ITB 26-454- Water Treatment Chemicals

I N V I T A T I O N T O B I D
WATER TREATMENT CHEMICALS:
Ferric Sulfate
Sodium H ydroxide
Hypochlorite
ITB # 26-454
Date of Issue: June 10, 2026
Bids Due: July 16, 2026 at 2:00pm EST
Margaret C. Blue, Assistant Manager/Finance Director
Pender County Finance 805 S. Walker St. #1578 Burgaw, NC 28425
910.259.1281 purchasing@pendercountync.gov
Pender County Invitation to Bid #26-454, Water Treatment Chemicals Page 1

PENDER COUNTY ITB #26-454 WATER TREATMENT CHEMICALS
INTRODUCTION
Pender County Utilities (PCU) serves as the management and administrative organization for the six Water and
Sewer Districts providing services to more than eleven thousand (11,000) residents of Pender County: Rocky
Point/Topsail, Scott's Hill, Maple Hill, Central Pender, Moore's Creek, and Columbia-Union. We are committed
to quality and work hard to provide outstanding Customer Services, community-wide environmental
improvements, and proactive maintenance of County infrastructure assets in the most efficient and cost-effective
manner possible.
PCU Surface Water Treatment Plant was established in 2012. This is the main source of potable water for Pender
County. The plant has a finished water capacity of 4 million gallons per day (MGD) and utilizes a conventional
treatment process. PCU also utilizes five groundwater wells to support the growing demand.
Pender County is seeking qualified vendors to furnish and deliver water treatment chemicals to the County's
Water Treatment Plant and Water Distribution Wells on an "as needed" basis. The work to be done under this
contract includes, but is not limited to; providing all labor, materials, supervision, equipment, incidentals, and
related items necessary to provide and deliver water treatment chemicals in accordance with the specifications
contained herein.
SUBMISSION OF BID
Sealed bids for the following Water Treatment Chemicals will be received until 2:00 pm, July 16, 2026, at 805
S. Walker St., Burgaw, NC, then publicly opened:
Ferric Sulfate 13%, estimate 75,000 gallons annually, to be delivered within 7 days of order
Sodium Hydroxide 50%, estimate 44,000 gallons annually, to be delivered within 3 days of order
Hypochlorite 10%, estimated 27,000 gallons annually, to be delivered within 3 days of order
Hypochlorite 12%, estimated 78,000 gallons annually, to be delivered within 3 days of order
Bid documents are available at www.pendercountync.gov. Any changes or clarifications to bid documents or
specifications will be issued in the form of an Addendum. Prospective bidders should check the website
periodically for possible addenda. Inquiries must be sent to purchasing@pendercountync.gov. Submission of a
Bid indicates your complete understanding of all Specifications and Delivery Instructions and acknowledges you
have read and understand any/all addenda.
Bids should be addressed as follows:
U.S. Mail to P.O. Box 1578, Burgaw, NC 28425.
UPS/FedEx/courier/in person to 805 S. Walker St., Burgaw, NC 28425.
Only bids submitted on the Bid Form herein will be accepted In addition to the bid form and Affidavit
Compliance, the SDS sheet for chemicals being bid shall be enclosed. The bid must be sealed and marked "ITB
26-454 Water Treatment Chemicals." Bidders may bid on any or all chemicals. Prices shall be submitted on a
per unit basis. The per unit price prevails in any situation of disparity. All prices and notations shall be written
in ink or typed. Changes or corrections made on the bid form must be initialed by the individual signing the bid.
Your bid must be in strict compliance with the specifications. Exceptions must be listed in the Notes section of
the Bid Form. No corrections will be allowed once the bids are opened. Late bids will not be considered. All
quantities are estimates and cannot be guaranteed. It is not necessary to submit "No Bid" packages.
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USE OF BRAND NAMES AND REFERENCES
Unless otherwise stated, the use of manufacturer's names and product numbers are for descriptive purposes and
establishing general quality levels only. They are not intended to be restrictive. Bidders are required to state
exactly what they intend to furnish otherwise it is fully understood that they shall furnish all items as stated. Only
Kemira brand Ferric Sulfate will be considered due to compatibility.
