Annual Chemical Bid

CITY OF GAINESVILLE
INVITATION TO BID
BID No. 26024
ANNUAL CHEMICAL BID
Bid Release: 04/22/26
Bid Due Date: 05/14/26
Postal Return Address: Courier Delivery Address:
City of Gainesville City of Gainesville
Purchasing Office Purchasing Office
757 Queen City Parkway 757 Queen City Parkway
Gainesville, GA 30501 Gainesville, GA 30501
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City of Gainesville
Invitation to Bid
BID No.26024
Annual Chemical Bid
Sealed Proposals will be received by the City of Gainesville, Department of Water Resources, 757 Queen City
Pkwy, SW, Gainesville, GA. 30501 until 2:00 P.M., 05/14/26, for the Purchase of Annual Chemicals.
Bids will be opened at 1006 S. Bradford Street, Ext. Gainesville, GA. 30501 @ 2:05 pm
OVERVIEW
The City of Gainesville, Georgia (Hereafter also referred to as "The City") seeks Bids to provide Chemicals for its
- (a) Riverside Water Treatment Plant, 2120 Riverside Drive, Gainesville, GA 30501 (b) Lakeside Water
Treatment Plant, 5640 Jim Crow Road, Flowery Branch, GA 30542 (c) Flatcreek Water Reclamation Facility, 2641
Old Flowery Branch Rd., Gainesville, GA 30504 and (d) Linwood Water Reclamation Facility, 500 Linwood Drive,
Gainesville, GA 30501
Delivery of Chemicals is expected to be available for use at the Plants no later than July 1, 2026.
BID CORRESPONDENT
Upon Release of this Bid, all vendor communications concerning this acquisition must be directed to the
Purchasing Department correspondent listed below:
Tammy Grier
City of Gainesville Department of Water Resources
757 Queen City Parkway, Gainesville, GA. 30501
Phone: 770-531-2663
tgrier@gainesvillega.gov
Unauthorized contact regarding the Bid with other Gainesville City employees may result in disqualification.
Any oral communications will be considered unofficial and non-binding on the City of Gainesville. Vendor
should rely only on written statements issued by the Bid correspondent.
BID QUESTIONS
All questions must be submitted in writing to the Bid correspondent named above. Questions must be
received by 10:00 a.m., 05/6/26. A list of questions and answers will be provided to all known Bidders and by
request. Requests may be made to the Bid correspondent named above.
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BID RESPONSE DATE AND LOCATION
The Purchasing department must receive the vendors' Bid in a sealed envelope, in its entirety, not later than
2:00 P.M., Eastern Standard Time in Gainesville, Georgia on 05/14/26. Bids arriving after the deadline will be
returned unopened to their senders. All Bids and accompanying documentation will become the property of
the City of Gainesville and may not be returned. One (1) original and (1) copy of this Bid must be submitted to
allow for evaluation. Bids must be clearly marked on the outside of the package:
Annual Chemical Bid - 26024
Vendors assume the risk of the method of dispatch chosen. The City of Gainesville assumes no responsibility
for delays caused by any delivery service. Postmarking by the due date will not substitute for actual Bid
receipt. Late Bids will not be accepted nor will additional time be granted to any vendor. Bids may not be
delivered by facsimile transmission or other telecommunication or solely by electronic means.
Bid Schedule:
Bid Release: 04/22/26
Bid Questions Deadline: 05/06/26 - 10:00 A.M.
Bid Due Date: 05/14/26 - 2:00 P.M. EST
Anticipated Award Date: 05/14/26 (subject to final Bid review)
WAIVER OF TECHNICALITIES
All items must meet or exceed specifications as stated by the City of Gainesville. The City of Gainesville
reserves the right to waive any technicalities and to reject or accept any Bid in its entirety or to accept any
portion thereof if it is determined that either method results in lower costs, better service, final satisfaction or
is otherwise determined to be in the best interest of the City of Gainesville. Award may be made by item
number or in total. Determination of best response to Bid will be the sole judgment of the City of Gainesville.
