B2627003 Bottled Drinking and Distilled Drinking Water Invitation and Bid.pdf

Ronald Hovey Procurement Commissioner Page 1

Bottled and Distilled Drinking Water

B2627003

Issued by: City of Philadelphia Procurement Department Required by: Citywide

Pre-Bid Meeting: No Pre-Bid Meeting scheduled for this bid.

Bid Opening Date: Wednesday, June 3, 2026 Bid Opening Time: 10:30 AM Philadelphia Local Time Location for Bid Opening: Held via Video Conference Buyer: T.Shippé

Quotations must be submitted through PHLContracts no later than the above cited bid opening date and time.

Bid Questions

All questions concerning this Invitation and Bid (I&B) Solicitation, including specifications and conditions, must be presented through PHLContracts within the prescribed time stipulated in the I&B’s Questions Tab.

Bidder agrees to comply with all conditions of this bid.

Invitation and Bid

City of Philadelphia Procurement Department

Philadelphia, PA 19102-1685

Bid Number: B2627003 Page 2

Table of Contents

Section 1 General Bid Submission

1.1 Title

1.2 Contract Term:

1.3 Contract Type

1.4 Methodology of Acquisition:

1.5 Statement of Direction

1.6 Quotation Information

1.7 Bid Security

1.8 Bid Information

1.9 Bid Submission

1.10 Seller Qualification

1.11 Business to Business Internet Site Ordering Requirement

1.12 Seller Requirements

1.13 Site Inspection and Visit

Section 2 Specifications

2.1.2 Schedule A: Bottled Water

2.1.3 Standards

2.1.4 Source and Treatment

2.1.5 Bottling Date Requirements

2.1.6 Bottle Loan

2.1.7 Bottle Charges

2.1.8 Delivery Schedules

2.1.9 Deliveries to City Hall

2.1.10 Deliveries to the Office of Fleet Management

2.1.11 Delivery Locations:

2.1.12 Schedule B: Rental or Purchase of Water Coolers

2.2 Item Specifications

Section 3 Bid Evaluation and Award

3.1 Bid Evaluation

3.2 Evaluation and Award

Section 4 Contract Management

4.1 City of Philadelphia Responsibility

4.2 Vendor Responsibility

4.3 Price Increase or Decrease:

4.4 Vendor Acceptances:

Section 5 Pricing

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Section 1 General Bid Submission

1.1 Title

Bottled and Distilled Drinking Water

Schedule Number: 155

1.2 Contract Term: Date of award through twelve (12) months (“Initial Term”), with an option to renew for up to four (4) additional one (1) year periods, (“the Renewal Term”) exercisable, at the City’s sole discretion, as of the expiration of the Initial Term or the current Renewal term.

The City may, at its sole discretion, renew the contract for up to three (3) months at the beginning of each renewal period(s) (the “Additional Performance Period”), if a decision has been made not to renew the contract for an entire year. Further, the City may, at its sole discretion renew the contract for up to three (3) months after all renewal periods have expired, in order to prevent a lapse in coverage until a new contract is in place.

1.2.1 The City shall exercise such sole option to renew the Contract Term by issuing a change order “Renewal Notice” through www.phlcontracts.phila.gov (“PHLContracts”) notifying the successful seller that the Contract is renewed for the Renewal Term or Additional Performance Period (identified by commencement and termination dates) that is specified in the Renewal Notice. The Contract shall be deemed to be renewed for such Renewal Term or Additional Performance Period, and successful seller shall be obligated to perform all terms and conditions of the Contract throughout such Renewal Term or Additional Performance Period, as of the effective date indicated on the City's Renewal Notice, whether or not successful seller has agreed, verbally or in writing, to such renewal of the Contract term.

1.2.2 If an individual Performance Bond and/or Payment Bond is required under this Invitation and Bid, such bond(s) shall be and remain in full force and effect throughout the Initial Term, all Renewal Terms, any Additional Performance Period, and the period of any unexpired warranty provided or required under the Contract, without notice of Contract renewal by the City to the surety or the consent of the surety thereto. It is the sole responsibility of the successful bidder to ensure that such bond(s) remain in full force and effect as provided in this Section, and failure to do so shall be an event of default pursuant to Paragraph 19, Default and Termination, of the attached SS&E Terms and Conditions of Bidding and Contract.

http://www.phlcontracts.phila.gov/

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1.3 Contract Type

1.3.1 Requirements Contract

The following items are required as ordered. Exact quantities cannot now be determined but estimates thereof are listed herein.

Quantities listed may be increased or decreased to meet the requirements of the City during the period of this contract. A minimum is not guaranteed. Purchase orders issued as a result of this bid will be for materials or services to be delivered generally on an as-needed basis. Successful seller(s) are cautioned not to deliver any materials or services without first being advised to do so by the ordering agency through a purchase order or other authorized document from the Procurement Department.

1.3.2 It is the intent of the Procurement Department to make an award for the period as stated above subject to the appropriation of funds in the succeeding fiscal year(s) by City Council. The City’s fiscal year is from July 1st to June 30th, inclusive.

Materials or services to be ordered after the end of the fiscal year are subject to the issuance of purchase orders for the following fiscal years. The City is not liable for the award involving following fiscal years' funds until such orders are issued.

The obligation to deliver on such purchase orders shall not take effect until the orders are issued.

To simplify the contract procedure, however, the successful seller(s) will be required to furnish an Individual Performance Bond or Performance Security Fee to cover units awarded to them.

