RFP 2022-34 Polymer Final.pdf

REQUEST FOR PROPOSALS #2022-34

FOR

POLYMER PRODUCT DELIVERY FOR CENTRIFUGE DEWATERING

BOARD OF COUNTY COMMISSIONERS

TOOTIE SMITH, Chair

SONYA FISCHER, Commissioner PAUL SAVAS, Commissioner

MARK SHULL, Commissioner MARTHA SCHRADER, Commissioner

Gary Schmidt

County Administrator

Thomas Candelario

Contract Analyst

PROPOSAL CLOSING DATE, TIME AND LOCATION

DATE: May 31, 2022

TIME: 2:00 PM, Pacific Time

PLACE: Procurement@clackamas.us mailto:Procurement@clackamas.us

RFP 2022-34 POLYMER PRODUCT DELIVERY

FOR CENTRIFUGE DEWATERING Page ii

SCHEDULE

Request for Proposals Issued…….................................................. April 28, 2022

Protest of Specifications Deadline..................................................May 5, 2022, 5:00 PM, Pacific Time

Deadline to Submit Clarifying Questions....................................... May 12, 2022, 5:00 PM, Pacific Time

Request for Proposals Closing Date and Time……....................... May 31, 2022, 2:00 PM, Pacific Time

Deadline to Submit Protest of Award............................................. Seven (7) days from the Intent to Award

Anticipated Contract Start Date……..............................................July 2022

TABLE OF CONTENTS

Section 1 – Notice of Request for Proposals

Section 2 – Instructions to Proposers

Section 3 – Scope of Work

Section 4 – Evaluation and Selection Criteria

Section 5 – Proposal Content (Including Proposal Certification)

SECTION 1

NOTICE OF REQUEST FOR PROPOSALS

Notice is hereby given that Clackamas County through its Water Environment Services (“WES”), will receive sealed Proposals per specifications until 2:00 PM, May 31, 2022 (“Closing”), to provide Polymer Product Delivery For Centrifuge Dewatering. No Proposals will be received or considered after that time.

The resulting contract from this RFP require the successful proposer to begin contract on July 1, RFP Documents can be downloaded from the state of Oregon procurement website (“OregonBuys”) at the following address https://oregonbuys.gov/bso/view/login/login.xhtml, Document No. S-C01010-000002980.

Prospective Proposers will need to sign in to download the information and that information will be accumulated for a Plan Holder's List. Prospective Proposers are responsible for obtaining any Addenda, clarifying questions, and Notices of Award from OregonBuys. Sealed Proposals are to be emailed to Clackamas County Procurement Services at procurement@clackamas.us.

Contact Information Procurement Process and Technical Questions: Thomas Candelario, tcandelario@clackamas.us

The Board of County Commissioners reserves the right to reject any and all Proposals not in compliance with all prescribed public bidding procedures and requirements, and may reject for good cause any and all Proposals upon the finding that it is in the public interest to do so and to waive any and all informalities in the public interest. In the award of the contract, the Board of County Commissioners will consider the element of time, will accept the Proposal or Proposals which in their estimation will best serve the interests of Clackamas County and will reserve the right to award the contract to the contractor whose Proposal shall be best for the public good.

Clackamas County encourages proposals from Minority, Women, Veteran and Emerging Small Businesses.

https://oregonbuys.gov/bso/view/login/login.xhtml mailto:procurement@clackamas.us mailto:tcandelario@clackamas.us

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SECTION 2

INSTRUCTIONS TO PROPOSERS

Clackamas County (“County”) reserves the right to reject any and all Proposals received as a result of this RFP. County Local Contract Review Board Rules (“LCRB”) govern the procurement process for the County.

2.1 Modification or Withdrawal of Proposal: Any Proposal may be modified or withdrawn at any time prior to the Closing deadline, provided that a written request is received by the County Procurement Division Director, prior to the Closing. The withdrawal of a Proposal will not prejudice the right of a Proposer to submit a new Proposal.

2.2 Requests for Clarification and Requests for Change: Proposers may submit questions regarding the specifications of the RFP. Questions must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, at the Procurement Division address as listed in Section 1 of this RFP.

Requests for changes must include the reason for the change and any proposed changes to the requirements.

The purpose of this requirement is to permit County to correct, prior to the opening of Proposals, RFP terms or technical requirements that may be unlawful, improvident or which unjustifiably restrict competition.

County will consider all requested changes and, if appropriate, amend the RFP. No oral or written instructions or information concerning this RFP from County managers, employees or agents to prospective Proposers shall bind County unless included in an Addendum to the RFP.

2.3 Protests of the RFP/Specifications: Protests must be in accordance with LCRB C-047-0730.

Protests of Specifications must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, or within three (3) business days of issuance of any addendum, at the Procurement Division address listed in Section 1 of this RFP. Protests may not be faxed. Protests of the RFP specifications must include the reason for the protest and any proposed changes to the requirements.

2.4 Addenda: If any part of this RFP is changed, an addendum will be provided to Proposers that have provided an address to the Procurement Division for this procurement. It shall be Proposers responsibility to regularly check OregonBuys for any notices, published addenda, or response to clarifying questions.

