Purchase of Water Treatment Chemicals

CITY OF MIDDLETOWN-
PURCHASING OFFICE ROOM 112
MUNICIPAL BUILDING
245 DEKOVEN DRIVE
MIDDLETOWN, CT 06457
860-638-4895
.
CONTRACT DOCUMENTS
BID #2026-011
PURCHASE OF VARIOUS WATER TREATMENT
CHEMICALS "AS NEEDED"
WATER AND SEWER DEPARTMENT
Middletown, Connecticut
BID OPENING ON: Tuesday, July 14, 2026 at 11:00 AM
DONNA L. FORMATO
SUPERVISOR OF PURCHASES
CARL R. ERLACHER
DIRECTOR OF FINANCE AND REVENUE SERVICES
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The contract documents for the contract entitled:
BID #2026-011 PURCHASE OF VARIOUS WATER TREATMENT CHEMICALS "AS NEEDED",
WATER AND SEWER DEPARTMENT
Page
Invitation to Bid 3
Information for Bidders 4-8
Bid Attachment:
Section 78-9(K) Bid Preference for Local Vendors 9-11
Affidavit of Local Vendors 12
Contractor Hazard Communication 13
Contractor Employee and Training Verification Form 14-15
General Specifications 16
Technical Specifications/Requirements List 17-20
Bid Proposal Pages 21-26
Non-Collusive Bid Statement 27
Insurance Requirements for Suppliers 28-29
Bid Return Label 30
Hereinafter referred to as the Contract Documents
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INVITATION TO BID
CITY OF MIDDLETOWN
Sealed proposals, addressed to the Supervisor of Purchases, City of Middletown, Room 112,
Municipal Building, Middletown, Connecticut, will be received until Tuesday, July 14, 2026 at
11:00 AM for the following:
BID #2026-011
PURCHASE OF VARIOUS WATER TREATMENT CHEMICALS "AS NEEDED"
WATER AND SEWER DEPARTMENT
Bid documents may be obtained at the Purchasing Office, Room 112, Municipal Building, 245
DeKoven Drive, Middletown, CT., Monday - Friday, between the hours of 8:30 a.m. and 4:30 p.m.
for a fee of $.50 per page. It is preferred that they are downloaded free of charge on the City of
Middletown web site: www.MiddletownCT.gov. All questions concerning this bid should be
directed in writing to the Purchasing Department via fax at 860-638-4895 or email at
purchase@MiddletownCT.gov.
Bids will not be publicly opened in the Municipal Building, however, bids will be opened and
read aloud via Webex. Additional information and a link will be provided on our website
www.middletownct.gov for those interested in viewing the bid opening via Webex.
The City of Middletown reserves the right to waive any defect or any irregularity in any bid and
reserves the right to reject any or all bids or any part thereof. Bids, and amendments to bids
received after the time set for the bid opening will not be considered. All bids must be
completely filled out when submitted. No bid may be withdrawn for a period of ninety (90) days
subsequent to the opening of bids without the City of Middletown's written consent.
Withdrawal of any bid must be submitted in writing to the City of Middletown.
All bids and proposals are subject to, and must comply with the equal opportunity and non-
discriminatory provisions set forth in the Affirmative Action Plan of the City of Middletown.
Dated: 06/01/2026
Middletown, Connecticut
Donna L. Formato, CPPB, NIGP-CPP
Supervisor of Purchases
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INFORMATION FOR BIDDERS
1 Date and Place for Opening Proposals - Within thirty (30) calendar days after the opening of
Pursuant to the "Invitation to Bidders", sealed the bids, the City will act upon them. The
proposals for performing the work will be received acceptance of a proposal will be either a notice of
by the Purchasing Office, at the time and place set award, in writing, or an acceptance letter from the
forth therein with the award to be made as soon as Supervisor of Purchases, and no other act shall
practicable thereafter. constitute the acceptance of a proposal. The
acceptance of a proposal shall bind the successful
Bids received prior to the date set for receipt bidder to execute the contract within the time and
will be securely kept sealed. All bids received by the manner as set forth within these contract
time set for receipt will be opened by the Purchasing documents making him responsible and liable for
Supervisor and read publicly at the exact time set for failure to execute as prescribed.
receipt irrespective of any irregularities therein.
