Fluorosilicic Acid

INVITATION FOR BID
Fluorosilicic Acid
CITY/COUNTY UTILITY COMMISSION
Unpriced Technical Proposals Will Be Received until
2:00 PM, July 21, 2026
In CITY HALL ROOM 324
BY CITY/COUNTY PURCHASING
Proposals shall be delivered electronically with all
required bid forms scanned a nd submitted as a single PDF
with the subject line "Water & Wast ewater Treatment Chemicals "
and email to: b ids@cityofws.org
Pursuant to NCGS 143-129, sealed unpriced technical proposals endorsed "Fluorosilicic Acid,
FB2717" will be opened by City/County Purchasing at the place and time noted above. The Utility
Commission reserves the right to reject any and all proposals, and to waive any informalities in the
bidding procedures.
BIDDERS SHALL SUBMIT UNPRICED TECHNICAL PROPOSALS ELECTRONICALLY. It is
the bidder's responsibility to confirm receipt of their bid proposal.
For additional instructions on submitting bids, contact Randoll Surles or 336-747-6970 during regular
office hours. End of question period is 2:00 PM, July 14, 2026.
Bidding Agent:
Randoll Surles
Buyer - Purchasing
Randolls@cityofws.org
SPECIFICATIONS PREPARED BY:
Utilities staff
Paul Morrison
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INSTRUCTIONS TO BIDDERS
PROCUREMENT METHOD: This IFB will be conducted as a multistep competitive sealed bid
consisting of Phase 1 - Unpriced Technical Proposals and Phase 2 - Price Proposal/Reverse Auction. The
Buyer has partnered with eBridge to host this bidding event on its web-based bidding platform.
Phase 1 - Unpriced Technical Proposals: Bidders shall submit unpriced technical proposals, which
include all requirements per this IFB no later than the IFB due date and time listed in the IFB Timeline.
Pricing will only be accepted in Phase 2 during the reverse auction and only from Bidders whose
unpriced technical proposals were found acceptable during Phase 1.
Phase 2 - Price Proposal/Reverse Auction: All pricing will ONLY be accepted during the live online
reverse auction. Bidders with unpriced technical offers that were approved by the Buyer during Phase
1 will receive a Formal Invitation Email from eBridge to participate in the live online reverse auction
scheduled for the date and time listed in the IFB Timeline. These Bidders will be required to complete
a one-on-one bid system training session with eBridge prior to entering an initial bid.
Pricing submitted during the online reverse auction shall be all-inclusive FOB to delivery location.
No additional charges will be accepted.
Bidders must also review the attached eBridge Information and return the Electronic Bid Event Form as
instructed. By responding to this IFB, you are accepting that if awarded a contract, you will be obligated to
pay a three percent (3.0%) transaction fee to eBridge pursuant to the Electronic Bid Event Form and Terms
and Conditions found in the eBridge Information.
IFB TIMELINE
PHASE 1
Milestone Date & Time Milestone
July 8, 2026 Bid Issued
July 14, 2026, by 2:00PM ET Deadline for all Questions to be Submitted
July 15, 2026 Answers Posted
July 21, 2026, by 2:00PM ET Unpriced Technical Proposal Due
PHASE 2
Milestone Date & Time Milestone
July 24, 2026 Formal Invitation Issued to Approved Participants
July 27 - 28, 2026 Bid System Training with eBridge
July 29, 2026 by 3:00PM ET Initial Bid Due into the eBridge Bid System
July 30, 2026 at 2:00 PM ET Reverse Auction Opens
READ, REVIEW AND COMPLY: This entire set of documents constitutes the IFB. It shall be the
bidder's responsibility to read this entire document, review all enclosures and attachments, and comply with
all requirements specified herein. This IFB sets forth the minimum requirements that all submissions shall
meet. Failure to submit proposals in accordance with this request may render the proposal unacceptable.
Costs incurred by any Bidder in the preparation of his/her response to the IFB are the responsibility of the
Bidder and will not be reimbursed by the City of Winston-Salem. Bidders shall not include any such
expenses as part of their proposals.
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INSPECTION OF SITES:
Each bidder should visit the site of the proposed work and fully acquaint himself with the existing conditions
relating to the service. Each bidder should fully inform himself as to the facilities involved and any
difficulties and restrictions involved in performance of the Contract. The Contractor by the execution of
the Contract shall in no way be relieved of any obligation under it due to his failure to receive or examine
any form or legal instrument or to visit the site and acquaint himself with the existing conditions. The City
of Winston Salem will be justified in rejecting any claim based on facts that the bidder should have been
aware of as a result of his site inspection.