Bids shall remain valid for ninety days for the date of Bid opening.
BID REJECTION
The City of Gainesville reserves the right to reject any or all Bids at any time without penalty.
MODIFICATION OF BIDS
Any clerical mistake that is patently obvious on the face of the Bid may, subject to the limitations described
below, be corrected upon written request and verification submitted by the Bidders. A nonmaterial omission
in a Bid may be corrected if the Administrative Service Department determines that correction to be in the
City's best interest. Omissions affecting or relating to any of the following shall be deemed material and shall
not be corrected after Bid opening:
(1) Price Information; and
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(2) Any required Insurance
WITHDRAWAL OF BIDS
Bids may be withdrawn at any time prior to the Bid opening. After Bids have been publicly opened,
withdrawal of a Bid shall be based upon the following:
The Bidders shall give notice in writing of his claim of right to withdraw his Bid due to an error within two
business days after the conclusion of the Bid opening procedure. Bids may be withdrawn from consideration if
the price is substantially lower than the other Bids due solely to a mistake therein, provided the Bid was
submitted in good faith, and the mistake was a clerical mistake as opposed to a judgment mistake, and was
actually due to an unintentional arithmetic error or an unintentional omission of a quantity of work, labor or
material made directly in the compilation of the Bid, which unintentional arithmetical error or unintentional
omission can be clearly shown by objective evidence drawn from inspection of original work papers,
documents and materials used in the preparation of the Bid sought to be withdrawn. The Bidder's original
work papers shall be the sole acceptable evidence of error and mistake if he elects to withdraw his Bid. If a
Bid is withdrawn under the authority of this provision, the lowest remaining responsive Bid shall be deemed to
be the low Bid.
BIDDERS RESPONSIBILITY
When determining whether a Bidder is responsible, or when evaluating a Bid, the following factors may be
considered, any one of which will suffice to determine whether a Bidders is responsible or the Bid is the most
advantageous to the City:
* The ability, capacity and skill of the Bidders to perform the contract or provide the equipment and/or
service required.
* The character, integrity, reputation, judgment, experience and efficiency of the Bidders.
* Whether the Bidders can perform the contract within the time specified.
* The quality of performance of previous public and private contracts or services, including, but not
limited to, the Bidder's failure to perform satisfactorily or complete any written contract. The City's
termination for default of a previous contract with a Bidder, within the past three years, shall be
deemed to be such a failure.
* The previous and existing compliance by the Bidders with laws relating to the contract or service.
* Evidence of collusion with any other Bidders, in which case colluding Bidders will be restricted from
submitting further Bids on the subject project or future Bids, for a period not less than three years.
* The Bidders has been convicted of a crime of moral turpitude or any felony, excepting convictions that
have been pardoned, expunged or annulled, whether in this state, in any other state, by the United
States, or in a foreign country, province or municipality. Bidders shall affirmatively disclose to the City
all such convictions, especially of management personnel or the Bidders as an entity, prior to notice of
award or execution of a contract, whichever comes first. Failure to make such affirmative disclosure
shall be grounds, in the City's sole option and discretion, for termination for default subsequent to
award or execution of the contract.
* If the Bidders will be unable, financially or otherwise, to perform the work.
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* At the time of the Bid opening, the Bidder is not authorized to do business in the Georgia, or otherwise
lacks a necessary license, registration or permit.
* Any other reason deemed proper by the City.
NON-ENDORSEMENT
As a result of the selection of a vendor to supply products and/or services to the City of Gainesville, the City of
Gainesville is neither endorsing nor suggesting that the vendor's product is the best or only solution. The
vendor agrees to make no reference to the City of Gainesville in any literature, promotional material,
brochures, sales presentation or the like without the express written consent of the City of Gainesville.
PROPRIETARY BID MATERIAL
Any information contained in the Bid that is proprietary will be neither accepted nor honored. All information
contained in this Bid is subject to public disclosure.
