Chemical and Water Treatment Services.pdf

RFQ-0720260-CHEMICAL AND WATER

TREATMENT SERVICES

The City of Dearborn is requesting quotations for a complete service oriented water treatment program for the City of Dearborn Power House, 16001 Michigan Avenue and DISC, 14900 Ford Road.

The water treatment program will include all cooling towers, hot water loops and all chiller water loops and compressors. The Powerhouse Bid shall include testing and maintaining hot water loops in the following buildings:

FCPAC 15801 Michigan Avenue, Police and Courts 16099 Michigan Avenue, and the HFCL 16301 Michigan Avenue.

Testing for the hot water loops should be done at least twice a year (please advise). Coupon racks in these buildings should be checked and maintained also. In addition, the water treatment program will include all chemical products, any required equipment and all professional consulting services to accomplish and manage a water treatment program.

This agreement shall cover the period of two years from the date of PO issuance. The agreement maybe renewed for an additional two, 2-year renewals, upon mutual agreement of the both parties, at the same annual rate listed in this quote.

SCOPE OF SERVICES:

1. The program shall minimize scale, corrosion, fouling and microbiological growth which creates deposits on any transfer surfaces and increases costs of repair and maintenance.

2. The program shall provide professional water analysis with a minimum of once a month visits (or as needed) by vendor to ensure program success.

3. The program will provide laboratory analysis of pertinent materials removed during equipment inspection followed by a complete report, including comments on corrective controls.

4. The program will provide training to the City staff in all aspects of the water treatment program.

5. The program shall minimize the handling of chemical drums and shall eliminate the City from responsibility to dispose of empty drums whenever possible.

6. Contractor must deliver chemicals and equipment to each individual location (Powerhouse & the Dearborn Ice Skating Center).

CONTRACTOR RESPONSIBILITIES:

1. Vendor must provide training and compliance with Michigan Department of Agriculture Pesticide (Microbial)

Act.

2. Vendor must provide Reagents.

3. Vendor must provide tower conductivity controller and chemical pump for rust inhibitor.

4. Vendor must provide Equipment inspections. Fiberscope, water and deposit analysis, pictures for documentation.

5. Vendor must provide Chemical delivery system, free standing self-contained tanks at no additional charge.

6. Vendor must provide containment tanks for boiler and cooling tower chemicals at no additional charge.

7. Vendor must provide corrosion coupons for the chilled loop, hot water loops, and analysis.

8. Vendor must provide cost saving in water, sewer, and fuel by increasing cycles of concentration. Bidders should provide information on maximum amount of the following residuals; P Alkalinity, Conductivity, M Alkalinity.

9. Vendor must provide Automatic delivery of chemicals to the Powerhouse and Building Services to prevent interruption in treatment and testing.

EQUIPMENT DESCRIPTIONS:

POWERHOUSE

Chiller Equipment: 2 EA - WME106DSCNA – 600 ton

4 EA - MARLEY NC8402 Z CELL – 1800 GPM

DEARBORN ICE SKATING CENTER:

3 EA - Vilter 456xl 75 ton capacity compressors

CHEMICAL PRODUCTS NOW IN USE:

Note: To determine how much chemical is needed in the systems, chemical tests are run one time a day or as needed. Contractor must provide test procedures for City personnel for each location.

Amounts listed are approximate usage for a one-year period:

Powerhouse:

Cooling Tower Treatment 165 gallons Biocide brome tab 100lb pails 2 pails Lay-up treatment 10 gallon pails 2 pails Tower Clean 5 gallon pails 1 pails Closed loop treatment non-nitrite 75 gallons Test Reagents 24 service calls Chemicals needed for added hot water loops.

DISC:

Inhibitor 15-gallon pail 60 gallons Chlorine 15-gallon pail 90 gallons

INVOICING:

Vendor shall invoice quarterly. Invoice must be broken down by division (Powerhouse/Building Services and DISC separately).

