Request for Bids - Water Treatment Chemicals

City of Mansfield | Water Treatment Chemicals Bid No. 2026-25-40-01
CITY OF MANSFIELD, TEXAS
REQUEST FOR BIDS (RFB) SPECIFICATIONS
INVITATION TO BID FOR WATER TREATMENT CHEMICALS
The City of Mansfield is soliciting requests for sealed bids to provide water treatment chemicals for
the Bud Ervin Water Treatment Plant. Bid documents can be obtained from the office of the City
Secretary at City Hall, 1200 E. Broad St., Mansfield, TX 76063, by telephone at (817) 276-4204,
between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday, or available for download on
the city website, until the Deadline for Bid submission as stated below.
Bid Timeline/Deadline
Milestone Event Date & Time (Local Time)
City Begins Accepting Bids Monday, September 14th, 2026 at 8:00 a.m.
Pre-Bid Meeting (Non-Mandatory) N/A (None Scheduled)
Deadline for Bid Questions Friday, September 25th, 2026 at 5:00 p.m.
Deadline for Bid Submission & Opening Wednesday, September 30th, 2026 at 3:30 p.m.
All bid responses are due and must be received by the City Secretary prior to the Bid submission
deadline. No late responses will be accepted. Sealed bids will be publicly opened and read aloud at the
Bid opening time specified above.
Envelope Labeling Requirements
Bid documents, including on the front, lower, left-hand corner on the FRONT and the BACK of your
response envelope, must contain the legal name of the company as listed by the Texas Secretary of
State Registry and other information as provided below:
Company Name: _______________________________
Company Address: _____________________________
Bid Reference Number: 2026-25-40-01
Subject: Water Treatment Chemicals
Bid Opening Time: 3:30 p.m. Wednesday, September 30th, 2026
The City of Mansfield point of contact for this solicitation is Blake Ward, Public Works-Utilities Chief
Operator. Questions are to be submitted in writing to Blake Ward at
blake.ward@mansfieldtexas.gov. Bidder understands and agrees to the responsibility for obtaining
any and all bidding documents and addenda and adhering to all requirements in addenda(s).
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City of Mansfield | Water Treatment Chemicals Bid No. 2026-25-40-01
GENERAL REQUIREMENTS FOR SEALED BIDS
General requirements apply to all advertised requests for Sealed Bids; however, these may be
superseded, whole or in part, by the Instructions/Terms of Contract. Be sure that your bid package is
complete.
1. BID COMPLETION
Fill out and return the complete bid form in an appropriately sized envelope or box. THE PACKAGE
MUST SHOW THE BID INFORMATION STATED AND REQUIRED IN THE INVITATION TO BID.
The completion of these forms is intended to verify that the bidder has submitted the bid, is familiar
with its contents, and has submitted the material in accordance with all requirements.
2. SIGNATURES
All bid responses are required to be signed by an authorized representative of the applying entity.
Bid responses received unsigned will not be considered.
3. ALTERING QUOTES BY THE BIDDER
Bids cannot be altered, amended or withdrawn by the Bidder after the deadline. The signer of the
bid, guaranteeing authenticity, must initial any interlineations, alteration, or erasure made before this
deadline.
4. MODIFICATIONS AND AMENDMENTS BY THE CITY
The City shall have the right to modify the specifications prior to the bid submission deadline and will
endeavor to notify all potential Bidders that have received a copy of the bid specifications, but failure
to notify shall impose no obligation or liability on the City.
5. QUOTE WITHDRAWAL OR REJECTION
The City reserves the right to withdraw the request for bids for any reason or to reject any or all bids
or parts of all of any specific bid or bids. The City further reserves the right to accept part or all of any
specific bid or bids, and to accept any bid or bids with or without trade-in.
6. LATE QUOTES
The City of Mansfield is not responsible for lateness or non-delivery of mail, carrier, etc. to the City,
and the time and date recorded in the City Secretary's Office shall be the official time of receipt.
7. PRICES HELD FIRM
All prices quoted by the Bidder will remain firm for the term of the agreement unless otherwise
specified by the City.
8. AWARD OF CONTRACT
8.1 The City reserves the right to reject any and all Bids, to waive any and all formalities, and
the right to disregard all nonconforming, nonresponsive, unbalanced or conditional Bids.
Also, the City reserves the right to reject the Bid of any Bidder if the City believes that it
would not be in the best interest of the City and Project to make an award to that Bidder,
whether because the Bid is not responsible or the Bidder is unqualified or of doubtful
financial ability or fails to meet any other pertinent standard or criteria established by the
City. Discrepancies in the multiplication of units of Work and unit prices will be resolved in
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City of Mansfield | Water Treatment Chemicals Bid No. 2026-25-40-01
favor of the unit price. Discrepancies between the unit price in words and the unit price in
figures will be resolved in favor of the price in words. Discrepancies between the indicated
sum of any column of figures and the correct sum thereof will be resolved in favor of the
correct Sum.
