Emergency Pump and Haul Services for Pump Stations
| Agency: | City of Suffolk |
|---|---|
| State: | Virginia |
| Level of Government: | State & Local |
| Category: |
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| Opps ID: | NBD13577687872453413 |
| Posted Date: | Mar 21, 2024 |
| Due Date: | Apr 9, 2024 |
| Solicitation No: | Bid No. 24088-JT |
| Source: | Members Only |
| Bid Number: |
24088-JT
|
| Bid Title: |
Emergency Pump and Haul Services for Pump Stations
|
| Category: | Purchasing Bid Board Posting |
| Status: | Open |
|
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Attachment Preview
INVITATION FOR BID
City of Suffolk
IFB #24088-JT
March 7, 2024
Purchasing Division
442 W. Washington Street, Room 1086
Suffolk, VA 23434
Phone: (757) 514-7520 Fax: (757) 514-7524
Emergency Pump and Haul Services for
Sanitary Sewer Pump Stations
Scope of Work: The intent of this Invitation for Bid (IFB) and resulting contract is to obtain
competitive bids from qualified vendors to provide Emergency Pump and Haul Services for the City’s
approximately 166 sanitary sewer pump stations. Work shall be in accordance with all
specifications, terms, and conditions herein.
Bid Due: 3:00 p.m., Tuesday, April 9, 2024
Contract Officer: ________Julie Turner________________
Julie Turner, Senior Buyer, jeturner@suffolkva.us
The Senior Buyer, Julie Turner is the Contract Officer for the City of Suffolk with respect to this IFB. All
questions and/or comments should be directed to her at this email address: jeturner@suffolkva.us. The
respondents to this IFB shall not contact, either directly or indirectly, any other employee or agent of the City
regarding this IFB. This prohibition shall also extend to the Suffolk City Council and other elected City officials.
Any such unauthorized contact may disqualify the bidder from the procurement. All questions concerning bid
must be in writing and received five (5) business days prior to the bid opening.
**SUBMIT ENTIRE IFB AS YOUR BID PACKAGE**
Sealed bids subject to the conditions and instructions contained herein, will be received at the
office of the Purchasing Agent listed above, until the time and date shown above (local prevailing
time), for furnishing the items or services described in the bid.
Company Name :
Address:
City / State / Zip:
Telephone:
FAX No.:
E-mail:
Print Name:
Title:
Signature:
Date:
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In compliance with this Invitation for Bid (IFB), and subject to all the conditions thereof, the
signatory offers, if this bid is accepted within ninety (90) calendar days from the date of the
opening, to furnish any or all of the items and/or services upon which prices are quoted, at the
price set opposite each item, to be delivered at the time and place specified herein. The above
signature certifies the bidder has read, understands, and agrees to all terms, conditions, and
requirements of this bid, and is authorized to contract on behalf of firm named above.
IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN
ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION AS
SOON AS POSSIBLE.
BID OPENING
Bids shall be publicly opened and read aloud on the date that the bids are accepted. Public
opening will be held on April 9, 2024 at 3:00 PM (local prevailing time), in the City of Suffolk
City Hall, Purchasing Conference Room, located at 442 W. Washington Street, Suffolk, VA
23434-5237.
SUBMITTALS
Bidder should submit the entire IFB as their bid package.
ALL BIDS MUST BE SUBMITTED TO PURCHASING PRIOR TO 3:00 P.M., April 9, 2024
Mark outside of mailing envelope:
“IFB 24088-JT – Emergency Pump and Haul Services for Sanitary Sewer Stations”
Note: Any bidder failing to mark the outside of the envelope, as set forth herein may not be
entitled to have their bid considered.
Address responses and deliver to: City of Suffolk
Attn: Purchasing Division
442 W. Washington Street
Suffolk, VA 23434
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INVITATION FOR BID
Emergency Pump and Haul Services for
Sanitary Sewer Pump Stations
Table of Contents
SECTION/TITLE
1.0 PURPOSE ............................................................................................................... - 4 -
2.0 COMPETITION INTENDED ..................................................................................... - 4 -
3.0 CONTRACT PERIOD .............................................................................................. - 4 -
4.0 SCOPE OF WORK .................................................................................................. - 5 -
5.0 ADDITIONAL INSTRUCTIONS ................................................................................ - 6 -
6.0 CONTRACT TERMS AND CONDITIONS .............................................................. - 12 -
REFERENCES ................................................................................................................. - 21 -
ANTICOLLUSION/NONDISCRIMINATION/DRUG FREE WORKPLACE CLAUSES ........ - 23 -
PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA................................ - 24 -
EXCEPTION PAGE .......................................................................................................... - 25 -
INSURANCE REQUIREMENTS ....................................................................................... - 26 -
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1.0 PURPOSE
The intent of this Invitation for Bid (IFB) is to obtain two (2) or more qualified and authorized
contractors to provide all labor, transportation, materials, equipment, permits, and fees
necessary to provide services related to pumping, hauling, and disposal of untreated
sewage waste from pump stations on an emergency basis for the City’s Public Utilities
Department. Work shall be handled on an on-call basis and shall be in accordance with
all specifications, terms, and conditions herein.