Bidders, their representatives any interested public 6. Time for Executing Contract and Damages for
may be present. Failure to Execute - Any bidder whose proposal shall
be accepted will be required to execute the contract
2. Printed Form for Proposals - All proposals within ten (10) days, including Saturdays and
must be made upon the blank proposal form as Sundays, of the date of mailing of a notice, stating
attached hereto; should give prices both in words that the award has been made to him or his firm.
and figures; must be signed and acknowledged by Failure or neglect to do so shall constitute a breach
the bidder where indicated on the proposal form; of contract for which the City may cancel the notice
submitted in a sealed envelope using the bid return of award, award the bid to someone else, or rebid
label provided. the entire project as well as sue for damages.
3. Omissions and Discrepancies - Should a Damages for such a breach of contract will include
bidder find discrepancies or omissions from the but not be limited to the loss of any awarding of
Contract Documents or should he doubt their work to him and other items whose accurate
meaning, he should immediately notify the amount will be difficult or impossible to compute,
Supervisor of Purchases who may send written and all other damages recoverable at law and in
instructions to all bidders. equity.
4. Acceptance or Rejection of Proposals - 7. Determination of Lowest Responsible
The City reserves the right to accept or reject any or Bidder/Award - Except where the Owner exercises
all proposals. Without limiting the generality of the the right herein to reject any or all proposals, the
foregoing, any proposal which omits a bid on any contract will be awarded by the owner to the
one or more items on the price sheet may be "Lowest Responsible Bidder", as determined under
rejected; any proposal containing changes or the factors to be considered under section 78-
modifications to the price sheet may be rejected; 9(f)(2), as amended, of the Middletown Code of
any proposal that does not include unit pricing in the Ordinances.
unit of measure indicated may be rejected; any
proposal in which unit prices are omitted or in which It is the intent of the City to award this
unit prices are obviously unbalanced may be contract on a unit price basis to the lowest
rejected. responsible bidder(s) submitting the lowest fixed
cost per item to furnish and deliver the listed
5. Acceptance of Proposals and the Effect - chemicals complying with the specifications,
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providing sufficient funds are available to award the Questions may be sent via facsimile to (860) 638-
contract(s). The City of Middletown shall reserve 1995 or emailed at purchase@middletownct.gov
the right to award based on whatever is in the best
interest of the City. To receive consideration, such questions
shall be submitted in writing. Deadline for
Additionally, in determining whether a submission of questions is 12:00 PM, Tuesday, June
bidder qualifies as the lowest responsible bidder, 30, 2026 (EST). If the question involves the equality
the City shall also review other subjective factors, or use of products or methods, it must be
such as the bidder's skill, ability and integrity to accompanied by drawings, specifications or other
perform the work as specified, the bidders data in sufficient detail to enable the Supervisor of
professional references (if required), the bidders Purchases to determine the equality or suitability of
reputation, information discovered during the the product or method. In general, the Supervisor
interview process (if applicable) and whether the of Purchases will neither approve nor disapprove
City in its sole discretion determines that awarding particular products prior to the opening of the bids;
the bid to the bidder will be in the best interests of such products will be considered when offered by
the City. The City shall award the contract to the the bidder for incorporation into the work.
