Consideration and Approval of Contract: Five (5) water and wastewater treatment chemical contracts in an amount not to exceed $1,500,000.00
 

1. Approve and award five (5) water and wastewater treatment chemical contracts in an amount not to exceed $1,500,000.00, annually that may be distributed between the following five vendors:
   1. DPC Enterprises, L.P. of Glendale
   2. Thatcher Company of Arizona
   3. Univar USA Inc. of Phoenix
   4. Hills Brothers Chemical Company of Phoenix
   5. Environmental Operating Solutions, Inc.
2. Authorize the City Manager to execute the necessary documents.

Water treatment chemicals are necessary for the effective operation of Flagstaff Water Service's treatment plants. These chemicals are critical to the treatment of water and wastewater in order to comply with State water quality regulations and to ensure the public's safety. These chemicals are unavailable in the City of Flagstaff and must be delivered. Bulk chemicals are purchased by each treatment plant on an as-needed basis based on the demand for potable water, reclaimed water, and the treatment of wastewater. These contracts also guarantee that participating vendors will supply Water Services with necessary quantities of these chemicals. The contracts with these five vendors are for a period of five (5) years with two (2) one (1) year renewals. 

Project Name:Water and Wastewater Treatment Chemical Contracts
Cost:$1,500,000.00
Account Number Budgeted:
Lake Mary Water Treatment Plant 202-08-301-1011-0-4362 $408,200
Wildcat Hill Wastewater Treatment Plant 203-08-311-1111-0-4362 $422,000, 203-08-311-1116-0-4362 $144,000
Rio De Flag Water Reclamation Plant 203-08-312-1121-0-4362 $40,935
Reclaim 204-08-321-1202-0-4362 $75,000, 204-08-321-1203-0-4362 $100,000

FY Budgeted Amount:$1,190,135.00
Grant Funded:N/A
Funding Source: Enterprise

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1. Award contracts with the five (5) vendors. Or:
2. Deny purchase of bulk chemicals which would require staff to constantly secure new prices for bulk chemicals for each individual purchase. This may lead to higher procurement costs, chemical unavailability and would make budgetary decisions more difficult.

Chemicals represent a large investment in the effective operation of the Water Services Division's treatment plants.  Water Services use the following chemicals for the respective purposes:

• Chlorine is used for the disinfection of treated surface water, groundwater, wastewater, and reclaimed water.
• Sodium hydroxide (caustic soda) is used to raise the pH of treated surface water. 
• Cationic polymers are used to assist in the removal of impurities in water & wastewater.
• Sodium bisulfite is used in the removal of chlorine from treated wastewater/reclaimed water.
• Natural Carbon source is used in the removal of excess nitrogen in the wastewater treatment process. 

The recommended award was procured by Purchasing staff through a formal solicitation. An Invitation for Bid (IFB) was posted on PlanetBids from October 16, 2024, to November 12, 2024 and an advertisement was placed in The Arizona Daily Sun on October 19, 2024 & October 26, 2024. Five companies submitted bids: PVS DX, Hill Brothers Chemical, Univar Solutions, Thatcher, and Environmental Operating Solutions. After reviewing all the bids, all are considered to be responsive and responsible bidders.
 

• High Performing Governance: Serve the public by providing high quality customer service.
• Sustainable, Innovative Infrastructure: Deliver outstanding services to residents through a healthy, well maintained infrastructure system.

• Goal WR.1: Maintain a sustainable water budget incorporating regional hydrology, ecosystem needs, and social and economic well-being.
• Goal WR.2: Manage a coordinated system of water, wastewater, and reclaimed water utility service facilities and resources at the City level and identify funding to pay for new resources.
• Policy WR2.2: Maintain and develop facilities to provide reliable, safe, and cost effective water, wastewater, and reclaimed water services.
• Goal WR.3: Satisfy current and future human water demands and the needs of the natural environment through sustainable and renewable water resources and strategic conservation measure.
• Goal WR.6: Protect, preserve, and improve the quality of surface water, groundwater, and reclaimed water in the region.

• WS-1: Improve water infrastructure and expand water reuse.

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