Supply and Delivery of Glycerin Chemicals

The purpose of this Bid is to secure a reliable Supplier for a 1-year contract term to provide glycerin chemicals on an as-needed basis at a competitive cost. Every effort will be made to provide adequate lead time to the successful Supplier for bulk deliveries to the Hill Canyon Treatment Plant (HCTP). Occasionally, situations arise that may require immediate procurement.

Background

The City of Thousand Oaks is located in eastern Ventura County and consists of 56 square miles. The City population is approximately 122,000. The City is a general law city operating under the Council/Manager form of government. The City Council is comprised of five elected members through district-based elections, with one member serving as Mayor on an annual basis.

The City's Hill Canyon Treatment Plant (HCTP) is located at 9600 Santa Rosa Road, Camarillo, CA 93012. HCTP is a modern, advanced tertiary treatment facility serving the community of Thousand Oaks. HCTP is rated to treat up to 14-million gallons of wastewater per day and operates 24-hours per day, seven days per week, and must comply with a wide variety of operational and plant discharge permits. The treatment process consists of screening, grit removal, clarification, aeration with nutrient removal, secondary clarification, multi-media filtration and disinfection. The treated product consisting of high-quality effluent is beneficially reused further downstream for irrigation purposes. The positive results can be viewed along the Arroyo Conejo Creek.

Project Details

• Department: Public Works - Hill Canyon Treatment Plant
• Department Head: Nader Heydari (Public Works Director)

Important Dates

• Answers Posted By: 2026-06-18T00:00:11.256Z

Evaluation Criteria

• Acceptance of All Terms and Conditions —

  Submission of a bid in response to this Invitation to Bid shall constitute acknowledgment and acceptance of all terms and conditions set forth in the bid documents.

• Financial Responsibility —

  Any cost incurred in responding to this Invitation to Bid shall be the sole responsibility of the bidder.

• Business License —

  In accordance with the City Municipal Code, Title 3, Chapter 1, a Business License must be obtained by every person engaged in business in the City. Each bidder shall maintain, or obtain as necessary, the required license from the City's Business License website.

• Compliance with Laws —

  All bidders shall abide by and obey all applicable Federal, State and City laws, including, but not limited to, the Nondiscrimination and Affirmative Action provisions of the laws of the United States of America, the State of California, and the City.

• Acceptance and Rejection of Bids —

  The City of Thousand Oaks reserves the right to reject any and all bids, to waive any minor bid irregularities, and to accept any item or portion of a bid.

• Conditions or Limitations —

  Any bid that sets forth conditions or limitations to the specifications, terms and/or conditions may be considered non-responsive and may be rejected.

• Format/Content of Bid —

  Bids shall be submitted on the forms provided by the City. Bidder's shall provide all information requested in the spaces provided. Further, if requested in the bid document, each bidder shall submit with his bid cuts, sketches, descriptive literature, and/or complete specifications describing the product offered. Reference to information previously submitted does not satisfy this requirement.

• Specification —

  All items offered are in strict compliance with the specifications, and the successful bidder shall be held responsible therefor.

• Modifying or Withdrawing Bids —

  Bids may be withdrawn or modified through the City's e-procurement portal prior to the Submission Deadline. If modifying a bid, please withdraw the original bid, and resubmit the updated bid through the portal.

• Firm Offer —

  Once opened, all bids received shall be firm offers, and may not be withdrawn for a period of ninety (90) days following the official bid opening date. If supported by consideration, firm offers may be extended for an additional period of time.

• Demonstration/Samples —

  A demonstration or samples may be requested as part of the solicitation or after the opening of bids. Vendor shall arrange a demonstration and/or supply requested samples at no cost to the City.

• Materials —

  Unless otherwise specified in the bid document, all items offered shall be new, in current production, and in first class condition.

