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Exh 4CAGENDA ITEM NO: T tJ Q COMMISSION MEETING DATE: J Z ' I'~ ' !~ CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Polymer Annual Contract SUBIV~ITTED BY: Robert S. Kosoy, P.E., Director of Public Works ~~~ DATE: December 2, 1999 BACKGROUND: On Janacary 6, 1999 bids were opened for the City contract for Polymer for the Atlantic Beach Sewer Division. Bids packages were sent to eleven vendors. There were two bidders that successfully met all bid requirements. The City Commission awarded the contract to the low bidder, Leachem Industries. Polymer is a chemical used at the Atlantic Beach Wastewater Treatment Plant for sludge dewatering. City staff has spoken to Leachem Industries regarding an extension of their cuurent contract for one year at the current rates and they have agreed. Staff has been pleased with the performance of this contractor. As per Bid No. 9899-2: "The City reserves the right to renew the contract for two additional one-year periods pending a mutual agreement between the City and the Contractor, and a review of the contract performance by Contractor for the previous year." BUDGET: Polymer is budgeted as part of the operating supply account in the Atlantic Beach Sewer Utility Fund, Accotmt No. 4I0-4101-535-5200 in the amount of $14,000. RECOMMENDATION: Extend the Polymer contract for one additional year to Leachem Industries. ATTACHMENTS: 1 Bid specifications. 2. Bid Tabulation Sheet 3. Letter from Leachem Industries to extend contract, dated 12/2/99 REVIEWED BY CITY MANAGER: / ~~ A~,~~~~~,~ 1 ~~ •~s October 15,1998 CITY OF ATLANTIC BEACH 1200 SANDPIPER LANE ATLANTIC BEACH, FLORIDA 32233 (904) 247-5834 I. CONTRACT -Polymer for Wastewater Treatment Plants -Annual Contract The polymer shall be a cationic, acrylamide copolymer. If surfactants are present, they shall not create any foaming problems in the treatment process. Polymer shall be 60% strength or greater. It shall have a molecular weight (formula weight) of 8 million or greater. The polymer shall be an emulsion type, to be delivered in steel, 55 gallon drums. The field performance of the polymer shall be the criterion on which the contract is awarded. The polymer shall be able to meet certain performance standards. The polymer shall first be able to condition or thicken digested waste activated sludge to produce a clear supernatant. During this phase of sludge treatment, the polymer shall be capable of thickening a minimum of 150,000 gallons of sludge with a density of 15,000 mg~L, to approximately 60,000 gallons of sludge «~ith a density or thickness of 35,000 mg/l. No more than 18 gallons of raw polymer «~iIl be used during this phase. The final phase of sludge disposal will consist of treating the 60,000 gallons of 35,000 mg/1 thickened sludge to a density of 120,000 mail; at a weight of 60 wet tons. This final treated sludge shall be able to be loaded into roll-on/roll-off containers by a front-end loader tractor for final disposal at the Trail Ridge Landfill. This sludge must be capable of passing the paint filter test within 12 hours of treatment. Total polymer used during this part of the process shall not exceed 20 gallons. The above description is the normal bi-weekly sludge processing for the Atlantic Beach Sewage Treatment Plant. The prospective contractor must-be able to meet these treatment specifications prior to having his bid accepted. The contractor must be able tc make an appointment to field test his polymer. Only one polymer can be bid by the contractor. All field test costs are borne by the contractor. The contractor must supply, free of charge, enough polymer to complete the field test. Polymer of the successful bidder must be delivered in 55 gallon drums in minimum lots of six when ordered. If the mixture of polymer and carrying agents