OCWUT 07-26 Special Provisions.pdf

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OCWUT 07-26 – Virgin Bituminous Granulated Activated Carbon (GAC)

SPECIAL PROVISIONS

(Special Instructions and Technical Specifications)

Special Provisions are deemed to be part of these Bid Specifications and shall supersede any conflicting term, requirement or condition in the Bid Specifications.

1. INTENT OF CONTRACT

The Oklahoma City Water Utilities Trust (OCWUT), “Contracting Entity”, will accept Electronic Bids for the delivery, installation, and removal of virgin bituminous granular activated carbon (GAC) and silica sand for the Utilities Department. The Utilities Department is requesting pricing for bulk quantities and Supersacks.

2. PRICING AGREEMENT PERIOD

The Pricing Agreement shall be effective for a period of three (3) years, with an option to renew for one (1) additional three (3) year term, as approved by the Contracting Entity. The Pricing Agreement shall be in effect commencing on the date of the award as approved by the Contracting Entity.

The Bidder’s performance will be evaluated on an ongoing basis during the term of the Pricing Agreement. Based on these evaluations, OCWUT’s General Manager and/or appointed designee will determine if any problems exist. The following criteria will be applied in the Pricing Agreement evaluation performance process:

• The ability, capacity, and skills utilized by the contracted Bidder in the performance of the Pricing Agreement and providing the services required;

• Whether the Bidder performed the requirements of the Pricing Agreement in providing the service promptly, or within the time specified, without delay or interference;

• The quality, availability, adaptability of the supplies, materials, and repair parts furnished to the particular use required.

The Contracting Entity reserves the right to apply Contract Cancellation/Order of Precedence in the event of Bidder’s inability to perform the requirements of the Pricing Agreement.

3. COST ADJUSTMENT TERMS

Pricing shall remain firm through the first twelve months of the contract period. At the request of the Bidder, unit prices can be adjusted annually based on the year-over-year increase or decrease of the U.S. Bureau of Labor’s Consumer Price Index, South Region. To find the CPI-U (South Region, All Urban Consumers), go to www.bls.gov/cpi. Charts are available on this website to show CPI for the previous 10 years.

http://www.bls.gov/cpi

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For purposes of calculating an adjustment for the ensuing year, the base rate for the adjustment shall be the Target unit cost and labor rates in effect on the last day of the previous twelve months of the Agreement. Adjustments to the unit prices will be made only in units of one cent ($0.01).

Cost adjustments are calculated in the following manner:

New Unit Price = Existing Unit Price(s) * (((CPIn – CPIo)/CPIo) + 1)

Where, CPIn = Consumer Price Index – U (All Urban Consumers), South Region, all items for the calendar month and year of the adjustment.

CPIo – Consumer Price Index – U (All Urban Consumers), South Region, all items for the previous calendar month and year.

A valid written request consists of:

• Letter requesting price increase(s) must be submitted on your company letterhead along with the combined CPIn and CPIo chart from www.bls.gov/cpi.

• Signed by an officer or someone authorized to execute contracts on company’s behalf

• Reference the assigned contract number

• Reference the Contracting Entity’s bid number

• Reference the title of the contract (e.g. Granulated Activated Carbon)

• Must be submitted to: The City of Oklahoma City, Utilities Department, Contracts Administration Section, 420 W. Main, Ste. 500, Oklahoma City, OK 73102. Requests emailed to ww-procurement@okc.gov are acceptable.

4. PRICING AGREEMENT RENEWAL OPTION

Should the Contracting Entity desire to renew the Pricing Agreement, a written preliminary notice will be furnished to the Bidder prior to the expiration date of the Pricing Agreement. (Such preliminary notice will not be deemed to commit the Contracting Entity to renew.)

Upon receipt of the Contracting Entity’s preliminary notice, the Bidder shall, if desired, submit a written agreement to continue Pricing Agreement performance for an additional three-year period.

Should the Contracting Entity exercise this option for renewal, the Pricing Agreement as renewed shall be deemed to include this option provision except that the total duration of this Pricing Agreement, including any renewals, shall not exceed three years without the approval of the Contracting Entity.

