HomeMy WebLinkAboutStaff Report 2504-4582CITY OF PALO ALTO
CITY COUNCIL
Monday, May 19, 2025
Council Chambers & Hybrid
4:30 PM
Agenda Item
8.Approval of Blanket Purchase Order with Olin Finance Company LLC for the Purchase of
Bulk Sodium Hypochlorite for the Regional Water Quality Control Plant for a Two-Year
Term with an annual amount of $400,000, for a Total Not-to-Exceed Amount of $800,000;
CEQA Status – Not a Project
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: Public Works
Meeting Date: May 19, 2025
Report #:2504-4582
TITLE
Approval of Blanket Purchase Order with Olin Finance Company LLC for the Purchase of Bulk
Sodium Hypochlorite for the Regional Water Quality Control Plant for a Two-Year Term with an
annual amount of $400,000, for a Total Not-to-Exceed Amount of $800,000; CEQA Status – Not
a Project
RECOMMENDATION
Staff recommends that the City Council approve and authorize the City Manager or their
designee to execute a Blanket Purchase Order with Olin Finance Company LCC for the purchase
of bulk sodium hypochlorite for the Regional Water Quality Control Plant for a two-year term
(July 1, 2024 through June 30, 2026) with an annual amount of $400,000 and a total not-to-
exceed amount of $800,000.
BACKGROUND
The Regional Water Quality Control Plant (RWQCP) treats wastewater from a total of six
communities (Partner Agencies) and produces approximately 230 million gallons per year of
tertiary-treated recycled water for beneficial reuse. The RWQCP operates under strict
regulatory requirements for disinfection of recycled water; sodium hypochlorite is used as the
primary disinfectant to meet these standards.
The City has a three-year (Fiscal Years 2024-2026) pricing agreement with Olin Finance
Company (Olin) to purchase sodium hypochlorite. Given this chemical's essential role in
ensuring uninterrupted plant operations and regulatory compliance, the initial contract
allocation was promptly approved at the staff level in accordance with approval authority
procedures and procurement requirements at the time.
For Year 1 (Fiscal Year 2024), blanket purchase order Number 4624000004 was issued in the
amount of $200,000. For Year 2 (Fiscal Year 2025), blanket purchase order number
4625000022, staff anticipates that the current contract capacity is not adequate. As chemical
needs and unit prices have increased, staff is now bringing this request forward for City Council
authorization to ensure compliance with procurement processes and reinforce transparency in
managing these important operational expenditures.
ANALYSIS
On July 7, 2023, the City executed a three-year pricing agreement with Olin for purchase of bulk
sodium hypochlorite. The three-year term pricing agreement included up to $250,000 per year
with CPI-U-based price escalation. However, an unanticipated increase in chemical usage and
unit pricing led to the projected depletion of funds ahead of schedule. In Year 2 (Fiscal Year
2025), this gap has become more apparent and is primarily driven by operational changes and
data reliability issues associated with the ongoing construction of capital improvement projects
at the RWQCP. Staff have observed a slight increase in both Biochemical Oxygen Demand (BOD)
and ammonia in wastewater concentrations, which have required additional sodium
hypochlorite dosing to maintain regulatory compliance for disinfection.
Additionally, equipment calibration issues with the RWQCP’s chemical analyzers have resulted
in inconsistences in accurately recording sodium hypochlorite dosing volumes, potentially
leading to higher-than-expected chemical use. Staff is actively working to address these
instrumentation concerns, but the combined effect has contributed to greater than anticipated
chemical consumption in Year 2.
For the Year 3 (Fiscal Year 2026) blanket purchase order, a similar increase in contract capacity
is requested to account for anticipated increases in chemical usage and unit pricing.