8.2 In evaluating Bids, the City will consider the qualifications of the Bidders, whether or not
the Bids comply with the prescribed requirements, and such alternates, unit prices and other
data, as may be requested in the Bid Form prior to the Notice of Award. The City may
consider the qualifications and experience of Subcontractors, Suppliers, and other persons
and organizations proposed. The City may conduct such investigations as the City deems
necessary to assist in the evaluation of any Bid and to establish the responsibility,
qualifications and financial ability of Bidders, proposed Subcontractors, Suppliers, and other
persons and organizations to perform and furnish the Work in accordance with the Contract
Documents to the City's satisfaction within the prescribed time. If the contract is to be
awarded, the City will give the successful Bidder a Notice of Award within forty-five (45) days
after the day of the Bid opening.
9. IDENTICAL REQUESTS FOR BID
In the event of two or more identical low bids, the contract will be awarded as prescribed by Chapter
271, Subchapter Z, Section 271.901 of Vernon's Texas Codes Annotated.
10. DEVIATION FROM SPECIFICATIONS
Any deviations from specifications and alternate bids must be clearly shown with complete
information provided by the Bidder. They may or may not be considered by the City.
11. WARRANTIES
Guarantees and warranties should be attached as a part of the bid as they may be a consideration in
awarding the contract. Bidder shall not limit or exclude any implied warranties.
12. FUNDING OUT
The continuation of an annual contract with the successful Bidder is contingent, in part, upon the
continued availability of appropriations.
13. ASSIGNMENT
The successful Bidder's rights and duties awarded by the contract may not be assigned to another
without written consent of the City signed by the City's authorized agent. Such consent shall not
relieve the assigner of the liability in the event of default by the assignee.
14. REQUEST FOR BID AMBIGUITY
Any ambiguity in the bid as a result of omission, error, and lack of clarity or non-compliance by the
Bidder with specifications, instructions and all conditions of quote shall be construed in the favor of
the City.
15. CHANGE ORDERS
No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or
specifications stated in the resulting contract. All change orders to the contract will be made in
writing and shall not be effective unless signed by an authorized representative of the City.
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City of Mansfield | Water Treatment Chemicals Bid No. 2026-25-40-01
16. LIENS
The successful Bidder agrees to and shall indemnify and save harmless the City against any and all
liens and encumbrances for all labor, goods and services which may be provided under the City's
request, by seller or seller's vendor(s) and if the City requests, a proper release of all liens or
satisfactory evidence of freedom from liens shall be delivered to the City.
17. PATENT INDEMNITY
The successful Bidder(s) hereby warrants that the use or sale of the products and materials
delivered hereunder will not infringe on the rights of any patent, copyright, or registered trademark,
covering such materials and the successful Bidder(s) agrees to indemnify and hold harmless the City
for any and all costs, expenses, judgments and damages which the City may have to pay or incur.
18. GRATUITIES/BRIBES
The City may, by written notice to the successful Bidder(s), cancel this contract without liability to the
Bidder(s) if it is determined by the City that gratuities or bribes in the form of entertainment, gifts, or
otherwise, were offered or given by the successful Bidder(s), or its agent or representative to any
City officer, employee or elected representative with respect to the performance of the contract. In
addition, the successful Bidder(s) may be subject to penalties stated in Title 8 of the Texas Penal
Code.
19. RESPONSE FORM TO BE USED
The bid must be submitted on the form provided.
20. PAYMENT AND TAXES
Payment to the successful Bidder will be after satisfactory completion of the services ordered by the
City or scheduled in the specifications and receipt of the invoice or other billing instrument used by
the successful Bidder. The City is exempt from Federal Excise and State Sales Tax; therefore, tax
must not be included in the quote. All prices quoted shall include all charges.
21. MATERIAL SAFETY DATA SHEETS
Under the Hazardous Communications Act, commonly known as the Texas Right to Know Act, a
bidder must provide the City with each delivery, material safety sheets, which are applicable to
hazardous substances, defined in the Act. Failure of the bidder to furnish this documentation will be
cause to reject any bid applying thereto.
22. REFERENCES
Each Bidder will be required to provide a minimum of five (5) verifiable references in which the
Bidder has maintained properties of similar size and quality. List the references on Attachment I.
