CONTRACT PO TO SUPPLY ETHYLENE GLYCOL, UCARTHERM PM-6141 HEAT TRANSFER FLUID DYED GREEN OR PGW APPROVED EQUAL IN BOTH BULK AMOUNTS AND 55 GALLON DRUMS

Number

Title

2/5/2025 2:00 PM

2/7/2025 2:00 PM

2/12/2025 2:00 PM

MICHAEL RICHMOND, BUYER

MICHAEL.RICHMOND@PGWORKS.COM

RFQ

Appoinvoices@pgworks.com,
800 W. Montgomery Ave - Attn: Accounting,
Philadelphia , Philadelphia PA 19122 US

Richmond Plant ,
3100 East Venango Street,
Philadelphia, PA 19134 US

PLEASE SUBMIT PRICING FOR A CONTRACT PURCHASE ORDER TO SUPPLY ETHYLENE GLYCOL, UCARTHERM PM-6141 HEAT TRANSFER FLUID DYED GREEN OR PGW APPROVED EQUAL IN BOTH BULK AMOUNTS AND 55 GALLON DRUMS PER SPECIFICATION ATTACHED, TO BE ORDERED ON "AS NEEDED BASIS"

*** BIDS WILL BE DEEMED NON-REPONSIVE, IF BIDDERS: ***
- TAKES EXCEPTIONS TO PGW'S SPECIFICATIONS OR TERMS AND CONDITIONS
- FAILS TO COMPLETE, SIGN AND RETURN REQUIRED DOCUMENTS IN SEALED BID PACKET
- MUST BID ON THE BRAND SPECIFIED IN ITEM DESCRIPTIONS. NO SUBSTITUTES.
- FAIL TO PROVIDE PRICING AND LEAD TIME ON ALL ITEMS.

ANY QUESTIONS OR REQUEST FOR CLARIFICATION REGARDING THIS RFQ AND THE ATTACHED DOCUMENTS MUST BE SUBMITTED VIA PGW.PROCUREWARE.COM NO LATER THAN 2:00PM EST ON FEBRUARY 7, 2025.

PLEASE REVIEW AND COMPLETE SEALED BID PACKET BY 2:00 PM EST ON FEBRUARY 12, 2025.

***PLEASE NOTE THAT PGW IS ELIGIBLE TO PARTICPATE IN
COSTARS, NJPA, NIPA, NASPO, STATE/CITY OF PHILADELPHIA CONTRACT, AND/OR US
COMMUNITIES PRICING***

VENDOR SHALL PROVIDE PRICING IN ACCORDANCE WITH THE
SPECIFICATION AND PRICING STRUCTURE SET FORTH IN THE REQUEST FOR QUOTE (RFQ) # 35593.

PLEASE SUBMIT YOUR BID FOR A CONTRACT PURCHASE ORDER
COVERING A ONE (1) YEAR PERIOD ("INITIAL TERM") EFFECTIVE MARCH 1,
2025 UPON ISSUANCE OF PGW PURCHASE ORDER THROUGH FEBRUARY 28, 2026, WITH AN
OPTION TO RENEW FOR UP TO THREE (3) ADDITIONAL ONE (1) YEAR TERMS. THE
"RENEWAL TERM" IS EXERCISABLE, AT PGW'S SOLE DISCRETION, AS OF THE
EXPIRATION OF THE INITIAL TERM OR CURRENT "RENEWAL TERM".

SHIP TO ADDRESSES:

RICHMOND STATION: (3100 E. VENANGO STREET,
PHILADELPHIA, PA 19134)

BIDDERS ARE REQUESTED TO QUOTE THE FOLLOWING:

PAYMENT TERMS: NET 30 DAYS, FREIGHT: PAID, F.O.B.:
DESTINATION.

BULK DELIVERY REQUIREMENTS:
- DELIVERY IS TO BE MADE IN BULK (1,000 TO 10,000 GALLONS) VIA BULK TRAILER.
- MUST PROVIDE ETHYLENE GLYCOL NO LATER THAN 48 HOURS AFTER RECEIPT OF ORDER.
- AWARDED SUPPLIER MUST ALSO SUPPLY AND DELIVER INDIVIDUAL INHIBITOR PACKAGES (PH BOOSTER AND METALLIC INHIBITORS) UPON REQUEST
- SEE ATTACHED SPECIFICATION FOR ADDITIONAL REQUIREMENTS

REGULATORY REQUIREMENTS:
- SEE ATTACHED SPECIFICATION

MANDATORY PGW SAMPLE TESTING PERIOD:

THIS RFQ WILL BE SUBJECT TO A REQUIRED SAMPLE TESTING
PERIOD; THAT WILL DETERMINE THE BIDDERS QUALIFICATION, PRODUCT SAMPLE APPROVAL,
AND WHETHER OR NOT THEY WILL BE PARTICIPATING IN THE BIDDING PROCESS OF THIS
RFQ.