Procurement Process
The RWQCP regularly conducts a competitive procurement process to secure contracts for
purchase of bulk sodium hypochlorite, issuing a new Request for Quotation (RFQ) every three
years. The most recent RFQ (No. 188055) for the purchase of bulk sodium hypochlorite and
delivery was issued on PlanetBids on May 1, 2023 and was due May 30, 2023. The low bidder,
Olin Corporation, quoted a unit price of $2.419 per gallon of sodium hypochlorite based on an
estimated annual need of 120,000 gallons (Attachment A). The RFQ establishes a price increase
based on CPI-U (Consumer Price Index for Urban Wage Earners and Clerical Works in the San
Francisco-Oakland-San Jose, CA area) on a fiscal year basis.
Table #1: Summary of Request for Proposal
Proposed Length of Project Three years
Total Days to Respond to Bid 30 days
Pre-Bid Meeting None Scheduled
Number of Responsive Bids Received 2
Range of Proposal Amounts
(based on estimated annual quantities & unit prices)$290,280 to $371,400 per year
FISCAL/RESOURCE IMPACT
Funding for the recommended increase to the purchase order in this report is available in the
Fiscal Year 2025 Adopted Wastewater Treatment Fund operating budget. Any unspent funds
from the blanket purchase order will be returned to the Wastewater Treatment Fund. Funding
in subsequent fiscal years is subject to Council’s approval of each fiscal year’s budget
appropriation.
STAKEHOLDER ENGAGEMENT
Staff engaged with prospective vendors through a competitive RFQ process. Internal
coordination also occurred between RWQCP Operations and Administrative Services to align on
anticipated chemical usage with a strategic procurement and contractual approach. In addition,
an interdepartmental team, including Administrative Services, Public Works, Utilities, City
Attorney’s Office, and City Manager’s Office staff meets monthly to review and discuss the
RWQCP, including the budget impacts and market trends.
ENVIRONMENTAL REVIEW
Council action on this item is not a project as defined by CEQA because the purchase of sodium
hypochlorite for the RWQCP is a continuing administrative or maintenance activity. CEQA
Guidelines section 15378(b)(2).
ATTACHMENTS
Attachment A: Request for Quotation Submitted Bid, Olin Finance Company LLC, Pioneer
Americas LLC
APPROVED BY:
Brad Eggleston, Director Public Works/City Engineer
CITY OF PALO ALTO RFQ 188055 PAGE 1 Rev. 12/02/10
May 1, 2023
The City of Palo Alto, Purchasing and Contract Administration, on behalf of the Public Works Department,
Regional Water Quality Control Plant Division, requests a quotation for:
PROJECT TITLE:
12.5% BULK SODIUM HYPOCHLORITE AND DELIVERY
REQUEST FOR QUOTATION (RFQ) NUMBER 188055
RFQ DUE DATE: TUESDAY, MAY 30, 2023, 3:00 P.M.
Documents will not be accepted after 3:00 P.M., Tuesday, May 30, 2023
Table of Contents:
SECTION I Request for Quotation and Bidder Required Information (including submittal
instructions) *
SECTION II Purchase Order Terms and Conditions and Insurance Requirements
SECTION III Specifications and Bidder’s Bid Pages*
*Complete, sign and submit forms as instructed in the RFQ. Failure to complete and/or submit these
forms may cause rejection of your Bid.
FOR BID DOCUMENTS: CONTACT PURCHASING AND CONTRACT ADMINISTRATION: (650) 329-2271
CITY OF
PALO
ALTO
CITY OF PALO ALTO RFQ 188055 PAGE 2 Rev. 12/02/10
SECTION I
In response to this Request for Quotation (RFQ), the undersigned, as Bidder, declares that the only persons
or parties interested in this Bid as principals are those named herein; that this Bid is made without collusion
with any other person, firm or corporation; that the Bidder has carefully examined the specifications herein
referred to; and the Bidder proposes and agrees, if this Bid is accepted, that the Bidder will contract with the
City of Palo Alto (City), to provide all necessary materials, and furnish the specified requirements in this
RFQ, in the manner herein prescribed and at the prices stated in the Bid.
