Western Virginia Water Authority Roanoke, Virginia Crystal Spring Water Treatment Plant 2012 Jefferson St., S.W. Roanoke, VA 24014 (540) 853-5828 (540) 853-5788 (FAX) REQUEST FOR QUOTE (WOP 16-03) TO PROVIDE GENERAL CONTRACTING SERVICES FOR SMALL WATER PRODUCTION PROJECTS February 18th, 2016 3:00 P.M. (Local Prevailing Time) RFQ for Contractor Services Page 1 of 14 Rev: 10/22/15
REQUEST FOR QUOTE (WOP 16-03) TO PROVIDE GENERAL CONTRACTING SERVICES FOR SMALL WATER PRODUCTION PROJECTS February 18, 2016 The Western Virginia Water Authority (hereinafter referred to as the Authority) is looking for small, general contracting services to assist the Authority with its water production operations and with particular projects. Understand that the majority of projects will be less than $3,000.00. Two (2) complete copies of the sealed bid will be received until 3:00 P.M. (local prevailing time) on February 18, 2016 in the office of Water Operations, 2012 South Jefferson St. Roanoke, VA 24014. Faxed Bids will not be accepted. It is the responsibility of the responder to insure that their response is clocked in at Water Operations by the above date and time. Any responses received after the above date and time will be returned to the bidder unopened. All responses must have the BID number and title clearly marked on the envelope. You must complete and sign the BID form. You must sign and date the Certification Form indicating compliance with all requirements of the Solicitation for Bids. The Authority shall provide the mechanism for the evaluation of all information received; the final determination of responsible offertory. The Authority reserves the right to waive informalities and irregularities and to accept or reject any or all bids. The Authority reserves the right to procure from State Contracts when it is determined that these contracts are in the best interest of the Authority. It is the intent of the Authority to establish an annually renewable contract for a maximum of 3 years. This contract will be reviewed annually and renewed only when both parties are in agreement. Individuals with disabilities, who require assistance or special arrangements in order to participate in bidding, please contact our office at (540) 853-5828. We require that you provide at least 48 hours notice so that reasonable efforts may be made to provide the proper assistance. RFQ for Contractor Services Page 2 of 14 Rev: 10/22/15
1. GENERAL The Western Virginia Water Authority (hereinafter referred to as the Authority ) seeks Quotes from qualified general contractors to provide selected services and assistance under a term contract on an as needed basis. The Authority provides water and sewer services to residents and businesses within Roanoke City, Roanoke County, Franklin County, and surrounding areas. 2. SCOPE OF SERVICES General contracting services are required to assist the Authority s Water Production Operations with its operations and with particular projects. Understand that the majority of projects will be less than $3,000.00. Services needed may include, but not necessarily be limited to, the following: a. Grading and excavating b. Culvert work c. Plumbing (3 pipe and smaller) d. Masonry e. Carpentry f. Operation of heavy equipment g. Coordinating with a metal fabricator to make unique parts 3. REQUIREMENTS a. Must be a bonded and licensed Contractor in the Commonwealth of Virginia (minimum of 5 years experience) b. Must have an operator with a CDL c. Must own a dump truck and a piece of heavy equipment for excavating and grading d. Must own small hand tools e. Ability to begin and complete job in a timely manner f. At the beginning of the project the Contractor will present the Authority with a list of materials to be purchased. The Authority will provide the procurement of the materials. Contractor will be responsible for picking up materials and transporting to the job site. g. If a piece of equipment needs to be rented (i.e. pumps, scissors-lift, vibratory compactor, etc.), the rental will be made by the Authority. 4. SELECTION PROCESS AND SCHEDULE The selection of one or more Contractors will be made in accordance with the procedures outlined in 2.2-4301 Sections 3.a, "Procurement of Professional Services in the Code of Virginia. The following schedule is anticipated: a. Deadline for Quotes...3:00 P.M., February 18, 2016 b. Award Contracts...March 1, 2016 5. CONTENTS OF QUOTES Each contractor that wishes to submit a quote in response to this Request must submit: a. Signed, Completed Signature Form b. Signed, Completed Bid Form c. Copy of Contractor s License RFQ for Contractor Services Page 3 of 14 Rev: 10/22/15
