RFQ 2024-13 - NCPR Pool Chemicals for Aquatic Park.pdf

Revised 1/2024 Page 1

REQUEST FOR QUOTES (RFQ) #2024-13

Issue Date: February 15, 2024

Project Name: Pool Chemicals for North Clackamas Aquatic Park Quote Due Date/Time: February 22, 2024, 2:00 PM PST Procurement Analyst: Michael Faris Email: MFaris@Clackamas.us

SUBMIT QUOTES VIA EQUITY HUB’S BID LOCKER LOCATED AT

https://bidlocker.us/a/clackamascounty/BidLocker.

PLEASE NOTE: EMAIL SUBMISSIONS WILL NOT BE ACCEPTED.

1. ANNOUNCEMENT AND SPECIAL INFORMATION

Quoters are required to read, understand, and comply with all information contained within this Request for Quotes (“RFQ”). All quotes are binding upon Quoter for sixty (60) days from the Quote Due Date/Time. Quotes received after the Quote Due Date/Time may not be considered. If authorized in the RFQ and resulting contract, travel and other expense reimbursement will only be reimbursed in accordance with the Clackamas County Travel Reimbursement Policy in effect at the time the expense is incurred. The Policy may be found at https://www.clackamas.us/finance/terms.html.

RFQ Documents can be downloaded from OregonBuys at the following address:

https://oregonbuys.gov/bso/ Document No. S- C01010-00009504. Prospective Quoters will need to sign in to download the information and that information will be accumulated for a Plan Holder's List.

Prospective Quoters are responsible for obtaining any addenda or clarifying questions from OregonBuys.

Submitting Quotes: Bid Locker Quotes will only be accepted electronically via a secure online submission service, Bid Locker. Email submissions to Clackamas County email addresses will no longer be accepted.

A. Completed quote documents must arrive electronically via Bid Locker located at https://bidlocker.us/a/clackamascounty/BidLocker.

B. Bid Locker will electronically document the date and time of all submissions. Completed documents must arrive by the deadline indicated above or as modified by Addendum.

LATE QUOTES WILL NOT BE ACCEPTED.

C. Quoters must register and create a profile for their business with Bid Locker in order to submit for this project. It is free to register for Bid Locker.

D. Quoters with further questions concerning Bid Locker may review the Vendor’s Guide located at https://www.clackamas.us/how-to-bid-on-county-projects .

All questions regarding this RFQ are to be directed to the Procurement Analyst named above. Quoters may not communicate with County employees or representatives about the RFQ during the procurement process until the Procurement office has notified Quoters of the selected Quoter.

Communication in violation of this restriction may result in rejection of a Quoter.

Procurement Division Public Services Building

2051 Kaen Road Oregon City, OR 97045

(503) 742-5444 (Office) mailto:MFaris@Clackamas.us https://bidlocker.us/a/clackamascounty/BidLocker https://www.clackamas.us/finance/terms.html https://oregonbuys.gov/bso/ https://bidlocker.us/a/clackamascounty/BidLocker https://www.clackamas.us/how-to-bid-on-county-projects

Revised 1/2024 Page 2

2. SCOPE

The purpose of this RFQ is to establish a contract to obtain pool chemicals for The North Clackamas Parks and Recreation District’s (NCPRD) Aquatic Park (“District”) which operates indoor use swimming pools that contain 400,000 gallons of water. The contract resulting from this solicitation will begin on 3/1/24 and be good through 3/1/27 with the option to extend for one additional year.

The required chemicals are detailed in project requirements.

With the following specifications:

The list below specifies chemicals used, a brief description of the purpose, and the chemical composition of each. The expectation for each chemical is that it will meet the specification provided and no alternative chemicals will be accepted.

•12.5% Sodium Hypochlorite Sodium Hypochlorite: Used as a sanitizer to provide pathogen reduction control. Daily consumption varies upon changes in bather load and water quality. The strength of our sodium hypochlorite is measured in residual ppm and decomposes over time. Product freshness and purity are critical to achieve expected results. The large storage tank will provide product to the main 5 pools. The small barrels will be utilized to deliver product to the smallest pool.

•Sodium Bicarbonate Sodium Bicarbonate is used for alkalinity control within the pool systems.

