HomeMy WebLinkAboutBID - 9858 BIOFILTER MEDIA
ITB 9858 Biofilter Media
INVITATION TO BID
9858 BIOFILTER MEDIA
BIDS DUE: 3:00 PM MT (our clock), SEPTEMBER 21, 2023
The City of Fort Collins is requesting bids from qualified Vendors to supply Biofilter Media.
Rocky Mountain E-Purchasing System hosted by BidNet:
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.
The City encourages all disadvantaged business enterprises to submit bid in response to all
invitations to bid. No individual or business will be discriminated against on the grounds of race,
color, sex, or national origin. It is the City’s policy to create a level playing field on which DBEs
can compete fairly and to ensure nondiscrimination in the award and administration of all
contracts.
A copy of the Bid may be obtained at http://www.bidnetdirect.com/colorado/city-of-fort-collins.
Questions should be submitted at any time, in writing via email, to JD McCune, Buyer II at
jmccune@fcgov.com. Final questions shall be submitted no later than 3:00 p.m. MT (our clock)
on September 6, 2023. Please format your email to include: 9858 Biofilter Media in the subject
line. Questions 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.
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.
Financial Services
Purchasing Division
215 N. Mason St. 2nd Floor
PO Box 580
Fort Collins, CO 80522
970.221.6775
fcgov.com/purchasing
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ITB 9858 Biofilter Media
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.
Colorado Open Records Act: The City is a governmental entity subject to the Colorado Open
Records Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any bid submitted hereunder is subject
to public disclosure by the City pursuant to CORA and City ordinances. All submitted bids, Bid
Forms, and the awarded contract will be considered public records subject to disclosure
under CORA. By responding to this Bid, Vendor hereby waives any and all claims for damages
against the City for the City’s good faith compliance with CORA.
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. Bid prices must be held firm
for a period of ninety (90) days after bid openings.
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 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.
Freight Terms: Unless otherwise noted, all freight is F.O.B. Destination, Freight Prepaid. All
freight charges must be included in prices submitted on proposal.
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.
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ITB 9858 Biofilter Media
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 a new Vendor receiving awards from the City to submit
IRS form W-9 and requires all Vendors 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
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ITB 9858 Biofilter Media
I. GENERAL INFORMATION
A. 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: August 25, 2023
Question deadline: 3:00 PM MT on September 6, 2023
Final Addendum: September 13, 2023
Bid Due Date: 3:00 MT (our clock) on September 21, 2023
B. Method of Award
The City reserves the right to split the bid award in whatever percentages are most
advantageous to the City.
This project will be awarded based on price, proposed means and methods for completing
services, and Vendor availability to provide the services and materials.
Future orders may be authorized, at the option of the City, from this bid for a period of three
years after bid closing date. Satisfactory pricing and delivery are required for future orders
based on this bid.
C. Agreement
The awarded Vendor will receive a Purchase Order from the City authorizing work under this
Agreement. Vendor should not begin any Work prior to receipt of the Purchase Order.
At the option of the City, the Agreement may be extended for up to two (2) additional one (1)
year periods. Renewals and pricing changes shall only be negotiated at time of renewal and
agreed to by both parties at least thirty (30) days prior to Agreement expiration. Written notice
of renewal shall be provided to the Vendor and mailed no later than thirty (30) days prior to
the Agreement expiration date. Rates shall be escalated no more than three percent (3%) per
year. Overhead, profit, insurance, general & administrative expenses shall be included in the
line item pricing stated in the Bid Schedule.
D. Invoices & Payments
Invoices should be emailed monthly or after a shipment to invoices@fcgov.com with a copy
to the Project Manager. The cost of the item(s) delivered shall be paid to the Vendor each
month following the submittal of a correct invoice. Vendor should include Purchase Order
Number and a detailed description of item(s) on each invoice submitted. The City pays
invoices on Net 30 terms.
E. Fees, Licenses, 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.
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ITB 9858 Biofilter Media
F. Laws and Regulations
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.
The Vendor agrees to comply fully with all applicable local, State of Colorado and Federal
laws and regulations and municipal ordinances to include American Disabilities Act (ADA).
The Vendor further agrees to comply fully with the Occupational Safety and Health Act, all
regulations issued there under, and all state laws and regulations enacted and adopted
pursuant thereto.
G. Current Standards
All Work and/or materials must meet current standards in force by recognized technical and
professional societies, trade and material 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 applicable ANSI, OSHA, or
AWWA standards.
In addition, Vendor(s) must adhere to the following:
Drake Water Reclamation Facility EMS Guide for Vendors and Contractors, attached hereto
as Exhibit C and incorporated by this reference.
