RFQ No. 24-25-08 Supply _ Delivery of Polymer.pdf

REQUEST FOR QUOTATIONS

RFQ NO. 24-25-08

SUPPLY & DELIVERY OF POLYMER

QUOTATION DUE DATE: February 11, 2025 - 4:00 P.M.

FINAL QUESTIONS: February 5, 2025 - 4:00 P.M.

PURCHASING AND MATERIALS DIVISION

5019 IMHOFF PLACE

MARTINEZ, CA 94553

RFQ No. 24-25-08 Supply & Delivery of Polymer Page 2 of 35

RFQ NO. 24-25-08 – SUPPLY & DELIVERY OF POLYMER

TABLE OF CONTENTS

SECTION 1 4

INSTRUCTIONS TO VENDORS 4

1. INTENT 4

2. INFORMATION 4

3. BIDDER 4

4. SUBMISSION OF PROPOSALS 4

5. QUESTIONS AND COMMENTS 4

6. ADDENDA TO THE REQUEST FOR QUOTATIONS 5

7. EXAMINATION AND ACCEPTANCE OF QUOTATION REQUIREMENTS 5

8. MODIFICATION OF QUOTATIONS 6

9. WITHDRAWAL OF QUOTATIONS 6

10. CANCELLATION AND MODIFICATION OF SOLICITATION 6

11. SUBCONTRACTORS, SUPPLIERS AND EQUIPMENT MANUFACTURERS 6

12. VENDOR’S POWER AND AUTHORITY 7

13. EXPERIENCE AND COMPETENCY 7

14. DEBARMENT 7

15. EVALUATION AND AWARD OF CONTRACT 7

16. PURCHASE ORDER / CONTRACT REQUIREMENT 9

17. DISCLOSURE OF SUPPLIER INFORMATION 9

18. CONFIDENTIALITY OF DISTRICT INFORMATION 9

19. NON-APPROPRIATION 10

20. INCURRING COSTS 10

21. LOBBYING EFFORTS 10

22. NON-ENDORSEMENT 10

23. ADDITIONAL TERMS AND CONDITIONS 10

24. CONTRACT REQUIREMENTS 10

25. CONTRACT ADMINISTRATION AND AUTHORITY OF THE DISTRICT 10

26. EXECUTION OF CONTRACT 11

27. PERMITS, CERTIFICATES AND LICENSES 11

28. INSURANCE REQUIREMENTS 11

29. POST-AWARD MEETING 11

30. ETHICS IN PUBLIC CONTRACTING 11

31. EQUAL EMPLOYMENT OPPORTUNITY 12

32. AMERICANS WITH DISABILITIES ACT 12

SECTION 2 ERROR! BOOKMARK NOT DEFINED.

SCOPE OF WORK ERROR! BOOKMARK NOT DEFINED.

1. BACKGROUND

2. CONTRACTOR QUALIFICATIONS

3.1 SCHEDULED SERVICES

3.2 AQUEOUS PARTS WASHERS

3.3 UNSCHEDULED SERVICES

3.4 EMERGENCY RESPONSE SERVICE

4. CONTRACTOR RESPONSIBILITIES

5. TRANSPORTATION AND DISPOSAL

6. SHIPMENTS

7. DOCUMENTATION

8. REPORTS, RECORDKEEPING AND AUDIT

RFQ No. 24-25-08 Supply & Delivery of Polymer Page 3 of 35

SECTION 3 13

SUBMITTAL FORMS 25

FORM 1 26

VENDOR CONTACT INFORMATION 26

FORM 2 27

PRICING INFORMATION 27

FORM 3 27

CONTRACTOR LICENSE, REGISTRATION, CERTIFICATION 28

FORM 4 29

BROKERS, SURETIES & SUBCONTRACTORS 29

FORM 5 30

EXPERIENCE STATEMENT 30

FORM 6 31

CONTRACTOR CERTIFICATION REGARDING DEBARMENT 31

FORM 7 32

CONFIDENTIALITY AGREEMENT 32

FORM 8 33

NON-COLLUSION AFFIDAVIT 33

FORM 9 34

EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE CERTIFICATE 34

SECTION 1

INSTRUCTIONS TO VENDORS

RFQ NO. 24-25-08– SUPPLY & DELIVERY OF POLYMER

1. INTENT

The Central Contra Costa Sanitary District is requesting quotations from qualified and experienced firms to supply and deliver Polymer for the District. To receive consideration, quotations must be made in accordance with the following instructions:

2. INFORMATION

To ensure fair consideration for all Bidders, the Purchasing Division is issuing this Request for Quotations and is the sole point of contact. Unless otherwise directed, all communications regarding this request should be directed to:

Amy Compaglia, Contracts and Procurement Specialist II Central Contra Costa Sanitary District 5019 Imhoff Place Martinez, CA 94553-4392 Telephone (925) 229-7306 Email: acompaglia@centralsan.org

Bidders are prohibited from communicating directly with any other District employee except as specified in this RFQ. Failure to adhere to this policy may be grounds for rejection of quotations.