1.4 Methodology of Acquisition:Purchase only.

1.5 Statement of Direction

It is the intent of the City of Philadelphia to make an award for Bottled Drinking Water and Distilled Water for the City of Philadelphia’s department(s) and agencies as specified herein during the contract period.

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1.6 Quotation Information

1.6.1 All information concerning this quote will be contained in this response document as issued or amended.

1.6.2 Information provided verbally by any City official shall not be binding, relevant, or in any way considered to be a commitment by the City. The City will provide, in writing, any clarifications, changes, and/or other information deemed to be necessary.

1.6.3 Any questions or concerns about this Bid Solicitation should be directed to the Procurement employee listed on the cover letter. Please address all questions to him/her prior to returning the document, so all questions may be addressed and answered.

1.6.4 Estimated expenditures for contract period: $304,942.90

1.7 Bid Security

In order to be eligible to sell Services, Supplies and Equipment, all vendors must be enrolled in the City's Annual Bid Security Program. The program covers the City’s fiscal year from July 1, 2025 – June 30, 2026. All sellers must pay the non-refundable Annual Bid Security Program fee of one hundred dollars ($100.00). The fee must be paid through the Revenue Department payment center at: https://www.phila.gov/make-a-payment/ Receipt of payment must be uploaded as an attachment with the quote submission on PHLContracts.

Completed application should be submitted to: PHLcontracts@phila.gov

The fee should be submitted, under separate cover, to the attention of “FY26 Annual Bid Security Program” prior to the first opening date that the seller wants to submit a quote and be covered under the program. Enrollment and payment of the Annual Bid Security Program must be completed in order to be eligible for award in accordance with Paragraph 2 of the “Services, Supplies, and Equipment (SS&E) Terms and Conditions of Bidding and Contract”.

Fees can be paid by:

(a) Electronic check

(b) Credit or debit card, incurring an additional $2.25 processing fee

Please upload payment receipt to your bid response.

https://www.phila.gov/make-a-payment/ mailto:PHLcontracts@phila.gov

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1.8 Bid Information

1.8.1 Sellers are required to submit documentation at the time of bid submission to demonstrate full compliance with all applicable regulatory and quality standards.

Each seller must upload copies of all relevant state and federal certifications, permits, and testing results associated with the production, treatment, and distribution of bottled water, including compliance with the Federal Food, Drug, and Cosmetic Act, U.S. FDA requirements, and Pennsylvania regulatory standards.

Sellers must provide all credentials and legal documentation held by both the bottler and/or distributor, showing their authorization to produce, treat, transport, and sell potable drinking water.

The submission must also identify the source of the water and all treatment methods used (e.g., filtration, ozonation, activated carbon), and confirm that the product meets all required safety and quality standards.

All documentation must be uploaded as attachments with the quote at the time of submission, failure to provide this information may result in the seller being deemed non-responsive.

1.9 Bid Submission

1.9.1 All quotes submitted to the City of Philadelphia must adhere to all bid submission requirements.

It is the seller's responsibility to ensure all bid submission requirements are met. Failure to adhere to these instructions may result in the quote being disqualified.

1.9.2 All quotes must be electronically submitted to PHLContracts by a seller with legal authority to bind the seller's Company as that authority is more fully described in the “Consent and Authorization Agreement,” which Company has completed, signed and submitted to the City at the time of vendor registration or as an attachment to the first submitted quote; in no event will the City accept a quote from seller unless City has received a duly completed and signed Consent and Authorization Agreement by the time of bid opening. The Contract shall not be legally binding upon the City of Philadelphia unless and until it is executed in accordance with Paragraph 13 of the attached Terms and Conditions.

1.9.3 Quotes to advertised sealed bids shall be submitted through PHLContracts and opened publicly at 10:30 AM Philadelphia local time via online video conference on the bid opening date.

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1.9.4 Sellers must submit their electronic quote to the City of Philadelphia through PHLContracts no later than 10:30 AM on the date that the bid opens.

1.9.5 It is the seller's responsibility to ensure that the quote is submitted in a timely manner prior to the bid opening date and time in accordance with Paragraph 1 of attached Terms and Conditions. All quotes must be submitted electronically to the correct bid opportunity established for this Bid, through the PHLContracts online application process at: www.phlcontracts.phila.gov. Sellers who have failed to file complete applications through the PHLContracts online application process will not be considered for the contract. Be advised that the unavailability of timely help through our Customer Service will not extend an advertised deadline for electronic submission of your quote on PHLContracts. Please allow sufficient time prior to any application deadline for an adequate response to your inquiry or request for assistance.

1.9.6 Seller's quote should be complete and include all information required as described in the various sections of the bid solicitation, including but not limited to, specifications, Terms and Conditions of Bidding and Contract, pricing, and all amendments. All pricing must be completed as specified in the bid solicitation. Every submitted quote the seller must fully accept the terms and conditions contained in the bid solicitation. Failure to accept all of the terms and conditions is a matter of responsiveness in accordance with Paragraph 8 of the attached Terms and Conditions.

1.9.7 Bid Processing Fee

In addition to enrollment in the City's Annual Bid Security Program, sellers must pay, for each submitted quote, a non-refundable Bid Processing Fee of $25.00. Sellers can pay this fee electronically through the Revenue Department payment center at:

https://www.phila.gov/make-a-payment/ Receipt of payment must be uploaded as an attachment with the quote submission on PHLContracts.