2.5 Submission of Proposals: Proposals must be submitted in accordance with Section 5. All Proposals shall be legibly written in ink or typed and comply in all regards with the requirements of this RFP. Proposals that include orders or qualifications may be rejected as irregular. All Proposals must include a signature that affirms the Proposer’s intent to be bound by the Proposal (may be on cover letter, on the Proposal, or the Proposal Certification Form) shall be signed. If a Proposal is submitted by a firm or partnership, the name and address of the firm or partnership shall be shown, together with the names and addresses of the members. If the Proposal is submitted by a corporation, it shall be signed in the name of such corporation by an official who is authorized to bind the contractor. The Proposals will be considered by the County to be submitted in confidence and are not subject to public disclosure until the notice of intent to award has been issued.

No late Proposals will be accepted. Proposals submitted after the Closing will be considered late and will be returned unopened. Proposals may not be submitted by telephone or fax.

2.6 Post-Selection Review and Protest of Award: County will name the apparent successful Proposer in a Notice of Intent to Award published on OregonBuys. Identification of the apparent successful Proposer is procedural only and creates no right of the named Proposer to award of the contract. Competing Proposers shall be given seven (7) calendar days from the date on the Notice of Intent to Award to review the file at the Procurement Division office and file a written protest of award, pursuant to LCRB C-047-0740. Any award protest must be in writing and must be delivered by email, hand-delivery or mail to the address for the Procurement Division as listed in Section 1 of this RFP.

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Only actual Proposers may protest if they believe they have been adversely affected because the Proposer would be eligible to be awarded the contract in the event the protest is successful. The basis of the written protest must be in accordance with ORS 279B.410 and shall specify the grounds upon which the protest is based. In order to be an adversely affected Proposer with a right to submit a written protest, a Proposer must be next in line for award, i.e. the protester must claim that all higher rated Proposers are ineligible for award because they are non-responsive or non-responsible.

County will consider any protests received and:

a. reject all protests and proceed with final evaluation of, and any allowed contract language negotiation with, the apparent successful Proposer and, pending the satisfactory outcome of this final evaluation and negotiation, enter into a contract with the named Proposer; OR

b. sustain a meritorious protest(s) and reject the apparent successful Proposer as nonresponsive, if such Proposer is unable to demonstrate that its Proposal complied with all material requirements of the solicitation and Oregon public procurement law; thereafter, County may name a new apparent successful Proposer; OR

c. reject all Proposals and cancel the procurement.

2.7 Acceptance of Contractual Requirements: Failure of the selected Proposer to execute a contract and deliver required insurance certificates within ten (10) calendar days after notification of an award may result in cancellation of the award. This time period may be extended at the option of County.

2.8 Public Records: Proposals are deemed confidential until the “Notice of Intent to Award” letter is issued.

This RFP and one copy of each original Proposal received in response to it, together with copies of all documents pertaining to the award of a contract, will be kept and made a part of a file or record which will be open to public inspection. If a Proposal contains any information that is considered a TRADE SECRET under ORS 192.345(2), SUCH INFORMATION MUST BE LISTED ON A SEPARATE SHEET CAPABLE OF SEPARATION

FROM THE REMAINING PROPOSAL AND MUST BE CLEARLY MARKED WITH THE

FOLLOWING LEGEND:

“This information constitutes a trade secret under ORS 192.345(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192.”

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance” (ORS 192.345).

Therefore, non-disclosure of documents, or any portion of a document submitted as part of a Proposal, may depend upon official or judicial determinations made pursuant to the Public Records Law.

2.9 Investigation of References: County reserves the right to investigate all references in addition to those supplied references and investigate past performance of any Proposer with respect to its successful performance of similar services, its compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, its lawful payment of subcontractors and workers, and any other factor relevant to this RFP. County may postpone the award or the execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation.

2.10 RFP Proposal Preparation Costs and Other Costs: Proposer costs of developing the Proposal, cost of attendance at an interview (if requested by County), or any other costs are entirely the responsibility of the Proposer, and will not be reimbursed in any manner by County.

2.11 Clarification and Clarity: County reserves the right to seek clarification of each Proposal, or to make an award without further discussion of Proposals received. Therefore, it is important that each Proposal be submitted initially in the most complete, clear, and favorable manner possible.

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2.12 Right to Reject Proposals: County reserves the right to reject any or all Proposals or to withdraw any item from the award, if such rejection or withdrawal would be in the public interest, as determined by County.

2.13 Cancellation: County reserves the right to cancel or postpone this RFP at any time or to award no contract.

2.14 Proposal Terms: All Proposals, including any price quotations, will be valid and firm through a period of one hundred and eighty (180) calendar days following the Closing date. County may require an extension of this firm offer period. Proposers will be required to agree to the longer time frame in order to be further considered in the procurement process.

2.15 Oral Presentations: At County’s sole option, Proposers may be required to give an oral presentation of their Proposals to County, a process which would provide an opportunity for the Proposer to clarify or elaborate on the Proposal but will in no material way change Proposer’s original Proposal. If the evaluating committee requests presentations, the Procurement Division will schedule the time and location for said presentation. Any costs of participating in such presentations will be borne solely by Proposer and will not be reimbursed by County. Note: Oral presentations are at the discretion of the evaluating committee and may not be conducted;

therefore, written Proposals should be complete.

