Agenda Item 7.E.
Budgeted: Yes
Budget amount: $1,040,000
Line Item: PC2, 15 &17 Lines 5007
Legal Counsel Review: No
Meeting Date: May 2, 2024
TO: Board of Directors
FROM: Jim Burror, Acting General Manager/Director of Operations STAFF CONTACT: Jeanette Cotinola, Procurement/Contracts Manager SUBJECT: Contract Award to Polydyne, Inc. for Polymer
[Project Committees 2, 15, and 17]
Summary
The Polymer chemical contract with Polydyne, Inc. is expiring on 6-1-2024. This chemical is necessary for separating water from solids during solids processing in the wastewater treatment process. SOCWA staff has solicited a replacement vendor through a Request for Quote (RFQ) process.
The RFQ process has concluded, and the Board is being requested to approve a 1-year contract with Polydyne, Inc. for Polymer, with up to four (4) annual renewals.
Discussion/Analysis
SOCWA initiated an RFQ to solicit new potential vendors to provide Polymer for SOCWA and its Member Agencies.
Request for Proposals
The following is the schedule for the solicitation of a new Polymer contract:
Date Task/Work Item
1-Apr-24 RFP Released
22-Apr-24 Received Proposals
22-Apr-24 Reviewed Proposals
2-May-24 Board Meeting to consider a contract award
1-Jun-24 Anticipated contract start date
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Attachment 3
Contract Award for Polymer Page 2 of 4
May 2, 2024
RFQ Process Results and Outcomes
The RFQ process involved contacting the known vendors in the area that responded to recent requests for Polymer proposals in Southern California. Each company was contacted to determine the appropriate staff person to receive notification of the upcoming RFQ. Three (3) vendors were contacted and provided with SOCWA’s information needed to provide a quote to SOCWA.
Non-Compliant Proposals (Phase 1) Review Results
Two (2) quotes were provided and determined to be compliant. One vendor declined to propose.
Quote Review
The proposals were rated with a maximum score of 30.
Polydyne Inc. = 25
Solenis = 20
Price Submittal
Product Package Polydyne ($/lbs) Solenis ($/lbs)
DAFT Polymer Full Bulk (>30,000 lb) $0.28 $1.65 to $1.75 DAFT Polymer Full Bulk (<30,000 lb) $0.28 $1.65 to $1.75 DAFT Polymer 450 lb. drum $2.22 $1.65 to $1.75
DAFT Polymer Tote (2,300 lbs.) or 450 lb
Drum $0.64 $1.65 to $1.75
Centrifuge
Polymer Bulk (>40,000 lbs.) $1.80 $1.55 to $1.72
Centrifuge
Polymer Bulk (<40,000 lbs.) $1.92 $1.55 to $1.72
The proposal evaluation used the proposed pricing and the actual deliveries and usage from CY 2023. The estimated annual cost of using Polydyne is $1,758,650.88. The estimated annual cost of using Solenis is $2,372,920.13.
Contracts Fees Comparison
The offered prices for Polymer are as follows:
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Contract Award for Polymer Page 3 of 4
May 2, 2024
Product Package
Delivered
Price
(per lb) Increase
LA-2911 Full Bulk (>30,000 lb) $0.28 0%
LA-2911 Full Bulk (<30,000 lb) $0.28 0%
C-2005 450 lb. drum $1.48 0%
C-2005 Full Bulk (17,000 lb) $0.62 0%
C-1005 Full Bulk (17,000 lb) $0.59 0%
C-1005 Tote (2,300 lbs.) $0.66 0%
C-1000 Tote (2,300 lbs.) $0.64 0%
SC-122CM Tote (2,300 lbs.) or 450 lb
Drum $1.48 0%
S-469, C-4450, C6260,
WE-952 WE-1476
WE1695
Bulk (>40,000 lbs.) $1.80 0%
S-469, C-4450, C6260,
WE-952 WE-1476
WE1695
Bulk (<40,000 lbs.) $1.92 0%
WE-1731 and WE-2002 Tote (2,300 lbs.) or 450 lb
Drum $1.33 0%
C-6260 and WE-1748
and WE-2002
Tote (2,300 lbs.) or 450 lb
Drum $1.86 0%
C-9455 and C-9258 Tote (2,300 lbs.) or 450 lb
Drum $1.80 0%
C-6260 450 lb Drum $2.22 0%
The polymer market has stabilized since the chemical was last bid.
This new pricing will be fixed for the 1-year term of the contract. The remaining four (4) optional annual extensions will be negotiated at the expiration of each term. Staff requests a continuation of the practice to authorize the General Manager to initiate the subsequent renewals with an increase of less than 10% for chemical contracts.
Prior Related Project Committee or Board Action(s)
Starting in 2022, the Board has authorized the General Manager to initiate the subsequent renewals with an increase of 10% or less for chemical contracts when awarding chemical contracts.
Fiscal Impact
Contract Award for Polymer Page 4 of 4
May 2, 2024
The proposed pricing will help mitigate increased Polymer usage associated with newly installed Polymer dosing equipment.
Recommended Action: Staff recommends the Board i) award a contract to Polydyne, Inc. for Polymer, at the rates shown above for a 1-year term plus applicable fees and taxes, with up to four (4) annual renewals, and ii) authorize the General Manager to initiate the subsequent renewals with an increase of 10% or less.