Event_4246_-_Bid_Specification.pdf

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SPECIFICATIONS

Water Treatment & Distribution Services Division

Fridley Filter Plant Bid Event 4246 - Water Purification System

OVERVIEW/PURPOSE:

The City of Minneapolis’ Fridley Filter Plant has continuous water quality monitoring equipment that requires Type 2 grade water (A.K.A. Distilled Water) for their calibration and function. In addition, operational staff perform analytical tests that need Type 2 grade water. Currently, Type 1 grade water is carried from the Softening Plant (i.e., the laboratory) to the Fridley Filter Plant to be used for these purposes; at a quantity of about 6 to 9 gallons every other day. Type 1 grade water, however, is purer than what is needed at the Fridley Filter Plant. Providing the Fridley Filter Plant with type 1 grade water creates extra demand and wear on the Laboratory’s water purification system and staff. In order to improve efficiency and eliminate dependency on another plant for purified water, the Fridley Filter Plant is seeking a Type 2 grade water purification system to have on site. This would be particularly beneficial at times like weekends, holidays, and after hours when the laboratory is not open. Because of the significance of the work performed by operations staff at the Fridley Filter Plant having their own reliable water purification system that will provide readily available Type 2 grade water is very critical. The intent of this Request for Bid is to establish a master contract for qualified suppliers who can provide all labor, equipment, and/or service for complete installation of a fully operational Type 2 grade water system and accompanying storage reservoir.

Contract Term:

Not applicable. This will be a one-time purchase.

Price Escalation Not applicable. This will be a one-time purchase.

Non-Exclusive Any contract(s) resulting from this Request for Bid will not be an exclusive contract and the City reserves the right to hire other contractors, to perform similar work, and seek bids from other vendors.

Rights of the City The City reserves the right to reject all or any part of any bid, waive informalities, and award the contract to the lowest responsive and responsible contractors to best serve the interest of the City. Informality shall mean a minor defect or variation of a bid from the exact requirements of the Request for Bid which does not affect the price, quality, quantity, or delivery schedule for the goods, services or construction being procured.

Quantities

1) A Type 2 grade water purification system

2) A 100-liter storage reservoir

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3) All labor, equipment, materiel, fuel, and miscellaneous costs to install systems

REQUIREMENTS:

Minimum Qualifications Bidders must demonstrate that they have the resources and capability to provide the materials and services as described herein. All bidders must submit the documentation indicated below with their bid.

Failure to provide any of the required documentation shall be cause for bid to be deemed non-responsible and rejected.

The following criteria shall be met in order to be eligible for this contract:

1) The successful bidder must be in business for a minimum of five (5) years. Documentation may be requested of the lowest, responsible, responsive bidder to verify length of time in business.

2) The successful bidder must demonstrate experience with at least three (3) commercial contracts with private companies or governmental agencies which consisted of emergency repair and services on an as-needed basis within the past 5 years.

Licenses, Certifications, and Registrations The Contractor shall meet the license, certification, registration, and any other requirements of the Federal, State, and local regulations with jurisdiction in such matters as necessary to perform the contractual services requested in this solicitation. Copies of such licenses, certifications, registrations, and any other requirements shall be made available upon request by the City throughout the period of the agreement.

Work to be Performed or Description of Work All labor, equipment, and/or service for complete installation of a fully operational Type 2 grade water purification system and 100-liter storage reservoir.

Hours of Operation The Fridley Filter Plant has operation hours around the clock, i.e., seven days a week 24 hours a day.

Contractor shall obtain all permits for inspections, tests and other services required for completion of work. Inspections shall be scheduled through the designated City Project Manager.

Emergency Work In the event an emergency is declared, and the emergency requires prompt and immediate delivery of services, the City will contact the Contractor, which may be at any time (24 hours a day) to furnish services on an immediate response. The Contractor will be expected to quote reasonable time frames for the arrival of equipment to the location specified. At the time of procurement, the City shall provide the reason for the underlying emergency situation upon the request of the Contractor.

The City reserves the right to obtain services from any source, including but not limited to this Contract and at the sole discretion of the City. The Contractor shall not be entitled to any claim or lost profits for any product and/or service procured from other sources.

EQUIPMENT AND MATERIALS:

Contractor shall have in its possession all tools and equipment necessary to install a Type 2 grade water system and a storage reservoir per industry standard as well as any tools, and safety equipment that may be required by OSHA, or any other regulating government agencies. Any specialty equipment needed

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Quality of Materials Unless otherwise specified, all materials and equipment incorporated in this project shall be new and of the best quality for the purpose intended. Should the quality of a material be unspecified in the documents, the Contractor must provide the best product for the purpose intended to the satisfaction of the City Project Manager.