2.16 Usage: It is the intention of County to utilize the services of the successful Proposer(s) to provide services as outlined in the below Scope of Work.

2.17 Review for Responsiveness: Upon receipt of all Proposals, the Procurement Division or designee will determine the responsiveness of all Proposals before submitting them to the evaluation committee. If a Proposal is incomplete or non-responsive in significant part or in whole, it will be rejected and will not be submitted to the evaluation committee. County reserves the right to determine if an inadvertent error is solely clerical or is a minor informality which may be waived, and then to determine if an error is grounds for disqualifying a Proposal. The Proposer’s contact person identified on the Proposal will be notified, identifying the reason(s) the Proposal is non-responsive. One copy of the Proposal will be archived and all others discarded.

2.18 RFP Incorporated into Contract: This RFP will become part of the Contract between County and the selected contractor(s). The contractor(s) will be bound to perform according to the terms of this RFP, their Proposal(s), and the terms of the Sample Contract.

2.19 Communication Blackout Period: Except as called for in this RFP, Proposers may not communicate with members of the Evaluation Committee or other County employees or representatives about the RFP during the procurement process until the apparent successful Proposer is selected, and all protests, if any, have been resolved. Communication in violation of this restriction may result in rejection of a Proposer.

2.20 Prohibition on Commissions and Subcontractors: County will contract directly with persons/entities capable of performing the requirements of this RFP. Contractors must be represented directly.

Participation by brokers or commissioned agents will not be allowed during the Proposal process. Contractor shall not use subcontractors to perform the Work unless specifically pre-authorized in writing to do so by the County. Contractor represents that any employees assigned to perform the Work, and any authorized subcontractors performing the Work, are fully qualified to perform the tasks assigned to them, and shall perform the Work in a competent and professional manner. Contractor shall not be permitted to add on any fee or charge for subcontractor Work. Contractor shall provide, if requested, any documents relating to subcontractor’s qualifications to perform required Work.

2.21 Ownership of Proposals: All Proposals in response to this RFP are the sole property of County, and subject to the provisions of ORS 192.410-192.505 (Public Records Act).

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2.22 Clerical Errors in Awards: County reserves the right to correct inaccurate awards resulting from its clerical errors.

2.23 Rejection of Qualified Proposals: Proposals may be rejected in whole or in part if they attempt to limit or modify any of the terms, conditions, or specifications of the RFP or the Sample Contract.

2.24 Collusion: By responding, the Proposer states that the Proposal is not made in connection with any competing Proposer submitting a separate response to the RFP, and is in all aspects fair and without collusion or fraud. Proposer also certifies that no officer, agent, elected official, or employee of County has a pecuniary interest in this Proposal.

2.25 Evaluation Committee: Proposals will be evaluated by a committee consisting of representatives from County and potentially external representatives. County reserves the right to modify the Evaluation Committee make-up in its sole discretion.

2.26 Commencement of Work: The contractor shall commence no work until all insurance requirements have been met, the Protest of Awards deadline has been passed, any protest have been decided, a contract has been fully executed, and a Notice to Proceed has been issued by County.

2.27 Best and Final Offer: County may request best and final offers from those Proposers determined by County to be reasonably viable for contract award. However, County reserves the right to award a contract on the basis of initial Proposal received. Therefore, each Proposal should contain the Proposer’s best terms from a price and technical standpoint. Following evaluation of the best and final offers, County may select for final contract negotiations/execution the offers that are most advantageous to County, considering cost and the evaluation criteria in this RFP.

2.28 Nondiscrimination: The successful Proposer agrees that, in performing the work called for by this RFP and in securing and supplying materials, contractor will not discriminate against any person on the basis of race, color, religious creed, political ideas, sex, age, marital status, sexual orientation, gender identity, veteran status, physical or mental handicap, national origin or ancestry, or any other class protected by applicable law.

2.29 Intergovernmental Cooperative Procurement Statement: Pursuant to ORS 279A and LCRB, other public agencies shall have the ability to purchase the awarded goods and services from the awarded contractor(s) under terms and conditions of the resultant contract. Any such purchases shall be between the contractor and the participating public agency and shall not impact the contactor’s obligation to the County.

Any estimated purchase volumes listed herein do not include other public agencies and County makes no guarantee as to their participation. Any Proposer, by written notification included with their Proposal, may decline to extend the prices and terms of this solicitation to any and/or all other public agencies. County grants to any and all public serving governmental agencies, authorization to purchase equivalent services or products described herein at the same submitted unit bid price, but only with the consent of the contractor awarded the contract by the County.

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SECTION 3

SCOPE OF WORK

3.1. INTRODUCTION

Clackamas County, through it Water Environmental Services, is seeking Proposals from vendors to provide Polymer Product Delivery for Centrifuge Dewatering.

