Office of Contracts Administration Purchasing

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1 I. Purpose A. The purpose of this bid is to provide the City and County of San Francisco Public Utilities Commission Water Quality Division (WQD) with one (1) (System). II. Scope of Work A. The Contractor shall provide and deliver the proposed System as specified under this Bid Proposal. B. Contractor shall provide services for the installation, implementation, testing, training, preventative maintenance, software upgrades, and other technical support as stated under this Bid Proposal. III. General Requirements A. All bid prices must be bid on the City and County of San Francisco s Bid Sheet. B. All attached forms to be completed and submitted with your bid package. Any incomplete bid package may result in the rejection of your bid. C. Bidders shall refer to Bid Sheets, Attachments A and C for additional specifications and requirements. D. Bidder must meet all City, State, and Federal regulatory requirements. IV. Bidder/Manufacturer s Qualifications A. The City may make such investigations, as deemed necessary, prior to award of this contract to determine if bidder meets the qualifications and conditions under which work is to be performed. In order to receive consideration, Bidder must both be a manufacturer or an authorized dealer for the manufacturer; and have sufficient knowledge and experience in the products and services covered by the contract. B. Manufacturer/Bidder must have experience with placing into operation and on-site troubleshooting of the proposed system and must have support staff and technical experts experienced in implementation of the proposed System. C. The proposed System shall have been proven in operation for a minimum of one (1) year (e.g., vendor application laboratory, client laboratory, etc.). Page 1 of 9

2 V. Authorized Dealer If Bidder is not the manufacturer, Bidder must be a manufacturer s direct and certified authorized dealer or distributor. Bidder should provide a copy of written certification as an authorized dealer from the manufacturer (on manufacturer s letterhead) with the bid. VI. References Bidder to provide a minimum of three (3) references of customers, located in the United States, who have purchased and installed the proposed System within the last three (3) years. One of the three references must have had the proposed system in operation for at least one year, and at least one of the three references given should be a government agency. The SFPUC will utilize the references included in the proposals to evaluate the performance, suitability, and reliability of the proposed System. In addition, the SFPUC may make its own independent reference checks with other parties. The references should include names and contact information. Refer to Attachment C. VII. Manufacturing, Material, and Design Practices A. It is intended that the manufacturer, in the selection of components, shall use material and design practices that are the best available in the industry for the type of operating conditions to which the unit will be subjected. All parts, equipment and accessories shall conform in strength, quality of material and workmanship to recognized industry standards. The components and parts that shall be used in the construction and assembly of the instrument shall be of new and current manufacturer. The use of obsolete components and parts shall not be acceptable. B. For bids to be considered, all specifications listed must be of standard design model and not modified for bid purposes. VIII. Manufacturer s Specifications and Standard Equipment A. The System proposed must be equipped with all manufacturers standard equipment, attachments, and accessories. B. All equipment and components listed as standard by the manufacturer for model quoted shall be furnished whether or not such items are detailed herein. Optional equipment necessary to meet the following requirements of these specifications shall also be supplied. C. The specifications stated on this bid should be construed as minimum. Should the manufacturer s latest specifications exceed these specifications, they shall be considered minimum. Page 2 of 9

3 D. Complete manufacturer s specifications, published literature and photos or illustrations of System proposed shall be furnished with this bid. Only new models in current production which are catalogued by the manufacturer and for which printed literature and specifications are available will be accepted. 1. Bidder must note in writing any exceptions, additions, deletions or variations from the specifications as stated with this bid. IX. Material Specifications and Requirements for the System A. Material and technical specifications which are a part of this bid describe equipment, parts, and materials suitable for the City s needs. The proposed System shall include: 1. One (1) including acquisition and data reduction software and computer system to simultaneously run and meet the requirements of EPA Method and EPA Method B. Refer to Technical Specifications, Section X, for technical specifications for the various equipment, parts, materials, and required operating conditions for the proposed System. X. Technical Specifications A. 1. The system must include two (2) dual piston nonmetallic pump capable of flow rates of to 20 ml/min capable of both isocratic and gradient applications. 2. The system must be capable of simultaneous acquisition of two (2) applications. 3. The system must include a 1024-element, one (1) nm resolution, photodiode array detector with a wave-length rage of nm. Baseline drift must be less than 500 µau/h. 4. The system must include a temperature controlled suppressed conductivity detector with a measurement range of 0 to µs/cm with electronic noise < 0.1 ns/cm at 1 µs/cm. 5. The system must include all suppression components and consumables. 6. The system must include automated eluent generation for both isocratic and gradient applications. 7. The system must include automated eluent degassing. 8. The system must include an autosampler. Page 3 of 9