3. BIDDER

The words "Bidder", "Vendor", "Vendor", and "Contractor" are used interchangeably throughout this solicitation, and are used in place of the person, firm, or corporation submitting a quotation on these specifications, or any part thereof and also refer to the party entering into a contract with the District as a result of this solicitation.

4. SUBMISSION OF PROPOSALS

Electronic Submittal Only: Bidders shall upload the quotation submittal Forms and all other required forms and data via the BidSync/Periscope website at www.bidsync.com. This Request for Quotations is available only from the BidSync e-Procurement system and may be downloaded at www.bidsync.com. Bidders may register online at BidSync at no cost via the “Try for Free” link. If assistance is needed, contact BidSync Contractor Support at 1-800-990-9339 or source-support@periscopeholdings.com .

This solicitation has a firm due date and time as specified herein and/or on BidSync. It is the sole responsibility of the bidder to ensure that their quotation is received, in accordance with the solicitation requirements, at the place and time specified. Central San shall not be responsible for quotations received late due to Bidder’s failure to identify the proposal as required.

5. QUESTIONS AND COMMENTS

Every reasonable effort has been made to carefully prepare this Request for Quotations and the Scope of Work describing the requirements hereunder. Vendors should carefully review this solicitation for defects and questionable or objectionable matter. All questions and comments regarding this solicitation shall be submitted via www.bidsync.com. All http://www.bidsync.com/ http://www.bidsync.com/ mailto:source-support@periscopeholdings.com http://www.bidsync.com/ questions and answers thereto shall be provided to all registered BidSync contractors via automatic notification. Vendors submitting questions shall not be disclosed.

Vendors are specifically directed to contact Chris Newkirk to arrange for meetings, conferences, or technical discussions related to this Request for Quotations. Failure to adhere to this policy may be grounds for rejection of quotations.

6. ADDENDA TO THE REQUEST FOR QUOTATIONS

Important Notice – All addenda and notices related to this procurement will be posted by the District on www.bidsync.com. In the event that this Request for Quotations is obtained through any means other than BidSync by an unregistered Vendor, the District shall not accept the quotation. Registered Vendor’s are solely responsible to ensure that it has the most up-to-date information from BidSync related to this Request for Quotations.

Any revisions to the Request for Quotations will be issued and distributed as addenda on BidSync. The District will not be responsible for oral interpretations given by any District employee, representative, or agent. Vendors are cautioned that any statements made that materially change any portion of the quotation documents shall not be relied upon unless subsequently ratified by a formal amendment, addendum, or response to the Request for Quotations document. The issuance of an addendum through BidSync is the only official method whereby interpretation, clarification, or additional information can be given.

When indicated, Vendors shall acknowledge receipt of any addenda to the solicitation by signing the addenda and returning with the quotation and by identifying the addenda numbers and dates in the space provided for this purpose on the quotation form. Any addenda or bulletins issued shall constitute a part of the contract documents.

7. EXAMINATION AND ACCEPTANCE OF QUOTATION REQUIREMENTS

Before submitting a quotation, Vendors must satisfy themselves by personal examination of the quotation documents and by any other means as they may believe necessary, as to the actual conditions, requirements, and difficulties under which the work must be performed and to verify any representations made by the District, upon which the Vendor will rely.

The submission of a quotation shall be considered conclusive evidence that the Vendor has carefully investigated all conditions that affect, or may at some future date affect the performance of services covered by this solicitation, and is satisfied as to the character, quality, and quantities of work to be performed and as to the requirements of the Request for Quotations. Submission of a quotation shall also be evidence that the Vendor is familiar with directives, such as laws, codes regulations and ordinances, that in any way affect prosecution of the work or persons engaged or employed in the work. The District shall not be responsible for any error or omission in any quotation.

No Vendor shall at any time after submission of a quotation make any claim or assertion that there was any misunderstanding or lack of information regarding the nature or amount of work necessary for satisfactory performance under the contract. If the Vendor receives an award as a result of this Request for Quotations, failure to have made such investigations and examinations will in no way relieve the Vendor from its obligations to comply in every detail with all provisions and requirements of the contract documents, nor will a plea of ignorance of such conditions and requirements be accepted as a basis for claim whatsoever by the Vendor for additional compensation. Any errors, omissions, or discrepancies found http://www.bidsync.com/ in the specifications or other contract documents shall be called to the attention of the District and clarified prior to the submission of quotations.