23. COOPERATIVE GOVERNMENTAL PURCHASING
Other Governmental entities, utilizing interlocal agreements with the City of Mansfield, may wish, but
are not obligated, to purchase goods or services defined in this solicitation from the successful
Bidder. All purchases by other governmental entities will be billed directly to and paid by that
governmental entity. The City of Mansfield will not be responsible for another governmental entity's
debts. Each governmental entity will place their own orders with the successful Bidder and be
responsible for ensuring full compliance with the bid specifications. Prior to other governmental
entities placing orders, the City of Mansfield will notify the successful Bidder of their intent.
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City of Mansfield | Water Treatment Chemicals Bid No. 2026-25-40-01
Please indicate below if you will permit other governmental entities to purchase from your contract
with the City of Mansfield:
[ ] Yes, Others can purchase [ ] No, Only the City of Mansfield can purchase
24. NOTIFICATION OF BID SPECIFICATIONS
Please check below how you learned of these bid specifications:
[ ] Newspaper Advertisement [ ] City's Website
[ ] City Mailed Me a Copy [ ] Cold Call to the City [ ] Other: _____________________
25. BETTER BUSINESS BUREAU
The successful Bidder must presently be in good standing with the Better Business Bureau that
services the area where the Bidder's principal place of business is located.
26. CONFLICT OF INTEREST
Pursuant to the requirements of Section 176.002(a) of the Texas Local Government Code, suppliers
or Respondents who meet the criteria must fill out a Conflict of Interest Questionnaire (Form CIQ) no
later than the 7th day after the person begins contract discussions or negotiations with the City or
submits to the City an application, response to a request for proposals, correspondence, or another
writing related to a potential contract. The statute makes it a Class C Misdemeanor to violate the
Supplier disclosure provisions. The form CIQ can be accessed at:
https://www.ethics.state.tx.us/data/forms/conflict/CIQ.pdf. By submitting a response to this bid, the
supplier, contractor or person represents that it is in compliance with the requirements of Chapter
176 of the Texas Local Government Code.
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City of Mansfield | Water Treatment Chemicals Bid No. 2026-25-40-01
SPECIFICATIONS AND TERMS OF CONTRACT
A. CONTRACT TIME AND PRICE ADJUSTMENTS
1. The initial term of this agreement shall be for a period of twelve (12) months from the date of
approval by Mansfield City Council, with a contract period of October 1st, 2026, through September
30th, 2027.
2. At the City's option, this contract shall be renewable for up to four (4) additional twelve (12) month
periods, on the same terms, conditions, and percentage adjustment by mutual agreement of the
parties.
3. Upon expiration of the initial term or any extension, the successful bidder agrees to hold over
under the terms and conditions of this agreement for a reasonable period of time to allow the City to
re-let an agreement, not to exceed ninety (90) days, reimbursed at the prior contract rate(s).
4. Prices shall remain firm throughout the initial 12-month term of the agreement and shall include all
associated freight and delivery costs. Price adjustments may be considered only during the renewal
process, subject to the following conditions:
* Requests for price increases must be accompanied by supporting evidence from the
manufacturer.
* In the event of an industry-wide price change, the City will consider requests for one price
increase per year of the agreement.
* Notification of price changes must be submitted in writing to the Purchasing Division, with the
effective date of the change to be at least thirty (30) days after written notification.
* The City reserves the right to accept or reject price adjustments. If the request is unacceptable,
the City reserves the right to cancel any affected individual item or the entire agreement upon
thirty (30) days' written notice.
B. GENERAL DEFINITIONS & EXPECTATIONS
1. Project Area / Delivery Site: The Bud Ervin Water Treatment Plant, located at 707 Pleasant Ridge
Court, Mansfield, Texas 76063.
2. Inspector/Designee: Shall mean a designated representative from the City of Mansfield (e.g.,
Blake Ward) who shall monitor the Contractor's performance and deliveries for compliance.
3. City: The City of Mansfield, Texas, a municipal corporation.
4. Vendor / Contractor: The successful bidder selected to provide the water treatment chemicals.
C. CHEMICAL DELIVERY WORK RULES & SPECIFICATIONS
1. Delivery Lead Times: The Vendor shall physically deliver chemicals to the Bud Ervin Water
Treatment Plant within three (3) days (72 hours) of the City's phone or email order for the following
chemicals: Aluminum Chlorohydrate (ACH), Hydrogen Peroxide, Liquid Ammonium Sulfate (LAS),
Hydrochloric Acid (HCl), and Caustic Soda (NaOH). Fluoride (Hydrofluorosilicic Acid) must be
delivered within seven (7) days (168 hours) of the City's order.
2. Unloading & Off-loading: The Vendor is fully responsible for unloading and transferring chemicals
from the delivery truck to the plant storage tanks. The Vendor must provide all equipment required
for off-loading (including air compressors, pumps, hoses, quick-connect fittings, adapters, safety
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City of Mansfield | Water Treatment Chemicals Bid No. 2026-25-40-01
signs, and safety PPE) and adapt the transferring device to match the plant connections at no cost
to the City.