4 9. The autosampler must be capable of automated inline sample filtration down to 0.2 µm with automated filter rinsing between samples. 10. The autosampler must be capable of automated sample/standard dilution. 11. The System must be capable of calibrating hexavalent chromium down to µg/l (parts per billion). 12. The autosampler vials must be commercially available. 13. The system must include the capability to cool/heat column subambient to 80ºC. 14. The system must be configured to supply post column reagent by pump. 15. The system must not require gas supplies. 16. The system must be capable of running both 2mm and 4mm column configurations. 17. The entire system fluid paths must be nonmetallic. 18. The system must include all tubing, reaction coils, reagent bottles, valves, columns and any other consumables to simultaneously produce an Initial Demonstration of Capability as defined in EPA Method and EPA Method The system must include acquisition software. 20. Computer system must contain at least one (1) TB hard drive, one (1) 24 inch high resolution monitor, at least 16 GB RAM, DVD-RW (CD-RW capable), two (2) Ethernet ports, keyboard, and mouse. XI. Demonstration Prior to award, the City and County of San Francisco may require a demonstration of System offered. If requested by the City, a demonstration unit shall be made available prior to award and provided at no additional cost to the City. XII. Submittals A. All bid sheets must be completed and signed. Page 4 of 9

5 B. Two (2) complete sets of manufacturer s original illustrative literature and photographs, operating and maintenance manuals of the proposed System is to be submitted with the bid packet. C. Two (2) complete sets of the manufacturer s list of all available software, compatible to Windows 7 Professional version, for instrument control for the system submitted with the bid packet. Please see Section X, Technical Specifications, for additional information. D. References. Refer to Attachment C. E. A copy of the manufacturer s written warranty is to be submitted with the bid packet. Refer to Section XVI, Warranty, for additional information. XIII. Installation/Implementation/Testing/Training A. The bid shall include all equipment, hardware, services, installation, implementation, testing, and training necessary to ensure full functionality of the unit. B. Installation/Implementation/Testing 1. Contractor shall assemble, install, implement, and test the system. All allowable costs associated with the installation, implementation, testing of the system shall be included in the bid line item cost. Cost should also include contractor s travel and lodging. 2. Contractor shall configure System and acquisition software to simultaneously run EPA Method and EPA Method Contractor shall provide method development for EPA Method and EPA Method Contractor shall provide data collected on the System to satisfy sections 9 and 10 of EPA Method and EPA Method C. Training Training of SFPUC employees will be required on-site at SFPUC facilities as follows: 1. Manufacturer s representative shall train three (3) SFPUC staff with instructions on operation and maintenance of the System and Software. 2. Trainings will be held at the SFPUC-Water Quality Laboratory location at 1000 El Camino Real Millbrae, CA Page 5 of 9

6 XIV. Technical Support A. Bidder must provide manufacturer-certified technical support for one year from the date of installation. Technical support shall include: 1) Telephone support for both hardware and software components between the hours of 8:00am-5:00pm PST, Monday through Friday, except on Holidays (standard business hours). For service calls placed outside of those hours, system engineers must be made available within six (6) hours of re-entry into standard business hours. 2) Remote access to assist, report, and advise from off-site location. 3) Preventative maintenance to be performed a minimum of one time per year for three (3) years after final acceptance. 4) Contractor shall be responsible for operational support and maintenance for all components supplied regardless of whether the Bidder is the actual manufacturer. Bidder is responsible to maintain service support for the entire system, and contacts to resolve service issues from different manufacturers will not be allowed. XV. Final Acceptance A. Final acceptance of the System by SFPUC will occur upon the satisfactory performance of a test for a fully operational and functional system. B. The City will make payments for all products, installation, implementation, testing and training services after Final Acceptance by SFPUC. The City will not make any payments prior to the City s Final Acceptance. XVI. Warranty A. A copy of the warranty policy for the System shall be furnished with the bid. B. The initial warranty period will begin after final acceptance of the System by the City. C. The Successful Bidder shall provide a three (3) year warranty on all parts and labor services, and three (3) annual preventative maintenance services, which will guarantee that all equipment and materials furnished under this bid will meet all contract requirements and are free of defects in equipment, material, or workmanship, and fit for its intended purpose. D. During the warranty period, if any parts or components fail or are defective, Contractor shall repair or replace defective or unsatisfactory parts and equipment. Defective parts Page 6 of 9