Failure to submit the bid processing fee may result in the seller's disqualification from bidding. In addition, if an award is made pursuant to the Bid Solicitation, any unpaid processing fees owed by the seller to the City must be paid prior to the City's release of any payments to the seller under the Contract.

http://www.phlcontracts.phila.gov/

Philadelphia, PA 19102-1685

Bid Number: B2627003 Page 8

1.9.8 Local Bidding Preference

In accordance with Chapter 17-109 of The Philadelphia Code relating to Local Bidding Preferences this bid may be subject to a local bid preference1. In order to determine eligibility to receive the preference, if applicable, the seller must be certified as a Local Business Entity (“LBE”) at the time of the bid opening.

Further, through submission of a quote in response to this bid, seller makes the following certification in connection with the grant of any local bidding preference which certification is incorporated into any contract resulting from this bid:

“Throughout the entirety of the contract, my company or my LBE certified subcontractor(s)2 will perform the majority of any work on the subject contract within the geographic limits of the City of Philadelphia and my company or my LBE certified subcontractor(s) will maintain within the City a majority of the inventory or equipment that will be used on the contract or the amount of inventory that is customary for that industry.”

If the Procurement Commissioner determines that the awarded seller fails to comply with its certification at any time during the term of its contract, the awarded seller's LBE certification will be revoked and the awarded seller shall be deemed in substantial breach of such contract, shall be required to pay liquidated damages as outlined in 4.2.5 and may be debarred by the Procurement Commissioner in accordance with the Procurement Department Debarment Regulation for a period up to three years.

To apply for Local Business Entity (LBE) certification, go to:

https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/get-certified-as-a-local-business-entity/

Please provide sufficient time prior to bidding for the processing of the LBE application. The Procurement Commissioner reserves the right to request any additional or clarifying information at any time prior to the award of the contract, and during the performance of the contract.

1 For applicable bids of One Million Dollars or less, the preference is ten percent (10%); for all other applicable bids the preference is five percent (5%).

2 If the Seller relies upon LBE subcontractor(s) to perform the majority of the work and maintain the majority of the inventory or equipment within the City, the subcontractor(s)’ LBE Certification Number and most recent annual affidavit of continuing eligibility must be submitted to the Procurement Department.

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1.9.9 Alternates

If an alternate to any item is offered, the seller must follow instructions in Paragraph 4 of “SS&E Terms and Conditions of Bidding and Contract”. State the brand name and the model number of each alternate offered. Detailed technical information on the alternate should accompany the bid.

Failure to state alternates will obligate the seller to provide materials and/or services specified in the bid solicitation.

Any other product information submitted by a seller in connection with this bid is for purposes of product description, information, and specification only. The seller agrees that any additional terms or conditions contained therein, including, but not limited to, disclaimers or limitations of liability, do not become part of the bid.

1.9.10 Questions or Problems

In preparing the bid response, should any seller need clarification on the bid requirements, identify a discrepancy in the specifications, determine that a specified product has been discontinued or an alternate procedure is advised, etc.; then the seller is strongly encouraged to bring these issues to the attention of the Procurement Department prior to the bid opening by submitting questions on the Q&A tab of the applicable bid posted through PHLContracts.

Questions must be received no later than seven (7) calendar days prior to the scheduled opening date of the bid. The City reserves the right to only respond to those questions submitted prior to the stated deadline. The City will respond to questions it considers appropriate to this Bid Solicitation and of interest to all sellers, but reserves the right, in its discretion, not to respond to any question. The City reserves the right, in its discretion, to revise questions. No oral response to any seller question by any City employee or agent shall be binding on the City or in any way considered to be a commitment by the City.

If it is in the City's best interest to do so, the bid may be amended to reflect the proposed changes/modifications. Exceptions taken do not obligate the City to change the specifications.

The City of Philadelphia Procurement Department will post all amendments to the Bid on PHLContracts regarding any interpretations/changes made to specifications or instructions. The City will not accept responsibility for oral instructions, suggestions, or changes by any City agency.

Otherwise, the successful seller will have to provide the product or service exactly as defined in the Bid Solicitation including any and all specifications and requirements listed.

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1.10 Seller Qualification

All sellers must be a bona fide manufacturer of, or dealer in, the article or service specified within the bid. To demonstrate this, sellers should submit the following reference information with their bid. References provided should be pertinent to the commodity or service requested in this Bid Solicitation; and demonstrate the seller's ability to perform on a contract of this size and scope.

Please note that reference information in each section must be completed. Failure to submit this information may result in the seller's disqualification.

1.11 Business to Business Internet Site Ordering Requirement

Seller must have the capability to supply the City of Philadelphia with active Business-to- Business (B2B) Internet Site (The Site) ordering.

Sellers must have the necessary in-house Information Technology staff and capability to customize/modify The Site within 48 hours. City Departments will have a liaison for Seller’s Information Technology staff to contact for changes to The Site.

In-house Information Technology staff/support shall be free of cost to the City.

Seller shall provide the ability for users to order through The Site for the City’s Departments.

The Site, as described below, shall be fully operational prior to award, otherwise, seller will be subject to contract default.

The Site shall be free of cost to the City.

The Site shall accept a purchase using a City purchase order number.

All items shall show the City’s contracted price.

The Site shall contain a “search engine.” Result returned from a user-initiated search must show common use items before non-common use items.

All fields on the Site shall be customizable so that the City’s ordering agencies may see the City’s terminology in place of generic language. The seller must provide documentation demonstrating the capacity, experience, and regulatory compliance necessary to provide bottled drinking water in accordance with all applicable federal, state and local requirements. The seller shall be a bona fide manufacturer and/or authorized distributor of bottled water and must provide documentation confirming compliance with the Federal Food, Drug, and Cosmetic Act, U.S.

FDA regulations, and all applicable Pennsylvania Department of Environmental Protection standards.

