ESBD_383230_1732310808069_RFP 25-14 Welding Gases and Micro Bulk Tank Systems.pdf

RFP 25-14 Welding Gases & Micro Bulk Tank Systems 1

REQUEST FOR PROPOSALS (RFP) #25-14

Welding Gases and Micro Bulk Tank Systems

PROPOSED SOLICITATION SCHEDULE

This schedule may be modified or changed at the sole discretion of SJCCD.

DATE ACTION

November 25, 2024 RFP issued.

December 4, 2024

Questions and/or Clarifications Deadline

Requests for questions and clarifications regarding RFP documents shall be submitted through the Questions tab in IonWave by 5:00 p.m. Central Time to be considered.

December 6, 2024 Issuance of final addendum, if necessary.

December 12, 2024

Proposal Submission Deadline

All proposal documents shall be submitted before 2:00 p.m. Central Time in IonWave.

The RFP opening will take place digitally through IonWave immediately following time due. A list of vendors who submitted will be made available upon written request to the Procurement Contact.

January 2025 Recommendation of award and approval to enter into contract.

Award will be announced after approval received.

E-Bidding Website: IonWave https://sanjac.ionwave.net

PROCUREMENT CONTACT

Kimberly Adams, Buyer 281-991-2614 kimberly.adams@sjcd.edu https://sanjac.ionwave.net/ mailto:kimberly.adams@sjcd.edu

RFP 25-14 Welding Gases & Micro Bulk Tank Systems 2

SCOPE OF WORK AND SPECIFICATIONS

1. General

San Jacinto Community College District (“SJCCD” or “College”) is soliciting sealed proposals from qualified firms to provide delivery, installation and service for industrial liquid argon and oxygen micro bulk tank system(s) and supply the respective gases to accommodate the College’s welding department and other various departments as needed.

All work performed must be in compliance with existing federal, state and local codes, statutes and requirements.

The College’s estimated annual spend for welding gases is $90,000.

SJCCD is a public community college district organized under Chapter 130 of the Texas Education Code and is tax exempt in the State of Texas.

2. Scope of Work

This scope of work covers the requirements to provide SJCCD with goods and services, which shall include, but is not limited to the following:

a. Supply of Welding Gases

The awarded contractor will supply SJCCD with a consistent and reliable source of welding gases, which includes but is not limited to:

• Argon (Micro Bulk) – Central & North Campus

• Oxygen (O₂) (Micro Bulk) – North Campus

• Oxygen (O₂) (Cylinders, 12 packs) – Central & North Campus

• Propylene (Pig) – Central & North Campus

• Acetylene(Cylinders) – North Campus

• ARCAL Flux for Fluxcore and MIG (Single cylinders) – North & Central Campus

• C25 for GMAW (Single cylinders) – North Campus

b. Turnkey Installation of Bulk Tanks

SJCCD does not own bulk tanks. The contractor will be responsible for providing a turnkey installation for micro bulk tanks, including all necessary equipment and setup.

This installation shall include but not limited to:

• Required safety and control apparatus

• Telemetry systems

• Low-temperature devices

• Vaporization equipment

c. Equipment Ownership and Maintenance

The equipment provided shall remain the property of the awarded contractor and is installed at the contractor’s expense for the duration of the contract term. SJCCD will only pay for the

RFP 25-14 Welding Gases & Micro Bulk Tank Systems 3 refills of the argon and oxygen micro bulk tanks. Required repairs and/or upgrades of the tanks shall remain the responsibility of the contractor.

d. Option to Purchase

The contractor shall provide the buy-out cost for SJCCD to acquire the installed system(s) at the expiration of the contract.

e. Delivery and Emergency Supply

The contractor will be responsible for delivering gases in bulk tanks and individual cylinders, depending on specific departmental needs. They must ensure regular scheduled deliveries to designated SJCCD locations and offer emergency supply options as needed.

f. Safety Standards and Documentation

The contractor shall adhere to all safety standards and provide required documentation of the Safety Data Sheets (SDS), for all gases delivered.

g. Training and Support

The contractor shall train, educate, and demonstrate the use of equipment to SJCCD personnel upon initial installation and as needed. Additional support may include inventory management assistance, safety training for SJCCD staff, and technical support related to the use and storage of welding gases.

3. Specifications

a. Required Gases:

One (1) Argon (Micro Bulk)

• Composition: 100% Argon

• Usage: Shielding gas for TIG welding and MIG welding non-ferrous metals (e.g., aluminum).

One (1) Oxygen (O₂) (Micro Bulk)

• Composition: 100% Oxygen

• Usage: Used in combination with fuel gases (e.g., acetylene or propylene) for cutting, brazing, and welding.

Oxygen (O₂) Cylinders (12 packs)

• Composition: 100% Oxygen (packaged in multiple cylinders for convenience).

• Usage: Same as above.

