Pre-Advertisement Notice: Polymer Blending Units ¿ Parts, Repairs, and Ancillary Services

Material Type: Polymer Machine
Item Number:
Revision Date: 11/14/2025
CITY OF ATLANTA SPECIFICATION FOR POLYMER BLENDING UNITS, PARTS,
REPAIRS AND ANCILLARY SERVICES
SCOPE AND CLASSIFICATION - PART I
Scope - This specification describes minimum requirements for the supply of parts,
repairs, and ancillary associated services to provide, maintain, replace, inspect and repair
SNF Polydyne Floquip Designed Polymer Blending Units installed at the various
facilities for the Office of Water Treatment and Reclamation, Department of Watershed
Management, City of Atlanta
Classification - The material(s) must be classified as follows:
Group I - EM-30 Mechanical Polymer Blending Unit
Group II - EA-70 Automatic Polymer Blending Unit
Group III - EA-110 Automatic Polymer Blending Unit
Group IV - EA-200 Automatic Polymer Blending Unit
Group V - Miscellaneous/Services
SPECIFICATION REQUIREMENTS
1. Definitions
1.1. "Parts" means the components of a unit to be provided by a Preferred Bidder to the City
of Atlanta.
1.2. "Pricing Line" means the separate pricing that the Bidder submits for each line-item
bid.
1.3. "Service" means the furnishing of labor, time, or effort to repair or rebuild an entire unit
or part(s) of a unit.
2. Standards And Specifications - Material(s), goods, Parts or Service(s) being solicited under
this IFB must comply with the Federal Occupational Safety and Health Acts, Federal Aviation
Administration Standards, and Georgia Occupational Safety and Health Act requirements,
where applicable and in effect at time of delivery.
3. Equipment. The equipment to be furnished must be currently on production and must be
manufacturer's standard model complete with all standard equipment. Bidder must be able to
supply 90% of Parts required to maintain this equipment within 24 hours and have access to
the remaining 10% of Parts within 72 hours. Failure to meet this requirement may result in
termination of the contract. To the extent applicable, and except as otherwise expressly
provided in this IFB, all energy consuming equipment purchased will be energy efficient,
defined as meeting either Energy Star specification of criteria that puts products in the upper
25% of energy efficiency, as well as meeting quality, performance, and durability
requirements.
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4. Parts and Service Warranty. This Invitation for Bid (IFB) must cover Parts and Service
warranty for one (1) year after delivery date. While under warranty, Bidder must replace any
damaged or inferior item in a prompt and timely manner. Bidder must submit price information
for Parts and Service indicating schedule or rate of discount, which must apply to the City of
Atlanta.
5. Original Manufacturer Part Crossover Numbers. Bidder must supply original manufacturer
part crossover numbers for parts that are not manufactured by the equipment manufacturer
after the award of bid, but prior to the delivery of equipment.
6. Safe Use of Equipment. Bidder (where applicable) must provide a minimum of four (4)
hours instruction on the proper and safe use of the equipment at the Bidder's expense.
7. Manuals. Upon request by the City, Bidder must provide parts, service, and operating manuals
for each unit of equipment provided and submit electronically, one (1) set of descriptive
literature.
8. Without expressed or implied obligation on the part of the City of Atlanta to perform, the
Bidder may submit on a separate sheet an option to the City for a multi-year purchase
concept covering three (3) years' service and parts for equipment covered by its bid. Include
the terms of the multi-year purchase option including terms, price, and expiration date.
8.1. The Code of Ordinance of the City of Atlanta specifically prohibits obligating the City
for future budget years.
8.2. In the event options are exercised to purchase units in subsequent years, the provisions
as related to parts and services will apply as indicated above.
9. Reservation of Rights. The City of Atlanta reserves the right to increase or decrease
quantities shown without penalty.
10. Report of Purchases. Bidder must provide an itemized report of the annual spend ("Report
of Purchases") to the Chief Procurement Officer. The Report of Purchases must be submitted
annually within fifteen (15) days after the anniversary date of the Agreement. Failure to
submit a Report of Purchases may result in forfeiture of future contracts with the City of
Atlanta.
11. Brand Name or Trade Name Instructions. If items in this IFB have been identified,
described, or referenced by a brand name or trade name description, such identification is
intended to be descriptive, but not restrictive and is to indicate the quality and characteristics
of products that may be offered. Products may be considered for award if such products are
clearly identified in the bids and are determined by the City of Atlanta to meet its needs in all
respects.
11.1. All bidders, including bidders whose products may be referenced, must clearly
indicate manufacturer/trade name and identifying number in space provided within
Pricing Line of this IFB.
11.2. Bidder must not furnish obsolete and/or near-expired products. If the Bidder proposes
to furnish another product, such products must be clearly identified in the bid. The
evaluation of bids and the determination as to equality of products offered must be the
responsibility of the City and will be based on information furnished by the bidder.
