INVITATION FOR BID Leak Detection Survey

Transcription

1 INSTRUCTIONS TO BIDDERS INVITATION FOR BID Leak Detection Survey This is a Loudoun Water Invitation for Bid solicitation for sealed bids to establish a contract through competitive negotiations for the requested goods/services. THIS IS NOT AN ORDER. Submittal of Responses: Bids must be mailed or hand delivered to the reception desk at Loudoun Water Way Ashburn, VA in accordance with the deadline stated in Table 1. All times listed are Eastern Standard Times. Late bids shall not be accepted. Inquiries: Please direct all questions concerning this solicitation to kclark@loudounwater.org. Unauthorized contact with other Loudoun Water staff regarding the IFB may result in the disqualification of the offeror. Any changes resulting from inquiries shall be addressed in writing with an Addendum, provided that all questions are received no later than the deadline stated in table 1. Addenda can be downloaded from October 3, 2017 October 22, 2017 October 25, 2017 November 1, :00PM EST Table 1 IFB Issued Questions due to the Procurement Office Addendum issued addressing questions Due Date for Bids IFB CONTENTS I. Purpose II. Background III. Statement of Needs IV. Bid Preparation and Submission Requirements V. Evaluation and Award Criteria VI. Pre-Bid Conference VII. General Terms and Conditions VIII. Special Terms and Conditions IX. Bid Form Invitation for Bid Page 1

2 I. PURPOSE: The purpose of this Invitation for Bid is to solicit sealed bids to establish a contract for Water Pipeline Leak Detection Services. II. BACKGROUND: Loudoun Water is a political subdivision of the Commonwealth of Virginia. Loudoun Water was created by action of the Board of Supervisors of Loudoun County, Virginia and was chartered by the State Corporation Commission on May 27, As an authority, Loudoun Water makes no profit and its operations and finances are independent of the County s tax-supported services. Loudoun Water provides public water and wastewater to the unincorporated areas of Loudoun County, and currently has over 72,000 connections serving more than 200,000 people. Its service area is predominantly in eastern Loudoun County, and is comprised of more than 2,000 miles of water and sewer pipelines. Water supply is currently provided through Loudoun Water s Goose Creek Water Treatment Facility and a wholesale agreement with Fairfax Water. Wastewater treatment is currently provided through an agreement with the District of Columbia Water and Sewer Authority with flow being conveyed in the Potomac Interceptor, and at Loudoun Water s BRWRF. A portion of the effluent from the BRWRF is distributed as reclaimed water to a growing number of commercial customers through a dedicated pipe network. Loudoun Water also operates several small community water and wastewater treatment plants. III. STATEMENT OF NEEDS: Contractor shall provide an acoustic leak detection survey and report for approximately four hundred (400) miles of potable water mains as well as additional non-emergency and emergency work in Loudoun County, Virginia. General Requirements - The Contractor shall provide all materials, equipment, transportation, supervision, and labor required to complete the 4 scope items described below. 1. Base Annual Inspection 2. Bond Work Inspection Services 3. Additional Non-Emergency 4. Emergency Services Traffic safety shall be maintained adequately and continuously when the program requires onsite activity. The use of traffic control devices and the use of special clothing for personnel shall be in accordance with the Manual of Uniform Traffic Control Devices. A minimum of two (2) man crews shall be deployed for traffic and safety reasons. Loudoun Water will provide survey locations, maps, and project ID's. Scope Item 1: Base Annual Inspection Contractor shall perform a leak detection survey to detect, pinpoint, and quantify active leaks using acoustic, correlator or similar leak detection technologies able to detect and quantify leaks using nondestructive methods for approximately four hundred (400) linear miles of water main within two hundred-seventy (270) calendar days of Notice to proceed. Contractor shall schedule all survey work a minimum of fourteen (14) calendar days in advance with the LW Planner and Program Coordinator. Contact information for these staff members will be provided after contract award. Equipment and method used must be suitable for mains constructed of cast iron, ductile iron and PVC pipe, varying in diameter from 4 inch to 36-inch. Testing shall be performed at hard points at intervals of approximately every 350 feet While listening and surveying PVC pipe, contact intervals are not to exceed 100 feet Invitation for Bid Page 2

