Exh 4DAGENDA ITEM NO:
COMMISSION MEETIN ~ • Q
AGENDA ITEM:
SUBMITTED BY:
DATE:
BACKGROUND:
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
Orthophosphate Annual Contract
Robert S. Kosoy/Director of Public Works
August 3, 1999
On 9/23/98, bids were opened for the City contract for Orthophosphate for the Buccaneer Water
Division. There were two bidders that successfully met all bid requirements. The City Commission
awarded the contract to the low bidder, Calciquest, Inc. (Calciquest).
Calciquest has been providing the City with Orthophosphate since 1997. Orthophosphate is a chemical
used at the Buccaneer Water Treatment Plants for corrosion control.
City staff has spoken to Calciquest regarding an extension of their current contract for one year at the
can-ent rates and they have agreed. Staffhas been pleased with the performance of tlus contractor. As
per Bid No. 9798-39: "The City reserves the right to renew the contract for two additional one-year
periods pending a mutual agreement between the City and the vendor, and a review of the contract
performance by vendor for the previous year."
Orthophosphate is budgeted as part of the operating supply account in the Buccaneer Water Utility fiord
in the amolmt of $16,800.00 (page 124 of the FY 98/99 Budget).
400-4301-533-3400 Buccaneer Water
RECOMMENDATION: Extend the ORTHOPHOSPHATE contract for one additional year to
Calciquest, Inc.
ATTACHMENTS: 1. Invitation To Bid No.9798-39 with a bid date of 9/23/98
2. Bid Tabulation Sheet
• 3. Agreement to extend contract, signed by John Walsh.
REVIEWED BY CITY MANAGER:
CITY OF
>~2Qa~tic ~eacl - ~ecvuda
1200 S~,\DPIPER LA:~1E
_. .__. ... _ _ .... ......_._...-, ATLANTIC BEACH, FLORIDA 32233-351
TELEPHONE (90~i 2~7-5S18
~~ FA.Y 1901 2-I7-5819
August 31, 1998
CITY OF ATLANTIC BEACH
INVITATION TO BID
BID N0. 9798-39
NOTICE is hereby given that the City of Atlantic Beach, Florida, will
receive sealed bids, IN TRIPLICATE, in the Office of the Purchasing
Agent, 1200 Sandpiper Lane, Atlantic Beach, Florida 32233, until 2:30 P`~1,
Wednesday, September 23, 1998, for ORTHOPHOSPHATE (A CHEMICAL FOR THE
BUCCANEER WATER SYSTEM) FOR A 12-MONTH PERIOD. Thereafter, at 3:00 PM,
the bids will be opened in the City Hall Commission Chamber, 800 Seminole
Road, Atlantic Beach, Florida.
Bids shall be enclosed in an envelope endorsed "BID N0. 9798-39 -
ORTHOPHOSPHATE (A CHEti1ICAL FOR THE BUCCANEER WATER SYSTE~1), TO BE OPENED
AT 3:00 PM, WEDNESDAY, SEPTEMBER 23, 1998."
Bidding Documents, specifications, and information regarding the bid may
be obtained from the Office of the Purchasing Agent, 1200 Sandpiper Lane,
-Atlantic Beach, Florida, telephone (904) 247-5818.
DOCUMENTS REQUIRED TO BE SUB:fITTED IN BID PACKAGE AT BID OPENING:
1. ORIGINAL Insurance Certificates (copies, Xeroxes, and facsimiles
are UNACCE?'TABLE) naming the City of Atlantic Beach as Certificate
Holder, showing the bidder has obtained and will continue to carry
Workers' Compensation, public and private liability, and property
damage insurance during the life of the contract.
2. Three (3) references from companies or individuals for whom the
bidder has completed work during the past 12 months, of a
comparable size and nature as this project. However, naming the
City of Atlantic Beach as a reference on past completed projects is
UNACCEPTABLE.
3. Proof of Occupational License.
4. Signed copy of Documents Requirements Checklist.
Goods and services proposed shall meet all requirements. of the Ordinances
of the City of Atlantic Beach. The City of Atlantic Beach reserves the
right to reject any or all bids or parts of bids, waive informalities and
technicalities, make award in whole or in part with or without cause,
and to make the award in what is deemed to be in the best interest of the
City of Atlantic Beach. .
