BID SPECIFICATION LANGUAGE

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TABLE OF CONTENTS

Section 6: TECHNICAL SPECIFICATIONS

6.1 Introduction of Specifications 6.8 Core Value
6.2 Identification 6.9 Related Items
6.3 Baseline Development 6.10 Site Visit
6.4 Inspection 6.11 Backup Plan
6.5 Cleaning and Testing Equipment 6.12 Purchase Orders
6.6 Approved Cleaning Methods 6.13 Related Items
6.7  Repair

Section 7: BID RESPONSE

7.1 Rules of Price Evaluation       Schedule 4
7.2 Turnaround Time      Schedule 5
7.3 Prompt Pay Discount 7.5 Experience
7.4 Pricing 7.6 Equipment List
     Schedule 1 7.7 Alternative Methods
     Schedule 2 7.8 References
     Schedule 3  

SECTION 6: TECHNICAL SPECIFICATIONS

6.1 Introduction of Specifications top of pageTOP

The Contractor shall supply Diesel Particulate Filter and Catalyst Testing, Cleaning and Repair according to the terms and conditions of this Invitation to Bid and the resulting contract. These products and services shall meet or exceed the OEM Manufacturer’s minimum specifications and meet or exceed all applicable industry and safety standards. The products and services provided shall not void any warranty. The Contractor shall be a distributor or dealer with facilities, personnel and equipment necessary to perform all requirements of the contract. 

6.2 Identification top of pageTOP

The serial number, filter model and part number shall be recorded in a database maintained by the Contractor. The Contractor shall assign a serial number to filters that do not have one specified by the original manufacturer and shall permanently attach the assigned serial number to the filter.  The database shall be created and read with Microsoft Excel or Microsoft Access software, in a manner allowing (Agency / Customer) to sort and filter data for the purpose of running reports. It shall be updated and e-mailed to (Agency / Customer) each month. 

6.3 Baseline Development top of pageTOP

Using a new filter, a baseline airflow requirement shall be developed for each model and part number of filter to use as a target for cleaning.  Cleaning results shall be compared to an accepted cleaning range on a bell curve as developed from the cleaning history as compared to new filter testing. Baseline results shall be entered into the database and shared with (Agency / Customer).

6.4 Inspection top of pageTOP

Filters received by the contractor for cleaning shall be inspected for defects and tested to determine a “before cleaning” air flow reading.  The inspection results, filter model, part number, and serial number, along with before and after cleaning airflow readings shall be recorded in the database.

6.5 Cleaning and Testing Equipment top of pageTOP

  1. Stage 1 Pneumatic Cleaning Machine must have:
    • Bi-directional cleaning of DPF and catalyst
    • Scanning air knives with a minimum of 120 CFM @ 100psi addressing both ends of the DPF simultaneously 
    • Automatic cleaning mode with on-the-fly electronically controlled override to allow custom cleaning on specific areas of the DPF if needed
    • Electronically controlled adjustment for DPF height
    • Variable speed rotation of the DPF during the cleaning cycle
    • Hold the DPF vertically during cleaning to take advantage of gravity
    • Have a window allowing the operator to see the ash exiting the DPF and confirm that the cleaning process is completed
    • Diagnostic capability to identify defective filter cells
    • Complete set of adapter plates to accommodate DPF ranging from 6” to 16” diameter
  2. Stage 2 Thermal Regeneration must have:
    • Pre-programmed and reprogrammable controller that can be adjusted by the contractor
    • Pre-programmed bake cycles that meet OEM specifications
    • Uses ambient air; no air pumped into DPF during bake cycle
    • Expandable to accommodate two DPF per bake cycle
    • Fume collection duct to remote dust collector
    • One-touch program selection
    • Top loading to allow for use of overhead jib boom or crane
  3. Testing and Certification Equipment must have:
    • Test flow bench shall have a minimum airflow of 850 CFM
    • Measure shall be in inches of water column (w.g.) of pressure across the DPF

6.6 Approved Cleaning Methods top of pageTOP

  1. Tier 1 Pneumatic Cleaning

    The operator shall monitor the Tier 1 cleaning process. The operator shall also monitor for hidden defects in the filter such as black holes or failed cell walls indicated by ash exiting the filter out of both ends during cleaning.