Should the Vendor feel there has been a supplemental or oral modification, it shall be Vendor’s responsibility to verify said modification in writing as a question prior to submission of the quotation.

Upon submission of Request for Quotations documents, all such documents shall become the property of the District. The contents of the quotation of the Successful Vendor shall become contractual obligations if procurement action ensues. Failure to accept these obligations in a contractual agreement shall result in cancellation of award.

Any bidder who wishes to make modifications to a quotation already received by the District must withdraw his/her quotation in order to make the modifications. Withdrawals must be made in accordance with the terms and conditions of this solicitation (see Withdrawal of Quotations). All modifications must be made in ink, properly initialed by bidder’s authorized representative, executed, and submitted in the same form and manner as the original quotation. It is the responsibility of the bidder to ensure that modified or withdrawn quotations are resubmitted before the deadline for submitting quotations

8. MODIFICATION OF QUOTATIONS

Any Vendor who wishes to make modifications to a quotation already received by the District must withdraw his/her quotation in order to make the modifications. Withdrawals must be made in accordance with the terms and conditions of this solicitation (see Withdrawal of Quotations). All modifications must be made in ink, properly initialed by Vendor’s authorized representative, executed, and submitted in the same form and manner as the original quotation. It is the responsibility of the Vendor to ensure that modified or withdrawn quotations are resubmitted before the deadline for submitting quotations.

9. WITHDRAWAL OF QUOTATIONS

Any quotation may be withdrawn at any time prior to the time fixed in the public notice for the receipt of quotations, only by written request for the withdrawal of the quotation filed with the Senior Buyer. The Vendor or his/her duly authorized representative shall execute the request. The withdrawal of a quotation does not prejudice the right of the Vendor to file a new quotation. No quotation may be withdrawn after the time fixed in the public notice for the receipt of Quotations.

10. CANCELLATION AND MODIFICATION OF SOLICITATION

Central San reserves the right to modify the conditions and requirements of this Request for Quotations at any time. Central San may cancel this Request for Quotations at any time.

11. SUBCONTRACTORS, SUPPLIERS AND EQUIPMENT MANUFACTURERS

The Vendor’s quotation may include subcontractors, suppliers and equipment manufacturers; however, the District will recognize the party legally signing the quotation, and any ensuing contract, as having ultimate responsibility for ensuring compliance with the specifications, terms and conditions of the Request for Quotations. A qualified Vendor is one determined by the District to meet standards of business competence, reputation, financial ability, and product quality. A responsive Vendor is a firm/person who has submitted a bid that conforms in all material respects to the terms and conditions, the specifications of the chemical, and any other requirement of the bid instructions. A responsible Vendor is a firm/person who has the capability in all aspects to perform full contract requirements, and who has the integrity and reliability that will assure good faith and specific performance. Vendors who intend to utilize a third party hauling company for completing some or all of their deliveries must indicate the name and contact information of the third party hauling company on the bid form. Before submitting a bid, the Vendor must carefully examine and read all parts of the District purchase order terms and conditions, and be fully informed as to all existing conditions and limitations. It is noted that the entire contents of this solicitation document will become part of the District purchase order agreement upon selection and approval of the successful Vendor.

12. VENDOR’S POWER AND AUTHORITY

The Vendor, in submitting a quotation, warrants that it has full power and authority to comply with the requirements specified herein and will hold the District harmless from and against any and all loss, cost, liability, and expense (including reasonable attorney fees) arising out of any breach of this warranty. Further, Vendor affirms that it has not and will not enter into any arrangement with any third party, which might abridge any rights of the District under this Contract.

13. EXPERIENCE AND COMPETENCY

Vendor, in submitting a quotation, represents that it is fully experienced and properly qualified to provide the services required herein, and that it is regularly engaged in the general class or type of work called for under the contract, properly licensed, equipped, organized, and financed to perform such work required herein.

14. DEBARMENT

By submitting a quotation, the Vendor certifies that it is not currently debarred from submitting bids or quotations for contracts issued by any political subdivision or agency and that it is not an agent of a person or entity that is currently debarred from submitting bids or quotations for contracts issued by any political subdivision or agency.

15. EVALUATION AND AWARD OF CONTRACT

It is the intention of the District to award a contract to a Vendor who furnishes satisfactory evidence of having the requisite experience, ability, sufficient capital, and facilities to enable him/her to prosecute the work successfully and properly, and to complete it within the time specified in the contract. To determine the degree of responsibility to be credited to the Vendor, the District will weigh any evidence that the Vendor has performed satisfactorily other contracts of like nature, magnitude, and comparable difficulty and comparable rates of progress. In selecting Vendor, consideration will be given not only to the financial standing but also to the general competency of the Vendor for the performance of the work specified in the contract documents.

