Chemical_Water_Treatment_Services_for_Glenarm_Power_Plant.pdf

REQUEST FOR PROPOSALS

CHEMICAL WATER TREATMENT SERVICES FOR

GLENARM POWER PLANT

FOR THE

WATER & POWER DEPARTMENT, POWER SUPPLY

CITY OF PASADENA, CALIFORNIA

Request for Proposals - Chemical Water Treatment Services for Glenarm Power Plant Release Date: Thursday, December 18, 2025

Attachments:

A - MASTER SERVICES FOR OPENGOV

B - REQUIRED FORMS - AAs - SIG-LEGAL-STATUS - DECLARATION OF NONCOLUSION 08022024 v2

D - DISQUALIFICATION_DISCLOSURE (4)

E - CONFLICT_OF_INTEREST (5)

F - Pasadena_Taxpayer_Protection_Amendment_Disclosure (2) H - DESIGNATED REPRESENTATIVESdocx

I - RELEVANT EXPERIENCE FORM

M - Insurance Requirements Professional-Services

1. Introduction

1. Summary

The City of Pasadena, Water & Power Department is seeking the services of qualified Chemical Consultants with a combination of education, experience and specific skills to effectively manage and optimize the plant's water treatment processes at the City’s Glenarm Power Plant located in the City of Pasadena, California.

2. Background

The City of Pasadena is an ethnically diverse community that is home to approximately 142,017 people. Pasadena is the ninth-largest city in Los Angeles County. It is one of the primary cultural centers of the San Gabriel Valley. The City covers approximately 22.5 square miles, with an average of ten residents per acre. The median age of its residents is approximately 36.9 years.

There are over 100,000 jobs in a wide variety of industries in the City of Pasadena.

The City of Pasadena Water & Power Department (PWP) operates the Glenarm Power Plant, which consists of five natural-gas fueled combustion turbines (GT1, GT2, GT3, GT4 and GT5). GT1 and GT2 are 1974 era Curtiss-Wright simple cycle gas turbines. GT3, GT4 and GT5 are modern GE LM6000 gas turbines. GT3 & GT4 are simple cycle units and GT5 is a combined cycle unit equipped with a Shin Nippon Steam Turbine and once-through steam generator (OTSG). All combined, these units can produce about approximately 197 megawatts of electricity.

GT5 unit has a cooling tower that provides circulating cooling water to the steam-turbine condenser, and a closed loop bearing cooling water system. Units GT-3 and GT-4 have cooling towers that provide circulating cooling water to a chiller and cooling for the auxiliary skid.

City water is used as make-up for the cooling towers of Unit GT-3, GT-4 and GT-5.The plant also operates a water conditioning system using reverse osmosis (RO) process. The conditioned water from RO system is used for the make-up of GT-5 OTSG condensate cycle, gas turbines evaporators’ cooler make-up, gas turbines sprint, and water injection for NOx reduction.

3. Contact Information

Deadline for Questions

The deadline to submit questions related to this solicitation is Monday, December 29, 2025, prior to 4:00 pm.

Questions regarding this solicitation should be submitted directly through the City's eProcurement Portal Q&A function. Do not contact any City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.

Art Silva Power Plant Manager Email: asilva@cityofpasadena.net Phone: (626) 744-4568 mailto:asilva@cityofpasadena.net tel:(626)744-4568

Department:

Water & Power Department, Power Supply

4. Timeline

Release Project Date December 18, 2025

Question Submission Deadline December 29, 2025, 4:00pm

Proposal Submission Deadline January 15, 2026, 2:00pm

2. General Instructions

1. NOTICE REGARDING DISCLOSURE OF CONTENTS OF DOCUMENT

All responses to this Request for Proposal (RFP) accepted by the City of Pasadena (City) shall become the exclusive property of the City. At such time as the City Manager recommends a contractor to the City Council, and such recommendation, with any recommended contract appears on the Council agenda, all proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

2. Electronic Submission and Delivery Instructions

Parties interested in responding are required to submit proposals electronically through the City of Pasadena's eProcurement Portal no later than 2:00 pm on Thursday, January 15, 2026. Please upload sufficiently early electronically through the city's eProcurement Portal before the time and day listed in the Notice Inviting Proposals. Proposals must be received in the system prior to the deadline.

The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than 50 grand total pages.

The Price Proposal must include all costs associated with the Technical Proposal as described in the Price Proposal instructions in the “#Proposer's Submittals/Checklist.”

The Technical Proposal should disclose your technical approach in as much detail as possible, including, but not limited to, the requirements of the technical proposal instructions. Along with all required forms and submittals (See #Attachments, and #Proposer's Submittals/Checklist. No Pricing shall be included in this part.

Proposals received after the Proposal Deadline may not be accepted by the City.

3. Separation of Technical, and Price Proposals

The proposal must be prepared in two parts: a "Technical Proposal" and a "Price Proposal." Each of the parts shall be separate and complete in itself so evaluation of one may be accomplished separate from the evaluation of the other.

