm Beach, FL, all urban consumers, not seasonally adjusted. If no such index is published, the Contract Administrator shall designate a reasonably similar index.

2. For any price increase, a written request must be submitted by the vendor to the County for approval a minimum of ninety (90) days prior to the anniversary of the renewal period/term, but not later than vendor's concurrence to renew. Documentation shall be supplied by the vendor to substantiate the increase request and to verify the amount or percentage of increase. The vendor’s request shall be submitted on an official company letterhead, dated and signed by an authorized company official, and include the proposed effective date and manufacturer’s certification of costs.

3. The County may, after examination, refuse to accept the adjusted price if they are not properly documented, or considered to be excessive, or if increases are considered to be insufficient. In the event the County does not wish to accept the adjusted price(s) and the matter cannot be resolved to the satisfaction of the County, the Vendor shall continue the contract at the existing contracted price(s) to the end of the then current contract term.

4. The Purchasing Division will notify the using agencies and vendor in writing of the effective date of any increase which it approves. If a request for price increase is approved, the new price(s) will only apply to the orders placed after the County’s approval, but not until the effective date of the change as proposed in Vendor's price adjustment request. In the event the price increase is not approved, the Vendor shall continue the contract at the existing contracted price(s) to the end of the then current contract term.

5. Any orders placed prior to the effective date will not be affected by the approved price increase and will be invoiced at the price(s) in effect at the time the order was placed. The Vendor will complete delivery and the County will receive delivery on any orders placed with the Vendor prior to the renewal date even if no increase is approved by the County. Failure to complete delivery could cause the Vendor to be debarred from doing business with the County per the Broward County Procurement Code Section 21.73, Authority to Debar or Suspend.

Price De-escalation:

1. The Vendor is advised that decreases are required to be communicated immediately to the County. If subsequent to the aforementioned base period, the supplier issues revisions, supplements or replacement to the products lists, catalogs and/or price lists initially submitted reflecting a decrease in the unit price of the above item, the vendor is to notify the County of any Price Decreases within thirty (30) days of the notification from the supplier. If the vendor does not notify, the County may request a reduction in price(s) from the vendor in writing prior to contract renewal or forty-five (45) days prior to the proposed date of change.

➢ If the vendor does not agree to the decrease, a letter must be sent to the County no later than thirty (30) days prior to the effective date of the proposed change. If the vendor fails to notify the County of the non-acceptance within the stated time frame, it shall mean the vendor concurs with it and the new price(s) will take effect. In the event of nonacceptance by the vendor of such revision, the contract may be deemed terminated as of the close of the business day prior to the proposed effective date of change.

D. Specifications and Requirements:

Specifications and Requirements, are included hereto and made a part hereof. Whenever the Technical Specifications address a third party (i.e. manufacturer, applicator, subcontractor, etc.) it is to be construed as the Vendor through the third party. The product offered by the Vendor must on an overall basis be equal or greater in quality or performance than the Specifications and Requirements. Broward County reserves the right to be the sole judge of what is equal and acceptable. Submittals which do not comply with Specifications and Requirements are subject to rejection.

E. Vendor Responsibilities:

The Vendor will be responsible for the provision, installation (if applicable, per Specifications and Requirements) and performance of all equipment, materials, services, etc. offered in his or her submittal. The Vendor is in no way relieved of the responsibility for the performance of all equipment furnished, or of assuring the timely delivery of materials, equipment, etc. even though it is not of his or her own manufacture.

Vendor shall perform the Work with its own organization, amounting to not less than 100 percent of the Contract Price.

F. Office of Economic and Small Business Requirements:

Not applicable to this solicitation.

G. Federal Transit Administration Requirements:

Not applicable to this solicitation.