lowest responsible bidder using the guidelines set The Purchasing Supervisor will arrange as
forth herein, or shall reject all bids. Addenda, which shall become a part of the contract,
all questions received as above provided and the
8. Partial Bids - Bidders are invited to submit decision regarding each. The Purchasing Supervisor
a bid on any one or combination of water treatment will post said addenda to the City website at
chemicals. Partial bids will be accepted. www.middletownct.gov. Non-receipt of said
Addenda shall not excuse compliance with said
9. Contract Term - The contract term shall addenda. It is the bidder's responsibility to
commence on or after August 1, 2026 and determine whether any addenda have been issued
terminate July 31, 2027 for a contract term of and if so whether he/she has received a copy of
twelve (12) months. each. Nothing in this section shall prohibit the
Purchasing Supervisor from posting Addenda to
10. Prices - In the event of discrepancy extend the deadline for the receipt of bids at any
between the prices quoted in the proposal in words time and for any reason.
and those in figures, the words shall control. The
prices are to include furnishing Water Treatment It is the responsibility of each bidder to visit
Chemicals as specified, inclusive of transportation our website at www.middletownct.gov to view
costs necessary to comply with the City's additional information and/or acknowledge any
requirements. Unit prices shall be fixed for the addenda's issued prior to submitting a bid.
duration of this contract.
No alleged "verbal interpretation" shall be
11. Interpretations and Addenda - No oral held valid. Any addenda issued during the bidding
interpretations shall be made to any bidder as to the period shall supersede previous information.
meaning of any of the Contract Documents or to be
effective to modify any of the provisions of the 12. Termination of Agreement - If Vendor
Contract Documents. fails to fulfill its obligations under this Agreement,
violates any of the covenants, agreements, or
Every request for an interpretation shall be stipulations of this Agreement, or if the City deems
made in writing, addressed and forwarded to the that the Vendor's conduct could have a negative
Supervisor of Purchases, Municipal Building, 245 effect on the reputation of the City, the City shall
DeKoven Drive, Middletown, Connecticut, 06457. have the right, in its sole discretion, to terminate
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this Agreement immediately. The City also shall against any and all liability, judgments, cost,
have the right, in its sole discretion, to terminate expenses and other loss, including attorney's fees,
this contract without cause by giving thirty (30) days and against all claims or actions including but not
written notice to Vendor of such termination limited to those based upon or arising out of
specifying the date of such termination. Upon damage or injury (including death) to persons or
termination of the Agreement, the City shall have no property caused by or sustained in connection with
obligation to pay Vendor for services not performed any act or omission of the Successful Bidder, its
or goods not received. officers, agents, servants and employees in the
performance or lack of performance of the services
13. Insurance - The selected bidder shall be under this contract.
required to provide a Certificate of Insurance as
specified in the attachment "Insurance 16. Delivery and Payment Terms - Water
Requirements". The bidder shall be required to treatment chemicals to be furnished pursuant to
provide evidence of such insurance coverage to the this contract shall be delivered, FOB, hereinafter
Supervisor of Purchases within ten (10) days from referred to as Free on Board, freight pre-paid, City
receipt of the Notice of Award. Evidence of such of Middletown and shall be an inside delivery unless
insurance coverage and City approval shall be specified otherwise.
required prior to execution of the contract
document. Payment discounts for early payment are
preferred. Terms are Net 30 days. The bidder shall
14. Time for Performance - submit itemized invoices to the Department
Director on a monthly basis. The Department
A. Item quantities are based upon Director shall then review and approve the invoice
anticipated quantities required through July 31, and forward same to the Finance Department for
2027. payment. Payment shall then be made to the bidder
B. Items authorized for delivery by the no sooner than ten (10) consecutive calendar days
City, by Purchase Order shall be delivered within ten from the date the invoice in received by the Finance
(10) consecutive calendar days of said authorization. Department as approved by the Department
Director.
C. Failure to meet such required
delivery time shall constitute default on delivery and 17. Quantities - The quantities specified
breach of contract and the Owner may then herein are approximate only and are not
authorize procurement of such equipment/material guaranteed. They are included to provide the
from the most expeditious alternate source bidder with an estimate of the City's annual
available to them. requirements pursuant to this contract and to
D. All excess expenses charged for provide a uniform basis for the comparison of bids.
alternate procurement of defaulted delivery under
this contract shall be deducted from monies due the The City of Middletown shall reserve the
successful bidder on this contract. If no monies are right to increase or decrease the actual quantities
due, then the bidder shall pay to the Owner the required or to delete them at the time the contract
difference between the contract price and what the is awarded or at any time thereafter without
Owner must pay to obtain the item from said prejudice toward the quoted bid price if to do so is
alternate source. in the City's best interest.
