Bid #26-008- FY27 WATER TREATMENT CHEMICALS

CITY OF GRIFFIN, GEORGIA
INVITATION TO BID
BID #26-008
FOR
FY27 WATER TREATMENT CHEMICALS
(1-Year Term)
For all questions about this Bid contact:
Suzanne Partin, Procurement Coordinator
lpartin@cityofgriffin.com
Deadline:
Thursday, May 28, 2026 at 2:00 P.M.

IMPORTANT
ELECTRONIC SUBMITTAL REQUIREMENTS
Response submittals for this Invitation to Bid will ONLY be received electronically and must be submitted ONLINE
prior to the date and time listed in Section 1.2 of this Bid documents.
All responses must adhere to the following guidelines:
- Suppliers are encouraged to submit responses as soon as possible. Responses are received into a
'lockbox' folder and cannot be opened prior to the due date and time. The time and date of receipt as
recorded by the server will serve as the official time of receipt. The City is not responsible for late
submissions, regardless of the reason;
- All requested information and forms MUST be uploaded as one file if possible. Each submission must be
inclusive of all forms in the order noted in section 1.4 and must have the four (4) sheets of the pricing
submittal as the first pages of the response. If necessary to have more than one upload, pricing and
signed acknowledgements, etc are to be in the first upload and the SDS should be in the second, with
each titled accordingly. If you have a problem with your upload, you may contact Vendor Registry or the
City's Procurement office.
- Submittals may be re-submitted prior to the date and time of bid open; if multiple submissions are
received from the same source, the submission with the latest timestamp will take priority.
These directions supersede the labeling/delivery instructions in sections 3.3.3 and 3.3.4.
Submissions that do not comply with these instructions may be rejected.
Response is to be submitted ONLINE by one of the two methods below:
- Use the link https://vrapp.vendorregistry.com/Bids/View/BidsList?BuyerId=52b8c206-866a-4ed2-b7b8-bef7db8a901b
- From the City's home page, select 'Resources' and then select 'Bid Opportunities'.
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TABLE OF CONTENTS
BID #26-008 .............................................................................................................................................................. 1
FY27 WATER TREATMENT CHEMICALS ........................................................................................................................ 5
1. SECTION I - BID INFORMATION ........................................................................................................................... 5
1.1. PURPOSE ..................................................................................................................................................... 5
1.2. SCHEDULE & SUMMARY ............................................................................................................................... 5
DATES ........................................................................................................................................................................ 5
1.3. SCOPE OF WORK ......................................................................................................................................... 5
1.4. PACKAGING/SUBMISSION REQUIREMENTS MUST BE SUBMITTED ONLINE ................................................... 7
1.5. EVALUATION CRITERIA ................................................................................................................................ 7
2. SECTION II - GENERAL TERMS AND CONDITIONS ................................................................................................ 8
2.1. RESTRICTIONS ON COMMUNICATIONS WITH STAFF ..................................................................................... 8
2.2. PUBLIC DISCLOSURE AND PROPRIETARY INFORMATION ............................................................................... 8
3. SECTION III -OVERVIEW AND PROCEDURES ........................................................................................................ 9
3.1. COMPANY BACKGROUND & EXPERIENCE....................................................................................................... 9
3.2. REFERENCES ............................................................................................................................................... 9
3.3. BID REQUIREMENTS .................................................................................................................................... 9
3.4. INSPECTION AND ACCEPTANCE OF EQUIPMENT (FOR PURCHASE)............................................................... 12
3.5. STATEMENT OF EXPERIENCE AND QUALIFICATIONS ................................................................................... 12
3.6. NON-COLLUSION AFFIDAVIT ...................................................................................................................... 12
3.7. HOLD HARMLESS AND INDEMNIFICATION .................................................................................................. 12
3.8. BID BONDS (Bid, Performance, Payment) .................................................................................................... 12
4. SECTION IV - OTHER GENERAL SPECIFICATIONS ............................................................................................... 13
4.1. FORCE MAJEURE ........................................................................................................................................ 13
4.2. VENDOR'S INVOICE.................................................................................................................................... 13
4.3. TAX LIABILITY ........................................................................................................................................... 14