Project Title
12.5% Bulk Sodium Hypochlorite
City of Palo Alto Request for Quotation (RFQ) number:
188055
Quotation Due Date
Quotation acceptance period closes (your quotation must be received by Purchasing and Contract
Administration not later than) 3:00 P.M., Tuesday, May 30, 2023.
Online Q&A Due Date
Should discrepancies or omissions be found in this RFQ or should there be a need to clarify this RFQ,
questions or comments regarding this RFQ must be emailed and received by the City no later than 1:00
p.m., Monday, May 22, 2023.
Senior Buyer/Contracts Administrator
Saira Cardoza
Telephone Number: (650) 329-2327
Saira.Cardoza@cityofpaloalto.org
Specifications
The specifications and/or scope of work included have been prepared to describe the standard quality,
performance, and other characteristics needed to meet City requirements. The City will accept alternate
proposals of a designed material, product, thing, service, “or equal”, and will determine if such alternate
proposals are satisfactory in meeting a mandatory requirement or specification and if the proposed alternate
meets the intent of the original mandatory requirement.
Term of Agreement
City intends to issue a Blanket Order to provide for the purchase and delivery of 12.5% Bulk Sodium
Hypochlorite as required by the Public Works Department, Regional Water Quality Control Plant Division. A
City of Palo Alto representative will issue release orders for goods on an as-requested and authorized basis.
Quantities specified in the Bidder Bid Pages are approximate and total of the bid will be used for the purpose
of selecting the lowest responsible bidder. The initial term of the pricing agreement shall be effective on July
1, 2023 and shall expire June 30, 2024 and may be extended by City for up to an additional two (2) 12-month
periods for a maximum of 36 months, subject to:
1. Firm price for the initial term of the pricing agreement;
2. City of Palo Alto City Council’s annual approval of each current year’s budget and
appropriation of funds;
3. The Vendor’s compliance with the terms and conditions as established by this RFQ;
4. The Vendor’s satisfactory performance, and timely compliance with the requirements of this
RFQ; and
5. Firm pricing for the two optional twelve (12) month term extensions, as set forth herein.
CITY OF PALO ALTO RFQ 188055 PAGE 3 Rev. 12/02/10
(Please check Bid Pages for price escalation clause for 2nd and 3rd year.)
Note: If a price increase is to apply to the City’s optional contract extensions, specify such in the space
provided on each bid schedule.
Notwithstanding the foregoing, City may terminate the agreement, with or without cause, by providing ten
(10) days written notice.
Contract Award
The contract, if awarded, shall be awarded to the lowest responsive and responsible bidder. The lowest bid
shall be the lowest total of the bid prices quoted on the Bid Schedule. This total is being used for the
purpose of determining the lowest bid. City will award a not-to-exceed amount based on the needs of and
prices quoted.
Pursuant to Palo Alto Municipal Code Section 2.30.440, a responsible bidder is a bidder determined by the
awarding authority:
1. To have the ability, capacity, experience and skill to perform the work, or provide the goods and/or
services in accordance with the bid specifications;
2. To have the ability to perform the contract within the time specified;
3. To have the equipment, facilities and resources of such capacity and location and location to enable
the bidder to perform the contract;
4. To have the ability to provide, as required, future maintenance, repair, parts and service for the use
of goods purchased;
5. To have a record of satisfactory or better performance under prior contracts with the city or others;
and
6. To have complied with applicable laws, regulations, policies (including city council policies),
guidelines and orders governing prior or existing contracts performed by the bidder.
F.O.B. Point
Prices shall be F.O.B. Palo Alto, Freight Prepaid. Price shall include all applicable transportation and
delivery charges. See Bid Schedule for delivery point.
Submittal of Documents
In order to submit bids to the City of Palo Alto, the Bidder shall submit a bid through the City of Palo Alto’s
electronic procurement system (PlanetBids), in PDF format. The submittal shall consist of this document,
which includes the Bidder Bid Pages and the Bidder’s Questionnaire form.
