Cationic Emulsion Polymer

CITY OF ANN ARBOR
INVITATION TO BID
Cationic Emulsion Polymer
ITB No. 4787
Due Date: April 22, 2026 by 2:00 P.M. (Local Time)
Water Resource Recovery Facility
Issued By:
City of Ann Arbor
Procurement Unit
301 E. Huron Street
Ann Arbor, MI 48104

TABLE OF CONTENTS
INSTRUCTIONS TO BIDDERS 3
INVITATION TO BID 8
SPECIFICATIONS 10
BID FORM 12
ATTACHMENTS
City of Ann Arbor Standard Purchase Order Terms and Conditions
City of Ann Arbor Vendor Conflict of Interest Disclosure Form
City of Ann Arbor Non-Discrimination Ordinance Declaration Form and Notice
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INSTRUCTIONS TO BIDDERS
General
The City of Ann Arbor's Procurement Office is soliciting bids for the purchase of approximately 45,000
gallons of Cationic Emulsion Polymer based on the specifications provided herein. The previously
accepted ITB price was $1.32 per pound in June of 2022.
The pricing provided for this ITB shall be firm for one (1) year (July 01,2026- June 30, 2027). Upon
mutual agreement between the City and the vendor the pricing provided in this ITB may be extended
for three (3) additional one (1) year periods not to exceed four (4) years in total. Any price adjustments
in shall be tied to the producer price index for basic chemical manufacturing (PPI code 3251) and
renewals will be evaluated if they are in the best interest of the City.
Cationic emulsion polymer must be supplied to the City Water Resource Recovery Facility, fob
destination, freight prepaid. The selected bidder will be responsible for transferring the product from the
transport vehicle to the City storage vessel.
Each bidder shall provide the City of Ann Arbor with a complete copy of the U.S. Department of
Occupational Safety & Health Administration Safety Data Sheet (SDS) and a typical specification sheet
for the product with each product bid.
Any Bid which does not conform fully to these instructions may be rejected.
Preparation of Bids
Bids should be prepared providing a straight-forward, concise description of the Bidder's ability to
meet the requirements of the ITB. Bids shall be written in ink or typewritten. No erasures are
permitted. Mistakes may be crossed out and corrected and must be initialed and dated in ink by the
person signing the Bid.
Bids must be submitted on the "Bid Forms" provided with each blank properly filled in. If forms are
not fully completed it may disqualify the bid. No alternative bid will be considered unless alternative
bids are specifically requested. If alternatives are requested, any deviation from the specification
must be fully described, in detail on a clearly marked "Alternate" section of Bid form.
Each person signing the Bid certifies that he/she is the person in the Bidder's firm/organization
responsible for the decision as to the fees being offered in the Bid and has not and will not
participated in any action contrary to the terms of this provision.
Questions or Clarifications / Designated City Contacts
All questions regarding this ITB shall be submitted via email. Emailed questions and inquires will be
accepted from any and all prospective Bidders in accordance with the terms and conditions of the
ITB.
All questions shall be due on or before April 13, 2026 by 5:00 P.M. (local time) and should be
addressed as follows:
Specification/Scope of Work questions emailed to Nicholas Jaworski, Assistant Manager,
Water Resource Recovery Services Unit at NJaworski@a2gov.org
Bid Process and Compliance questions emailed to Colin Spencer, CSpencer@a2gov.org
Any error, omissions or discrepancies in the specification discovered by a prospective contractor
and/or service provider shall be brought to the attention of Colin Spencer at cspencer@a2gov.org
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after discovery as possible. Further, the contractor and/or service provider shall not be allowed to
take advantage of errors, omissions or discrepancies in the specifications.
Site Inspection
On or prior to April 13, 2026, a bidder may inspect the City's site and equipment. Inspections are by
appointment only during business hours (8:00 a.m. to 3:00 p.m). Appointments can be scheduled by
email to Nicholas Jaworski, Assistant Manager, Water Resource Recovery Services Unit at
Njaworski@a2gov.org. No appointments will be scheduled after this date.
Addenda
If it becomes necessary to revise any part of the ITB, notice of the Addendum will be posted to
Michigan Inter-governmental Trade Network (MITN) www.mitn.info and/or City of Ann Arbor web
site www.A2gov.org for all parties to download.
Each Bidder must in its Bid, to avoid any miscommunications, acknowledge all addenda which it
has received, but the failure of a Bidder to receive, or acknowledge receipt of; any addenda shall
not relieve the Bidder of the responsibility for complying with the terms thereof.
