Specifications - Brine Storage Tanks & Pumps.pdf

REQUEST FOR QUOTATION

Vertical Brine Storage Tanks and Pumps

Form Revised 10/27/2014 1 CMA 6627C005

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Purchasing Division is soliciting bids on behalf of the West Virginia Department of Transportation to establish an open-end contract for Vertical Polyethylene Brine Storage Tanks and Peristaltic Pumps, for use for

WVDOT projects throughout the state of West Virginia.

2. DEFINITIONS: The terms listed below shall have the following meanings assigned to them throughout and for the purpose of this Solicitation. Additional definitions can be found in Section 2 of the General Terms and Conditions.

2.1 “ADO” and “Agency Delivery Order” - A written order entered by WVDOT personnel in the wvOASIS financial system against a master agreement, authorizing quantities of commodities and/or services to be delivered in accordance with all terms, conditions, and prices stipulated in the original contract.

2.2 “ASTM International” and “ASTM” – the international standards organization that develops and publishes voluntary consensus technical standards for a wide range of materials, products, systems, and services. Reference: www.astm.org

2.3 “Contract Item(s)” - The list of items available for Vendor to provide pricing as identified in Section 3.2 of this Solicitation and referenced throughout.

2.4 “Contractor” or “Vendor” - Interchangeably used throughout this Solicitation and in any cited Sections of the West Virginia Department of Transportation, Division of Highways Standard Specifications, Roads and Bridges, adopted latest

Standard Specs edition, as amended, including any Supplementals and refers to any entity submitting a bid in response to the Solicitation, the entity that has been selected as the lowest responsible bidder, or the entity that has been awarded the

Contract, as context requires.

2.5 “FOB” or “Free on Board” - Indicates that the price for goods includes delivery at the Vendor’s expense to a specified point, and that the Vendor retains liability for loss or damage until the goods are delivered.

2.6 “Liquidated Damages” - Monetary compensation due from the Vendor in the event the Vendor’s performance falls short of contractual stipulation or breaches the contract. Delays in the delivery of goods and/or services or quality failures or corrections by the Vendor may result in the Agency assessing charges for such deficiencies per these contract Specifications, the Standard Specs Section 108.7, as amended, and calculated from the table posted in Section 6.2.2 of these

Specifications.

https://www.astm.org/

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2.7 “Pricing Pages,” “Attachment A,” and “ATT A” - The schedule of prices attached hereto as Attachment A (ATT A) and used to evaluate Solicitation responses.

2.8 “Solicitation” - The official notice of an opportunity to supply the State with goods or services.

2.9 “Standard Specs” - Used throughout this solicitation means the West Virginia

Department of Transportation, Division of Highways Standard Specifications, Roads and Bridges, most recent edition, as modified or amended by all subsequent

Supplemental Specifications.

2.10 “WVDOT” or “Agency” - Interchangeable terms for the West Virginia

Department of Transportation.

3. GENERAL REQUIREMENTS:

3.1 Standard Specifications Roads and Bridges: The following Standard Specs

Sections shall apply, as applicable, to the administration of this contract: 101, 102, 103, 104, 105, 106, 107, 108, 109, and 110, as amended.

Free electronic copies of the Standard Specs and Supplementals are available at:

https://transportation.wv.gov/highways/TechnicalSupport/specifications/Pages/def ault.aspx. Hard copies of these publications may be purchased from Technical

Support Division, by completing the Specification Order Form provided within the website.

3.2 Contract Items and Mandatory Requirements: Vendor shall provide Agency with the Contract Items listed below on an open-end and continuing basis.

Contract Items must meet or exceed the mandatory requirements as shown below.

At the time of delivery, the Vendor shall schedule with the WVDOT for the availability of a WVDOT provided crane and operator for offloading the tanks from the Vendor’s delivery truck. Installation of the tank and pump shall be the responsibility of the WVDOT.

3.2.1 Vertical Polyethylene Brine Storage Tanks

3.2.1.1 Vertical Polyethylene Brine Storage Tanks must comply with

ASTM D 1998-21 as amended, shall be constructed of high-density linear polyethylene and be one-piece seamless construction. Tanks must be rated for specific gravity of 1.9, with ultraviolet (UV) stabilizers to prevent degradation from sunlight https://transportation.wv.gov/highways/TechnicalSupport/specifications/Pages/default.aspx https://transportation.wv.gov/highways/TechnicalSupport/specifications/Pages/default.aspx

Form Revised 10/27/2014 3 CMA 6627C005 exposure. Tanks must be no larger than 13 feet height and 12 feet width. (Exhibits #1 and #2)

3.2.1.2 Tank inlet and outlet shall be through the top of the tank. Down pipes and fill pipes shall be supported at six foot (6’) maximum intervals. Down pipes and fill pipes shall be polyvinyl chloride

(PVC) or material compatible with the chemicals stored.