MATERIAL SAFETY DATA SHEETS:

Vendor shall forward to the Purchasing Division all material safety data sheets required in connection with this bid (at time of award) if applicable

QUALIFICATIONS OF BIDDERS:

The bidder may be required before the award of any contract to show to the complete satisfaction of the City of Dearborn that it has the necessary facilities, ability, and financial resources to provide the service specified therein in a satisfactory manner. The bidder may also be required to give a past history and references in order to satisfy the City of Dearborn in regard to the bidder's qualifications. The City of Dearborn may make reasonable investigations deemed necessary and proper to determine the ability of the bidder to perform the work, and the bidder shall furnish to the City of Dearborn all information for this purpose that may be requested. The City of Dearborn reserves the right to reject any bid if the evidence submitted by, or investigation of, the bidder fails to satisfy the City of Dearborn that the bidder is properly qualified to carry out the obligations of the contract and to complete the work described therein. Evaluation of the bidder's qualifications shall include:

1. The ability, capacity, skill, and financial resources to perform the work or provide the service required.

2. The ability of the bidder to perform the work or provide the service promptly or within the time specified, without delay or interference.

3. The character, integrity, reputation, judgment, experience, and efficiency of the bidder.

4. The quality of performance of previous contracts or services.

SITE CLEANUP:

The Contractor shall include the cost for and be responsible for cleanup and removal of the site debris, rubbish and identifiable material.

PROTECTION OF PUBLIC:

The Contractor must barricade the work area and post signs indicating areas where precaution must be taken.

MINIMUM QUALIFICATIONS: Respondents will be deemed non-responsible and rejected without any further evaluation if they do not meet the following qualifications:

1. Must have a valid Commercial Pesticide Applicator License with 5B certification from the Michigan

Department of Agriculture. Proof of license may be required at the request of the City.

2. Must provide three (3) references for which similar services were provided. If reference interviews are not to the satisfaction of the City, the City reserves the right to disqualify any Respondent.

QUOTE FORM

BID PRICE: This project is to be performed for the City of Dearborn. Review the Specifications/Scope of Work and provide a not to exceed fee that is inclusive of all expenses

REMINDER - The Powerhouse Bid shall include testing and maintaining hot water loops in the following buildings: FCPAC 15801 Michigan Avenue, Police and Courts 16099 Michigan Avenue, and the HFCL 16301 Michigan Avenue.

Powerhouse 4 quarters x =

Quarterly cost Powerhouse Total

DISC 4 quarters x = Quarterly cost DISC Total

TOTAL PER YEAR:

Please provide a list of Chemical Types and Quantities expected to be used for the maintenance of the Hot Water Loops:

VERIFICATION OF MINIMUM QUALIFICATIONS FORM

Failure to complete this form may result in your bid being deemed non-responsive and rejected without further evaluation. Attach additional pages if necessary.

a) Must be able to provide the City of Dearborn at least three (3) business references who has received services from your business.

Provide references below. The City of Dearborn may contact the listed agencies.

1. Client Name: _________________________________ Title: _____________________________

Client Contact: _____________________________Email:______________________________

Phone Number: _________________ Contract Start/Expiration Dates: ______________________

TYPE OF WORK PERFORMED:

2. Client Name: _______________________________ Title: ____________________________

Client Contact: ______________________________ Email:______________________________

3. Client Name: _______________________________ Title: ____________________________

Client Contact: _______________________________ Email:_____________________________

CITY OF DEARBORN STANDARD TERMS AND CONDITIONS

1) Assignment/Transfer: Assignment or transfer of the resulting contract without written consent of the City of Dearborn (Purchaser) may be construed by the Purchaser as a breach of contract sufficient to cancel this agreement at the discretion of the Purchaser.

2) Inspection: All goods and services shall be subject to inspection and approval by Purchaser at all reasonable times including inspection during manufacture. Inspection and approval by Purchaser at Contractor’s (Seller’s) plant does not preclude rejection for defects upon discovery by subsequent inspection. Any goods and services rejected by Purchaser shall be promptly repaired or replaced at Seller’s expense. Any and all costs incurred by Purchaser in connection with the return of goods rejected by Purchaser as defective shall be at Seller’s risk and expense.