1. The Price Proposal must include all costs associated with the Technical Proposal as described in the Price Proposal instructions in the “Submittals/Checklist.”

https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/176163/document?section=1619355 https://procurement.opengov.com/portal/pasadena/projects/176163/document?section=1619362 https://procurement.opengov.com/portal/pasadena/projects/176163/document?section=1619355

Parties interested in responding are required to submit their Price Proposal with their Technical proposal through the City's eProcurement Portal.

The pricing must include the total price proposed to accomplish all the performance and deliverables requested in this RFP, and offered by your firm. Each Proposer must submit a Price Proposal containing all costs associated with the technical proposal. The price proposal shall describe both the total and the detailed price for which the consultant will commit to complete the total scope of work and end products. The price proposal detail shall describe costs for each professional’s time, for the completion of each proposed task, and for all materials and supplies.

The fee information is relevant to a determination of whether the fee is fair and reasonable in light of the services to be provided. Costs shall include the proposed costs and, if necessary, the approximate number of hours to provide the services as described in your proposal. Any additional fees outside the scope of the agreement must be approved in writing before commencing services for said fees. Vendor’s RFP response must be inclusive of all costs and expenses associated with travel, lodging, and any other incidental costs. The City will not separately reimburse costs not included in the proposal.

2. The Technical Proposal should disclose your technical approach in as much detail as possible, including, but not limited to, the requirements of the technical proposal instructions. Along with all required forms and submittals (See #Attachments, and Submittals/Checklist. No Pricing shall be included in this part.

Reference SAMPLE PRICE PROPOSAL.

Reimbursable cost schedules shall depict only those expenditures that are exclusive to and in support of the scope of services. The proposed reimbursable cost schedule shall include a detailed list of reimbursables.

A contract will not be awarded to a consultant without an adequate financial management and accounting system as required by 48 CFR Part 31 and 2 CFR Part 200.

Each Proposer must submit a PRICE Proposal containing all costs associated with the technical proposal. Using the attached Price Proposal in this RFP, provide Proposer’s lump-sum price for performing all services and work called for in the SCOPE OF WORK. The Proposer’s lump-sum price shall include, without limitation:

• all designs, equipment, materials, labor, insurance and bond premiums, home office, jobsite, and other overhead, profit and services relating to the Proposer’s performance of its obligations under the Contract (including all work, equipment, materials, labor, and services provided by subcontractors and intellectual property rights necessary to perform the work);

performance of each and every portion of the work

• all costs of obtaining Government approvals other than Government approvals that are the responsibility of the City of Pasadena;

• all costs of compliance with Government rules, except to the extent such compliance is the responsibility of the City of Pasadena;

https://procurement.opengov.com/portal/pasadena/projects/176163/document?section=1619362

• all taxes, duties, permits, and other fees or royalties incident to the performance of the

SCOPE OF WORK;

payment of all salaries, wages, benefits, and expenses of the Proposer’s employees;

compensation for all risks, liabilities, and contingencies assigned to the Proposer; and

• all other costs needed or incurred to complete the Project.

4. Pre-Proposal Meeting

See the "Timeline" in the Introduction section (#Introduction). If there is a Mandatory pre-proposal meeting, bidders/proposers are required to attend at the time, date, and location included in the Timeline. If there is a Non-Mandatory pre-proposal meeting, bidders/proposers are not required to attend.

Each bidder/proposer will have the opportunity to clarify and ask questions regarding the Specifications. The Pre-Proposal Meeting will be held at the time, date, and location in the Timeline of this solicitation.

5. Definitions

The words (A) "City", (B) "Department", (C) "Director", or (D) "Contractor", as used in this RFP, shall be understood to refer respectively to (A) the City of Pasadena, California; (B) the several departments therein; (C) the directors of the several City departments; or any of their properly authorized assistants; and ( D) the person, firm or corporation with whom the contract is made by said City or the agent or legal representative who may be appointed to represent such person, firm or corporation in the signing and performance of said contract.

https://procurement.opengov.com/portal/pasadena/projects/176163/document?section=1619358

3. General Requirements

1. Standard terms and conditions

Prior to the award of any work hereunder, City and contractor shall enter into a written contract in substantially the form attached hereto with such revisions thereto as the City may determine necessary and appropriate. PROPOSERS responding to this RFP are strongly advised to review all the terms and conditions of the contract, and shall be deemed to have accepted them.

2. Firm commitment of availability of service

Once a proposal is opened, a PROPOSER is expected to maintain an availability of service as set forth in its proposal for at least four months after date for opening proposals.

3. RELEVANT EXPERIENCE

Provide experience with governmental agencies for two projects/contracts of similar scope and size. Complete and submit the attached Relevant Experience Form with your proposal to demonstrate experience with projects/contracts of similar scope and size to that which is to be performed.

4. Reservations

The City reserves the right to reject any or all bids or proposals and any item or items therein, and to waive any non conformity of proposals with this RFP, whether of a technical or substantive nature, as the interest of the City may require.

5. Documents to be construed together

The Request for Proposal (RFP), the Proposal, the Non Collusion Affidavit, and all documents referred to in the complete specifications and the Contract to be entered into between the Contractor and the City, and all modifications of said documents, shall be construed together.

