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HomeMy WebLinkAboutRFP - 8428 LIQUID CARBON DIOXIDERFP 8428 Liquid Carbon Dioxide Page 1 of 12 REQUEST FOR PROPOSAL 8428 LIQUID CARBON DIOXIDE The City of Fort Collins is requesting proposals from qualified firms to provide liquid carbon dioxide to the Water Treatment Facility. As part of the City’s commitment to Sustainable Purchasing, proposals submission via email is preferred. Proposals shall be submitted in a single Microsoft Word or PDF file under 20MB and e-mailed to: purchasing@fcgov.com. If electing to submit hard copy proposals instead, three (3) copies, will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals must be received before 3:00 p.m. (our clock), December 2, 2016 and referenced as Proposal No. 8428. If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Please note, additional time is required for bids mailed to the PO Box to be received at the Purchasing Office. The City encourages all Disadvantaged Business Enterprises (DBEs) to submit proposals in response to all requests for proposals. 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. Questions concerning the project should be directed to Pat Johnson, CPPB, Senior Buyer at pjohnson@fcgov.com in written format. Please format your e-mail to include: RFP 8428 Liquid Carbon Dioxide in the subject line. The deadline for question submittal is November 21, 2016 at 4:00 pm. A copy of the RFP may be obtained at www.rockymountainbidsystem.com. The City of Fort Collins is subject to public information laws, which permit access to most records and documents. Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible. Proposals may not be marked ‘Proprietary’ in their entirety. All provisions of any contract resulting from this request for proposal will be public information. New Vendors: The City requires new vendors receiving awards from the City to fill out and submit an IRS form W-9 and to register for 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. 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, Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing RFP 8428 Liquid Carbon Dioxide Page 2 of 12 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. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. 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. Sustainability: Consulting firms/teams participating in the proposal are to provide an overview of the organization’s philosophy and approach to Sustainability. In no more than two (2) pages please describe how your organization strives to be sustainable in the use of materials, equipment, vehicles, fuel, recycling, office practices, etc. The City of Fort Collins incorporates the Triple Bottom Line into our decision process by including economic (or financial), environmental, and social factors in our evaluation. The selected Service Provider shall be expected to sign the City’s standard Agreement without revision prior to commencing Services (see sample attached to this Proposal). Sincerely, Gerry S. Paul Purchasing Director RFP 8428 Liquid Carbon Dioxide Page 3 of 12 I. BACKGROUND AND OBJECTIVE A. Background The City of Fort Collins is a full-service municipal organization operating under a home rule, Council-Manager form of government. Various national organizations and magazines recognize Fort Collins as one of the best places to live in the nation. Sixty miles north of Denver, Fort Collins is home to Colorado State University (CSU), with 32,000 students, several large high-tech employers, and leading businesses in the brewing industry. The community includes 43 natural areas, a variety of cultural amenities, and is renowned for its bike-friendly, small-town feel. It has access to outdoor activities and local cultural amenities. 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. Fort Collins Utilities serve 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. B. Objective The City of Fort Collins Water Treatment Facility, located at 4316 Laporte Avenue, Fort Collins, CO uses Liquid Carbon Dioxide in the Corrosion Control program. Carbon Dioxide and Lime are combined at the pre-treatment and the clearwell stage of the water treatment process to add alkalinity and hardness to the water and thereby provide corrosion control within the water distribution system. II. SCOPE OF PROPOSAL A. Scope Of Work 1. Liquid Carbon Dioxide Requirements a. Product supplied shall meet the most current AWWA Standard and NSF60 Standard for Liquid Carbon Dioxide. Several items listed in the Standard are listed here: i. Commercial carbon dioxide suitable for use will have a carbon dioxide content of at least 99.5 percent, by weight. ii. CO2 shall contain no soluble inorganic or organic substances in quantities capable of producing deleterious or injurious effects on the health of those consuming the water or that would otherwise render the water that had been treated properly with CO2 unfit for public use. • Potential impurities include: hydrocarbons, hydrogen sulfide, nitrogen dioxide, ammonia, radon, and sulfur dioxide. iii. Water content of CO2 shall not exceed 220 ppm (volume per volume (v/v)-32 degrees F) at the time of delivery. 2. Estimates of Quantities/Amounts Estimated annual volume for bidding purposes is 215 liquid tons. The estimates is based on actual procurements over the past twelve (12) month period and/or projection for the next twelve (12) month period. Liquid carbon dioxide is typically delivered in 19 to 20 ton quantities. These quantities/amounts are given solely as a RFP 8428 Liquid Carbon Dioxide Page 4 of 12 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 successful vendor(s) shall be obligated to honor all individual releases of orders for the commodities/services noted on the award, through the firm price period. 1. 