H. Insurance Requirements
Vendor(s) will provide, from insurance companies acceptable to the City, the insurance
coverage designated in Exhibit D Insurance Requirements, attached hereto and
incorporated by this reference.
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ITB 9858 Biofilter Media
II. BACKGROUND AND OBJECTIVE
A. Objective
The City of Fort Collins is requesting bids from qualified Vendors to supply biofilter media in
accordance with the Specification Section 13271-Biofilter Media, attached hereto as Exhibit
A and incorporated by this reference.
B. Background
The City of Fort Collins Utilities operates and maintains two water reclamation facilities within
the City’s service area. The Mulberry Water Reclamation Facility (MWRF), which is rated to
treat up to 6 MGD, began serving the City in 1948. The Drake Water Reclamation Facility
(DWRF), a 3-stage biological nutrient removal facility, has a treatment capacity up to 23 MGD,
provides overall redundancy and waste solids treatment of the City’s first wastewater
treatment facility, MWRF.
The Odor Control system treats foul air from DWRF and MWRF in organic biofilters. There
are biofilter cells that treat air located at the Solids area and Primary area at DWRF and one
area at MWRF. The air is transported via fans through the foul air ductwork to the odor control
biofilters.
The Odor Control biofilter cells hold a mixture of wood chips and compost. The City of Fort
Collins is requesting biofilter media to be hauled away and disposed or recycled. The awarded
Vendor(s) will also be responsible for providing and delivering the appropriate replacement
media. See attached Exhibit A Specification Section 13271 – Biofilter Media for details.
The locations of the biofilters are provided in the Site Map, attached hereto as Exhibit B and
incorporated by this reference.
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ITB 9858 Biofilter Media
III. SCOPE OF WORK
The City of Fort Collins is requesting services to provide and deliver appropriate replacement
media and/or transport and dispose or recycle existing media. Vendors are welcome to
provide bids for Options 1, 2, or 3 below (Please specify which options are to be provided):
Option 1: Material Delivery of Organic Materials:
See attached Exhibit A Specification Section 13271 – Biofilter Media for details.
The estimated material quantities are provided in the table below.
Option 2: Transport and Dispose or Recycle Existing Materials
Vendor to transport and dispose or recycle existing materials. Media may be recycled
utilizing the Vendors composting process. Samples of media can be provided upon
request.
Option 3: Material Delivery of Organic Materials AND Transport and Dispose or Recycle
Existing Materials
Provide services for both Options 1 and 2.
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ITB 9858 Biofilter Media
IV. BID SUBMITTAL
The bid shall be considered technical offers of what Vendor propose to provide and shall be
incorporated in the contract award as deemed appropriate by the City. A bid that does not include
all of the information required may be deemed incomplete and may be subject to rejection.
The following items must be provided in the bid submittal package:
1. Completed Bid Submittal Form including:
Bid Schedule
Experience & References List, providing documentation of at least three (3)
reference projects.
List of Subcontractors to be used on project (if applicable).
2. An overview of your company, a list of essential equipment that will be used, and a
description of the means and methods for completing services.
Vendors that can provide both material deliveries, transport, and disposal or recycling services
may be prioritized.
Failure to submit any of the above may result in your bid being considered non-responsive.
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ITB 9858 Biofilter Media
9858 BIOFILTER MEDIA
BID SUBMITTAL
VENDOR NAME:
SUBMITTAL DATE:
A. BID SCHEDULE
Description Qty Unit Price
DWRF Solids Biofilters
Transport and disposal of expended media 780 CY $
Clean Media 140 CY $
Blended Media 840 CY $
Delivery of New Media 980 CY $
DWRF Primary Biofilters
Transport and disposal of expended media 1500 CY $
Clean Media 270 CY $
Blended Media 1615 CY $
Delivery of New Media 1890 CY $
MWRF Biofilters
Transport and disposal of expended media 145 CY $
Clean Media 40 CY $
Blended Media 220 CY $
Delivery of New Media 250 CY $
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ITB 9858 Biofilter Media
B. EXPERIENCE & REFERENCES LIST
PROJECT #1
Project Name:
Project Type:
Location:
Contract Amount: $
Client:
Contact Name: Title:
Phone: Email:
Start Date: Completion Date:
Was the Project completed on time? Yes No
If no, please describe:
Was the Project completed within the original budget? Yes No
If no, please describe:
Additional information:
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ITB 9858 Biofilter Media
PROJECT #2
Project Name:
Project Type:
Location:
Contract Amount: $
Client:
Contact Name: Title:
Phone: Email:
Start Date: Completion Date:
Was the Project completed on time? Yes No
If no, please describe:
Was the Project completed within the original budget? Yes No
If no, please describe:
Additional information:
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ITB 9858 Biofilter Media
PROJECT #3
Project Name:
Project Type:
Location:
Contract Amount: $
Client:
Contact Name: Title:
Phone: Email:
Start Date: Completion Date:
Was the Project completed on time? Yes No
If no, please describe:
Was the Project completed within the original budget? Yes No
If no, please describe:
Additional information:
PLEASE NOTE: THE CITY RESERVES THE RIGHT TO REQUEST AND CONTACT ADDITIONAL
REFERENCES.