6. Patent fees; patent, copyright, trade secret and trademark fees

Each PROPOSER shall include in the price bid any patent fees, royalties and charges on any patented article or process to be furnished or used in the prosecution of the Work.

7. PUBLIC CONTRACT CODE SEC. 9204 NEW PUBLIC WORKS CLAIMS PROCEDURE

Observe attached details regarding Public Contract Code Section 9204. AB 626, approved by the Governor on September 29, 2016, created a new Public Contract Code Section 9204, which specifies new procedural requirements for claims submitted by a contractor on any public works project. These new requirements contain burdens for both private contractors and public entities and are specifically made applicable to charter cities.

8. Request for Proposal (RFP) quantities:

The quantities contained in the RFP documents are approximate only and are for the sole purpose of comparing proposals. The City may, in accordance with the specifications, request additional services as necessary at the City's sole discretion, as increased by the unit price noted and payment will be made for the amount of services actually provided as determined by the City and accepted at the unit prices noted in the proposal.

9. CHANGE ORDER MANAGEMENT

CHANGE ORDER MANAGEMENT Any additional work identified during the course of the project that is deemed necessary, but outside the original Scope of Services, must be recorded as a Change Order and approved by the City Project Manager in writing before work is started.

10. Taxpayer Protection Act

Under the provisions of the City of Pasadena Taxpayer Protection Act ("TPA"), the Contractor/Organization will be considered a "recipient of a public benefit." The full provisions of the TPA are set forth in Pasadena City Charter, Article XVII. Under the TPA, City public officials who approve this Contract are prohibited from receiving specified gifts, campaign contributions or employment from Contractor for a specified time. As well, if this Contract is to be approved by the City Council, Councilmembers or candidates for Council are prohibited from receiving campaign contributions during the time this Contract is being negotiated (from the due date for an RFP response until award of a contract; this restriction does not apply to competitive and noticed low bid contracts). This prohibition extends to individuals and entities that are specified in the TPA and includes Contractor/Organization and its trustees, directors, partners, corporate officers and those with more than a 10% equity, participation, or revenue interest in Contractor/Organization. Contractor/Organization understands and agrees that: (A) Contractor/Organization is aware of the TPA; (B) Contractor/Organization will complete the forms provided by the City to identify all of the recipients of a public benefit specified in the TPA;

and (C) Contractor/Organization will not make any prohibited gift, campaign contribution or offer of employment to any public official who negotiated and/or approved this Contract, and will not make any prohibited campaign contribution during the time this contract is being negotiated. The Contractor shall submit a copy of the completed TPA form to the City Clerk’s Office if the contract is to be awarded by the City Council via e-mail: OfficialRecords- CityClerk@Cityofpasadena.net or by fax: (626) 744-3921, and submit a copy with the response package. For more information please go to: https://www.cityofpasadena.net/city-clerk/disclosure-reportsax-payer-protection-act-tpa/

11. CONFLICT OF INTEREST STATEMENT ** REVIEW

The proposing Consultant shall disclose any financial, business or other relationship with the City of Pasadena that may have an impact upon the outcome of the contract or any construction project. The Consultant shall also list current clients who may have a financial interest in the outcome of this contract or the construction project that will follow. The proposing Consultant shall disclose any financial interest or relationship with any construction company that might submit a bid on the construction project related to this solicitation. Proposers must complete and submit the following Form: Conflict of Interest Statement

12. Compliance with the Levine Act (Government Code Section 84308)

The Levine Act precludes an officer of a local government agency, including an elected official, from participating in the award of a contract if he or she receives any political contributions totaling more than $500 in the 12 months preceding the pendency of the contract award, and for 12 months following the final decision, from the person or company awarded the contract.

Proposers should ensure their employees, agents, and consultants are aware of the requirements of the Levine Act before the proposal is submitted, so as to avoid inadvertent violations.

13. Payment of Subcontractors, Suppliers, and Workers

The Prime Contractor shall be solely responsible for the payment of all subcontractors, suppliers, laborers, and any other persons or entities employed in connection with the performance of this Contract.

The City shall have no obligation to pay, or to ensure the payment of, any subcontractors, suppliers, or workers directly. The Prime Contractor shall ensure timely and full payment in accordance with all applicable laws, including but not limited to California Public Contract Code §§ 10262 and 10262.5 and Labor Code § 218.7.

Failure to comply with this requirement may result in the withholding of payments, imposition of penalties, and/or other remedies available under the Contract and applicable law.

The Prime Contractor shall also include in all subcontracts a provision requiring subcontractors to pay their lower-tier subcontractors and suppliers in a timely manner consistent with this section.

4. City Requirements

There are forms included in the section named Submittal/Checklist of these specifications which a bidder or proposer must complete to establish compliance with a number of City Requirements, including, but not limited to, equal employment opportunity and affidavit of non-collusion. These forms and their instructions should be considered an integral part of the specifications and failure to complete them may be grounds, in the sole discretion of the city, for rejection of any bidder or proposer.