The Vendor may be required before the award of any contract to show to the complete satisfaction of the District that it has the necessary licenses, equipment, facilities, experience, ability, capacity, skill and financial resources to provide the services or goods specified herein in a satisfactory manner. The Vendor may also be evaluated on the basis of character, integrity, reputation, judgment, experience and efficiency. The Vendor may be required to give a past history and references in order to satisfy the District in regard to the Vendor’s qualifications. The District may make such investigation as it deems necessary to determine the ability of a Vendor to furnish the required goods or services, and the Vendor will furnish to the District all such information and data for this purpose as the District may request.

The District reserves the right to reject any quotation if the evidence submitted by or investigation of such Vendor fails to satisfy the District that such Vendor is properly qualified to carry out the obligations of a contract and to deliver the goods or services contemplated herein or; the quotation of any Vendor who has previously failed to perform properly, or complete on time, contracts of a similar nature. Any material misrepresentation or material falsification of information provided to the District in the quotation submission, or at any point in the quotation evaluation process is basis for rejection of the quotation. In the event that the misrepresentation or falsification is not discovered until after any agreement is awarded, the agreement may be terminated at that time. A determination as to whether a misrepresentation or falsification of the quotation submission is material shall be made solely in the exercise of the District’s sound discretion.

Failure to meet the requirements of the Request for Quotations may be cause for rejection of the quotation. The District may reject the quotation if it is deemed incomplete, contains irregularities of any kind or is offered conditionally. The District reserves the right to reject the quotation of any Vendor who previously failed to perform adequately for the District or any other governmental agency. The District expressly reserves the right to reject the quotation of any Vendor who is in default on the payment of taxes, licenses, or other monies due the District.

The District reserves the right to reject any and all quotations without cause; to waive any requirements, both the District’s and those proposed by the Vendor; to waive any irregularities, informalities, minor defects or variations of a quotation from the exact requirements of the specifications, not affecting the price, quality, quantity, delivery or performance time, in any quotation or the quotation process when it is in the best interest of the District to do so; to sit and act as sole judge of the merit and qualifications of the service offered and; to evaluate in its absolute discretion, the quotation of each Contractor, so as to select the Contractor which best meets the requirements of the District, thus insuring that the best interest of the District will be served.

Quotations offered conditionally or expressing exceptions or qualifications on technical specifications may be disregarded as non-responsive. A quotation that includes terms and conditions that do not conform to the terms and conditions in the Request for Quotation documents may be subject to rejection as non-responsive. The District reserves the right to permit the Vendor to withdraw non-conforming terms and conditions from its quotation response prior to the determination of the District of non-responsiveness based on the submission of non-conforming terms and conditions.

Quoted prices shall remain open and valid, subject to acceptance for sixty (60) days after the quotation closing date. Any quotation which specifies a shorter acceptance period may be rejected. Award of contract, if made, shall be made within sixty (60) days to the responsive, responsible Vendor meeting the specifications and requirements of the RFQ and having the lowest quotation and satisfactory qualifications and performance record. The following criteria will be used in this determination:

A. Unit price or lump sum price in accordance with the requirements of the Request for Quotations and the ability to satisfy those requirements.

B. Company’s reputation and financial status.

C. Past experience.

Based on the scope of this Request for Quotations and the quotations received, the District may award multiple contracts. The decision as to which Vendor is the most responsible and best qualified Vendor shall be in the exclusive jurisdiction of the District, and its decision shall be final and binding on all parties.

16. PURCHASE ORDER / CONTRACT REQUIREMENT

Purchases of the District are authorized only if a signed purchase order or contract is issued in advance of order. Suppliers providing services or goods without a signed purchase order or contract do so at their own risk. The District will not be liable for payment for any services or goods provided by the Supplier unless a valid purchase order or contract has been issued to the Supplier.