Please direct all Technical/Specifications or Procurement Process Questions to the indicated representative referenced in the Notice of Request for Proposals and note the communication restriction outlined in Section 2.19.

3.2 BACKGROUND

Water Environment Services (‘WES’) require a supply of bulk and or tote polymer product delivery for centrifuge dewatering of approximately 3000 dry tons per year of mixed primary and waste-activated, anaerobically digested biosolids generally at 1.8-2.2% feed solids. The use of cationic polymer assists in the efficient treatment of the plants’ solids. These solids are generated by either the 12-million gallons per day (MGD) average dry weather capacity Tri-City Water Pollution Control Plant (WPCP) which includes primary clarification, conventional and membrane bioreactor (MBR) activated sludge secondary treatment and anaerobic digestion of the solids; or the 10.5 million gallons per day (MGD) average dry weather capacity Kellogg Water Pollution Control Plant (WPCP) which includes primary clarification, conventional activated sludge secondary treatment and anaerobic digestion of the solids.

Additionally, WES uses a second cationic polymer delivered in totes for thickening waste activated sludge taken from the conventional secondary treatment process and is generally 0.5-1.5% solids, used in either a Dissolved Air Floatation Thickener (DAFT), a Rotary Drum thickener, or Gravity belt thickeners.

The purchase of polymer is vital to the Districts’ wastewater treatment process.

3.3. SCOPE OF WORK

3.3.1. Scope:

The successful vendor(s) shall provide dewatering polymer for WES as per the specifications provided within this Request for Proposal.

PRE-QUALIFIED POLYMERS

The following previously qualified Polymers represent products that have been field tested and approved for use by the District and will not require final trial testing prior to contract award:

• PolydyneWE-1756 (Cationic Polymer for Thickening)

• Polydyne WE-2120 (Cationic Emulsion Polymer for Dewatering)

The characteristics and performance of the proposed polymer product must be equivalent to or better than those previously qualified. While alternative products may be accepted, the apparent low proposer must successfully field test their product should they be chosen as the successful proposer to this RFP, prior to award of the contract.

See Attachment A – Final Trial Testing Information and Specifications for testing procedures and requirements.

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GENERAL REQUIREMENT

Selected Polymer must meet the following requirements:

• The dewatering polymeric flocculants shall be delivered in liquid emulsion form readily soluble in water.

• The thickening polymeric flocculants shall be delivered in liquid emulsion form readily soluble in water.

• These polymers shall be in compliance with all applicable laws and regulations, including but not limited to relevant Air Quality Monitoring Board regulations and have no objectionable odor in the work environment. The liquid form and solution of the materials shall be nonflammable and noncorrosive. The District reserves the right to disqualify any product which in the opinion of WES poses a safety hazard, health hazard, or odor problem to treatment plant personnel.

• ANY EQUIPMENT BEYOND THE EXISTING DISTRICT EQUIPMENT, NEEDED

TO STORE, MIX AND DISTRIBUTE THE POLYMER SHALL BE SUPPLIED AND

INSTALLED BY THE PROPOSER ON A "NO CHARGE" BASIS TO THE

DISTRICT.

• The dewatering and/or thickening polymer Proposer shall be responsible for supplying any additional equipment, beyond the existing District equipment, needed for the make-down and mixing of the polymer, including all installation labor and materials. Proposer must have backup equipment of equal or better capacity. The Proposer will be solely responsible for the maintenance of the equipment and be able to respond to equipment malfunctions within a 24-hour period of notification.

ESTIMATED QUANTITY

The following quantities are estimates of anticipated annual usage and are provided for informational purposes only. WES is not obligated to purchase specific quantities based on these estimates, as these quantities may vary depending on actual operating conditions and demands during the contract term. No price adjustments will be allowed as a result of an increase or a decrease in the quantity purchased.

Product - Polydyne WE-2120; 41% Active Estimated Annual Usage – 350,000 Active lbs Description/Usage - Cationic Emulsion Polymer for Dewatering

Product - Polydyne WE-1756; 35% Active Estimated Annual Usage - 100,000 Active lbs Description/Usage - Cationic Emulsion Polymer for Thickening

FINAL TRIAL TESTING

If the apparent low Proposer is bidding to supply a polymer that was not previously qualified, Final Trial Testing will be mandatory for the proposed product.

The Final Trial Testing must be completed per a mutually agreed upon schedule and must be scheduled in advance with District staff.

Please refer to Attachment A – Final Trial Testing and Specifications for complete information, instructions and requirements.

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Final trial testing evaluation will be scored on closest to meeting specifications along with estimated annual cost impact.

SPECIFICATIONS

A. The vendor must be the manufacturer or be a certified representative of the product.

B. The vendor must be available for technical support five (5) days per week via telephone and be able to provide on-site support within two (2) days of a request for support.

C. The vendor’s technical support personnel must be knowledgeable in the use of the vendor’s product and in the use of centrifuges to dewater municipal sludge.

D. The vendor must be able to guarantee delivery of the polymer within fourteen (14) business days of order.

E. Product Description: organic polymer, a synthetic, high molecular weight, polyacrylamide manufactured specifically as a flocculent for application in wastewater treatment. The product must be in liquid form.