WITHDRAWAL OF BID
Bids may be withdrawn at any time prior to the time specified for the bid opening upon written or personal request
of the bidder. No bid may be withdrawn for a period of sixty (60) days after the scheduled bid opening time and
date. Negligence on the part of the bidder shall not constitute a right to withdraw the bid subsequent to such bid
opening.
Pender County reserves the right to reject any or all bids and waive minor defects. Each chemical may be
awarded separately to individual vendors. All quantities are estimates and cannot be guaranteed. Product
quantities must be verified upon delivery. It is not necessary to submit "No Bid" packages.
Awarded bidder may not substitute chemicals or subcontract delivery without the written express authorization
of the Pender County Utilities Management. Either party may terminate awarded contract with thirty (30) days
written notice. The law and jurisdiction of Pender County, North Carolina shall govern the interpretation and
enforcement of the awarded contract.
SELECTION AND AWARD
A multi-tiered award MAY be made to a maximum of three (3) Vendors; a primary, secondary and tertiary Vendor
for the chemical. If awarded, such secondary and tertiary awards may be made, resulting contracts may be entered
into, and chemicals may be supplied by the secondary or tertiary Vendors if the primary Vendor is not able to
meet all requirements of the ITB and/or contract. Awards for each chemical, as well as primary, secondary and
tertiary selections, will be made independently. Awards shall be made to the lowest responsive, responsible
bidder taking into consideration quality, performance and time specified in the proposal for the performance of
the contract. It is the intent of Pender County Utilities to award based upon the greatest value to the organization.
TIE BIDS
In the event of identical bids, PCU will base its award recommendation on the following basis: (1) prior service
records; (2) type equipment utilized to provide service; (3) type and frequency of maintenance performed on
equipment; (4) frequency of picking up empty containers; (5) ability to provide safety training to PCU employees.
In the event that all things are equal, PCU will recommend award to the contractor who presently holds the contract
if the said contractor is among the low bidders.
In the event of several low bidders and the previous year's contractor is not among them, all other things being equal,
the award will be based on a random drawing.
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CONTRACT PERIOD
The terms of this contract shall be for one (1) year starting immediately upon award. Four (4) additional one (1)
year extensions may be issued so long as the vendor has provided quality chemicals/services and so long as the
renewal price is fair and reasonable.
Pender County Utilities will notify the vendor 30 days in advance if they would like to renew the contract. If the
vendor would like to renew the contract, pricing information for the renewal term must be submitted within 10
days of notification to extend. Adjusted pricing will be reviewed and agreed upon by both parties for the next
one (1) year term. Vendors must submit Pricing Index or documentation for price change.
INSURANCE: The Contractor shall provide to the County, insurance as follows:
a. The Contractor shall take out and maintain during the life of this agreement workers'
compensation insurance (or evidence of self-insurance or pool coverage) in accordance
with statutory limits of North Carolina.
b. The Contractor shall maintain commercial general liability insurance of at least
$1,000,000 per occurrence, with a $2,000,000 aggregate.
c. The Contractor shall maintain comprehensive automobile liability insurance, including
non-owned and hired auto coverage, with a limit of at least $300,000 combined single limit.
d. The Contractor shall furnish the County with certificates of insurance for each type of
insurance described herein, with the County of Pender named as additional insured on the
commercial general liability. Contractor shall cause his Agent or Company to issue a
CG2010, or other amendatory endorsement, naming Pender County as Additional Insured,
without limitation, under the General Liability coverage.
TAXES
Pender County Utilities is exempt from and will not pay federal Excise Taxes. An exemption certificate will be
furnished upon request. Pender County is not exempt from Sales and Use Tax. North Carolina and local sales tax
shall be shown as separate items. Sales tax will not be a consideration in the award.
PAYMENT
Payment will be made by Pender County Utilities in full for all materials delivered as soon after complete delivery
and receipt of a correct invoice as can be processed. Invoices shall include the chemical delivery date to PCU.
