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HomeMy WebLinkAboutBID - 9500 ANTHRACITE COAL AND SILICA SANDITB 9500 ANTHRACITE COAL AND SILICA SAND Page 1 of 10 INVITATION TO BID 9500 ANTHRACITE COAL AND SILICA SAND BIDS DUE: 3:00 PM MT (our clock), FEBRUARY 9, 2022 The City of Fort Collins is requesting bids from qualified Vendors for Anthracite Coal and Silica Sand. As part of the City’s commitment to Sustainable Purchasing, electronic bid submission is required. Bids shall be submitted online through the Rocky Mountain E-Purchasing System (RMEPS) at http://www.bidnetdirect.com/colorado/city-of-fort-collins. Please note: submitting bids through RMEPS may need additional time for completion. Bids not submitted by the designated Opening Date and Time will not be accepted by the system. Any additional questions should be submitted, via email, to JD McCune, Buyer II, at jmccune@fcgov.com, no later than 3:00 PM MT (our clock) on January 26, 2022. Please format your e-mail to include: ITB 9500 Anthracite Coal and Silica Sand in the subject line. Questions received after this deadline may not be answered. Responses to all questions submitted before the deadline will be addressed in an addendum and posted on the Rocky Mountain E-Purchasing System webpage. Rocky Mountain E-Purchasing System hosted by BidNet A copy of the Bid may be obtained at http://www.bidnetdirect.com/colorado/city-of-fort-collins. Prohibition of Unlawful Discrimination: The City of Fort Collins, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d- 4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award. The City strictly prohibits unlawful discrimination based on an individual’s gender (regardless of gender identity or gender expression), race, color, religion, creed, national origin, ancestry, age 40 years or older, marital status, disability, sexual orientation, genetic information, or other characteristics protected by law. For the purpose of this policy “sexual orientation” means a person’s actual or perceived orientation toward heterosexuality, homosexuality, and bisexuality. The City also strictly prohibits unlawful harassment in the workplace, including sexual harassment. Further, the City strictly prohibits unlawful retaliation against a person who engages in protected activity. Protected activity includes an employee complaining that he or she has been discriminated against in violation of the above policy or participating in an employment discrimination proceeding. The City requires its Vendor to comply with the City’s policy for equal employment opportunity and to prohibit unlawful discrimination, harassment and retaliation. This requirement applies to all third-party Vendor and their subcontractors/subconsultants at every tier. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 fcgov.com/purchasing ITB 9500 ANTHRACITE COAL AND SILICA SAND Page 2 of 10 Public Viewing Copy: The City is a governmental entity subject to the Colorado Open Records Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject to public disclosure by the City pursuant to CORA and City ordinances. Vendor may submit one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of the proposal, Vendor may redact text and/or data that it deems confidential or proprietary pursuant to CORA. Failure to provide a public viewing copy will be considered a waiver of any claim of confidentiality under CORA without regard to how the applicant’s proposal or certain pages of the proposal are marked confidential, proprietary, or similar. Such statement does not necessarily exempt such documentation from public disclosure if required by CORA, by order of a court of appropriate jurisdiction, or other applicable law. Generally, under CORA trade secrets, confidential commercial and financial data information is not required to be disclosed by the City. Proposals may not be marked “Confidential” or ‘Proprietary’ in their entirety. By responding to this RFP, Vendor hereby waives any and all claims for damages against the City for the City’s good faith compliance with CORA. All provisions of any contract resulting from this request for proposal will be public information. Special Instructions All bids must be properly signed by an authorized representative of the company with the legal capacity to bind the company to the agreement. Bids may be withdrawn up to the date and hour set for closing. Once bids have been accepted by the City and closing has occurred, failure to enter into contract or honor the purchase order will be cause for removal of supplier's name from the City of Fort Collins' bidders list for a period of twelve months from the date of the opening. The City may also pursue any remedies available at law or in equity. Submission of a bid is deemed as acceptance of all terms, conditions and specifications contained in the City's specifications initially provided to the Vendor. Any