City of West Columbia Annual Water Treatment Chemicals RFP 2026

April 2026
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Requestor: City of West Columbia
Contact: Curtis Martin
cmartin@westcolumbiasc.gov
Tel: (803) 429-9873
City of West Columbia Annual Water Treatment Chemicals
Request for Proposals
The City of West Columbia requests sealed bids for chemicals used at the Riverside and Lake
Murray Water Treatment Facilities. The proposal period will begin on July 1, 2026, through
June 30, 2027. All Chemicals must be suitable for use at public drinking water facilities and
approved by the South Carolina Department of Environmental Services (SCDES).
Submittal Instructions
Submit sealed proposal statements in accordance with the conditions and instructions
contained herein on or before 10:00 am, EST on May 29th, 2026. To be considered,
proposals must be received by the City on or before the date and time specified in the Request
for Proposals. Offeror must submit a completed response to this Request for Proposals using
the format specified.
Return Sealed Proposals to the Following:
Express Mail Electronic Delivery
City of West Columbia Curtis Martin
P.O. Box 4004 cmartin@westcolumbiasc.gov
West Columbia, SC 29171
Attention: Curtis Martin

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Submittal Requirements
Before May 29th, 2026, at 10:00am, submit one electronic (PDF) and one hard copy of the
Proposal in a sealed package to:
City of West Columbia
Attn: Curtis Martin
200 N. 12th Street
West Columbia, SC 29169
The name of the submitter should appear on the outside of the submittal package with the RFP
title and reference the project, "RFP for City of West Columbia Annual Water Treatment
Chemicals". Each submittal copy should be identical in content and meet the criteria listed below.
The proposal must include completed bid forms for the chemicals the proposer is interested in
supplying. In submitting this bid, Bidder represents that:
1. All bids shall be considered firm for a period of 90 calendar days, commencing the day
following the date of the bid opening and expiring at midnight of the last day unless
otherwise stated in the body of the solicitation.
2. Bids were submitted on the bid proposal form(s) provided herein or exact copies thereof.
3. Bids submitted in response to this RFP will be analyzed and the contract awarded to the
lowest responsive responsible bidder whose bid conforms to the solicitation and whose
bid is considered the most advantageous to the West Columbia, price and other factors
considered.
4. Each bid was submitted in a sealed envelope showing the bid title, date and time of
opening on the front of the envelope.
5. All bids were be signed by an authorized official of the firm. Bids may be rejected if they
show any omission, alteration of form, additions not called for, conditional bid, or any
irregularities of any kind.
6. Bids will not be considered if not accompanied by MSDS.
7. Bids were submitted in the unit of measurement requested. West Columbia reserves the
right to accept or reject bids submitted in any other form, unit of measurement, or
quantity.
8. Quantities listed on bid forms are estimates ONLY and West Columbia does not guarantee
a minimum or maximum quantity to be purchased.
9. Unit prices include delivering the chemical(s) to the specified water treatment facility in
their bid proposal. The invoice submitted for payment shall not reflect any other costs
(fuel shortages, toll, etc.)

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Questions and Clarifications
Submit any questions in writing to the individual below no later than 5:00 pm on Wednesday,
May 15th, 2026.
Mr. Curtis Martin
Director of Water Plants
(803)429-9873
cmartin@westcolumbiasc.gov
Contact may not be made with other City Staff or City Council Members regarding this RFP.
General Conditions
1. Contract will be awarded for a period of one year to begin on or about July 1, 2026.
2. All changes and clarifications to the bid documents will be issued in writing in the form of
an addendum.
3. Each bidder must provide a letter of commitment stating that sufficient material is
available from the producer listed on the bid proposal sheet must be enclosed with the
bid showing the committed volume of product to cover the annual quantity required.
4. West Columbia reserves the right to request additional information from bidders to aid
in the evaluation process. This information may include, but is not limited to, financial
statements, reference list of contracts of similar size, etc.
5. If bids are received after the exact date and time of the bid opening, those late bids will
be rejected and returned to the Bidder unopened.
6. West Columbia reserves the right to award one or more contracts on the bid submitted
whether by award of all items to one bidder or by award of separate items or groups of
items to various bidders unless the bidder clearly specifies otherwise in the bid.
7. Acceptance by West Columbia of the bid, proposal, or quote and the issuance of a
purchase order to the successful bidder within the time specified shall be deemed to
result in a binding contract without further action required by either party. Items are to
be furnished or described in the bid and in strict conformity with all instructions,
conditions, and specifications, contained in the complete contract.
8. The City of West Columbia (City), by 30 day written notice, may terminate this contract
in whole or in part when it is in the best interest of the City. If this contract is for
supplies and is so terminated, the bidder shall be compensated in accordance with any
reasonable cost to the point of notification of termination but shall not be compensated
for lost profits. Should this contract be for services and is terminated, the City shall be