3.2.1.3 Vendor shall provide 20' long, two-inch (2") diameter, 100 pounds per square inch (PSI) flexible inlet and outlet hoses with two-inch

(2") Diameter Poly quick connect attachment on tank with a two-inch (2”) PVC shut off valve on the inlet and outlet hoses.

3.2.1.4 Each tank must be vented

3.2.1.5 Reverse Float Indication, the level indicator must be properly secured and shall consist of PVC float, indicator, polypropylene rope, perforated interior pipe, PVC roller guides, clear ultraviolet

(UV) resistant PVC sight tube and necessary pipe supports. The level indicator shall act inversely to the tank contents and shall not allow entrance of tank contents into the sight tube at any time.

Indicator shall be neon orange color for visual ease for onsite operators.

3.2.1.6 Tanks will be installed outside and must not require additional insulation, heat or electricity.

3.2.1.7 Tanks must have at least a 16” manway opening with lid, offset to the top edge of tank for easy access.

3.2.1.8 The color shall be either Natural White or Light Blue.

3.2.1.9 The tank shall have external measurements with gallon increments. Five-hundred-gallon (500) increments or less preferred.

3.2.1.10 Tanks must have a three (3) year express warranty that in the case of failure, due to either material or workmanship, the tank shall be repaired or replaced at the vendors expense. Warranty will begin

Form Revised 10/27/2014 4 CMA 6627C005 at time of delivery and acceptance of tank. Warranties shall be fulfilled by the awarded Vendor directly, not the manufacturer or other third party.

3.2.1.11 Must be suitable for sodium chloride brine solution, liquid calcium chloride, beet based deicing products, and 50% potassium acetate solution.

3.2.2 Double Wall Vertical Polyethylene Brine Tanks

3.2.2.1 Double Wall Vertical Polyethylene Brine Tanks must comply with

ASTM D 1998-21 as amended, shall be constructed of high-density linear polyethylene and be one-piece seamless construction. Tanks rated for specific gravity of 1.9, with ultraviolet (UV) stabilizers to prevent degradation from sunlight exposure. Tanks must be no larger than 13 feet height and 12 feet width. (Exhibits #3 and #4).

3.2.2.2 All polyethylene, double walled tanks are to fill and empty through the top of the primary tank. Secondary tank will have a drain valve near the outside bottom. Down pipes and fill pipes shall be supported at six foot (6’) maximum intervals. Down pipes and fill pipes shall be polyvinyl chloride (PVC) or material compatible with the chemical stored.

3.2.2.3 Vendor shall provide 20' long, two-inch (2") diameter, 100 pounds per square inch (PSI) flexible inlet and outlet hoses with two-inch

(2") Diameter Poly quick connect attachment on tank with a two-inch (2”) PVC shut off valve on the inlet and outlet hoses.

3.2.2.4 Each tank must be vented.

3.2.2.5 Reverse Float Indication, the level indicator must be properly secured and shall consist of PVC float, indicator, polypropylene rope, perforated interior pipe, PVC roller guides, clear ultraviolet

(UV) resistant PVC sight tube and necessary pipe supports. The level indicator shall act inversely to the tank contents and shall not allow entrance of tank contents into the sight tube at any time.

Form Revised 10/27/2014 5 CMA 6627C005

Indicator shall be neon orange color for visual ease for onsite operators.

3.2.2.6 Tanks will be installed outside and must not require additional insulation, heat or electricity.

3.2.2.7 Tanks must have at least a 16” manway opening with lid, offset to the top edge of tank for easy access.

3.2.2.8 The color shall be either Natural White or Light Blue.

3.2.2.9 The tank shall have an external measurement with gallon increments. Five-hundred-gallon (500) increments or less preferred.

3.2.2.10 Tanks must have a three (3) year express warranty that in the case of failure, due to either material or workmanship, the tank shall be repaired or replaced at the vendor’s expense. Warranty will begin at time of delivery and acceptance of tank. Warranties shall be fulfilled by the awarded Vendor directly, not the manufacturer or other third party.

3.2.2.11 Must be suitable for sodium chloride brine solution, liquid calcium chloride, beet juice/beet based deicing products, and 50% potassium acetate solution.

