CITY OF HUTCHINSON
SEALED BID FORM
Please quote your delivered prices to the City of Hutchinson on items or services listed below. Consult attached
minimum and general specifications for requirements. This is not an order.
BID NO. 19-46
BID SUBMITTAL DEADLINE: 1:00 P.M. CST on October 16, 2018
PUBLIC BID OPENING TIME: 1:30 P.M. CST on October 16, 2018
THIS FORM MUST BE PROPERLY FILLED OUT AND RETURNED BY MAIL OR IN PERSON TO: The City of Hutchinson,
City Clerk’s Office in the Finance Department, 125 East Avenue B, P.O. Box 1567, Hutchinson, Kansas 67504-1567. RETURN
PRIOR TO 1:00 P.M. CST on October 16, 2018. Bids are to be made on this SEALED BID FORM, sealed in an envelope clearly
marked with the BID NUMBER stated at the upper left portion of this sheet (to avoid premature opening of the Bid), and returned to the City
Clerk’s Office (see above address). Failure to mark your Bid may cause your Bid to not be considered during official opening. Bids will
be publicly opened and read at the above stated time in the Public Works Conference Room, 1500 South Plum, Hutchinson, Kansas. Bid not
submitted pursuant to the conditions set out in this request may be rejected. All Bids received after the stated opening date and time
will be returned unopened to the vendor. Vendors wishing to remain on the vendor list should return this bid with a bid or a written
request to remain on the vendor list. Questions may be directed to: Carmel White, Purchasing Agent, City of Hutchinson (620)694-1973
The City of Hutchinson reserves the right to reject part or all of any bid and to waive formalities. All bids are subject to
Purchasing Policies set by the City Council of Hutchinson. The City of Hutchinson reserves the right to divide purchases among
venders to accomplish the best gross price and to make the final decision as to acceptability of quality and price.
ITEM NO QUANTITY DESCRIPTION
UNIT PRICE EXTENDED PRICE
Per Each Ferrous Chloride Solution per the attached Bid
Specifications based on 4,000 gallons minimum
lbs per truckload.
Cost per wet cost per truckload
Total amount of all other additional charges for other special fees and/or charges per
Total amount of time required for vendor to deliver following receipt of order either by phone ________HOURS
IN SUBMITTING THE ABOVE, THE VENDOR EXPRESSLY AGREES THAT UPON PROPER ACCEPTANCE BY THE CITY OF HUTCHINSON, A CONTRACT
SHALL THEREBY BE CREATED. THIS BID FORM MUST BE SIGNED! SIGNATURE ACKNOWLEDGES RECEIPT OF ADDENDUM #______.
BIDDER COMPANY NAME
REMITTANCE ADDRESS (IF DIFFERENT):
REQUEST FOR BID 19-46
CONTRACT/BID INTENT: All bids are to be made on an as need basis for the 2019 calendar year whereas
the City of Hutchinson will place bulk truckload orders with the successful vendor depending on use as
determined by the City of Hutchinson. All bids shall be remain firm for the 2019 calendar year.
The bid quantity is based on estimated usage and is to be used only as a guide for the vendor when making bids,
all actual orders will be made on the actual need of the Hutchinson Waste Water Treatment Facility. Number of
loads may vary depending on temperature, etc.; therefore the quantities listed on the bid form are approximates.
OBLIGATIONS OF CONTRACTOR/DELIVERY: All vendors shall provide the cost per wet pound of each
Ferrous Chloride Solution load requested, and also a cost per tanker load using the wet pound, specified for
comparison purposes. All vendors shall also provide the total amount of all other additional charges for delivery
of a truckload that may apply; the total amount of all other additional charges for other special fees and/or
charges per truckload that may apply; and the total mount of time required for the vendor to deliver a truckload
following receipt of an order from the City of Hutchinson (delivery time in hours) with note that General
Conditions of this Bid requires delivery within 96 hours of receipt of order by email. Failure to make deliveries
within the specified time frame may be considered grounds for termination of contract. All bids shall include
unloading from transport truck to storage tank by the vendor, using the vendors equipment and hoses. The
vendor shall furnish, for the price bid, all skill, labor, equipment and materials required for the complete
performance of the Contract and shall fully perform the work according to the specifications. Any discrepancies
contained in the specifications, or the omission from the specification of express reference to any work, which
was obviously intended under the Contract, shall not excuse or relieve the contractor from performance thereof.
