IFQ-26-38 Swimming Pool Chlorine Purchase and Delivery - Annual Contract

The City of Winter Haven, Florida is seeking a qualified vendor to supply and deliver liquid bleach (sodium hypochlorite) to the new Winter Haven Recreation and Culture Center located at 801 Martin Luther King Jr. Blvd, Winter Haven, FL 33881. The liquid bleach will be used for pool maintenance and must meet all relevant standards and specifications outlined in this document.

Project Details

• Department: Parks, Recreation, and Culture
• Department Head: Julie Adams (Department Director)

Important Dates

• Questions Due: 2026-06-29T18:00:00.000Z

Evaluation Criteria

• Detailed Specifications —
  1. Product Specifications:
     1. Product: Liquid Bleach (Sodium Hypochlorite)
     2. Concentration: 12.5% available chlorine by weight
     3. pH: 11-13
     4. Specific Gravity: 1.16-1.17 at 20°C
     5. Stability: Product must remain stable for a minimum of 30 days from the date of delivery
  2. Packaging:
     1. Labeling: Each container must be clearly labeled with the product name, concentration, date of manufacture, and applicable safety information
  3. Safety Standards:
     1. Compliance: Product must comply with all relevant local, state, and federal regulations
     2. Safety Data Sheet (SDS): Vendor shall provide a current Safety Data Sheet (SDS) with the initial delivery and upon request thereafter.

  Estimated Usage: The City is unable to provide an accurate estimate of annual usage at this time as the facility is newly operational. The City maintains a 250-gallon on-site storage tank utilized by the chemical feed system. Quantities ordered will be based on operational needs and no minimum or maximum quantities are guaranteed.

• Service Requirements —
  1. Delivery Schedule:
     1. Delivery Date: Within 10 business days from the date of the purchase order
     2. Delivery Hours: Deliveries requiring City staff assistance shall occur Monday through Friday between 8:00 AM and 4:00 PM.  Deliveries outside of these hours may be permitted with prior approval from the Facility Manager, provided the Vendor can safely transfer the product directly into the storage tank without City staff present. 
  2. Delivery Location:
     1. Address: Winter Haven Recreation and Culture Center 801 Martin Luther King Jr. Blvd, Winter Haven, FL 33881
     2. Delivery Point: Designated storage area as directed by the Facility Manager
  3. Delivery shall be pumped directly to our 250-gallon tank on site with chemical feeders.  
• Safety and Reliability —

  The Contractor shall be responsible for the safe and proper delivery, pumping, and offloading of liquid chlorine into the designated storage tank at the delivery site. The Contractor shall provide all necessary equipment, including but not limited to hoses, fittings, pumps, adapters, air-padding systems, and any other appurtenances required to safely and efficiently transfer the product.

  All transfer equipment shall be compatible for chlorine service, properly maintained, corrosion-resistant where applicable, pressure-tested as required, and free from defects, leaks, or other conditions that could compromise safety. The City reserves the right to refuse, suspend, or reject any delivery where equipment condition, operation, or personnel practices are deemed unsafe, noncompliant, or otherwise unsatisfactory.

  The Contractor shall be solely responsible for verifying the correct chemical type, concentration, and designated storage tank prior to initiating any offloading activities. The Contractor shall ascertain and confirm the correct fill point location to prevent accidental discharge into an incorrect tank. When required, Contractor personnel shall obtain confirmation from authorized City personnel prior to commencing unloading operations. The Contractor shall remain solely responsible for ensuring that product is delivered to the correct storage location.

  All deliveries shall be performed in accordance with applicable federal, state, and local laws and regulations, including but not limited to U.S. Department of Transportation (49 CFR) requirements, Occupational Safety and Health Administration (OSHA) standards, Environmental Protection Agency (EPA) regulations, and any applicable National Fire Protection Association (NFPA) standards. All Contractor delivery personnel shall be properly trained, qualified, and experienced in the handling, transfer, and emergency response procedures associated with hazardous materials, including chlorine.

  The Contractor shall be responsible for the continuous monitoring and supervision of all unloading operations. Proper performance shall include constant inspection and observation of transfer activities and the immediate and knowledgeable response to any irregularities, leaks, or emergencies that may reasonably be expected to occur during such operations.

  The Contractor shall be solely responsible for any and all spills, leaks, releases, or discharges resulting from its operations, equipment, or subcontractors, including failure of delivery equipment or failure of personnel to properly perform their duties. In the event of any spill or release, the Contractor shall immediately assume full responsibility for containment, cleanup, remediation, disposal, and all associated costs, and shall notify all applicable regulatory agencies as required by law. The Contractor shall maintain and implement an emergency response plan for such incidents.