15. Indemnification - The successful bidder 18. Excise and Sales Tax - Purchases made by
agrees to defend, indemnify and hold harmless the the City of Middletown are exempt from the
Owner, its officers, agents, servants and employees payment of Federal Excise and Connecticut Sales
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taxes. Such taxes must not be included in the bid discretion of the Supervisor of Purchases who shall
prices. Exemption certificates will be provided at prepare the written amendment to the contract for
the bidder's request. the signature of the Mayor. No other act shall
serve as authorization for renewal.
19. Firm Pricing - The City of Middletown
requires that all bidders provide firm pricing for all 24. Conditional or Qualified Bids - A
those items they are bidding on for the minimum conditional or qualified bid will not be accepted.
of twelve (12) months in accordance with the
contract term specified herein. 25. Corrections to Bids - Corrections,
erasures, additions and or other modifications to
20. Condition Necessary to Complete the bid form must be noted and initialed by the
Contract to Satisfaction of the City of Middletown - bidder.
The City shall designate the time, place and amounts
of work to be done so as to meet all stipulations as 26. Bid Tabulation - A bid tabulation will be
set forth in the Contract Documents. Any furnished to any bidder upon receipt of a self-
contractual agreement made herein between the addressed, stamped envelope which may be
bidder and the City shall not restrict the City from submitted with the bid form or forwarded under
utilizing other sources of materials and services. If separate cover.
the City chooses to utilize other sources of materials
and/or services, this shall not act to negate or void 27. OSHA Requirements - The selected
the contract; nor shall employment of such bidder shall be required to comply with the City of
materials or services be used as a basis for the Middletown Department of Health requirements
successful bidder to abandon his responsibilities or with respect to employee and contractor training,
to claim damages as set forth within the Contract notification and documentation requirements for
Documents. the handling, packaging and delivery of any
chemicals and other hazardous materials to be
21. Warranty - The successful bidder furnished pursuant to this contract. The
expressly warrants and guarantees that all items requirements of which are incorporated in these
furnished pursuant to this contract are of specifications by attachment.
merchantable quality and are fit for the particular
purposes for which the City intends to use the items. 28. Material Data Safety Sheets (MSDS) (or
The Bidder hereby expressly agrees that the Safety Data Sheets (SDS)) - All bidders submitting a
warranties contained in Connecticut General bid shall be required to furnish two (2) copies of the
Statutes, Sec. 42a-203 2 through 42a-2-35, inclusive MSDS or SDS with their bid for each of the chemicals
as amended, are applicable. they are bidding on.
22. Substitutions - Substitutions of any item The bidder shall be required to insert the
specified shall not be acceptable to the City of CAS number (Chemical Abstract Service Number) for
Middletown without prior written authorization. each chemical that they are bidding on in the space
provided on the proposal pages.
23. Extension Option - The City of
Middletown reserves the right to renew these 29. Unit of Measure - The bidder shall be
contracts for up to one (1) additional year provided required to submit a bid on the unit of measure
that existing contract pricing will be held firm for indicated for each chemical on the bid form.
the additional contract period, if to do so is Failure to submit a bid on the unit of measure
mutually acceptable to the parties. Authorization indicated shall result in the rejection of their bid.