3. Spillage & Cleanup: The Vendor will immediately clean up any spillage made during transfer and
is solely responsible for all cleanup costs, compliance with Federal and State requirements, and any
damages sustained to equipment, surrounding areas, and the environment.
4. Quality & Compliance (NSF/ANSI 60): All chemical deliveries must conform to applicable
American Water Works Association (AWWA) standards and must be certified as suitable for drinking
water contact in accordance with ANSI/NSF Standard 60. Certificates of Analysis (COA) must
accompany each shipment.
5. Delivery Security: The Vendor must strictly comply with the City's security protocol: (a) Send
photos and names of drivers making deliveries in advance; (b) Match driver photo ID at plant; (c)
Seal trucks with security tags and email tag serial numbers and tanker numbers to plant personnel
prior to dispatch. Discrepancies may result in load refusal, and significant discrepancies will be
reported to the Police Department.
6. Annual Safety Training: The Vendor shall provide annual training for City employees who come in
contact with their products, emphasizing the 'employee right to know' and education on Safety Data
Sheets (SDS).
D. EQUIPMENT REQUIREMENTS
The Vendor must demonstrate ownership of, or access to, sufficient specialized transport equipment
(e.g., tanker trucks, hopper trucks, or tote trucks) and on-truck operational pneumatic compression
units to safely execute bulk chemical deliveries. Drivers must be fully equipped with appropriate
safety PPE.
E. TERMINATION OF AGREEMENT
The City may terminate this contract for convenience by giving ten (10) days' written notice, or
immediately if the Vendor fails to deliver chemicals meeting specifications, fails to deliver on the
scheduled day, or fails to comply with any contract provisions.
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City of Mansfield | Water Treatment Chemicals Bid No. 2026-25-40-01
AUTHORITY TO QUOTE & SECONDARY VENDOR AGREEMENT
I agree to meet the stated minimum requirements as set forth in these specifications and any
documents attached for the prices listed on the Summary of Bid Proposal Form.
WE AGREE TO SERVE AS A SECONDARY VENDOR IF NOT SELECTED AS THE PRIMARY
VENDOR:
[ ] YES [ ] NO
Bidder/Company Name: __________________________________________________
Authorized Representative Name: _________________________________________
Authorized Representative Title: _________________________________________
Authorized Representative Signature: ____________________________________
Address: ______________________________________________________________
City, State & Zip: ____________________________________________________
Telephone Number: _____________________ Email Address: _________________
Date: _________________________
Warranty of Services / Chemical Performance Description:
________________________________________________________________________
________________________________________________________________________
CERTIFICATION: I, the official named below, hereby swear that I am duly authorized legally to bind the
company to the above-described certification and affirm that I have read and do understand the specifics
of this Request for Bids and any attachments contained herein. I am fully aware that this certification is
made under penalty of perjury under local, state, and federal laws.
By: ____________________________________ Date: ________________________
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City of Mansfield | Water Treatment Chemicals Bid No. 2026-25-40-01
ATTACHMENT I: REFERENCES
Each Bidder is to provide a minimum of five (5) verifiable references in which the Bidder has
provided similar water treatment chemicals or related delivery services of similar size and quality.
For new vendors (those who have not supplied chemicals to the City within three (3) years), at least
one reference must be from a local municipality or water plant of similar size.
REFERENCE 1
Company / Entity Name: _________________________________________________
Address: ______________________________________________________________
Contact Person & Title: ________________________________________________
Telephone Number: ( ) _________________ Email: _____________________
Service Provided & Annual Chemical Volume: ____________________________
REFERENCE 2
Company / Entity Name: _________________________________________________
Address: ______________________________________________________________
Contact Person & Title: ________________________________________________
Telephone Number: ( ) _________________ Email: _____________________
Service Provided & Annual Chemical Volume: ____________________________
REFERENCE 3
Company / Entity Name: _________________________________________________
Address: ______________________________________________________________
Contact Person & Title: ________________________________________________
Telephone Number: ( ) _________________ Email: _____________________
Service Provided & Annual Chemical Volume: ____________________________
REFERENCE 4
Company / Entity Name: _________________________________________________
Address: ______________________________________________________________
Contact Person & Title: ________________________________________________
Telephone Number: ( ) _________________ Email: _____________________
Service Provided & Annual Chemical Volume: ____________________________
REFERENCE 5
Company / Entity Name: _________________________________________________
Address: ______________________________________________________________
Contact Person & Title: ________________________________________________
Telephone Number: ( ) _________________ Email: _____________________
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City of Mansfield | Water Treatment Chemicals Bid No. 2026-25-40-01
Service Provided & Annual Chemical Volume: ____________________________
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