Propylene (Pig)

• Composition: 100% Propylene (C₃H₆)

• Usage: Fuel gas used for cutting, heating, and brazing; provides hotter and cleaner combustion compared to acetylene.

Acetylene (Cylinders)

• Composition: 100% Acetylene (C₂H₂)

RFP 25-14 Welding Gases & Micro Bulk Tank Systems 4

• Usage: Fuel gas used in oxy-acetylene welding and cutting due to its high flame temperature.

Arcal Flux (Cylinders)

• Composition: 75% Argon (Ar), 25% Carbon Dioxide (CO₂)

• Usage: Shielding gas designed for Flux-Cored Arc Welding (FCAW) and MIG welding;

suitable for welding carbon and stainless steel.

C25 Mix (Cylinders)

• Composition: 75% Argon (Ar), 25% Carbon Dioxide (CO₂)

• Usage: Shielding gas for MIG welding carbon steel, providing a balance of penetration, arc stability, and reduced spatter.

b. Cylinder and Bulk Tank Specifications:

The College uses a variety of cylinder sizes.

All cylinders and bulk tanks must comply with OSHA, DOT, and other applicable safety standards. Clear labeling must be provided on all gas containers, indicating gas type, purity, and safety warnings.

c. Purity Levels:

Gases must meet specific purity requirements as defined by AWS industry standards to ensure optimal performance for welding applications. (I.E. Arcal Flux: CO2 – 25%, Argon – 75%)

d. Additional Equipment:

If required, the contractor should provide options for renting welding-related equipment, including regulators and flow meters, with regular maintenance services for all rented equipment.

4. Delivery and Installation

a. The tank storage will be covered by a roof and the dimensions of the space are as follows:

height 10’ x width 17’ 6” x depth 11’ 6”. Estimated tank size needed is 2,000 liters (L) for argon and 1,000 L for oxygen.

b. Delivery frequency should be scheduled as needed by SJCCD and include emergency delivery options for unforeseen demand.

c. If inventory management assistance is provided, the contractor will help ensure SJCCD maintains adequate gas supply without overstocking.

d. Delivery shall be made FOB destination, inside delivery, to San Jacinto College, North and

Central Campuses.

e. All equipment shall be assembled, set in place, and ready for College use upon delivery.

5. College Locations

a. Central Campus – 8060 Spencer Hwy, Pasadena, TX 77505

b. North Campus – 5800 Uvalde, Houston, TX 77049 https://pubs.aws.org/Download_PDFS/a5.32-a5.32m-1997PV.pdf

RFP 25-14 Welding Gases & Micro Bulk Tank Systems 5

6. Supplier Diversity Reporting

SJCCD does not give preference to historically underutilized or small business in the awarding of contracts. However, if the awarded contractor utilizes a subcontractor(s) to fulfill the proposed requirements, the contractor will be required to track and report the amount paid to each subcontractor along with the subcontractor’s supplier diversity classification. This information will only be used for the purpose of statistical tracking. The reportable classifications include:

• African American

• Asian Pacific American

• Caucasian

• Hispanic American

• Native American

• Small Business

• Veteran Owned

• Minority Owned

• Woman Owned

• LGBTQ

• Other / Non-disclosed

7. Special Requirements

a. All contractors, subcontractors or company representatives working at any college property or college facility shall wear a clearly visible name tag, badge, embroidered or labelled uniform shirt, or other personal or company identification at all times. Failure to comply with this requirement could result in removal from the campus until corrected.

b. Contractors must comply with all federal, state, and local safety regulations, including

OSHA and DOT standards for handling, transporting, and storing compressed gases.

c. Contractors are required to provide Safety Data Sheets (SDS) for all gases and materials delivered to SJCCD and ensure these are kept up to date.

d. Contractor personnel must undergo safety orientation specific to SJCCD’s campus regulations and procedures if required by the college.

e. Contractors should have an established process for emergency response in the event of a gas leak or related incident on college property. A copy of the emergency response plan may be requested by SJCCD.

f. Contractors must ensure all vehicles used for deliveries comply with college property regulations, including parking in designated areas and adhering to speed limits on campus grounds.

8. Contract Term

The contract term, if any, for contract(s) awarded from this solicitation will be one (1) year with renewal options of four (4) one-year time periods subject to the termination provisions as further described in the sample contract terms and conditions on the Attachments tab section of this solicitation.

RFP 25-14 Welding Gases & Micro Bulk Tank Systems 6

EVALUATION CRITERIA

An Evaluation Committee will review all proposals according to the criteria stated herein. The committee’s evaluations will be based on all available information, including qualification statements, subsequent interviews/presentations, reports, discussions, reference checks, and other appropriate review.