The contractor shall be familiar with all laws, ordinances and regulations, both current and pending, which may
in any manner affect those engaged or employed in the work, or the equipment used in the work, and no pleas of
misunderstanding will be considered on account of ignorance thereof.
TERMS OF AGREEMENT AND CANCELLATION: The Contract will be subject to the following: An
agreement will be entered with the successful vendor for an original period of one (1) calendar year, or portion of
one (1) calendar year following acceptance of contract by both parties. Terms effective through those dates and
renewable by mutual consent of the contractor and the City of Hutchinson each twelve (12) months for a period not
beyond December 31, 2022. The fee for services shall remain firm for the entire contract period except through
written petition to the Purchasing Agent of the City of Hutchinson stating reasoning for requesting the increase.
This petition shall be reviewed and up to the discretion of the City for approval or disapproval. Should the petition
be disapproved, termination of the contract may be initiated through the terms herein stated.
This agreement may be terminated by the City upon seven (7) days written notice in the event of substantial failure
by the Contractor to perform in accordance with the terms or for failing to provide reasonable service according to
prevailing standards of the industry in the area of the State and/or if the Contractor failed to meet the provision of
this agreement. Either party may terminate this agreement upon thirty (30) days written notice if the other party
has not provided, in the option of the party, satisfactory compliance to the agreement, and only after written notice.
Performance under this agreement is subject to strikes, lockouts, wars, acts of God and any condition beyond the
CONTRACTOR’S LIABILITY: The contractor shall correct any damages caused by the contractor during the
execution of this contract. The City and the contractor will agree to schedule of repairs within twenty-four (24)
hours of knowledge of the occurrence. If the contractor fails to make repairs on schedule, the City may repair the
damage, and deduct the cost from the contractor’s payments accordingly. Contractor agrees to hold the City
harmless from claims from damages and/or penalties. The City also reserves the right to prosecute the contractor
for violation of the law.
The City provides the chemical feed equipment. Damage to the City’s equipment that is caused by the chemical
supplier shall be the responsibility of the chemical supplier to correct.
CHEMICAL SPILLAGE: Any spillage must be cleaned up promptly. Unless otherwise authorized by the City,
the contractor must clean up spillage within one (1) hour after notification. If City is forced to clean up spillage,
Contractor will be assessed direct costs plus One Hundred Dollars ($100.00) liquidated damages for
administrative costs. Four (4) such incidents over the duration of the contract may result in contract
QUALITY CONTROL: The chemical contractor shall be responsible for insuring that the chemical provided
meets all quality standards as contained in the specifications. The quality of ferrous chloride solution should be
such that the product does not interfere with the operation of the City’s equipment or tanks. The iron content
shall be determined by the City of Hutchinson for each tanker shipped. An independent laboratory at the
frequency specified shall analyze trace elements; the City of Hutchinson shall secure the independent laboratory
& shall be responsible for analysis costs.
GENERAL: The City will contract with a chemical supplier for a supply of ferrous chloride solution to be
delivered as needed in lots of at least 4,000 gallons to the City’s designated locations. Anticipated annual need
by the City is between 141,000 and 600,000 pounds of iron (163 to 672 tons as ferrous chloride). The
successful bidder will agree to furnish all equipment, supplies, labor, supervision, permits, licenses, etc. that
may be required to affect the work. The successful bidder shall agree to enter a formal agreement with the City
of Hutchinson to provide the services according to the specifications for one (1) year with the option to renew
the contract, under the same terms and conditions for additional years as specified by mutual consent of both
parties. The successful bidder must be able to provide the service beginning immediately upon award of the
CHEMICAL PARAMETERS: Ferrous chloride solutions shall be supplied as base bid. Solutions shall meet the
following quality standards. Waste solutions containing ferrous chloride are acceptable provided they meet the
following quality standards.
