Request For Proposal: Water Treatment Plant Bulk Chemicals

CITY OF GRANTS PASS, OREGON
Public Works Department
Water Treatment
Request for Proposal (RFP)
Water Treatment Plant Bulk Chemicals
Responses Due: May 28, 2026
RFP: Water Treatment Plant Bulk Chemicals
Attn: Karen Frerk, City Recorder
101 NW A Street
Grants Pass, OR 97526
Contact:
Adam Smith, Water Treatment Superintendent
541.450.6119 or asmith@grantspassoregon.gov

TABLE OF CONTENTS
PAGE(S)
I. INTRODUCTION ....................................................................... 3-6
II. CHEMICAL SPECIFICATIONS ................................................. 7-8
III. SELECTION PROCESS ............................................................ 9
IV. LEGAL REQUIREMENTS .......................................................... 10-12
ATTACHMENTS
PROFESSIONAL SERVICES AGREEMENT ..................................... 14-17
CHEMICAL DELIVERIES ................................................................... 18-19
COST PROPOSAL FORM ................................................................. 20
Request for Proposals
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SECTION 1 - INTRODUCTION
About the City of Grants Pass
The City of Grants Pass is a municipal governmental entity providing a full range of
services, including police and fire protection; land use planning; sewer services; water
services; stormwater services; construction and maintenance of streets, and
infrastructure; recreational activities, and cultural events. Grants Pass is in the "Sun Belt"
of Southern Oregon astride the banks of the Rogue River, one of America's premier white-
water rivers. Nestled among a series of mountains giving the valley a scenic backdrop,
Grants Pass is situated in Southwestern Oregon on Interstate 5. With a current estimated
population of 39,475, it is the county seat of Josephine County and serves as the major
commercial center for the county population of more than 88,728.
The objective of requesting proposals is for the City to contract with a firm that can offer
services at a cost representing the best value to the City. More information about the City
is available at www.grantspassoregon.gov.
General Information
The City of Grants Pass (City) is requesting proposals for the supply and delivery of
treatment plant bulk chemicals for use in the City's water treatment facility. The treatment
facility is located at 821 SE M Street, Grants Pass, Oregon, 97526. Required chemicals
include "filtered" bulk 12.5% sodium hypochlorite and liquid aluminum sulfate.
There is no guarantee that the City will ultimately enter into an agreement for these
services. All final decisions will be made by the City Council.
Following the selection process, all submissions will become public record. A
minimum of one response from each proposer will be retained.
Municipal Water System
The municipal water system withdraws raw water from the Rogue River. After treatment,
more than 2.1 billion gallons of water are distributed annually to over 12,000 customers
through a complex system of 8 reservoirs, 13 pump stations, and 188 miles of piping.
Water throughout the City and surrounding areas is utilized for a variety of uses including
domestic, commercial, and public safety needs. The water treatment plant has operated
at its current site since the 1930s.
Submission Requirements
Suppliers may bid on all, or part of the chemicals listed in this request but must supply
the total amount of the chemical(s) bid on. Proposals must include freight to the City's
Water Treatment Facility. The supplier must ship the chemicals within five (5) working
days after receipt of the order. The supplier must be willing to make partial shipments
if requested by city staff at the time of order. Normally, only full truckload quantities
of bulk material will be ordered. The supplier will provide original copies of current
Safety Data Sheets and Certificates of Analysis (COA's) for each batch of chemical
shipped; NO FAXED COPIES will be accepted.
Request for Proposals
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The deadline for submission in response to this RFP is May 28, 2026, before 3:00 pm
local time.
Cut out and use the label printed below and affix it to your OUTER bid envelope to
properly identify it as a proposal.
Deliver to: City Recorder Karen Frerk
City of Grants Pass
101 NW A Street
Grants Pass, OR 97526
PROPOSAL - DO NOT OPEN
RFP: WTP BULK CHEMICALS
Due: May 28,2026, no later than 3:00 pm
The submission should consist of:
* Cost Proposal Form (Attachment C)
* Signed Addenda (if applicable)
The submission shall include one hard copy of your submission. Email and fax copies are
not acceptable forms of digital copies.