17. DISCLOSURE OF SUPPLIER INFORMATION

Quotations are to be submitted, and will be opened, in a manner to avoid content disclosure to competing Vendors. All pricing data will remain confidential until after award is made and there will be no public reading of quotations. The quotations received shall become the property of the District and the information contained in them may be subject to public disclosure in accordance with the California Public Records Act. Vendors are to indicate any restrictions on the use of data contained in their responses. Proprietary or confidential materials must be clearly identified and the Vendor must include a brief statement that sets out the reasons for confidentiality. Those parts of a quotation which are defined by the Vendor as confidential, proprietary or, business or trade secrets, as that term is defined in California Government Code, Section 6254.7, and are reasonably marked as “Trade Secrets”, “Confidential” or “Proprietary” shall only be disclosed to the public if such disclosure is required or permitted under the California Public Records Act or otherwise by law. Marking the entire quotation as proprietary or confidential will neither be accepted nor honored. Failure by Vendor to label materials as proprietary or confidential shall be deemed a waiver by the Vendor of any claim against the District for release of said materials. The District shall give notice to the Supplier of any request for disclosure of such “Trade Secrets”, “Confidential” or “Proprietary” information. Supplier shall have five (5) days from the date it receives such notice to enter into an agreement with the District, satisfactory to the District’s Counsel, providing for the defense of, and complete indemnification and reimbursement for all costs, including plaintiff’s attorney fees, incurred by the District in any legal action to compel the disclosure of such information under the California Public Records Act. Supplier shall have sole responsibility for defense of the actual “trade secret” designation of such information. Failure by Supplier to label materials or information as proprietary or failure to respond to the notice provided by the District for the requested release of information under the California Public Records Act, shall be deemed a waiver by the Supplier of any claim against the District for release of said materials or information.

18. CONFIDENTIALITY OF DISTRICT INFORMATION

During performance of the contract, Supplier may gain access to and use financial, statistical, personal, technical or other information relating to the District’s operations, hereafter collectively referred to as “District Information”, which are designated confidential by the District and made available to the Supplier. Supplier agrees to protect all District Information and treat it as strictly confidential and further agrees that it shall not at any time, directly or indirectly, divulge, disclose or communicate in any manner any District Information to any third party without the prior written consent of the District. A violation by Supplier of this Section shall be a material violation of the contract and shall justify legal and/or equitable relief.

19. NON-APPROPRIATION

Supplier acknowledges that the Contract term may extend over multiple District fiscal years, and that work and compensation under this Contract is contingent on the District Board of Directors appropriating funding for and authorizing such work and compensation for those fiscal years. This Contract may be terminated at the end of the fiscal year for which sufficient funding is not appropriated and authorized. District is not obligated to pay Supplier for any amounts not duly appropriated and authorized by the Board of Directors.

20. INCURRING COSTS

The District is not liable for any cost incurred by bidders in responding to this Request for Quotations. All costs incurred in the preparation, submission and/or presentation of a quotation in response to this solicitation, including, but not limited to the bidder’s travel expenses to attend the pre-quotation conference, oral interview, demonstration of the proposed equipment in the District and quotation negotiation sessions, shall be the sole responsibility of the bidder and shall not be reimbursed by the District.

21. LOBBYING EFFORTS

Any lobbying efforts by Vendors as a result of this Request for Quotations, or its award, are prohibited.

22. NON-ENDORSEMENT

As a result of the selection of a Supplier, the District is neither endorsing nor suggesting that Supplier’s product or service is the best or only solution. Supplier agrees to make no reference to the District, this Request for Quotations or to the project in any news releases, literature, advertisements, promotional material, brochures, sales presentations, or the like without the express written consent of the District and only in coordination with the District.

23. ADDITIONAL TERMS AND CONDITIONS

Central San reserves the right to add terms and conditional during contract negotiations.

These terms and conditional will be with the scope of the Request for Quotations.

24. CONTRACT REQUIREMENTS

The Successful Bidder will be expected to accept a District purchase order which is substantially the same as the document titled Purchase Order Terms and Conditions included in this Request for Quotations attachments, exhibits and/or appendix. In no event is a Bidder to submit its own standard agreement terms and conditions as a response to this Request for Quotation. If indicated as a part of the submittal proposal requirements, the Bidder may submit as a part of their proposal, any exceptions, changes and modifications that the Bidder may have in regard to this Request for Quotations. However, Central San is not obligated to accept such exceptions, changes or modifications and reserves the right to reject Bidder’s proposal based on the exceptions, changes or modifications required by

25. CONTRACT ADMINISTRATION AND AUTHORITY OF THE DISTRICT

The Administration Department will administer the agreement resulting from this Request for Quotations. The Project Manager who will oversee the day-to-day operations and work requirements related to a contract that results from this Request for Quotation, subject to the power and authority of Central San as provided by law and in this contract, shall in all cases determine the quantity, quality, and acceptability of the work for which payment is to be made under this agreement and shall decide all questions that may arise relative to the fulfillment of the agreement or the obligations of Contractor hereunder. Decisions by the Project Manager or his representative may be appealed to the Purchasing Manager.

26. EXECUTION OF CONTRACT

Time is of the essence regarding the work to be performed for this Project. Contractor shall execute the agreement without exception, including but not limited to signing all necessary documents and submitting all required bonds and evidences of insurance, within ten (10) calendar days after the notice of award. One copy of the agreement will be returned to the Contractor after Central San executes the contract. In case of failure of the Contractor to execute and return the agreement and all required documents within the time allowed, Central San may, at its option, consider that the Contractor has abandoned the contract. As such, Central San may choose to enter into an agreement with another Bidder.