Bids must be received no later than 3:00 P.M. no later than the closing date outlined in this RFQ. No bids will
be accepted after that time by the electronic procurement system.
Complete, sign and submit the RFQ/Bidder Information, Nondiscrimination Certification, and Bidder Bid
Pages with your quotation. Failure to complete and/or submit these forms may cause rejection of your
quotation. All quotations must be submitted on these forms.
Delivery Requirements
When delivery time is requested in the quote or bid documents, time shall be of the essence; therefore, the
quote or bid shall include the delivery date. In some instances, the City may specify only a maximum
number of days for delivery and will use this delivery date as part the criteria to determine the award. The
purchase order to be awarded is for a specific quantity purchased at one time.
Decision to Reject
The City reserves the right to reject any or all quotations, to waive any informalities contained therein, and to
select quotations on an item-by-item basis. The City reserves the right to award more than one contract from
this solicitation. No quotation may be withdrawn for a period of sixty (60) days following the date of bid
opening. The terms and conditions (the provisions) that shall govern any resulting agreement between City
CITY OF PALO ALTO RFQ 188055 PAGE 4 Rev. 12/02/10
and the Lowest Responsible Bidder are contained in this RFQ. No charges of any kind will be allowed unless
specifically made part of your quotation and are specified in your response.
RIGHTS OF THE CITY OF PALO ALTO
This RFQ does not commit the City to enter into a contract, nor does it obligate the City to pay for any costs
incurred in preparation and submission of quotation or in anticipation of a contract.
Exceptions
To the specifications or requirements issued must be itemized and justified in writing and included with
proposals or quotations submitted.
Documentation
Manuals, when applicable, shall be furnished by the Vendor with the shipment or under separate cover.
Taxes
Quotations shall include all applicable federal, state and local taxes, import duties, commissions or other
charges.
BIDDER REPRESENTATION:
The Bidder represents that it has not retained a person to solicit or secure a City contract (upon an
agreement or understanding for a commission, percentage, brokerage, or contingent fee) except for retention
of bona fide employee or bona fide established commercial selling agencies for the purpose of securing
business.
During the Quotation process there may be changes to the Quotation documents, which would require an
issuance of an addendum or addenda. City disclaims any and all liability for loss, or damage to any Bidder
who does not receive any addendum issued by City in connection with this RFQ. Any Bidder in submitting a
Quotation is deemed to waive any and all claims and demands Bidder may have against City on account of
the failure of delivery of any such addendum to Bidder. Any and all addenda issued by City shall be deemed
included in this RFQ, and the provisions and instructions therein contained shall be incorporated to any
Quotation submitted by Bidder.
To assure that all Bidders have received each addendum, the acknowledgment and sign-off is required via
the City's eProcurement system. Failure to acknowledge receipt of addendum/addenda may be considered
an irregularity in the Quotation.
The firm and individuals listed below, certify that: they do not and in the performance of this contract they will
not discriminate in employment of any person because of race, skin color, gender, age, religion, d1sab1hty,
national origin, ancestry, sexual orientation , housing status, marital status, familial status, weight or height of
such person; and further certify that they are in compliance with all Federal, State and local directives and
executive orders regarding nondiscrimination in employment .
Signature must be the same signature as appears in Bidder Bid Pages:
Or,
Officer•
Joy Burris~=~-a.
"'' o-r.im,.•:••1-'-'Ur
(Signature)
Joy Bums
(Printed name of signatory)
Business Director
(Title of signatory)
The undersigned certifies that the Bidder is not a corporation, and is not subject to the requirements
of California Corporations code, and hereby agrees to, and accepts the terms and conditions of this
RFQ .