3 Leaks found under the pavement shall be identified by clearly marking the pavement with paint. All active leaks shall be reported immediately to the Loudoun Water Planner and Program Coordinator. For reporting purposes, record test results at time of test for each test point. Quantify losses for each leak detected For Base Survey, resurvey at no extra cost, repaired leaks Identification of GIS distribution system map anomalies Describe and graphically locate all distribution system anomalies such as water mains, hydrants, and valves that are not shown correctly on Loudoun Water's GIS map Tolerances - positional values for individual leaks shall be provided in lateral distances from permanent references with in minimum accuracy of 5 feet. Base Annual Inspection Reporting Contractor shall report immediately: o Active leaks shall be reported immediately to the program Coordinator or O&M Division Contractor shall report weekly: o o o The Contractor shall provide weekly updates to the Program Coordinator, including Area Survey Logs, and a description of work completed and work Schedule The Contractor shall provide Individual Leak Reports, when completed, to the Program Coordinator The Contractor shall update the provided Loudoun Water GIS map to reflect the areas surveyed and identify any inaccuracies between the map and field conditions such as missing hydrants and/or valves, hydrants and/or valves locations identified incorrectly, etc. The annotated GIS map should be available for viewing, upon request, by the Program Coordinator and included in the survey's Final Report Base Annual Inspection Final Written Report: The Contractor shall provide a Final report within thirty (30) calendar days of the completion of the Base effort (defined above) to the Program Coordinator. For each Additional effort (defined above), the Contractor shall issue a revision to the Final Report to include, as a minimum, updates to the Analysis Summary. All revisions to the Final Report shall be provided within fourteen (14) calendar days of completion of field work. The report shall be submitted electronically along with one (1) hard copy and include: Executive Summary Loudoun Water Project ID Table containing all test points, with location, results, readings, and observations recorded for each point. Individual leak reports consisting of: Annotated map showing leak location and listening points used with distances between locations. Discussion of leak including estimated flow. Invitation for Bid Page 3

4 Status of leak at the end of the survey. Recommendations for system improvement or problems encountered during the survey. Scope Item 2: Bond Work Inspection Services Contractor will be required to inspect approximately 50 miles of newly installed water systems, also known as bond work, each year. Any defects found in bond work related locations will require that the Contractor revisit the defect later to confirm that the defect has been repaired. Loudoun Water will provide water main plans as needed by either electronic copy or hardcopy. Scope Item 3: Additional Non-Emergency Contractor shall perform additional non-emergency leak detection survey to detect, pinpoint, and quantify on an as-needed basis as directed by Loudoun Water. Each additional effort shall be identified by Loudoun Water via individual Notices to Proceed. Non-Emergency work does not require a three (3) hour response time and will be performed during normal business hours M-F 8:00AM 3:00PM excluding state observed holidays. The Contractor shall perform leak detection survey and pinpointing for each Notice to Proceed within seven (7) calendar days or mutually agreed upon timeframe. Loudoun Water will provide water main plans as needed either electronically or by hardcopy. Scope Item 4: Emergency Services Contractor shall provide emergency service as requested by Loudoun Water. Emergency service shall be provided 24 hours per day, 7 days per week including holidays. Emergency services will be identified by LW at the initial contact for service. All work performed outside of normal business hours is considered emergency services. Loudoun Water staff shall identify emergency services when placing the first call. Contractor shall respond at the site within three (3) hours after receipt of an emergency call. Contractor shall remain on-site after leak is located, excavated and visually verified by Loudoun Water personnel. Emergency services will be paid on a time and materials basis with a trip charge per call. IV. BID PREPARATION AND SUBMISSION REQUIREMENTS: IFB Response must include the following: This IFB must be completed where necessary, including all appendices Provide one (1) digital copy on thumb drive and four (4) print copies, one with original signatures Work Plan: Bidder must submit a detailed work plan addressing the service items from Section III and describing your approach to providing these services. Bid must be: o Marked with the IFB number and in ATTN to the appropriate Procurement Technician o In a sealed container o Each copy of the bid should be bound or contained in a single volume Bids shall be signed by an authorized representative of the Bidder. Failure to submit all information requested may result in the Procurement Office requiring prompt submission of missing documents. Bids which are substantially incomplete or lack key information may be rejected. Invitation for Bid Page 4