1. Pasadena Operating Companies

If this solicitation is issued by an Operating Company of the City of Pasadena including the Pasadena Center Operating Company; or Rose Bowl Operating Company; or Pasadena Community Access Corporation: In this solicitation, any reference to the City, shall actually refer to the PCOC, PRHB, or RBOC, or PCAC, e.g. "City" shall refer to the Operating Company, "City Council" to its Board of Directors, and "City Manager" to its Chief Executive Officer.

2. Equal Employment Opportunity in Contracting

Policy - The City of Pasadena is committed to a policy of Equal Employment:

• Contracting. Contractors expressly agree to comply with the City’s ordinances and regulations regarding Equal Opportunity Employment as well as regulations that may be mandated by the source of the funds supporting this contract.

Compliance – To the extent permitted by law, Contractor expressly agrees to establish compliance with the Equal Employment Opportunity Practices Provisions of Chapter 4.08 of the Pasadena Municipal Code, and the Rules and Regulations adopted pursuant to said ordinance.

The successful bidder or proposer may be required to submit documentation during the term of the contract to evidence on going compliance with the City’s Equal Opportunity Practices Provisions. Such documentation may include, but not be limited to certified payroll records and Current Permanent Workforce Utilization reports.

Required Forms – Each bidder or proposer must submit a completed Form AA-1. Failure to submit this form will result in automatic disqualification with no exceptions unless bidder or proposer has an approved Form on file with the City.

Questions regarding Chapter 4.08 of the Pasadena Municipal Code and regulations adopted pursuant thereto should be directed to the Department of Finance, Purchasing Division 626.744.6755.

3. Declaration of Non-Collusion by Contractor

This form is only applied for formal solicitations $75,000 or more. The City requires that each bidder or proposer executes and submits to the City with the Bid/Proposal, the attached Declaration of Non Collusion in the section named "Submittals/Checklist."

4. SAMPLE CONTRACT

A sample of the contract the successful vendor will be required to enter into with the City is attached hereto and by this reference incorporated herein and made part of this solicitation.

5. CHANGE ORDER MANAGEMENT

Any additional work identified during the course of the project that is deemed necessary, but outside the original Scope of Services, must be recorded as a Change Order and approved by the City in writing before work is started.

6. Local Preferences

The City of Pasadena is committed to promoting the economic health and well being of its residents. To this end, contractor agrees to recruit Pasadena residents initially and to give them preference, if all other factors are equal, for any new positions that result from the performance of this contract and which are performed within the City.

7. Pasadena Business License

Awarded bidder or proposer may be required to obtain and pay for any required business license under Title 5 of the Pasadena Municipal Code.

• If the business will not come into the City for the purpose of providing services for this contract they are not required to obtain a business license.

• If the business will only be coming into the city no more than 10 times to work on projects, they are charged 33% of the annual tax (Pasadena Municipal Code Section 5.04.130C)

• If they come into the City more than 10 times they are required to pay the annual fee.

• Any subcontractors used by the awarded bidder or proposer will be required to obtain a license if they will be coming into the City to perform services.

For further information contact Municipal Services Department at (626) 744-4166, Monday- Friday between 7:15 am and 5:15 pm. Additional Information regarding business license fees can be found here: https://www.cityofpasadena.net/finance/licenses/business-licenses/

8. Invoice Submission Portal

Invoice Submission Portal https://www.cityofpasadena.net/finance/licenses/business-licenses/

The invoice submission process is activated when an invoice is submitted through the Vendor Invoice Portal. Invoices submitted are automatically sent to the department being invoiced for review. Once the city department verifies its accuracy, the department will submit the invoice to Accounts Payable for payment processing. One final review and approval by the department who was invoiced is needed in order for a check to be issued. Checks are issued on Tuesday and Thursday.

How to submit invoices to the City of Pasadena?

Create an account: Visit the City’s Invoice Submission website:

https://invoice.cityofpasadena.net/ and select “Create Account”

Refer to the "Invoice Submission Portal - Vendor User Guide" for detailed instructions.

9. Acceptance of Conditions

By submitting a bid or proposal, each bidder or proposer expressly agrees to and accepts the following conditions:

• All parts of the Instructions to bidder or proposer and Specifications will become part of the Contract between the selected bidder or proposer and the City;

• The City may require whatever evidence is deemed necessary relative to the bidder or proposer financial stability and ability to complete this project;

• The City reserves the right to request further information from the bidder or proposer, either in writing or orally, to establish any stated qualifications;

• The City reserves the right to solely judge the bidder or proposer representations, and to solely determine whether the bidder or proposer is qualified to undertake the project pursuant to the criteria set forth herein. The bidder or proposer, by submitting a bid, expressly acknowledges and agrees that the judgment of the City as to whether or not the bidder or proposer is qualified to perform the project, shall be final, binding and conclusive;

• The City reserves the right to reject all bids, waive any irregularity in any of the bids, or cancel or delay the project at any time;

• This bidding process does not commit the City to award any contract, and the City is not liable for any costs incurred by the bidder or proposer in the preparation and submission of a bid.

10. Pasadena Business

Local Business is defined in the Pasadena Municipal Code section:

4.08.020, O: "Local business" means a business with a fixed place of business located in the city.