3) FOB and Risk of Loss: All items must be FOB Destination and all freight charges must be included in the Bid unless otherwise indicated in this document regardless of FOB point, Seller agrees to bear all risks of loss, injury or destruction of goods and materials ordered herein which occur prior to delivery and acceptance; and such loss, injury or destruction shall not release Seller from any obligation hereunder.

4) Payment Terms: Payment will be 2%10-Net 30 unless otherwise specified by the City of Dearborn.

5) Warranty: Seller warrants that it has good and merchantable title to the goods sold hereunder and that said goods shall conform to the descriptions and applicable specifications and samples. Such goods shall be of good merchantable quality and fit for the known purposes for which sold, and are free and clear of all liens and encumbrances. Seller and Purchaser agree that this order does not exclude, or in any way limit, other warranties provided for in this agreement or by law.

6) Excise and Sales Tax: The prices herein must not include any Federal excise taxes or sales taxes imposed by any State or Municipal Government. Such taxes, if included, must be deducted by the Seller when submitting invoice for payment.

7) Invoices: Invoices for goods must be submitted on date of complete shipment. Invoices for services must be submitted within 45 days after completion of Services. Payment will be delayed if the invoice fails to reference PO number, ordering department, unit prices, quantities, totals, and a full description of the order that matches the PO.

8) IRS Form W-9: Seller must have on file with the City of Dearborn an IRS Form W-9 before Purchaser will issue any payment to Seller.

9) Compliance with Laws: Contractor represents and warrants that the performance of this order and the furnishing of goods or services required shall be in accordance with the applicable standards, provisions and stipulations of all pertinent Federal, State or City of Dearborn laws, rules, regulations, resolutions, and ordinances including but not limited to the Fair Labor Standards Act, the Equal Employment Opportunity rules and regulations, the Transportation Safety Act and the Occupational Safety and Health Acts.

10) Amendments: No amendment, modification or supplement to this contract shall be binding unless it is in writing and signed by authorized representatives of the parties.

11) Termination: When in the City of Dearborn’s best interest, the City of Dearborn may unilaterally cancel this agreement at any time, whether or not the Contractor is in default of any of its obligations hereunder. Under any such cancellation, the Contractor agrees to waive any claim for damages, including loss of anticipated profit on account hereof. However, the City of Dearborn agrees that the Contractor shall be paid for items and/or services already accepted by City of Dearborn, but in no event shall the City of Dearborn be liable for any loss of profits on the order or portion thereof so terminated. Either party may terminate this agreement at any time for the failure of the other to comply with any of its material terms and conditions.

12) Waiver of Breach: No waiver by either party of any breach of any of the covenants or conditions herein contained performed by the other party shall be construed as a waiver of any succeeding breach of this same or of any other covenant or condition.

13) Records and Right to Audit: Whenever the City enters into any type of contractual arrangement including but not limited to lump sum contracts (i.e. fixed price or stipulated sum contracts), unit price, cost plus or time & material contracts with or without a guaranteed maximum (or not-to-exceed amounts), Contractor’s "records" shall upon reasonable notice be open to inspection and subject to audit and/or reproduction at during normal business working hours. The City’s representative or an outside representative engaged by City may perform such audits. The City or its designee may conduct such audits or inspections throughout the term of this contract and for a period of three years after final payment or longer if required by law.