The City will not be bound by oral responses to inquiries or written responses other than written
addenda.
Bid Submission
All Bids are due and must be delivered to the City of Ann Arbor Procurement Unit on or before April
22, 2026 by 2:00 P.M. (Local time). Bids submitted late or via oral, telephonic, telegraphic,
electronic mail or facsimile will not be considered or accepted.
Each Bidder must submit one (1) original printed bid and one (1) bid copy in a sealed
envelope clearly marked: ITB No. 4787 - Cationic Emulsion Polymer.
Bids must be addressed and delivered to:
City of Ann Arbor
Procurement Unit,
c/o Customer Services, 1st Floor
301 East Huron Street
Ann Arbor, MI 48104
All Bids received on or before the Due Date will be publicly opened and recorded immediately. No
immediate decisions are rendered.
The following forms provided within this ITB Document should be included in
submitted bids.
* Vendor Conflict of Interest Disclosure Form
* City of Ann Arbor Non-Discrimination Ordinance Declaration of Compliance
Bids that fail to provide these forms listed above upon bid opening may be rejected
as non-responsive and may not be considered for award.
Hand delivered bids may be dropped off in the Purchasing drop box located in the Ann Street (north)
vestibule/entrance of City Hall which is open to the public Monday through Friday from 8am to 5pm
(except holidays). The City will not be liable to any prospective offeror for any unforeseen
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circumstances, delivery, or postal delays. Postmarking on the due date will not substitute for receipt
of the bid. Bidders are responsible for submission of their bid. Additional time will not be granted to
a single prospective bidder. However, additional time may be granted to all bidders at the discretion
of the City.
Award
The City intends to award a Contract/Purchase Order to the lowest responsible Bidder(s) providing
the best value to the City. The City may, at its sole discretion, award line-by-line in the best interest
of value to the City.
Responsible bidder means a bid submitted, which conforms in all aspects of the requirements set
forth in the invitation to bid. All aspects could include references, past experience, past
performance, and qualifications.
Official Documents
The City of Ann Arbor officially distributes bid documents from the Procurement Unit or through the
Michigan Intergovernmental Trade Network (MITN). Copies of the bid documents obtained from
any other source are not Official copies. Addenda and other bid information will only be posted to
these official distribution sites. If you obtained City of Ann Arbor Bid documents from other sources,
it is recommended that you register on www.MITN.info and obtain an official Bid.
Taxes
Municipalities are exempt from Michigan State Sales and Federal Excise taxes. Do not include such
taxes in the bid figure(s). The City will furnish the successful bidder with tax exemption certificates
when requested.
Withdrawal of Bids
After the time of opening, no Bid may be withdrawn for the period of one-hundred and twenty
(120) days.
Non-Discrimination Requirements
All contractors proposing to do business with the City shall satisfy the non-discrimination
administrative policy adopted by the City Administrator in accordance with the Section 9:158 of the
Ann Arbor City Code. Breach of the obligation not to discriminate shall be a material breach of the
contract. Contractors are required to post a copy of Ann Arbor's Non-Discrimination Ordinance
attached at all work locations where its employees provide services under a contract with the City.
Conflict Of Interest Disclosure
The City of Ann Arbor Purchasing Policy requires that prospective Vendors complete a Conflict of
Interest Disclosure form. A contract may not be awarded to the selected Vendor unless and until
the Procurement Unit and the City Administrator have reviewed the Disclosure form and determined
that no conflict exists under applicable federal, state, or local law or administrative regulation. Not
every relationship or situation disclosed on the Disclosure Form may be a disqualifying conflict.
Depending on applicable law and regulations, some contracts may awarded on the recommendation
of the City Administrator after full disclosure, where such action is allowed by law, if demonstrated
competitive pricing exists and/or it is determined the award is in the best interest of the City. A copy
of the Vendor Conflict of Interest Disclosure Form is attached.
Debarment
Submission of a Bid in response to this ITB is certification that the Bidder is not currently debarred,
suspended, proposed for debarment, and declared ineligible or voluntarily excluded from
participation in this transaction by any State or Federal departments or agency. Submission is also
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agreement that the City will be notified of any changes in this status.
Disclosures
After bids are opened, all information in a submitter's bid is subjected to disclosure under the
provisions of Michigan Public Act No. 442 of 1976, as amended (MCL 15.231 et seq.) known as the
"Freedom of Information Act." The Freedom of Information Act also provides for the complete
disclosure of contracts and attachments thereto except where specifically exempted.