Iron Content: 9.65 percent to 10.63 percent +/-.005%
Specific Gravity: 1.22 to 1.24
Suspended Solids: Less than 1,000 mg/L
Trace Element Maximum Limits (mg/L of iron solution)
Total Organic Carbon
Free Acid as HCL
QUALITY CONTROL: The chemical contractor is responsible to insure the chemical provided meets all
specified quality standards. The City for each tanker shipped will determine the iron content. An independent
laboratory will analyze trace metals. The City will collect samples for one (1) analysis for every ten tankers
except molybdenum, which will be, analyzed every five (5) tankers. The City will send the samples to an
independent laboratory and the laboratory will send both the City and chemical supplier copies of the analysis.
The cost of the analysis will be borne by the City of Hutchinson.
Note: In the case of all parameters except molybdenum, the not to exceed concentrations will apply exclusively.
In the case of molybdenum, the individual tanker load not to exceed concentration (20 mg/L) is coupled with
running average limitations not to exceed 10 mg/L. The running average will be maintained by the City and
will apply after the fifth tanker load is received.
CHEMICAL DELIVERY: Chemical delivery will be by tanker truck. Portions of each chemical shipment may
be off loaded at any or all of the feed locations. All shipments shall be made in DOT approved equipment for
handling of iron chloride solutions. Each tanker truck delivery shall be between 4,000 and 5,000 gallons. All
tankers shall have integral equipment to unload the iron chloride solutions into the City’s storage tanks.
VENDOR SHALL BE REQUIRED TO CONTACT THE CITY OF HUTCHINSON, WASTE WATER
TREATMENT PLAN A MINIMUM OF 30 MINUTES PRIOR TO DELIVERY TO SECURE DELIVERY
TIME – CITY OF HUTCHINSON STAFF MUST SIGN FOR ALL DELIVERIES TO VERIFY RECEIPT.
BIDDING REQUIRMENTS: Each bidder shall submit the following with their bid:
Chemical cost per pound of iron basis, delivered to Hutchinson, and at two feed station sites.
SELECTION REQUIREMENTS: The City of Hutchinson, at its sole discretion may elect to contract with one
or more suppliers, or may elect to reject any or all bids. Selection criteria will be the lowest cost per pound of
iron basis and conformance of the product to the specified chemical parameters. If, in the opinion of the City, a
bidder cannot demonstrate significant experience providing large quantities of ferrous or ferric chloride to
municipalities, the bidders proposal may be rejected.
If, in the event the regulatory requirements change such that a significant difference in chemical quality is
required from that listed into his specification, the City will have the option to renegotiate with the selected
supplier(s) or solicit revised proposals.
The successful bidder agrees to enter into a contract with the City of Hutchinson to supply ferrous chloride
solution as per these specifications, for a period of one year, with an option to renew said contract under the
same terms and conditions, for additional years by mutual consent of both parties. The City of Hutchinson will
order ferrous chloride solution, as needed in minimum lots as specified. However, the quantities shown are
estimated amounts only, and do not guarantee nor limit, in any way, the quantity the City may elect to purchase
under the contract.
Site visits may be arranged in order to determine actual bidding conditions.
Immediately upon award of the contract, the successful bidder shall supply the City with (3) copies of the
applicable Materials Safety Data Sheets along with any other applicable hazard information for each product
REQUEST FOR BID
The City of Hutchinson is seeking bids for items specified in the enclosed which it wished to purchase. None of the
attachments are intended to be restrictive but to act as a guide for those desiring to submit bids. ALL BIDS SHALL BE
GOOD FOR A PERIOD OF FORTY-FIVE DAYS FROM THE DATE BIDS ARE OPENED.