SAMPLE TESTING REQUIREMENTS:

EACH BIDDER WILL BE RESPONSIBLE FOR SUBMITTING SAMPLES OF
ANY ALTERNATIVE ITEM OFFERINGS, ONE (1) GALLON SIZE, FOR TESTING &
APPROVAL.  ALL SAMPLES MUST INCLUDE PRODUCT SPECIFCATION SHEETS,
SAFETY DATA SHEETS, CERTIFICATE OF ANALYSIS, AND .PDF OR PHOTO OF THE PRODUCT
LABEL.  ALL SAMPLES MUST BE COMPARABLE TO THE ATTACHED SPECIFCATION
ON THE DOCUMENTS TAB (PAGES 5&6).  THE SAMPLE TESTING PERIOD
SHALL COMMENCE ON THE DATE OF SUBMISSION BY EACH PARTICIPATING VENDOR AND
CONCLUDE ONE (1) WEEK AFTER THAT SUBMISSION DATE.

PLEASE SUBMIT YOUR SAMPLES FOR TESTING BY 2:00PM EST ON WEDNESDAY,
FEBRUARY 7, 2025 TO THE FOLLOWING ADDRESS:

PHILADELPHIA
GAS WORKS – PASSYUNK PLANT / CHEMICAL SERVICES LAB

ATTN: CHINHANG SO

3100 PASSYUNK AVENUE

PHILADELPHIA, PA  19145

PRICE INCREASES/DECREASE REQUIREMENTS:

ALL PRICES QUOTED MUST REMAIN FIRM FOR THE INITIAL TERM OF
THE CONTRACT PURCHASE ORDER.  FOR THE INITIAL TERM OF ONE (1) YEAR;
THEREAFTER, PRICES MAY BE INCREASED FOR EACH SUBSEQUENT THREE (3) ONE (1) YEAR
PERIOD THROUGHOUT THE DURATION OF THE CONTRACT, WHICH MAY BE RENEWED UNDER THE
TERMS AND CONDITIONS OF THIS AGREEMENT AT THE SOLE OPTION OF PHILADELPHIA GAS
WORKS (PGW) ON AN ANNUAL BASIS FOR UP TO THREE (3) ADDITIONAL ONE (1) YEAR
TERM(S). VENDOR MAY INCREASE PRICES FOR THE FUTURE RENEWAL PERIODS PROVIDED
THAT:

NOTICE OF PRICE INCREASES MUST BE RECEIVED, IN WRITING, BY
PGW AT LEAST FIFTEEN (15) DAYS PRIOR TO THE EXPIRATION OF THE CURRENT TERM FOR
PRICE INCREASE TO BE EFFECTIVE AS OF THE FIRST DAY OF THE RENEWAL TERM.
PRICE INCREASE LETTER MUST INCLUDE A COPY OF THE MANUFACTURER’S LETTER AND/OR
INDUSTRY BULLETIN.  THE PRICE INCREASE LETTER SHALL BE SENT TO
MICHAEL.RICHMOND@PGWORKS.COM, REFERENCING RFQ#, BLANKET OR CONTRACT #, CONTRACT
TERM, AND SHOWING ITEM(S) DESCRIPTION AND APPLICABLE PRICING. PGW RESERVES THE
RIGHT TO REVIEW THE PROPRIETY OF THE PRICE INCREASE AND CANCEL THE CONTRACT AT
ITS DISCRETION.

FAILURE TO NOTIFY PGW WITHIN THE FIFTEEN (15) DAY TIMEFRAME
SHALL RESULT IN THE FOLLOWING:

IF THE LETTER IS RECEIVED BEFORE THE LAST DAY OF THE
CONTRACT TERM, THE EFFECTIVE DATE OF THE PRICE INCREASE SALL BE FIFTEEN (15)
DAYS FROM RECEIPT OF THE PRICE INCREASE LETTER RECEIVED BY PGW OR, IF THE
LETTER IS NOT RECEIVED BEFORE THE LAST DAY OF THE CURRENT TERM, THE PRICES FOR
THE RENEWAL TERM SHALL BE THE SAME AS THE PREVIOUS TERM.

FOR EACH RENEWAL TERM THE PRICE INCREASE AND/OR DECREASE
SHALL BE BASED UPON THE PERCENT (%) CHANGE IN THE INDEX FOR ALL URBAN CONSUMERS
– PHILADELPHIA OF THE CONSUMER PRICE INDEX (ALL ITEMS) AS PUBLISHED BY THE U.S.
DEPARTMENT OF LABORM BUREAU OF LABOR STATISTICS AND AS INDICATED BY THE
MID-ATLANTIC CPI ANNOUNCEMENT FOUND HERE:

HTTPS://WWW.BLS.GOV/REGIONS/MID-ATLANTIC/DATA/CONSUMERPRICEINDEXHISTORICAL_PHILADELPHIA_TABLE.HTM

IN NO EVENT SHALL THE PRICE INCREASE EXCEED 5% IN ANY
RENEWAL TERM.  THE INCREASE SHALL REFLECT THE CHANGE TO THE CPI OR THE 5%
CAP, WHICHEVER IS LESS.