    1. Dust Collection:

      Dust collection and disposal shall be the sole responsibility of the contractor and shall be included in the price of cleaning. The Contractor shall have appropriate dust collection equipment and dispose of the dust according to established regulations.

    2. Clean Filter Testing:

      Each filter shall be tested for airflow after pneumatic/thermal cleaning to see if it falls within the baseline cleaning range. The airflow reading shall be recorded to the serial number in the database.

    3. Categorization and Marking

      Filters shall be categorized and marked according to a minimum of the following categories. The Contractor shall have established parameters and method of marking for each category.

      • Category 1: The filter has fallen into the accepted cleaning range on air flow. This marking shall mean that the filter fell into accepted cleaning parameters and is in good condition.
      • Category 2: The filter cleaned up but not quite as well as preferred. The higher test pressure readings may mean the filter has some damage from operations. The damage is often sintering or glazing of the cell wells with metal contained in the ash. This filter is useable but the service life may be a little shorter.
      • Category 3: The filter did not clean up into the useable operating range according to developed specifications. It may have partially cleaned up enough to be useable but the service life will be quite short and reuse is not recommended.
      • Category 4: Do not use
  2. Tier 2 Thermal Cleaning

    Filters that have been Tier 1 cleaned, but test in category 2 or 3 ranges shall be Tier 2 cleaned to see if a Tier 2 cleaning will cause the filter to come down into the category 1 range. After the Tier 2 cleaning has occurred the filter shall be Tier 1 cleaned a second time to remove any remaining ash after the hydrocarbons have been burned off. The filter shall then be retested and categorized.

6.7 Repair top of pageTOP

Repairable defects discovered during the inspection shall be documented in the database. These repairs may include a limited number of black holes, bent rims, broken welds, and minor cracks. The bidder shall state the repair rates in schedule 3. Repairs not listed shall be at the labor rates and parts multiplier bid in schedule 3 and schedule 4 and require prior authorization. 

6.8 Core Value top of pageTOP

(Agency / Customer) would like the option of selling unusable filters to the Contractor. The bidder shall state the price they will pay for each filter and catalyst core listed in Schedule 5.

6.9 Related Items top of pageTOP

(Agency / Customer) reserves the right to add any filter models and part numbers, add or delete repair items, and add or delete core value Items.

6.10 Site Visit top of pageTOP

(Agency / Customer) reserves the right to visit the bidder’s facility, prior to contract award, to determine that the equipment, cleaning and testing process/methods, and facility are sufficient to meet (Agency / Customer) requirements.

6.11 Backup Plan top of pageTOP

The Contractor shall have an established plan in place to clean and test filters and catalysts when (Agency / Customer)’s demand exceeds the Contractor’s capacity.

6.12 Purchase Orders top of pageTOP

  • No deliveries shall be made until the Contractor receives a Purchase order.
  • A Purchase Order will be issued only after a copy of the pro-forma invoice has been faxed to (Agency / Customer) at (fax #).  This pro-forma invoice shall include the (Agency / Customer) shipping receipt number.
  • The Purchase Order number issued will be added to the final invoice before shipment.
  • Scrap or non-cleanable filters must be invoiced separately.
  • All shipments where the same part number has more than one unit cost must be invoiced separately. For example: 1 each Q617940 - $128.00 2 each Q617940 - $75.00 1 each Q617940 scrap - $86.00 will require 3 invoices. 

6.13 Related Items top of pageTOP

(Agency / Customer) reserves the right to add and delete items on each schedule as requirements change. The prices for related items added to the contract shall be consistent with similar items on contract. 