Accordingly, to ensure that sufficient information is available the bidder may be
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required to submit literature and/or samples prior to award. These must be supplied
within seven (7) days, if required.
11.3. The purchase of any item by the City, as a result of this Invitation for Bid, is not a
judgment of one product against another. Consideration of application, need, and
price will constitute purchase determination.
12. Like or Similar Goods. Bidder is only permitted to provide like or similar goods or services
to those identified in its bid, if the goods or services identified in the bid are discontinued or
out of stock. Vendor must provide like or similar goods or services at the same price(s) quoted
in its bid. The City will not absorb any cost increases for like or similar goods or services.
12.1. Bidder must provide like, or similar goods or services not listed in the bid price (s) at
or below standard industry rates.
12.2. Bidder must meet or beat store, municipal, state and federal pricing for items bid on.
12.3. Bidder must provide like and similar goods or a direct substitute not listed on pricing
lines at _______% discount from catalog prices.
13. Quality Assurance
13.1. Test and Inspection. It is the Bidder's responsibility to perform all tests and inspections
required by this specification unless otherwise stated in the purchase order, data sheet,
and/or contract. The Bidder may use in the process his/her own facility or any
recognized independent laboratory acceptable to the City of Atlanta. The City of
Atlanta reserves the right to perform any of the tests and inspection requirements
where such tests and inspections are needed to further determine compliance with the
specification. If such testing is needed, Bidder must pay for all testing costs.
13.2. Certification. Material covered by this specification must be manufacturer original
parts or approved by the manufacturer for use in the specified systems. Certification to
this standard must be provided with the Parts and/or Service. It is Bidder's
responsibility to ensure that that all parts and/or services meet industry standards. Full
acceptance of the materials must be subject upon findings of suitability as determined
under Subsection 13.1.
13.3. Sampling. It is the Bidder's responsibility to submit a random sample testing in
accordance with this specification. Material furnished must be identical to the sample
submitted for performance test and must comply with the requirements set forth
herein. If the material does not comply with the requirements of this specification, or is
not identical to the original sample submitted, the Bidder must be required to replace
all such materials at its own expense. This includes all handling charges and
transportation, with the material that does so comply.
13.4. Quality and Quantity Control - A system of test and inspection must be used to ensure
receipt of the quality and quantity of items supplied. Goods will be promptly
unpacked and inspected; any discrepancies from purchase order or supplier invoice
will be reported immediately to the Chief Procurement Officer of the Department of
Procurement.
13.5. Plant and Facility Inspections - The Department of Procurement may require the
Bidder to make their plant and facilities available for inspection or may require
additional information concerning the Bidder's ability to comply with the requirements
of this specification, or its ability to perform in accordance with delivery requirements
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and within budget. In addition to the above, Bidder may be required to produce shop
orders and backlog orders documentation. Failure to comply with this requirement
may cause rejection of the bid package.
13.6. Protection - The Bidder must assume all costs arising from the use of patented
materials, devices, or processes incorporated in the materials furnished. The Bidder
further agrees to indemnify and hold harmless the City of Atlanta and its duly
authorized agents from suits of law or actions of any nature for or on account of the
use of any patented materials, equipment devices or processes.
13.7. Travel and Lodging Expenses - The City of Atlanta may require one (1) or more onsite
visits to the Bidder's site to assure Bidder's compliance with the City's requirements
and other applicable requirements. Suppliers must reimburse the City, in accordance
with the City of Atlanta's Code of Ethics provisions, for authorized travel and lodging
expenses related to such onsite evaluations after the purchase order has been assigned
and occur no later than 30 days after receipt of invoice.
14. Preparation for Delivery
14.1. Packing - Packing must be accomplished in accordance with acceptable commercial
practices for domestic shipments, unless otherwise stated in the Agreement and/or
purchase order. The Bidder must make shipments using the minimum number of
containers consistent with the requirements of safe transit, available mode of
transportation and routing. It is the Bidder's responsibility to determine that packing is
adequate to assure that all materials must arrive at destination in an undamaged
condition ready for intended use.
14.2. Marking - All packages must be identified with the City of Atlanta purchase order
number and the User Department. Sealed packing lists must be affixed to all cartons
showing its content.
14.3. Shipping - The Bidder must follow shipping instructions as stated in the purchase
order or Agreement.
15. Subcontracting. If awarded a contract, the use of subcontractors is permitted. However,
Bidder must: (i) remain responsible for the goods, installation, delivery, and any services
provided by the subcontractor; (ii) remain City's sole point of contact for the goods and/or
services provided under the Agreement; and (iii) be solely responsible for the payment of any
subcontractor.
15.1. Bidder must identify all subcontractors it intends to use in its bid. Failure to disclose
all subcontractors in a bid submission will result in termination of an Agreement if
awarded.
15.2. All subcontractors must complete the subcontractor Illegal Immigration Reform and
Enforcement Act (IIREA) Form and the completed subcontractor forms must be
included in the Bidder's bid.