  City personnel shall have the authority to suspend or terminate unloading operations at any time if unsafe conditions are observed or suspected. Contractor personnel shall immediately comply with any instruction to stop operations.  The City of Winter Haven reserves the right to refuse any and all deliveries made with equipment that is poorly maintained, leaking, or otherwise deemed unsafe for chlorine transfer operations.

  The Contractor shall coordinate all deliveries in advance with designated City personnel and shall comply with scheduled delivery windows and site-specific delivery requirements to minimize operational disruption.

   

• Award of Bid —

  Award shall be made to the lowest responsive and responsible bidder whose bid meets all specifications and requirements of this solicitation and is determined to be in the best interest of the City. Award will be based on the lowest total evaluated cost, calculated as the combined total of the per-gallon unit price and any applicable delivery charges.

• Instructions —

  The City’s representative, under whose direction the work will be performed, shall be consulted regarding the scheduling and commencement of work to minimize disruption to City operations. All work shall be performed in a manner that does not interfere with the proper conduct of City business. All persons employed by the Vendor shall comply with all applicable facility and safety regulations while on City premises.

  All invoices submitted for payment must include all required supporting documentation and receipts, if applicable, or the invoice may not be processed.

  Payments will be made monthly upon receipt and approval of a properly submitted invoice. Payment will not be made in advance of services rendered. Compensation shall be provided only for services satisfactorily performed.

  Invoices shall include, at a minimum:

  • Purchase Order number, if assigned
  • Delivery location or facility
  • City representative or department associated with the purchase

  Invoices shall be mailed or emailed to:

  City of Winter Haven – Accounts Payable
  P.O. Box 2277
  Winter Haven, FL 33883

  Email: Finance-AP@mywinterhaven.com

  All proposals must be submitted through OpenGov prior to the solicitation deadline. Late submissions will not be considered.

  All questions shall be posted in the Questions and Answers section of the project in OpenGov.

• Additional Information —

  The term of performance shall be one (1) year. The contract, if awarded, may be extended an additional three (3) one (1) year renewals with the written mutual consent of the City and the firm.   Pricing for any Renewal Terms will be negotiable only if increases in the industry can be documented, after completion of the first year. However, unless very unusual and significant changes have occurred in the industry, such increases may not exceed 5% per year.

  The City reserves the right to reject any or all bids, to waive any informalities or irregularities in the bids received, and to accept the bids(s) that are determined to be in the best interest of the City. The City further reserves the right to award by item, group of items, or in total, to split awards among multiple vendors, and to make modifications to quantities or specifications prior to award. The City also reserves the right to request clarification of bid information and to make award to the lowest responsive and responsible bidder(s) as determined by the City.

Submission Requirements

• Delivery/Completion can be made in ______ from receipt of order. (required) —

  Example: 10 days

• Procurement Affidavit (required) —

  Please download the affidavit below, complete, and upload.

• Please provide your W9. (required)
• Please provide a minimum of 3 references within 5 years. (required) —

  Please download the below documents, complete, and upload.

• Are you able to provide proof of insurance per our Terms & Agreement prior to commencing work? (required)
• Please upload a current Certificate of Insurance. (required)
• Please provide a summary of this request: (required)
• Does this involve custodial services? (required)
• Is a Pre-Bid/Proposal needed? (required)
• Is the Pre-Bid/Proposal Mandatory or Non-Mandatory? (required)
• Is a site visit needed? (required)
• Is your site visit Mandatory or Non-Mandatory? (required)
• Is this a one-time purchase? (required)
• Will you need an annual contract? (required)
• Please state the number of renewals desired? (required)
• Escalator clause at renewal? (required) —

  CPI or stated %

• What is your desired start date? (required) —

  Example: April 5, 2026

• What is your desired end date? (required)
• Do you anticipate your project cost to be OVER $30,000? (required)
• Have you received quotes? (required)
• Please indicate if you have attached qutoes: (required)
• Is a specific brand/model desired? (required)
• Would a sole source apply? (required)
• Location of Project or Delivery Address of Product? (required)
• Do you have a completion deadline? (required)
• Do you want to Award to Multiple Vendors (required)
• Budget or project cost? (required) —

  Example: $150,000

• Please indicate who should be invited to this bid and include their email address: (required)
• Do we have a current contract you could use? (required)
• Have you checked if this is available through State Contract or Co-Ops? (required)
• Have we previously bid this out or is there a similar project? (required)
• Please provide information: (required)
• Have you informed your vendor this will go out to bid and they must bid on it to be considered? (required)