should separate, the mixture shall be considered defective, and the contractor shall replace the shipment free of charge. The contractor shall supply a Certificate of Analysis with each batch of polymer shipped. ~,vr 2/~s' Page 2 of 5 1. Resulting Contract It is the intention of the City of Atlantic Beach to retain one contractor to supply polymer. Any agreement or contract resulting from acceptance of a bid shall. be on forms either supplied by or approved by the City and shall contain, as a minimum, applicable provision of the request for bid. The City reserves the right to reject any agreement which does not conform to the Request For Bid and any City requirements for agreements and contracts. 2. Renegotiation During the contract period, the City reserves the right to restate and/or renegotiate with the Polymer Contractor such additions, deletions, or changes to the contract as maybe necessitated by law or changed circumstances. In the event that the City and the Contractor cannot come to a mutual agreement and negotiation on any such addition, deletion or change, that portion of the contract concerning the services in the addition, deletion, or change shall be terminated. 3. Contractor Contract Performance During the contract period, the Public Works Director or his or her designee shall assess the polymer contractor's performance on the contract and reserves the right to inspect the Contractor's materials and methods during any specific project. In the event of a breach of the contract by the Contractor or unsatisfactory performance as assessed by the Public Works Director, or if the Contractor performs in a manner that precludes the City from administering its functions in an effective and efficient manner, and if, after (301 days following written notice to the Contractor, the City will be authorized to cancel the contract, thereafter reserving the right to proceed against the Contractor for any and all damages permitted bylaw arising from said breach. The Contractor shall not be held responsible for any failure determined to the satisfaction of the Public Works Director to be due to any action or inaction on the part of the City. ~. Tax Identification Number Bidder must note Federal Employer I.D. Number on bid summary form. The City's Federal Employer I.D. Number is 59-60000267. s~rr. 3~S Page 3 of 5 II. BID SCOPE 1. Intent and Duration T~ is the intent of the City to select one contractor to provide polymer needed for .the City's Wastewater Treatment Plants. The objectives are to obtain the best polymer services while minimizing cost to the City. The period of the contract for polymer shall commence within thirty (30) days of selection of the polymer Contractor and shall terminate on one (1) year after the date of commencement. The City reserves the right to renew the contract for two additional one-year periods pending a mutual agreement between the City and the Contractor, and a review of contract performance by the Contractor for the previous year. Prices, terms and conditions shall remain firm through this contract period unless modified or canceled in accordance with the provisions of the bid. Bids shall be received until 2:30 PM, January 6. 1999 at the office of the Purchasing Agent at 1200 Sandpiper Lane. 2. Schedule for Selection October 27, 1998 -Mail Proposal Documents October 27-January 5, 1999 -Performance Testing Period January 6, 1999 -Receive Bids Prior to 2:30 P.M. January 11, 1999 -Anticipated City Approval January 12, 1999 -Anticipated Implementation Date of Contract January 12, 2000 -Anticipated Termination of Contract ~~ y/, Page 4 of 5 4. Bid Forms Bids are to be submitted on the attached Bid Summary Form or copies thereof. Bids will not be considered unless they are submitted on this form. It shall be assumed that polymer services which are offered, meet