d. List of heavy equipment and vehicles owned e. Three (3) References for jobs completed within the last six (6) months, with contact information f. No performance bond will be required The Authority reserves the right to reject any and/or all Quotes submitted. 6. EVALUATION OF QUOTES Selection criteria will include the following items: a. Qualifications and experience of the individuals who will perform and supervise the work requested by the Authority. b. The knowledge and familiarity with Roanoke City and Roanoke County and the existing and proposed water and sewer facilities in the Authority's service area. c. The performance of the Contractor in similar situations and projects that may be anticipated by the Authority. d. The ability to dedicate necessary staff and to complete such services in a timely manner. 7. QUESTIONS PERTAINING TO THIS QUOTE Any questions related to this quote shall be directed to Jamie Morris, Water Production Manager, before 3 p.m. on February 18, 2016. Cell: 540-765-9355 E-mail: Jamie.morris@westernvawater.org 8. SUBMITTAL The Quotes must be submitted to the Authority by the date shown in section 4. Electronic submissions (including faxes) are not allowed. The Quotes shall be submitted to the Western Virginia Water Authority at the address shown below. By providing a RFQ submittal, each such offeror agrees and acknowledges that there is no guarantee from the Authority that such offeror will be awarded any contract or work from the Authority, and may not receive any such contract or work. The development and use of the list of qualified offerors for contracts for contractor services from this RFQ is a nonexclusive method. The Authority may obtain such services for projects by other appropriate methods and through entities not on the list, in the sole discretion of the Authority. Submit Quotes to: Western Virginia Water Authority c/o Jamie Morris 2012 Jefferson Street, S.W. Roanoke, VA 24014 CLEARLY MARK ON THE OUTSIDE OF THE ENVELOPE: REQUEST FOR QUOTE TO PROVIDE GENERAL CONTRACTING SERVICES FOR SMALL PROJECTS RFQ # WOP 16-03 RFQ for Contractor Services Page 4 of 14 Rev: 10/22/15
GENERAL TERMS AND CONDITIONS: AWARD OF CONTRACT Selection shall be made of one or more offerors deemed to be fully qualified and best suited among those submitting Quotes on the basis of the evaluation factors included in the Request for Quotes. The Western Virginia Water Authority shall select offeror(s) which, in its opinion, has submitted the best quotes(s), and shall award the contract to that offeror(s). The Western Virginia Water Authority may cancel this Request for Quotes or reject Quotes at any time prior to an award, and is not required to furnish a statement of the reason why a particular quote was not deemed to be the most advantageous. Should the Western Virginia Water Authority determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be awarded to that offeror. Award document shall be a contract incorporating by reference all requirements, terms and conditions of the solicitation and vendor's quote. The Western Virginia Water Authority reserves the right to accept or reject any or all Quotes submitted in whole or in part and to waive informalities in any quote. PERFORMANCE BOND: N/A CONTRACT PERIOD The Authority will enter into a one year contract with one or more Contractors(s) selected. The contract(s) will provide for the renewal for up to two successive one year terms, thereby permitting a possible maximum contractual total term of three (3) years, after which time the Authority will issue another RFQ per the Procurement Code of the Code of Virginia and the Authority s own Procurement Regulations, as adopted at a regular meeting of the Board of Directors of the Authority. CANCELLATION OF CONTRACT The Western Virginia Water Authority reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, after reasonable problem resolution efforts with thirty (30) days written notice to the contractor. Any contract cancellation notice shall not relieve the contractor of the obligation to deliver and/or perform on all services prior to the effective date of cancellation. Cancellation of the contract would become effective the thirty-first day after notification. Data for cancellation of the contract shall be gathered by the Western Virginia Water Authority. The opinion of the Western Virginia Water Authority as to lack of performance shall be final and without appeal. INSTRUCTIONS TO OFFERORS Quotes must be submitted in accordance with instructions given in this document. All information requested must be submitted. Failure to do so may result in the quote being considered nonresponsive and, therefore, rejected. Quotes should be as thorough and detailed as possible so the Western Virginia Water Authority may properly evaluate the offeror's capabilities to provide the requested product and/or service. All Quotes must be made on the basis of and either meet or exceed the requirements contained herein. Emphasis should be on completeness and clarity. RFQ for Contractor Services Page 5 of 14 Rev: 10/22/15