SECTION 7: BID RESPONCE

7.1 Rules of Price Evaluation top of pageTOP

Bids meeting all requirements of this ITB will be evaluated on price.

7.2 Turnaround Time top of pageTOP

The maximum turnaround time from pick up at the specified location to return to the specified location shall be 10 days. Because of the size and fragile nature of the diesel particulate filters and catalysts first preference shall be pickup and delivery by the Contractor.

The Contractor has pick up and return capability as specified above. Yes _____ No _____

7.3 Prompt Pay Discount top of pageTOP

Prompt payment discounts offered by Contractors shall be used to calculate the low bid provided the discount offered allows a minimum of 20 days for payment. The number of days is calculated from the date of acceptance of goods or services or from the date a complete invoice is date stamped as received by (Agency / Customer), whichever event occurs last, and the check/warrant date. The County will take advantage of any prompt payment discount terms bid. Discount periods shall be extended if:

  • The date printed on the invoice is more than three days earlier than the invoice receipt date;
  • The delay is caused awaiting a credit memo, invoice correction, adjustment or reissue;
  • An invoice is received prior to receiving goods ordered.

Prompt pay discount offered ______% - _____ Days, Net _____

7.4 Pricing top of pageTOP

Pricing shall include the following:

  • Schedule 1 - The bidder shall list the price for Tier 1 cleaning, including before and after testing and category marking for each filter/catalyst listed.
  • Schedule 2 – The bidder shall list the price for Tier 2 cleaning, including Tier 1 cleaning, before and after testing and category marking for each filter/catalyst listed.
  • Schedule 3 – The bidder shall list the price for each repair listed.
  • Schedule 4 – The bidder shall list the price of testing filters/catalyst that are determined to be damaged and not serviceable and filters/catalysts that fall into category 2 or 3 when cleaned.
  • Schedule 5 – The bidder shall list the price they will pay for filter/catalyst cores determined not serviceable.

In the event of a discrepancy between the unit price and the extended price, the unit price will prevail.

Schedule 1
Item# Estimated
Annual Qty
Manufacturer/ part number (Agency/Custmer) Part Number Description Unit Price Extended Price
1 10 DDA #23532502 Cust PN Filter    
2 230 Caterpillar #64-1556 Cust PN Filter    
3 22 Cummins/Fleetguard #4965244 Cust PN Filter    
4 95 Cummins/Fleetguard #Q617787 Cust PN Filter    
5 30 Cummins/Fleetguard #Q617788 Cust PN Filter    
6 490 Cummins/Fleetguard #Q617940 Cust PN Filter    
7 10 Cummins/Fleetguard #Q620145A Cust PN Filter    
8 10 Cummins/Fleetguard #4969846 Cust PN Catalyst    
9 25 Cummins/Fleetguard #Q617785 Cust PN Catalyst    
10 60 Cummins/Fleetguard #Q617939 Cust PN Catalyst    
11 10 Cummins/Fleetguard #Q619723A Cust PN Catalyst    
Total Schedule 1  


Schedule 2
Item# Estimated
Annual Qty
Manufacturer/ part number (Agency/Custmer) Part Number Description Unit Price Extended Price
1 5 DDA #23532502 Cust PN Filter    
2 115 Caterpillar #64-1556 Cust PN Filter    
3 5 Cummins/Fleetguard #4965244 Cust PN Filter    
4 47 Cummins/Fleetguard #Q617787 Cust PN Filter    
5 15 Cummins/Fleetguard #Q617788 Cust PN Filter    
6 245 Cummins/Fleetguard #Q617940 Cust PN Filter    
7 5 Cummins/Fleetguard #Q620145A Cust PN Filter    
8 5 Cummins/Fleetguard #4969846 Cust PN Catalyst    
9 12 Cummins/Fleetguard #Q617785 Cust PN Catalyst    
10 30 Cummins/Fleetguard #Q617939 Cust PN Catalyst    
11 5 Cummins/Fleetguard #Q619723A Cust PN Catalyst    
Total Schedule 2  


