HomeMy WebLinkAboutCORRESPONDENCE - PURCHASE ORDER - 9110349Financial Services
Purchasing Division
215 North Mason Street
2nd Floor
PO Box 580
Fort Collins, CO 80522
970.221.6775
970.221.6707 - fax
fcgov. com/purchasing
January 4, 2011
Dear City of Fort Collins Water Treatment Chemical Vendor,
Congratulations on being awarded City of Fort Collins chemical business for the
coming year. As part of the requirement for being a selected vendor, the City
requests that you forward the following information as soon as possible:
MATERIAL SAFETY DATA SHEET (MSDS), and
NSF CERTIFICATION
Please forward your information via mail to:
City of Fort Collins Water Treatment Facility
4316 W LaPorte Avenue
Fort Collins, CO 80521
Attn: Rita DeCourcey
Or preferably, e-mail your information in pdf (Adobe) format to
rdecourcey@fcgov.com.
Thank you for supporting the mission of the City of Fort Collins Water Treatment
Facility.
Sincerely,
Ed Bonnette, C.P.M., CPPB
Buyer
City of Fort Collins Water Treatment Facility
FOrt Collins Standard Operating Procedure
ut+rty
Services
Purchasing Polymers
Author: Kevin Gertig
Section: Administration
Subject: FCWTF SOP for Polymer Purchases
Revision: Michele Hays -Johnson
Revision Date: December 1, 2010
n
Lisa Votltko, P.E.,
Chuck Gross, Plant Superintendent
PURPOSE
Establish guidelines for purchasing/delivering Polymers for the Fort Collins Water Treatment
Facility (FCWTF).
12.29 •ia
The mission of the Fort Collins Water Treatment Facility (FCWTF) is to "provide the community
with a continuous ample supply of treated water that is pleasing, wholesome, free from known
health risks, and affordable." Not only does the FCWTF take its role very seriously in providing
water of quality and quantity, it takes its fiduciary responsibility very serious. Consequently, the
FCWTF purchases products by determining the best value for the City. Best value is calculated by
combining the following four components: (1) the chemical has been tested in the Pilot Plant and/or
approved by the Sr. Process Engineer and or the Water Treatment Quality Coordinator; (2) the
chemical can meet or exceed all FCWTF standards, the AWWA standards, the NSF standards,
and any other regulatory agency standards; (3) the supplier can meet all the FCWTF requirements;
and (4) the cost is factored in once it has been determined that a supplier can meet items (1), (2),
and (3) above.
HEALTH AND SAFETY ISSUES
For detailed information, please refer to the MSDS. Polymers, both wet and dry create slip/fall
hazard. Polymer dust in an irritant to eyes and skin. Wear an approved full -face respirator. Use
caution in ALL areas where polymers are present. Polymers are used to enhance the formation
and settling characteristics of the floc formed in coagulation.
1. NFPA Hazard Rating includes:
• Health 0
• Flammability 1
• Reactivity 0
• Other
2. Personal Protective Equipment:
• Rubber gloves for hand protection. Use a full -face shield with dust cartridges. Vacuum
all spilled dry material. Clean liquid spill with "Polybreak" and cotton cloths. Dispose of
the cloths in the trash dumpster.
3. Delivery vehicles:
• Trucks leaking any liquids, powder substances, etc.; will not be allowed on FCWTF
property. All trucks must use chock blocks on tires; these blocks will be supplied by
FCWTF.
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City of Fort Collins Water Treatment Facility
Fort Collins
I"� �,;,,,Y Standard Operating Procedure
Services
Purchasing Polymers
- 4. Delivery Containers:
• .In accordance with AWWA B-600-96, the shipment method will be in covered trailers
and comply with the U.S. DOT regulations for hazardous materials.
INFORMATION FOR THE FORT COLLINS WATER TREATMENT FACILITY (FCWTF)
1. Polymers used as flocculent are budgeted in account 032201.534160.
2. Polymers used as filter aid are budgeted in account 032201.534170.
3. Polymers are used in the FCWTF to enhance coagulation, settling and filtration.
4. FCWTF requires that Polymers be delivered within 10 days of an order.
5. FCWTF will reject delivery of any bulk shipments, which appear to be contaminated or
breached via the shrink-wrapping. The Supplier will pay the freight charges for any rejected
shipments.