Bid Protest
All Bid protests must be in writing and filed with the Purchasing Agent within five (5) business days
of the award action. The bidder must clearly state the reasons for the protest. If a bidder contacts a
City Service Area/Unit and indicates a desire to protest an award, the Service Area/Unit shall refer
the bidder to the Purchasing Agent. The Purchasing Agent will provide the bidder with the
appropriate instructions for filing the protest. The protest shall be reviewed by the City Administrator
or designee whose decision shall be final.
Any inquiries or requests regarding this procurement should be only submitted in writing to the
Designated City Contacts provided herein. Attempts by the Offeror to initiate contact with anyone
other than the Designated City Contacts provided herein that the prospective Offeror believes can
influence the procurement decision, e.g., Elected Officials, City Administrator, Selection Committee
Members, Appointed Committee Members, etc., may lead to immediate elimination from further
consideration.
Cost Liability
The City of Ann Arbor assumes no responsibility or liability for costs incurred by the Bidder prior to
the execution of a contract with the City. By submitting a bid, a bidder agrees to bear all costs
incurred or related to the preparation, submission and selection process for the bid.
Reservation of Rights
The City of Ann Arbor reserves the right to accept any bid or alternative bid proposed in whole or in
part, to reject any or all bids or alternatives bids in whole or in part and to waive irregularity and/or
informalities in any bid and to make the award in any manner deemed in the best interest of the
City.
Environmental Commitment
The City of Ann Arbor recognizes its responsibility to minimize negative impacts on human health
and the environment while supporting a vibrant community and economy. The City further
recognizes that the products and services the City buys have inherent environmental and economic
impacts and that the City should make procurement decisions that embody, promote and encourage
the City's commitment to the environment.
The City strongly encourages potential vendors to bring forward tested, emerging, innovative, and
environmentally preferable products and services that are best suited to the City's environmental
principles. This includes products and services such as those with lower greenhouse gas emissions,
high recycled content, without toxic substances, those with high reusability or recyclability, those
that reduce the consumption of virgin materials, and those with low energy intensity.
As part of its environmental commitment, the City reserves the right to award a contract to the most
responsive and responsible bidder, which includes bids that bring forward products or services that
help advance the City's environmental commitment. In addition, the City reserves the right to
request that all vendors report their annual greenhouse gas emissions, energy consumption, miles
traveled, or other relevant criteria in order to help the City more fully understand the environmental
impact of its procurement decisions.
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Chemical Delivery or Supply Insurance Requirements
Insurance: Vendor shall procure and maintain the following insurance during the term of this
contract and its performance:
(1) Worker's compensation insurance as required by law; and automobile insurance (for all owned,
hired, and nonowned vehicles) with $1,000,000 limit;
(2) Commercial general liability insurance, written on a per occurrence basis with $1,000,000 in
coverage per occurrence and $2,000,000 aggregate;
(3) Umbrella liability insurance over all other required insurance, written on a per occurrence basis
with $1,000,000 limit;
(4) Contractor pollution liability insurance, written on a per occurrence basis, with $1,000,000 limit;
including products pollution liability and transportation pollution liability for all deliveries.
For all required insurance, the City shall be named an additional insured without added exclusions
or limiting endorsements that diminish the City's protections. Further, all insurers shall be authorized
to do business in Michigan, and shall carry and maintain a minimum rating of "A" from A.M. Best
and Co., with a minimum financial size category of "V." All required insurance shall be primary to
any insurance the City has (including selfinsured retention), and any insurance or retention the City
has shall not be required to contribute. For itself and all of its insurers, vendor waives its right to
recover against the City for liabilities for which the City has insurance. Vendor shall furnish to the
City endorsements from its insurers unconditionally entitling the City to 30days' notice of
cancellation or nonrenewal, except that in the case of cancellation or nonrenewal due to non
payment of premiums, 10days' notice is sufficient. Vendor shall furnish the City proof of its
compliance with these insurance requirements upon demand, through Cityapproved means
(currently MyCOI). Compliance with this section is a condition of City's payment to vendor. Vendor
should add registration@mycoitracking.com to its safesenders list.
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INVITATION TO BID
City of Ann Arbor
Guy C. Larcom Municipal Building
Ann Arbor, Michigan 48107
Ladies and Gentlemen:
The undersigned, as Bidder, declares that this Bid is made in good faith, without fraud or collusion
with any person or persons bidding on the same Contract; that this Bidder has carefully read and
examined the bid documents, including City Nondiscrimination requirements, Vendor Conflict of
Interest Form, Instructions to Bidders, Bid Forms, Purchase Order Terms and Conditions, General
Conditions, Detailed Specifications, and all Addenda, and understands them. The Bidder declares
that it conducted a full investigation of the work proposed and is fully informed as to the nature of
the work and the conditions relating to the work's performance.