4.4. PAYMENT .................................................................................................................................................. 14
4.5. ESTIMATED QUANTITIES ........................................................................................................................... 14
4.6. ASSIGNMENT OR NOVATION OF CONTRACT ............................................................................................... 14
4.7. TERMINATION FOR CAUSE ......................................................................................................................... 14
4.8. TERMINATION FOR CONVENIENCE ............................................................................................................. 14
4.9. TERMINATION FOR FUND APPROPRIATION ................................................................................................ 14
4.10. CHANGES .................................................................................................................................................. 14
4.11. REPORTING DISPUTES ............................................................................................................................... 15
5. SECTION V -INSURANCE REQUIREMENTS ........................................................................................................... 15
5.1. STANDARD INSURANCE REQUIREMENTS .................................................................................................... 15
5.2. OTHER INSURANCE PROVISIONS................................................................................................................ 15
6. REQUIRED IMMIGRATION/ENTITLEMENT AFFIDAVITS FOR GEORGIA .................................................................. 16
6.1. VENDOR/CONTRACTOR AFFIDAVIT ............................................................................................................. 16
6.2. SUBCONTRACTORS .................................................................................................................................... 17
*SPECIFICATIONS FOR ALUMINUM SULFATE, LIQUID* .............................................................................................. 18
*SPECIFICATIONS FOR CAUSTIC SODA* ................................................................................................................... 18
ITB 26-008 FY27 Water Treatment Chemicals Page: TOC

*SPECIFICATIONS FOR CAUSTIC SODA* (cont'd) ....................................................................................................... 19
*SPECIFICATIONS FOR CEDARCLEAR 757 (POLY ALUMINUM CHLORIDE)* .................................................................. 19
*SPECIFICATIONS FOR HYDRATED LIME*.............................................................................................................................19
*SPECIFICATIONS FOR LIQUID CHLORINE* 150-LB and 1-TON CYLINDERS ............................................................ 20
*SPECIFICATIONS FOR LIQUID PHOSPHATE* ............................................................................................................ 20
*SPECIFICATIONS FOR MAGNIFLOC FLOCCULENT* ................................................................................................. 200
*SPECIFICATIONS FOR NUCHAR CARBON* ................................................................................................................ 21
*SPECIFICATIONS FOR PAX-18 POLYMER* ................................................................... Error! Bookmark not defined.
*SPECIFICATIONS FOR POTASSIUM PERMANGANATE*............................................................................................. 211
*SPECIFICATIONS FOR SODA ASH* ........................................................................................................................... 21
*SPECIFICATIONS FOR SODIUM CHLORITE* ............................................................................................................. 22
*SPECIFICATIONS FOR SODIUM HYPOCHLORITE (10-15% solution)* ....................................................................... 222
*SPECIFICATIONS FOR IC 4290 POLYMER* .................................................................. Error! Bookmark not defined.
*SPECIFICATIONS FOR IC 7238EA POLYMER*.......................................................................................................................23
*SPECIFICATIONS FOR IC 7268SP6 POLYMER*.....................................................................................................................23
*SPECIFICATIONS FOR PAC HYPER + ION 1997*..................................................................................................................24
*SPECIFICATIONS FOR PT 1126 MB POLYMER*....................................................................................................................24
*SPECIFICATIONS FOR PT 1126 BD POLYMER*.....................................................................................................................24
*SPECIFICATIONS FOR CEDARFLOC 1258 POLYMER*...........................................................................................................25
BID #26-XXX ............................................................................................................................................................ 25
ITB 26-008 FY27 Water Treatment Chemicals Page: TOC

CITY OF GRIFFIN, GEORGIA
INVITATION TO BID
26-008
FY27 WATER TREATMENT CHEMICALS
(1-Year Term)
1. SECTION I - BID INFORMATION
Information in this section is bid-specific. Any conflicting information stipulated in this section shall supersede the
General Terms & Conditions noted in Sections II - V.