PREPARATION AND SUBMISSION OF BID:
Please read all instructions carefully before preparing and submitting your bid.
All bids shall be prepared and submitted in accordance with the following requirements. Failure to comply
with any requirement shall cause the bid to be considered irregular and shall be grounds for rejection of the
bid.
* The Proposal forms furnished herein must be used and shall not be altered in any manner.
* All entries on the itemized proposal form shall be written in ink or typed.
* Changes in any entry shall be made by marking through the entry in ink and making the correct
entry adjacent thereto in ink. A representative of the Bidder shall initial the change in ink. Do not
use "White Out" or similar product to make corrections.
* The bid shall be properly executed. All bids shall show the following information:
Name of individual, firm, corporation, partnership, or joint venture submitting bid.
Name of individual or representative submitting the bid, position or title.
Signature of person authorized to submit a bid of behalf of the company.
* Proposals submitted by corporations shall bear the seal of the corporation.
* The unpriced technical proposal or bid placed during the reverse auction, shall not contain any
unauthorized additions, deletions, or conditional bids.
* The bidder shall not add any provision reserving the right to accept or reject an award, or to enter
into a contract pursuant to an award.
* Required forms: Proposal Form, Signature Page, Non-Collusion Affidavit. Any Addenda issued
which affects the quantity or price must be acknowledge.
Bids may be submitted electronically or by hardcopy. See cover page for instructions.
PROPOSER QUESTIONS AND INQUIRIES:
Questions relative to this IFB must be submitted Electronically only to Randoll Surles, e-mail
Randolls@cityofws.org . All inquiries must be made by the End of Question Period. The City will
provide written responses to all inquiries received by this date, and responses will be made available to all
recipients of this IFB. Any oral responses made by any representative of the City may not be relied upon.
Any supplements or amendments to this IFB will be in writing and furnished to potential bidders.
BID AWARD:
Pursuant to N.C.G.S. 143-129, the award will be made to the lowest responsive, responsible Bidder taking
into consideration quality, performance, and time specified in the proposal for completion of work. The
Owner reserves the right to hold bids for a period of sixty (60) days.
EQUIPMENT AND TOOLS:
The contractor shall use no equipment or tools that are owned by the City of Winston-Salem unless so noted
in the Specifications. Neither shall the contractor utilize any employees of the City of Winston-Salem in
performing the contract, except for opening locked gates, doors, etc., and giving directions.
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MATERIALS:
No materials shall be stored on site and the City of Winston-Salem is not responsible for any materials,
equipment or tools lost or stolen from the site. Any materials needed to complete the job shall be included
in the bid.
CLEAN-UP:
The area of work shall be cleaned so that the City of Winston-Salem shall not incur any additional costs to
make the area suitable for the educational process. Also, the Contractor shall utilize no trash receptacles or
dumpsters owned by the City of Winston-Salem. All trash and debris shall be properly disposed of off the
property. This will be monitored by the City of Winston-Salem.
PERFORMANCE OF WORK:
All work shall be performed at the highest level of quality. The City shall be responsible for determining
the quality of work, and may notify vendor of the same. The City reserves the right to inspect the service
of the vendor, to request log sheets and information related to vendor visits to City facilities. If the City
determines that corrective action is needed, the City will inform the vendor of such action. Failure to take
corrective action as directed shall be grounds for termination of the contract.
TERMINATION OF CONTRACT:
If the vendor fails to perform as outlined herein, the City may terminate the contract by 10-day written
notice at its discretion and be liable only for that portion of product delivered.
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NOTICE TO PROPOSERS
City Rights and Options
The City, at its sole discretion, reserves the following rights:
* To supplement, amend, substitute or otherwise modify this IFB at any time
* To cancel this IFB with or without the substitution of another IFB
* To take any action affecting this IFB, this IFB process, or the Services subject to this IFB that
would be in the best interests of the City
* To issue addendums and/or additional requests for information
* To require one or more service providers to supplement, clarify, or provide additional information
in order for the City to evaluate the responses submitted
* To negotiate a contract with one or more service providers based on the information provided in
response to this IFB.