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1.12 Seller Requirements

The seller must provide documentation demonstrating the capacity, experience, and regulatory compliance necessary to provide bottled drinking water in accordance with all applicable federal, state and local requirements. The seller shall be a bona fide manufacturer and/or authorized distributor of bottled water and must provide documentation confirming compliance with the Federal Food, Drug, and Cosmetic Act, U.S. FDA regulations, and all applicable Pennsylvania Department of Environmental Protection standards.

The seller shall provide all required certifications, permits, and testing results related to the production, treatment, storage, and distribution of potable water, including identification of water sources and all treatment methods utilized.

The seller must demonstrate the ability to meet all delivery requirements, including routine and emergency bulk orders, and maintain sufficient inventory, equipment, and operational capacity to support multiple City departments on an as-needed basis throughout the contract term.No Pre- Bid Meeting scheduled for this bid.

1.13 Site Inspection and Visit

The Procurement Department may visit the seller’s site to determine the capability of seller to perform the contract.

1.13.1 Upon notification by the Procurement Department Buyer, seller shall be required to submit a copy of PA DER Permit and any additional information verifying credentials (see paragraph 2.1.3 Standards).

Seller shall have ten (10) days to submit this permit copy after notification.

1.13.2 Awarded seller may be required to attend a mandatory pre-award meeting.

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Section 2 Specifications

2.1 Successful bidder(s) shall be required to supply the City of Philadelphia's Agencies and Departments with Bottled and Distilled Drinking Water listed in Sections 2 of this Invitation and Bid, and in PHL Contracts under the Items tab.

2.1.1 Section 2, Specifications, is organized into two components:

Schedule A: the product, consumable bottled water, including quality, safety and delivery

Schedule B: equipment used to dispense, and store bottled water, and services required for the maintenance of that equipment

2.1.2 Schedule A: Bottled Water

All Bottled Water as approved for drinking purposes shall be furnished in sealed containers, conforming to all Pennsylvania and Federal Standards for drinking water. The sizes specified in PHLContracts under the “Items,” tab.

2.1.3 Standards

Successful seller shall comply with the federal Food, Drug, and Cosmetic Act and US FDA requirements for bottled water including but not limited to Good Manufacturing Practice, standard of quality. Seller shall also comply with all appropriate bottled water requirements for the State of Pennsylvania and any state in which transport, processing, and storage take place.

Copies of all state and federal certifications and permits, and testing results related to this contract shall be submitted to the City of Philadelphia with the seller’s quote.

All credentials held by the bottler and distributor must be uploaded to the attachments tab/ attachment in PHL Contracts.

The standards include but are not limited to those contained in the Code of Federal Regulations (Title 21: Bottled Drinking Water; and Current Good Manufacturing Practice in Manufacturing, Packing), Pennsylvania Health and Safety Code; and Food Sanitation Food Processing Establishments, Pennsylvania Code of Regulations for Bottled Water and Vended Water Systems, Retail Water Facilities and Bulk Water Hauling Systems, Title 25, Chapter 109, Subchapter J. of the applicable Pennsylvania Department of Environmental Protection rules and regulations.

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2.1.4 Source and Treatment

In PHL Contracts under the “Questions” tab seller shall identify sources of water and all treatment methods used for all waters being supplied (e.g. filter, ozonation, activated carbon treatment, etc.). All bottled water must be free of any objectionable taste and odor.

All applicable credentials, certifications, and legal documentation from the bottler and/or distributor must be submitted as a part of the seller’s quote. This documentation shall be uploaded as an attachment at the time of quote submission and must clearly demonstrate compliance with all relevant regulatory and industry standards. Documentation must be uploaded to the attachments tab/ attachment in PHL Contracts.

2.1.5 Bottling Date Requirements

All deliveries of bottled water shall have a legible stamped date indicating the date of bottling. Bottling date shall be within 30 days in which the order was received from the City.

2.1.6 Bottle Loan

Seller will loan bottles to the City at no charge

2.1.7 Bottle Charges

Deposit will not be permitted. Seller to list the “Cost per bottle” charge should the City be determined to be responsible for any loss or breakage. Lost bottles are to be billed in the month in which the lost occurred. Refer to line #4 under the items tab in PHL Contracts

2.1.8 Delivery Schedules

Successful seller will be expected to visit each location awarded to seller at least once in every two weeks. At this time they will replace bottles and leave one extra bottle per cooler, if needed by using agency. Emergency calls from using agencies for water shall require a 24-hour response time.

2.1.9 Deliveries to City Hall

All truck deliveries to City Hall shall be made by means of the freight elevator at the Southeast Corner at City Hall. The freight elevator permits entry to the basement where the storerooms are located. Any deliveries requiring delivery to floors above the basement of the southeast corner to the northwest corner of City Hall, the seller shall use the northeast corner freight elevator.

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2.1.10 Deliveries to the Office of Fleet Management

Seller’s delivery agent will locate parts supervisor at shop delivery location and get a signature authorizing delivery and provide a receipt. If a hand-held device is not available, agent must provide manual paperwork for employee signature. NO

DELIVERY WILL BE VALID WITHOUT SIGNATURE AND MAY VOID THE

INVOICE.

All OFM Shop location orders must have shipping authorizations. No phone orders from shop locations shall be accepted.

Failure to follow directions as outlined above may result in liquidated damages being assessed

2.1.10.1 Office Location (100 S. Broad St., 3rd floor): Scheduled delivery for every two weeks

2.1.10.2 Shop Locations (addresses to be provided to awarded seller) No deliveries shall be made without shipping authorization notice from OFM.