proposed modification must be accepted in writing by the City prior to award of the bid. Only bids properly received by the Purchasing Office will be accepted. All bids should be clearly identified by the bid number and bid name contained in the bid proposal. No bid will be accepted from, or any purchase order awarded, to any person, firm or corporation in default on any obligation to the City. Bids must be furnished exclusive of any federal excise tax, wherever applicable. Vendors must be properly licensed and secure necessary permits wherever applicable. The City may elect where applicable to award bids on an individual item/group basis or on a total bid basis, whichever is most beneficial to the City. The City of Fort Collins reserves the right to split the Bid award to multiple vendors as deemed by the City to be most advantageous. The City reserves the right to accept or reject any and all bids, and to waive any irregularities or informalities. Sales prohibited/conflict of interest: no officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision-making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity, favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. ITB 9500 ANTHRACITE COAL AND SILICA SAND Page 3 of 10 Freight terms: unless otherwise noted, all freight is F.O.B. Destination, Freight Prepaid. All freight charges must be included in the unit prices submitted. Collusive or sham bids: any bid deemed to be collusive or a sham bid will be rejected and reported to authorities as such. Your authorized signature of this bid assures that such bid is genuine and is not a collusive or sham bid. Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow other state and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in the current term or in any future terms. Vendor Registration: The City requires new Vendor receiving awards from the City to submit IRS form W-9 or W-8BEN/W8-BEN-E (international firms) and requires all Vendor to accept Direct Deposit (Electronic) payment. If needed, the W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at www.fcgov.com/purchasing under Vendor Reference Documents. Please do not submit these documents with your proposal, however, if you take exception to participating in Direct Deposit (Electronic) payments please clearly note such in your proposal as an exception. The City may waive the requirement to participate in Direct Deposit (Electronic) payments at its sole discretion. Bid results are posted online at http://www.bidnetdirect.com/colorado/city-of-fort-collins. Gerry Paul Purchasing Director ITB 9500 ANTHRACITE COAL AND SILICA SAND Page 4 of 10 9500 ANTHRACITE COAL AND SILICA SAND CITY OF FORT COLLINS GENERAL INFORMATION BACKGROUND AND OBJECTIVE The City of Fort Collins is requesting bids from qualified Vendors for Anthracite Coal and Silica Sand. Fort Collins Utilities is an integral part of the Fort Collins community. As a municipally owned, multi-service utility employing over 400 individuals, we provide electric, water, wastewater, and stormwater services to our customers. Utilities serves more than 70,500 (both single-family and multi-family) electric meters, and 35,000 water meters. More information about Fort Collins Utilities can be found at fcgov.com/utilities. The City of Fort Collins Water Treatment Facility (FCWTF), located at 4316 Laporte Avenue, Fort Collins, CO 80521 uses Anthracite Coal and Silica Sand in the water treatment process. The City of Fort Collins is requesting bids for Anthracite Coal and Silica Sand to use in this process. The City is looking to contract with a Vendor(s) that can supply a high-quality chemical from a reputable source with a reliable ordering and delivery system. SPECIFICATIONS 1. Filter Sand and Anthracite Requirements Anthracite Coal and Silica Sand must meet the most current American Water Works Association (AWWA) Standard for Granular Filter Media, B100. Additionally, FCWTF requires anthracite that meets the following partial specifications: A. Anthracite Coal 1. Layer Depth: 30-inch plus or minus ½-inch, after placement and skimming. Provide 1-inch skimming allowance and 5 percent extra. 2. Effective Size: 0.95 mm plus or minus 0.05 mm. 3. Uniformity Coefficient: Less than or equal to 1.40. 4. Specific Gravity: Greater than or equal to 1.65. 5. Mohs’ Hardness: Not less than 2.7. 6. Acid Solubility: Less than 5 percent. 7. Visibly free of shale, clay, wood, and other extraneous debris. B. Silica Sand 1. Layer Depth: 12-inch plus or minus ½-inch, after placement and skimming. Provide ½-inch skimming allowance and 5 percent extra. 2. Effective Size: 0.50 mm plus or minus 0.05 mm. 3. Uniformity Coefficient: Less than or equal to 1.40. 4. Specific Gravity: Greater than or equal to 2.6. 5. Mohs’ Hardness: Not less than 6. 6. Acid Solubility: Less than 5 percent. 