To receive any preferences offered to a Pasadena business in this solicitation, a Pasadena business must be located within the City Boundary by the release date of this solicitation.

https://invoice.cityofpasadena.net/PortalGuide.pdf

11. Pasadena Living Wage Ordinance

If this purchase includes a service, and the contract total is at $25,000 or more, it is then subject to the City of Pasadena's Living Wage Ordinance, Pasadena Municipal Code Chapter 4.11. The ordinance requires that contractors providing labor or services to the City under contracts in excess of $25,000 pay no less than the City’s Living Wage to all employees who spend any of their time providing labor or delivering services to the City.

The selected contractor will be required to evidence compliance with the Living Wage Ordinance by submitting payroll records as requested by the City. Each record shall include the full name of each employee performing labor or providing services under the contract; job classification; rate of pay and benefit rate.

Failure to comply with the provisions of the Pasadena Living Wage Ordinance is grounds for termination of the contract and a basis for penalties as stated in Pasadena Municipal Code Chapter 4.11. Questions concerning the Pasadena Living Wage Ordinance should be directed to:

Finance Department Purchasing Division 626-744-6755 - phone 626-744-6757 – fax

Please visit https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/ for the current calendar year Pasadena Living Wage rate.

12. PAYMENT OF A CITY-WIDE MINIMUM WAGE

If a vendor is providing labor for any subsequent contract resulting from this solicitation, they must comply with the City of Pasadena Minimum Wage as set forth in Chapter 5.02 of the Pasadena Municipal Code. Vendors are encouraged to review the City’s minimum wage information guide at (https://bit.ly/3o3SHMh). The minimum wage ordinance may be found at Pasadena Municipal Code.

13. Errors and Omissions

Bidders or Proposers shall not be allowed to take advantage of any errors or omissions in the Instructions to Bidders/General Instructions or Specifications/Scope of Work. Full instructions will be given if such error or omission is discovered and timely called to the attention of the City.

14. Patent Fees; Patent, Copyright, Trade Secret, and Trademark Fees

Each bidder or proposer shall include in the price bid any patent fees, royalties and charges on any patented article or process to be furnished or used in the prosecution of the Work.

15. Taxes

Price bid or Price Proposals shall include all federal, state, local and other taxes.

https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/ https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fbit.ly%2F3o3SHMh&data=05%7C02%7Cawatson%40cityofpasadena.net%7Cbb892f95fde0404d371508dc9bbbf790%7C82d9fc002c664402a28fc6bcdc32e491%7C1%7C0%7C638556478819490734%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=zhx6795nsAtQnJvmzYHL5q2Lzw%2FdOCl95da3qPj4Duw%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Flibrary.municode.com%2Fca%2Fpasadena%2Fcodes%2Fcode_of_ordinances%3FnodeId%3DTIT5BULIRE_ARTIGE_CH5.02PACIDEMIWA&data=05%7C02%7Cawatson%40cityofpasadena.net%7Cbb892f95fde0404d371508dc9bbbf790%7C82d9fc002c664402a28fc6bcdc32e491%7C1%7C0%7C638556478819500215%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=AX1DEPBi2FxNNRsdiRGGB1whWvtl2jG%2FQ7SO5QsB%2Fac%3D&reserved=0

16. Certificate of Insurance

Proof of insurance is not required to be submitted with your bid/proposal, but will be required prior to the City's award of the contract. Refer to the Insurance requirements in the "Insurance Requirements" section of this document.

17. REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION (IRS Form W-9)

The winning proposal/bid may be required to submit a completed and signed IRS Form W-9.

Failure to submit this form may result in the response being deemed non-responsive.

Link: https://www.irs.gov/pub/irs-pdf/fw9.pdf

18. LIMITATIONS ON LIABILITY

Bidders acknowledge that they shall provide the goods and/or services without monetary limitations on liability. If Bidders take exception to this requirement, Bidders shall expressly state any exceptions, including the proposed limits of liability, (a) in detail; (b) as a separate line item;

and (c) not part of any form documents submitted. Bidders acknowledge that any exceptions may result in a finding of non-responsiveness.

19. Recycled Product Procurement Mandates Pertaining to Local Governments [Public Contract Code Sections 22150 - 22154]

This section is only applied when buying paper products.

Beginning January 1, 2022, SB 1383 requires jurisdictions (cities, counties, cities and counties, or special districts that provide solid waste collection services) to purchase recycled-content paper products that are recyclable.

SB 1383 builds upon existing laws that require jurisdictions to purchase products that contain minimum recycled content, and adds additional requirements on product recyclability and recordkeeping.

All vendors providing Paper Products and Printing and Writing Paper shall:

• Provide products that contain no less than 30% minimum recycled content and recyclability (described in further detail in State of California, Public Contract Code Sections 22150-22154, under the sections “Recycled-Content Requirements” and “Recyclability Requirements”.

• Provide a written certification and other verification from product vendors, as applicable, certifying that the products meet the recycled-content and recyclability requirements.