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2.1.11 Delivery Locations:

Departments receiving bottled water must have approval to receive shipments. The following locations have been approved to receive bottled water as specified in this Invitation and Bid.

The City reserves the right to add or delete delivery locations during the life of this contract.

All delivery locations will appear on purchase orders resulting from this Invitation and Bid. Specific delivery instructions will be provided at the time each order is placed.

2.1.11.1 POLICE

Police Court Liaison, Rms. 117, 567 & 571 Police Academy – various, 8501 State Rd.

Impound 7992 Penrose Ferry Arsenal Bldg. #110 301 Tacony ST.

Warehouse 660 E. Erie Tow Squad, McAlester & Whitaker Traffic District, 4500 S. Broad St, Bldg 501 Police Headquarters, 750 Race St., various.

2.1.11.2 PRISONS

PICC/Philacor, 8301 State Road (deliveries are to be made prior to 2:00 PM)

2.1.11.3 CITY HALL

2.1.11.3.1 City Council

City Hall, 4th floor, Room 491

2.1.11.3.2 Public Property

Rooms 786 and 796

2.1.11.3.3 Register of Wills

1st floor, Room 18

2.1.11.3.4 The Philadelphia Historical Commission

City Hall, Room 576

2.1.11.3.5 Office of Innovation & Technology (OIT)

City Hall, Rooms 702 and 714

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2.1.11.4 Records Department

Municipal Service Building1401 JFK Blvd, Basement City Hall, Rooms 111 and 156

2.1.11.5 District Attorney’s Office

1301 Filbert Street, Rooms B07 Rm. 105 46 S. 11th Street, Suite 300

2.1.11.6 Department of Revenue

Municipal Services Building – 1401 JFK Boulevard Rooms 400 430, 440, 480, 530, 580, 630, 200 Concourse level 8 Penn Center 1628 JFK Boulevard, Concourse level

2.1.11.7 Office of Supporting Housing

4000 N. American St.

804 N. Broad Street 1430 Cherry St.

7979 State Rd. (deliveries between 7:00 AM – 3:00 PM)

2.1.11.8 Department of Public Health

500 S. Broad St. 2nd and 3rd Floors 1101 Market St., 8th, 9th, and 10th floors

2.1.11.9 Department of Behavioral Health

701 Market St., 5th Floor 1101 Market St., 7th, 8th, and 10th floors

2.1.11.10 Fire Department

115 W. Luzerne St.

5200 Pennypack St.

2.1.11.11 Office of Innovation & Technology (OIT)

11TH & Reed Street

2.1.11.12 Public Property

7th & Lehigh Avenue

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2.1.11.13 Philadelphia International Airport

Supply Warehouse, 8401 Executive Avenue Philadelphia, PA 19153 A/B Ramp Tower-Terminal A/B Airside Ops Office-Terminal C/D Terminal Landside-Terminal C/D Operations-Terminal C Guest Services-Terminal C/D VIP Trailer-Airfield Building Maintenance-4700 Island Ave Airport Operations Center-PHL Terminal C Departures Rd C Dolly-PHL Terminal C D/E 3rd floor Office-Terminal D/E Departures Fire Engine 78- Hog Island Rd Fire Training Facility, Hog Island Road International Plaza (5 separate locations inside) 2 International Plaza Pavement and Grounds 4775 Island Ave Police-PHL Terminal C Departures Rd Police K9 Trailer- Airfield Passenger Assistance- Terminal A-East Baggage Claim Travelers Aid- Terminal A- East Baggage Claim Warehouse-8401 Executive Ave Thermal Plant-PHL Arrivals Rd PNE-9800 Ashton Rd

When requested, the awarded seller shall deliver a replacement cooler within two hours of the request being made. Failure to provide the replacement cooler within the specified two-hour time frame will result in liquidated damages being assessed.

2.1.11.13.1 Philadelphia International Airport Security and Clearance Requirements

The awarded seller will be required to obtain Airport Security Identification Badges for employees servicing the Bottled and Distilled Drinking Water after the bid award. All fees associated with ID Badging shall apply to the awarded seller. Awarded seller employees must attend the Security Identification Display Area (S.I.D.A.) briefing and pass the A.O.A. (Air Operations Area) Driver’s Test to drive on the airfield unescorted. The awarded seller must list their personnel that will be subjected to background checks for FAA security clearances, TSA, and other clearance that may be required to include, fingerprint-based Criminal History Record check certification. The awarded seller will coordinate ID Badging with the PHL Airport Representative: Jade Williams, Jade.Williams@phl.org.

mailto:Jade.Williams@phl.org

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Philadelphia International Airport Security and Clearance Requirements Continued Vehicle operations within the airport boundaries shall conform with the provisions of the Airport Vehicle Code, Commonwealth of Pennsylvania, all traffic Ordinances of the City of Philadelphia and, in addition, shall conform to any special rules and regulations prescribed by the Division of Aviation (DOA) CEO. Privileges to operate motor vehicles on any portion of Airport property may be suspended or permanently revoked by (DOA) for violation of Airport rules and regulations.

Note: Security Clearance ID Badges will be required for all providing services at the Philadelphia International Airport. The official ID badging process can be found at https://www.phl.org/working-at-phl/resources.

