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TO: Mayor Richard C. Irvin
FROM: Robert Leible, Assistant Superintendent of Water Production
DATE: December 7, 2020
SUBJECT:
A Resolution Awarding Contracts to Supply Process Chemicals for the Water Production Division (WPD) to Airgas Specialty Products, Kemira Water Solutions, MacCARB, Rowell Chemical Corporation, and Polydyne.
PURPOSE:
To obtain City Council approval for the execution of contracts with suppliers of various process chemicals for the Water Production Division.
BACKGROUND:
Each year the Water Production Division solicits bids for process chemicals to be used at the Water Treatment Plant. These chemicals are essential and necessary to the operations of the various treatment processes such as softening, disinfection, fluoridation, and taste & odor control, as well as regulatory compliance with drinking water standards. Sealed bids for this purpose were opened on October 21, 2020.
DISCUSSION:
Most contracts are awarded to the lowest responsive, responsible bidder for a period of one year, which may be renewable for a second year when mutually agreed upon by the City of Aurora and the supplier. The chemicals bid for this solicitation are all offered for a two year period. Each of the recommended suppliers provided a bid price for both 2021 and 2022. The suppliers for sodium hypochlorite (Rowell), anhydrous ammonia (Airgas Specialty Products), and ferric chloride (Kemira) are the lowest responsive, responsible bidders.
The apparent low bidder for carbon dioxide was Linde, however, Linde took exception to standard City of Aurora bidding language pertaining to indemnification. As such, Corporation Counsel deems such a bid to be non-responsive. MacCarb submitted the second lowest bid for carbon dioxide, has been the incumbent supplier during 2019 - 20, and is therefore the recommended supplier.
Polydyne ($0.61/lb.) and Suez ($0.59/lb.) submitted very competitive bids for cationic polymer. Polydyne is the incumbent supplier. Because the WPD was unfamiliar with the Suez product, both products were submitted to an external, independent third-party for testing and evaluation. The results of the performance evaluation indicated that due to slight differences in the amount of polymer needed to achieve the same treatment performance, Polydyne is the more cost effective product at $18.06/million gallons treated as compared to Suez at $18.70/million gallons treated. As such, Polydyne is recommended to supply cationic polymer.
Funds have been requested in the 2021 City Budget in Account No.510-4058-511-65-36 in the amount of $1,888,800. The proposed budget amount is based upon the estimated usage for all process chemicals including those recommended herein. An attachment lists the recommended bidders, unit prices, and total not to exceed contract amounts.
IMPACT STATEMENT:
None.
RECOMMENDATIONS:
That the attached resolution be submitted to the City Council for approval so that contracts may be executed for two-year periods as indicated therein. It is further recommended that this matter be forwarded to the Infrastructure and Technology Committee for review and approval.
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution Awarding Contracts to Supply Process Chemicals for the Water Production Division.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, bids were requested for process chemicals to be used in the treatment of the City's water supply for a two-year period (2021 - 2022) and;
WHEREAS, the contract will be January 1, 2021 through December 31, 2021 with an optional 1 year extension upon mutual consent between the vendor and City of Aurora, for which the Division and the Director of Purchasing shall have the authority to take any and all steps necessary to execute and implement the extensions stated in the contract without further approval required by City Council; and
WHEREAS, listed on the attachment, "WPD Recommended Chemical Bidders 2021 - 2022", are the lowest responsive, responsible bidders for each process chemical, at the bid amount shown, for a two-year period; and
WHEREAS, funding for the purchase of all process chemicals is provided annually in the City Budget in Account No. 510-4058-511-65-36 with a budget of $1,888,800;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: subject to the approval of this item in the 2021 budget, that the Purchasing Director is hereby authorized to enter into agreements with Airgas Specialty Products, Kemira Water Solutions, MacCARB, Rowell Chemical Corporation, and Polydyne for the supply of process chemicals for the Water Production Division for a total estimated amount for all supplies and vendors of $501,468 in 2021 and $513,968 in 2022.