3.2.3 Peristaltic (Hose) Pumps

3.2.3.1 Peristaltic (hose) pump or roller pump shall act with fluid contained within a flexible tube fitting inside a circular pump casing. A rotor with rollers, shoes, wipers, or lobes attached to the external circumference of the rotor shall compress the flexible tube. As the rotor turns, the part of the tube under compression is pinched closed thus forcing the fluid to be pumped to move through the tube. The pump shall have at least two (2) rollers, or wipers.

3.2.3.2 The pump shall be capable of at least 30 gallons per minute (GPM)

The pump shall have an ethylene propylene diene monomer

(EPDM) hose used as the tubing for the pumping operation. This

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EPDM hose shall be chemical resistant, to deal with brine, and suitable for temperatures from 0 degrees F to 158 degrees F.

3.1.3.3 The pump shall have polyvinylidene fluoride (PVDF) inserts.

3.1.3.4 The pump shall have hose-failure detectors.

3.1.3.5 The pump shall have an electric motor with 1 (one) phase. The motor needs to operate at 60hz and 100 to 550 volts. The motor shall have a minimum of five (5) horsepower. Pump must have an inverter.

3.1.3.6 Pumps must have a one (1) year express warranty that in the case of failure, due to either material or workmanship, the pump shall be replaced at the vendor’s expense. Warranty will begin at time of delivery and acceptance. Warranties shall be fulfilled by the awarded Vendor directly, not the manufacturer or other third party.

4 CONTRACT AWARD:

4.1 Contract Award: The Contract is intended to provide Agencies with a purchase price on all Contract Items. This is a multiple vendor award contract. Qualified responsible Vendors shall be awarded a contract for the lowest bid Contract Item per tank size and pump, which meet all the mandatory requirements of this

Contract.

WVDOT reserves the right to request any one or combination of Contract Items for which bids are awarded at the lowest overall total as set forth in this section.

4.2 Pricing Pages, Attachment A (“ATT A”): Vendor shall complete the Pricing

Pages by providing a bid price for each Contract Item listed. Vendor shall factor into their bid prices all equipment, materials, delivery, and labor required to provide Contract Items. Vendors may bid on this statewide contract. Vendor shall complete the Pricing Pages for each Contract Item bid in their entirety as failure to do so may result in the Vendor’s bids being disqualified. All bids or pricing submitted shall be held and honored by the Vendor for 90 days after the bid opening date.

4.2.1 The Pricing Pages contain a list of Contract Items and estimated purchase volumes. The estimated purchase volume for each item represents the approximate volume of anticipated purchases only. No future use of the

Contract or any individual item is guaranteed or implied.

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4.2.2 Vendors should type or electronically enter the information into the

Pricing Pages spreadsheet to prevent errors in the evaluation. In most cases, the Pricing Pages are available in wvOASIS within the solicitation attachments, however, Vendors may request an electronic copy of the

Pricing Pages spreadsheet for bid purposes by sending an email request to the following address: john.w.estep@wv.gov.

4.2.3 Changing a column or row description, Contract Item description, unit of measure, or estimated quantities on the Pricing Pages, Attachment A

(ATT A), may result in the disqualification of Contract Item bid on the altered line. In circumstances when all Contract Items must be bid for bid evaluation and contract award, the disqualification of any Contract Item will result in the disqualification of the entire bid.

Submitting Pricing Pages other than those provided with this solicitation, as described in Section 4.3 may result in the disqualification of Vendor’s bid in its entirety.

Vendor entries of bid prices or other notations made in wvOASIS commodity line descriptions will not be considered for bid evaluation or award.

4.2.4 Description in Vendors Billing System: Vendor should list the description of Contract Items as they will appear on the Vendors future invoices under this contract, if the vendor’s description differs from the description listed on the Pricing Page (ATT A) with the solicitation. Providing this information with the bid facilitates future payment processing.

4.3 Contract Award Transition: : Upon the award of this contract, WVDOH will announce the effective start date. Any order issued under the previous contract will remain in effect and shall not be cancelled without mutual written agreement between the issuing agency and the vendor.

4.4 Cooperative Contracting: The purchase prices on all Contract Items herein, available for the WVDOT, shall be adoptable for other public agencies upon their request. Agencies under the authority of the West Virginia Purchasing Division must receive prior approval by the Purchasing Director.

5 ORDERING AND PAYMENT:

5.4 Ordering: Vendor shall accept orders through regular mail, facsimile, email, or any other written forms of communication. Vendor shall maintain and keep current john.w.estep@wv.gov

Form Revised 10/27/2014 8 CMA 6627C005 its phone numbers, fax number, email address, locations, and ordering/billing/ payment addresses with WVDOT and in wvOASIS. Vendor may, but is not required to, accept online orders through a secure internet ordering portal/website.