to renew the contract shall be subject to the
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Unless limited by the term "no substitute" or
30. Facsimile Bids - Facsimile bids will not "no equivalent", the use of the name of a
be accepted by the City under any circumstance. manufacturer of any particular make, model, brand,
or country of origin in describing an item, does not
31. Assignment of Antitrust Claims - The restrict bidders to that manufacturer, specific
contractor or subcontractor offers and agrees to article, or country of origin, this means being used
assign to the City of Middletown all right, title and simply to indicate the character or quality of the
interest in and to all causes of action it may have article so described, but the article offered must be
under Section 4 of the Clayton Act, 15 U.S.C. 15, as of such character and quality and include any
amended, or under Chapter 624 of the General applicable options, accessories, etc. that it will serve
Statutes of Connecticut, as amended, arising out of the purpose for which it is to be used equally as well
the purchase of services, property, commodities or as that specified, and shall be deemed by the City to
intangibles of any kind pursuant to a purchase be so warranted by the bidder. Bids on comparable
contract or subcontract made by the City of items must meet or exceed all AWWA standards
Middletown. This assignment shall be made and and be approved by the National Sanitation
become effective at the time the City of Middletown Foundation. The bidder shall clearly state the exact
awards or accepts such contract, without further article being offered including any and all applicable
acknowledgment by the parties. options, accessories, etc., and the bidder shall
furnish such other information concerning the
32. Americans with Disabilities Act- The article being offered as will be helpful in evaluating
contractor/ service provider, in performing this its acceptability for the purpose intended. If the
agreement will at all times, comply with the bidder does not indicate that the article they offer is
provisions of Title II, the nondiscrimination and other than as specified, it will be understood that
access requirements, of the American with the bidder is offering the article exactly as specified.
Disabilities Act.
The City of Middletown shall reserve the
33. Equivalent or Equal Items - Bids for right to make the final determination regarding the
equivalent chemicals produced outside of the conformance of any equivalent manufacturer to
United States will be accepted by the City subject to these specifications and applicable standards. The
the following criteria only: City further reserves the right to reject any
equivalent unit that is determined to be non-
It is the intent of these specifications to conforming, non-equivalent, or does not meet
remain nonproprietary, except where specifically applicable standards as above described.
called for to have certain specially manufactured
items fulfill the unique design and or technical 34. Right of Cancellation: - The City of
requirements. The naming of a manufacturer, Middletown shall reserve the right to cancel this
model or country of origin is intended to indicate request for bid, without penalty at any time prior to
material sources and design conformance the date established for the receipt of bids. If the
requirements, and not to be construed as limiting City exercises his right all bidders shall be notified by
competition. written addendum to this contract.
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PURCHASING DEPARTMENT
CITY OF MIDDLETOWN
BID ATTACHMENT
The bidder agrees to abide by the following
ordinances executed by the Common Council of the a. City-based bidders.
City of Middletown:
1. On projects the cost of which is equal to
Ordinance amending Section 78-9(K) of the City of or less than $1,000,000 total Contract
Middletown Code of Ordinances shall be used in price or less, any City-based bidder which
determining the lowest responsible bidder for this has submitted a bid not more than ten
contract. For your information, the ordinance (10%) percent higher than the low bid,
reads as follows: provided such City-based bidder agrees to
accept the award of the bid at the amount
CHAPTER 78 of the low bid. If more than one City-
based bidder has submitted bids not
SECTION 78-9(K) BID PREFERENCE FOR LOCAL
more than ten (10%) percent higher than
VENDORS.
the low bid and has agreed to accept the
award of the bid at the amount of the low
(1) Definitions. As used in this section,
bid, the Lowest Responsible Bidder shall
the following terms shall have the
be that one of such City-based bidders
meanings indicated:
which submitted the lowest bid.
CITY-BASED BUSINESS - A business with a
2. On projects the cost of which is over
principal place of business located within the
$1,000,000 but equal to or less than $5,000,000
City of Middletown. A business shall not be
total Contract price, any City-based bidder
considered a City-based business unless
which has submitted a bid not more than five
evidence satisfactory to the Director of Finance
(5%) percent higher than the low bid, provided
or Supervisor of Purchasing, when designated,
such City-based bidder agrees to accept the
has been submitted with each bid submitted
award of the bid at the amount of the low bid.
by said business to establish that said business
If more than one City-based bidder has
has a bona fide principal place of business in
submitted bids not more than five (5%)
Middletown. Such evidence may include
percent higher than the low bid and has
evidence of ownership of or a long-term lease
agreed to accept the award of the bid at the
of the real estate from which the principal
amount of the low bid, the Lowest Responsible
place of business is operated or payment of
Bidder shall be that one of such City-based
property taxes on the Personal Property of the
bidders which submitted the lowest bid.
business to be used in performance of the bid.