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 Fort Collins Water Treatment Facility Standard Operating Procedure and EMS Guide for Contractors and Vendors are to be adhered to. Lack of compliance with these two documents is grounds for cancellation of the purchase order/agreement. Federal Hazardous Materials Regulation 49 CFR Parts 100-185 apply to purchases and delivery of this product. 3. Delivery Instructions In addition to the FCWTF SOP, Contractor must: a. Notify the Treatment Plant 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 8:00 a.m. and 3:00 p.m. b. Assume full responsibility for all transportation, transportation scheduling, packing, handling, insurance and other services associated with delivery of all products under this Contract. c. Be responsible for complying with any applicable federal, state, and municipal laws, codes and regulations in connection with the execution of the services. d. Provide and maintain chemical containers. e. The Contractor shall file all claims and bears all responsibility for the products from the point of origin to the City’s destination. f. Provide certified drivers familiar with the related hazards, safety measures, and spill cleanup procedures. 4. 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 Contractor leave the container past the delivery date. 5. Fees, Licenses & Permits The successful contractor 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 RFP 8428 Liquid Carbon Dioxide Page 5 of 12 required by law. 6. Protection Of Property All existing structures, utilities, services, roads, trees, shrubbery, etc. located on City property shall be protected against damage or interrupted services at all times by the Contractor during the term of the awarded contract. The Contractor shall be held responsible for repairing or replacing any and all property which is damaged by reason of the Contractor's operation on the property to the satisfaction of the City. 7. Work Hours No shipment will be accepted on holidays or weekends, unless requested by the City. The delivery shall be made between the hours of 8:00 a.m. and 3:00 p.m. B. Security Clearance and Criminal Background All employees provided by the Contractor for assignment to any City of Fort Collins facility must have a clean criminal background. Awarded firm will be required to facilitate, prior to acceptance of employment, background screening of all employees at Contractor’s expense. In the event that a background check raises questions about the trustworthiness, fitness for provision of services under this Agreement, competence or suitability of any individual working with members of the general public, such individual shall not be employed in connection with the services or activities required. Violation of this specification will be grounds to terminate services with the chemical provider. The City reserves the right, at its discretion, to preclude any manager, supervisor or employee from providing services under this contract. C. Interviews In addition to submitting a written proposal, firms may be interviewed by the City of Fort Collins and asked to do an oral presentation about their company, their product and processes. D. Use of Subcontractors/Partners There may be areas for use of subcontractors or partners from the award of this RFP. Contractors will be responsible for identifying the subcontractors it intends to engage under this contract as part of the proposal. Please keep in mind that the City will contract solely with your company, therefore subcontractors/partners remain your sole responsibility. E. Schedule The City has established the target schedule shown below for the RFP. The City reserves the right to amend the target schedule at any time. RFP issuance November 11, 2016 Questions due November 21, 2016 Proposal due date December 2, 2016 Agreement start date January 1, 2017 RFP 8428 Liquid Carbon Dioxide Page 6 of 12 F. Formatting Proposal Limit the total length of your proposal to a maximum of twenty five (25) 8 ½ x 11” pages (excluding cover pages, table of contents, dividers, 11” x 17” fee spreadsheet (if used), sustainability response and proposal acknowledgement form). Font shall be a minimum of 10 Arial and margins are limited to no less than .75 for sides and top/bottom. Fee spreadsheet must be a minimum of 10 Arial in printed format. G. Award City will award contract to the Contractor with the per the Review and Assessment section below. The awarded firm will have submitted a responsive and responsible proposal, and will need to have provided a representative product sample that has been tested in the Pilot Plant for a period of one year, and/or has been approved by the Water Treatment Plant Superintendent as meeting all of the requirements stated in the FCWTF Standard Operating Procedure Purchasing Liquid Carbon Dioxide (SOP) and other requirements as stated in this document. It is understood that if a new firm is selected to receive the award, that firm may have to delay supplying material to the City for the period of at least one year in order to have their product tested by the City. During such period, the City will purchase from the next highest evaluated responsible, responsive proposer. The City of Fort Collins reserves the right to split the bid award in whatever percentages are most advantageous to the City. H. Contract A Blanket Purchase Order will be established at the beginning of each new year and will act as the Contract between the City and the Contractor. Delivery releases will be made against that Purchase Order throughout the year. The price is expected to be held for a period of one (1) year from the due date of the bid. After the initial year, the association between the City and Contractor may be extended via a new blanket purchase orders for one year periods not to exceed four (4) additional one year periods. Price change in subsequent years is subject to negotiation and mutual agreement of both parties. Failure to comply with all of the requirements outlined in the document “Fort Collins Water Treatment Facility Standard