5 All bid preparation costs incurred are the responsibility of the Bidder. VI. PRE-BID CONFERENCE: A pre-bid conference is not a requirement for this Invitation for Bid. VII. GENERAL TERMS AND CONDITIONS: The General Terms and Conditions may be viewed on the following Loudoun Water website: VIII. SPECIAL TERMS AND CONDITIONS: Bidders are advised that Loudoun Water does not sign standard contract forms which may be used by the Bidder. Your submittal certifies the Bidder is an agent or officer authorized to bind the company to the terms and conditions of this solicitation. Announcement of Award: Upon the award or the announcement of the decision to award a contract as a result of this solicitation, results will be available on Loudoun Water s website ( a minimum of (10) days. Audit: The Contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audit by Loudoun Water, whichever is sooner. The agency, its authorized agents, and/or State auditors shall have full access to and the right to examine any of said materials during said period. Contract Documents: The Contract entered by the parties shall consist of the Invitation for Bids, the submittal by the Bidder, Loudoun Water s Purchase Order, the Offer, General and Special Conditions, the Specifications with drawings, if any, including all modifications thereof, all of which shall be referred to collectively as the Contract Documents. Loudoun Water does not sign standard contract forms which may be used by the Bidder. Your submittal certifies the Bidder is an agent or officer authorized to bind the company to the terms and conditions of this solicitation. Contractor Registration: If a contract for construction, removal, repair or improvement of a building or other real property is for one hundred and twenty thousand dollars ($120,000) or more, or if the total value of all such contracts undertaken by bidder within any 12-month period is seven hundred and fifty thousand dollars ($750,000) or more, the bidder is required under Title , Code of Virginia (1950), as amended, to be licensed by the State Board of Contractors a CLASS A CONTRACTOR. If such a contract is for seventy-five hundred dollars ($7,500) or more but less than one hundred and twenty thousand dollars ($120,000), or if the total value of all such contracts undertaken by bidder within any 12- month period is between one hundred and fifty thousand dollars ($150,000) and seven hundred and fifty thousand dollars ($750,000) or more, the bidder is required to be licensed as a CLASS B CONTRACTOR. If such a contract is for one-thousand dollars ($1,000) or more but less than seventyfive hundred dollars ($7,500), or if the contractor does less than $150,000 in business in a 12-month period, the bidder is required to be licensed as a CLASS C CONTRACTOR. Loudoun Water requires a master tradesmen license as a condition of licensure for electrical, plumbing and heating, ventilation and air conditioning contractors. The Bidder shall include their applicable Contractor License Number and Type on the attached Contractor Data Sheet with their bid submittal. If the Bidder shall fail to provide this information with their bid submittal and shall fail to provide said Contractor license number to Loudoun Water in writing when requested to do so Invitation for Bid Page 5