a. Contractor's "records" as referred to in this contract shall include any and all information, materials and data of every kind and character, including without limitation, records, books, papers, documents, subscriptions, recordings, agreements, purchase orders, leases, contracts, commitments, arrangements, notes, daily diaries, superintendent reports, drawings, receipts, vouchers and memoranda, and any and all other agreements, sources of information and matters that may in the City's judgment, have any bearing on or pertain to any matters, rights, duties or obligations under or covered by any Contract Document. Such records shall include (hard copy, as well as computer readable data if it can be made available), written policies and procedures; time sheets; payroll registers; cancelled checks; subcontract files (including bids of successful and unsuccessful respondents, bid recaps, etc.); original estimates; estimating work sheets; correspondence; change order files (including documentation covering negotiated settlements); back charge logs and supporting documentation; general ledger entries detailing cash and trade discounts earned, insurance rebates and dividends; and any other contractor records which may have a bearing on matters of interest to the City in connection with rite contractor's dealings with the City (all foregoing hereinafter referred to as "records") to the extent necessary to adequately permit evaluation and verification of: a) contractor compliance with contract requirements, b) compliance with the City's Charter and policies, and c) compliance with provisions for pricing change orders, invoices or claims submitted by the contractor or his payees.

b. Contractor shall require all payees (examples of payees include subcontractors, insurance agents, material suppliers, etc.) to comply with the provisions of this article by incurring the requirements hereof in a written contract agreement between Contractor and payee. Such requirements to include flow-down right of audit provisions in contracts with payees will also apply to Subcontractors and Sub-Subcontractors, material suppliers, etc. Contractor will cooperate fully and will cancel Related Parties and all of Contractor's subcontractors (including those entering into lump sum subcontracts) to cooperate fully in furnishing or in making available to the City from time to time whenever requested in an expeditious manner any and all such information, materials and data.

c. The City's authorized representative or designee shall have reasonable access to the Contractor's facilities, shall be allowed to interview all current or former employees to discuss matters pertinent to the performance of this contract and shall be provided adequate and appropriate work space, in order to conduct audits in compliance with this article.

d. If an audit inspection or examination in accordance with this Article, discloses overpricing or over charges (of any nature) by the contractor to the City in excess of one-half of one percent (.5%) of the total contract billings the reasonable actual cost of the City's audit shall be reimbursed to the City by the Contractor. Any adjustments and/or payments which must be made as a result of any such audit or inspection of the contractor's invoices and/or records shall be made within a reasonable amount of time (not to exceed 90 days) from presentation of the City's findings to Contractor.

14) Complete Agreement: The parties agree that the conditions of purchase stated herein or attachments hereto set forth their entire agreement and there are no promises or understandings other than those stated herein, and that any prior negotiations between the Purchaser and Seller or terms or conditions of sales set forth in the Seller’s quotation or order or sales acknowledgement shall not constitute a part of the agreement between the

Purchaser and Seller concerning this purchase. The term “agreement” as used in this clause shall include any future written amendments, modifications, or supplements made in accordance herewith.

15) Liability and Indemnity: Contractor agrees to protect, defend, reimburse, indemnify and hold the City of Dearborn, its officers, affiliates, employees and agents harmless at all times from and against any and all claims, liabilities, expenses, losses, demands, damages, fines and causes of action of every kind and character made, incurred, sustained or initiated by any party hereto, any party acquiring any interest hereunder, any agent or employee of any party hereto, any third or other party whomsoever, or any governmental agency, arising out of, incident to, or in connection with this contract, or in the performance, nonperformance or purported performance of the work or services or breach of the terms hereof, except when the City of Dearborn is solely at fault.

16) Records: The City of Dearborn reserves the right to inspect all vendor documents relating to this agreement for up to three (3) years after expiration.

17) Insurance: The Contractor, at its own expense and in its own name must provide and keep in force during the term of this Agreement, insurance coverage provided by (a) company(s) licensed to conduct business in the State of Michigan acceptable to the City of Dearborn with limits not less than indicated for the respective items or as otherwise agreed. Types of coverage and limits of liability shall be as set forth in the Special Instructions, Terms and Conditions.

18) Noncompliance: Failure to deliver in accordance with specifications will be cause for the City of Dearborn to cancel the resulting contract or any part thereof and purchase on the open market, charging any additional cost to the Contractor.