POLYMERS
1. Polymers must meet the Standard for Acrylamide and Epichlorohydrin level -Colorado Primary
Dinking Water Regulation Article 5.2.5
A. Acrylamide = 0.05% dosed at one ppm (or equivalent)
B. Epichlorohydrin = 0.015 dosed at 20 ppm (or equivalent)
C. Polymers must meet NSF Drinking Water Treatment Chemicals- Health Effects
Certification NSF/ANSI 60-2002 and NSF/ANSI Standard 61-Drinking Water System
Components — Health Effects. Federal Register (53FR25586).
D. Polymers must be pilot tested and approved prior to use to assure that the material meets
the criteria for coagulation enhancement for FCWTF. At this time (2004), only NALCO
8170 and NALCO 8110 are accepted based on performance testing.
SUPPLIER
1. Supplier must be able to supply Polymers in fifty -pound bags, shrink wrapped on pallets.
2. Supplier must be able to supply product within 10 days of the telephone order.
3. Supplier must provide a letter verifying that the product meets the mandated acrylamide
monomer levels. The analysis shall be submitted prior to delivery. The supplier must ensure
that the shipment is delivered in trucks that comply with the, US DOT regulations.
4. FCWTF requires delivery in covered trailers.
5. The supplier must ensure that each shipment is accompanied with a certified weight ticket.
6. Each year in January, the supplier will mail to FCWTF a new copy of the MSDS sheet and/or
the web site location of the most current version.
7. Each year in January, the supplier will mail to FCWTF a copy of the NSF Certification and
AWWA conformance letter.
8. Each year in January, the supplier will mail to FCWTF a letter of assurance that the product
meets the mandated acrylamide monomer level.
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City of Fort Collins Water Treatment Facility
Fort Collins
Standard Operating Procedure
Services
Purchasing Polymers
9. Supplier will be responsible for the shipping costs of the shipment if the delivery is rejected and
returned because it does not meet the standards expressed in this SOP.
DELIVERY
1. All chemical suppliers must fax to the FCWTF (970-221-6736) the following information prior
to delivery:
a) the name of the driver making the delivery
b) the numbers of the tractor and trailer transporting the chemical
2. 'Delivery trucks must park in the designated area on the north side of LaPorte Avenue
outside of the entrance gate. Use a cellular phone to call the facility at (970)221-6690 or
walk to the entrance kiosk and press the red call button. Please do not block the facility
entrance on LaPorte Avenue. All deliveries are checked by FCWTF personnel prior to
entry.
3. The receptionist or person answering the telephone must contact the Duty operator. The Duty
operator will verify the delivery from the schedule board. The operator or designee will meet
the truck outside the gate.
4. FCWTF personnel will verify that the faxed information matches the driver and the delivery
vehicle arriving at the FCWTF. If the driver's ID or the tractor and trailer numbers do not match,
the truck will not be allowed to enter the facility. The Plant Superintendent will be contacted
and the delivery may be rejected.
5. Delivery must be made within 10 days of the order being placed.
6. Delivery drivers are responsible to assist the off-loading the polymer. FCWTF staff unloads and
stores the pallets using a forklift.
7. Delivery drivers are required to chock and un-chock their trucks.
8. Delivery drivers should meet with the operator to become, familiar with the location of phones,
alarms, and emergency showers that are nearest to the off-load location.
9. FCWTF will reject delivery of any bulk shipments that are leaking, forming ice on the outside of
valves or have damaged piping, tubing, hoses, or fittings.
PURCHASING
1. All contracts and purchases will be made in accordance with the City of Fort Collins
Purchasing Department (FCPD) Purchasing Procedures. A copy can be obtained through the
Purchasing Department. The Purchasing Department will ensure adherence to the FCPD
Purchasing Procedures.
2. FCWTF requires that all suppliers submit the names, locations, and phone numbers of three
current clients as part of any bidding process.
3. FCWTF requires that all suppliers submit a list of intended delivery agents (motor carrier) and
a letter from the U.S. Department of Transportation, Federal Highway Administration, stating
the Motor Carrier Safety Rating for the company as part of any bidding process. Each listed
motor carrier's rating must be Satisfactory or above to be considered in the bidding process.
4. FCPD representatives are responsible for ensuring that the items noted in this SOP could be
met by the supplier before any contract is awarded.
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City of Fort Collins Water Treatment Facility
Fort Collins
Standard Operating Procedure
$eNILBS
Purchasing Polymers
5., The FCWTF and FCPD will establish, at the beginning of each New Year, a Blanket Purchase
Order.
6. FCWTF Superintendent or his designee will place delivery orders on that Purchase Order
throughout the year. FCWTF must be able to place orders using telephone, fax, or electronic
mail.
7. When placing an order, a delivery date will be specified.
8. This SOP can act as the sole -source justification if only, one supplier can meet the criteria
specified above.
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