1.1. PURPOSE
The City of Griffin (City) is soliciting Bids from all qualified chemical manufacturers and water treatment
chemical suppliers who are interested in entering into a contract with renewable options for the
procurement of water treatment. This solicitation shall be awarded as a Line Item Bid, therefore, bidders
are free to submit prices on as many of the chemicals listed as they wish.
1.2. SCHEDULE & SUMMARY
This Invitation to bid will be governed by the following schedule and criteria:
DATES
Release of Request Wednesday, April 29, 2026
Pre-Bid Meeting No
Questions due by Wednesday, May 13, 2026 at 2:00 PM (submitted to Suzanne Partin,
lpartin@cityofgriffin.com)
Bids due BY Thursday, May 28, 2026 at 2:00 PM
Bid Response Required TO BE SUBMITTED ONLINE*. References, SDS and comments or
exceptions are to be included with submittal
Price Sheet Required included with bid package as SEPARATE document
Public opening No
Bonds required No
* Responses are to be submitted as two files - one file with the price submittal followed by the
disclosure statements and the second file with all other documents. See section 1.4.
1.3. SCOPE OF WORK
The specifications detailed below are mandatory:
1.3.1. The contract period shall be for the fiscal year FY27, which is July 1, 2026 or date of award if later,
through June 30, 2027, with the option for up to four (4) extensions of one-year each if agreed to in
writing with all involved parties.
1.3.2. Prices quoted for the first twelve (12) months shall remain fixed. Increases in pricing shall only be
permitted upon the renewal of the contract. Request for increases for renewals must be supported by
adequate written justification based on US Department of Labor, labor and consumer material index and
price increase, and approved by the City.
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1.3.3. Since the necessity for chemicals is determined by water quality, the exact quantities of each chemical
the City shall procure under this contract is impossible to ascertain in advance, however, based upon past
procurements, approximate quantities have been provided. These approximate quantities are provided
for informational purposes only and in no way are intended to represent actual minimum or maximum
procurements.
1.3.4. The successful vendor must have the capability to provide the chemicals to the City no later than 72
hours of receipt of a procurement request.
1.3.5. All pricing submitted must be FOB to the plant(s) specified for the individual chemical.
Unless otherwise stated for the actual location, delivery times shall be during the hours 8:00
- 2:00 PM, Monday through Friday only. Smaller plants may exclude 12:00 - 1:00 for lunch
time; please confirm with plant prior to actual delivery.
1.3.6. All items are to be certified to meet American Water Works Association (AWWA) standards for use in
waterworks Rule ANSI/NSF Standard 60/61, latest editions.
1.3.7. Bidders shall provide a current Safety Data Sheet (SDS) with each product.
1.3.8. Chemicals shall be provided to the City as specified; known equivalents will be considered. If 'No
Substitutes' has been specified, substitutes shall not be accepted. Additives such as antioxidants,
plasticizers, flame retardants, colorants, extenders, UV absorbers, polymers, surfactants, desiccants, anti-
caking agents, wetting agents, humectives, stabilizers, processing agents, etc. shall not be allowed unless
the chemical is usually and customarily sold with the addition of the additive. Any and all additives must
be listed on the Safety Data Sheet (SDS).
1.3.9. Any 'equivalent' or 'comparable' chemical being bid must have completed required field testing and be
on the approved chemical list prior June 3rd of the current 1-year term. Requests for testing and approval
ratings are to be directed to the Director of Water and Wastewater. If a chemical needs to complete
testing for equivalency, arrangements are to be made with the appropriate plant superintendent to
schedule the required field testing. If the 'equivalent' or 'comparable' chemical is deemed acceptable by
the facility prior to June 3rd, ONLY THEN will the chemical be added to the current bid. Any chemical field
tested and deemed acceptable after June 3rd will be added in the NEXT bid term. Chemicals that have
been awarded in the past are considered approved. The ONLY exception to this will be that if the
chemical was placed on the approved list after June 3rd, it can be considered for the replacement
chemical in the event of a mid-term default by the awarded vendor.
1.3.10. The City will issue monthly or 'as needed' orders against the purchase order(s) resulting from this bid.
All purchase orders are subject to the terms and conditions of this contract and all invoices for payment
must reference the purchase order number. In the event of conflict between a purchase order and this
bid contract, the contract shall prevail.