The Bidder acknowledges that it has not received or relied upon any representations or warrants
of any nature whatsoever from the City of Ann Arbor, its agents or employees, and that this Bid
is based solely upon the Bidder's own independent business judgment.
In accordance with these bid documents, and Addenda numbered , the undersigned, as
Bidder, proposes to deliver to the City all product/services herein described for the amounts set
forth in the Bid Forms.
The Bidder declares that it has become fully familiar with the liquidated damage clauses for
completion times and for compliance with City Code Chapter 112, understands and agrees that
the liquidated damages are for the non-quantifiable aspects of non-compliance and do not cover
actual damages that may be shown and agrees that if awarded the Contract, all liquidated damage
clauses form part of the Contract.
Bidder further agrees that the cited provisions of Chapter 14 form a part of this Contract.
The Bidder declares that it has become familiar with the City Conflict of Interest Disclosure Form
and certifies that the statement contained therein is true and correct.
In submitting this Bid, it is understood that the right is reserved by the City to accept any Bid, to
reject any or all Bids, to waive irregularities and/or informalities in any Bid, and to make the award
in any manner the City believes to be in its best interest.
SIGNED THIS DAY OF , 202 .
Bidder's Name Authorized Signature of Bidder
Official Address (Print Name of Signer Above)
Telephone Number Email Address for Award Notice
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LEGAL STATUS OF BIDDER
(The Bidder shall fill out the appropriate form and strike out the other three.)
Bidder declares that it is:
* A corporation organized and doing business under the laws of the State of
, for whom , bearing the office title
of , whose signature is affixed to this Bid, is authorized to execute contracts.
NOTE: If not incorporated in Michigan, please attach the corporation's Certificate of Authority
* A limited liability company doing business under the laws of the State of ,
whom ______________ bearing the title of _____________
whose signature is affixed to this proposal, is authorized to execute contract on behalf of the
LLC.
* A partnership, organized under the laws of the state of and filed in the county
of , whose members are (list all members and the street and mailing address of
each) (attach separate sheet if necessary):
* An individual, whose signature with address, is affixed to this Bid:
(initial here)
Authorized Official
Date , 202_
(Print) Name Title
Company:
Address:
Contact Phone ( ) Fax ( )
Email
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SPECIFICATIONS
CITY OF ANN ARBOR
STANDARD SPECIFICATIONS
FOR
CATIONIC EMULSION POLYMER
General:
As indicated by testing results, only the following two polymers currently meet the WRRF's flow,
production, capture, odor, and dosage requirements. As such they will be the only polymers allowed
for pricing, no substitutions.
* SNF Polydyne Clarifloc CE-1540
* BASF Corp. Zetag 8846FS (US)
The supplier must be a recognized manufacturer or authorized representative of the product offered
and shall be qualified to advise in its use.
The supplier shall be responsible for stocking and inventorying sufficient quantities of all bid items
in order to guarantee that all orders placed against the contract be delivered complete and to the
designated delivery site(s) within the time period specified under Lead Time in their bid.
The WRRF must be notified of any modification in the chemical formulation of the polymer by the
manufacturer. In such an event, if WRRF staff deem it necessary, the supplier will conduct testing
of the re-formulated polymer. The results of the testing will provide evidence of equal or greater
effectiveness of the re-formulated polymer with no adverse impact on the WRRF's ability to maintain
compliance with all applicable regulations.
SHIPPING AND DELIVERY REQUIREMENTS:
Deliveries are to be made with 4,000-5,000 gallon tank trucks equipped with compressors. Start of
season and end of season orders may require delivery of the polymer in standard 330 gallon,
chemical bulk totes. Estimated number of bulk deliveries between 8-12 orders per year.
Bulk deliveries of 4,000-5,000 gallons will require driver to hook up to a 3" MALE quick connect
cam-lock fitting, tank truck will be no closer than 5 feet to loading point.
Normal delivery will be accepted between the hours of 7:00 a.m. and 7:00 p.m. Monday through
Friday (excluding holidays), unless prior arrangements are made and are acceptable to the WRRF
supervisor on duty.
SPILLAGE AND CLEANUP:
In the event of spillage of the polymer caused by the supplier or its representative, for example, lack
of proper equipment to unload, carelessness, etc, it will be the supplier's responsibility to bear all
subsequent cleanup costs.