2.1.11.14 Office of Fleet Management

Shop Number Address Zip ADM 100 S. Broad St. 3rd Floor 19110 134 100 E Hunting Park & Front 19125 159 4040 Whitaker Avenue 19124 175 8601 Ashburner & State Rd. 19136 209 NE Airport-9800 Ashton Rd &Grant Ave 19114 225 200 Domino Ln. & Umbria 19128 233 3275 Fox Street 19129 241 2601 Glenwood Avenue 19121 258 Warehouse Facility 26th & Master Streets 19121 282 Carbarn Fairmount Park I-76& Montgomery Dr. 19131 290 5014 Grays Avenue 19143 308 8200 Enterprise Ave. 19153 316 PIA - 4770 Island Avenue 19153 332 Delaware & Wheatsheaf 19134 357 3033 S. 63rd Street 19125 415 3900 Richmond Street 19137 423 1117 Reed Street 19147 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.phl.org%2Fworking-at-phl%2Fresources&data=05%7C02%7CTakiyah.Shippe%40phila.gov%7C988db078b138449d13ca08deac2c7666%7C2046864f68ea497daf34a6629a6cd700%7C0%7C0%7C639137504132334363%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=b%2BX5xI%2Bu6k2a6J%2BOSt5bmfKWBRn8wvZdrgmlidl1kFQ%3D&reserved=0

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2.1.12 Schedule B: Rental or Purchase of Water Coolers

The Seller Must: Provide water coolers that earn the ENERGY STAR and meet the ENERGY STAR specifications for energy efficiency as outlined below. The seller is encouraged to visit www.energystar.gov for complete product specifications and an updated list of qualifying products.

2.1.13 RENTAL WATER COOLERS

Successful seller shall be responsible for all service in keeping unit (s) in ideal operating condition. Water coolers shall have no leaded materials or bacteria in contact with the drinking water. Seller shall complete regular cleaning: disassembly of water cooler, disinfecting of the bottled-water cooler, reassemble of water cooler and replacing puncture tops. Seller shall use an approved procedure as recommended by the manufacturer. No less than twice, every 6 (six) months, a year. Water cooler rental price (listed in PHL Contracts under the “Items,” tab) shall include all parts, labor and cleaning. Upon expiration of contract period, seller shall pick-up all equipment rented under this contract unless seller has been successful in obtaining new award for the next contract period (s).

2.1.14 PURCHASED WATER COOLERS

Purchase, water coolers, cold and/or hot and cold, (to be used with bottles described in Schedule A above). Unit shall have baked enamel embossed steel cabinet. One (1) piece molded ABS top.

Heavy gauge galvanized steel base. Push button, self-closing faucets. Three (3) quart (minimum) capacity cooling unit, 304 stainless steel reservoir. Drain receptor, one (1) quart (minimum) capacity, lift-out type. Air-cooled static condenser. Three (3) prong power cord, 6 foot long.

Motor compressor hermetically sealed reciprocating type, 1/20 H.P., 115V, 60 Hz. Sealed-in lifetime oil supply. Refrigerant type R12 or equivalent current industry standard refrigerant. Cold water thermostat, temperature is controlled by adjustable thermostat. Cup dispenser holes at each side of cabinet for attachment of cup dispenser. UL listed. Coolers shall be rated in accordance with ARI Standard 1010- 2002.

Hot/Cold Unit Hot water - adjustable automatic thermostat factory set at approximately 180oF. Hot tank storage capacity - 1-1/2 quarts. Delivers forty-four (44) six (6) ounce cups of hot water per hour in addition to cold water.

WARRANTY - (minimum) five (5) year warranty on sealed refrigeration All other parts are warranted for (minimum) one (1) year.

Cool and Cold unit-Oasis B1RRK for reference. Hot and Cold unit - Oasis B1RRHS for reference.

Philadelphia, PA 19102-1685

Bid Number: B2627003 Page 20

2.1.15 TABLETOP WATER COOLERS

The successful seller shall provide a Tabletop Water Coolers with the following dimensions 17.9” high, 12” wide and 17” deep. Cooler can be plugged into a typical outlet just like a stand-up water cooler. This model does accommodate the five-gallon bottles. It also supplies hot and cold water.

2.1.16 Pricing Instructions in PHL Contracts

In PHL Contracts under the “Items,” tab sellers shall provide a price for each Item listed. Prices shall be firm for the Initial Term of the Contract. If Subsequent Renewal Terms are exercised by the City, the Seller may increase Prices as per Paragraph 4.3 “Price Increase or Decrease”.

2.2 Item Specifications

2.2.1 32000-000-009

DRINKING BOTTLED 5 GALLON SPILLPROOF WATER

Estimated Quantity: 50,000 EA

2.2.2 32000-000-006

WATER, BOTTLED DISTILLED. 5 GALLON BOTTLE

Estimated Quantity: 50 BO

2.2.3 32000-000-008

DISTILLED WATER

ONE GALLON BOTTLES - SIX BOTTLES PER CASE

Estimated Quantity: 100 CA

2.2.4 32000 000 099

BOTTLED DRINKING WATER;

COST PER BOTTLE FOR LOSS OR BREAKAGE BY CITY

Estimated Quantity: 30 EA

2.2.5 28555-000-001

RENTAL OF WATER COOLER,

TO ACCOMMODATE BOTH 5 & 6 GALLON BOTTLES; COLD ONLY

Estimated Quantity: 1,000 MO

2.2.6 28555-000-002

RENTAL OF WATER COOLER,

TO ACCOMMODATE BOTH 5 & 6 GALLON BOTTLES; HOT AND COLD

Estimated Quantity: 4,000 MO

Bid Number: B2627003 Page 21

2.2.7 28555-001-000

RENTAL OF TABLE TOP WATER COOLER, 5 GALLON BOTTLES: HOT & COLD

Estimated Quantity: 10 MO

2.2.8 42330-000-001

PURCHASE OF WATER COOLER,

TO ACCOMMODATE BOTH 5 & 6 GALLON BOTTLES; COLD ONLY

Estimated Quantity: 1 EA

2.2.9 42330-000-002

PURCHASE OF WATER COOLER,

TO ACCOMMODATE BOTH 5 & 6 GALLON BOTTLES; COLD AND HOT

Estimated Quantity: 15 EA

2.2.10 26053-000-001

CLEANING OF WATER COOLERS - PURCHASED ONLY

Estimated Quantity: 1 EA

2.2.11 32000-000-101

RACK, BOTTLE WATER;