•Calcium Chloride Calcium chloride is utilized for raising of the calcium levels of the pools to the local health authorities minimums. Additionally, this product is seasonal utilized for ice melt.

•Calcium Hypochlorite Calcium hypochlorite is utilized as an alternative sanitizer to provide pathogen reduction control.

Daily consumption varies upon changes in bather load and water quality.

•Potassium Monopersulfate 45% for pools (DuPont Oxone) DuPont Oxone is utilized for shocking/super-sanitizing the pool water in the event of a fecal accident.

Chemical Descriptions Table Chemical Description Historical usage over 2 yr 2022 2023 Measure 12.5% Sodium Hypochlorite (Tank)

12.5% min Effective Filtered

Gallons

12.5% Sodium Hypochlorite (Drum)

12.5% min Effective filtered in gallons in drums (55 gallon drums)

Drums

Calcium Chloride

Briners Grade Kosher (50 lb bags) - for pools/ice melt

50 lb/bags

Sodium Bicarbonate Industrial grade powder/solid 50 lbs bags

10 10 50 lb/bags

Calcium Hypochlorite Granules for swimming pool use at 65%

0 0 25 lb/container

DuPont Oxone Potassium monopersulfate 45% for pools

0 0 10 lb/container

Revised 1/2024 Page 3

Warranties The chemicals supplied shall be warranted to be in complete compliance with the specifications and completely satisfactory for their intended use. Unsatisfactory items will be replaced, at no cost, or satisfactory adjustment made.

Each shipment shall be identified as to product, grade, net weight, name of manufacturer and brand name.

Removal of Unsatisfactory Materials: If the material (chemical) does not meet the requirements of the appropriate District Standard as laid out in this RFQ, or is not satisfactory to the District supervisor/manager (or appointed representative) the vendor shall remove the material from the premises at the District’s request and replace it with a like amount of satisfactory material, or a price adjustment may be agreed upon between the purchaser and the vendor.

Vendors and chemicals shall comply with all applicable rules and regulations of the State of Oregon and all other authorities having jurisdiction

Safety Data Sheets shall be provided for all received chemicals.

Price Adjustments Proposer(s) may request pricing adjustments (increase or decrease) twice a year between April 1-10 and November 1-10 of each year of the contract. A request may not be submitted prior to November 2024. The County will not consider requests not received during the above referenced request periods. The Districts intent is to ensure that it is paying competitive market rates for products.

Delivery Requirements:

Delivery will typically be Monday – Friday between the hours of 8:00AM- 1:00PM PST, with volumes indicated at the time of order. Deliveries and orders will be coordinated with NCPRD, or an NCPRD representative, at the time of placing an order.

Expected delivery from date of order is five (5) days.

Emergency situations may require same day or next day delivery and shall be discussed at time of order.

Delivery Location & Contact Jason Kemmerich North Clackamas Aquatic Park 7300 SE Harmony Rd Milwaukie, OR. 97222 Phone (503) 708-1012 jasonkem@NCPRD.com

Trucking and Offloading Chemicals may be pumped from vendor truck to Vendor vessel or unloaded to ground level to be placed inside the facility.

Offloading of dry chemicals may be made via vendor supplied: forklift, lift gate and pallet jack.

All chemicals will need to be delivered to ground level (no loading dock or lift gate available at this site)

A storage tank fill and delivery system shall be provided by the Vendor for the storage of the Sodium Hypochlorite product with the following specifications:

• 750 gallon capacity at a minimum and no greater than 1,250 gallons

• A multi-port manifold for delivery of the product to a chemical feed system

(NCPRD supplies the chemical feed system).

• Valves to isolate each manifold.

Revised 1/2024 Page 4

• Site gauge or ability to measure the quantity of product within the tank from a standing height outside the tank.

• Emergency isolation shutoff valve between the tank and the manifold.

• Maintenance provided by the vendor for the tank and the manifold as needed.

• Tank will need to be filled via hose as the tank will need to be stored inside the building. (NCPRD does have tanker truck access driveway within 50 feet of the storage site.)