In all cases Pricing Agreement renewals must be approved by the Contracting Entity.

http://www.bls.gov/cpi mailto:ww-procurement@okc.gov

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5. DELIVERY

Bidders shall specify their proposed delivery times for the requested goods and/or services in the line-item pricing area in the Electronic Bidding System. Emergency delivery may be necessary from time to time in order to prevent the Contracting Entity from running out of a commodity used in the water treatment process within the next 24 hours. The Contracting Entity will endeavor to minimize the number of emergency deliveries.

Bidder’s delivery schedule shall be an important criterion in the evaluation of Bids and recommendations for contract awards. The successful Bidder shall be required to deliver materials and supplies within the agreed time frame.

The Contracting Entity shall not be held liable for any and all damage sustained by Bidders for delivery of materials and/or services awarded by the Pricing Agreement.

The delivery location is as follows:

Location Address Contact The City of Oklahoma City Hefner Water Treatment Plant

3827 W. Hefner Road Oklahoma City, OK 73120

Use gate phone to call for entry.

6. SPECIFIC DELIVERY REQUIREMENTS

All deliveries shall be made Monday through Friday and arriving no earlier than 7:00 a.m.

extending to such time that a normal unloading/installation can be completed before 4:00 p.m.

Unusual circumstances will receive consideration for any variance from these days and hours.

The risk from any cause shall be borne by the Bidder until actual delivery and acceptance by the Contracting Entity. Plant Personnel will determine the inventories and order on an as-needed basis.

7. BULK DELIVERY

Deliveries of Bulk GAC shall be approximately 15-20 tons, delivered via tanker trucks or Supersacks. All shipments shall be accompanied by certified weight tickets. For billing purposes, the most recent ticket will be considered the valid weight ticket.

The Contracting Entity will always attempt to purchase in full truckloads of GAC; however, the need may arise from time to time to purchase in partial truckloads of GAC. Bidders shall state what their shipping capacity along with any additional charge for shipping a partial load in the Electronic Bidding Line Items.

8. SUPERSACK DELIVERY

Supersacks shall be delivered in a secure manner to allow for offloading at the plant. If there is shifting during delivery that is so severe that the Supersacks cannot be offloaded at the plant with use of a forklift truck, the Contracting Entity reserves the right to refuse delivery. Supersacks will be standard weight for a particular manufacturer and the standard weight of Supersacks shall be

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9. INSPECTION AND ACCEPTANCE AT DESTINATION

Final inspection and acceptance shall be at destination. Acceptance will occur after the goods or results of the services have been inspected and when determined by designated competent staff to have met the Bid Specifications. Delivery does not constitute acceptance.

Although source inspection by the Contracting Entity is not anticipated under this Pricing Agreement, the provisions of this article shall in no way be construed to limit the rights of the Contracting Entity to otherwise conduct source inspections, which it deems to be appropriate.

10. F.O.B. DESTINATION

The Bidder shall deliver each item F.O.B. Destination, Oklahoma City, Oklahoma, and to any and all points designated in the specifications. Inside delivery is required unless specifically and expressly stated in the order form. Delivery location will be stated on each order as it is placed.

11. COMMERCIAL PACKAGING

Preservation, packaging, loading, and marking will be in accordance with Bidder’s best commercial practice to provide adequate protection against shipping damage. Bidder is required to replace any goods damaged in shipping or delivery.

12. SECURITY

The Bidder will be responsible for following all security procedures related to the delivery of filter media at the Water Treatment Plant. The Bidder may be required to sign a non-disclosure affidavit before receiving a copy of these procedures.

13. SPILLAGE/CLEANUP

Bidder will be responsible for proper clean up and disposal of any delivery spills. An estimate of spillage will be deducted from the Bidder’s invoice. The Contracting Entity shall not be held liable for any damage sustained by Bidder as a result of Bidder’s own acts or omissions in performing the duties related to this RFB and as awarded by Pricing Agreement. The Bidder shall be liable for the cost of containment, clean up, and restoration of the site to its pre-spill condition.

14. SAFETY/RESPONSIBILITY

The Bidder represents that their employees are safety-trained and knowledgeable of all job-related hazards while handling Granulated Activated Carbon. The Bidder must ensure their employees follow all safety protocols and document the training of their employees. Should the Bidder become aware of any hazards/occurrences at the Water Treatment Plant, then the Bidder will immediately report such hazard/occurrence to Water Treatment Plant personnel.