7. Visibly free of shale, clay, wood, and other extraneous debris. Anthracite Coal and Silica Sand must also meet the attached City of Fort Collins specifications, Section 44 43 30. ITB 9500 ANTHRACITE COAL AND SILICA SAND Page 5 of 10 2. Estimates of Quantities/Amounts Estimated annual volume for bidding purposes are as follows: 2022- 135 tons, 90 Super Sacks of Anthracite Coal 2023- 90 tons, 60 Super Sacks of Anthracite Coal 2024- 30 tons, 10 Super Sacks of Anthracite Coal 2025- 30 tons, 10 Super Sacks of Anthracite Coal 2026- 30 tons, 10 Super Sacks of Anthracite Coal 2022- 110 tons, 55 Super Sacks of Silica Sand 2023- 70 tons, 35 Super Sacks of Silica Sand The estimate is based on actual procurements over the past twelve (12) month period and/or projection for the next twelve (12) month period. These quantities/amounts are given solely as a basis for the computation of the amount of award or for evaluation purposes only and are not to be considered a commitment for delivery. The awarded Vendor(s) shall be obligated to honor all individual releases of orders for the product noted on the award, through the firm price period. City staff or a separate City contractor will perform all media removal, disposal, installation, backwashing, skimming, and disinfection. The media supplier is responsible for the supply of media only and delivery to the Water Treatment Facility in Fort Collins. 3. Current Standards All work and/or materials must meet current standards in force by recognized technical and professional societies, trade and materials supply associations, institutes and organizations, bureaus and testing laboratories, and national, federal, state, county, and local laws, codes, and ordinances. All work shall be performed in accordance with ANSI Z133.1 A300 and applicable OSHA and AWWA Standards. In addition, the attached FCWTF Standard Operating Procedures (SOP), Filter Media, EMS Guide for Contractors and Vendors, and EMS Checklist are to be followed. EMS Guide for Contractors and Vendors and EMS Checklist are for reference only and do not need to be filled out at this time. Lack of compliance with these two documents, after PO issuance is grounds for cancellation of the purchase order/agreement. 4. Delivery Instructions In addition to the FCWTF SOP, the Vendor must: 1. Notify the FCWTF at least seventy-two (72) hours prior to delivery. No changes to the delivery schedule will be allowed within 72 hours of the scheduled shipment and no shipment will be accepted on holidays or weekends, unless requested by City. The delivery shall be made between the hours of 7:30 a.m. and 2:30 p.m. MST, Monday to Friday, excluding Holidays. 2. Assume full responsibility for all transportation, transportation scheduling, packing, handling, insurance, and other services associated with delivery of all products under this Contract. 3. Be responsible for complying with any applicable federal, state, and municipal laws, codes, and regulations in connection with the execution of the services. ITB 9500 ANTHRACITE COAL AND SILICA SAND Page 6 of 10 4. The Vendor shall file all claims and bears all responsibility for the products from the point of origin to the City’s destination. 5. Provide certified drivers familiar with the related hazards, safety measures, and spill cleanup procedures. 5. Freight Prices quoted shall include freight, FOB Fort Collins Water Treatment Facility at 4316 Laporte Avenue, Fort Collins. Bid price is to include any & all hazmat charges, delivery charges, regulatory compliance charges, fuel/surcharge fees, deposits, and transportation charges, etc. The City will not pay demurrage or other charges unless the City requests the Vendor leave the container past the delivery date. Schedule The following represents the City’s target schedule for the bid. The City reserves the right to amend the target schedule at any time. • Bid issuance: January 19, 2022. • Question deadline: 3:00 PM MT on January 26, 2022. • Addendum: February 2, 2022. • Bid Due: 3:00 MT (our clock) on February 9, 2022. Method of Award The City reserves the right to award the bid to the lowest priced, which includes freight, responsive and responsible bidder with consideration at the City’s sole discretion to the following additional factors: delivery lead times, reference checks, and exceptions to the Specifications will also be considered. Agreement The awarded Vendor will receive a purchase order from the City authorizing orders and shall serve as the Agreement between the City and the Vendor. Vendor should not process any orders prior to the receipt of the Purchase Order. Delivery releases will be made against the Purchase Order throughout the year. Pricing will be held firm for a period of one (1) year from the date of the initial Purchase Order. Future orders may be authorized, at the option of the City, from this bid for a period of up to four (4) additional one (1) year terms from the date of initial Purchase