6 after the opening of Bids, the Bidder shall be deemed to be in violation of the Code of Virginia, and their bid will not be considered. If the Bidder shall fail to obtain the required license prior to submission of his bid, the bid shall not be considered. Escalation Clause: Pricing can be negotiated upon contract renewal in relation to the CPI-U for Services Less Energy Services for U.S. city average as published by the BLS for the most recently available month preceding the renewal month. No increase in price shall be more than 3% above the preceding contract period. Laws and Regulations: The Contractor shall give all notices and comply with all laws, ordinances, regulations and lawful orders of any public authority bearing on the performance of the work. Loudoun Water assumes no responsibility for the Contractor's failure to perform or follow those applicable rules and regulations, and any resulting fines, penalties, etc., associated with failing to follow them. This contract and all other contracts and subcontracts are subject to the provisions of the Code of Virginia relating to labor unions and the "right to work," and all Contractors and Subcontractors, whether residents or nonresidents of the Commonwealth, who perform any work related to the project shall comply with all the said provisions. The provisions of all regulations governing safety as adopted by the Safety Codes Commission of the Commonwealth of Virginia, issued by the Department of Labor and Industry under the Code of Virginia shall apply to all work under this contract. Prime Contractor Responsibilities: The Contractor shall be responsible for completely supervising and directing the work under this contract and all subcontractors that he may utilize, using his best skill and attention. Subcontractors who perform work under this contract shall be responsible to the prime Contractor. The Contractor agrees that he is fully responsible for the acts and omissions of his subcontractors and of persons employed by them as he is for the acts and omissions of his own employees. Bid Acceptance Period: Any offer in response to this solicitation shall be valid for (90) ninety days. At the end of the (90) ninety day period, the offer may be withdrawn at the written request of the Bidder. If the offer is not withdrawn at that time, it remains in effect until an award is made or the solicitation is canceled. Protection of Persons and Property: The Contractor expressly undertakes, both directly and through its Subcontractors, to take every precaution at all times for the protection of persons and property, including Loudoun Water's employees and property and its own. Renewal: This contract will be for a base period of one (1) year from execution with four (4) optional annual renewals. Renewals must be mutually agreed to in writing. Use of Premises and Removal of Debris: The Contractor expressly undertakes, either directly or through its Subcontractor: To perform this Contract in such a manner as not to interrupt or interfere with the operation of any existing activity on the premises or at the location of the work; to store its apparatus, materials, supplies, and equipment in such an orderly fashion at the site of the work as will not unduly interfere with the progress of its work or the work of Loudoun Water or any other Contractor; and to place upon work or any part thereof only such loads as are consistent with the safety of that portion of work. To effect all cutting, filling or patching of its work required to make the same to conform to the plans and specifications, and except with the consent of Loudoun Water, not to cut or otherwise alter the work of any other Contractor. The Contractor shall not damage or endanger any portion of the work by cutting, patching or otherwise altering any work, or by workmanlike appearance. To clean up frequently all refuse, rubbish, scrap materials and debris caused by its operation, to the end that at all times the site of the work shall present a neat, orderly and workmanlike appearance. Warranty: The Contractor agrees that the goods or services furnished under any award resulting from this solicitation shall be covered by the most favorable commercial warranties the Contractor gives any customer Invitation for Bid Page 6

7 for such goods or services and that the rights and remedies provided therein are in addition to and do not limit those available to Loudoun Water by any other clause of this solicitation. A copy of this warranty shall be furnished with the offer. Withdrawal or Modification of Offers Prior to Due Date: Offers may be withdrawn or modified by written notice received from the Bidders prior to the time fixed for offer receipt. Work Site Damages: Any damage to existing utilities, finished surfaces, or equipment, including Loudoun Water, employee or other vehicles on site, resulting from the performance of this contract shall be repaired to Loudoun Water's satisfaction at the Contractor's expense. IX. BID FORM Loudoun Water will determine, at its sole discretion, to award this contract, award will be made to the responsive, responsible Contractor who submits a bid that based on consideration of several factors including lowest lump sum cost represents the best value for Loudoun Water. Scope Item # Description Approximate Annual Amount Unit Price Total Price 1 Base Annual Inspection 350 Miles $ per mile $ 2 Bond Inspection 50 Miles $ per mile $ 3 Additional Non-Emergency NA $ per mile NA Scope Item #4: Emergency Response Hourly Rate Normal Business Hours $ After Business Hours $ State Observed Holiday $ Trip Charge Per Call $ By: (Business name) (Name and signature of person authorized to sign) Invitation for Bid Page 7

8 BIDDER S INFORMATION: BIDDER S NAME: MAILING ADDRESS: APPENDIX A.1 BIDDER S DATA SHEET COMPANY OFFICERS: TELEPHONE: FEDERAL ID NUMBER: WEBSITE ADDRESS: FAX: GENERAL INFORMATION: 1. Number of years business has been in operation? Number of employees? 2. Number of years experience providing/servicing same or similar goods/services? 3. Number of employees of this business who are certified for servicing the equipment referenced in this solicitation? 4. Number of service locations for this business? 5. Addresses of these service locations? (Please attach detailed address list.) LICENSE REQUIREMENTS: By my signature on this solicitation, I certify that this firm/individual and applicable subcontractor/s is properly licensed for providing the goods/services specified. (List license type and Virginia Contractor Number below as required in Loudoun Water s Special Terms and Conditions section entitled, Contractor Registration ): Contractor s Name: Subcontractor s Name: (As an attachment, submit subcontractor address, phone, contact and license information.) For Construction Services: Licensed Class Type (A, B, C) Virginia Contractor Number: Specialty: Other than Construction Services: License #: License Type (business, permit, etc.): TYPE OF ORGANIZATION (Please check appropriate category below): Individual Partnership Government Entity Sole Proprietor Non-Profit Organization Corporation, Incorporated Under State Laws of: USINESS CLASSIFICATION Asian-American African-American Hispanic-American Native-American Woman-Owned Service Disabled Veteran-Owned SMALL BUSINESS CERTIFICATION: Yes, as defined in the Code of Virginia, No Invitation for Bid Page 8