16. Payment Terms. Bidder will provide payment terms of five percent (5%) 10, net 30 calendar
days of invoice price. Otherwise, terms will be net 30 calendar days.
17. Warranty. It is the Bidder's responsibility to submit, at time of shipment, the original
manufacturer's warranty of the goods/material(s) supplied.
18. Guarantee. The material must be guaranteed to be free from defects of construction,
conception, and workmanship for a period of at least 12 months or manufacturer's warranty
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whichever is greatest from date of acceptance. Any part or portion found not in accordance
with this specification will be rejected and returned to Bidder at Bidder's expense for immediate
replacement.
19. Price Escalation and De-Escalation.
19.1 Preference must be given to the bidder submitting the lowest and best firm price as
their bid. Should it be found that due to unusual market conditions it is to the best
interest of the City of Atlanta to accept a price with an escalation/de-escalation clause,
the following must apply:
19.2 The contract price must be frozen for a specified period. This period must be shown
on your bid.
19.3 Cost data to support any proposed increase must be submitted to the Chief
Procurement Officer of the Department of Procurement not less than 30 days prior to
the effective date of any such requested price increase.
19.4 Any adjustment allowed must consist only of bona fide cost increases resulting from
such situations as unforeseen raw material cost increase which may be passed on to the
consumer.
19.5 No adjustment must be made to compensate a supplier for inefficiency in operation, or
for additional profit.
19.6 In the event that market media indicators show that the prices for those materials,
goods, or services have overall decreased but the vendor has failed to pass the price
decrease onto the City, the City reserves the right to place the vendor in default for
cause, cancel the awarded contract, remove the vendor from the City of Atlanta
Bidders List for a period deemed suitable to the City, and recuperate any damages
from the vendor.
SCOPE AND CLASSIFICATION - PART II
REQUIREMENTS
Vendor must state "Compliance" or "Exception" for the requirements listed below for each group.
Check marks, dittos, or any other markings may not be accepted, and your bid could be rejected.
1. GROUP I - EM-30 Mechanical Polymer Blending Unit
1.1 The bid on Polymer blending units, parts, repairs and ancillary services or
equivalent must be supplied as stated on pricing lines. Any substitutions must be
clearly listed, approved for use by the manufacturer and a complete specification
sheet must be provided.
1.2 The maximum water and solution flow must not exceed 30 gallons per minute
(GPM).
2. GROUP II - EA-70 Automatic Polymer Blending Unit
2.1 The maximum water and solution flow must not exceed 70 gallons per minute
(GPM).
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3. GROUP III - EA- 110 Automatic Polymer Blending Unit
3.1 The maximum water and solution flow must not exceed 110 gallons per minute
(GPM).
4. GROUP IV- EA-200 Automatic Polymer Blending Unit
4.1 The maximum water and solution flow must not exceed 200 gallons per minute (GPM)
5. GROUP V - Miscellaneous/Services
5.1 Bidder must be SNF Polydyne Floquip manufacturer-certified representative or
distributor and manufacturer authorized service provider for the Polymer
Blending Unit (skid mounted) bid upon.
5.2 Must provide training for facility staff on replacement procedures, troubleshooting,
and diagnostics.
5.3 Maintain documentation of all replaced or upgraded parts for compliance and asset
management.
5.4 Vendor must ensure all persons have proper ID badges to access any City site.
5.5 Vendors must provide technician, helper(s) and /or laborer(s) rate quotes for the
following:
Straight time (up to 40 hours)
Over time (over 40 hours)
Rate per day/per hour
Weekend and Holiday rates
5.6 The bid on SNF Polydyne Floquip parts and accessories or equivalent must be
supplied as stated on pricing lines. Any substitutions must be clearly listed,
approved for use with the SNF Polydyne Floquip unit specified, "drop in" ready for
service with no modifications required to the City's system for change-out with the
current skid mounted units. A complete specification sheet must be provided with
any substitutions.
5.7 All SNF Polydyne Floquip parts must be SNF Polydyne Floquip manufacturer-
certified and within the warranty requirements for SNF Polydyne Floquip
equipment.
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ACKNOWLEDGEMENT
Bidder, by and through its authorized representative, acknowledges that it has read and understands
this Invitation for Bid ("IFB") and has submitted all required documents and information in
response to this IFB. Bidder further acknowledges and agrees that if it is awarded a contract,
pursuant to this IFB, Bidder will be bound by terms and conditions of the Contract Documents
which are, collectively, this IFB, Bidder's submitted bid documents, any resulting purchase
order(s) and the City's terms and conditions as provided under an applicable purchase order(s),
and the Agreement.
[Bidder]:
________________________________________________________
Legal Name of Firm
________________________________________________________
Address
________________________________________________________
City State Zip Code
________________________________________________________
Authorized Representative/Print
________________________________________________________
Signature/Title/Date
________________________________________________________
Area Code/Telephone Number /Email
________________________________________________________
COA Supplier ID Number
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