27. PERMITS, CERTIFICATES AND LICENSES

Contractor may be required to possess specialized permits, licenses or certificates in order to legally perform the work under any agreement awarded as result of this Request for Quotation. Unless otherwise specified herein, Contractor shall at his/her expense, pay all charges and fees associated with said permits, licenses and certificates. Contractor shall provide Central San notarized copies of all valid permits, licenses and certificates required for the performance of the work under this Request for Quotations. The notarized copies shall be delivered to Central San no later than ten (10) days after the Contractor receives the notice of award from Central San. Current copies of the certificates or licenses shall be provided to Central San within twenty-four (24) hours of demand at any time during the agreement term.

28. INSURANCE REQUIREMENTS

Contractor and its insurance company should carefully review the insurance requirements applicable to this job. All requirements must be met before Central San will allow work to commence on this contract. When performing work on property in the care, custody or control of Central San, Consultant shall, at its expense, procure and maintain all insurances detailed in this Request for Quotations document Purchase Order Terms and Conditions with a State of California admitted surety with an A.M. Best’s Insurance Rating of A:VII or better on all of its operations under an agreement for the duration of the work and the warranty period.

All Certificates of Insurance shall be provided within ten (10) consecutive calendar days of award of contract. Failure to furnish the required certificates and endorsements within the time allowed is a material breach and may result in withdrawal of award.

29. POST-AWARD MEETING

Contractor shall meet with Central San’s Project Manager prior to commencement of the contract. The meeting shall commence within ten (10) days of the date of execution of the agreement or sooner. It is Contractor’s responsibility to contact Central San's Project Manager, to arrange for the post-award meeting. The purpose of this meeting will be to discuss the requirements of the agreement and Contractor’s responsibilities. Additionally, discussion about the forms, reporting format and other details related to the performance under the agreement will be discussed.

30. ETHICS IN PUBLIC CONTRACTING

Each Bidder, by submitting a proposal, covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services hereunder. Bidder further covenants that, in the performance of this contract, no subcontractor or person having such an interest shall be employed. Bidder certifies that to the best of his/her knowledge, no one who has or will have any financial interest under this agreement is an officer or employee of Central San.

Bidder certifies that its proposal was made without fraud; that it has not offered or received any kickbacks or inducements and that it has not conferred on any public employee, public member, or public official having responsibility for this procurement transaction, any payment, loan, subscription, advance, deposit of money, services, or anything of more than nominal value. Bidder further certifies that no relationship exists between itself and Central San or another person or organization that interferes with fair competition or constitutes a conflict of interest with respect to an agreement with Central San.

31. EQUAL EMPLOYMENT OPPORTUNITY

Attention of Supplier is particularly called to the requirement for ensuring that employees, and applicants for employment, are not discriminated against because of their ancestry, race, religion, color, gender, age, disability, political affiliation, national origin or ancestry, except when such a condition is a bona fide occupational qualification reasonably necessary for the normal operations of the Supplier. It is understood and agreed that the Supplier shall comply with all requirements, when applicable, of the California Fair Employment Practices Commission and provisions, when applicable, of all Federal and State laws and ordinances relating to employment practices, in performance of fulfilling this agreement. The aforesaid provisions shall include, but not be limited to employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training, including apprenticeship.

The Supplier agrees to post in conspicuous places, visible to the employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

Supplier, in all solicitations or advertisements for employees, placed by, or on behalf of Supplier, shall state that Supplier is an Equal Opportunity Employer.

32. AMERICANS WITH DISABILITIES ACT

The Americans with Disabilities Act (ADA) of 1990 provides comprehensive civil rights to individuals with disabilities in the area of employment, public accommodations, state and local government services and telecommunications. Supplier assures the District that it complies with the ADA, which prohibits discrimination on the basis of disability, as well as all applicable regulations and guidelines issued pursuant to the ADA. (42 U.S.C. 12101 et seq.) and it’s implementing regulations.

SECTION 2

SPECIAL CONDITIONS & SCOPE OF WORK

RFQ NO. 24-25-08 - SUPPLY AND DELIVERY OF POLYMER

BACKGROUND AND APPLICATION

The District uses a cationic emulsion polymer to dewater a blend of undigested primary and secondary sludge. This combined sludge is generally 2.5 – 5% solids and is mixed with blended emulsion polymer and centrifuged by high speed centrifuges. Our bulk emulsion polymer is blended, pumped to mixed day age tanks and is fed to high speed centrifuges.