20. AVAILABILITY OF FUNDS

https://www.irs.gov/pub/irs-pdf/fw9.pdf https://www.irs.gov/pub/irs-pdf/fw9.pdf https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fleginfo.legislature.ca.gov%2Ffaces%2Fcodes_displayText.xhtml%3FlawCode%3DPCC%26division%3D2.%26title%3D%26part%3D3.%26chapter%3D3.5.%26article%3D&data=05%7C01%7Cawatson%40cityofpasadena.net%7C307f17457fcb49d363c108dbba309d38%7C82d9fc002c664402a28fc6bcdc32e491%7C1%7C0%7C638308490511442074%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=kSzPLWUdh6HYJTjfSaMqzITXO6TDf1tcUTo%2BcAV5SJw%3D&reserved=0

The provisions of this Contract relating to payment for products or services shall become effective when funds assigned for the purpose of compensating the Contractor as herein provided are actually available to for disbursement. The City shall be the sole judge and authority in determining the availability of funds under this Contract. If any action is taken by the City, any state agency, Federal department or any other agency to suspend, decrease, or terminate its fiscal obligations under, or in connection with, this Contract, the City may amend, suspend, decrease, or terminate its obligations under, or in connection with, this Contract. In the event of termination, The City shall be liable for payment only for products provided or services rendered prior to the effective date of the termination, provided that such products or services were provided or performed in accordance with the provisions of this Contract.

21. Addenda

If any person contemplating submitting a proposal of the items or services listed herein is in doubt as to the true meaning of any part of this RFP, he/she may submit a question through the City's eProcurement Portal Q&A section for an interpretation or correction thereof.

Any interpretation or correction of City specifications will be made only by addendum, duly issued by the City representative(s) identified in this solicitation, above. Addenda (if any) shall be made available on the City's eProcurement system, and sent to each vendor included on the "Followers" list in the City's eProcurement system. A vendor's failure to address the requirements of any and all addenda may result in the response (proposal or bid, or alike) not being considered. If the City determines that a time extension is required for the proposal, the City will issue an addendum that will give the new submission date. The vendor is responsible to register on the City's eProcurement Portal and follow the project named Chemical Water Treatment Services for Glenarm Power Plant in order to be included in the "Followers" list in the City's eProcurement system to insure they receive all documents including addendums which are available as a download.

The City reserves the right to change any part of these Instructions to PROPOSERS and Specifications any time prior to Deadline for Submissions. Any changes shall be in the form of addenda and will become a part of the Proposal documents and of the contract.

https://procurement.opengov.com/portal/pasadena

5. Insurance Requirements

1. Insurance Requirements https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/Environmental- Contractors-or-Consultants.pdf?v=1623280176766 https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/Environmental-Contractors-or-Consultants.pdf?v=1623280176766 https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/Environmental-Contractors-or-Consultants.pdf?v=1623280176766

6. Scope of Work

1. OBJECTIVE

General

The City of Pasadena Water and Power Department (PWP) is seeking the services of qualified Chemical Consultants with a combination of education, experience and specific skills to submit a proposed solution to effectively manage and optimize the plant's water treatment processes.

The consultant shall be able to provide a complete service-oriented chemical water treatment service and plan, knowledgeable service personnel, chemical products and training on how to properly use chemical products as well as SDS sheets for every chemical brought into the power plant . This chemical water treatment service shall be intended for the condensate system, feedwater system, closed cooling water system (or closed loop bearing cooling water system), gas turbines chilled water system, gas turbines evaporator cooler make-up, and the circulating cooling water systems of the Units GT-3, GT-4 and GT-5. Consultants are encouraged to propose as alternate, environmentally safe products (Green Chemistry) or Green Program for the above system.

Chemical Water Treatment Services Proposal Must Address:

The consultant shall propose as part of their proposal the technique, forms and tools they propose to use for the following:

• How to maximize unit efficiency and availability by minimizing scale, corrosion, fouling, and microbiological growth causing deposits on heat transfer surfaces of power plant equipment.

• What recommendation Maintenance Plan to reduce the costs associated with replacement and cleaning of equipment due to scale, corrosion, fouling, or microbiological growth.

• What Chemical Feed and Control Program for each of the following systems: (OTSG) feedwater, cooling tower/circulating cooling water, chilled water closed loop and closed loop bearing cooling water systems.

• What Independent Monitoring and Testing Schedule of chemical treatment.

• What base line control for each generating unit to simplify control of chemical feed, reduce chemical inventory, reduce chemical handling, and improve safety.

• What training plan for Power Plant Staff.

• What emergency procedures to address any abnormal conditions (e.g. high acid content, high silica content, etc.) for each generating unit.

2. SCOPE OF WORK

Consultants shall propose service-oriented water treatment program and chemical products that will meet the water treatment objectives [environmentally safe chemicals (Green Chemical) or Green Program and ensure that EPA, SDWA and OSHA regulations are met]. Included in the scope of services are the following major items:

CHEMICALS:

Consultants shall propose appropriate chemicals for treatment and optimization of the following systems:

Cooling Tower/Circulating Cooling Water Systems

• Scale Inhibitor

Propose chemicals to control the inorganic scales of Calcium carbonate, Calcium sulfate, Magnesium silicate, Magnesium sulfate, Aluminum silicate, and Potassium silicate. Scale inhibitor shall be effective with Calcium carbonate concentrations up to 1000 ppm in GT-3, 4 and 5 towers, and be resistant to degradation by halogens. Currently, the City maintains pH of 8 to 9 at GT-3, GT-4 cooling towers and pH of 7.6 to 8 at GT-5 cooling tower.