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ITB 9858 Biofilter Media
C. SCHEDULE OF SUBCONTRACTORS
Please list all subcontractors and their corresponding Work items in the space below. If not
applicable, please note “N/A”.
ITEM SUBCONTRACTOR
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ITB 9858 Biofilter Media
D. ACKNOWLEDGEMENT
Vendor hereby acknowledges receipt of the City of Fort Collins Bid and acknowledges that it
has read and agrees to be fully bound by all of the terms, conditions and other provisions set
forth in 9858 Biofilter Media 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. Vendor commits that it is able to meet the terms provided in this proposal.
c. This proposal is a firm and binding offer, for a period of 90 days from the date hereof.
d. Vendor further agrees that the method of award is acceptable.
e. Vendor also agrees to complete the proposed Notice of Award (NOA) with the City of Fort
Collins within 10 days of notice of award. If NOA is not completed and signed within 10
days, City reserves the right to cancel and award to the next highest rated firm.
f. Vendor acknowledges receipt of addenda.
g. Vendor acknowledges no conflict of interest.
h. 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: Email Address:
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.
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Official Purchasing Document
Last updated 10/2017
BID 9025 Water Reclamation Facility Biofilter Media Page 11 of 30
SPECIFICATION
SECTION 13271 - BIOFILTER MEDIA
PART 1 -- GENERAL
1.1 DESCRIPTION
A.Scope: This section specifies the materials for the biofilter media and
associated cover materials. Disposal of exhausted media and delivery of new
materials is also covered.
B.Type: The biofilter media shall be a blend of wood chips and yard waste
compost as specified herein.
1.2 SUBMITTALS
A. Furnish submittals two weeks prior to scheduled delivery.
B. For the biofilter media, the Contractor shall submit to the Owner’s
Representative, the following items:
1. Samples of wood chips and yard waste compost to be used for the biofilter
media.
Each sample shall be submitted in a full five (5) gallon bucket.
2. Sieve analysis of the wood chips to show compliance with the
requirements of paragraph 2.1.
3. Analysis of the yard waste compost showing the following:
a. Total solids content;
b. Stability by both the CO2 respiration and Solvita test methods;
c. Volatile solids content;
d. pH;
e. Conductivity; and
f. Sieve size analysis.
4. Identification of the source(s) where the materials will be obtained
PART 2 -- PRODUCTS
2.1 MATERIALS
A. Wood Chips:
1. Wood chips shall consist of the large fraction of ground wood that has been
EXHIBIT A
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Official Purchasing Document
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BID 9025 Water Reclamation Facility Biofilter Media Page 12 of 30
screened through a ¾-inch screen to remove the fine material. The wood chips
shall be clean and free of non-wood material, such as plastic, glass, rock and
metal, and shall contain less than four-percent bark by weight. Wood material
shall be from recycled construction materials which have been kiln-dried or in
some acceptable manner preserved. Raw wood products will not be
acceptable.
2. The wood chips shall meet the following gradation requirements:
Sieve Size Percent Passing
4” 90% to 100%
3” 60% to 90%
2” 20% to 60%
<1” 10%
B. Yard Waste Compost:
1. The leaf or yard waste compost shall be produced through thermophilic
forced aeration or turned windrow composting process. The compost
feedstock shall consist of leaves, grass, ground brush and tree trimmings.
The compost shall not contain manure, biosolids, or industrial sludges. All
compost shall be cured to the point that it is no longer self-heating. The
compost shall be free of subjective odor caused by contaminants or ongoing
decomposition.
2. The compost shall meet the following specifications:
C. Blended Media:
1. The biofilter media shall consist of a blend of 80% wood chips and 20% yard
waste compost blended by volume (+/- 5%). The material shall be
thoroughly wetted and completely blended before placement.
2. The Contractor is cautioned that after blending and wetting, the volume of the
yard waste compost will be significantly reduced such that the volume of
the blended media will essentially be the same as the original volume of
wood chips. Hence, Contractor shall ensure that there are sufficient
amounts of wood chips and yard waste compost to prepare the volume of
blended media required to fill the biofilter as shown on the Drawings.