Invoice terms shall be Net 30. Vendor shall receive payment by mailed check or could fill in an Electronic Funds
Transfer (EFT) form with Pender County Finance Department for quick deposit to vendor's account .
TRAINING AND SAFETY
The supplier/transporter shall be responsible for adhering to all federal, state and local safety rules and regulations.
All supplier/transporter employees shall adhere to all safety practices and use of approved PPE during off-loading
Pender County Invitation to Bid #26-454, Water Treatment Chemicals Page 4

chemicals. If the supplier/transporter violates any of the above provisions, PCU reserves the right to no longer
accept shipments from that supplier/transporter. A new supplier/transporter must be assigned when requested by
PCU if safety violations occur.
The supplier/transporter shall be responsible for any and all chemical spills during off-loading of chemicals
(containment, cleanup and abatement) in accordance with the facility's written SPCC plan.
Suppliers/transporters must be in compliance with all PCU safety procedures. If supplier is not in compliance
PCU reserves the right to not accept delivery. Pender County Utilities will not be responsible for the costs
associated with rejected deliveries.
When requested or required, a manufacturer trained representative shall be present at the time of delivery to train
the utilities personnel in the use of and/or safety aspects of the materials or chemical(s). The representative shall
effectively train the utilities personnel in all aspects for its safe and effective use. Items received without sufficient
training when requested will be set aside and payment withheld until sufficient training can be completed.
This training shall include OSHA related training in the handling of hazardous materials. SDS sheets must be
sent with each order. Failure to provide SDS sheets prior to or at the time of delivery will result in withholding
payment until such sheets are received.
LEGAL REQUIREMENTS
The bidder's products, service and facilities shall be in full compliance with any and all applicable state, federal,
local, environmental and safety laws, regulations, ordinances and standards or any standards adopted by nationally
recognized testing facilities regardless of whether or not they are referred to in this invitation.
ORDERS/REQUEST FOR SHIPMENTS
All prices quoted shall include all delivery and freight charges to Pender County Utilities facility defined in the
scope. No additional freight shall be charged at time of delivery. Risk of loss and/or damage shall be upon the
seller until such time as the goods have been physically delivered and operable by the buyer. Any damage caused
to Pender County Utilities facilities, i.e. gates, roads, storm drains, etc. by supplier or trucking company acting
on behalf of supplier shall be repaired/remedied at replacement cost by supplier. Ferric Sulfate should be
delivered within seven (7) working days of the order, and all other chemicals shall be delivered within three (3)
working days of the order.
The quantities and point of delivery shall be shown on the purchase order or specified at the time the order is placed.
If vendor fails to deliver the product within the time frame, it may be cause for contract termination. If the scheduled
delivery is delayed for any reason, the receiving facility must be notified by the vendor as soon as possible. At that
time, the buyer will decide to extend receiving hours or reschedule delivery.
Deliveries under this contract will require verification to the person placing the order of delivery time and date and
must be completed between the hours of 8:00 am and 3:00 PM, Monday through Friday on normal business days
unless otherwise requested or approved by buyer. If the scheduled delivery is delayed for any reason, the receiving
facility must be notified by the vendor as soon as possible; at that time, the buyer will decide to extend receiving
hours or reschedule delivery.
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Suppliers/transporters shall be equipped with suitable unloading devices, pumps, and sufficient length of
hose to transfer the chemicals from the truck to the water treatment storage tanks. There will be no exceptions
to this paragraph unless approved by an authorized agent of the buyer and if any special accommodation for off load
are allowed which require the buyer to provide equipment or extra personnel, the supplier may be charged for the
use of extra resources at the discretion of the buyer.
DELIVERIES
All deliveries of bulk chemicals must comply with the following procedures:
1. Seals must be attached properly by an authorized agent of the seller and must be in place prior to the
products arrival at the Water Treatment Plant. Removal of the seals must be performed by the driver only
after the bulk chemical is checked in by an authorized agent of PCU, Water Treatment Operator. Removal
of the seals must be witnessed by the authorized PCU agent.