A person or affiliate who has been placed on the convicted vendor list
following a conviction for a public entity crime may not submit a bid on
a contract to provide any goods or services to a public entity, may not
submit a bid on a contract with a public entity for the construction or
repair of a public building or public work, may not submit bids on leases
of real property to a public entity, may not be awarded or perform work
as a contractor, supplier, subcontractor, or consultant under a contract
with any public entity, and may not transact business with any public
entity in excess of the threshold amount provided in Section 287.017
for a period of 36 months from the date of being placed on the convicted
vendor list. (Section 287.133(2), FLORIDA STATUTES).
Joan LaVake
Purchasing Agent
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BID SPECIFICATIONS
LIQUID LINEAR PHOSPHATE
Bidding Instructions:
Each bidder is required to complete and submit both the bid form and any information
called for in the Specifications section. All information submitted and lab testing will be
used with each bid to evaluate all products. Independent lab analysis may be used to
verify specifications requested. Failure to submit all of the required specifications may
result in the rejection of the bid.
Specifications:
1. Product must be certified for use in potable water by the National Sanitation
Foundation (NSF), approved for use in potable water supplies by the U.S.
Environmental Protection Agency, and comply with the U.S.D.A. Guide Requirements
for use in a public water supply. Appropriate certification letters must accompany the
bid.
2. Product must be able to function as a coagulation aide in the treatment process.
3. Product must sequester iron and manganese over a temperature range from five
(5) degrees to one hundred (100) degrees Centigrade, and have a shelf life in excess of
two years.
4. Product must function as a corrosion inhibitor without the presence of zinc.
5. Product must be able to gradually remove existing deposits without causing any
major cosmetic/quality problems to the end user.
6. Product must not increase bacteria colony counts in the distribution system.
Product must also not increase system chlorine demand on maintenance dosage.
7. Product must be a liquid and not precipitate out during normal handling and
storage.
8. Product must be non-toxic to humans by meeting the RMCL's (Recommended
Maximum Contaminant Level) as listed in the water chemicals codex. Must also have a
pH rgnge between five (5) and seven (7) (6.8 as a 1% solution) and not have injurious
effect on water department personnel or end user. Material Safety Data Sheet must
accompany the bid.
9. Successful bidder must be able to provide application instructions and must supply
the appropriate metering equipment.
10. Bidder must obtain finished water samples from the treatment plant and submit a
water quality analysis with the bid. Samples must be collected by the vendor and
analysis will include pH, hardness, iron, manganese, orthophosphate and total
phosphate.
11. The successful bidder must provide periodic water quality analysis to monitor and
verify the performance of product. These tests must be done on a quarterly basis.
12. Product and supplier must have a successful history of use in municipalities of
similar size for a period of at least five (5) years. Three (3) references must accompany
the bid for verification of product performance, delivery and technical support.
13. The city has already established that a product feedrate of 1.6 ppm is necessary
for optimum product performance. The awarding of this bid will be made on the basis of
price per pound. Price shall include freight, including liftgate service.
Product Specifications:
FORM- Liquid
GRADE: Food Grade
SPECIFIC GRAVITY: Minimum 1.36
WEIGHT: Minimum 11.4 lbs. per gallon
ODOR: None
APPEARANCE: Clear Liquid
pH: 4.5 +/- 0.3 (1 % solution 6.8)
SOLUBILITY: Must be 100%
BOILING POINT: Above 212 degrees F
SHELF LIFE: In excess of 2 years
FREEZE/THAW RECOVERY: Complete
PHOSPHATE CONTENT (as PO4): 36%
POLYPHOSPHATE CONTENT (as P04): 9%
ORTHOPHOSPHATE CONTENT (as P04): 27%
2
SPECIFICATIONS
These specifications are intended to provide the information by which prospective
bidders may understand the requirements of the City of Atlantic Beach relative to
furnishing and delivering orthophosphate/polyphosphate.
Description
Liquid Form - A clear, colorless, odorless liquid blend of orthophosphate and
polyphosphate, specifically selected to optimize controlling corrosion and scale in a
municipal water system.