HIGH DENSITY PLASTIC CONSTRUCTION

BLACK; 14-1/2"W X 21-1/2"D X 29"H; 3 SHELVES

Estimated Quantity: 40 EA

2.2.12 28555-000-006

WATER COOLER, BOTTOM LOAD, RENTAL.

HOT, COLD AND ROOM TEMP FROM SINGLE DISPENSER

Estimated Quantity: 10 MO

2.2.13 28555-000-007

RENTAL OF WATER COOLER; PLUMBED UNITS

Estimated Quantity: 2 EA

2.2.14 26047-000-001

INSTALLATION FEE FOR WATER COOLER

2.2.15 26047-000-003

FILTER CHANGE FOR WATER COOLER

2.2.16 32000-000-011

SPRING WATER, 8OZ BOTTLE, 24/CARTON

Philadelphia, PA 19102-1685

Bid Number: B2627003 Page 22

Estimated Quantity: 20 CT

Section 3 Bid Evaluation and Award

3.1 Bid Evaluation

3.1.1 Bids will be evaluated by the Procurement Department.

3.1.2 Bids will be evaluated for responsiveness to the bid specifications and the responsibility of the sellers.

3.1.3 Bids may be disqualified if they are deemed to be non-responsive without notice. All decisions regarding responsiveness are final and are not appealable.

A bid may be deemed non-responsive for any of the following:

(a) improper bid security

(b) improper bid execution

(c) incompleteness

(d) offering counter terms and conditions

3.1.4 Sellers whose bids are determined to be non-responsible for reasons of seller qualification shall be notified by the City of the reasons for the determination and may contest the finding of non-responsibility through the prescribed procedures described in paragraph 9 of “SS&E Terms and Conditions of Bidding and Contract”.

3.1.5 Samples may be requested after bid opening as part of bid evaluation. Samples must be received within the ten (10) days following request. Failure to provide samples within the (10) day period may result in seller disqualification.

3.1.6 The City shall conduct a blind taste test on the samples requested.

3.1.7 All samples will be supplied to the City of Philadelphia at no cost.

Philadelphia, PA 19102-1685

Bid Number: B2627003 Page 23

3.2 Evaluation and Award

3.2.1 This Invitation and Bid shall be awarded to the lowest responsive and responsible seller, either in whole, or item by item, whichever is deemed to be in the best interest of the City.

3.2.2 While the contract will be awarded to the lowest responsive and responsible seller as otherwise provided in this Invitation and Bid, the City aspires to purchase articles manufactured in the City of Philadelphia or in the Commonwealth of Pennsylvania.

3.2.3 Application of LBE Preference

In applying the 10% preference, if applicable, the bid price of the LBE will be multiplied by .90 and rounded to the second decimal place. In applying the 5% preference, if applicable, the bid price of the LBE will be multiplied by .95 and rounded to the second decimal place. The adjusted bid price of the LBE will then be used in determining the lowest responsive and responsible seller. If the bid is awarded as a whole or by section, the local bid preference may be applicable.

If the bid is awarded by line item, the local bid preference is not applicable.

Unless the Procurement Commissioner determines to waive the preference for the reasons stated in subsection 7b. of the LBE Regulation, an LBE, whose bid is otherwise responsive and responsible and who has submitted the required information, shall be granted the applicable bid preference on competitive bid(s) awards that are awarded as a whole or by section.

3.2.4 Basis of Award for Evaluation Purposes

The prices used for the calculation of the Basis of Award must be the same prices as quoted in PHLContracts. In the event of a conflict between the prices, the prices quoted in the PHLContracts will prevail and will be used for calculations.

3.2.5 Performance Security

In this bid, Performance Security in the amount of $ 25.00 is required as outlined in paragraph 13 of “SS&E Terms and Conditions of Bidding and Contract”. Any applicable performance security shall be required for any subsequent renewal periods.

Fees are paid electronically through the Revenue Department payment center at:

https://www.phila.gov/make-a-payment/ Receipt of payment must be uploaded as an attachment with the quote submission on PHLContracts.

Type of Fee Fee Amount Bid Processing Fee $25.00 Annual Master Bid Security Fee $100.00 Performance Security Fee $25.00

Bid Number: B2627003 Page 24

3.2.6 Required Disclosures

In accordance with Philadelphia Code Section 17-104, the successful seller, after award of the Contract, is required to disclose the following:

(a) Slavery Era Records. The seller will complete an affidavit certifying and representing that the seller (including any parent company, subsidiary, exclusive distributor or company affiliated with seller) has searched any and all records of the seller or any predecessor business entity regarding records of investments or profits from slavery or slaveholder insurance policies during the slavery era. The names of any slaves or slaveholders described in those records must be disclosed in the affidavit. The seller expressly understands and agrees that any false certification or representation in connection with this disclosure and/or any failure to comply with these requirements shall constitute a substantial breach of this Contract entitling the City to all rights and remedies provided in this Contract or otherwise available in law (including, but not limited to, Section 17-104 of The Philadelphia Code) or equity and the Contract will be deemed voidable. In addition, it is understood that false certification or representation is subject to prosecution under Title 18 Pa.C.S.A. Section 4904.