Total Solids 35 to 55 percent
Volatile Solids >25 percent
pH 6.0 to 8.5
Soluble Salts <5.0 mS/cm
Stability CO2 respiration test <5.0 mg CO2-C/g compost C/day
Stability Solvita test Maturity index 6 or higher
Man-Made Inert or Foreign Material <1 percent by weight
Particle Size 100 percent passing ½-inch sieve
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Official Purchasing Document
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BID 9025 Water Reclamation Facility Biofilter Media Page 13 of 30
D.Bare Media
Bare media consists of 100% wood chips and 0% yard waste. This material is used
for bottom cover and top cover and shall be stockpiled separately from the blended
media at the jobsite.
PART 3 -- EXECUTION
3.1 Expended Media Disposal
A. The Contractor shall provide hauling services for the exhausted media in the
biofilters. The exhausted media consists of decomposed biofilter media and shall be
incorporated into the Contractor’s composting process. Disposal methods other than
recycling is prohibited.
3.2 New Media Blending
A. Contractor shall prepare the new media using the following procedure:
1. Place a bed of wood chips, (½ of the wood chips to be blended in the batch)
2. Add the compost to be blended in this batch to the wood chip bed.
3. Add the remaining wood chips over the compost.
4. With the front-end loader lift the material to the full reach of the loader and allow
the material to fall slowly by “feathering” the bucket.
5. While the material is falling, spray a high volume of water through it. A minimum
1½” hose is recommended.
B. The blending shall be done until the mixture has the appearance of a mud coated
wood chip with no clean wood visible.
C. The blended media shall be delivered within 48 hours of mixing.
3.3 Media Delivery
A. Contractor shall coordinate with Owner’s Representative on delivery dates and times.
B. To facilitate the layering of the media in the biofilter, the Contractor shall anticipate
delivering ½ of the bare media quantity per biofilter followed by total amount of the
blended media. The remainder of the bare media can then be delivered for topping off
the biofilter.
- END OF SECTION -
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DRAKE WATER RECLAMATION FACILITY
EXHIBIT B
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MULBERRY WATER RECLAMATION FACILITY
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EXHIBIT CPage 20 of 25
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EXHIBIT D
INSURANCE REQUIREMENTS
The Service Provider will provide, from insurance companies acceptable to the City, the insurance
coverage designated hereinafter and pay all costs. Before commencing work under this bid, the
Service Provider shall furnish the City with certificates of insurance showing the type, amount,
class of operations covered, effective dates and date of expiration of policies.
In case of the breach of any provision of the Insurance Requirements, the City, at its option, may
take out and maintain, at the expense of the Service Provider, such insurance as the City may
deem proper and may deduct the cost of such insurance from any monies which may be due or
become due the Service Provider under this Agreement.
Insurance certificates should show the certificate holder as follows:
City of Fort Collins
Purchasing Division
PO Box 580
Fort Collins, CO 80522
The City, its officers, agents and employees shall be named as additional insureds on the Service
Provider 's general liability and automobile liability insurance policies by marking the appropriate
box or adding a statement to this effect on the certificate, for any claims arising out of work
performed under this Agreement.
Insurance coverages shall be as follows:
A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain during
the life of this Agreement for all of the Service Provider's employees engaged in work
performed under this agreement. Workers' Compensation & Employer’s Liability insurance
shall conform with statutory limits of $100,000 per accident, $500,000 disease aggregate,
and $100,000 disease each employee, or as required by Colorado law.
B. General Liability. The Service Provider shall maintain during the life of this Agreement
such General Liability as will provide coverage for damage claims of personal injury,
including accidental death, as well as for claims for property damage, which may arise
directly or indirectly from the performance of work under this Agreement. Coverage for
property damage shall be on a "broad form" basis. The amount of insurance for General
Liability, shall not be less than $1,000,000 combined single limits for bodily injury and
property damage.
C. Automobile Liability. The Service Provider shall maintain during the life of this Agreement
such Automobile Liability insurance as will provide coverage for damage claims of
personal injury, including accidental death, as well as for claims for property damage,
which may arise directly or indirectly from the performance of work under this Agreement.
Coverage for property damage shall be on a "broad form" basis. The amount of insurance
for Automobile Liability, shall not be less than $1,000,000 combined single limits for bodily
injury and property damage.
In the event any work is performed by a subcontractor, the Service Provider shall be responsible
for any liability directly or indirectly arising out of the work performed under this
Agreement by a subcontractor, which liability is not covered by the subcontractor's
insurance.
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