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CITIES OF LEWISTON AND AUBURN, MAINE WATER TREATMENT CHEMICAL CARBON DIOXIDE (CO2) BID #LA 2012-003 BID DATE: May 10, 2012 April 30, 2012 Norman J. Beauparlant Director of Budget/Purchasing City of Lewiston City Hall, 27 Pine Street Lewiston ME 04240 Dear Sir/Madam: Sealed bids will be received in the office of the Director of Budget/Purchasing, Lewiston City Hall, 27 Pine Street, Lewiston, Maine, on Thursday, May 10, 2012, until 2:00 p.m. at which time they will be publicly opened and read aloud, on the enclosed specifications for Water Treatment Chemicals for the City of Lewiston Water Division and the Auburn Water District for the time period described in the standard conditions. The Finance Committee (Lewiston) and the Board of Trustees (Auburn) reserve the right to accept or reject any and all bids. Enclosed with this letter are instructions to bidders, specifications and a proposal form. Please submit bids in a sealed enveloped clearly marked with the bid name, bid number and due date. Faxed bids will not be accepted. Sincerely, Norman J. Beauparlant Director of Budget/Purchasing NJB/syt Enc. ---PAGE BREAK--- CITIES OF LEWISTON AND AUBURN, MAINE WATER TREATMENT CHEMICAL CARBON DIOXIDE (CO2) BID #LA 2012-003 BID DATE: May 10, 2012 GENERAL SPECIFICATIONS 1. Preparation of Bid Bids must be written in ink or typewritten and submitted on the forms provided. Erasures or other changes must be initialed by the person signing the bid. Failure of the bidder to sign the bid may be cause for rejection. Faxed bids are not acceptable. 2. Pricing The prices quoted should include all delivery charges to the City and District (Chemical Feed Facilities). Do not include Federal, State or Local taxes as the City and the District are exempt from such taxes. 3. Bidder Eligibility Bids will only be accepted from the Manufacturer or authorized distributors which are actively engaged in the manufacture or sale of the items called for in the bid. 4. Specifications a) Bids should be submitted in accordance with the attached specifications. If an item is described by using a trade name or catalogue number of a manufacturer or vendor, the term Aor approved equal@ if not stated therewith, shall be implied. The term Aor approved equal@ is defined as any other make which, in our opinion, is fully equal in quality and performance and will serve the intended purpose. b) Consideration will be given to bids submitted for alternate commodities that are of similar design and quality to the item specified. Complete manufacturer=s literature must be submitted with the proposal describing such alternate commodities. c) If a bidder cannot provide a specific item as described in the specifications, the proposal form shall indicate Ano bid@ or be left blank. All exceptions to the specifications shall be ---PAGE BREAK--- listed within, or be attached to, the proposal form provided and not in separate correspondence. Any price submitted within the proposal form for a specific item which does not meet the requirements of the specifications and is not listed as an exception, shall be subject to the provisions of Item #14 of the Standing Conditions. 5. Guarantee and Warrants The bidder will guarantee that the items offered for sale comply fully or are fully equal to the items required or specified. All expenses covering return or replacement of defective or improper merchandise will be assumed by the vendor. In no instance shall the vendor refer the City or District to any distributor or manufacturer for settlement of any claim arising from defective or improper merchandise. 6. Unit Prices Submit a separate unit price for each item unless otherwise specified. The bid award will be made as a group, or on an item by item basis, whichever is in the best interest of the City or District. The award shall be based on previously estimated quantities expected to be purchased under this contract. 7. Bid Opening Bids are opened publicly. Bidders or their representatives may be present. Tabulations of the bid results will be available for public inspection after an award has been made. 8. Amendments to and Withdrawals of Bids Amendments to or request to withdraw bids after the time fixed for the opening of bids will not be considered. 9. Samples Samples of items, if required, must be furnished free of charge prior to the opening of bids. Please do not enclose bids in the package containing the samples. Samples will be returned upon request at the expense of the bidder. 