3. On projects the cost of which is $5,000,000
PROJECT - All bids and all quotes solicited for
or more total Contract price, any City-
purchases exempted from bidding pursuant to
based bidder which has submitted a bid
78-9, as amended, except requests for
not more than three (3%) percent higher
proposal and PTS Contracts pursuant to 78-10,
than the low bid, provided such City-based
as amended.
bidder agrees to accept the award of the
bid at the amount of the low bid. If more
(2) On any project, the Lowest Responsible Bidder
than one City-based bidder has submitted
shall be determined in the following order:
bids not more than three (3%) percent
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higher than the low bid and has agreed to but not limited to, blindness, deafness,
accept the award of the bid at the amount mobility impairments, and use of a guide dog
of the low bid, the Lowest Responsible or guide dog in training), gender identity or
Bidder shall be that one of such City-based expression, genetic information, marital
bidders which submitted the lowest bid status, national origin, race, religious creed,
(9/16/25). sex (including pregnancy, childbirth and
related conditions, accommodations for
b. The low bidder. (2/8/78, 12/2/02) pregnancy, breastfeeding, and sexual
harassment in accordance with 46a-60(a),
(b)(7), (d) (1), 46a-80(b), or 46a-81c of the
CHAPTER 26, CONTRACTS
Connecticut General Statutes, sexual orientation,
status as a veteran, status as a victim of domestic
ARTICLE I--EQUAL OPPORTUNITY IN
violence, criminal conviction, erased criminal
EMPLOYMENT.
history, and retaliation for protected activity
(including filing with CHRO). This provision is
26-1 Contract Provisions Required
limited to the extent there is a bona fide
occupational qualification or a superseding
Every contract made by or on behalf of the City of
federal or state law. In addition, the Connecticut
Middletown for the construction, lease, alteration
Fair Employment Practices Act, Connecticut
or repair of any public building or public work, or
General Statutes 46a-51 et seq., (CFEPA) as
for the purchase, manufacture, sale or distribution
amended in 2022, not only prohibits
of materials, equipment or supplies shall contain
discrimination based on actual physical disability,
provisions providing for equal opportunity in
but also applies to discrimination based on
employment.
perceived physical disability. The contractor
also agrees to provide the Affirmative Action
26-2 Enforcement Officer
Officer of the City of Middletown with such
information that may be requested concerning
The Director of Equal Opportunity and Diversity
the employment practices and procedures of
Management, who is the City's Affirmative Action
the contractor as related to the provisions of
Officer, shall have the authority to enforce this
this section.
ordinance.
B. The aforesaid provision shall include, but not
26-3 Provisions to be Included
be limited to, the following: advertising,
recruitment, layoff, termination, rates of pay
A. Every contract for the construction, alteration
or other forms of compensation, conditions or
or repair of any public building or public work
privileges of employment selection for
shall contain the following provisions
apprenticeship, selection or retention of
approved by the Office of Equal Opportunity
subcontractors, or in the procurement of
and Diversity Management Director:
materials, equipment or services.
The contractor agrees and warrants that in the
26-4 Notices to be posted on project site.
performance of this contract he or she will not
discriminate or permit discrimination against
The contractor shall hereinafter post on the
any person or group of persons on the grounds
project site, in conspicuous places available for
of age, alienage, ancestry, color, disability
employees and applicants for employment,
(past and present intellectual, mental,
notices setting forth its non-discrimination
learning, and physical disabilities, including,
requirements.
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