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15. QUALITY ASSURANCE

An independent laboratory, approved by the Contracting Entity, will sample and analyze each lot to be shipped for all physical, graduation, size, and chemical characteristics specified herein prior to shipment. The cost for testing the material shall be considered incidental and shall be borne by the Bidder. Each shipment must include a certified analysis report from the independent laboratory to verify the materials prior to any acceptance.

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OCWUT 07-26 – Virgin Bituminous Granulated Activated Carbon (GAC)

TECHNICAL SPECIFICATIONS

Pricing must be submitted through the Electronic Bidding System. Technical questions are to be addressed through the Electronic Bidding System, and the Contracting Entity will respond electronically if it is necessary.

1. General The Virgin Bituminous Granular Activated Carbon (GAC) covered in these specifications shall comply with the AWWA Standard B-604-18 for GAC. The activated carbon shall meet ANSI/NSF 61 Drinking Water Systems Components – Health Effects certification in compliance with regulations of the Oklahoma Department of Environmental Quality. To meet the requirement, both the manufacturer and supplier must have ANSI/NSF 61 certification for activated carbon.

2. GAC Chemical Content The GAC must meet the following specifications:

Description Requirement

1. Is your Activated Carbon suitable for filter media for potable water?

Yes

2. Food Chemical Codex Meet

3. Washed with hydrochloric acid Yes

4. Carbon Based Virgin Bituminous Coal

5. Reactivated Carbon None

6. Particle Size:

a. Range (US Sieve Series)

b. Retained on maximum size (US Sieve Series)

c. Pass a minimum size (US Sieve Series)

a. 8 x 20 mesh

b. Maximum 15%

c. Maximum 5%

7. Apparent Density Minimum 0.38 g/ml

8. Effective Size Range 1.0 mm to 1.2 mm

9. Uniformity coefficient after backwashing and draining filter Maximum 2.1

10. Iodine Number Minimum 500 mg/g

11. Water Soluble Ash Maximum 4%

12. Moisture content at time of receipt Maximum 8% by weight

13. Tannin Number Maximum 280

14. Molasses Number Minimum 300

15. Abrasion Resistance Minimum 70%

16. Petroleum Base Chemical content verified.

3. Product Samples Bidders shall provide the Contracting Entity with the following free samples of product as Bid:

Virgin Bituminous Granular Activated (GAC) – Provide one, one-pound sample.

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Samples must be received no later than 5:00 p.m. CST on September 23, 2025. (evening before the bid closes) Bidders are solely responsible for ensuring the samples are received by the deadline. Samples will be accepted prior to the Bid deadline but will not be opened or tested until the Bid Opening Date. Samples must be marked with the RFB number “OCWUT 07-26” and include the Bidder’s name and address.

Samples that are not received by the deadline may not be considered for award. Carbon samples shall be sent to the following address:

Oklahoma City Water Utilities Trust Utilities Department Attn: Brooke Carrizales 500 W. Main St., Suite 101 Oklahoma City, OK 73102

The Contracting Entity will conduct tests to determine the overall lowest and best Bidder(s) based on the lowest estimated treatment cost (in dollars per million gallons) and the efficiency of the total organic carbon and/or taste and odor compound removal with the affected waters. The Contracting Entity shall be the final authority in determining the lowest and best Bidder(s) for removal of specific materials.

4. Silica Sand The silica sand for the water treatment plant filters shall be clean, hard, durable particles in conformance with AWWA B100a (latest version). The silica sand shall be thoroughly washed, screened, and free of clay, loam, dust, dirt, organic matter, and other foreign materials.

5. Silica Sand Size The percentage size shall be defined as the size of the theoretical opening of sieve through which that percentage of the media, by weight, will pass. For example, if the size distribution of the sand particles is such that 10 percent of the sample is finer than 0.50 millimeters, the sand shall be said to have a 10 percent size of 0.50 millimeters.

The Uniformity Coefficient is the ratio of the 60 percent size to the 10 percent size of the filter sand.