• Corrosion Inhibitor

Propose chemicals that contain a scale inhibitor, polymeric dispersant, and halogen resistant azole corrosion inhibitor, or equivalent, to control and inhibit corrosion of yellow metal, carbon steel, and galvanized steel.

• Oxidizing and Non-Oxidizing Biocide

Propose an oxidizing biocide that uses a combination of Cl2 and Br2 for the GT-5 Cooling Tower.

The product shall be in a liquid form. In addition to the above oxidizing biocide, Consultant shall provide supplemental non-oxidizing biocide (e.g., liquid biocide) when total bacteria counts are high during summer time.

The GT-3 and GT-4 cooling towers contain galvanized steel structures. Consultant shall provide biocide that shall have no detrimental effect on the galvanized steel structure of these towers.

Closed Loop Cooling Water Systems

• Corrosion Inhibitor

Propose liquid nitrite/borate or molybdate based chemicals containing multifunctional inhibitors for iron, copper, aluminum, tin and lead solder, as well as color dye indicator. The copper inhibitor shall be Mercaptobenzothiazole (MBT).

• Biocide

Propose chemicals to control microbiological growth in the closed cooling water system.

3. CHEMICAL WATER TREATMENT SERVICES

General

• Program Documentation

Consultant shall propose chemical water treatment services documentation which shall contain a description of the program, chemical test procedures, log sheets, product bulletins, safety data sheets, feed and control equipment specifications, complete chemical handling, and storage safety analysis.

Consultant shall propose documentation concerning response to and treatment of chemical imbalance excursions.

Consultant shall supply the City with published or printed technical and product literatures stating the correct dosages and application.

Consultant shall propose a summary chart showing the frequency and time of day for each of the chemical tests.

• Program Monitoring

Consultant shall accurately monitor program results and communicate with the City any appropriate recommendations with quantifiable business oriented justifications.

• Program Administration

Consultant shall propose an Administration Notebook to the Power Plant Supervisor. This notebook must at least contain an outline of the chemical program, all chemical control test procedures, log sheets, product bulletins, material safety data sheets, feed and control equipment specifications, and service reports.

• Material Compatibility

Consultant shall ensure that the chemicals used in the water treatment program shall have no detrimental effect on the metallic or non-metallic materials in the equipment being treated when used in accordance with the Consultant’s instructions. City will provide information on the materials contained in the system to be treated.

Corrosion rates in circulating systems shall be continuously monitored by the Consultant for the purpose of corrosion performance. At program commencement, an Admiralty corrosion coupon rack shall be provided by the consultant for each cooling tower. These coupons shall be initially exposed for 45-day periods to provide baseline information. These 45-day exposure periods shall continue at City’s discretion until reproducible data has been collected. Therefore, coupons shall be installed for consecutive 60-day periods of the Contract.

• Equipment Inspection

All equipment affected by the water treatment program will be made available for inspection after award of the Contract. Consultant shall provide a written statement of the condition of equipment made available for inspection. Consultant must also provide photographs of internals of each equipment inspected.

• Water Conservation

Consultant shall make every effort to maximize cycles of concentration in the cooling towers to minimize water consumption.

Circulating Cooling Water Treatment

• Corrosion Inhibitor Treatment

Consultant shall propose a circulating cooling tower treatment program that will control and inhibit corrosion of yellow metal, carbon steel, and galvanized steel. The program must be capable of operating at high calcium concentrations so that optimization of the number of concentrations can be achieved. The maximum limits of operation should be stated.

• Biocide Treatment

Consultant shall propose a chemical water treatment service that will control the algae, fungi, and bacterial slime on the circulating cooling water systems. Use of gaseous chlorine is not acceptable for health and safety reasons.

The applications of biocide product shall be automated. This shall meet the City’s goal of minimizing chemical inventory and handling by plant personnel. Manual filling of containers must be done strictly by the Consultant without City’s assistance.

Closed Cooling Water Treatment

• Corrosion Inhibitor Treatment

Consultant shall propose a closed cooling water treatment program that will contain corrosion inhibitor.

• Biocide Treatment

Consultant shall propose liquid biocide for microbiological growth control. Total bacteria counts shall be performed on closed cooling water once per month.

• Iron Treatment

Consultant shall propose a closed loop cooling water treatment program that will contain iron treatment.

Special Studies & Chemical Water Treatment Service Annual Review

• Special Studies

As an option consultant shall propose a price to conduct corrosion studies on as needed basis, in critical systems at least annually to ensure program effectiveness. Frequency of studies shall be increased if corrosion problems occurred.

• Chemical Water Treatment Services Annual Review

Consultant shall present a yearly review of the chemical water treatment services ninety (90) days prior to the expiration of the Contract. Consultant shall meet with the representatives of the City to discuss the effectiveness of all water treatment programs, equipment, and future objectives.