RESPONSE PROPERTY OF THE CITY OF GAINESVILLE
All material submitted in response to this request become the property of the City of Gainesville. Selection or
rejection of a response does not affect his right.
NO OBLIGATION TO BUY
The City of Gainesville reserves the right to refrain from contracting with or purchasing from any vendor. The
release of this Bid does not compel the City of Gainesville to purchase.
COST OF PREPARING BIDS
The City of Gainesville is not liable for any cost incurred by vendors in the preparation and presentation of Bids
and demonstrations submitted in response to this Bid.
NUMBER OF BID COPIES REQUIRED
Vendors are to submit (1) original Bid and (1) copy.
ADDENDA
Bidders are responsible to check the City of Gainesville's website for the issuance of any addenda prior to
submitting a Bid. The address is http://www.gainesville.org/purchasing
BID AWARD AND EXECUTION
The City will select the Bid that, in its sole discretion, is the most responsive and responsible Bid to the City.
The City reserves the right to make any award without further discussion of the Bid submitted; there may be
no best and final offer procedure. Therefore, the Bid should be initially submitted on the most favorable
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terms the vendor can offer. The specification may be altered by the City of Gainesville based on the vendor's
Bid and an increase or reduction of services with the manufacturer may be negotiated before Bid award and
execution.
LOCAL VENDOR PREFERENCE
Local Vendor means a bidder or offeror which operates and maintains a brick and mortar business, i.e. a
physical business address, within the city limits of the City of Gainesville, has a current business license, has
paid in full all real and personal taxes owed the City, is considered a vendor in good standing with the City and
can obtain an active vendor status.
A local vendor may receive an opportunity to match for purchases, bids, Bid or contracts over $20,000 and less
than $150,000. The local vendor may be given an opportunity to match the lowest price Bid, if the quotation
or bid of the local vendor is within 3% of the lowest price Bid by a non-local vendor. In the event a local
vendor matches the lowest price Bid, including all other terms, quality, services and conditions, then the local
vendor shall be awarded the contract.
In the event the price Bid of more than one local vendor is within 3% of the lowest overall price Bid of a non-
local vendor, the local vendor with the lowest Bid will be given the first opportunity to match the lowest
overall price Bid. If this local vendor declines to match the price Bid, then the local vendor with the next
lowest bid within 3% will be given the opportunity to match the lowest Bid. This process will continue with all
local vendors having Bid within 3% of the lowest overall bid by a non-local vendor.
Policy to be stated. This policy shall be so stated in all applicable solicitations.
Exemptions. This provision does not apply to public works construction projects or road projects pursuant to
the laws of the State of Georgia (O.C.G.A 36-91 or 32-4).
BID REQUIREMENTS/EVALUATION CRITERIA
The City will evaluate all written submittals. It is incumbent upon the Bidders to demonstrate within their Bids
how each requirement will be satisfied. All Bids must meet the specification as outlined in this Bid. The City
reserves the right to investigate the qualifications and experience of the Bidders, or to obtain new Bids. Bids
not sufficiently detailed or in an unacceptable form may be rejected by the City. Dates and documentation
included in the Bid become public information upon opening the Bids. Interested firms must follow the
process outlined in the following pages in submitting their Bid.
The following criteria, not listed in order of importance, will be used to evaluate Bids.
* Terms, condition and pricing of purchase or lease agreement.
* Cost of amenities available for the product(s).