• Governmental Restrictions —

  In the event any Governmental restrictions may be imposed which would necessitate alteration of the material, quality, workmanship or performance or any item offered, it shall be the responsibility of the bidder to immediately notify the Purchasing Officer, in writing, indicating the specific regulation which requires such alterations. The City reserves the right to accept any such alteration, including any price adjustments, to rebid, or to cancel the contract if an award has been made.

• Award —

  Award will be made by City Council to the lowest responsive and responsible bidder. Award shall be confirmed by written Purchase contract, and subject to all of the Standard Terms and Conditions contained therein. Pursuant to the Thousand Oaks Municipal Code Title 3, Chapter 10, Section 3-10.206, in the bidding of, or contracting for procurement of supplies, materials, and equipment, the City may give a preference to responsive, responsible, local businesses located in the City of Thousand Oaks in an amount not-to-exceed 5% or $5,000, whichever is lower, of the local business’ total net bid price.

• Delivery/Installation —

  Unless otherwise specified in the bid document, delivery shall be F.O.B. destination. Where applicable, delivery may include set-in-place and/or installation.

• Submission of One Bid Only —

  No individual, or business entity of any kind shall be allowed to make or file or to be interested in more than one bid, except an alternative bid when specifically requested. However, an individual who has quoted prices on materials to a bidder submitting a Proposal is not thereby disqualified from quoting prices to other bidders submitting proposals.

Submission Requirements

• Bid Submittal Questions
• Bidder must specify if any subcontractor(s) will perform transportation services. Please state the subcontractor, business name, and phone number. (required)
• Please state name and phone number of person who will be point of contact. (required)
• Please indicate if there are any quantity discounts and explain what the discounts are here. (required)
• List any and all exceptions taken to the specifications contained in this RFB. In addition, any proposed equivalent to a specification should be listed here. For all exceptions or proposed equivalent items, bidder shall provide a complete description of the exception and/or proposed equivalent. Failure to provide this information may be cause for rejection of bid. (required)
• Company Data
• Official company name and address. Indicate corporation, partnership, or sole proprietor. (required)
• Please upload a current (preferably 2026) signed W-9. (required)
• Complete address for mailed funds. (required)
• Company telephone number. (required)
• Name and title of authorized person to receive notices and who is legally entitled to make decisions as a representative of your company. (required)
• How long have you been operating under the present business name? (required)
• How long have you been in this type of business? (required)
• References —

  Provide a current list of references that will be verified by the City as to level of expected performance and overall quality and service concerns. A minimum of three (3) references are requested. Include company name, contact person, phone number, and email of each reference.

• Reference 1 (required)
• Reference 2 (required)
• Reference 3 (required)
• Bidder Acknowledgement —

  The City of Thousand Oaks reserves the right to increase or decrease the quantity of any item or omit items as may be deemed necessary and the same shall in no way affect or make void the Purchase Order. When increases or decreases are made, appropriate additions or deductions from the Purchase Order total price will be made at the stipulated unit price.

• Bidder hereby certifies the following when submitting the bid price: (required) —

  (1) The bid price includes ALL costs (e.g., fuel/delivery charge and, etc.) associated with the items specified in this RFB.
  (2) The bid price is guaranteed for the duration of the contract and may NOT be adjusted or otherwise modified without a written amendment to the contract executed by the parties.

• FORMS TO BE UPLOADED
• Company Cover Letter (required) —

  Bids must be accompanied by a cover letter, signed by an individual authorized to bind the proposing entity. Please upload your cover letter here.

• Non-Collusion Affidavit Form (required) —

  Please download the below documents, complete, and upload.

• Proposed Equipment and Material Manufacturer's Form (required) —

  Please download the below documents, complete, and upload.

• Proposer's Acknowledgement of Terms and Conditions —

  Please download the below documents, complete, and upload.

• Additional documents —

  Please upload any additional documents

• DESCRIPTION OF EQUIPMENT (required) —

  Please describe the equipment to be purchased.

• COMMODITY CODES —

  Please list the commodity codes that a bidder must use when registering.

• Delivery Location Address (required) —

  Please select the appropriate delivery site.

• Number of days bid offer to remain valid. (required)