(b) Female Executives and Board Members. The seller must provide the following information:

i. the current percentage of female executive officers in the company and the current percentage of females on the company's executive and full boards;

(c) Demographic Data Disclosures. The seller agrees to provide the following information before formally accepting the Contract:

i. Seller’s and each subcontractor’s prior years of experience performing on City contracts in any capacity during the five calendar years prior to the date of the opening of bids for the Contract;

ii. Demographic data on the workforce of the seller (race, ethnicity, gender identity, salary range, Philadelphia residence, and other categories that may be established by regulation), as of the Report Date (June 30th immediately preceding the date the bid is filed); and

iii. Demographic data on the board of the seller

The above disclosure requirements can be fulfilled via electronic form:

https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/file-transparency-in-business-act-disclosure-forms/

For Sole Source contracts, the seller is subject to additional disclosure requirements established under Chapter 17-1400 of The Philadelphia Code.

https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/file-transparency-in-business-act-disclosure-forms/ https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/file-transparency-in-business-act-disclosure-forms/

Philadelphia, PA 19102-1685

Bid Number: B2627003 Page 25

The seller expressly understands and agrees that any false certification or representation in connection with this disclosure and/or any failure to comply with these requirements shall constitute a substantial breach of this Contract entitling the City to all rights and remedies provided in this Contract or otherwise available in law (including, but not limited to, the “City of Philadelphia Policy and Procedures for Debarment and Suspension of Vendors and Contractors”) or equity and the Contract will be deemed voidable. In addition, it is understood that false certification or representation is subject to prosecution under Title 18 Pa.C.S.A.

Section 4904.

3.2.7 Anti-discrimination and Equal Opportunity in Contracting

The City, acting through its Office of Economic Opportunity (“OEO”), works to ensure that all businesses desiring to do business with the City have an equal opportunity to compete under the City’s procurement process free from unlawful discrimination. In furtherance of this goal, the City will track the participation of small and local businesses at all tiers of City contracting. In accordance with City requirements and all applicable law, seller agrees to comply with the City’s requirements for the collection, retention, and reporting of data relating to contracting at any tier, including subcontracts.

Nothing in this Section shall be interpreted as (i) imposing mandatory quotas or percentages tied to protected group status, (ii) limiting the City's ability to periodically review, amend, or update its contracting policies consistent with applicable law and evolving policy objectives, or (iii) limiting the City’s ability to issue additional guidance on the collection, retention, and reporting of contracting data pursuant to this Section.

Seller agrees that the City may, in its sole discretion, conduct periodic reviews to monitor seller’s compliance with the collection of data relating to contracting at any tier, including subcontracts.

Seller agrees that in the event the City determines that seller has failed to comply with any of the requirements of this Section, the City may exercise any rights and remedies it may have under this Contract which includes withholding payment, suspension or termination.

The City has no direct contractual relationship with any subcontractor, and the Contract does not give any subcontractor any legal rights or remedies pursuant to this Section except the rights or remedies such subcontractor may be entitled to under its contract with seller. The remedies outlined in this Contract are for the City’s benefit only. The failure of the City to enforce or the indulgence of any non-compliance with this Section shall not constitute a waiver of the City’s rights nor give rise to actions by any third parties, including subcontractors.

Seller hereby verifies that all information submitted to the City in connection with this Section is true and correct and is notified that the submission of false information is subject to the penalties of 18 Pa.C.S. § 4904 relating to unsworn falsification to authorities, which may include payment of a fine of at least $1,000 and a term of imprisonment of not more than two (2) years.”

Philadelphia, PA 19102-1685

Bid Number: B2627003 Page 26

3.2.8 Insurance:

Insurance is a requirement for this bid in accordance with Paragraph 15 of the “SS&E Terms and Conditions of Bidding and Contract”. No contract will be executed nor purchase order issued unless and until all required insurance certificates, in the required amount, are received.

All insurance must meet the following requirements:

• Insured must be in the same name and address as the successful seller.

• The insurance carrier must be rated “A” or better by AM Best.

• The certificate holder must be the City of Philadelphia, and specifically named as an additional insured on the certificate in the "Description of Operations section".

• Certificate must be signed by an authorized representative of the insurance company/carrier.

All certificates are to be uploaded to PHLContracts or sent to Proc.Contracts@phila.gov

Section 4 Contract Management

4.1 City of Philadelphia Responsibility

4.1.1 Order Against Contracts

Upon contract conformance, purchase order(s) will be issued at such time that the product and/or service is needed and will show if delivery is to be made upon receipt of order, or only after notification by the using department.

(a) For Requirements contract types, products or services will be ordered and delivered on an as-needed basis during the contract term. A minimum quantity is not guaranteed.

(b) For Firm Limit contract types, products or services will be ordered and delivered at one-time in the quantity specified.

4.1.2 Invoices

Invoices shall be submitted after delivery and acceptance of the product or service by the City.

The City makes all efforts to process invoices in a timely manner. Incomplete or inaccurate information may result in invoice processing delays.

Invoices must contain the information specified in section 4.2.13 in order for the City to process payments as quickly as possible.

mailto:Proc.Contracts@phila.gov

Philadelphia, PA 19102-1685

Bid Number: B2627003 Page 27

Payments will only be made to the entity name as shown on the purchase order; the invoice must reflect this same entity name as the entity to “pay to”.