Bidder Requirements
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CONTRACTOR and any sub-contractor hired or employed by CONTRACTOR shall, before
commencing services on the PROJECT and during the performance of this Agreement, and as a
condition of any payment for the PROJECT, keep in force insurance with the following requirements:
a) Additional Insured: The insurance policies required by this Agreement must be endorsed
by forms CG 2010 and CG 2037 or their current equivalents and include "City of
Gainesville, Georgia, its officers, elected or appointed officials, agents, employees,
volunteers, and representatives" as Additional Insured with respect to work performed
under the Agreement on an ongoing and completed operations basis. (This requirement
does not apply to Worker's Compensation, Employer's Liability or Professional Liability
coverage). A copy of each endorsement shall be provided prior to CONTRACTOR
commencing services on this project. Blanket endorsements shall be accepted.
b) CONTRACTOR shall deliver to OWNER a certificate with signed declaration pages, or
written proof that the attached declaration pages are a copy of the original declaration
page and attached riders and endorsements which shows (i) that the OWNER is listed as
an Additional Insured on the policy and (ii) which shows to the satisfaction of OWNER,
that the required insurance is in force or that the policy(s) have not lapsed for nonpayment
of premium. The Insurance Carrier(s) shall provide should any of the above described
policies be cancelled before the expiration date thereof, notice will be delivered in
accordance with policy provisions to OWNER but with at least thirty (30) days' written
notice to OWNER, if such coverage is available at a reasonable cost. Notice should be
sent via certified mail, return receipt requested to the Project Manager, if any and the City
Manager, City of Gainesville, P.O. Box 2496, Gainesville, Georgia 30503.
CONTRACTOR shall deliver written notice of any such cancellation, modification or
termination within twenty-four (24) hours of receiving any notice thereof. Failure by the
CONTRACTOR to deliver proof of insurance as provided in this paragraph, or notice as
required in this paragraph, shall constitute a material substantial breach of this
Agreement. All such documents shall be delivered directly to the Project Manager, if any,
as well as to the City Manager. Each of these documents which show the required
insurance coverage shall be attached to each set of original Agreements when the
documents are transmitted to the OWNER for final execution and approval as Attachment
"B". If desired, the insurance carrier may redact the premium amount from the declaration
page.
c) Insurance is to be placed with duly licensed or approved non-admitted insurer in the state
of Georgia with an "A.M. Best" rating of no less than A-VI. OWNER in no way warrants
that the above-required minimum insurer rating is sufficient to protect the CONTRACTOR
from potential insurer insolvency.
d) The CONTRACTOR shall not allow any subcontractor to commence any work on
subcontractor's contract until all similar insurance required of the subcontractor has been
so obtained and approved by the OWNER and CONTRACTOR.
e) The Certificates of Insurance, and any subsequent renewals, shall reference the
PROJECT.
f) Required Coverages:
(1) Worker's Compensation:
The CONTRACTOR shall procure and shall maintain during the life of the Agreement,
Worker's Compensation Insurance for all of CONTRACTOR's employees to be
engaged in services on the PROJECT under this Agreement, and in case any such
services is sublet, the CONTRACTOR shall require the subcontractor similarly to
provide Worker's Compensation Insurance for all of the latter's employees to be
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engaged in such services unless such employees are covered by the protection
afforded by the CONTRACTOR's Worker's Compensation Insurance. Worker's
Compensation Insurance shall be in accordance with Georgia Law and include Broad
Form All States Endorsement and Voluntary Compensation before commencing
services on the project. Subcontractors shall provide a waiver of subrogation
endorsement, form CG 2404 or its equivalent.
* Workers' Compensation: Statutory Limits
If self-insured, proof of filing with the State of Georgia and secured, set aside funds
shall be required.
(2) Employer's Liability:
* $1,000,000.00 each employee / each accident
If self-insured, proof of filing with the State of Georgia and secured, set aside funds
shall be required.