(Signature)
(Printed name of signatory)
(Title of signatory)
CITY OF PALO AL TO RFQ 188055
Rev. 12/02/10
PAGE 5
CITY OF PALO ALTO RFQ 188055 PAGE 6 Rev. 12/02/10
Bidder Information
Provide the information requested below or indicate “not applicable”, if appropriate:
A.Name and Address of Bidder (Company)
_____________________________________
_____________________________________
_____________________________________
_____________________________________
REMIT TO (If Different from Above):
_____________________________________
_____________________________________
_____________________________________
_____________________________________
Telephone Number: _____________________
Facsimile number: _______________________
E-Mail: ________________________________
Website: _______________________________
B.Bidder is a:
□California Corporation
□Corporation organized under the laws of the State of ________________________.
with head offices located at __________________________________________,
and offices in California at _____________________________________________.
□Limited Liability Company
List name of managing member(s):
___________________________________________________________________
□Sole Proprietorship _____________________________________________
□Partnership
□Limited Liability Partnership
List names of general partners; state which partner or partners are managing
partner(s)
___________________________________________________________________
___________________________________________________________________
□Other (attach Addendum with explanatory details)
Pioneer Americas LLC is a wholly subsidiary of Olin Corporation490 Stuart Road, NECleveland, TN 37312
Pioneer Americas LLCLock Box 10728540 W. Madison St. 4th FloorChicago, IL 60661
(423) 336-4421
(423) 336-4682
OWCMarketing_BidTeam@olin.com
www.olin.com
x Virginia
490 Stuart Road, NE, Cleveland, TN 37312
11600 Pike Street, Santa Fe Springs, CA 90670
C Have you (or your firm) previously worked for the City of Palo Alto? 1K) Yes. or O No (1f
"Yes·. 11st below, or 1r necessary, provide 1nformat1on on additional sheets 1f needed)
Current suooher of sodium hypochlonte
D Contractors license, number/type (1f required): ---"N~/.i:.:A'--------------
E The Bidder represents that 1t has not retained a person to solicit or secure a City contract
(upon an agreement or understanding for a commission. percentage. brokerage. or
contingent fee) except for relent.ion of bona fide employee or bona fide established
commeretal selling agencies for the purpose of securing business.
F Dunng the Quotation process there may be changes to the Quolat1on documents, which
would require an issuance of an addendum or addenda. City disclaims any and all liability
for loss, or damage to any Bidder who does not receive any addendum issued by City m
connection with this RFQ. Any Bidder in submitting a Quotation is deemed to waive any and
all claims and demands Bidder may have against City on account of the failure of delivery of
any such addendum to Bidder. Any and all addenda issued by City shall be deemed
included in this RFQ. and the provisions and instructions therein contained shall be
incorporated to any Quotation submitted by Bidder.
To assure that all Bidders have received each addendum. the following acknowledgment
and sign-off 1s required Failure to acknowledge receipt of addendum/addenda may be
considered an 1rregulanty in the Bid
Addendum number(s) received: 01 . 0 2; 0 3; 0 4; 0 S: 0 6, 0 7; 0 8, 0 9
Or, (ii( ._W1\.J _No Addendum/Addenda Were Received (check and
fnlt~-
G The firm and 1nd1V1duals hsted below, certify that lhey do not and In the performance or this
contract they will not d1scnm1nale in employment of any person because of race skin color
gender, age. rehg1on, d1sabIhty, nal1onal ong1n. ancestry, sexual onentahon. housing status
marital status, fam1hal staJus, weight or he1ghl of such person. and further cer11fy that they
are In compliance with all Federal, Stale and local d1recI1ves and executive orders regarding
nond1scnmInat1on 1n employment
Signature must be the same signature as appears In Btddor Biel Pogos
Officer'
Or,
Joy Burris~~·..:-••
:: ·····-
(Signature)
Jo~ Rums (Prinled name of signatory)
Business Director
(Title of s1gnatory)
CITY OF PALO ALTO RFO 188055
Re• 12/02110
PAGE 7
CITY OF PALO ALTO RFQ 188055 PAGE 8 Rev. 12/02/10
The undersigned certifies that the Bidder is not a corporation, and is not subject to the requirements
of California Corporations code, and hereby agrees to, and accepts the terms and conditions of this
RFQ.