The particle size distribution shall be determined by screening through standard sieves, Tyler square root of 2 series or equivalent U.S. series. The percentage sizes shall be determined from a plot, on semi-log or probability paper, of the percentages of the material passing each sieve against the rated opening of the sieve or the equivalent diameter of the grains. Sieve dimensions shall conform to ASTME11 and Table B.1 of the Appendix to AWWA B-100 (latest version).

Specific Gravity: Shall be between 2.4 and 2.8 Effective Size: Shall be between 0.55 to 0.60mm Uniform Coefficient: Shall be less than 1.40 before and after skimming Acid Solubility: Shall not exceed 2.5 percent Hardness: Shall be greater than 5 Mohs

6. Removal of Existing GAC and Silica Sand Filter Media If the Contracting Entity is replacing the filter media, the Bidder shall remove all existing GAC and silica sand. Once removed, the material becomes the property and responsibility of the Bidder for proper disposal.

Any associated costs or credits shall be indicated in the Price Line item. The Bidder shall measure the media, as being removed in total cubic feet, to be verified by Water Treatment Plant personnel. The Bidder shall be compensated on a per cubic foot basis.

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In the event the Contracting Entity is purchasing filter media to replace lost media (top off filters), there will be no GAC removal required.

7. Size of Filter The filter is 890 square feet each. There will be 6 inches of sand, and 44 inches of GAC required in each filter. This equates to approximately 22.5 tons of sand and approximately 45 tons of GAC per filter. There are a total of twenty-two filters at Hefner Water Treatment Plant, and a maximum of two filters can be offline at the same time for the changing out of media. It is estimated that a total of approximately 138 cubic yards of material will need to be removed from each filter prior to replacing the media.

Bidder will be required to clean out all media from filters and power wash the basins prior to installation of the new media.

8. Notice of Nonconformance Nonconformance of activated carbon supply and/or shipment shall be based on:

• Failure to submit a certified analysis report from the Bidder as the quality of activated carbon to be shipped;

• Or analytical tests performed by a certified laboratory on either a sample provided by the supplier;

• Or collected by the Contracting Entity that shows the active carbon shipment does not meet the requirements of this specification.

If the activated carbon delivered does not meet the chemical, physical, safety, or security requirements of this specification, the Contracting Entity shall notify the Bidder of this nonconformance and seek a retest at a certified laboratory and/or material replacement within ten days. The Bidder agrees to remove any nonconforming materials and replace them with conforming materials. Additionally, Bidder agrees that the invoiced price shall be reduced by fifteen percent (15%) if nonconforming materials are in the Contracting Entity’s equipment. The Contracting Entity reserves the right to reject each supply and/or shipment that is determined to be in nonconformance.

9. Additional Services The Utilities Department may request additional services for repair, rehab and/or replacement of the underdrain system if discovered, by requesting an additional quote for this specified work.

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1. INSURANCE REQUIREMENTS

Bidder must carry such insurance and provide a certificate of insurance, evidencing the insurance policies and coverage required here in the Special Provisions.

A. Any issue a Bidder may have with insurance requirements should be raised during the Question-and-Answer period before bid submission so that the Contracting Entity can determine whether a change, by Addenda, will be made to the insurance requirements for all potential bidders.

B. Bidder may not take exception to insurance requirements after the Question-and- Answer Period.

C. The following insurance requirements are applicable and must be obtained prior to contract award if the bid submitted includes on-site installation, on-site maintenance services or other repair services to be performed on the Contracting Entity’s property, or if insurance coverage is otherwise requested by the Contracting Entity here in the Special Provisions.

i. Worker’s Compensation & Employer’s Liability Insurance: Bidder shall carry Worker's Compensation Insurance in amounts prescribed by the laws of the State of Oklahoma, if any. If Bidder is exempt from compliance with Oklahoma’s worker’s compensation requirements, Bidder shall provide a certificate (Affidavit of Exempt Status Under the Administrative Worker’s Compensation Act) from the Workers’ Compensation Commission indicating such exemption. The certificate can be completed online at www.ok.gov/wcc.

ii. General Liability Insurance: Bidder shall carry a general liability insurance policy to protect the Bidder and the Contracting Entity shall be an Additional Insured from claims for property damage and bodily injury including death, or other loss which may arise directly or indirectly from the activities, omissions, and operations of the Bidder under the Pricing Agreement, whether such activities, omissions, and operations be by the Bidder, its subcontractor, or by any one employed by or acting for the benefit of the Bidder in conjunction with this Pricing Agreement. The general liability policy shall have at a minimum, the following coverage amounts:

1. Property Damage Liability - Limits shall be carried in the amount of not less than twenty- five thousand dollars ($25,000) to any one person for any single claim for damage to or destruction of property arising out of a single act, accident, or occurrence.