Public Records
Any material submitted in response to this IFB will become a "public record" once the bidder's document(s)
is opened and the bidder is determined to be a participant in the solicitation process and shall be subject to
public disclosure consistent with Chapter 132, North Carolina Statutes. Bidders must claim any applicable
exemptions to disclosure provided by law in their response to this IFB. Bidders must identify materials to
be protected, and must state the reasons why such exclusion from public disclosure is necessary and legal.
The City reserves the right to make all final determination(s) of the applicability of North Carolina General
Statutes 132-1.2, Confidential Information.
Familiarity with Laws and Ordinances
The submission of a proposal on the services requested herein shall be considered as a representation that
the proposer is familiar with all federal, state, and local laws, ordinances, rules, and regulations which affect
those engaged or employed in the provision of such services, or equipment used in the provision of such
services, or which in any way affects the conduct of the provision of such services; and no plea of
misunderstanding will be considered on account of ignorance thereof. If the proposer discovers any
provisions in the IFB documents that are contrary to or inconsistent with any law, ordinance, or regulation,
it shall be reported to the City in writing without delay.
The successful bidder must comply with all provisions of the Americans with Disabilities Act (ADA) and
all rules and regulations promulgated thereunder. By submitting a proposal, the successful bidder agrees
to indemnify the City from and against all claims, suits, damages, costs, losses, and expenses in any manner
arising out of, or connected with, the failure of the Company, its subcontractors, agents, successors, assigns,
officers, or employees to comply with the provisions of the ADA or the rules and regulations promulgated
thereunder.
The successful bidder agrees that in carrying out this contract, compliance will be maintained with all
applicable federal, state, and local laws, specifically including, without limitations, the Occupational Safety
and Health Act of 1970 and Section 1324A, the Immigration Reform and Control Act.
E-Verify Compliance:
Per N.C.G.S. 143-133.3, Contractor compliance with federal E-Verify Law is required and will be so stated
in the contract agreement. Contractor shall comply with the requirements of Article 2 of Chapter 64 of the
North Carolina General Statutes. Further, if the Contractor utilizes a subcontractor, the Contractor shall
require the subcontractor to comply with the requirements of Article 2 of Chapter 64 of the North Carolina
General Statutes.
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Iran Divestment Act. Contractor hereby certifies that it is not on the North Carolina State Treasurer's list
of persons engaging in business activities in Iran, prepared pursuant to NCGS 143C-6A-4, nor will
Contractor utilize on this Agreement any subcontractor on such list.
Divestment from Companies that Boycott Israel. Contractor hereby certifies that it is not on the North
Carolina State Treasurer's list of companies engaged in a boycott of Israel in violation of NCGS 147-86.80
et. seq. and that it will not utilize on this agreement any subcontractor on said list."
Ethics Policy / Code of Conduct
The City of Winston-Salem has establish guidelines for ethical standards of conduct for City representatives
and to provide guidance in determining what conduct is appropriate in particular cases. In establishing an
ethics policy, the City of Winston-Salem desires to protect the public against decisions that are affected by
undue influence, conflicts of interest, or any other violation of these policies as well as promote and
strengthen the confidence of the public in their governing body. To review the City Policy, refer to this
link: https://www.cityofws.org/DocumentCenter/View/2183/Ethics-Policy-PDF
It is the policy of the City of Winston-Salem that an employee, officer, or agent of the City may not
participate in any manner in the bidding, awarding, or administering of contracts in which they, or a member
of their immediate family, their business partner, or any organization in which they serve as an officer,
director, trustee, or employee, have a financial interest.
IMPORTANT: Winston-Salem City Code (Chapter 2, Article 1, Sec. 2-3) provides that the City may
disqualify contractors from bidding on contracts of the City if a contractor fails to perform satisfactorily on
past or current contracts. Failure to complete work within contract time limits and/or meeting required
quality levels are factors that could make a contractor ineligible to bid on future City projects. Satisfactory
performance on a job includes: performing work to City standards (including all safety and labor laws),
working cooperatively with our inspector and citizens, and completing the project in the time period
provided for in the contract.
Contract
The Vendor must wait for the Purchase Order to be issued prior to doing business with or for the City,
contingency upon the vendor meeting the City of Winston-Salem's insurance provisions.
Damages
The vendor shall be responsible for any damages caused by his personnel or equipment to property of the
Owner. He shall make good in an approved manner at his own expense any such loss, damage, or injury
without cost to the owner. The vendor shall also assume all responsibility to maintain all existing protection,
provide, and maintain all such additional protection as required by the governing laws, regulations,
ordinances, and safety of personnel and visitors.