Order. The awarded Vendor will be contacted to complete the Bid Form with updated pricing to be held firm for the subsequent one (1) year term. At their sole discretion, the City may choose to award a Purchase Order based off the updated information or may issue a new Bid. Invoices & Payments Invoices should be emailed to invoices@fcgov.com. A separate copy shall be emailed to the Project Manager. Payment terms are Net 30 days from the date of the invoice. Laws and Regulations The Vendor agrees to comply fully with all applicable State of Colorado and Federal laws and regulations and municipal ordinances and to include American Disabilities Act (ADA). ITB 9500 ANTHRACITE COAL AND SILICA SAND Page 7 of 10 Fees, Licenses, and Permits The successful Vendor shall be responsible for obtaining any necessary licenses, fees, or permits without additional expense to the City. All equipment shall be properly licensed and insured, carry the appropriate permits and be placarded as required by law. ITB 9500 ANTHRACITE COAL AND SILICA SAND Page 8 of 10 9500 ANTRHACITE COAL AND SILICA SAND CITY OF FORT COLLINS BID SUBMITTAL INSTRUCTIONS The following items must be provided in the bid submittal package: • Bid Submittal. (This form is separate in BidNet and must be filled out completely.) • Vendor Acknowledgement. (This form is separate in BidNet and must be filled out completely.) • Provide contact information for three (3) references. • If applicable, other documents may be submitted in Word or PDF format. Failure to submit any of the above may result in your bid being considered non-responsive. ITB 9500 ANTHRACITE COAL AND SILICA SAND Page 9 of 10 9500 ANTHRACITE COAL AND SILICA SAND BID SUBMITTAL BIDS DUE: 3:00 PM MT (our clock), FEBRUARY 9, 2022 9500 ANTHRACITE COAL AND SILICA SAND BID SCHEDULE VENDOR NAME: ANTHRACITE COAL PRODUCT DESCRIPTION COST PER TON TRUCK LOAD QUANTITY DELIVERY LEAD TIME 2022 2023 2024 2025 2026 SILICA SAND 2022 2023 Please state any exceptions to the Specifications and/or other terms of the bid or state N/A. ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ Please respond to the following questions on no more than one (1) page and submit with your bid. 1. Where is your proposed product sourced and do you anticipate that source to change during the contract term? Include information on the quality of the proposed product for use in potable water treatment including the AWWA and NSF Certifications. 2. What is the expected lead time? 3. Does your firm expect to ship and bill for skimming allowance/overage? If so, what percentage? 4. What is the truckload quantity for each item? 5. Does your firm provide a warranty for the materials? If so, please provide it with your response. 6. How is the material packaged for delivery? FCWTF requires delivery in 3,000- 4,000 lb Super Sacks with lifting sleeves. Please state whether or not you can provide this packaging. ITB 9500 ANTHRACITE COAL AND SILICA SAND Page 10 of 10 ACKNOWLEDGEMENT Vendor hereby acknowledges receipt of the City of Fort Collins Invitation to Bid and acknowledges that it has read and agrees to be fully bound by all the terms, conditions and other provisions set forth in 9500 Anthracite Coal and Silica Sand except as otherwise noted. Additionally, Vendor hereby makes the following representations to City: a. All of the statements and representations made in this proposal are true to the best of the Vendor’s knowledge and belief. b. The undersigned is authorized to do business in the State of Colorado and hereby proposes to furnish and/or perform the services set forth in the Scope of Work and Specifications, including all items listed on the Bid Schedule. c. Vendor commits that it is able to meet the terms set forth in the Invitation to Bid, and further acknowledges familiarity with all aspects of the project affecting the cost of the work to be performed. d. The undersigned does hereby declare and stipulate that this bid proposal is made in good faith, without collusion or connection with any other person or persons bidding for the same Work. e. This bid proposal is a firm and binding offer, for a period of 90 days from the date hereof. f. Vendor further agrees that the method of award is acceptable. g. Vendor acknowledge receipt of addenda. h. Vendor acknowledges no conflict of interest. i. Failure to provide a public viewing copy will be considered a waiver of any claim of confidentiality under Colorado Open Records Act (CORA). Vendor hereby waives any and all claims for damages against the City for the City’s good faith compliance with CORA. Legal Firm Name: Physical Address: Remit to Address: Phone: Name of Authorized Agent of Firm: Signature of Authorized Agent: Primary Contact for Project: Title: Email Address: Phone: Cell Phone: NOTE: ALL BID SUBMITTAL FORM PAGES MUST BE COMPLETED, SIGNED WHERE REQUIRED & RETURNED WITH YOUR BID PROPOSAL PACKAGE.