2. All vendors are required to submit digital color photo ID of the delivery truck driver and must be received
prior to all deliveries with associated names of drivers making chemical deliveries to the water treatment
facility. It is preferable that the photos be submitted electronically (e-mail).
3. Prior to delivery, the vendor will email the following information to the PCU Hwy. 421 Water Treatment
Superintendent. The Superintendent contact information will be provided to the vendor and it is the
responsibility of the vendor to distribute the list to their bulk carrier(s). This information must be received
before the bulk chemical shipment will be allowed on site. If the truck arrives without all required
paperwork, a one (1) hour allowance will be given for full submission of required paperwork; if after one
hour paperwork is incomplete, the truck will be turned away at no cost to PCU.
a. Chemical name/type
b. Driver name
c. Vendor seal number(s) that are affixed to trailer. Vehicle tag number
d. Estimated time of arrival (ETA) of the delivery
4. Once driver is escorted to the offload area, but before offload can begin, the driver must present the
following manifest info to the authorized PCU agent performing the offload:
a. Certificate of Analysis
b. Bill of Lading (which should include net amount of product to be
offloaded. A trip ticket would be preferred as part of the BOL.)
c. SDS Sheet
d. Weight Ticket
5. In the case that multiple chemical deliveries occur on the same day, deliveries will be received on a first-
come, first-serve basis. PCU shall not be held financially responsible for delays caused by staggered
deliveries.
6. Discrepancies in documentation could result in the loads being refused and will certainly result in a delay
of chemicals being offloaded until discrepancies are satisfactorily resolved. PCU shall not be held
financially responsible for delays caused by any discrepancies or failures to supply any of the above
information. Significant discrepancies could result in the local law enforcement being notified for
assistance.
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7. Upon arrival at PCU Hwy. 421 Water Treatment Plant, drivers are required to stop at the outside gate and
communicate to the operator on duty via call box that they are on site. Under no circumstances are
drivers to "tail-gate" into the facility or enter un-escorted. Upon notification of the arrival of the
shipment, a staff member will meet, verify, and document the vendor information and driver manifest. The
Water Treatment Operator then, shall record the information in the plant "Operations Log".
8. Truck driver is responsible for maneuvering chemical truck and trailer into offload position. PCU staff are
not liable for assisting driver maneuvers into the offloading area.
9. Truck driver is responsible for installation of all hoses and hookup equipment to the offload connection.
PCU staff will ensure that the connection fitting is unlocked, and the truck driver is responsible for
removing the cap.
10. If any leaks occur while offloading, process is to cease immediately. If leak is a result of vendor's
equipment, Pender County Utilities will be credited for amount of chemical lost.
11. Compressed air is not available to the driver at the offload area to assist in chemical offloading. Driver
vehicle shall be equipped with compressed air in order to offload chemicals in a timely manner.
12. The staff person shall follow the Chemical Offloading Standard Operating Procedure and shall record all
necessary information on the appropriate forms. Procedure includes:
a. Driver will provide sample of product for verification by PCU staff for quality assurance/quality
control.
b. Hose hookup will be unlocked by staff; driver will remove cap and make hose connection.
c. Verification of correct hose hookup will be reviewed by PCU staff.
d. Once chemical offload is complete, driver will clear chemical lines using pressurized air in trailer
before removing connection.
e. Driver will reinstall cap and PCU staff will relock the hose hookup.
13. PCU staff person shall verify that offloading has been completed and that the offloading station is secured.
PCU shall also verify that the vendor is safely off the premises and secure gates.
14. All chemical offloading activities are documented on recorded closed-circuit video monitoring. Any issues
with chemical offloading are subject to review using this video and will be reported to vendors as needed.
15. Response and remediation for any containers determined to be leaking will not be unloaded and accepted
by PCU but will remain the responsibility of the transporter. If it is found to be leaking on off-loading it
should be reloaded and returned. Bulk Deliveries- No leakage from the bulk shipping tanker or transfer
hose piping. All spill/leakage clean-up is the responsibility of the transporter prior to leaving the facility.