3. SAMPLE CONTRACT

Submission of a Quote in response to this RFQ indicates Quoter’s willingness to enter into a contract containing substantially the same terms of the below referenced contract, which can be found at:

https://www.clackamas.us/finance/terms.html, with the below indicated requirements. No action or response to the sample contract is required under this RFQ. The applicable sample contract is the:

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

Travel Expense Reimbursement is Authorized.

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.

4. QUOTE

Quotes should be short and concise with the following information:

A. Pricing for the following chemicals:

Chemical Unit Price 12.5% Sodium Hypochlorite (Tank) Gallons $ 12.5% Sodium Hypochlorite (Drum) 55 gallon drum $ Calcium Chloride 50lb bag $ Sodium Bicarbonate 50lb bag $ Calcium Hypochlorite 25lb container $ DuPont Oxone 10lb container $

B. Clackamas County Certification Form

5. EVALUATION

The quote received from the lowest responsive responsible Quoter will be awarded a contract. The "lowest responsive responsible Quoter" is the lowest Quoter who has substantially complied with all requirements of the Request for Quote and who can be expected to deliver promptly and perform reliably in the determination of Clackamas County.

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

Revised 1/2024 Page 5

QUOTE CERTIFICATION FORM

RFQ #2024-13

Submitted by: ____________________________________________________________________ (Must be entity’s full legal name)

Each Quoter must read, complete and submit a copy of this Clackamas County Certification with their Quote. Failure to do so may result in rejection of Quote. By signature on this Certification the undersigned certifies that they are authorized to act on behalf of the Quoter 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 Quoter 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 Quoter to 24% backup withholding.

SECTION II. NON-DISCRIMINATION: That the Quoter 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 Quoter or will Quoter 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 RFQ, 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 Quoter to submit this Quote. In addition, the undersigned hereby certifies that this proposal is made without connection with any person, firm, or corporation submitting a quote 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 RFQ (including any attachments); and

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

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

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

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: ____________________

Revised 1/2024 Page 6

CLACKAMAS COUNTY

INSTRUCTIONS TO QUOTERS

Quotes are subject to the applicable provisions and requirements of the Clackamas County Local Contract Review Board Rule C-047-0270 (Intermediate Procurements) and Oregon Revised Statutes.

QUOTE PREPARATION

1. QUOTE FORMAT: Quotes must be must be submitted as indicated in the RFQ.

2. CONFORMANCE TO RFQ REQUIREMENTS: Quotes must conform to the requirements of the RFQ. Unless otherwise specified, all items quoted are to be new, unused and not remanufactured in any way. Any requested attachments must be submitted with the quote and in the required format. Quote prices must be for the unit indicated on the quote. Failure to comply with all requirements may result in quote rejection.

3. ADDENDA: Only documents issued as addenda by Clackamas County serve to change the RFQ in any way. No other directions received by the Quoter, written or verbal, serve to change the RFQ document. NOTE: IF YOU HAVE RECEIVED A COPY OF THE RFQ, YOU SHOULD CONSULT OREGONBUYS (https://oregonbuys.gov/bso/view/login/login.xhtml) TO ENSURE

THAT YOU HAVE NOT MISSED ANY ADDENDA OR ANNOUNCEMENTS. QUOTERS

ARE NOT REQUIRED TO RETURN ADDENDUMS WITH THEIR QUOTE. HOWEVER,

QUOTERS ARE RESPONSIBLE TO MAKE THEMSELVES AWARE OF, OBTAIN AND

INCORPORATE ANY CHANGES MADE IN ANY ADDENDA ISSUED, AND TO

INCORPORATE ANY CHANGES MADE BY ADDENDUM INTO THEIR FINAL QUOTE.

FAILURE TO DO SO MAY, IN EFFECT, MAKE THE QUOTER'S QUOTE NON-

RESPONSIVE, WHICH MAY CAUSE THE QUOTE TO BE REJECTED.

4. USE of BRAND or TRADE NAMES: Any brand or trade names used by Clackamas County in the specifications are for the purpose of describing and establishing the standard of quality, performance and characteristics desired and are not intended to limit or restrict competition.

Quoters may submit quotes for substantially equivalent products to those designated unless the RFQ provides that a specific brand is necessary because of compatibility requirements, etc. All such brand substitutions shall be subject to approval by Clackamas County.