F. Vendor must supply spec sheet or product description/bulletin.

SPECIFICATION PRODUCT REQUIREMENT

Physical Form Free flowing, homogenous liquid product

Activity High Activity (> 30%)

Charge Type Cationic

Freeze Point > 0 degrees F

Boiling Point < 210 degrees F

Flash Point >200 degrees F

SPECIFICATION PRODUCT REQUIREMENT

Viscosity 50-20,000 CPS at 25 degrees C pH 4 – 10 (non-corrosive)

Solubility water soluble

Shelf Life 3 months (minimum)

Dissolving Rate High

Order of Toxicity Low

Packaging Deliveries in returnable 275 gallon totes and bulk deliveries.

QUALITY CONTROL

All Proposers are required to submit with their bid a Certified Quality Analysis of the product offered.

Such analysis is to be performed by an “independent third-party laboratory”. The Proposer’s chemical may be inspected and/or sampled before, during, or after any delivery and tested to confirm compliance

FOR CENTRIFUGE DEWATERING Page 9 with all of the specifications. Persistent clogging, deliveries containing significant amounts of debris, and/or chemical not meeting the technical specifications will be considered to be deficiencies. If deficiencies are detected, the chemical will be rejected and the Proposer will be required to remove and replace any and all of the chemical and clean the associated tanks and piping that are contaminated by a delivery that is determined to be deficient, at no cost to WES. If the Proposer fails to remove and replace the deficient chemical in a timely manner after being notified of the problem, WES may remove and dispose of the contaminated chemical and clean the chemical storage tank or tanks and the associated piping all at the Proposer’s expense. Payment for the delivered chemical will not be made until the defects are corrected and the chemical is properly replaced and accepted. Repeat failures to comply with the specifications must constitute grounds for termination of the contract.

HAZARDOUS MATERIAL REQUIREMENTS

Proposers must submit a Safety Data Sheet (SDS) for the product offered with the bid. The successful Proposer must provide a new SDS sheet for the chemical with the first delivery or if the SDS is modified during the contract term. All product containers provided should exhibit the Hazardous Material Identification System (HMIS) and/or the National Fire Protection Association (NFPA) labels/ratings on the containers.

LIQUID PROCESS FLOW INFORMATION

• Bar Screens, Grit removal

• Primary Clarifiers

• Secondary Treatment via Activated sludge / Diffused Air

• Secondary Clarification

• Chlorination/Dechlorination prior to Discharge

• Additional UV disinfection

SOLIDS PROCESS FLOW INFORMATION

Primary solids is thickened in the primary clarifiers and pumped to the anaerobic digesters for processing.

Waste-activated solids from the secondary clarifiers and MBR is thickened by gravity belts and pumped to the anaerobic digesters for processing. Solids are processed through the anaerobic digesters operating in parallel and are dewatered by a centrifuge.

PRICE ADJUSTMENTS

Proposer(s) may request unit pricing changes (increase or decrease) twice a year between April 1-10 and November 1-10 of each year of the contract. Capped at 10% of unit price per available adjustment period.

A request may not be submitted prior to November 2022.

• WES will reject requests not received during the above referenced request periods.

• WES’ intent is to ensure that it is paying competitive market rates for products.

GENERAL TREATMENT INFORMATION

The dewatering testing will be performed on a GEA / Watermaster CF 6000 centrifuge and or an Andritz D5 centrifuge.

The thickening testing will be performed on the Daft unit and/or a gravity Belt Thickener.

3.3.3. Term of Contract:

The term of the contract shall be from the effective date through June 30, 2027, with the option for one

(1) additional five (5) year renewals thereafter subject to the mutual agreement of the parties.

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3.3.4 Sample Contract: Submission of a Proposal in response to this RFP indicates Proposer’s willingness to enter into a contract containing substantially the same terms (including insurance requirements) of the sample contract identified below. No action or response to the sample contract is required under this RFP. Any objections to the sample contract terms should be raised in accordance with Paragraphs 2.2 or 2.3 of this RFP, pertaining to requests for clarification or change or protest of the RFP/specifications, and as otherwise provided for in this RFP. This RFP and all supplemental information in response to this RFP will be a binding part of the final contract.

The applicable Sample Goods & Services Contract, for this RFP can be found at https://www.clackamas.us/finance/terms.html.

Goods & Services Contract (unless checked, item does not apply)

The following insurance requirements will be applicable:

Commercial General Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for Bodily Injury and Property Damage.

Professional Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for damages caused by error, omission or negligent acts.

Automobile Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence for Bodily Injury and Property Damage.

https://www.clackamas.us/finance/terms.html

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SECTION 4

EVALUATION PROCEDURE

4.1 An evaluation committee will review all Proposals that are initially deemed responsive and they shall rank the Proposals in accordance with the below criteria. The evaluation committee may recommend an award based solely on the written responses or may request Proposal interviews/presentations. Interviews/presentations, if deemed beneficial by the evaluation committee, will consist of the highest scoring Proposers. The invited Proposers will be notified of the time, place, and format of the interview/presentation. Based on the interview/presentation, the evaluation committee may revise their scoring.