Communications during the RFP Process
The City of Grants Pass reserves the right to reject all proposals, waive formalities, or
accept any submittal that appears to serve the best interest of the City of Grants Pass.
Questions regarding this RFP should be directed to Questions regarding this RFP should
be directed to Adam Smith at 541-450-6119. Proposers shall address all inquiries, if any,
in writing to Adam Smith, Water Treatment Superintendent, at 541-450-6119 or
asmith@grantspassoregon.gov no later than seven days after the release of the RFP.
If it becomes necessary to revise any part of this RFP or if additional data is necessary to
enable an exact interpretation of provisions of this RFP, revisions will be posted
electronically on the City website at https://www.grantspassoregon.gov/bids.aspx. It is
the responsibility of the Proposer to frequent the City website to obtain and download
addendums and any other applicable information prior to proposal submission.
For information regarding this RFP, contact the City of Grants Pass Public Works
Department at 101 N.W. "A" Street by calling Adam Smith, at 541-450-6119 or visit the
City's website at https://www.grantspassoregon.gov/bids.aspx. under the heading
"Bids".
RFP Schedule
Request for Proposals
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Schedule Activity
May 13, 2026 Publication & Posting of Advertisement for Proposals
May 20, 2026 Deadline for Submission of Proposer Inquiries
Question responses posted at
May 21, 2026
www.grantspassoregon.gov
May 28, by 3:00 pm Deadline for Submission of Proposals
May 29, 2026 Notice of Intent to Award posted online
June 5, 2026 Protest period ends
June 17, 2026 City Council if necessary
July 1, 2026 Proposer begins service
Changes to the Solicitation by City Addenda
The City of Grants Pass reserves the right to make changes to the RFP by written
addenda posted on the City of Grants Pass website. A prospective proposer may request
a change to the RFP by submitting a written request by email to Adam Smith, at
asmith@grantspassoregon.gov. The request must specify the provision of the RFP in
question and contain an explanation for the requested change. All requests for changes
or additional information must be submitted no later than the date set forth in the RFP
Schedule.
The City of Grants Pass will evaluate any request submitted but reserves the right to
determine whether to accept the requested change. If additional information or
interpretation is necessary, such information will be supplied in the form of an addendum.
Any addenda will have the same binding effect as though contained in the main body of
the RFP. Oral instructions or information concerning the scope of work of the project given
out by City of Grants Pass managers, employees, or agents to the prospective proposers
will not bind the City of Grants Pass.
* All addenda, clarifications, and interpretations will be posted on the City website
at https://www.grantspassoregon.gov/bids.aspx.
* No addenda will be issued later than the date set forth in the RFP Schedule, except
an addendum, if necessary, postponing the date for receipt of proposals,
withdrawing the invitation, modifying elements of the proposal resulting from a
delayed process, or requesting additional information, clarifications, or revisions of
proposals leading to obtaining best offers or best and final offers.
* Each proposer must ascertain, prior to submitting a proposal response, that the
proposer has received all addenda issued, and receipt of each addendum must
be acknowledged in the appropriate location on each addendum and included
with the proposal submittal.
Withdrawal of Proposal
Proposals may be withdrawn upon written request from the Proposer at the address
shown in the solicitation prior to the date and time specified for submission of Proposals.
Request for Proposals
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Negligence on the part of the Proposer in preparing the proposal confers no right of
withdrawal after the date and time specified for submission of proposals.
Late Submissions
Proposals, amendments thereto, and/or requests for withdrawal of proposals will not be
considered after the date and time specified for submission of proposals. Late Proposals
will be returned unopened if the proposer's return address is shown.
Acceptance
Unless otherwise specified by the City of Grants Pass, all formal proposals submitted
shall be binding for City of Grants Pass acceptance for ninety (90) days from the date of
the proposal opening.