5. PRODUCT IDENTIFICATION: Quoters must clearly identify all products quoted. Brand name and model or number must be shown. Clackamas County reserves the right to reject any quote when the product information submitted with the quote is incomplete.

6. FOB DESTINATION: Unless specifically allowed in the RFQ, QUOTE PRICE MUST BE F.O.B. DESTINATION with all transportation and handling charges included in the Quote.

7. DELIVERY: Delivery time must be shown in number of calendar days after receipt of purchase order.

8. EXCEPTIONS: Any deviation from quote specifications, or the form of sample contract referenced in this RFQ, may result in quote rejection at County’s sole discretion.

9. SIGNATURE ON QUOTE: Quotes must be signed by an authorized representative of the Quoter. Signature on a quote certifies that the quote is made without connection with any person, firm or corporation making a quote for the same goods and/or services and is in all respects fair and without collusion or fraud. Signature on a quote also certifies that the Quoter has read and fully understands all quote specifications, and the sample contract referenced in this RFQ (including insurance requirements). No consideration will be given to any claim resulting from quoting without comprehending all requirements of the RFQ.

10. QUOTE MODIFICATION: Quotes, once submitted, may be modified in writing before the time and date set for quote closing. Any modifications should be signed by an authorized representative, and state that the new document supersedes or modifies the prior quote. Quoters may not modify quotes after quote closing time.

11. QUOTE WITHDRAWALS: Quotes may be withdrawn by request in writing signed by an authorized representative and received by Clackamas County prior to the Quote Due Date/Time.

Quotes may also be withdrawn in person before the Quote Due Date/Time upon presentation of appropriate identification.

12. QUOTE SUBMISSION: Quotes may be submitted by returning to Clackamas County Procurement Division in the location designated in the introduction of the RFQ; however, no oral https://oregonbuys.gov/bso/view/login/login.xhtml

Revised 1/2024 Page 7 or telephone quotes will be accepted. Envelopes, or e-mails containing Quotes should contain the RFQ Number and RFQ Title.

QUOTE EVALUATION AND AWARD

1. PRIOR ACCEPTANCE OF DEFECTIVE PROPOSALS: Due to limited resources, Clackamas County generally will not completely review or analyze quotes which fail to comply with the requirements of the RFQ or which clearly are not the best quotes, nor will Clackamas County generally investigate the references or qualifications of those who submit such quotes.

Therefore, neither the return of a quote, nor acknowledgment that the selection is complete shall operate as a representation by Clackamas County that an unsuccessful quote was complete, sufficient, or lawful in any respect.

2. DELIVERY: Significant delays in delivery may be considered in determining award if early delivery is required.

3. CASH DISCOUNTS: Cash discounts will not be considered for award purposes unless stated in the RFQ.

4. PAYMENT: Quotes which require payment in less than 30 days after receipt of invoice or delivery of goods, whichever is later, may be rejected.

5. INVESTIGATION OF REFERENCES: Clackamas County reserves the right to investigate references and or the past performance of any Quoter with respect to its successful performance of similar services, compliance with specifications and contractual obligations, and its lawful payment of suppliers, sub-contractors, and workers. Clackamas County may postpone the award or execution of the contract after the announcement of the apparent successful Quoter in order to complete its investigation. Clackamas County reserves the right to reject any quote or to reject all quotes at any time prior to Clackamas County's execution of a contract if it is determined to be in the best interest of Clackamas County to do so.

6. CLARIFICATION: Clackamas County reserves the right to seek clarification of each Quote, or to make an award without further discussion of Quotes received.

7. METHOD OF AWARD: Clackamas County reserves the right to make the award by item, groups of items or entire quote, whichever is in the best interest of Clackamas County.

8. QUOTE REJECTION: Clackamas County reserves the right to reject any and all quotes for any reason including, but not limited to, a Quoter’s failure to constitute as a responsible bidder under ORS 279B.110 and LCRB C047-640-1-c-F-iii.

9. QUOTE RESULTS: Quoters who submit a quote will be notified of the RFQ results. Awarded quote files are public records and available for review by submitting a public records request or by appointment.