Packaging
Liquid Form: OrthophosphatelPolyphosphate -the liquid orthophosphate /
polyphosphate shall be delivered by 55 gallon drums to Buccaneer Water Treatment
Plant, 902 Assisi Lane, Atlantic Beach, Florida 32233.
Physical Properties (or equivalent)
Liquid Form (orthophosphate/polyphosphate)
a. pH: 5.0 to 7.0
b. Orthophosphase content: 20% to 30% product as orthophosphate.
c. Approximate poundslgallon: 11 to 11.5
d. No phosphoric acid products in blending.
e. Ratio of orthophosphate to polyphosphate: approximately 3:1
Delivery Locations
Buccaneer Water Treatment Plant
902 Assisi Lane
Atlantic Beach, Florida 32233
AND
2848 Mayport. Road
Atlantic Beach, Florida 32233
Special Requirements
Liquid Form (orthophosphatelpolyphosphate) -delivery for the liquid shall be by a lift truck
capable of delivering 55 gallon drums to the delivery locations.
3
Amount
City of Atlantic Beach
Estimated Usage/Liquid:
Orthophosphate/polyphosphate 30-55 gallon drums
The quantities listed in the Contract Proposal are approximate and are for the purpose of
bid evaluation. The City reserves the right to order such quantity as may be required
during said period, but does not guarantee any minimum or maximum to be ordered during
the period specified.
Delivery Time
Shipments will only be received between the hours of 8:00 a.m. and 4:00 p.m., Monday
through Friday. Shipment shall be received within ten (10) days after receipt of order
from the City of Atlantic Beach Purchasing Department. Orders may be placed by
telephone, fax or via US Mail.
Successful Bidder
The successful bidder~shall have a qualified representative visit the plant and help
establish the effectiveness of the product, by the water insertion process (coupon
testing), and the use of corrosion monitoring instrumentation (corrator or equal
corrosion monitoring instrument) to determine the scaling or corrosion in the water
mains.
The successful bidder shall have a qualified person help balance the distribution
system fior corrosion control between the Buccaneer Water Treatment Plant 3 (902
Assisi Lane) and Buccaneer Water Treatment Plant 4 (2848 Mayport Road).
The product must maintain corrosion limits between the following mils per year (MPY).
Monitoring will be accomplished through the use of in-line distribution coupon testing
and corrosion monitoring instrumentation.
MPY Ranges:. (three-month testing intervals)
Ductile Iron <1 to 3.0 = (very good) AWWA Corrosion Standard
Cast Iron <1 to 3.0 = (very good) AWWA Corrosion Standard
Copper 0 to 0.15 = (very good) AWWA Corrosion Standard
Brass 0 to 0.15 = (very gaod) AWWA Corrosion Standard
These ratings are based upon the AWWA Standards-Corrosion Rate Guidelines.
These corrosion rate guidelines are recognized by the AWWA as a viable means in
determining the corrosiveness of municipal's water. The guidelines are as follows:
4
CORROSION RATE GUIDELINES
AWWA STANDARDS
STEEL
COPPER
Ductile Iron Cast Iron Copper. Brass
(MPY) (MPY) (MPY) (MPY)
Very Poor >10 >10 >1 >1
Poor 8-10 8-10 .35-1 .35-1
Fair 5-8 5-8 .2-.35 .2-.35
Good 3-5 3-5 .15-.2 .15-.2
Very
Good 1-3 1-3 <.I-.15 <.I-.15
Excellent <1 <1 0 0
If the product shall fall outside the acceptable ranges, the supplier will be required to
determine, through testing, an alternate phosphate or corrosion inhibitor to meet the set
MPY ranges for acceptability and replace the phosphate with the alternate phosphate,
including stock.
Safety
The supplier's truck must be equipped to safely handle and unload orthophosphate I
polyphosphate.
The supplier will also be required to provide, at no additional cost to the City, one (1)
four hour training session at Buccaneer Water Treatment Plant 3, each year, that meets
the Federal and State safety and right-to-know training requirements.
The education and instruction of the City's operations personnel shall be by a
qualified instructor familiar with the safe handling practices associated with the
orthophosphate! polyphosphate.