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liable only for payment for the actual services rendered to the effective date of
termination.
9. The City of West Columbia by written notice of default to the successful bidder terminate
the whole or any part of this contract in any one of the 2 following circumstances:
a. If the successful bidder fails to make delivery of the supplies or to perform the
services within the time specified herein or any extension thereof; or
b. If the successful bidder fails to perform any of the other provisions of this contract
or fails to make progress so as to endanger performance of this contract, and if
the successful bidder does not cure such failure within a period of 7 calendar days,
the City of West Columbia may terminate this contract.
Other Relevant Information
The award of a contract shall be the sole discretion of the City. The award(s) shall be based on
the evaluation of all information the City may request. The City reserves the right to accept or
reject any or all proposals in whole or in part and to waive any informalities in the RFP. Further,
the City reserves the right to enter into a contract deemed to be in its best interest.
From the time the proposal is first advertised to the time a contract is signed, all Offerors and
contents of any proposal shall be kept confidential. It is the intention of the City to make every
effort to be fair and equitable in its dealings with all candidates for selection. However, the City
reserves the right to reject all Proposals.
Issuance of this Request for Proposals does not commit the City of West Columbia to award a
contract, to pay any costs incurred in preparation of a Proposal or to procure related services or
supplies.
Bid Exhibits

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General Conditions
PLEASE READ CAREFULLY. THE FOLLOWING GENERAL CONDITIONS ARE A PART OF ALL
BIDS SUBMITTED IN RESPONSE TO THIS RFP AND THE RESULTING CONTRACT
(INCLUDING PURCHASE ORDERS).
1. LATE BIDS
a. If bids are received after the exact date and time of the bid opening, those late
bids will be rejected and returned to the Bidder unopened.
2. EXPIRATION OF BID
a. All bids shall be considered firm for a period of 90 calendar days, commencing the
day following the date of the bid opening and expiring at midnight of the last day
unless otherwise stated in the body of the solicitation.
3. AWARD OF CONTRACT
a. Bids submitted in response to this RFP will be analyzed and the contract awarded
to the lowest responsive responsible bidder whose bid conforms to the solicitation
and whose bid is considered the most advantageous to the West Columbia, price
and other factors considered.
b. West Columbia reserves the right to reject any item or items therein, to waive any
informalities technical defects and minor irregularities in bids received, and to
select the bid steamed most advantageous to them.
c. West Columbia reserves the right to award one or more contracts on the bid
submitted whether by award of all items to one bidder or by award of separate
items or groups of items to various bidders unless the bidder clearly specifies
otherwise in the bid.
d. Acceptance by West Columbia of the bid, proposal, or quote and the issuance of
a purchase order to the successful bidder within the time specified shall be
deemed to result in a binding contract without further action required by either
party. Items are to be furnished or described in the bid and in strict conformity
with all instructions, conditions, and specifications, contained in the complete
contract.
4. TERMINATION FOR CONVEINECE
a. The City of West Columbia (City), by 30 day written notice, may terminate this
contract in whole or in part when it is in the best interest of the City. If this contract
is for supplies and is so terminated, the bidder shall be compensated in
accordance with any reasonable cost to the point of notification of termination
but shall not be compensated for lost profits. Should this contract be for services
and is terminated, the City shall be liable only for payment for the actual services
rendered to the effective date of termination.
5. TERMINATION FOR DEFAULT