1.3.11. For security purposes, chemical companies shall provide chemical company's contact fax #, truck #,
trailer #, driver's name, picture ID and estimated time of delivery within 48 hours prior to chemical
company delivery.
1.3.12. Since each of the treatment facilities have different delivery criteria specific to its location, delivery
means (actual placement of containers and stacking of bags) will be determined by the personnel at the
facility. Refer to the special delivery considerations are listed at the bottom of the chemical grid pricing
sheet.
1.3.13. Chemical delivery personnel are required to stay with and personally monitor their chemicals until
unloading has been completed. Chemical delivery personnel are responsible for the cleanup of any
chemical spills, except spills that may be the fault of the receiver.
1.3.14. When delivering drum goods or dry goods, all shipping pallets must be suitable with 334' clearance for
unloading with electric forklift.
1.3.15. The City will not accept ton cylinders with header valves that have not been rebuilt after each return or
shows signs of corrosion or damage, valves that are frozen, and cylinders that do not have the tare
weight displayed.
1.3.16. The Successful bidder shall only submit for acceptance those items that conform to the requirements of
this contract. The City reserves the right to inspect or test any items that have been tendered for
acceptance. The City may require replacement of nonconforming items at no increase in contract price.
The City must exercise its post-acceptance rights-1) within a reasonable time after the defect was
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discovered or should have been discovered; and 2) before any substantial change occurs in the condition
of the item, unless the change is due to the defect in the item. Unless specified elsewhere in this
contract, title to items furnished under this contract shall pass to the City upon acceptance, regardless of
when or where the City takes physical possession.
1.4. PACKAGING/SUBMISSION REQUIREMENTS MUST BE SUBMITTED ONLINE
The following information and/or documents MUST be included with the bidder's response and in the order listed below:
a. ___ Pricing Sheet -separate file. Included in bid packet.
b. ___ Disclosure sheet and Acknowledgments -include with pricing file
c. ___ References sheet (if not already an approved and current supplier)
d. ___ SDS for all chemicals bid
e. ___ Company Registration (if not currently registered and compliant)
- Registration paperwork MUST BE COMPLETED ONLINE prior to award*.
* You will only need to complete the online registration if you are not a currently registered/compliant supplier. If you
are already registered, simply add a note to that effect on the price sheet near the signature line.
All requested information and forms MUST be uploaded as two files, with each file name containing your company name
and either 'pricing' or 'other'. If you have a problem with your upload, you may contact Vendor Registry or the City's
Procurement office.
1.5. EVALUATION CRITERIA
The basis of selection will be the lowest responsive and responsible bid demonstrating a complete response and full
compliance with the specifications in accordance with procurement requirements by the State of Georgia and the Federal
Government. Provided, however, that the City reserves the right to make this determination based on a combination of
factors it determines to be in the best interests of the City and City Residents. Price will be a factor, but it will not be the
sole determining factor in awarding the bid. The evaluation criteria will include, but are not limited to the following:
- Ability to provide requested service
- Quality of products bid
- Prior bidder performance
- Guarantees and warranties
- Terms and Conditions of Service
Note: Prior (excellent or poor) supplier performance with the City may impact the pricing for evaluation purposes either in
a positive or negative manner by up to 2%.
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CITY OF GRIFFIN, GEORGIA
REQUESTS FOR PROPOSAL, INVITATIONS TO BID
GENERAL PROVISIONS
Sections II - V review the general terms and conditions. Any bid-specific information noted in Section I or in the
Specifications & Response Section will take precedence.
2. SECTION II - GENERAL TERMS AND CONDITIONS
All information, notices and addenda regarding this Bid shall be posted on the City's website. It is the bidder's responsibility
to check the site on a regular basis in order to confirm they have the most current information prior to submitting a
response. Subsequent to the bid opening, all status notices will also be posted on the City's website.