10. Payment Terms Please specify in your bid your payment terms and cash discounts offered. Time in connection with any cash discounts will be computed from the date of final inspection and acceptance of merchandise or date of invoices, whichever is later. ---PAGE BREAK--- 11. Delivery Dates A specific delivery date should be stated in your proposal. If delivery times will vary with any of the items, this should be indicated. Delivery dates may be a factor in awarding this bid. 12. Award of Bids a) The award will be made, usually within 30 days, to that vendor whose proposal will be most advantageous to the City and District after considering such factors as price, delivery time, quality, service and past performance of bidder. ---PAGE BREAK--- b) The City and District reserve the right to waive any informality in the bidding, reject any and all bids submitted, and to make award(s) in the best interest of the City or District. c) The City and District, acting individually, further reserve the right to reject its portion of the bid when deemed in its best interest. 13. Invoices The City and the District must be invoiced separately for the items it orders. Invoices shall include a Purchase Order Number from the City or District. 14. Default In the event that after the bid is awarded, the supplier is unable to furnish the materials or supplies called for in the bid request, the City and the District reserve the right to procure the materials or supplies from other sources and charge any additional cost occasioned thereby to the supplier. The supplier, however, shall not be liable for such additional cost if the failure to deliver is due to any cause beyond its control, such as an act of God, war, act of government, fire, flood, strike by other than its own employees, or sabotage. 15. Contract Period The prices furnished in the proposal shall be for a one-year supply starting from the date of bid award. After December 31, 2012, the price may be subject to change by the supplier upon written notification to the Superintendent of the Lewiston Water Division and the General Manager of the Auburn Water District. Price changes after December 31, 2012 shall affect only orders placed subsequent to receipt of notification by the supplier. The Lewiston Water Division and Auburn Water District reserve the right to solicit other prices for the purpose of comparison of any price change subsequent to December 31, 2012. ---PAGE BREAK--- CITIES OF LEWISTON AND AUBURN, MAINE WATER TREATMENT CHEMICALS BID #LA 2012-003 BID DATE: May 10, 2012 1.00 BIDDING 1.11 All proposals must be made on the blank proposal forms. 1.12 The City of Lewiston Water Division and the Auburn Water District reserve the right to inspect all items supplied for compliance with these specifications. Any item found that is not in accordance with these specifications remains the property of the bidder. 1.13 If the low bidder cannot meet the delivery requirements of the water utilities, it may be necessary for the utilities to seek items from another bidder. 1.14 The City of Lewiston Water Division and the Auburn Water District reserve the right to accept any proposal or reject any or all proposals if it is deemed to be in the best interest of the utilities to do so. 1.15 The City of Lewiston Water Division and the Auburn Water District reserve the right to waive any specific item in the specifications which it feels does not significantly lower the quality of the product. 1.16 All questions by prospective bidders pertaining to the specifications must be received in writing, by the Purchasing Agent (Lewiston) and the Superintendent (Auburn) at least five days prior to the date set for the opening of proposals. 1.17 Bids may be awarded to the low bidder meeting specifications on an item by item basis. 2.00 GENERAL 2.11 All references to A.W.W.A. specifications shall be of latest revision. 2.12 All products shall have been produced in accordance with the ANSI/NSF standard 60. A copy of the manufacturers certification document shall be submitted with the bid. If the product has been repackaged, the re-packager shall certify in writing, that the purity of the product remains equal to that when shipped. This re-packager certification shall be signed by a principal of the repackaging firm and shall be on the re-packager's letterhead. ---PAGE BREAK--- 2.13 Prices shall be for the requirements for a one year period. (also see item # 15 in General Specification) 2.14 Prices quoted shall be F.O.B. Lewiston, Maine 04240, and F.O.B. Auburn, Maine 04210, delivered to point of use, unless otherwise noted. 