Request for Proposals
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SECTION 2 - CHEMICAL SPECIFICATIONS
Scope of Services
ALL Chemicals supplied shall be certified as suitable for contact with, or treatment of,
drinking water by an accredited certification organization in accordance with
ANSI/NSF Standard 60, Drinking Water Treatment Chemicals - Health Effects.
The supplier shall not be permitted to impose any fuel surcharges for a minimum of
(90) ninety days following Notice of Proposal Acceptance by the City of Grants Pass.
Fuel surcharges must be documented by a reliable means. All deliveries must be
made Monday through Friday between the hours of 8:00 am and 4:00 pm.
Tanker trucks that arrive onsite with missing or broken seals or seals that do not
match the landing will be rejected at the supplier's expense. The product will be tested
for quality prior to off-loading. A copy of our policy for accepting Chemical Deliveries
is provided as 'Attachment B'.
Contract pricing will be for FY27 and without added conditions. The agreement is
anticipated to start on July 1, 2026, and end on June 30, 2027.
CHEMICAL SPECIFICATIONS
LIQUID ALUM
Alum, Al2(SO4)3, shall be furnished as a liquid aluminum sulfate solution. The liquid
alum shall conform to the current version of AWWA Standard 8403 (the most recent
version).
Solution Strength, % as Dry Alum: 48.5 (approx.)
% as Total Al2O3: 8.3 (approx.)
Specific Gravity, 15.6 degreesC (60 degreesF): 1.335
pH Liquid Alum: 2.3 (approx.)
lbs./gal., U.S.: 11.13 lbs.
Dry Alum/gal.: 5.4
This material shall be certified as suitable for contact with, or treatment of, drinking
water by an accredited certification organization in accordance with ANSI/NSF
Standard 60, Drinking Water Treatment Chemicals - Health Effects.
The bid price 'per dry pound' shall be based on the weight of alum in the liquid alum
solution (as opposed to the weight of solution delivered).
Delivery Method: Bulk
Unloading Method: The fill pipe connection is located near ground level. The supplier
shall pump the material into the storage tank located 14' above ground level.
Request for Proposals
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Storage Capacity: 8,000 gallons
Typical Delivery: 48,000 liquid pounds (~4,500 gallons)
Delivery Frequency: Approximately monthly
Annual Usage: ~300,000 # dry weight
Filtered SODIUM HYPOCHLORITE 12.5% TRADE STRENGTH
Sodium Hypochlorite shall be potable water treatment grade, in aqueous solution at
a concentration of no less than 12% no more than 15% by weight. Sodium
Hypochlorite shall not have excess Sodium Hydroxide greater than 1%. It shall
conform to AWWA Standard B300 (most recent version). This material shall be
certified as suitable for contact with, or treatment of, drinking water by an accredited
certification organization in accordance with ANSI/NSF Standard 60, Drinking Water
Treatment Chemicals - Health Effects.
Sodium Hypochlorite must be filtered to 2-3 microns.
A Certificate of Analysis from each manufactured batch shall accompany each
shipment of Sodium Hypochlorite. These batch analyses shall include but are not
limited to the following: 1) Product Name, 2) Batch Identification, 3) Specific Gravity,
4) % Sodium Hypochlorite by weight, 5) % Excess Caustic by weight, 6) Vacuum
Filter Test Time, 7) Date of the batch. *
Purchaser will be performing a "Suspended Solids Quality Test for Bleach Using
Vacuum Filtration" method as described at
http://www.powellfab.com/technicaI information/preview/suspended solids test.aspx
A 1000 ml sample must go through a 47mm, 8 m filter in less than two (2) minutes+/-
10%, using a vacuum pump that produces between 22 and 25 inches of vacuum. PSI
should be -22 to -25. (Gordon, Dr. Gilbert, "Strategies for Meeting Hypochlorite
Specifications in the Drinking Water Industry", Powell Fabrication). Purchaser can
refuse delivery of any product which requires more than two minutes filtration time in
this test.