SPECIFICATIONS
SODIUM HYDROXIDE 50%- LIQUID
Sodium Hydroxide - Liquid supplied under this contract shall conform to all provisions of
ANSI/AWWA B501-98. An affidavit of compliance as per section 2 shall be supplied with the bid. An
Affidavit Form has been provided.
Pender County Invitation to Bid #26-454, Water Treatment Chemicals Page 7

Chemical: This specification covers Sodium Hydroxide in liquid form, for use in water treatment. Estimated
annual usage 44,000 gallons. Bid Price and Billing price shall be on gallon basis only.
Affidavit of Compliance: The purchaser requires an affidavit with the bid from the manufacturer or supplier that
the Sodium Hydroxide furnished accordingly to these specifications, complies with all the requirements of
ANSI/AWWA B501-98 Standard. The purchaser requires that the supplier provide a certified analysis of the
Sodium Hydroxide with each shipment. The purchaser receives the right to use in-house analytical equipment or
a laboratory of the purchaser's choice to analyze the product to ensure compliance with the ANSI/AWWA B501-
98 Standard.
Rejection: Notice of nonconformance. If the Sodium Hydroxide delivered does not meet the requirements of
ANSI/AWWA B501-98 standard, a notice of nonconformance must be provided to the supplier within 10 days
after receipt of the shipment at the point of destination. The results of the purchaser's tests shall prevail unless the
supplier notifies the purchaser within five working days after receipt of the notice of complaint that a retest is
desired. On receipt of the request for a retest, the purchaser shall forward the supplier one of the sealed samples
taken according to Sec. 1.6. If the results obtained by the supplier on retesting do not agree with the results
obtained by the purchaser, the other sealed sample shall be forwarded, unopened, for analysis to a third party
laboratory agreed upon by both parties. The result of the third party analysis shall be accepted as final.
In the event that an analysis by a third party laboratory is required, the cost of testing shall be borne by the supplier.
Description of Sodium: Hydroxide: Sodium Hydroxide (NaOH), is a co-product of chlorine also known as
caustic, it is a highly versatile substance used to increase the pH in water treatment.
Physical Requirements: In liquid Sodium Hydroxide the water-soluble matter shall not exceed 0.2 percent.
Impurities
General. Sodium Hydroxide that meets the requirements of this specification shall contain no soluble
material or organic substances in quantities capable of producing deleterious or injurious effects on the
health of those consuming water that has been treated with Sodium Hydroxide.
Product certifications: Sodium Hydroxide is a direct additive used in the treatment of potable water. This
material should 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. Evaluation shall be accomplished in accordance with requirements that are no less restrictive than
those listed in ANSI/NSF Standard 60. Certification shall be accomplished by a certification organization
accredited by the American Standards Institute.
Product Specifications: If Chemicals received do not meet the below specs it is up to the discretion of the buyer
to refuse the shipment.
Element Range
Specific Gravity (@ 60 F) 1.520 - 1.530
Sodium Oxide (Na2O) 38.0 - 39.5 % Weight
Sodium Chloride (NaCl) < = 1.10 % Weight
Sodium Carbonate (Na2CO3) < = 0.20 % Weight
Sodium Chlorate (NaClO3) < = 0.30 % Weight
Sodium Sulfate (Na3SO4) < = 0.0.75 % Weight
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Iron (Fe) < = 9.0 PPM
Aluminum (Al) < = 40.0 PPM
Calcium (Ca) < = 60.0 PPM
Copper (Cu) < = 2.0 PPM
Manganese (Mn) < = 1.0 PPM
Nickle (Ni) < = 3.0 PPM
Silicon Dioxide (SiO2) < = 400 PPM
Sampling: Samples shall be taken at the point of destination. Samples will be taken by the driver and placed in
a beaker that will be provided by the plant operator. The sample will be given to a PCU operator for processing.
Additional samples shall be furnished upon request.
Test Procedures: Laboratory examination by the purchaser of one of the three samples shall be completed within
five working days after receipt of the shipment.
Marking: Shipments of Sodium Hydroxide shall comply with the US Department of Transportation (DOT)
regulations for marking.