________________________________________
(Signature)
________________________________________
(Printed name of signatory)
________________________________________
(Title of signatory)
CITY OF PALO ALTO RFQ 188055 PAGE 14 Rev. 12/02/10
SECTION III
RFQ 188055 – 12.5% BULK SODIUM HYPOCHLORITE AND DELIVERY
SPECIFICATIONS/SCOPE OF WORK
The City of Palo Alto, Regional Water Quality Control Plant (RWQCP) is seeking quotations for the
procurement and delivery of 12.5% Bulk Sodium Hypochlorite.
1.Packaging
1.1. This specifications/scope of work covers the procurement and deliveries of 12.5% Bulk
Sodium Hypochlorite.
1.2. The quantity specified under this contract is approximate and may be increased or
decreased in any amount to conform to the needs of the Palo Alto Regional Water Quality
Control Plant (RWQCP). The plant estimates usage of sodium hypochlorite to be
approximately 120,000 gallons per year. Consumption rates will be higher during wet-
weather than during dry-weather.
1.3. There are two separate delivery points for sodium hypochlorite within the RWQCP. The
DMF location includes one 6,000-gallon tank. The Chlorine Building location includes two
6,000-gallon tanks. The supplier shall assume all deliveries will be split between the two
locations. The supplier shall budget the additional time to split the onsite delivery into their
unit price.
2.Supply
2.1. The supply of sodium hypochlorite furnished under this contract shall be a 12.5% strength
solution. The supplied sodium hypochlorite shall conform to American Water Works
Association (AWWA) standard number B-300-18, or latest edition, entitled AWWA Standard
for Hypochlorites.
2.2. The supplier shall provide a Safety Data Sheet (SDS) from the original manufacturer of the
chemical two weeks prior to their first delivery and whenever the original manufacturer
changes.
2.3. The supplier shall provide a weight scale certificate, bill of lading, and certificate of analysis
with each shipment. The plant reserves the right to independently verify the percent
available chlorine.
3.Deliveries
3.1. All deliveries will be made with vehicles safely equipped to handle sodium hypochlorite.
Drivers shall be qualified and trained to safely handle, transport, load, and unload the
chemical that they are delivering. Drivers shall be qualified and trained to respond to leaks
of the chemical.
3.2. Delivery shall be made within 48 hours of any order placed by phone or email during the
period of the contract. Delivery address and contact is:
City of Palo Alto
Water Quality Control Plant
Attn: Operations Supervisor or Senior Operator
2501 Embarcadero Way
Palo Alto, CA 94303
650-329-2598
CITY OF PALO ALTO RFQ 188055 PAGE 15 Rev. 12/02/10
3.3. Deliveries shall be according to the Regional Water Quality Control Plant’s 12.5% Sodium
Hypochlorite (SH): Receiving / Off-Loading Authorization Form, which is attached to this
specification as Exhibit 1. The supplier shall verify that the delivery driver is trained and
prepared to follow the authorization form.
3.4. The supplier shall provide the phone number and contact name for scheduling deliveries. A
24-hour phone number shall also be provided.
3.5. The delivery and product transfer shall conform to the requirements of the Chlorine Institute
Pamphlet 96, Sodium Hypochlorite Manual, Edition 5.
3.6. The supplier shall provide a qualified person per the United States Department of
Transportation (USDOT) regulations to attend the unloading at all times.
3.7. If air padding is used to transfer the chemical, then the air must be clean and oil-free. The
supplier must provide their own air compressor.
3.8. The supplier’s quotation must include their Standard Operating Procedures (SOP) for
unloading and a general description of the method used to unload the truck.
3.9. The City will attempt to order 5,000 gallons per order, but the City will not guarantee that the
maximum amount will be ordered each time. The unit price shall remain the same
regardless of the amount ordered.
4.Miscellaneous
4.1. If in the event a “Force Majeure” action becomes effective during the term of the contract,
the City shall have the option of purchasing sodium hypochlorite from another source until
such time as the supplier again fulfills the City’s requirements.