Deliveries will be made in typically full tanker trucks up to 50,000 lbs. per load. The District has 2 polymer bulk storage tanks each with a capacity of 5500 gallons. There is a 3 inch female camlock fitting that is common to fill both tanks. Deliveries are to be made between

7am and 4pm Monday thru Friday.

PRE-QUALIFIED POLYMERS

The following previously qualified Polymer 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:

• Polydyne, WE-385 Emulsion Polymer for Dewatering

• BASF, Zetag 8819 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 will be accepted, the apparent low bidder must successfully field test their product in the final phase of the bid process prior to award of the contract. See Exhibit A – Final Trial Testing Information and Specifications for testing procedures and requirements.

POLYMER PRODUCT REQUIREMENTS

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

• The polymer 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 the District 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 BIDDER ON A "NO

CHARGE" BASIS TO THE DISTRICT.

• The dewatering polymer Bidder 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. Bidder must have backup equipment of equal or better capacity. The Bidder 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 quantity is an estimate of anticipated annual usage and is provided for informational purposes only. The District 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 Estimated Annual Usage Description/Usage Polydyne WE-385 325,000 pounds Emulsion Polymer for Dewatering

Zetag 8819 325,000 pounds Emulsion Polymer for Dewatering

SPECIAL PROVISIONS

FINAL TRIAL TESTING

If the apparent low bidder is bidding to supply a polymer that was not previously qualified, Final Trial Testing will be mandatory for the proposed product before acceptance of the product and awarding the bid.

The Final Trial Testing must be scheduled in advance with District staff and completed before February 21, 2025. Please refer to Exhibit A – Final Trial Testing and

Specifications for complete information, instructions and requirements.

PRICE ADJUSTMENTS

Contract pricing will be eligible for adjustment annually effective on the anniversary date of the contract. Increases to the unit price will be calculated based on comparison of the US

Bureau of Labor Statistics (USBLS) cost index depicted below.

Component Applicable Index Percentage of Unit

Price Chemical raw material

(Plastic material and resin)

PPI for plastic material and resin manufacturing index, #PCU

325211325211

50%

Fixed Cost None – no adjustment 50%

All cost adjustment calculations that fail to support an increase of at least 1% will not be implemented.

BID PRICE:

APPENDIX A1

IFB RESPONSE FORM PAGE 1 OF 2

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.

Ite m No.

Estimat ed Annual Qty.

Description Unit Price (per gallon)

Unit Price (per pound)

Total Price

1 325,000 pounds

Dewatering Emulsion Polymer

$_ /gallon $_ /pound $_ _

$_ /gallon $_ /pound $_ _

Sales Tax (9.75%)

TOTAL $_ _

District is requesting a delivery date no later than 7 days after receipt of order.

State the delivery time (in number of days) A.R.O. (after receipt of order):

(1) Bidder, please state your payment term, including any prompt payment discount:

% Net days

(2) APPENDIX A4 CHEMICAL SPECIFICATION SHEET:

DEWATERING POLYMER FLOCCULANT PAGE 2 OF 2

• These specifications constitute the Specification of the product being bid

• All test methods and/or procedures used to determine Specifications shall be furnished with bid**

Polymer Manufacturer _ Polymer Type _ Polymer Trade Name _

Manufacturing Location _

Polymer % Active %

Price per Pound Active $

Price per Pound Neat $

Report Units in Specification

Minimum Active Solids** Wt %

Residual Acrylamide**

Maximum Inert Solids** Wt %

Viscosity Range** cP s

UL Viscosity** cP s

0.5 % Solution pH** None

0.25% sol. at 25 degrees

Cationicity**

Molecular Weight**

Bulk Density Range** lbs/gal

For Neat Liquid Polymers

Specific Gravity none

Percent Active Solids** %

Freezing Point** Fahrenheit

Flash Point** Fahrenheit

Life in days:

Neat Liquid

EXHIBIT A

FINAL TRIAL TESTING INFORMATION & SPECIFICATIONS

NOTE: Bidders must be able to participate in the Final Trial field testing to qualify to submit a bid. If the proposed product has not been previously qualified, the apparent low bidder must perform a final trial field test to prove their product works as designated in the product application they bid for.

(3)

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. The apparent low bidder must contact Mike Allen at (925)-229-7214 as soon as possible to reserve times and dates for final trial testing.