It is the intent of the City to establish a contract with a minimum of two (2) contractors. Once
under contract, the contractors shall be required to perform emergency pump and haul
services throughout the contract period on an as needed basis. Contractors will normally be
selected on a rotating basis for individual tasks; however, the City, at its sole discretion,
reserves the right to select contractors out of rotation when deemed to be in the best interest
of the City. {For example: Contractors with larger tank trucks may be selected to handle
larger projects. Other contractors may be selected because they are closer in proximity to
the affected pump station(s).}
This contract is for “emergency” pumping of pump stations only; the City has a contract in
place for annual “Pumping, Hauling and Repair Services for Septic Tanks and Grease Traps.”
2.0 COMPETITION INTENDED
It is the City’s intent that this Invitation for Bid (IFB) permits competition. It shall be the
bidder’s responsibility to advise the Purchasing Agent in writing if any language
requirement, specification, etc., or any combination thereof, inadvertently restricts or limits
the requirements stated in this IFB to a single source. Such notification must be received
by the Purchasing Agent not later than five (5) business days prior to the date set for bids
to close.
3.0 CONTRACT PERIOD
The contract shall cover the period from June 1, 2024 through May 31, 2025.
This contract may be renewed based on the terms and conditions at the expiration of its
term at the sole discretion of the City. Automatic renewals will occur for up to four (4)
additional one-year periods through January 31, 2029.
Initial rates and subsequent renewal rates must be guaranteed for a minimum of twelve
(12) months. Any increase in rates shall be limited to the lesser of the Consumer Price
Index for all Urban Consumers (CPI-U) – Other Goods and Services (unadjusted for the
current 12 month period) or 3%. Any increase in rate must be submitted sixty (60) days
prior to contract renewal. The City does not guarantee approval of any rate increase.
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4.0 SCOPE OF WORK
General
Contractors shall provide all labor, transportation, materials, equipment, licenses, permits,
and fees necessary to provide emergency pump, haul, and disposal of untreated sewage
waste from pump stations or distribution system manholes located within the City of
Suffolk. The City currently has a total of 166 pump stations; station numbers and
locations/addresses are listed on Attachment A.
Contractors responding to this Invitation for Bid (IFB) shall possess a minimum of two (2)
tanker trucks with a minimum capacity of 2,500 gallons per truck. In order to keep down
mobilization costs for larger projects, use of trucks with a 4,000-gallon capacity is desirable
for this contract.
The Contractor shall be available twenty-four (24) hours per day, to include weekends
and holidays. A name and telephone number shall be provided to the City as the 24-hour
per day, seven (7) days a week, contact person for these services. The Contractor’s
employees shall present a neat appearance and be easily recognized while performing
work on City property. This shall be accomplished by wearing appropriate identification
badges or uniforms. All employees shall be properly trained to perform the activities
required in this solicitation.
The Contractor shall only use equipment with safety guards and shall practice safe
operating procedures to properly protect the operator, bystanders, and adjacent property
from injury/damage. Contractor shall furnish and maintain insurance coverage and shall
indemnify and hold harmless the City of Suffolk in substantial accordance with the
attached insurance requirements.
Contractor shall keep the area clean of all rubbish and debris generated by the work
involved and shall leave the area neat and clean.
All work shall be on an AS NEEDED BASIS in accordance with specifications and conditions
herein. The City does not guarantee any minimum amount of work for the Contractor
during the contract period; quantity of work performed will be determined by weather
condition or other emergency event.
The City reserves the right to add/delete locations for emergency pump and haul services
as needed during the contract period.
All work must comply with Environmental Protection Agency (EPA), Virginia Department
of Health (VDH), Virginia Department of Environmental Quality (VDEQ), and any federal,
state, and local regulations in effect.
The City will notify the applicable contractor when work is required and provide them with
pump station/distribution system location(s) requiring emergency services. The
contractor shall respond to the City by arriving at the pump station or distribution site
within one (1) hour after notification.
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