If Vendor can accept online orders, it shall include in its response a brief description of how Agencies may utilize the online ordering system. Vendor shall ensure that its online ordering system is properly secured prior to processing Agency orders online.

5.5 Agency Delivery Order (“ADO”): District personnel must issue an ADO from wvOASIS for specific quantities of materials based on each project’s requirements and detailing the need and location information of work to be completed per

Contract Items, as well as the start and end dates, which will become the agreed upon official start and end dates. The ADO must be created in wvOASIS and approved to “Final” prior to placing the order with the Vendor. The District is responsible for creating the ADO in wvOASIS and is required to submit the approved order, in writing, directly to the Vendor via mail, email or fax. Verbal communication with the Vendor is not considered an official order. In the event the Vendor denies an order or if there are changes to an ADO, the District must process a change order to the approved ADO issued from wvOASIS.

5.6 Invoicing: Invoices submitted to WVDOH For payment should contain the following information:

Vendor’s name and payment remit-to address, as they appear in Vendor’s wvOASIS account.

The corresponding order’s ADO number.

The ordering Agency’s delivery site

The Contract Item description, unit price, quantity, and extended total.

The date(s) Contract Items were delivered.

5.7 Payment: Upon completion of the work indicated on the ADO, Vendor shall accept payment in accordance with the payment procedures of the State of West

Virginia. The State of West Virginia currently utilizes a Purchasing Card program, administered under contract by a banking institution, as well as

Electronic Funds Transfer as methods to process payment for goods and services.

The Vendor shall accept the State of West Virginia’s Purchasing Card and

Electronic Funds Transfer for payment of orders under this Contract. Electronic

Funds Transfer for payment is available through the WV State Auditor’s Office.

The Vendor may visit the WV State Auditor’s website (wvsao.gov) for all necessary forms and instructions. Payment method may be dictated at WVDOT’s discretion.

6 PROJECT ACCEPTANCE, DELIVERY AND RETURN:

wvsao.gov

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6.1 Project Acceptance and Written Verification of Receipt: Upon receipt of a

WVDOT ADO, the Vendor shall advise the WVDOT in writing within five (5) calendar days of their acceptance or refusal of the ADO. As verification of receipt, Vendor must provide written acknowledgement of any ADOs and any Revisions/Modifications thereto sent by WVDOT. Failure to provide the

WVDOT with written acknowledgement of any ADOs/Revisions within five (5) days of the Order being sent shall be considered refusal of the ADO. In the event of refusal, the WVDOT at its own discretion shall cancel the ADO and may seek to obtain the goods or services from the next low bid Vendor or proceed with an emergency purchase from the open market.

6.2 Delivery Time: Vendor shall deliver standard orders within 45 working days after orders are received. Vendor shall ship all orders in accordance with the above schedule and shall not hold orders until a minimum delivery quantity is met.

6.3 Late Delivery: The Agency placing the order under this Contract must be notified in writing if orders will be delayed for any reason. Any delay in delivery that could cause harm to an Agency will be grounds for cancellation of the delayed order, and/or obtaining the items ordered from another awarded vendor or proceed with an Emergency Purchase from the open market.

6.3.1 The Agency placing the ADO under this Contract must be notified in business days prior to the scheduled delivery date noted on the writing by the Vendor no later than five (5) Agency’s order. Any failure to notify, acknowledge receipt of WVDOT’s written ADOs/ Revisions resulting in delivery delay, or failure to start or complete the project per the WVDOT scheduled due dates may be determined by the WVDOT at its sole discretion as harmful to the Agency and as such, shall result in

WVDOT’s cancellation of the ADO and application of Liquidated

Damages.

6.3.2 Liquidated Damages: If the Vendor’s delivery completion or correction of deficient deliveries exceed the ADO completion due date or agreed upon timeframe, the Vendor shall agree that no extension of contract time will be granted unless liquidated damages are accessed. The WVDOT may calculate liquidated damages in the amount of $100 per day, per ADO, beginning 10 business days after the WVDOT’s latest specified ADO delivery by date.

Liquidated damages shall be applied by Vendor as an itemized invoice credit for the corresponding ADO.

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6.3.3 Force Majeure: It shall be further noted that the Vendor is not responsible for and shall not be penalized for delays in its delivery of goods and/or services when caused by factors or events outside Vendor’s control, including but not limited to acts or omissions of the Agency or third parties, acts of civil or military authority, civil disturbance, war, terrorism, pandemics, explosions, fire, floods, tornadoes, or other natural disasters or acts of God.