Bid Closing: February 11, 2025

Final Trial Testing: February 21, 2014

(4)

GENERAL INFORMATION

I. Trial Testing

The apparent low bidder(s) will have one product tested during the one-day final trial on a single high-speed dewatering centrifuge

II. Trial Products

The bidder 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 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. Bidders 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 Mike Allen at (925)-229-7214. Central Contra Costa Sanitary District – Materials Center – 5019 Imhoff Place, Martinez, CA 94553

Union Sanitary District Invitation for Bid #S-18-M-256 Dewatering and Thickening Polymers

Product Specifications Sheets, QA/QC Documentation, Analytical Procedures AND Safety Data Sheets are required before the final trial commences. Vendors must ensure the District 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: Mike Allen at mallen@centralsan.org , 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.

(5)

PERFORMANCE OF DEWATERING POLYMERIC FLOCCULANT

1) Conditions

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

b) Upon request, available data concerning sludge characteristics over the last few months will be provided by the District, including: total and volatile solids.

Requests for data will be provided on a 72-hour turnaround. Contact Mike Allen at (925)-229-7214 to request data.

c) Trials will be conducted on a high speed Dewatering Centrifuge.

d) Sludge characteristics are as follows:

Undigested Blended Sludge

Feed Solids Concentrations

% Total solids, TS

2.5-5.0 %

2) 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 23.5% Solids Recovery (%) Minimum 90% Sludge Feed Rate (gpm)* setpoint High Speed 135 Lbs. of Active Polymer/Dry Ton Maximum

40 lbs. Act. Poly/DT mailto:mallen@centralsan.org

Union Sanitary District Invitation for Bid #S-18-M-256 Dewatering and Thickening Polymers

Solids recovery will be calculated using the following equation:

where

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

e) 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 =

2000 x gpm poly x 8.34 x 60 x (poly conc. %/100) = lbs

/ton lbs/hour dry solids

3) Final Trial Test Format

a) Prior to final bid submission and award of contract, final trial tests will be conducted on the bidder’s polymer using District equipment to demonstrate that proposed polymer would meet the required performance standards at the bid dosage rate.

b) Prior to the final trial test date bidders 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 sludgeline-feed, and polymer concentration).

c) Product will be tested on one (1) of the District’s high speed dewatering centrifuges.

d) Each bidder will have a maximum of nine (8) hours operating time to test the proposed polymer for the dewatering operation.

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

f) One preliminary final trial sample of the sludge feed will be collected the week of the polymer final trial test. This sample will be analyzed by the District laboratory and the results provided to the bidder before the final trial test starts. The results for feed solids (TS) will be used for setting polymer dose points.

g) Incumbent polymer will be tested after each final trial test to compare bidder products against the same condition of sludge in the wastewater plant.

h) District 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.

i) Final bid determination will be evaluated by the District for each bidder’s ability to maintain the specified lbs of Active Polymer/ Dry Ton in the Final Trial after being designated the apparent lowest bidder.

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

k) In case of conflict, interpretations and calculations made by the District will govern.

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

4) Test Procedure

a) The initial test will determine product compatibility with existing polymer in the bulk tank and blend system to ensure receiving of a new polymer into the existing equipment will not cause loss of plant operation. The successful bidder’s polymer will be mixed in equal parts with the current polymer in use and observed for any negative reaction between the two polymers. If the District would deem the new polymer incompatible with the existing polymer the successful bidder would need to agree to clean the existing tankage and equipment or provide new tanks and equipment to allow a successful transition of polymers.

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

c) The District will clean and prepare the designated centrifuge prior to testing.

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

e) The first 2-hour phase will be used to establish and stabilize polymer and sludge feed rates. The bidder 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.

f) The second phase will consist of a 6-hour final trial test. This second phase will begin when the District 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.

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

h) Eight (6) discrete polymer dose rates will be established at the test sludge feed rate for a minimum of 45 minutes between each dose rate on the high speed centrifuge. Each consecutive dose will be at least 1.0 active-lb/Dry Ton solids (act- lb/DT) apart in terms of polymer dosage.

i) Only District staff will adjust the polymer dose during the 6-hour final test phase. The bidder will indicate the desired starting polymer dose rate, polymer concentration, centrifuge settings, and polymer injection configuration (bowl feed or sludge-line feed) and will not be altered during the test.

j) Flow data will be collected on sludge feed and polymer dose at each of the six 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.

5) Sampling, Analysis, and Data Collection

a) The District 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.

b) After each polymer dosage change, no samples will be collected for the first 45 minutes. Samples of sludge feed, cake and centrate will be collected after the minimum 45-minute interval. A total of 6 samples for the high speed centrifuge sludge, cake and centrate will be collected for each of the eight (6) 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 the District laboratory.

c) 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.

6) Data Evaluation

a) The District will calculate actual percent recovery for each interval of the 6-hour test.

The District will calculate percent total solids for each dosing point sample in the 6-hour test interval.

b) The District will calculate the actual average neat polymer feed rate, in active pounds of delivered liquid polymer per dry…