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GENERAL INSURANCE REQUIREMENTS
for City of Winston-Salem contracts
A. The Contractor shall, during the continuance of all work under the Contract, provide the following:
1. Workers' Compensation Insurance as required by the North Carolina General Statutes.
2. Commercial General Liability to protect the Contractor against any and all injuries to third
parties, including personal injury and property, and special and consequential damages, resulting
from any negligent action, omission or operation by the Contractor or in connection with the
services described herein. The insurance shall also include, coverage for explosion, collapse, and
underground hazards, where required. This insurance shall provide bodily injury and property
damage limits of not less than $1,000,000 for each occurrence, respectively, and shall provide at
least $5,000 in Medical Expenses (Med Pay) coverage.
3. Maintain Owned, non-owned, and hired Automobile Liability insurance, including property
damage insurance, covering all owned, non-owned, borrowed, leased, or rented vehicles operated
by the Contractor in furtherance of these services. In addition, all mobile equipment used by the
Contractor in connection with the contract work, will be insured under either a standard
Automobile Liability policy, or a Commercial General Liability policy. This insurance shall
provide bodily injury and property damages limits of not less than $1,000,000 combined single
limit/each accident.
B. If this Agreement is for a design, engineering or consulting Service, maintain Professional Liability
insurance of at least $1,000,000.00 per incident.
C. The Contractor will provide an original, signed Certificate of Insurance, evidencing such insurance
and such endorsements as prescribed herein, and shall submit the certificate with its executed contract.
The City of Winston-Salem shall be named as an additional insured in the Automobile and General
Liability policies and it shall be stated on the Insurance Certificate with the provision that this coverage
is primary to all other coverage the City of Winston-Salem may possess.
D. The Contractor will secure and maintain all insurance policies of its subcontractors which shall be
made available to the City of Winston-Salem on demand. Compliance by the Contractor and all
subcontractors with the foregoing requirements as to carrying insurance shall not relieve the Contractor
and all subcontractors of their liabilities and obligations under this heading or under any other section or
provisions of the Contract.
E. The Contractor will provide on demand certificate copies of all insurance coverage on behalf of the
Contract within ten days of demand by the City of Winston-Salem. These certified copies shall be sent
to the City of Winston-Salem from the Contractor's insurance agent or representative.
F. The Contractor shall furnish the City of Winston-Salem thirty days written notice of any changes or
cancellation of the policy. The failure of the contractor to deliver a new and valid certificate will result
in suspension of all payments until the new certificate is furnished to the Risk Manager, City of Winston-
Salem.
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GENERAL INSURANCE REQUIREMENTS - Page 2
G. Insurance coverage required in these specifications shall be in force throughout the Contract Term.
Should the Contractor fail to provide acceptable evidence of current insurance within seven days of
written notice at any time during the Contract Term, the City of Winston-Salem shall have the absolute
right to terminate the Contract without any further obligation to the Contractor, and the Contractor shall
be liable to the City of Winston-Salem for the entire additional cost of procuring the uncompleted portion
of the contract at time of termination.
H. Contractual and other Liability insurance provided under this Contract shall not contain a supervision
inspection or engineering services exclusion that would preclude the City of Winston-Salem from
supervising and/or inspecting the project as to the end result. The Contractor shall assume all on-the-job
responsibilities as to the control of persons directly employed by it and of the subcontractors and any
persons employed by the subcontractor.
I. Nothing contained in the specifications shall be construed as creating any contractual relationship
between any subcontractor and the City of Winston-Salem. The Contractor shall be as fully responsible
to the City of Winston-Salem for the acts and omissions of the subcontractors and of persons employed
by them as it is for acts and omissions of persons directly employed by it.
J. Precaution shall be exercised at all times for the protection of persons, (including employees) and
property. All existing structures, utilities, roads, services, trees and shrubbery shall be protected against
damage or interruption of service at all times by the Contractor during the term of the Contract, and the
Contractor shall be held responsible for any damage to property occurring by reason of its operation on
the property.
K. The Contractor and all subcontractors and sub-subcontractors agree to comply with the State of North
Carolina Occupational/Safety and Health Act and the Occupational Safety and Health Act of 1970,
Public Law 91-956, as it may apply to this Contract.