Schedule 3
Item# Estimated
Annual Qty
Description Unit Price Extended Price
1 100 Black Holes    
2 100 Black Rims    
3 100 Broken Welds    
4 100 Minor Cracks    
Total Schedule 3  


Schedule 4
Item# Estimated
Annual Qty
Manufacturer/ part number (Agency/Custmer) Part Number Description Unit Price Extended Price
1 1 DDA #23532502 Cust PN Filter    
2 23 Caterpillar #64-1556 Cust PN Filter    
3 1 Cummins/Fleetguard #4965244 Cust PN Filter    
4 10 Cummins/Fleetguard #Q617787 Cust PN Filter    
5 3 Cummins/Fleetguard #Q617788 Cust PN Filter    
6 49 Cummins/Fleetguard #Q617940 Cust PN Filter    
7 1 Cummins/Fleetguard #Q620145A Cust PN Filter    
8 1 Cummins/Fleetguard #4969846 Cust PN Catalyst    
9 3 Cummins/Fleetguard #Q617785 Cust PN Catalyst    
10 6 Cummins/Fleetguard #Q617939 Cust PN Catalyst    
11 1 Cummins/Fleetguard #Q619723A Cust PN Catalyst    
Total Schedule 4  


Schedule 5
Item# Estimated
Annual Qty
Manufacturer/ part number (Agency/Custmer) Part Number Description Unit Price Extended Price
1 1 DDA #23532502 Cust PN Filter    
2 23 Caterpillar #64-1556 Cust PN Filter    
3 1 Cummins/Fleetguard #4965244 Cust PN Filter    
4 10 Cummins/Fleetguard #Q617787 Cust PN Filter    
5 3 Cummins/Fleetguard #Q617788 Cust PN Filter    
6 49 Cummins/Fleetguard #Q617940 Cust PN Filter    
7 1 Cummins/Fleetguard #Q620145A Cust PN Filter    
8 1 Cummins/Fleetguard #4969846 Cust PN Catalyst    
9 3 Cummins/Fleetguard #Q617785 Cust PN Catalyst    
10 6 Cummins/Fleetguard #Q617939 Cust PN Catalyst    
11 1 Cummins/Fleetguard #Q619723A Cust PN Catalyst    
Total Schedule 5  
 
Total Bid Price (Schedule 1 plus Schedule 2 plus Schedule 3 plus Schedule 4 minus Schedule 5) List here and on the cover page. $

7.5 Experience top of pageTOP

Length of time in business: __________________
Length of time testing, cleaning and repairing Diesel Particulate Filters/Catalysts: _______________

7.6 Equipment List top of pageTOP

The supplier shall attach an equipment list to the Bid Response Form.

7.7 Alternative Methods top of pageTOP

Bidders shall bid based on the technical specifications stated in Section 6. Alternative testing methods and cleaning methods may be proposed. These alternatives will not be considered in evaluating this bid, but may be considered at a later date by (Agency / Customer). Attach to the Bid Response Form.

7.8 References top of pageTOP

List the names and addresses of four (4) customers, for whom the bidder has performed or provided similar goods and/or services, preferably in Washington State, for a period not less than one (1) year. Include dates, contact persons and telephone numbers. Should any reference submitted by a bidder be found unsatisfactory, (Agency / Customer), at its sole option, may reject that bidder's bid. (Agency / Customer) shall be the sole judge in determining a satisfactory/unsatisfactory reference response. Reference must be submitted with bid.

Company Name: 
Company Address: 
Company Phone: 
Contact Person: 
Dates: 
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Contact Person: 
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Company Name: 
Company Address: 
Company Phone: 
Contact Person: 
Dates: 
Company Name: 
Company Address: 
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Contact Person: 
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