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a. The City of West Columbia by written notice of default to the successful bidder
terminate the whole or any part of this contract in any one of the 2 following
circumstances:
i. If the successful bidder fails to make delivery of the supplies or to perform
the services within the time specified herein or any extension thereof; or
ii. If the successful bidder fails to perform any of the other provisions of this
contract or fails to make progress so as to endanger performance of this
contract, and if the successful bidder does not cure such failure within a
period of 7 calendar days, the City of West Columbia may terminate this
contract.
b. Any bid protests relating to this RFP shall be submitted via e-mail to the Director
of Water Treatment Five (5) calendar days after the bid opening.
c. All goods will be ordered by means of a purchase order. The City of West Columbia
will not be responsible for chemicals or services furnished without a purchase
order. All payments made pursuant to this contract are not assignable and shall
only be made payable to the successful bidder. Payment will be made in full at the
agreed prices, after acceptance by the city of each delivery. The City's payment
terms are Net 30 days from the date of the invoice. No pre-payment or partial
upfront down payment will be made.
6. CONTRACT TERM
a. The City of West Columbia is requesting a one-year purchase order contract with
the successful bidder to begin July 1st, 2026, through June 30th, 2027.
7. FIRM PRICES AND PRICE ADJUSTMENT
a. Prices on bid shall be firm prices not subject to escalation within the first 6 months
of the contract. In the event of the specifications provide for price
escalation(s) following the first 6 months of the contract, the maximum limit of
such escalation shall be shown in the bid, or the bid shall not be considered.
In the event of a decline in market price(s) below the prices bid at any time
during the contract term, the City shall receive the benefit of such decline.
b. Vendor may request a price increase, provided that the cost to the Vendor
increase by more than 5% and that cost increase was not known or reasonably
knowable to the Vendor at the time of the bid. If any price increase occurs, there
will be a one time order protection provided at the last effective price. All price
increases require a 30-day written notification to the Director of Water
Treatment. Price increases are subject to negotiation and approval by the City of
West Columbia. The City reserves the right NOT to accept the request.
8. INSURANCE REQUIREMENTS
a. the successful bidder shall procure and maintain, at its own cost, during the
entire turn of the contract resulting from this RFP (including Purchase Orders),
insurance against claims for injuries to persons or damages to property that may
arise from or in connection with performance of services resulting from this
RFP, and the results of such work, by the successful bidder, its agents,
representatives,

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employees, or subcontractors (if applicable). insurance coverage will be at least as
broad as the following:
i. Commercial General Liability
1. Insurance Services Office ('"ISO") form CG 00 001 covering
Commercial General Liability on an "occurrence" basis, including
products, and completed operations, property damage, bodily
injury, and personal and advertising injury, with limits no less than
$1,000,000.00 per occurrence and $2,000,000.00 general
aggregate.
ii. Automobile Liability
1. ISO form CA 00 01 covering any auto (Code 1), or if the successful
bidder has no owned autos, hired (Code 8) and non-owned autos
(Code 9), with limits no less than $1,000,000.00 per accident for
bodily injury and property damage, unless waived by the City and
approved in writing by the City 's risk and safety division.
iii. Workers' Compensation
1. Workers' Compensation required by the State of California, with
Statutory limits, and Employers Liability Insurance with limits of no
less than $1,000,000.00 per accident for bodily injury or disease.
iv. Pollution Liability
1. Contractors Pollution Liability and/or Asbestos Pollution Liability
and/or Errors and Omissions applicable to the work being
performed, with the limit no less than $1,000,000.00 per claim or
occurrence and $1,000,000.00 aggregate per policy period of one
year.
v. If the successful bidder maintains broader coverage and/or higher limits
than the minimums otherwise required by this RFP and the resulting
contract (including Purchase Orders), the City requires and shall be entitled
to the broader coverage and/or the higher limits maintained by the
successful bidder.
b. Each insurance policy required by this RFP and the resulting contract (including
Purchase Orders) must be acceptable to the city attorney and shall meet the
following requirements:
i. Acceptability of Insurers
1. Insurance coverage must be provided by an insurer authorized to
conduct business in the state of California with the current A.M.
Best's rating of no less than a A-: FSC VII, or as approved by the City
ii. Additional Insured Status
1. The Commercial General Liability, the Automobile Liability, and the
Contractors Pollution Liability, and/or Asbestos Pollution policies
must name the City (including its officials, officers, agents,
employees, and volunteers) specifically as an additional insured

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under the policy on the separate endorsement page. The
Commercial General Liability additional insured endorsement shall
be at least as broad as ISO Form CG 20 10 11 85, or if not available,
through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG
20 38, and CG 20 37 if a later edition is used. The Automobile
Liability endorsement shall be at least as broad as ISO Form CA 20
01.
iii. Automobile Liability Endorsement
1. The Automobile Liability Endorsement show me endorse to include
Transportation Pollution Liability insurance, covering materials to
be transported by the successful bidder pursuant to the terms of
this RFP and the contract resulting from this RFP (including
Purchase Orders). this coverage may also be provided on the
Contractors Pollution Liability policy.
iv. Primary Coverage
1. The successful bidders' insurance coverage shall be primary
coverage at least as broad as ISO CG 20 01 04 13 with respect to
the City, its officials, officers, agents, employees, and volunteers.
any insurance or self-insurance maintained by the city, its officials,
officers, agents, employees, or volunteers shall be in excess of the
successful bidder's insurance and shall not contribute with it.
v. Notice of Cancellation
1. Each insurance policy shall provide that coverage shall not be
cancelled, except with prior written notice to the City.
vi. Subcontractors
1. If applicable, the successful bidder shall require and verify that all
subcontractors maintain insurance meeting all the requirements
stated in this RFP and the contract resulting from this RFP (including
Purchase Orders), in the successful bidder shall ensure that the City
(including its officials, officers, agents, employees, and volunteers)
it's an additional insured on any insurance required from a
subcontractor.
vii. Waiver of Subrogation
1. By submitting a bid in response to this RFP, the successful bidder
hereby grants to the City a waiver of any right to subrogation that
any insurer of the successful bidder may acquire against the City by
virtue of the payment of any loss under such insurance. The
successful bidder agrees to obtain any endorsement that may be
necessary to affect the waiver a subrogation, but this subsection
shall apply regardless of whether or not the City has received a
waiver of subrogation endorsement from the insurer. Any Workers
Compensation policy required by this RFP and the contract