9 REFERENCES (Submit the minimum number of references as required in the Special Terms & Conditions. References provided must be for similar goods/services requested in this solicitation.): 1) Name of Firm: Address: Contact Name: Title: Contact Data: Ph: Fax: Goods/Services Provided: Start and Completion Dates: 2) Name of Firm: Address: Contact Name: Title: Contact Data: Ph: Fax: Goods/Services Provided: Start and Completion Dates: 3) Name of Firm: Address: Contact Name: Title: Contact Data: Ph: Fax: Goods/Services Provided: Start and Completion Dates: Company Name Date Printed Name/Title Authorized Signature Invitation for Bid Page 9

10 APPENDIX A.2 PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA THIS FORM MUST BE SUBMITTED WITH YOUR BID. FAILURE TO INCLUDE THIS FORM MAY RESULT IN REJECTION OF YOUR BID Pursuant to Virginia Code , a bidder/bidder organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 of the Code of Virginia shall include in its bid/bid the identification number issued to it by the State Corporation Commission ( SCC ). Any bidder/bidder that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law shall include in its bid or bid a statement describing why the bidder is not required to be so authorized. Any bidder/bidder described herein that fails to provide the required information shall not receive an award unless a waiver of this requirement is granted by the Procurement Office. If this bid/bid for goods or services is accepted by Loudoun Water, the undersigned agrees that the requirements of the Code of Virginia Section have been met. Please complete the following by checking the appropriate line that applies and providing the requested information. A. Bidder/bidder is a Virginia business entity organized and authorized to transact business in Virginia by the SCC and such bidder s/bidder s Identification Number issued to it by the SCC is. B. Bidder/bidder is an out-of-state (foreign) business entity that is authorized to transact business in Virginia by the SCC and such bidder s/bidder s Identification Number issued to it by the SCC is. C. Bidder/bidder does not have an Identification Number issued to it by the SCC and such bidder/bidder is not required to be authorized to transact business in Virginia by the SCC for the following reason(s): Please attach additional sheets of paper if you need to explain why such bidder/bidder is not required to be authorized to transact business in Virginia. Legal Name of Company (as listed on W-9) Legal Name of Bidder/Bidder Date Authorized Signature Print or Type Name and Title Invitation for Bid Page 10

11 APPENDIX A.3 PROPRIETARY INFORMATION Ownership of all data, materials, and documentation originated and prepared for the Owner pursuant to the INVITATION FOR BID shall belong exclusively to Loudoun Water and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Bidder shall not be subject to public disclosure under the Virginia Freedom of Information Act, however, the Bidder must invoke the protections of Section F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or Paragraghs that constitute trade secret or proprietary information. NOTICE OF PROPRIETARY INFORMATION Confidentiality References Protection in Accordance with the Code of Virginia, Section F Section Title Page Number Reason(s) for Withholding from Disclosure INSTRUCTIONS: Identify the data or other materials to be protected and state the reasons by using the codes listed below. Indicate die specific words, figures, or Paragraphs that constitute trade secrets or proprietary materials. A- This page contains information relating to "trade secrets', and "proprietary information" including processes. Operations, style of work, or apparatus, identify confidential statistical data, amount or source of any income of any person (or) partnership. See Virginia Public Procurement Act. Section F. Unauthorized disclosure of such information would violate the Trade Secrets Act 18 U.S.C B- This page contains proprietary information including confidential, commercial or financial information which was provided to the Government on a voluntary basis and is of the type that would not customarily be released to the public. See Virginia Public Procurement Act, Section F; 5 U.S.C. 552(b)(4); 12 C.F.R (c)(4). C- This page contains proprietary information including confidential, commercial or financial information. This disclosure of such information would cause substantial harm to competitive position and impair the Government's ability to obtain necessary information from contractors in die future. 5 U.S.C. See Virginia Public Procurement Act. Section F; 552(b)(4); 12 C. F. R 309.5(c)(4). Contractor Name Signature Date Title Name (Printed) Invitation for Bid Page 11