Only responsive and responsible Quotes shall be considered. Quotes that do not meet or that change requirements in this quote may be rejected as being nonresponsive. An offeror by making a quote represents that: a. Offeror has read and understands the Request for Quotes, and his quote is made in accordance therewith; b. Offeror is familiar with the scope of the project requirements; c. Offeror quote is based upon the services described in the RFQ; d. Has satisfied himself from his own investigation of the conditions to be that he/she fully understands his obligation and that he shall not make any claim for, or have right to cancellation or relief from the contract because of any misunderstanding or lack of information. An offeror must promptly notify the Western Virginia Water Authority Purchasing Department of any ambiguity, inconsistency, or error which may be discovered upon examination of the RFQ. An offeror requiring clarification or interpretation of this RFQ should contact Jamie Morris at (540) 765-9355. Any interpretation, correction, or change of the RFQ shall be made by an addendum. Interpretations, corrections or changes of this RFQ made in any other manner shall not be binding. Offerors must not rely upon such interpretations, corrections, or changes. Addenda shall be issued by the Western Virginia Water Authority. Addenda shall be faxed, mailed and/or e-mailed to all who are known to have received an RFQ. The complete quote response to the RFQ must include: a. Completely filled out quote forms signed by authorized representative(s) of the company. b. Legal name of offeror and a statement as to whether offeror is a corporation, sole proprietor, partnership, or any other legal entity. Quote must be signed by the person(s) legally authorized to bind the offeror to a contract. A quote submitted by an agent must have a current Power of Attorney attached certifying agent's authority to bind the offeror. Offeror must include a statement that his firm is authorized to do business in the Commonwealth of Virginia. This RFQ and offeror's quote, as amended by agreements between the Western Virginia Water Authority and offeror during any negotiating session, shall be incorporated into any resultant contract. QUOTE GUARANTY Offeror must guarantee not to withdraw a quote during the period of ninety (90) days following opening of Quotes; that if such quote is accepted, offeror shall accept and perform under terms of this RFQ, quote and any subsequent negotiation and resulting contract. Modification or withdrawal of a quote shall be executed as outlined in the Western Virginia Water Authority Procurement Code. The Western Virginia Water Authority encourages free and open competition. Whenever possible, specifications, quote invitations, and conditions are designed to accomplish this objective, consistent with the necessity to satisfy the Western Virginia Water Authority needs and the accomplishment of a sound economical operation. The offeror's signature on this quote RFQ for Contractor Services Page 6 of 14 Rev: 10/22/15
guarantees that the price offered has been established without collusion with other eligible offerors and without effort to preclude the Western Virginia Water Authority from obtaining the lowest possible competitive price. Award(s) shall be made to the responsible offeror(s) whose quote is determined to be most advantageous to the Authority based on evaluation factors set forth in this Request for Quotes. Costs of developing and delivering responses to the Request for Quotes are entirely the responsibility of the offeror. All materials submitted in response to this Request for Quotes become the property of Western Virginia Water Authority upon delivery to 601 S. Jefferson Street, Suite 200, Roanoke, VA 24011 and are subject to public inspection in accordance with the Virginia Freedom of Information Act. Confidential or proprietary information submitted by the offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act. However, the offeror must invoke the protections of this section prior to the submissions of the data or other materials to be protected and state the reasons why protection is necessary. GIFTS BY BIDDER, OFFEROR, VENDOR OR SUBCONTRACTOR: No bidder, offeror, vendor, or subcontractor shall confer on any public employee having official responsibility for a procurement transaction any payment, loan, subscription, advance, deposit of money, service, or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value is exchanged. The Western Virginia Water Authority may make investigations