2.1. RESTRICTIONS ON COMMUNICATIONS WITH STAFF
All questions about this bid must be submitted in the following format:
Company Name
- Question
Citation of relevant section of the bid
All questions regarding specification/technical issues must be in writing to the Purchasing Coordinator for this bid. Contact
email and deadline for questions is noted in section 1.2.
All questions regarding administrative issues must be in writing to the Purchasing Coordinator:
Address: Suzanne Partin
Procurement Coordinator
City of Griffin
P. O. Box T, Griffin, GA 30224
Email: lpartin@cityofgriffin.com
No questions other than written will be accepted. No response other than written will be binding upon the City.
Questions will be combined into one list of questions and responses and will be posted as an addendum.
From the issue date of this request until an award has either been made or deemed closed for other reasons,
institutions or individuals providing submissions are not permitted to communicate with members of the
commission, the evaluation team or City employees, other than Procurement, with regard to the purpose or
intent of this document. The exception to this is the submission of written technical questions to the project
manager. The City reserves the right to reject the submission of the offending bidder if this provision is
violated.
Any updates or changes to this and related documents will be posted on the City's website
( https://vrapp.vendorregistry.com/Bids/View/BidsList?BuyerId=52b8c206-866a-4ed2-b7b8-bef7db8a901b) or by
selecting "Resources" and then "Bid Opportunities" from the City home page. It is the Supplier's responsibility to refer
to the website for any addenda or other pertinent information before responding to this RFP request.
2.2. PUBLIC DISCLOSURE AND PROPRIETARY INFORMATION
All bids and any other public record with respect to solicitation shall be subject to public inspection, upon request, after the
posting of the Notice of Intent to Award (NOIA) or Notice of Award (NOA). This is being done in order to protect the
integrity of the procurement process unless otherwise required by law. For any Open Records requests, the City may assess
fees for the costs of producing these public records as permitted by the Georgia Open Records Act.
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Exceptions to the availability of information include 1) bona fide trade secrets meeting confidentiality requirements that
have been properly marked and documented; 2) matters involving individual safety as determined by the City; 3) company
financial information requested by the City to determine vendor responsibility; and 4) other constitutional protections. All
documents that are to be proprietary and confidential are to be clearly marked as such.
Information received in response to this request will become the property of the City and will not be returned. If a proposer
feels that any information is confidential or proprietary in nature, the proposer must prominently mark and initial such
information as "PROPRIETARY INFORMATION". The City will not release or divulge such information to third parties without
the consent of the Proposer unless required to do so by applicable law or order a court of competent jurisdiction.
3. SECTION III -OVERVIEW AND PROCEDURES
Sections II - V review the general terms and conditions. Any bid-specific information noted in Section I or in the
Specifications & Response Section will take precedence.
3.1. COMPANY BACKGROUND & EXPERIENCE
Bidders that have not contracted with the city in the past 2 years should provide a list of clients for whom similar services,
as detailed in this bid, have been provided during the past 3-4 years. References must be for the organization or person
submitting the bid. Subcontractor's references are not acceptable.
The list must include:
Dates of service
Name of contact person
Title of contact person
Phone number of contact person
The Bidder will also disclose any services terminated by the client(s) and the reason(s) for termination.
Failure to provide this information will disqualify the bid submission.
3.2. REFERENCES
References should be for historical projects of similar size and scope. Details regarding these references are noted on the
Reference page.
3.3. BID REQUIREMENTS
3.3.1. SPECIAL CONDITIONS
By submitting a bid response, Bidders certify that their proposals are made without collusion or fraud and they have
not offered or received any inducements in connection with their proposals. They further agree that this solicitation
and any resulting contract shall be governed in all respects by the laws of the State of Georgia and they shall comply
with applicable federal, state and local laws and regulations. Any contracts or leases resulting from the award of a Bid
are to be for a period of not more than two years, with one renewal option for a total period not to exceed four years.
Any exceptions to this policy must be noted and agreed to by both parties in writing, prior to the issuance of the Notice
of Award. Pricing must remain firm for the duration of the initial term of the resulting contract; failure to hold firm
pricing for the initial contract will be considered as sufficient cause for termination.