2. All Other Liability - In the amount not less than one hundred seventy-five thousand dollars ($175,000) for claims including http://www.ok.gov/wcc

RFB.SP.VI.2025 Page 10 accidental death, personal injury, and all other claims to any one person out of a single act, accident, or occurrence.

3. General Aggregate Limit- In an amount not less than one million dollars ($1,000,000) for any number of claims arising out of a single act, occurrence or accident.

iii. Automobile Liability Insurance: The Bidder shall maintain automobile insurance coverage in, at a minimum, the amounts required by Oklahoma law as to the ownership, maintenance, and use of all owned, non-owned, leased or hired vehicles and equipment when said vehicles or equipment is utilized to meet the requirements of this Pricing Agreement.

D. The insurance policies required herein shall be issued by a company authorized to do business in the state of Oklahoma.

E. The Contracting Entity shall be furnished with a Certificate of Insurance evidencing all the above-referenced requirements before Pricing Agreement award.

F. All policies shall be in the form of an “occurrence” insurance coverage or policy.

If any insurance is written in a “claims made” form, the Bidder shall also provide tail coverage that extends a minimum of two years from the expiration of the Pricing Agreement.

G. Unless stated otherwise above, all policies must be fully insured with any single deductible not exceeding $25,000.

H. Bidder or Bidder’s insurance company must provide Contracting Entity at least thirty (30) days’ prior written notice of any cancellation or material coverage change in their policies.

I. Unless otherwise approved by the Contracting Entity prior to Pricing Agreement award, self-insured retentions will not be accepted unless accompanied by a bond or irrevocable letter of credit guaranteeing payment of the losses, related investigations, claim administration, and defense expenses not otherwise covered by the Bidder’s self-insured retention.

2. ACORD FORM

A. The Contracting Entity to this Pricing Agreement, whether named herein or by reference only, shall be named as an additional insured on the Bidder’s insurance policies, except Worker’s Compensation and Employer’s Liability Insurance, to the full limits of the policies and consistent with the same coverages available to the named insured.

i. Any blanket additional insured endorsement which limits coverages to any Contracting Entity is not compliant with this Pricing Agreement and will be considered a breach. Contracting Entity must be provided with a Certificate of Insurance or Endorsement evidencing Contracting Entity’s additional insured status prior to contract award.

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B. The policy description shall state the following:

i. “Additional insured(s) on the listed policies are those required in the contract.” [The City of Oklahoma City and its participating public trusts]

ii. The solicitation number OCWUT 16-25.

3. WARRANTY

A. The Bidder warrants that at the time of delivery, all Bid Items furnished under this

Pricing Agreement will be free from defects in material and/or workmanship and each Bid Item will conform to the Bid Specifications and all other requirements of this Pricing Agreement.

B. Bidders must furnish with their bid one copy of their warranty applicable to the Bid Items to be furnished.

C. Bidder agrees that it alone is responsible for ensuring that Bid Items furnished to the Contracting Entity at the time of delivery and inspection meet all manufacturer warranties even if Bidder is not the manufacturer. If the Bidder is not the manufacturer and the Contracting Entity determines that the Bid Items furnished by Bidder do not meet the manufacturer’s warranty, Bidder alone is responsible for working with the manufacturer to promptly obtain Bid Item replacements for the Contracting Entity that meet all applicable warranties or in the alternative, refund Contracting Entity’s payment for said Bid Items. The election of remedies shall be at the sole discretion of the Contracting Entity.

D. This warranty shall be in addition to any other rights of the Contracting Entity established or implied by contract and/or in equity or at law.

E. All warranties shall start on the date of acceptance of the Bid Items and will be for the full term of said warranty.