Written Proposals must be complete and no additions, deletions, or substitutions will be permitted during the interview/presentation (if any). The evaluation committee will recommend award of a contract to the final County decision maker based on the highest scoring Proposal. The County decision maker reserves the right to accept the recommendation, award to a different Proposer, or reject all Proposals and cancel the RFP.

Proposers are not permitted to directly communicate with any member of the evaluation committee during the evaluation process. All communication will be facilitated through the Procurement representative.

4.2 Evaluation Criteria

Category Points available:

Proposer’s General Background and Qualifications 0-30 Scope of Work 0-30 Annual projected cost 0-40

Available points 0-100

4.3 Once a selection has been made, the County will enter into contract negotiations. If the selected proposer has submitted an alternate material other than those previously qualified in section 3.3.1 above, contract award will be contingent upon successfully field testing their product in accordance with Attachment A of this RFP, prior to award of the contract. Should the material fail to meet the standard outline the County will begin negotiations with the next highest scoring vendor.

During negotiation, the County may require any additional information it deems necessary to clarify the approach and understanding of the requested services.

Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify a level of work and associated fee that best represents the efforts required. If the County is unable to come to terms with the highest scoring Proposer, discussions shall be terminated and negotiations will begin with the next highest scoring Proposer. If the resulting contract contemplates multiple phases and the County deems it is in its interest to not authorize any particular phase, it reserves the right to return to this solicitation and commence negotiations with the next highest ranked Proposer to complete the remaining phases.

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SECTION 5

PROPOSAL CONTENTS

5.1. Vendors must observe submission instructions and be advised as follows:

5.1.1. Complete Proposals must be mailed to the below address or emailed to Procurement@clackamas.us. The subject line of the email must identify the RFP title. Proposers are encouraged to contact Procurement to confirm receipt of the Proposal.

5.1.3. County reserves the right to solicit additional information or Proposal clarification from the vendors, or any one vendor, should the County deem such information necessary.

5.1.4. Proposal may not exceed a total of 20 pages (single-sided), inclusive of all exhibits, attachments or other information.

Provide the following information in the order in which it appears below:

5.2. Proposer’s General Background and Qualifications:

• Description of the firm.

• Description of providing similar services to public entities of similar size within the past five (5) years.

• Description of what distinguishes the firm from other firms performing a similar service.

5.3. Scope of Work

• Can the vendor provide expected delivery time for bulk product and small containers?

• Can vendor support be dispatched in less than 21 days of request?

• Address the requirements in section 3.3.1

5.4. Annual Project Costs

Costs should be on a time and material with a not to exceed fee basis. Fees should be sufficiently descriptive to facilitate acceptance of a Proposal. List the not-to-exceed amount you propose for the service.

Proposal Price:

The pricing provided in this section must include all charges, delivery, and equipment as specified in the Invitation for Bid. Pricing must also include all taxes and costs for documentation, permits and fees, as may be applicable. All equipment must be new and unused.

Item No.

Estimated Annual Qty.

Description Unit Price (per gallon) Unit Price (per pound) Total Price

1 350,000 Active pounds

Dewatering Emulsion Polymer $_ /gallon $_ /pound $_ _

2 100,000 Active

Thickening Emulsion Polymer $_ /gallon $_ /pound $_ _ mailto:Procurement@clackamas.us

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5.5. References

Provide at least three (3) references from clients your firm has served similar to the County in the past three (3) years, including one client that has newly engaged the firm in the past thirty-six (36) months and one (1) long-term client. Provide the name, address, email, and phone number of the references. Please note the required three references may not be from County staff, but additional references may be supplied.

5.6. Completed Proposal Certification (see the below form)

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PROPOSAL CERTIFICATION

RFP #2022-34

Submitted by:

(Must be entity’s full legal name, and State of Formation) Each Proposer must read, complete and submit a copy of this Proposal Certification with their Proposal.

Failure to do so may result in rejection of the Proposal. By signature on this Proposal Certification, the undersigned certifies that they are authorized to act on behalf of the Proposer and that under penalty of perjury, the undersigned will comply with the following:

SECTION I. OREGON TAX LAWS: As required in ORS 279B.110(2)(e), the undersigned hereby certifies that, to the best of the undersigned’s knowledge, the Proposer is not in violation of any Oregon Tax Laws. For purposes of this certification, “Oregon Tax Laws” means the tax laws of the state or a political subdivision of the state, including ORS 305.620 and ORS chapters 316, 317 and 318. If a contract is executed, this information will be reported to the Internal Revenue Service. Information not matching IRS records could subject Proposer to 24% backup withholding.

SECTION II. NON-DISCRIMINATION: That the Proposer has not and will not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation, gender identity, national origin, or any other protected class. Nor has Proposer or will Proposer discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business that is certified under ORS 200.055.

SECTION III. CONFLICT OF INTEREST: The undersigned hereby certifies that no elected official, officer, agent or employee of Clackamas County is personally interested, directly or indirectly, in any resulting contract from this RFP, or the compensation to be paid under such contract, and that no representation, statements (oral or in writing), of the County, its elected officials, officers, agents, or employees had induced Proposer to submit this Proposal. In addition, the undersigned hereby certifies that this proposal is made without connection with any person, firm, or corporation submitting a proposal for the same material, and is in all respects fair and without collusion or fraud.