2.15 Any deviation from these specifications shall be cause for the City of Lewiston Water Division and the Auburn Water District to seek another supplier. 2.16 Delivery shall be made at the point of use between the hours of 7:30 a.m. and 1:30 p.m. on weekdays. 8.00 Carbon Dioxide (CO2) 8.11 Carbon Dioxide shall conform to A.W.W.A. Standard B510. 8.12 Carbon Dioxide (CO2) shall be delivered to the delivered to the Lake Auburn Water Treatment Facility in bulk truckloads. 8.13 Volume delivery shall be bulk truck loads of approximately 40,000 lbs or as designated by the supplier to maintain adequate supply of CO2 available in storage and the lowest possible price. 8.14 Projected annual volume delivery at the Lake Auburn Water Treatment Facility is approximately 226,000 lbs. 8.15 Total volume of available carbon dioxide storage is one 52,000 lb (26 Ton) TOMCO bulk tank system at the Lake Auburn Water Treatment Facility. 8.16 Carbon dioxide shall be delivered within five working days from the date of order. 8.17 Connection to the TOMCO bulk tank is through a 1- 1/2 inch fill connection at the Lake Auburn Water Treatment Facility. 9.00 WATER TREATMENT CHEMICAL SECURITY POLICY 9.11 To reduce our potential contamination risk of adversarial toxic seeding through a water treatment chemical, the District and City has enacted security measures for chemical delivery acceptance. All vendors must comply with the policy. General provision of the District=s Chemical Security Policy is outlined herein. The selected vendor will be provided with additional detail. ---PAGE BREAK--- 9.12 All chemical procurement must go through our Purchase Order system. When and order is placed the vendor shall provide the anticipated delivery date and time along with the carrier. Unexpected deliveries without prior Purchase Order authorization are to be refused. 9.13 Upon delivery photo identification(s) will be required. Vendors shall supply evidence that chemical haulers have gone through background checks with appropriate federal agencies. 10.00 QUALITY ASSURANCE /QUALITY CONTROL 10.10 Material Safety Data Sheets (MSDS) must be submitted for all chemicals prior to first delivery once notice is given to successful Bidder. 10.11 All chemicals bid will conform to the applicable standards established by the AWWA, FDA, NSF, UL, and EPA for use in potable water. 10.12 All bulk liquid chemicals shall be delivered in a dedicated storage vessel for that particular chemical. When requested, supplier shall provide written documentation certifying compliance. 10.13 The Lewiston Water Division and Auburn Water District will conduct visual inspections on all delivered materials. Inspections will include visual analysis of bulk liquid chemicals, pH analysis, and a specific gravity test. If there is any concern about contamination or impurities upon inspecting the chemicals, the entities reserve the right to reject delivery of the shipment. 10.14 If the supplier disagrees with a determination to reject a suspected contaminated delivery, the supplier shall provide one complete set of independent test data to verify that each product fully complies with all specifications and will issue a certificate of conformance. The test shall be conducted on the actual product delivered and not as it left the supply facility. 10.15 Maximum allowable impurity levels will meet those permitted by NSF Standard No. 60 B Drinking Water Treatment Chemicals B Health Effects. 10.16 Any spills and required cleanup activities during delivery and unloading shall be the responsibility of the supplier. ---PAGE BREAK--- CITIES OF LEWISTON AND AUBURN, MAINE WATER TREATMENT CHEMICAL CARBON DIOXIDE (CO2) BID #LA 2012-003 BID DATE: May 10, 2012 PROPOSAL FORM The undersigned hereby declares that he/she has carefully examined the documents therein referred to and that he/she proposes and agrees, if this proposal is accepted, that he/she will furnish any materials quoted in the proposal in accordance with the conditions and requirements set forth in the documents and the requirements of the Superintendent (Lewiston) and General Manager (Auburn) as provided for therein; and that he/she will accept in full payments therefore the following sums to wit: ITEM # CHEMICAL EST. QTY. DESCRIPTION & QUOTE 1 Carbon Dioxide 226,000 lbs. (at Lake Auburn) Furnish Carbon Dioxide At 20 tons per delivery ton.) PLEASE SUBMIT THIS SIGNATURE PAGE WITH PROPOSAL FORM. TERMS SIGNATURE PRINTED/TYPED NAME TITLE COMPANY NAME ADDRESS E-MAIL ADDRESS TELEPHONE # FAX # DATE