NOTE: PRICE DECREASES MAY BE FORWARDED TO THE SUPPLY CHAIN
DEPARTMENT BUYER, IN WRITING, AT ANY TIME DURING THE CONTRACT TERM, TO INCLUDE
ANY RENEWAL PERIOD(S).

ONCE THE CONTRACT AGREEMENT IS AWARDED, THE AWARDED VENDOR
MUST ADHERE TO WHAT HAS BEEN QUOTED OR THIS COULD CAUSE THE ORDER TO BE SUBJECT
TO CANCELLATION.

THE USAGE QUANTITIES LISTED ARE ONLY ESTIMATES TAKEN FROM
PAST ORDER HISTORY. THIS DOES NOT CONSTITUTE A FIRM COMMITMENT TO PURCHASE THIS
QUANTITY DURING THE PERIOD OF THE CONTRACT PURCHASE ORDER.  ACTUAL USAGE
MAY EXCEED OR FAIL TO EXCEED ESTIMATES.

INSURANCE REQUIREMENTS:

BIDDERS ARE REQUIRED TO PROVIDE A CERTIFICATE OF INSURANCE
IN ACCORDANCE WITH LIMITS OF LIABILITY STIPULATED IN THE ATTACHED INSURANCE
SPECIFICATION.  (EVIDENCE OF CURRENT INSURANCE COVERAGE IS TO BE SUBMITTED
WITH YOUR BID.)

IMPORTANT NOTICE:  PHILADELPHIA GAS WORKS WILL NOT
PROVIDE REIMBURSEMENT FOR ENVIRONMENTAL SURCHARGES, FUEL SURCHARGES, SHIPPING
& HANDLING SURCHARGES, DELIVERY SURCHARGES, PALLET SURCHARGES NOR MILEAGE
SURCHARGES.

IF YOU ARE A CERTIFIED MINORITY, WOMAN, VETERAN, OR DISABLED
OWNED BUSINESS, WHEN SUBMITTING YOUR BID RESPONSE, PLEASE BE SURE TO INCLUDE A
COPY OF YOUR MOST CURRENT CERTIFICATION FOR VERIFICATION PURPOSES.

ADDITIONAL NOTES:
(1)  THE BASIS OF AWARD FOR THE SUCCESSFUL VENDOR SHALL RESULT IN ONE (1)
CONTRACT PURCHASE ORDER TO THE LOWEST, RESPONSIVE, AND RESPONSIBLE VENDOR. IF
LOWEST BID PRICE IS EQUAL, THE FOLLOWING FACTORS WILL BE TAKEN INTO
CONSIDERATION TO DETERMINE THE AWARD:
1.    LEAD-TIME
2.    BEST AND FINAL OFFER (BAFO)
(2)  ANY PURCHASE ORDER RESULTING FROM THIS REQUEST FOR QUOTATION IS
SUBJECT TO CANCELLATION BY PGW UPON THIRTY (30) DAYS WRITTEN NOTICE.
(3)  ANY BIDDER THAT HAS HAD A PURCHASE ORDER WITH PGW TERMINATED DURING
THE PREVIOUS THREE (3) YEARS DUE TO BREACH OR DEFAULT MAY BE DEEMED
NON-RESPONSIBLE AND NON-QUALIFIED FOR THIS RFQ
(4)  THE SUCCESSFUL BIDDER MUST REMIT ALL INVOICES ELECTRONICALLY TO
APPOINVOICES@PGWORKS.COM FOR ELECTRONIC PAYMENT.  FOR ASSISTANCE OR
QUESTIONS REGARDING INVOICING, PLEASE CONTACT PGW ACCOUNTS PAYABLE AT
215-684-6980
(5)  CONTRACTOR WILL BE BOUND BY PGW’S POLICY AND PROCEDURE FOR THE
DEBARMENT AND SUSPENSION OF VENDORS.  SUSPENSION OR DEBARMENT OF
CONTRACTOR BY PGW PURSUANT TO PGW’S POLICY AND PROCEDURE FOR THE DEBARMENT AND
SUSPENSION OF VENDORS AND CONTRACTORS WILL BE CONSIDERED AS DEFAULT BY
CONTRACTOR.

REGISTERED
COMPANIES INVITED TO PARTICIPATE IN REQUEST FOR QUOTATIONS SHOULD REVIEW ALL
TABS IN PROCUREWARE BEFORE SUBMITTING A RESPONSE/QUOTE:

PROCUREWARE SITE NAVIGATION:
-“DESCRIPTION” TAB – Review RFQ requirements & note your intention to bid.
-”BID DOCUMENTS” TAB – Download Bid Documents & Terms & Conditions of Bidding
-“CLARIFICATIONS” TAB – Enter & review questions pertaining to the RFQ
- “RESPONSE” TAB:
QUESTIONS- Answer required questions & upload completed required documents.
PRICING – Review items list & enter bid pricing
-“CALENDAR” TAB – Review all events for RFQ