Shipping
Liquid. Liquid Sodium Hydroxide may be shipped in tank trucks. The tanks shall be rubber lined or made
of stainless steel or other material that will not be attacked by the acidity of the liquid.
Tank trucks shall be in suitable condition for hauling Sodium Hydroxide and shall not contain any
substances that might affect the use or usefulness of the Sodium Hydroxide in treating municipal or
industrial water supplies.
Contamination. Bulk containers such as tank trucks, shall be carefully inspected prior to loading of the
chemical by the supplier to ensure no contaminating material exists.
Certificate of weight. The purchaser shall require that bulk shipments be accompanied by weight
certificates of certified weighers.
Point of Delivery: The county expects to purchase an estimated 44,000 gallons to the following location:
PCU Hwy. 421 Water Treatment Plant
289 Quality Way
Wilmington, NC 28401
SPECIFICATIONS
KEMIRA BRAND FERRIC SULFATE 13%- LIQUID
Ferric Sulfate - Liquid supplied under this contract shall conform to all provisions of ANSI/AWWA B406-
20. An affidavit of compliance as per section 2 shall be supplied with the bid. An Affidavit Form has been
provided.
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Chemical: This specification covers purified Kemira Ferric Sulfate in liquid form, for use in water treatment.
Other brands of ferric have proven to be ineffective at the Pender County Water Treatment Plant. Estimated
annual usage 75,000 gallons. Bid Price and Billing price shall be on gallon basis only.
Affidavit of Compliance: The purchaser requires an affidavit with the bid from the manufacturer or supplier that
the Ferric Sulfate furnished accordingly to these specifications, complies with all the requirements of
ANSI/AWWA B406-20 Standard. The purchaser requires that the supplier provide a certified analysis of the
Ferric Sulfate with each shipment. The purchaser receives the right to use in-house analytical equipment or a
laboratory of the purchaser's choice to analyze the product to ensure compliance with the ANSI/AWWA B406-
20 Standard.
Rejection: Notice of nonconformance. If the Ferric Sulfate delivered does not meet the requirements of
ANSI/AWWA B406-20 standard, a notice of nonconformance must be provided to the supplier within 10 days
after receipt of the shipment at the point of destination. The results of the purchaser's tests shall prevail unless the
supplier notifies the purchaser within five working days after receipt of the notice of complaint that a retest is
desired. On receipt of the request for a retest, the purchaser shall forward the supplier one of the sealed samples
taken according to Sec. 1.6. If the results obtained by the supplier on retesting do not agree with the results
obtained by the purchaser, the other sealed sample shall be forwarded, unopened, for analysis to a third party
laboratory agreed upon by both parties. The result of the third party analysis shall be accepted as final.
In the event that an analysis by a third party laboratory is required, the cost of testing shall be borne by the supplier.
Description of Ferric Sulfate: Ferric Sulfate is the product of the reaction between sulfuric acid and an oxidizing
agent. Liquid Ferric Sulfate is a dark brown or yellow chemical agent with acidic properties. It has the molecular
formula of Fe2SO4.
Physical Requirements: In liquid Ferric the water-soluble matter shall not exceed 0.2 percent.
Chemical Requirements
Content of Ferric. Water-soluble ferrous iron (Fe2+) shall not exceed 0.15%, in liquid ferric sulfate, while water
insoluble matter shall not be more than 0.1% and shall be insoluble in liquid ferric sulfate.
Impurities
General. Ferric Sulfate that meets the requirements of this specification shall contain no soluble material
or organic substances in quantities capable of producing deleterious or injurious effects on the health of
those consuming water that has been treated with Ferric Sulfate.
Product certifications: Ferric Sulfate is a direct additive used in the treatment of potable water. This material
should 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.
Evaluation shall be accomplished in accordance with requirements that are no less restrictive than those listed in
ANSI/NSF Standard 60. Certification shall be accomplished by a certification organization accredited by the
American Standards Institute.
Product Specifications
If Chemicals received do not meet the below specs it is up to the discretion of the buyer to refuse the shipment.
Element Range
Specific Gravity (20C/68F) 1.560 - 1.640
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