7 and complex assemblies are to be replaced at no charge to the City. Contractor is responsible for all costs included but not limited to travel and lodging that arises from the need to replace parts or perform labor services that are covered under warranty. E. If the Successful Bidder is not the manufacturer, upon request, Bidder shall provide a copy of manufacturer s written guarantee, (on manufacturer s letterhead addressed to the City), that the manufacturer s warranty and service will be passed on to the City. Failure to provide this document within five (5) working days from date of written notification may result in the rejection of Bidder s bid. XVII. Award A. Award will be made in the aggregate to the lowest priced, most responsive and responsible bidder. Bidder must bid on all bid line items respective to this bid. In determining the award, will take into consideration, but will not be limited to: 1. Price (evaluated) 2. References 3. Functionality, continuity, and ease of use of computer software for multicomponent system operation, data acquisition and processing, and data evaluation 4. Satisfactory review of bidders' qualifications XVIII. Insurance Prior to award, the successful bidder or bidders will be required to furnish evidence of Insurance as follows: A. Without in any way limiting Contractor s liability pursuant to the Indemnification section of this Agreement, Contractor must maintain in force, during the full term of the Agreement, insurance in the following amounts and coverages: 1. Workers Compensation, in statutory amounts, with Employers Liability Limits not less than $1,000,000 each accident, injury, or illness; and 2. Commercial General Liability Insurance with limits not less than $1,000,000 each occurrence Combined Single Limit for Bodily Injury and Property Damage, including Contractual Liability, Personal Injury, Products and Completed Operations; and Page 7 of 9

8 3. Commercial Automobile Liability Insurance with limits not less than $1,000,000 each occurrence Combined Single Limit for Bodily Injury and Property Damage, including Owned, Non-Owned and Hired auto coverage, as applicable. B. Commercial General Liability and Commercial Automobile Liability Insurance policies must provide the following: 1. Name as Additional Insured the City and County of San Francisco, its Officers, Agents, and Employees. 2. That such policies are primary insurance to any other insurance available to the Additional Insureds, with respect to any claims arising out of this Agreement, and that insurance applies separately to each insured against whom claim is made or suit is brought. C. All policies shall provide thirty (30) days advance written notice to City of reduction or non-renewal of coverages or cancellation of coverages for any reason. Notices shall be sent to the following address: City and County of San Francisco Attn: PUC 525 Golden Gate Avenue, 7th Floor San Francisco, CA D. Should any of the required insurance be provided under a claims-made form, Contractor shall maintain such coverage continuously throughout the term of this Agreement and, without lapse, for a period of three years beyond the expiration of this Agreement, to the effect that, should occurrences during the contract term give rise to claims made after expiration of the Agreement, such claims shall be covered by such claims-made policies. E. Should any of the required insurance be provided under a form of coverage that includes a general annual aggregate limit or provides that claims investigation or legal defense costs be included in such general annual aggregate limit, such general annual aggregate limit shall be double the occurrence or claims limits specified above. F. Should any required insurance lapse during the term of this Agreement, requests for payments originating after such lapse shall not be processed until the City receives Page 8 of 9

9 satisfactory evidence of reinstated coverage as required by this Agreement, effective as of the lapse date. If insurance is not reinstated, the City may, at its sole option, terminate this Agreement effective on the date of such lapse of insurance. G. Before commencing any operations under this Agreement, Contractor shall furnish to City certificates of insurance and additional insured policy endorsements with insurers with ratings comparable to A-, VIII or higher, that are authorized to do business in the State of California, and that are satisfactory to City, in form evidencing all coverages set forth above. Failure to maintain insurance shall constitute a material breach of this Agreement. H. Approval of the insurance by City shall not relieve or decrease the liability of Contractor hereunder. I. If a subcontractor will be used to complete any portion of this agreement, the Contractor shall ensure that the subcontractor shall provide all necessary insurance and shall name the City and County of San Francisco, its officers, agents and employees and the Contractor listed as additional insureds. XIX. Delivery Delivery/freight charges shall be FOB Destination, Millbrae, CA. Delivery shall be made to the SFPUC location between the hours of 8:00 a.m. and 4:00 p.m. at: City and County of San Francisco San Francisco Water Power Sewer Attn: Natasha Zahedi, Laboratory Manager 1000 El Camino Real Millbrae, CA XXVI. Questions A. Any questions or clarifications concerning the requirements in this bid proposal must be submitted, in writing, and received by the Office of Contract Administration no less than five (5) business days prior to the bid opening date and time. Questions or clarifications should be addressed to: Abby Fard, Purchaser, Office of Contract Administration 525 Golden Gate Ave., San Francisco, CA Phone: , Bidders who fail to do so will waive all further rights to protest based on these specifications and conditions. Page 9 of 9

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