to determine the ability of the offeror to perform the services as described in this RFQ. The Western Virginia Water Authority reserves the right to reject any quote if the offeror fails to satisfy the Authority that it is qualified to carry out the obligations of the contract. QUOTE AGREEMENT The undersigned offeror hereby submits the attached quote. The undersigned offeror understands and acknowledges that the General Terms and Conditions of this Request for Quote are not negotiable In compliance with this Request for Quotes and to all conditions imposed herein, undersigned offers and agrees to furnish electrical inspection services in accordance with attached signed quote or as mutually agreed upon by subsequent negotiation. Financial obligations of the Western Virginia Water Authority, payable after the current fiscal year, are contingent upon funds for that purpose being appropriated, budgeted, and otherwise made available. TAXES Sales to the Western Virginia Water Authority are normally exempt from State Sales Tax. When applicable, State Sales and Use Tax Certificates of Exemption, Form ST-12, shall be issued by the Western Virginia Water Authority Purchasing Department upon request. Deliveries against this contract shall be free of Federal Excise Tax and Transportation Taxes when applicable. INTEGRATION AND MODIFICATION This RFQ and any subsequent contract constitute the entire agreement between the contractor and the Western Virginia Water Authority. No alteration, amendment, or modification in the RFQ for Contractor Services Page 7 of 14 Rev: 10/22/15
provisions of the contract shall be effective unless it is put into writing, signed by the parties, and attached. DEFAULT In the case of default by Contractor or failure to perform work as specified herein, the Western Virginia Water Authority, after due written notice, may procure such goods/services specified from other sources and hold Contractor responsible for any and all excess cost occasioned thereby. APPLICABLE LAW AND COURTS Any purchase order/contract resulting from this quote shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. Vendor shall comply with applicable federal, state, and local laws and regulations. DURING PERFORMANCE OF THIS CONTRACT OFFEROR AGREES AS FOLLOWS: ANTI-DISCRIMINATION By submitting their bid, all bidders certify to the Western Virginia Water Authority that they shall conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Act of 1975, as amended, where applicable, and Section 11-51 of the Virginia Public Procurement Act which Provides: In every contract over $ 10,000 the provisions in (1) and (2) apply: 1. During performance of this contract, contractor agrees as follows: Contractor shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, or national origin, except where religion, sex, or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. Contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, shall state that such contractor is an equal opportunity employer. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section. 2. Contractor shall include provisions of (1) above in every subcontract or purchase order over $ 10,000.00 so that the provisions shall be binding upon each subcontractor or contractor. TESTING/INSPECTION The Western Virginia Water Authority reserves the right to conduct any test/inspection it may deem advisable to assure supplies and services conform to the specification. PAYMENT TERMS Any payment terms requiring payment in less than 30 days shall be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This must not affect offers of discounts for payment in less than 30 days; however, invoice shall not be paid prior to completion and acceptance of project by the Authority s Project Manager. RFQ for Contractor Services Page 8 of 14 Rev: 10/22/15
It is the Western Virginia Water Authority's policy not to pay for goods/services until they are rendered. INVOICES Invoices for items ordered, delivered and accepted by the Western Virginia Water Authority must be submitted by contractor directly to the payment address shown on the purchase order/contract. All invoices must show the purchase order/contract number. ANTITRUST By entering into a contract, the bidder/offeror conveys, sells, assigns, and transfers to the Western Virginia Water Authority all rights, title, and interest in and to all causes of the action it may now or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Western Virginia Water Authority under said contract. ASSIGNMENT OF CONTRACT A contract shall not be assignable by the contractor in whole or in part without the written consent of the Western Virginia Water Authority. IMMIGRATION REFORM AND CONTROL ACT OF 1986 By signing this bid, the bidder certifies that his firm does not