Materials Proposed as Equal Whenever an article or material is defined by describing a proprietary article, or by using the name of the manufacturer, the term "or approved equal", if not inserted, shall be implied.

The specific article or materials mentioned should be understood as indicating the type, function, minimum standard of design, efficiency and quality desired, and should not be construed to exclude other manufacturers’ products of comparable quality, design and efficiency.

Makes and models of items which the Contractor alleges to be equal to those named in the specification shall be subject to the approval of the Project Manager. The use of alternate items will not be permitted by the City without written approval from the Project Manager. The contractor shall not be relieved from the responsibility for furnished articles or materials equal in quality, design and efficiency to those specified because of the approval of such alternates.

Delivery/Pick-up Identify any special instructions for Contractor (i.e. if there will be temporary storage onsite for Contractor to use, where materials should be delivered to

Delays and Delivery Failures The Contractor must keep the City advised at all times of status of parties’ agreement. If delay is foreseen, the Contractor shall give immediate written notice to the City Project Manager. Should the Contractor fail to deliver the proper item(s)/service(s) at the time and place(s) contracted for, or within a reasonable period of time thereafter as agreed to in writing by the City Project Manager, or should the Contractor fail to make a timely replacement of rejected items/services when so required, the City may purchase items/services of comparable quality and quantity in the open market to replace the undelivered or rejected items/services. The Contractor shall reimburse the City for all costs in excess of the Agreement price when purchases are made in the open market; or, in the event that there is a balance the City owes to the Contractor from prior transactions, an amount equal to the additional expense incurred by the City as a result of the Contractor's nonperformance shall be deducted from the balance as payment.

SUBCONTRACTING:

Subcontracting of any work covered by this contract is NOT permitted except by prior written consent of the City. Contractor agrees to bind any subcontractor and every subcontractor shall agree to be bound by the terms of the fully executed Agreement, specifications and drawings.

Workmanship All work under this Contract shall be performed in a skillful and workmanlike manner. The Contractor and its employees shall always be professional and courteous. The City reserves the right to require immediate removal of any Contractor employee from City service it deems unfit for service for any reason, not

Water Purification System 4 | P a g e contrary to law. This right is non-negotiable and the Contractor agrees to this condition by accepting this Agreement. Only first-class work shall be performed, and all materials furnished in carrying out this Contract shall be of character and quality required by the specifications. Where no standard is specified for such work or materials, they shall be the best of their respective kinds. Any unsatisfactory work done, or materials furnished at whatever time they may be discovered shall be immediately removed and satisfactorily replaced by the Contractor when notified to do so by the Project Manager.

If any person employed by the Contractor shall appear to the City Project Manager to be incompetent or to act in a disorderly or improper manner, such person shall be removed immediately at the request of the City Project Manager and shall not again be re-employed (on subject project) except by written consent of the City Project Manager. All Contractor employees working at City job sites shall be in a Company uniform that clearly identifies the name of the Company and name of employee. The uniforms should be clean and neat in appearance. Contractor employees are required to wear a Company supplied photo identification badge. Badges must be clearly visible when worn.

The City reserves the right to require immediate removal of any employee from City service it deems unfit for any reason.

INVOICE AND PAYMENT:

All work requested under this Contract shall be placed on a City issued Purchase Order.

Contractor shall make all reasonable efforts to submit invoices and documentation in an electronic format, such as PDF or other format compatible with City software capabilities, in lieu of paper invoices and documentation, when so requested by City.

Upon delivery and acceptance of the service, the Contractor shall submit an invoice detailing the appropriate charges.

Invoices shall be submitted to:

City of Minneapolis 505 Fourth Ave S, Room 310 Minneapolis, MN 55415 Email: submitinvoices@minneapolismn.gov

Upon receipt of invoice and final inspection and acceptance of the service, the City will render payment within thirty (30) days unless any items thereon are questioned, in which event payment will be withheld pending verification of the amount claimed and the validity of the claim. The Contractor shall provide complete cooperation during any such investigation.

The city will not pre-pay for service. All bills shall state the location and dates of service being billed. All fees, taxes, charges, surcharges, and revenue payments are to be itemized.

No payment will be made for materials stored off-site except in situations where payments may be considered by the City for materials which are stored in a secure area, to be verified by the City and where the Contractor maintains adequate insurance coverage protecting specific materials from loss.

Proof of insurance shall be supplied prior to payment for any materials stored off-site.

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BID FORM:

All bidders shall respond with systems price and installation. All costs include but are not limited to travel time, fuel, service truck charges, and tool. No additional fee will be paid for travel/set-up time.

A valid bid response shall include the following items. This information will become the basis for the evaluation of the bid.

1) The cost of the Type 2 Water Purification Systems and 100-liter Storage Reservoir.

2) Price of all labor, equipment, materiel, fuel, and miscellaneous costs to install systems.