6.4 Delivery Payment/Risk of Loss: Standard order delivery shall be F.O.B.

destination to the Agency’s location. Vendor shall include the cost/discount of standard order delivery charges in its bid pricing and is not permitted to charge the

Agency separately for such delivery

Deliveries made by the vendor shall be comprised only of Contract Items intended for delivery at that location and specified in the pricing pages, contract specifications or ADO. At no time shall property belonging to the West Virginia

Department of Transportation be utilized as a lay-down or storage facility by the vendor, or items left with the intention of being distributed to an alternate location.

6.5 Project Acceptance Criteria: The WVDOT District Engineer or their designee shall have final acceptance of the work done by the Vendor, per project. Any work found by the WVDOT District Engineer or their designee not performed in accordance with these contract specifications or the Standard Specs, as amended, and/or found deficient and unacceptable by visual inspection will be rejected and, at the Vendor’s/Contractor’s expense, will be removed and replaced by the

Vendor with work being continual until the Vendor’s deficient work corrections are completed and deemed acceptable and approved by the WVDOT District

Engineer or their designee. Under no circumstance shall the Vendor’s deficiency corrections exceed 20 calendar days unless otherwise declared in writing by the

WVDOH District Engineer or their designee and may be subject to Liquidated

Damages as per Section 6.5. of these Contract Specifications.

6.6 Return of Unacceptable Items: The decision of the WVDOT District Engineer or their designee regarding materials, workmanship, quality etc., shall be final per the

Standard Specs Section 105.1, as amended. If the Agency deems the Contract Items to be unacceptable, the Contract Items shall be returned to Vendor at Vendor’s expense and with no restocking charge. Vendor shall either arrange for the return within five (5) days of being notified that items are unacceptable or permit the

Agency to arrange for the return and reimburse Agency for delivery expenses. If the original packaging cannot be utilized for the return, Vendor will supply the

Agency with appropriate return packaging upon request. All returns of unacceptable items shall be F.O.B. the Agency’s location. The returned product shall either be replaced, or the Agency shall receive a full credit or refund for the

Form Revised 10/27/2014 11 CMA 6627C005 purchase price, at the Agency’s discretion.

6.7 Return Due to Agency Error: Items ordered in error by the Agency will be returned for credit within 30 days of receipt, F.O.B. Vendor’s location. Vendor shall not charge a restocking fee if returned products are in a resalable condition.

Items shall be deemed to be in a resalable condition if they are unused and in the original packaging. Any restocking fee for items not in a resalable condition shall be the lower of the Vendor’s customary restocking fee or 5% of the total invoiced value of the returned items.

7 VENDOR DEFAULT:

7.1 The following shall be considered a vendor default under this Contract.

7.1.1 Failure to provide Contract Items in accordance with the requirements contained herein.

7.1.2 Failure to comply with other specifications and requirements contained herein.

7.1.3 Failure to comply with any laws, rules, and ordinances applicable to the

Contract Services provided under this Contract.

7.1.4 Failure to remedy deficient performance upon request.

7.2 The following remedies shall be available to Agency upon default.

7.2.1 Immediate cancellation of the Contract.

7.2.2 Immediate cancellation of one or more release orders issued under this

Contract.

7.2.3 Any other remedies available in law or equity.

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8 MISCELLANEOUS:

8.1 No Substitutions: Vendor shall supply only Contract Items submitted in response to the Solicitation unless a contract modification is approved in accordance with the provisions contained in this Contract.

8.2 Vendor Supply: Vendor must carry sufficient inventory of the Contract Items being offered to fulfill its obligations under this Contract. By signing its bid, Vendor certifies that it can supply the Contract Items contained in its bid response.

8.3 Vendor Name Change: It is the Vendor’s responsibility to notify the WVDOT of name changes or acquisition by another company during the term of this contract.

The WVDOT must be notified in writing of the change/acquisition and intention for the contract’s ownership within 10 days of the change. Failure to do so may result in payment delays.

8.4 Reports: Vendor shall provide the Agency with quarterly reports, annual summaries, and/or monthly reports as requested by the Agency and/or the West

Virginia Purchasing Division showing quantities, total dollar value of the Contract

Items purchased, ordered, shipped & invoiced with dates in spreadsheet format as defined by the Agency. Failure to supply such reports may be grounds for cancellation of this Contract.

8.5 Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing

Vendor’s responsibilities under this Contract. The Contract Manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract Manager and his or her contact information below.

Contract Manager: _________________________

Telephone Number: ________________________

Fax Number: ______________________________

Email Address: ____________________________

Vendor shall inform the Agency in writing of any changes to the information provided above within 10 calendar days of such changes. Failure to comply may be grounds for cancellation of this contract.