19) Protection of Resident Workers: The City of Dearborn supports the Immigration and Nationality Act (INA) which includes provisions addressing employment eligibility, employment verification and non-discrimination. The contractor is held responsible to establish appropriate procedures and controls so no services under this contract will be performed by any worker who is not legally eligible to perform such services. The City of Dearborn shall have the right to terminate the contract if the City determines that the contractor has failed to perform satisfactorily with respect to its employment practices in support of INA.

20) Non-Discrimination Clause: The respondent agrees not to discriminate against any employee or applicant for employment, to be employed in the performance of such contract, with respect to hire, tenure, terms, conditions or privileges, of employment, or any matter directly or indirectly related to employment, because of race, color, religion, national origin, age, sex, height, weight, or marital status. Breach of this covenant may be regarded as material breach of the contract as provided for in Act 220 and Act 453 of the Public Acts of 1976, as amended, entitled “Michigan Handicapper’s Civil Rights Act” and the Michigan Elliott Larson Civil Rights Act.” The respondent further agrees to require similar provisions from any subcontractors, or suppliers.

21) Subcontracting: The use of a subcontractor is subject to the approval of the City of Dearborn.

22) Use of the City Seal: Contractors are prohibited from using the official Seal of the City of Dearborn in this bid or in any other manner.

23) Legal Proceedings: Any legal proceedings shall be resolved in Michigan courts.

1. INSURANCE REQUIREMENTS: The Contractor, at its own expense and in its own name, must provide and keep in force during the term of this Agreement the following types of insurance in not less than the amounts indicated below:

a) Commercial General Liability Insurance: Commercial General Liability coverage including products/completed operations, contractual liability, and personal injury. The insurance policy shall be issued on an occurrence basis. The limit amount for this insurance shall be not less than $1,000,000 per occurrence with a $2,000,000 aggregate.

b) Endorsement - Additional Insured: The Certificate of Insurance must list, as an endorsement, the following language pertaining to the General Liability Insurance: “The City of Dearborn, Michigan, its elected officials, officers, employees, boards, commissions, authorities, voluntary associations, and any other units operating under the jurisdiction of the City and within appointment of its operating budget including the City of Dearborn are named as additional insured and said coverage shall be considered to be the primary coverage rather than any policies and insurance or self-insurance retention owned or maintained by the City of Dearborn.”

c) Workers’ Compensation Insurance: At a minimum, Workers’ Compensation Insurance as required by State of Michigan law, Michigan statutory coverage, or evidence of an exemption for sole proprietors or a State-issued exemption for corporations, partnerships or LLCs. Employer’s Liability limits of $500,000 each accident, $500,000 disease policy limit, and $500,000 disease each employee.

d) Endorsement – Waiver of Subrogation: The General Liability and Workers’ Compensation Insurance policies shall be endorsed to include waivers of subrogation by the affording carrier in favor of the City of Dearborn.

e) Professional Liability Insurance: Professional Liability (Errors and Omissions) coverage in an amount not less than $500,000 per claim. The aggregate limit shall either apply separately to this contract or shall be at least twice the required per claim limit. If coverage is afforded on a claims made basis, it shall continue in force for an uninterrupted period of three years or if cancelled contractor agrees to secure a tail or extended reporting period endorsement for a period of not less than three years.

f) Cyber Liability Insurance: Cyber Liability coverage in an amount not less than $1,000,000 aggregate.

g) Automobile Liability Insurance: If performance of this Contract requires use of motor vehicles licensed for highway use, Automobile Liability coverage is required that shall cover all owned, non-owned, and hired automobiles with a limit of not less than $1,000,000 combined single limit each accident.

h) Endorsement: Primary and Noncontributory: The coverage that is afforded by the Contractor shall be primary and noncontributory in relationship to any and all insurance or self-administered SIR maintained and/or controlled by the City of Dearborn and its budgeted subdivisions.

i) Cancellation Clause: Cancellation clause shall state not less than thirty (30) days.