4.2. Specific insurance requirements are listed in the Request for Quotation and must be kept
current throughout the term of the contract.
4.3. The supplier shall provide four (4) half-hour training sessions prior to unloading their first
deliveries. Two (2) of the training sessions shall be provided for the night shifts, those who
work between 6:00 p.m. and 6:00 a.m. Two (2) of the training sessions shall be for the day
shifts, those who work 6:00 a.m. to 6:00 p.m. The training sessions shall cover health and
safety issues, delivery procedures, scheduling procedures, and chemical characteristics of
the delivered chemical. Each training session will include approximately 5 to 10 operators.
The cost of training shall be at no charge to the City and shall be inclusive to the prices
quoted.
5.Safety
5.1. The supplier will abide by the RWQCP’s safety procedures for safe unloading at all times.
The supplier’s safety performance may be evaluated for compliance. A safety review
includes the right to review injury and illness logs and documentation of training and
maintenance.
5.2. The supplier shall furnish all services which are required at each and every filling of the
storage tank to comply with applicable regulations and normal good practice.
5.3. Any intended change to delivery and/or unloading should be brought to the attention of the
Plant Manager (or Plant Manager’s designee) for consideration well in advance of the
change.
CITY OF PALO ALTO RFQ 188055 PAGE 16 Rev. 12/02/10
5.4. The chemical supplier shall follow the latest federal, state, and local laws and regulations.
6.Term and Bid Price
6.1. The term of the contract shall be for one year with the option to renew the contract annually
up to a three-year term. The contractor’s unit prices included in their bid will be increased or
decreased every twelve months based on the CPI-U (Consumer Price Index for Urban Wage
Earners and Clerical Workers in the San Francisco-Oakland-San Jose, CA area).
6.2. The contractor shall include the following bid items in their quotation:
6.2.1. Quantity 120,000, unit price of $ / gallon
6.2.2. Manufacturing location of the chlorine used in production of sodium hypochlorite
6.2.3. Location where chlorine is converted into sodium hypochlorite
Exhibit 1
12.5% Sodium Hypochlorite (SH) Date
Receiving / Off-Loading Authorization Form
Make copies of this form, weight scale certificate, signed bill of lading, and certificate of analysis
WQCP A/P Admin Associate II’s Copies OPS Copies
ORIGINAL Bill of Lading, Weight Certificate, Certificate of Analysis COPY Bill of Lading, Weight Certificate, Certificate of Analysis
COPY Sodium Hypochlorite Receiving Form ORIGINAL Sodium Hypochlorite Receiving Form
During Off-Loading Time Delivery Started
10.Check all connections for leaks. Are connections leak-free?
•If no, stop immediately and safely secure the leaks before proceeding.□Yes □ No
11.Maintain vigilance while observing all lines, hoses, and valves for leaks.
DOT regulations require an attendant to remain within 25’ during the unloading process □Yes □ No
12.Have you stopped the unloading between the FULL and SPILL labels?□Yes □ No
After Off Loading Time Delivery Stopped
13.Are there any noticeable spills?
•If yes, review and follow WQCP procedures to begin spill cleanup □Yes □ No
14.Inspect off-loading area. Secure receiving port using proper lockout/tagout device.□Yes □ No
15.Collect all safety gear. and return it, clean and serviceable to storage cabinet. Lock Cabinet.□Yes □ No
Printed Name Signature
WQCP Senior/Supervisor/Operator TPOII
Printed Name Signature
Delivery Driver
This form must be completed in full by both a qualified City of Palo Alto employee and the Sodium
Hypochlorite delivery person prior to unloading. Failure to follow the precautions provided in the
form will result in disciplinary action up to and including termination and/or the suspension of the
business relationship with the supplier. More importantly, failure to follow these precautions may
result in personal injury to yourself or others in the work area. Authorization to proceed is not
possible if any questions are answered as “NO”. However, if “NO” is an appropriate answer because
other safeguards have been put in place, the Supervisor in charge or their designee must make a
hand-written note to that affect and attach it to this form. If the Material Safety Data Sheets (MSDS)
are not available, approval to proceed will not be given under any circumstances.