Address for Certificate of Insurance:
City of Winston-Salem
Risk Management
P.O. Box 2511
Winston-Salem, NC 27102
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PROPOSAL FORM
Water & Wastewater Treatment Chemicals
BIDDERS:
The Utility Commission wishes to enter into a 6- month contract for its water chemicals. The
Commission reserves the right to cancel or not extend the contract at any time and/or at renewal
junctures, whether due to discontinuing use of the chemical, budget constraints, or without cause.
NOTE: All quantities shown are estimated. The Utility Commission reserves the right to purchase
more or less than these amounts at the firm contract cost during each contract term. All purchases made
under the contract in subsequent fiscal years are subject to appropriations by the City Council of the
City of Winston-Salem to cover such purchases.
The Initial Contract Period will be Date of Award, through December 31, 2026. All unit prices shall
be firm for this initial contract period. After this initial period, the vendor or Utility Commission may
request to extend this contract for another 6-month period. Requests for a unit price adjustment shall be
made in writing along with industry documentation to substantiate the request. The Purchasing
Department will verify the request using the latest available PPI table noted below. The Utility
Commission reserves the right to not accept an increase, and furthermore expects its vendors to give it
the benefit of any industry-wide price reduction at any renewal as measured by the same index or based
on present market prices, whichever applies or is more favorable to the Utility Commission. Any
contract extension is subject to the continuation of usage and availability of funds.
Renewable term contract. The Utility Commission reserves the right to extend this contract for one
(1) additional 6-month period (ending June 30, 2027). Any contract extension is subject to the
continuation of usage and availability of funds. A properly executed purchase order shall be evidence
of an extension agreed to by the parties and that said purchase order shall become a self-executing
amendment to the contract.
Price adjustments. The vendor may request a price increase at the beginning of each renewal term by
an amount not-to-exceed the latest Producer Price Index (PPI) as noted below - the difference from the
most recently available month to the previous six-month period - as reported on the U.S. Department
of Labor Bureau of Labor Statistics website https://www.bls.gov/ppi/tables/ at the time the extension
is pursued (approximately 60 days ahead of renewal date). The Commission expects its vendors to give
it the benefit of any a price reduction, which will likewise be based on the same PPI calculation and
agreed to by both parties.
For Fluorosilicic Acid, price adjustments will be per PPI Table 9, commodity code.
06-13020T "inorganic chemicals".
The calculation formula is the simple percentage method: (PPI Value at Renewal divided by PPI Value
of 6 months prior) multiplied by Original Unit Price = New Adjusted 6-mo. Price. Example:
(PPI-Nov 2021 / PPI -Nov 2020) X Orig. Unit Price =...(277.948 / 260.229) X $500 = $534.05, a 6.81%
increase. The PPI index calculation will be based on 3 decimal places, but the price will be rounded up
or down to 2 decimal places, unless the unit price is under $1.00 where it will be rounded to 3 decimal
places.
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PROPOSAL FORM - PAGE 1
FLUOROSILICIC ACID
per Specifications
Bidder acknowledgment: The undersigned bidder hereby declares that they have carefully examined
the specifications contained herein and will provide all labor, materials, equipment, supervision, and
insurance applicable to perform the services herein in accordance with the specifications and the
requirements under them for the following sum to wit:
Supply annually an estimated 300 Tons of Fluorosilicic Acid 23% per the Specifications and deliver in
full tanker loads to the Neilson, Swann and Thomas water treatment plants, on an as-needed basis. The
City will order full loads unless unexpected circumstances were to develop.
Do not submit pricing with your unpriced technical proposal! Pricing will be accepted only during
the online reverse auction in Phase 2 of the process.
ITEM 2: FLUOROSILICIC ACID 23%
TOTAL for estimated 150 tons over 6 month period:
Unit Cost $ ONLINE ONLY /Ton, so the Total 6 month term Purchase is $ ONLINE ONLY (Unit
Cost x 150)
Product must be Delivered FOB to the facility.
Manufactured by: _____________________________
Shipping Point: ____________________________
BIDDER NAME: ________________________________________
ALL BIDS SUBMITTED DURING THE REVERSE AUCTION MUST BE F.O.B. DELIVERED
TO PLANT LOCATIONS - NO ADDITIONAL PAYMENTS WILL BE MADE FOR FUEL
SURCHARGES, SHIPPING CHARGES, PALLETS, DRUMS, ETC.
The apparent low bidder shall provide a certified analysis within 48 hours, if requested by plant
staff, for review prior to award by the Utility Commission.
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