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resulting from this RFP (including Purchase Orders) shall be
endorsed with a waiver of subrogation in favor of the city for all
work performed by the successful bidder, its agents,
representatives, employees and subcontractors.
viii. Self-Insurance
1. The successful bidder may, with the City's prior written consent,
fulfill some or all of the insurance requirements contained in this
RFP and the contract resulting from this RFP (including Purchase
Orders) under a plan of self-insurance. The successful bidder shall
only be permitted to utilize such self-insurance if, in the opinion of
the City, the successful bidders (i) net worth and (ii) reserves for
payment of claims of liability against the successful bidder are
sufficient to adequately compensate for lack of other insurance
coverage required by this RFP and the contract resulting from this
RFP (including Purchase Orders). the successful bidder's utilization
of self-insurance shall not in any way limit the liabilities assumed
by the successful bidders pursuant to this RFP and the contract
resulting from this RFP (including Purchase Orders).
ix. Self- Insured Retentions
1. Self-insured retentions must be declared to and approved by the
City of West Columbia.
x. Verification of Coverage
1. At the time the successful bidder is awarded the contract resulting
from this RFP (including Purchase Orders) and before the start of
any services resulting from this RFP, the successful bidder shall
provide the City with original Certificates of Insurance including all
required amendatory endorsements (or copies of the applicable
policy language affecting the insurance coverage required by this
RFP and the contract resulting from this RFP [including Purchase
Orders]), which shall meet all requirements under this RFP and the
contract resulting from this RFP (including Purchase Orders). The
City reserves the right to require complete, certified copies of all
required insurance policies, including endorsements required by
this RFP and the contract resulting from this RFP (including
Purchase Orders) at any time.
xi. Special Risks or Circumstances
1. The City reserves the right, at any point during the term of the
contract resulting from this RFP (including Purchase Orders), to
modify the insurance requirements, including limits, based on the
nature of the risk, prior experience, insure, coverage, or other
special circumstances
xii. No Limitation of Obligations

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1. the insurance requirements in this RFP and the contract resulting
from this RFP (including Purchase Orders), including the types and
limits of insurance coverage the successful bidder must maintain,
and any approval of such insurance by the city, are not intended to
and shall not in any manner limit or qualify the liabilities and
obligations otherwise assumed by the successful bidder pursuant
to this RFP and the contract resulting from this RFP (including
Purchase Orders), including but not limited to any provisions in this
RFP and the contract resulting from this RFP (including Purchase
Orders), concerning indemnification.
2. Failure to comply with any of the insurance requirements in this
RFP and the contract resulting from this RFP (including Purchase
Orders), including but not limited to a lapse in any required
insurance coverage during the term of the contract resulting from
this RFP (including Purchase Orders), shall be a material breach of
this RFP and the contract resulting from this RFP (including
Purchase Orders). in the event that the successful bidder fails to
comply with any such insurance requirements end this RFP and the
contract resulting from this RFP (including Purchase Orders), in
addition to any other remedies the city may have, the city may, at
its sole option, (i) immediately terminate the contract resulting
from this RFP (including Purchase Orders); (ii) order the successful
bidder to stop work under the contract resulting from this RFP
(including Purchase Orders) and/or withhold any payment that
becomes due to the successful bidder until the successful bidder
demonstrates compliance with the insurance requirements in this
RFP and the contract resulting from this RFP (including Purchase
Orders).
9. BUSINESS LICENSE
a. The successful bidders shall be required to obtain a City business license prior to
the award of this contract.
10. LATE SHIPMENT
a. The successful bidder is responsible to notify the City of any late or delayed
shipments and/or deliveries. The City reserves the right to cancel all or any part of
an order if the shipment is not made as promised.
11. LOST AND DAMAGED SHIPMENT
a. Risk of loss or damaged items prior to the time of their receipt and acceptance by
the City is upon the successful bidder. The City has no obligation to accept
damaged shipments in reserves the right to return goods at the successful bidder's
expense even if the damage was not apparent or discovered until receipt of the
items.