Prior to Off-Loading
1.Delivery being split requiring driver to make multiple connections
If Yes, Start with Tank 3. Finish with Tanks 1 & 2. Tractor Trailer turnaround at DMF is best with empty tank. □Yes □ No
2.Barricades placed around chemical receiving area and delivery truck □Yes □ No
3.Driver shown location of
1) Safety Shower 2) Eyewash Station 3) Chemical Spill Response Cabinet □Yes □ No
4.Driver familiarized WQCP personnel with delivery tank Emergency Shutoff □Yes □ No
5.Driver provided the Bill of Lading, Certificate of Analysis and Weight Certificate □Yes □ No
6.WQCP personnel verified that chemical being received is Sodium Hypochlorite,12.5%□Yes □ No
7.PPE donned by driver. Splash proof goggles or face shield, boots, gloves, hard hat □Yes □ No
8.PPE donned by WQCP personnel
Chemical Face Shield w/chin guard, boots, neoprene gloves, hard hat □Yes □ No
9.Receiving tank (s) can accommodate the amount of chemical being delivered
SAFETY: Maintain 10% tank volume. MAX Tank Volume = 5,000gals □Yes □ No
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CITY OF PALO ALTO RFQ 188055 PAGE 18 Rev. 12/02/10
BIDDER BID PAGES
Bidder’s Response and Acceptance
In response to this Request for Quotations (RFQ), the undersigned, as Bidder, declares that the only persons
or parties interested in this Bid as principals are those named herein; that this Bid is made without collusion
with any other person, firm or corporation; that the Bidder has carefully examined the specifications herein
referred to; and the Bidder proposes and agrees, if this Bid is accepted, that the Bidder will contract with the
City of Palo Alto (City), to provide all necessary materials, and furnish the specified requirements in this
RFQ, in the manner herein prescribed and at the prices stated. The quantities specified are based upon the
best estimates available and are subject to increase or decrease.
Project Title: 12.5% Bulk Sodium Hypochlorite
Request for Quotations (RFQ) number 188055
Quotation Due Date: 3:00 P.M., TUESDAY, MAY 30, 2023
Please furnish us with a price and availability on the items listed below. No charges of any kind will be
allowed unless specified on this sheet. The City reserves the right to reject any or all quotations.
ITEM ESTIMATED
QTY.
UNIT DESCRIPTION UNIT PRICE TOTAL PRICE
01 120,000 GAL 12.5% Bulk Sodium Hypochlorite (Per the
attached specifications/scope of work)
$ $
Total, item 01, including 9.13% sales tax (if applicable):
(Total in words _____________________________________________________________) $
Prices quoted above shall remain firm for the initial period and shall include all applicable
taxes, regulatory fees, and all transportation and delivery charges as necessary to perform
the requirements of this RFQ. Pricing shall also include an allowance for fuel price increase
during the contract period. Requests for price adjustments during the initial contract period
will not be allowed.
Quantities: Material quantities as specified are approximate based on previous year’s usage, and
no guarantee is implied that the exact amount will be purchased.
Delivery: Delivery terms shall be F.O.B. Destination, Freight Prepaid in accordance with the
attached terms and conditions.
PAYMENT TERMS: City of Palo Alto’s Payment terms for this contract will be: N30
Note: If any price increase or decrease is anticipated during the second and third year of this contract, the
increase or decrease every twelve months shall be based on the CPI-U (Consumer Price Index for Urban
Wage Earners and Clerical Workers in the San Francisco-Oakland-San Jose, CA area).
2.419 290,280.00
290,280.00Two hundred ninety thousand, two hundred eighty dollars and zero cents
**Pricing is subject to a US environmental excise tax of $0.004/gal **