Proposals will be evaluated using the following criteria:

Factor Points

Section 1: Qualifications Form 40

Section 2: Attachments 15

Section 3: References 10

Section 4: Exceptions to Terms and Conditions 5

Section 5: Price Proposal* 30

Total 100

* The price proposal for each firm will be evaluated in comparison with the other firms’ price proposals;

however, the number of points possible may be evaluated in proportion to each respondent’s evaluation score received for Section 1: Qualifications Form.

RFP 25-14 Welding Gases & Micro Bulk Tank Systems 7

PROPOSAL RESPONSE REQUIREMENTS

All proposal response requirements must be submitted through IonWave. The system does not allow a proposal submission unless all requirements have been met, including Attributes and Response Attachments. These requirements include, but are not limited to, the following:

1. Qualifications Form

Complete the Qualifications Form and upload in the Response Attachments tab in IonWave.

2. Attachments

Provide an attachment that includes a list of all cylinders and microbulk tanks, including sizes and specifications.

3. References

Include references in the Attributes tab in IonWave for the following:

a. The proposer shall provide at least five (5) references on recent projects for which the proposer's company is currently providing or has provided the same type and level of service required in this RFP within the past three years. Include the name, telephone number, and valid email address of a reference person who may be contacted for further information. It is highly preferable that these references are other colleges or public sector accounts comparable in size or larger.

b. All references will be contacted by email. Evaluations will be based on responses received from references. It is advisable to notify your references ahead of time that a reference will be requested by email.

3. Exceptions to Terms and Conditions

An exception includes any addition, deletion, or other modification. Submit exceptions to terms and conditions as an attachment in the Response Attachment tab in IonWave as follows:

a. If you select Yes to “EXCEPTIONS TO TERMS AND CONDITIONS” under the Attributes tab, you must submit a written summary of each exception to this RFP, including the scope, specifications, and/or sample contract, as applicable. The summary shall include supporting justification that clearly identifies the specific reference, page, section, and sub-section of the change, relevance of the change, the vendor’s rationale for the change, and benefit to the College for accepting the change for the submitted exceptions to be considered in the evaluation.

b. The College’s evaluation of submitted exceptions will address the quantity of exceptions, type of exceptions, and justification(s) for exceptions. Fewer exceptions and/or exceptions with a lower risk to the College, if accepted, will equate to a higher score.

RFP 25-14 Welding Gases & Micro Bulk Tank Systems 8

c. Any exceptions not explicitly stated may not be considered during contract negotiations, if any. The submittal of exceptions to terms and conditions does not guarantee the College’s acceptance of exceptions. The College reserves the right to accept or reject any exceptions as necessary to negotiate a mutually beneficial contract.

4. Price Proposal

Include pricing on the Line Items tab in IonWave for the following:

Installation and Equipment Costs

Line Item: 1. Installation of Bulk Tank Costs Line Item: 2. Bulk Tank Rental Cost – Argon Line Item: 3. Bulk Tank Rental Cost – Oxygen

Cylinder Rental Costs (By Gas Type)

Line Item: 4. Oxygen (O₂) Cylinders (12 packs) – Rental Cost Line Item: 5. Propylene (Pig) – Rental Cost Line Item: 6. Acetylene (Cylinders) – Rental Cost Line Item: 7. Arcal Flux (Cylinders) – Rental Cost Line Item: 8. C25 Mix (Cylinders) – Rental Cost

Additional Equipment and Service Charges

Line Item: 9. Vendor Owned Equipment Rental Discount Line Item: 10. 3rd Party Equipment Rental Percentage Mark-Up

Service Charges

Line Item: 11. Standard Service Charge Line Item: 12. Weekday Delivery Charge Line Item: 13. Weekend Delivery Charge Line Item: 14. Holiday Delivery Charge Line Item: 15. Inspection Fee

Contract-Related Costs

Line Item: 16. Buy-Out Cost to Acquire Tanks at Contract Expiration

Training and Inventory Management Costs

Line Item: 17. Training Cost (Scope 2.g) Line Item: 18. Inventory Management Assistance Cost (Scope 2.g)

Upload a Response Attachment document, if needed, to provide details of any costs not listed in the Line Items section. Any costs not explicitly stated in a proposal response shall not be charged to the College.

RFP 25-14 Welding Gases & Micro Bulk Tank Systems 9

The College reserves the right to consider pricing submitted through Line Items, Line Notes, and Response Attachments. If there is a discrepancy among the Line Items, Line Notes, and Response Attachments, the Line Items pricing shall prevail.

List of Response Attachments:

Include the following documents in the Response Attachments tab in IonWave.

All forms are available to download under the Attachments tab in IonWave. Except when listed as Optional, all Response Attachment documents are required and failure to provide a required document may deem the proposer non-responsive and disqualify the response from consideration for award.

1. Qualification Form

2. Cylinder & Microbulk Tank Specs Attachment(s)

3. Conflict of Interest form

4. Proof of Insurance Requirements

5. Exceptions to Terms and Conditions (optional)

6. Additional Costs Not Included in Pricing (optional)