Operating Procedure Purchasing Liquid Carbon Dioxide” (SOP) may result in the immediate cancellation of the Blanket Purchase Order. I. Insurance At time of award, Contractor shall provide valid certificates of insurance as required. See insurance exhibit for requirements. RFP 8428 Liquid Carbon Dioxide Page 7 of 12 III. PROPOSAL SUBMITTAL For this section, contractors are required to provide detailed written responses to the following items in the order outlined below. The responses shall be considered technical offers of what contractors propose to provide and shall be incorporated in the contract award as deemed appropriate by Utilities. A proposal that does not include all of the information required may be deemed incomplete and may be declared non-responsive and subject to rejection. Responses must include all of the items in the order listed below. It is suggested that the Contractors include each of the City’s questions with their response immediately following the question. The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal. A. Executive Summary The Executive Summary should highlight the content of the proposal and features of the program offered, including a general description of the program and any unique aspects or benefits provided by your firm. Any exceptions to the agreement shall be made in the executive summary as well. B. Company Information 1. Describe the Company’s business and background 2. Primary contact information for the company including contact name and title, mailing address, phone number, and email address. 3. Number of years in the business 4. Details about ownership 5. An overview of services offered and qualifications 6. Size of the firm 7. Location(s) of offices 8. Complete Exhibit A, Proposal Acknowledgement. 9. Describe the company’s structure, including an organizational chart, which illustrates leadership and roles. C. Scope of Proposal 1. Provide a detailed narrative of the services proposed if awarded the contract per the scope above. Include details of how to place orders, delivery of material, unloading, documentation etc. 2. Identify what portion of work, if any, may be subcontracted. 3. In no more than two (2) pages please describe how your organization will adhere to the requirements set forth in the attached SOP and EMS Guide. 4. The Contractor shall submit information on how the chemical will be transported. If applicable, include information regarding the subcontractor to be used for transporting the chemical, such as the name of firm to be used, their history with your firm and previous experience transporting chemicals. RFP 8428 Liquid Carbon Dioxide Page 8 of 12 5. The Contractor shall submit information on where the chemical is sourced and if they anticipate that source will change during the contract term. Include information on the quality of the chemical for use in potable water treatment including the AWWA and NSF Certifications. 6. Describe in detail how your firm provides the following: • Quality Assurance methods • Quality Guidelines • Performance Standards D. Firm Capability & Assigned Personnel The Contractor should provide the following information: 1. A list of qualifications for your firm and qualifications and experience of your firm in supplying and delivering the material to the City, as described above. 2. The Contractor is to provide the names, locations, and phone numbers of five current clients, similar to the City, who receive liquid carbon dioxide from your firm. Include the owner’s name, title of project, beginning price, ending price, contact name, email and phone number, sub-contractors on the team and a brief description of the work. 3. The Contractor is to provide 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 the bidding process. Each listed motor carrier’s rating must be Satisfactory or above to be considered in the bidding process. E. Availability & Safety 1. Is your firm able to respond as requested? 2. Provide a copy of an inspection report/checklist/worksheet used when preventative maintenance services are performed. 3. Provide your firm’s OSHA reportable accident rate and current workman’s compensation Experience Modification Rate (EMR) for the last 3 years. 4. Address your company’s safety program and any additional information that would be useful in demonstrating your approach to a safe work site. Unsafe conditions to the public, owner, engineer, and contractor are not an option. 5. Provide a list of all projects in the last 3 years that have received an OSHA citation either to the GC or sub-contractor on the jobsite and provide a narrative of the citations. Limit your response to projects that have occurred in the Rocky Mountain region. 6. Describe the methods and timeline of communication your firm will use with the City’s Project Manager and other parties. F. Sustainability/TBL Methodology In no more than two (2) pages please describe how your organization strives to be Sustainable in the use of materials, equipment, vehicles, fuel, recycling, office practices, etc.. Address how your firm incorporates Triple Bottom Line (TBL) into the workplace, see below in Section IV: Review and Assessment for additional information. G. Cost In your response to this proposal, please provide the following: RFP 8428 Liquid Carbon Dioxide Page 9 of 12 1. What is the price per liquid ton of Liquid Carbon Dioxide, per most current AWWA Standard and NSF60 Standard for Liquid Carbon Dioxide, delivered price to Fort Collins Water Treatment Facility. (NOTE: Bid price is to include any & all hazmat charges, delivery charges, regulatory compliance charges, permits, transportation charges, etc.) 2. Is your firm able to hold the price for at least one (1) year? 3. What unit of measure is used for invoicing? H. Additional Information Provide any information that distinguishes Contractor from its competition and any additional information applicable to this RFP that might be valuable in assessing Contractor’s proposal. Explain any concerns Contractor may have in maintaining objectivity in recommending the best solution for Utilities. All potential conflicts of interest must be disclosed. IV. REVIEW AND ASSESSMENT Professional firms will be evaluated on the following criteria. These criteria will be the basis for review and assessment of the written proposals and optional interview session. At the discretion of the City, interviews of the top rated firms may be conducted. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. Firms will be evaluated on the following criteria: price, compliance with specifications and the City’s SOP, delivery lead times and exceptions taken. WEIGHTING FACTOR QUALIFICATION STANDARD 2.0 Scope of Proposal Does the proposal address all elements of the RFP? Does the firm, its products and subcontractors (if applicable) meet all of the certifications and requirements? Are there any exceptions to the specifications, SOP, or EMS Guide? Are quality assurance controls adequate? 2.0 Firm Capability & Assigned Personnel Do the persons who will be working on the project have the necessary skills and qualifications? Are sufficient people of the requisite skills and qualifications assigned to the project? Does the firm have the resources, financial strength, capacity and support capabilities required to successfully complete the project on-time and in-budget? Does the firm have a consistent positive track record of delivering chemicals on-time in conformance with the specifications? 1.0 Availability & Safety Are other qualified personnel available to assist in meeting the service requirements? Are OSHA Illness/Injury Rate, OSHA Lost Work Day Incidence Rate and Workman’s Comp Experience Modification RFP 8428 Liquid Carbon Dioxide Page 10 of 12 Rate Insurance multiplier consistent with industry standard. 1.0 Sustainability/TBL Methodology Does the firm demonstrate a commitment to Sustainability and incorporate Triple Bottom Line methodology in both their Scope of Work for the project, and their day-to-day business operating processes and procedures? 2.0 Cost Does the proposal included detailed cost break-down for each cost element as applicable and are the line- item costs competitive? Do the proposed costs compare favorably with the Project Manager's estimate? Definitions Sustainable Purchasing is a process for selecting products or services that have a lesser or reduced negative effect on human health and the environment when compared with competing products or services that serve the same purpose. This process is also known as “Environmentally Preferable Purchasing” (EPP), or “Green Purchasing”. The Triple Bottom Line (TBL) is an accounting framework that incorporates three dimensions of performance: economic, or financial; environmental, and social. The generally accepted definition of Andrew Savitz for TBL is that it “captures the essence of sustainability by measuring the impact of an organization’s activities on the world…including both its profitability and shareholders values and its social, human, and environmental capital.” REFERENCE EVALUATION (TOP RATED FIRM) The Project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. QUALIFICATION STANDARD Overall Performance Would you hire this Professional again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Professional responsive to client needs; did the Professional anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge a) If a study, did it meet the Scope of Work? b) If Professional administered a construction contract, was the project functional upon completion and did it operate properly? Were problems corrected quickly and effectively? RFP 8428 Liquid Carbon Dioxide Page 11 of 12 EXHIBIT A PROPOSAL ACKNOWLEDGEMENT Contractor hereby acknowledges receipt of the City of Fort Collins Utilities’ Request for Proposal and acknowledges that it has read and agrees to be fully bound by all of the terms, conditions and other provisions set forth in the RFP. Additionally, the Contractor hereby makes the following representations to Utilities: a. All of the statements and representations made in this proposal are true to the best of the Contractor’s knowledge and belief. b. The Contractor has obtained all necessary authorizations and approvals that will enable the Contractor to commit to the terms provided in this proposal. c. This proposal is a firm and binding offer, for a period of 180 days from the date hereof. d. I further agree that the method of award is acceptable to my company. e. I also agree to complete the proposed Agreements with the City of Fort Collins within 30 days of notice of award. f. If an Agreement is not completed and signed within 30 days, City reserves the right to cancel and award to the next highest rated firm. g. I acknowledge receipt of addenda. Contractor Firm Name: Physical Address: Remit to Address: Phone: Authorized Agent of Firm Name: Signature of Authorized Agent: Primary Contact for Project: Title: Email Address: Phone: Cell Phone: RFP 8428 Liquid Carbon Dioxide Page 12 of 12 EXHIBIT B INSURANCE REQUIREMENTS 1. 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, and containing substantially the following statement: "The insurance evidenced by this Certificate will not be cancelled or materially altered, except after ten (10) days written notice has been received by the City of Fort Collins." 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. 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 for any claims arising out of work performed under this Agreement. 2. 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: 1. Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Service Provider shall maintain during the life of this Agreement such commercial general liability and 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 each coverage, Commercial General and Vehicle, 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.