SECTION IV. COMPLIANCE WITH SOLICITATION: The undersigned further agrees and certifies that they:

1. Have read, understand and agree to be bound by and comply with all requirements, instructions, specifications, terms and conditions of the RFP (including any attachments); and

2. Are an authorized representative of the Proposer, that the information provided is true and accurate, and that providing incorrect or incomplete information may be cause for rejection of the Proposal or contract termination; and

3. Will furnish the designated item(s) and/or service(s) in accordance with the RFP and Proposal; and

4. Will use recyclable products to the maximum extend economically feasible in the performance of the contract work set forth in this RFP.

Name:_______________________________________ Date:______________________________________

Signature:____________________________________ Title:______________________________________

Email:_______________________________________ Telephone:_________________________________

Oregon Business Registry Number:________________ OR CCB # (if applicable):________________________

Business Designation (check one):

Corporation Partnership Sole Proprietorship Non-Profit Limited Liability Company

Resident Quoter, as defined in ORS 279A.120 Non-Resident Quote. Resident State:__________________________

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ATTACHMENT A

FINAL TRIAL TESTING IMFORMATION & SPECIFICATIONS

NOTE: If the proposed product has not been previously qualified, the apparent low Proposer must perform a final trial field test to prove their product works as designated in the product application they proposer for.

PROPOSED POLYMER TRIAL SCHEDULE

The following is an estimated time-frame for testing, trials and evaluation. The District will establish appointments for testing based on the number of participants and equipment availability.

GENERAL INFORMATION

I. Trial Testing The apparent low Proposer(s) will have:

• One product tested during the one-day final trial on (1) high-speed dewatering centrifuge

• One product tested during the one-day final trial on (1) thickening

II. Trial Products The Proposer will be required to furnish, free of charge, enough polymer in totes for the full- scale final trial test on one (1) high speed centrifuge and (1) Daft unit and/or Gravity Belt Thickener, at least two (2) full days before the final trial date.

Any delays or revisions to the Trial schedule due to late polymer deliveries will be at the discretion of the District and are not guaranteed. Existing District polymer storage tanks will not be utilized for test purposes. Proposers will also be responsible for removal of all unused materials and containers within fourteen (14) calendar days after the field test.

Failure to do so will result in the loss of the deposit required in Section III. Shipments of Trial Products below.

III. Shipments of Trial Products Shipments of trial products will be accepted Monday through Friday 7:00 a.m. to 3:00 p.m. at the address below.

Prior notification of shipment shall be given to Darren Eki at (503) 557-2804 or Joshua Clark at (503) 794-8046.

For dewatering equipment testing:

Tri Cities Treatment facility 15941 S Agnes Ave.

Oregon City, OR 97045

For thickening equipment testing:

Kellogg Treatment facility 11525 SE McLoughlin BLVD.

Milwaukie, OR 97222

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Product Specifications Sheets, QA/QC Documentation, Analytical Procedures AND Safety Data Sheets are required before the final trial commences. Vendors must ensure that WES is in possession of this documentation at least 5 business days before the start of the designated final trial date. At minimum, one copy of each form of documentation should be emailed or delivered hard copy to the Operations Contact: Darren Eki Deki@clackamas.us , Joshua Clark JClark2@clackamas.us within this time period. This documentation shall additionally be included as part of the final bid submittal.

IV. Product Disqualification The District reserves the right to disqualify any polymer prior to trials, or anytime thereafter, if it is determined that the product poses a safety or health hazard to plant personnel.

PERFORMANCE OF DEWATERING POLYMERIC FLOCCULANT

I. Conditions

1. Polymer will be diluted into stock solution and dosed in the sludge line before feeding the centrifuges (sludge-line feed). Centrifuge Operating Parameters, such as batch concentrations, polymer injection points or machine settings will not be changed during the final trial.

2. Upon request, available data concerning sludge characteristics over the last few months will be provided by WES, including: total solids, volatile solids, and other digester chemistry.

Requests for data will be provided on a 72-hour turnaround. Contact Darren Eki at (503) 557- 2804 to request data.

3. Trials will be conducted on a high speed Dewatering Centrifuge.

4. Sludge characteristics are as follows:

Digested Sludge

Feed Solids Concentrations

% Total solids, TS

1.5-2.5 %

Waste Activated Sludge

0.5-1.5 %

II. Performance Criteria Effectiveness of the polymeric flocculant at meeting the minimum performance standards as specified shall be demonstrated and determined by final trial tests on District equipment. Required performance standards are as follows.