PRICE PROTECTION. The price stated in the bid shall be firm and not subject to increase during the term of any
contractual agreement arising between the City of Hutchinson and the vendor as a result of the bid. Vendors shall provide
firm prices less any federal excise tax. The City of Hutchinson is exempt from payment of sales tax. For further information
contact the City Clerk's Office (694-2614).
METHOD OF PAYMENT. Payment will be made within 30 days of date of delivery and satisfactory performance to the
City of Hutchinson.
DELIVERY/DELIVERY DATES. Bids shall reflect delivery to City of Hutchinson, Lift Stations at 2336 East 1st or 819
West 1st, Hutchinson, Kansas. Delivery of any and all items shall be made on a weekday between the hours of 8:00 a.m. and
4:00 p.m. All items shall be delivered within 96 hours of email order. Three (3) copies of M.S.D.S. must accompany each
chemical when delivered. VENDOR SHALL BE REQUIRED TO CONTACT THE CITY OF HUTCHINSON, WASTE
WATER TREATMENT PLAN A MINIMUM OF 30 MINUTES PRIOR TO DELIVERY TO SECURE DELIVERY
TIME – CITY OF HUTCHINSON STAFF MUST SIGN FOR ALL DELIVERIES TO VERIFY RECEIPT.
Items received by the City of Hutchinson shall meet specifications and/or deemed to be acceptable by the City. Items not
meeting specifications and deemed to be unacceptable by the City shall be returned to the vendor.
The City of Hutchinson shall not be liable for any items during transit.
NON-DISCRIMINATION. During the performance of this contract, the contractor/vendor will not discriminate against any
employee or applicant for employment because of race, sex, religion, color, age, national origin, ancestry or physical
handicap, unless based upon a bonafide occupational qualification. The contractor/vendor will take affirmative action to
insure applicants are employed, and that employees are treated during employment without regard to their race, sex, religion,
color, age, national origin, ancestry or physical handicap.
PROPERTY TAX STATEMENT. The attached statement on property owned within the City of Hutchinson must be
complete and returned with the bid in accordance with the City's policy on delinquent property taxes. (If vendor owns no
property within the City of Hutchinson, no action is required with respect to this form.)
CONTRACTOR'S INSURANCE: The Contractor shall not commence work under this Contract until he has obtained all the
insurance required under this paragraph and such insurance has been approved by the Owner, nor shall the Contractor allow
any subcontractor to commence work on his subcontract until all similar insurance required of the subcontractor has been so
obtained and approved. Policies shall contain a provision that coverages afforded under the policies will not be canceled or
not renewed until at least thirty (30) days' prior written notice has been given to the Owner. Certificates of Insurance
showing such coverages to be in force shall be filed with the Owner prior to commencement of the work.
WORKMEN'S COMPENSATION INSURANCE: The Contractor shall procure and maintain during the life of this
Contract, Workmen's Compensation and Employer's Liability Insurance as required by applicable law to fully cover all his
employees, and in case any work is sub-let, the Contractor shall require the subcontractor similarly to provide Workmen's
Compensation and Employer's Liability Insurance for all of the subcontractor's employees unless such employees are
covered by the protection offered by the Contractor's insurance. In case any class of employees engaged in hazardous work
under this Contract at the site of the project are not protected under the Workmen's Compensation statute, the Contractor
shall provide and shall cause each subcontractor to provide adequate and suitable insurance for the protection of his
employees as are not otherwise protected.
COMPREHENSIVE GENERAL LIABILITY INSURANCE: The Contractor shall procure and maintain during the life of
this contract, Contractor's Comprehensive General Liability Insurance which shall include premises - operations (including
explosion, collapse and underground coverage), independent contractors, completed operations, and blanket contractual
liability on all written contracts including broad form property damage coverage. The policy shall protect the Contractor and
any subcontractor performing work covered by this Contract, for claims for damages for bodily injury, as well as from claims
for property damages which may arise from operations under this Contract, whether such operations be by himself or any