4. SERVICE REQUIREMENTS

• Consultant Representatives

Consultant shall provide a professional and knowledgeable service representative who is a member of its firm, and one authorized alternate to represent the firm in dealing with the City's facility. These two Consultant representatives shall be employees of the Consultant and be familiar with all aspects of the water treatment. Only these representatives will represent the Consultant regarding services for this Contract unless otherwise specifically authorized by the General Manager of the Water and Power or his authorized representative

• Service Level and Respond Time

Consultant representative shall visit the power plant on a bi-weekly basis regardless of Plant operation. As a minimum, the representative shall conduct independent tests utilizing his or her own tools and instruments, review the monitoring and control program, and submit written reports on water treatment program status with recommendations for improvement. The distribution of these reports will be determined by the Power Plant Manager.

Consultant representatives must be available for calls on chemical related problems should they occur. The representatives shall be available on 24-hour notice, and under emergency circumstances be able to visit the City’s facility within four hours after being notified.

• Health and Safety

Consultant shall keep informed of and comply with the most current state, local, and federal laws concerning the handling of hazardous materials. Consultant shall ensure that a Safety Data Sheet accompanies all first time orders of chemical products.

Consultant shall maintain and operate a 24 hour, 7 days a week emergency phone number for emergency information or response regarding chemical spills and/or accidents involving chemical products provided by the Consultant.

• Training

Consultant shall propose a program the would educate and train plant personnel on the implementation and control of the chemical water treatment services and on equipment closely associated with the program. This shall include training on how to work safely with Consultant’s chemical products, how to perform tests, and how to monitor results of the water treatment program and take corrective actions. Training shall be supplemented by professional training means of conveying information by use of slides, videotapes, charts, workbooks, or instruction manuals.

• Troubleshooting Capabilities

Consultant shall have laboratory facilities capable of performing a wide array of analytical work that will facilitate monitoring, controlling, and troubleshooting of the City's water treatment program. Consultant shall provide all laboratory services which shall include: water analysis, deposit analysis, microbiological analysis, corrosion coupon analysis, and metallurgical analysis.

Consultant shall provide corrosion rates for copper-nickel, mild steel, copper, and galvanized steel.

• Inspection of Plant Equipment

Thorough equipment inspection is important in determining the effectiveness of the water treatment program and the potential operational problems for a given system. Consultant shall inspect the circulating water systems, condensers, heat exchangers, water treatment system and must provide the City with timely written reports of such inspections.

Consultant representative shall inspect all cooling towers during each service visit to examine for microbiological growth, foam, sludge, cooling tower deterioration, etc.

Consultant representative shall inspect the OTSG and condensers when they are open for an annual inspection by the City, or at other unscheduled openings. Consultant will be notified one week in advance, or as soon as operationally possible, when the OTSG and/or condensers will be available for inspection. Photographs of equipment internals shall be taken on an ongoing basis for record purposes.

• On-Site Microbiological Testing

The cooling towers must be subjected to a very good microbiological control. Consultant shall quantitatively determine the organism levels within 30 minutes of taking a water sample from the cooling tower. Consultant shall provide the results of these tests to plant personnel so that a corrective action may be implemented without overfeeding the system with biocide.

In addition, Consultant shall perform, during each site visit, total bacteria count on each operating cooling tower using Consultant’s dip slides. Consultant shall provide test result to plant personnel to implement any corrective action.

• Chemical Containers

Whenever possible, chemical containers shall be supplied with means for preventing spill, or secondary containment.

For GT-3, GT-4 and GT-5 Consultant shall deliver and transfer the chemicals to the existing skid-mounted chemical containers or totes. The City will not allow storage of these chemicals on site other than in the skid-mounted containers. The Consultant shall closely monitor inventory and refill skid-mounted containers upon reaching the normal refill level equivalent to Consultant’s minimum delivery. The GT-3 and GT-4 cooling towers chemical skid-mounted containers have capacities of 80 gallons each while GT-5 cooling tower chemical totes are 330 gallons for Oxidizing Biocide and 275 gallons for Non-Oxidizing Biocide and Corrosion Inhibitor. Consultant shall specify the minimum volume delivery and turnaround for these chemicals in their proposal.

• Deliveries

For the GT-3, GT-4 and GT-5 cooling towers, Consultant shall deliver chemicals and refill containers in accordance with the Service Requirements under Chemical Containers.

Deliveries at the Glenarm Power Plant shall be made between the hours of 7:00 a.m. and 3:00 p.m. on Monday through Friday.

5. EXPERIENCE

Five (5) years or more experience, preference to companies that have worked with power plants similar in scope and size to the City of Pasadena's Glenarm Power Plant.

Key expectations include:

• Corrosion and Scaling Prevention: The primary expectation is to protect critical assets like boilers, turbines, condensers, and heat exchangers from damage caused by corrosion, scaling, and fouling. This extends the useful life of the equipment and prevents costly repairs.

• Optimal Plant Performance and Reliability: Service providers are…