The City reserves the right to reduce or increase the scope of the project if the lowest responsible and responsive
bidder's submittal is not in line with the budgeted amount for the project. The City, at its sole discretion, reserves the
right to increase or decrease the scope of work to facilitate an award. This scope reduction will be enacted only if it is
in the best interest of the City and constitutes no guarantee of scope.
The City also reserves the right to add to the contract any future work or purchased goods, with the agreement of the
contractor, at prices offered in this bid document. This option will be enacted during the contract or within six months
subsequent to the end of the contract, if in the best interest of the City and with the agreement of both parties.
3.3.2. RESPONSES
In responding to a bid, ALL item numbers with appropriate formatting must show some type of acknowledgment in
order for the response to be properly evaluated. Failure to respond to all specification criteria items may be deemed
as sufficient reason to reject a submission. If formatting is not provided for a response at the item level, any non-
compliance must be clearly marked, detailed and included with the bid response. Any items not identified shall be
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deemed as in compliance. Bidders must: 1) complete any/all required forms; 2) indicate agreement or disagreement
on each mandatory requirement and, if requested, provide additional information on how the specifications will be
exceeded or not met; and 3) provide complete and detailed responses to any and all non-mandatory requirement that
can be fulfilled.
If determined to be in the City's best interests, a Best and Final Offer (BAFO) may be requested. A BAFO may be
requested when:
- The prices for all responsive and responsible submittals exceed budget;
- No single responsive and responsible submittal meets all requirements;
- When all responses are unclear or deficient in one of more areas;
- When the grading scores of two or more submittals require additional evaluation;
- At the discretion of the evaluation team to clarify submittals or to negotiate costs or other deliverables.
3.3.3. PACKAGING OF BID
NOTE: the Electronic Submission information at the beginning of this bid document will take
precedence over the standard submission process.
3.3.4. SUBMISSION OF BID
NOTE: the Electronic Submission information at the beginning of this bid document will take
precedence over the standard submission process.
3.3.5. ALTERNATE BID DOCUMENTS
Documents prepared by the City must be used for the submission of Bid Response. Alternate bids or bids that deviate
from the requirements of this solicitation may not be considered. Bidders shall not insert in their submission any written
statement which will have the effect of making any material change or changes in the Scope of Services or in any
contract between the parties covering the subject matter thereof.
3.3.6. ADDITIONAL INFORMATION/ADDENDA
The City will issue responses to inquiries and any other corrections or amendments it deems necessary in written
addenda issued prior to the bid opening date. Bidders should not rely on any representations, statements, or
explanations other than those made in this Invitation to Bid and its' addendums. Where there appears to be a conflict
between the Invitation to bid and any addenda issued, the last addendum issued will prevail. It is the Bidder's
responsibility to check for addendums (under Bid Opportunities) on the City's website.
Bidders must acknowledge any issued addenda. Bids which fail to acknowledge the bidder's receipt of
any addendum will result in the rejection of the bid if the addendum contains information which
substantively changes the City's requirements.
3.3.7. PROPOSAL PRICING, ERRORS AND OMISSIONS
3.3.7.1. In the event there is a discrepancy between a unit price submitted and the extended price, the unit
price will prevail.
3.3.7.2. All corrections, changes or erasures to the proposal submission are to be initialed in ink.
3.3.7.3. While responses for ITBs are based on 'responsive and responsible' pricing, the City reserves the
right to include a +/- variance of up to 2% for either exceptional or poor prior supplier performance.
3.3.8. WITHDRAWAL OF BID
A bidder may withdraw his bid before the submittal deadline without prejudice to the bidder by submitting a written
request of withdrawal to the Purchasing Coordinator.
3.3.9. LATE SUBMITTAL, LATE MODIFICATIONS & LATE WITHDRAWALS
Bid submittals received after the bid opening date and time will not be accepted. Modifications received after the bid
opening date will not be considered. The City assumes no responsibility for the premature opening of a bid not properly
addressed and identified or not delivered to the proper designation.
3.3.10. MIMINUM BID ACCEPTANCE PERIOD
Bids shall be valid and may not be withdrawn for a minimum period of 60 days from the date specified for receipt of
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