(3) General Liability:
The CONTRACTOR shall procure and shall maintain during the life of the Agreement,
such Comprehensive General Liability and Broad Form Property Damage Insurance as
shall protect the CONTRACTOR and any subcontractor performing services covered by
this Agreement from claims for damages for bodily injury, including accidental death, as
well as from claims for property damages, which may arise from operations under the
Agreement, whether such operations are by the CONTRACTOR or by any subcontractor
or by anyone directly or indirectly employed by either of them. The coverage must be
written on an occurrence form and the aggregate coverage on a "per project" basis for
ongoing and completed operations. A "per project" endorsement shall be issued that
covers the City of Gainesville, Georgia. The insurance policies shall also be endorsed by
forms CG 2010 and CG 2037 or their current equivalents and include "City of Gainesville,
Georgia, its officers, elected or appointed officials, agents, employees, volunteers, and
representatives" as Additional Insureds with respect to work performed under the
Agreement on an ongoing and completed operations basis. A copy of each endorsement
shall be provided prior to CONTRACTOR commencing services on this project. Blanket
endorsements shall be accepted. The coverage shall be primary and contributory in favor
of the City. Subcontractors shall provide a waiver of subrogation endorsement, form CG
2404 or its equivalent on a per project basis.
The amount of insurance shall not be less than the following amounts:
* $1,000,000.00 limit of liability per occurrence for bodily injury and property
damage combined
* $2,000,000.00 aggregate
(4) Automobile Liability:
The CONTRACTOR shall procure and shall maintain during the life of the Agreement,
Comprehensive Automobile Liability Insurance. The insurance shall include coverage for
owned, non-owned and hired vehicles. The coverage must be written on an occurrence
form. Additional Insured: The insurance policies required by this Agreement must be
endorsed by form CG2048 or its current equivalent and include "City of Gainesville,
Georgia, its officers, elected or appointed officials, agents, employees, volunteers, and
representatives" as Additional Insured with respect to work performed under the
Agreement on an ongoing and completed operations basis. The coverage shall be
primary and contributory in favor of the City. Subcontractors shall provide a waiver of
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subrogation endorsement, form CA0444 or its equivalent. A copy of each endorsement
shall be provided prior to CONTRACTOR commencing services on this project.
Amounts shall not be less than the following:
* $1,000,000.00 Combined Single Limit (CSL)
(5) Professional Liability:
Upon execution of this Agreement and during the entire period of CONTRACTOR's
responsibility under this Agreement, CONTRACTOR shall maintain professional
liability insurance as provided herein. Proof of professional liability insurance shall be
provided to the City by contractor before commencing services on this project.
CONTRACTOR shall file with the OWNER the following, from an insurance company
authorized to do business within the State of Georgia showing issuance of
professional liability errors and omissions insurance which meets the requirements of
subparagraphs 12(a), (b), (c), (d) and (e) with limits not less than:
* $1,000,000.00 per claim
Product Requirements
The following specifications are provided as a minimal requirement only. The City will consider any product
that meets or exceeds the minimum requirements. Bidders shall provide information regarding the proposed
product for evaluation by the City.
(List Product Requirements)
Number of Products to be purchased:
It is the City's intent to purchase (Chemicals). Bids should include pricing details for (Enter number and item
being purchased).
Responsibilities of the Bidder
The Bidder, at its sole expense shall:
* Deliver, install, test and adjust product.
* If the City selects this option, provide routine maintenance and service included replacing all parts of
Equipment which are faulty and/or worn out.
* Repair or replace inoperable items within 48 hours of notification by the City.
* Comply with all laws, ordinances, regulations, requirements and rules with respect to the maintenance
of the (product).
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City of Gainesville
INVITATION TO BID
Bid No. 26024
Annual Chemical Bid
Bid Certification
Bidders must return the following certification with their Bids.
With my signature, I certify that I am authorized to commit my firm to the Bid and that they information
herein is valid for 90 days from this date.
I further certify that all information presented herein is accurate and complete and that the scope of work can
be performed as presented in this Bid upon the City's request.
Bidders Signature ________________________________________Date ______________________
Name (printed) ____________________________________Title ______________________________
Unofficial Witness Signature_________________________________Date_______________________
Name (printed)_____________________________________Title______________________________
Company___________________________________________________________________________
Address____________________________________________________________________________
Phone____________________________________Fax_______________________________________
Email Address________________________________________________________________________
Contact Information for placing orders____________________________________________________
__________________________________
Notary Public
Commission Expires:_________________
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