Course outlines shall be submitted by the supplier as part of the bid package
and approved by the City. The supplier shall be required to provide a letter
cerfifying the. course outlines meets the requirements listed above.
Session dates and times will be determined after award to.the successful bidder.
Failure to provide these services shall be considered default of the contract.
Technical Support
The successful bidder shall be required to provide technical support to the Water Plant staff
by phone and must respond to phone inquiries within one (1) business day. In addition,
the successful bidder may be required to visit the plant if a problem cannot be resolved
over the phone within four (4) days.
5
Award: The general criteria that will be used for the evaluation of this bid is set forth in
the general bidding requirements along with the responses as stated on the bid
proposal pages. Award of bid shall be made to the lowest, qualified and responsive
bidder(s) based on the total bid price.
The City reserves the right to award this contract through an approach which best
serves the interests of the City; i.e., to a.single vendor, multiple vendors, or by a
primary/secondary vendor basis, or on acategory-by-category basis.
Terms of Contract: This contract will commence on the date of award by the City of
Atlantic Beach City Commission, and be in effect for one year.
Contract Renewal: The City retains the right to renew this contract, with the consent
of the vendor, under the same terms and conditions for two (2) additional one-year
periods.
Termination: Should the Contractor be found to have failed to perform his services in
a manner satisfactory to the City as per Specifications, the City may terminate this
Agreement immediately for cause; further the City may terminate this Agreement for
convenience with a seven (7) day written notice. The City shall be sole judge of non-
performance.
6
LINEAR CHAIN PHOSPHATE
for the
CITY OF ATLANTIC BEACH BUCCANEER WATER DIVISION
LINEAR CHAIN PHOSPHATE
ESTIMATED ANNUAL USAGE - 30-55 GALLON DRUMS.
5 - 55 Gapon drums per delivery by lift truck equipped for transfer to the storage area.
BID AMOUNTS Brand Bid Price/Lb.
' (delivered in 55 gal drums)
Linear Chain Phosphate Aqua-Magr"', CalciQuestr"',
Calgonr"' or approved equal
Freight Charge
TOTAL
PRODUCT SPECIFICATIONS
General Requirement
Must have a shelf life of five year minimum, without stratification of settling.
Stable at 100 degrees C for extended periods.
Chemical and Physical Requirements
Form Clear homogeneous liquid, no particles > 2 microns
Formula Na56H3Ps,O,a
Total Phosphate 40% by weight
OrlholPoly ratio 30%!70% by weight
Food Quality 100%
pH of 1 % solution 6.8
Density 11.41bs./gal
Soluble in all proportions
BID N0. 9798-39 - ORTHOPHOSPATE (A CHEMICAL FOR THE BUCCANEER WATER
SYSTEM) FOR A 12-MONTH PERIOD
SUBMITTAL:
BY
BIDDER
BUSINESS ADDRESS SIGNATURE
CITY, STATE & ZIP CODE TITLE
DATE:
CONTACT PERSON:
TELEPHONE NUMBER:
BUSINESS TELEPHONE
TA.YPAYER=IDENTIFICATION NUMBER (Federal Employer Identification Number
OR Social Security Number):
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CITY QF
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FAX: 1-?04-822.0922
August Z, 1999
Ivlr. John Walsh
Calciquest, Inc.
181 Woodiawn Ave.
JE3eirnont, NC 280I2
Dear Mr. Walsh;
uoo s~ua~ ~
ATLAI'17IC aF.A~CH, FIARIT~ ~ j.~~
TBLEP9~ON1E f90a13~Si3C
r~x c9an) z~xaaa
As you are aware, the coutracr with tie City of Atlantic Beach for Orthophosphate expires on
September 30, 1949. ~ We would like to extend the contract for anpth,er year at the current prices,
if this is acceptable to your company. If acceptable, please sign below aad return to me before
August 4, 1999, so I can prepare a sta~repori for the City Commission to accept the extension.
We look forward tv recommending that we continue our contract with your company-
Sincerely,
Donna Kaluznia>fi
Assistatrt Public WorksDiroctor
CALCIQUEST, TNC. AGREES ~'O EXTEND '~-~ CONTRACT FOR ONE YEAR FOR AT
THE CUR>:tl=:t~ri' PRICE.
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