Delivery Method: Bulk
Unloading Method: Fill pipe located near ground level. The supplier shall pump the
material 15.5' above ground level.
Storage Capacity: 6,500
Typical Delivery: 4,800 gallons
Delivery Frequency: ~Monthly
Annual Usage: 52,800 gallons
Request for Proposals
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SECTION 3 - SELECTION PROCESS
The proposal will be evaluated by a selection team and ranked based on cost.
False or Misleading Statements
If in the opinion of the City, any RFP contains false or misleading statements or references
which do not support a function, attribute, capability, or condition as contended by the
firm(s), it shall be rejected.
Clarification of the Proposal
The City reserves the right to obtain clarification necessary to properly evaluate a
particular proposal. Failure of the firm to respond to such a request for additional
information or clarification may result in the rejection of the proposal.
Addenda
Addenda shall be posted on the City's website.
Cancellation of Solicitation
The City reserves the right to cancel this solicitation at any time during the RFP process
if the City deems it is in the best interest of the public to do so.
Selection
The City's selection team will review, evaluate, and rank all responses to this RFP. Notice
of the final ranking will be provided to all proposers and posted on the City's website. An
aggrieved proposer may protest their final ranking within the seven-day period after the
notice is posted on the City's website. An aggrieved proposer is a proposer who is
adversely affected and has a right to protest an RFP selection. To be adversely affected,
the aggrieved proposer must claim itself as the highest-ranked proposer because all other
highest-ranked proposers failed to meet the requirements of the RFP. Protests received
after the seven-day period will not be considered.
Award Process
Notice of recommended award will be posted on the City's website. There is no guarantee
that the City will ultimately enter into an agreement for these services. All final decisions
will be made by the City Council.
RFP Enclosure
The following is included for review and use:
* City of Grants Pass Master or Professional Services Agreement Example
* Bid documents can be found at https://www.grantspassoregon.gov/bids.aspx.
Request for Proposals
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SECTION 4 - LEGAL REQUIREMENTS
This RFP and the selection process shall in no way be deemed to create a binding
contract or agreement of any kind between the City and any candidate. All legal rights
and obligations between the successful candidate, if any, and the City will come into
existence only when an agreement is fully executed by the parties, and the legal rights
and obligations of each party shall at that time be only those rights and obligations which
are set forth in the agreement and any other documents specifically referred to in that
agreement and executed by the parties.
Applicants are cautioned not to make any assumptions as to the implied meaning or intent
of any part of the RFP. Applicants should request clarification if needed. Every request
for information on or clarification of the RFP must be submitted to Adam Smith in writing
at least seven days prior to the date set for the deadline for proposals.
City Reservation
The City of Grants Pass reserves the right to waive irregularities or discrepancies in a
proposal if the City determines that the waiver is in the best interest of the City.
Protest
Any prospective consultant who contends that the provisions of the RFP or any aspect of
the procurement process will encourage favoritism in the award of the contract, or
substantially diminish competition, must file a written protest to the RFP at least seven
calendar days following the date set for the opening of proposals. Failure to file a protest
will be deemed a waiver of any claim by a Proposer that the procurement process violates
any provision of ORS Chapter 279, the City of Grants Pass Local Contract Review Board
Rules, or the City's procedures for screening and selection of persons to perform personal
services.
Contract
The consultant selected by the City will be expected to enter a written contract with the
City of Grants Pass. Unconditional refusal to accept the contract provisions proposed by
the City without offering acceptable alternatives may result in disqualification of the
proposer or a less favorable evaluation of its proposal.
Insurance Requirements
Upon selection of a consultant and entering into a contract agreement the consultant
shall, at its own expense, always during the term of the contract, maintain in force:
* A comprehensive general liability policy including coverage for contractual
liability for obligations assumed under this contract, blanket contractual
liability, products and completed operations and owner's and contractor's
protective insurance; and
Request for Proposals
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