Water Treatment Services for City Facilities

The City of Topeka is requesting proposals for a single water treatment company (contractor) to provide all products and services for treating water systems at City facilities. Facilities included are City Hall, Law Enforcement Center, and the Cyrus K Holliday. The contractor must be a recognized specialist in the industrial water treatment field for a minimum of five years. The contractor shall have access to a chemical laboratory facility to conduct the complete analysis of treated water. The laboratory must be capable of performing a wide array of analytical work to facilitate monitoring, control, and trouble-shooting of the Citys systems. All laboratory services shall be furnished by the contractor as part of the contract. Laboratory services available must include but not be limited to: corrosion coupon analysis; water analysis; deposit analysis; microbiological analysis; cartridge analysis; and metallurgical analysis. The contractor shall have technical service representatives and products located within the service area of the proposed City facility locations. Proposers must outline and describe in their proposals their ability and approach to meeting all section requirements below. A. Water Treatment Chemicals i. Furnish supply of the recommended formulas for complete water treatment program for the duration of each contract term. ii. Formulation of treated water shall not contain any ingredients which are, or may be, harmful to system infrastructure or materials of construction. iii. No system shall be operated without proper chemical protection. iv. Chemicals shall be delivered to the City facility point of use. Contractor is responsible for container recovery following the transfer of chemical product. v. Contractor will be solely responsible for maintaining on-site chemical inventories and the storage of adequate chemical treatment amounts to ensure proper water treatment at City facilities all times. vi. Contractor must provide Safety Data Sheets (SDS) during any delivery to the on-site City facility manager for each chemical delivered for the use of water treatment to ensure a safe working environment for City personnel. vii. The contractor must comply with all State and Federal laws concerning the handling of hazardous materials. B. Quality Assurance The selected contractor shall provide quality verification of all chemical treatment that includes but is not limited to the following contract elements: i. Water treatment equipment condition and functionality reports shall be provided by contractor prior to the 15 day of each month to a Manager of City Facilities. ii. Contractor shall provide, at a minimum, monthly testing of treated water to verify the water quality. Eservice reports on the testing shall be provided by contractor prior to the 15 day of each month to a Manager of City Facilities. iii. Throughout the duration of the contract, the Contractor must provide training to City facility operating personnel within one month of any installation for new or different equipment and/or operating systems. Contracts & Procurement Division City Hall, 215 SE 7th St., Room 60 Topeka, KS 66603 procurement@topeka.org Tel: 785-368-3749 Fax: 785-368-4499 C. Water Treatment Compliance It is the responsibility of the selected contractor to provide all chemicals, equipment, and services outlined herein. If, upon inspection, the City and/or other qualified parties find that the product and services as specified have not been met, it will be the responsibility of the contractor to make the necessary changes and remedy any defect in quality or service to fully comply with the minimum requirements herein. The selected contractor is expected to enter into a written contract with the City of Topeka for an initial contract term of one (1) year term; with the option to renew for four (4) additional one (1) year periods by written agreement of both parties. Proposers must provide cost breakdowns for this product/service in their response to this solicitation. A cost breakdown indicates the percentage of total cost that is comprised by each major material, other materials, labor, delivery, installation, overhead and profit. The City recognizes this product or service has a price component(s) that may have a commodity with changing costs. The supplier/contractor may request a Price Adjustment, no more frequently than once each renewal period. A Price Adjustment request must be made in writing and include the reason for the request, documentation supporting the request, the current pricing, and the requested reviewed pricing. The City will review the Price Adjustment request. If the Price Adjustment is deemed reasonable, the Price Adjustment will be accepted by written acknowledgement. If the request is not accepted the City may entirely reject the request or may counter with revised pricing. In either case the City will provide a written explanation in support of the decision. The City may use available indexes (e.g., CPI or PPI) to determine if the requested Price Adjustment is reasonable. Typically, a Price Adjustment that exceeds 10% will not be approved unless very unusual and significant changes have occurred in the industry. In the event industry costs decline, the supplier/contractor must provide, to the City a reasonable reduction in prices/pricing that reflect such cost changes in the industry. The City will make a written request to the supplier/contractor for a Price Adjustment in writing with supporting documentation. Supplier/contractor may negotiate pricing for subsequent extension terms after the initial term under the provisions and instructions contained herein. Supplier/contractor shall submit in writing any proposed change in pricing for consideration at least sixty (60) days prior to the expiration of each contract term. Price changes accepted by the City will remain the same for the entirety of the renewal term. The City shall evaluate the qualifications and proposals of all contractors in accordance with the guidelines contained herein. The City may prepare a shortlist of qualified contractors that are judged to be best suited to provide services. The City may conduct interviews with the shortlist of qualified contractors. The City will select the contractor that, in the sole judgment of the City, best meets the RFP requirements. The City reserves the right to clarify, negotiate, or seek additional information, on any proposal. The City reserves the right to negotiate with the selected contractor. This may include, but is not limited to, modifying the scope of the service (time, cost, quality, expectations, etc.). Any negotiations will not constitute a legally binding offer to enter into a contract on the part of the City or the contractor.

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