or exceed the ~~'equirements as stated in the accompanying specifications. This Bid Invitation presents the City's requirements under proposed methods of operation. Responses to this request should address these requirements. III. GENERAL REQUIltEMENTS The City intends to apply very strict requirements for timely delivery, high quality product, accurate invoicing and more specific requirements as will be necessary. The Citv's Right to Use Other Contractors: The City reserves the right to provide for additional services from other polymer or other type contractors, if the City so deems necessary. If the City elects to e;~ercise this right, the contract covered by the bid shall remain in effect as regards all terms, agreements and conditions without penalty or diminution of ongoing services as contained therein and previously provided by the successful Contractor in this bid. sir; ~S/S' Page 5 of 5 BID SHEET RAW POLYMER COST PER POUND ADDITIONAL COST FOR SHIPPING (ff ANY) (SHIPPING COST PER POUND OF POLYMER) TOTAL COST PER POUND OF RAW POLYMER SUBMITTAL: NAi`ZE OF COMPANY (BIDDER) BUSINESS ADDRESS CITY, STATE & ZIP CODE DATE: BY: 2B. /LB. S /LB. SIGNATURE TITLE TELEPHONE: FAX: BIDDER'S FEDERAL EMPLOYER I.D. NUMBER: SI ~ TABULATIgN OF ~i~~ P>11. ER F AS't'RUATF R CITY QF , O . FOR _ TREATMENT PLAIiTS•-12-MONTHS - _ ATLANTIC BEACFI, FLORIDA Unte of Olrening 1/G[99 a - .- - Department _?'_W. _-- - ' Cf11A (FORMERLY ALLIED ' (:YTEC INUUSTX]ES, TNC CALLAWAY L'lICTfICALS- FL~UBRAL SL'IiVICP h $ID NUMBER- 989`.1 Y -' --- L ULLUlUS) Suffolk VA West PaCLer:.on, N. J. !'OLYt1EIi DIVISION . SUPCLY, INC. LEACHEM INUUSTRIF,S Tirusville, FL , Columbus, CA SL. Auguctinr., FL Ehf BRIEF pESCRIP ' _,._ TiON - UNIP PRICE EX f. PRIGE UNIT PRICE EX f. PRICE UMT PRICE EXT. PRICE KNIT PRICK -- EXT. PRICC' UNIT PRICE E.XT. PRICE -~-- W POLYMER CU.",T PER PUUNll; - - _. r• QCC'' P -- p _2. _---~-. AUU' L OUST FOR SFiIFP1:NGZ_IF ANY :, - . --~-- ---~ ----- __- ..__- _ - - __-. - -- _ _ ~~ ---- ~- -- ---- _ --- --- ~b9_ . - ; ---- h ----~ - -~-_~ - - -- n _ (S ippi~ cusc PER PdUNU of - -- ' --.~--. . ---- ..-- ni I ol me r j • 0 ~; 3. _ ---- TOTAL COS'C PER POUND RAW PULYh1ER ____... --- - -------- ---- ---• __~ 9 b9 -'- __ Q1 __ _ ~ -.- ~- -- -.- - REQUIRED SUUMTTTALS: --- ------ ---.` _ . - , LD. TESTING pATA ON POLYHEfi / -_ ~ _ SUSIiITTh:U -- c - - __- --- --_ _ ~ 2, , URIGLNAI. INSfiRANCF. GEH1'lh'LL'A1'E° "~ --- --"---- - ~ _j. THItEE~3 REFERENCES / ...-,-_____ O w. 1'RUUF OF OC.CIIPATIUNAL LICENSL+ ~l A _ _. _. - _ tt ~._._ ftID Si1RMTTTF,U IN TRiYL1CA1'F __.. --- - -- -- ""----- - -"- N .- D(}C11M,H;NTS Rlt~fi~itF.t!!!:NTS (;IIE(,ILI, S'f ~. ~ - / __ _ - . ___._- eJ - _ _... __ _-_ _ ._. ---- - . ---- nl -. __ __--•--- .--- - ~--~- -~---- - --- ~---__._ _ ..-._..-.---- ._-. - --- - -~~--- - .. _ . '1 '~ _.-._. -. --_ - - - -- - . _- --- - --- --- ---- --- __- _. _.__ _- .- __ l - -- . _ __ .~ - -_ ~ COMl.1 EfJTS ~_-_.-_ ~ ;~ '' ------ ~ _ - - --- - - _ .--. -.~ _ -- - - - -- ~'t v ' ~ Amount [iudoetn(- ~' -- - - -- --- --- -- -' ------- - - -- -------~- ------- - - - \ 41 . 1" .12/02/1999 11:22 4073837942 LEAHCHEM INDUSTRIES P.O. BOX 5604 • 464Q Ceiie OoRo 'nlwvin®, Florida 32743-5304 PhCRe (40'~ 28a-0bta FAX: j407138~i-7812 City of Atlantic Beach 1200 Sandpiper Lane Atlantic Beach, Florida 32233-4381 December 2, 1999 RBF: Contract Extension-Bid # 9899-2 Attn: Donna Gentluaen: PAGE 01 Leahchem Industries Inc. will be happy to eactend the above mentioned Bid Contract for a one year period, under the same terms, price and conditions. We appreciate the opportunity to serve your Company and look forward to a long Continued Business &elationship. If Leahchem Industries can be of further assistance, please do nvt hesitate to contact us. Sincerely, LEAHCHEM INDUSTRIES, ZNC. ~~- Wapne ~• DeGarmo Vice Pzeaident WSDikla