and shall not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the Federal Immigration Reform and Control Act of 1986. ANTI-COLLUSION CERTIFICATION By my signature on the face of this bid/offer, I certify that this bid/offer is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a bid/offer for the same materials, supplies, equipment, or services, and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of the Virginia Governmental Frauds Act and Federal Law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this bid/quote and certify that I am authorized to sign this bid/quote for bidder/offeror. LAWS AND REGULATIONS By my signature on this solicitation, I certify compliance with federal, state, and local laws and regulations applicable to the performance of the services described herein. Offer shall be binding upon the offeror for 90 calendar days following opening date. KICKBACKS I certify and warrant that by my signature on this solicitation, neither I nor the bidder/offeror for whom I am authorized to act has offered or received any kickback from any other bidder/offeror, supplier, manufacturer, or subcontractor in connection with bid/offer on this contract, subcontractor in order, in the form of any payment, loan, subscription, advance, deposit of money, services or anything, present or promised, unless consideration of substantially equal or greater value is exchanged. Further, no person shall demand or receive any payment, loan, subscription, advance, and deposit of money, service, or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value is exchanged. RFQ for Contractor Services Page 9 of 14 Rev: 10/22/15
DEBARMENT By my signature on this solicitation, I certify that this person/firm/corporation is not currently barred from bidding on contracts by any agency of the Commonwealth of Virginia or the federal government of the United States of America, nor is this person/firm/corporation a part of any firm/corporation that is currently barred from bidding on contracts by any agency of the Commonwealth of Virginia or the federal government of the United States of America. I have attached an explanation of the previous debarment(s) and copies of notice(s) of reinstatement(s). INSURANCE The bidder awarded this bid must provide a current Certificate of Insurance PRIOR to commencement of work, with the following requirements: a. Commercial General Liability: Each Occurrence; $1,000,000 Personal/Advertising Injury per Occurrence $1,000,000 General Aggregate: $2,000,000 Product/Completed Operation Aggregate $2,000,000 Fire Damage Legal Liability $ 100,000 b. Automobile Liability: Each Accident: $1,000,000 Hired/Non-Owned Auto Liability $1,000,000 c. Worker s Compensation, as required by Virginia State d. The Western Virginia Water Authority is to appear as an additional insured on the Contractor s general liability and automobile liability Certificates of Insurance. e. All insurance is to be provided by a company authorized to issue such insurance in the State of Virginia. f. All insurance may not be canceled or modified without thirty (30) days written notice registered US Mail to: Jamie Morris, Water Production Manager, 2012 Jefferson St, S.W., Roanoke, VA 24014 g. The limits of insurance may either be met as stated above, or in combination with an umbrella or excess liability policy. RFQ for Contractor Services Page 10 of 14 Rev: 10/22/15
SIGNATURE FORM Any contract resulting from this offer shall consist of the following documents: the General Terms and Conditions and the Requirements, both of which are contained in the Request for Quotes, together with this quote, as modified by subsequent negotiations, which consists of this document, the Price Schedule and other quote documents attached hereto or submitted with this document. The offeror is a: (State form of business organization such as corporation, sole proprietorship, etc.) organized under the laws of the State of is registered to do business in Virginia. and (Name and Address of Offeror) RFQ for Contractor Services Page 11 of 14 Rev: 10/22/15
Telephone Number: FAX Number: E-mail Address: (Signature) (Printed or Typed Name of Signatory) (Title) BID FORM Description Unit of Measure Rate Labor for jobs totaling LESS than 20 hours per hour for a 2 man crew $ /hr. Labor for jobs totaling more than 20 hours per hour for a 2 man crew $ /hr. Heavy Equipment + Operator per hour $ /hr. Dump Truck + Operator per hour $ /hr. RFQ for Contractor Services Page 12 of 14 Rev: 10/22/15
(Signature) (Printed or Typed Name of Signatory) (Title) LIST OF HEAVY EQUIPMENT AND VEHICLES MAKE MODEL YEAR RFQ for Contractor Services Page 13 of 14 Rev: 10/22/15
(Signature) (Printed or Typed Name of Signatory) (Title) RFQ for Contractor Services Page 14 of 14 Rev: 10/22/15