Chemical Bids 2024 RFP

Agency:	City of West Columbia
State:	South Carolina
Type of Government:	State & Local
Category:	68 - Chemicals and Chemical Products
Posted:	Apr 25, 2024
Due:	May 24, 2024
Publication URL:	To access bid details, please log in.

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April 2024 1

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 April 24, 2024, through May

24, 2024. All Chemicals must be suitable for use at public drinking water facilities and approved

by the South Carolina Department of Health and Environmental Control (SC DHEC).

Submittal Instructions

Submit sealed proposal statements in accordance with the conditions and instructions contained

herein on or before 2:00 pm, EST on May 24th, 2024. To be considered, proposals must be

received by the City on or before the date and time specified in the Request for Proposals. The

offeror must submit a completed response to this Request for Proposals using the format

specified.

Return Sealed Proposals to the Following:

Express Mail

City of West Columbia

P.O. Box 4004

West Columbia, SC 29171

Attention: Curtis Martin

Electronic Delivery

Curtis Martin

cmartin@westcolumbiasc.gov

April 2024 2

Submittal Requirements

Before May 24th, 2024, at 2:00pm, 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 will 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 SDS.

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.)

April 2024 3

Questions and Clarifications

Submit any questions in writing to the individual below no later than 5:00 pm on Wednesday,

May 15th, 2024.

Mr. Curtis Martin

Superintendent 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, 2024.

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

April 2024 4

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

April 2024 5

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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Chemical Bids 2024 RFP

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