Centrifuge Dewatering

Cake (%TS) Minimum High Speed 21.0%

Solids Recovery (%) Minimum 95%

Sludge Feed Rate (gpm)* setpoint High Speed 150 mailto:Deki@clackamas.us

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Solids recovery will be calculated using the following equation:

Percent Solids Recovery = s (f-e) / f (s-e) x 100

• s = cake concentration, % total solids (TS)

• f = feed concentration, % total solids (TS)

• e = centrate concentration, % total suspended solids (TSS)

• lbs. of Active Polymer/Dry Ton = ( Lbs of Polymer/Dry Tons)*41%

• Dry Tons = ((Centrifuge Feed Q*8.34*(f/100))/2000)

III. Post Bid Trial Test Format

1. After final bids are received, bids will be reviewed to meet specifications and low bid scheduled for performance testing.

2. Prior to the final trial test date Proposer will be required to indicate their starting polymer dose rate (active-pounds per dry tons solids) and machine settings preferences to be used on the day of final trial testing, per machine (centrifuge torque, polymer feed configuration: bowl-feed or sludge line-feed, and polymer concentration).

3. Proposer will have a maximum of eight (8) hours operating time to test the proposed polymer for the dewatering operation.

4. Proposer is allowed to test one (1) product in the trial. Each polymer will be evaluated based on solids recovery performance, dewatering cake dryness, and active pounds of polymer per dry ton.

5. One preliminary final trial sample of the sludge feed will be collected the week prior to the polymer final trial test. This sample will be analyzed by the WES personnel and the results provided to the Proposer before the final trial test starts. The results for feed solids (TS) will be used for setting polymer dose points.

6. WES reserves the right to test Incumbent polymer after each final trial test to compare Proposer products against the same condition of sludge in the wastewater plant.

7. WES personnel will perform all final trial tests, including machine operation settings, sampling, analyses, data recording, and calculations. Information obtained from the final trial tests will be used as a basis for determining the responsiveness of the bid.

8. Final bid determination will be evaluated by WES for each Proposer’s ability to meet specification in the final trial.

9. A bid which proposes a product not meeting the required criteria will be considered non-responsive and will be rejected. The next apparent low Proposer will be chosen to begin final trial testing as described in this specification, unless they have bid a prequalified polymer.

10. In case of conflict, interpretations and calculations made WES personnel will govern.

11. Proposers will be limited to a maximum of two (2) representatives present during final trials.

IV. Test Procedure

1. The final trial tests will be conducted on one (1) high speed dewatering centrifuge to be chosen by WES.

2. WES will clean and prepare the designated centrifuge.

3. The final trial tests will be conducted in two (2) phases.

4. The first 2-hour phase will be used to establish and stabilize polymer and sludge feed rates. The Proposer shall be available to assist in all aspects of handling and feeding the polymer, setting and maintaining the sludge feed rate and conducting any informal sample analysis during this period.

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5. The second phase will consist of a 6-hour final trial test. This second phase will begin when WES personnel is satisfied that machine and sludge conditions are within normal ranges and the polymer feed rate is established or at a maximum of 2 hours from the beginning of the first phase.

6. The centrifuges will be run at the specified sludge rate throughout the 6-hour test period. No dewatering centrifuge adjustments will be made during the 6- hour test period.

7. Only WES staff will adjust the polymer dose during the 6-hour final test phase. The Proposer will indicate the desired starting polymer dose rate, polymer concentration, and gravity belt thickener settings, and will only be altered as needed during the test, with the approval of WES staff.

8. Flow data will be collected on sludge feed and polymer dose at each of the eight discrete dose rates. Sludge Feed, Centrate, and Cake samples will be collected for each dose rate. Polymer samples will be collected at least once per polymer tote trialed.

V. Sampling, Analysis, and Data Collection

1. WES personnel will collect and analyze all samples. Contractors will have no access to official trial samples; split samples will be provided to the Contractor if requested in advance.

2. After each polymer dosage change, no samples will be collected for the first 30 minutes.

Samples of sludge feed, cake and centrate will be collected after the minimum 30-minute interval. A total of 8 sample sets for the high speed centrifuge sludge, cake and centrate will be collected for each of the eight (8) discrete polymer dose rates. The samples for feed sludge and cake will be analyzed for total solids (TS) and the centrate for total suspended solids (TSS) by WES personnel.

3. Instantaneous readings of sludge feed rate and polymer solution feed rates will be recorded each half-hour. In addition, totalizer readings will be taken at the beginning and end of the 6-hour test period for sludge feed. Total neat polymer feed will also be measured.

4. A 250mL sample of neat polymer will be collected and analyzed by WES personnel for each tote used in the final trial test.

VI. Data Evaluation

1. WES personnel will calculate percent recovery and active pounds polymer per dry using

District laboratory results for each interval of the 6-hour test.

2. Any polymer dosing rate in the final trial sample set, which meets or exceeds recovery and remains within the target dewatering sludge dryness range will be considered a qualifying dose rate.

3. Averages of cake TS, solids recovery and dosage data for the four (4) lowest qualifying dose rates on the high speed centrifuge will be used in determining whether the target active lbs of Polymer/ Dry Ton target was met.

4. The final trial test shall be considered valid if the final laboratory results for the sludge feed determine the above mentioned targets were met.

PERFORMANCE OF THICKENING POLYMERIC FLOCCULANT

I. Conditions

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1. Polymer will be diluted into stock solution and dosed in the sludge line before feeding the DAFT unit or Gravity Belt Thicken.