832205electWvwa.pdf

Western Virginia Water Authority

WATER QUALITY MAINTENANCE

Roanoke Regional Water Pollution Control Plant

1502 Brownlee Ave. SE

Roanoke, VA 24014

(540) 283-8264

Invitation to Bid (WQ-MAINT-26-01)

For

Industrial Electrical Troubleshooting and Repair Services

July 16, 2026

2:00 P.M.

(Local Prevailing Time)

Invitation to Bid (WQ-MAINT-26-01)

July 16, 2026

The Western Virginia Water Authority (hereinafter referred to as the Authority) is in need of up to three (3) contractors to provide:

The attached scope of work and specifications are submitted for your review and proposal consideration.

It is not the intent of the specification to be proprietary, or to exclude any manufacturer or dealer.

Any brand names used in these specifications are for comparison only. Deviations and/or alternates will be given consideration if they are considered to be suitable and acceptable for comparison. Any deviations or alternates must be submitted, in writing, with your bid.

Deviations or alternates discovered after bid award or material receipt, not stated in your bid, shall be grounds for disqualification and nullification of order.

One original and one (1) complete digital copy of the quotations on a USB drive must be submitted in a sealed envelope/package marked "QUOTATION # WQ-MAINT-26-01” by

2:00 P.M. (local prevailing time) on July 16th, 2026 in the Administration Office of the

Roanoke Regional Water Pollution Control Plant (RRWPCP). It is the responsibility of the responder to ensure that their response is received at the RRWPCP by the above date and time.

Any responses received after the above date and time will not be accepted. All responses must be returned on the BID FORM and must be signed by an authorized representative of the company submitting the quote.

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 a contract for a period of 1 year with the option of renewing the contract after the first year on an annual basis for a maximum of 5 years. This contract will be reviewed annually after the first year 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) 283-8225. We require that you provide at least 48 hours’ notice so that reasonable efforts may be made to provide the proper assistance.

GENERAL CONDITIONS, INSTRUCTIONS, AND INFORMATION

1. Submission and Receipt of Bids

A. Bidders shall submit one (1) original signed bid and one (1) electronic copy on USB drive in a sealed envelope clearly marked:

“ITB – Industrial Electrical Troubleshooting and Repair Services”

Bids shall be delivered to:

Roanoke Regional Water Pollution Control Plant

1502 Brownlee Avenue SE

Roanoke, Virginia 24014

Bids received after the stated due date and time will not be accepted.

All bids shall be signed by an authorized representative of the bidder.

Questions should be directed to Kevin Thomasson: Kevin.Thomasson@WesternVaWater.org or

540-283-4830. Questions and responses will be addressed in an addendum to be posted on the

WVWA website with the ITB. Addendum will be posted by EOB July 10th, if one is issued.

2. Prices to be Firm

Prices submitted shall remain firm for a period of sixty (60) days following bid opening.

The Contractor shall not withdraw, modify, or cancel its bid during this period.

3. Invoices and Payment

Invoices shall reference the applicable purchase order or contract number and shall be submitted monthly unless otherwise approved by the Authority.

Payment shall be made within thirty (30) days following receipt of an approved invoice and satisfactory completion of services.

4. Delivery and Response Time

Time is of the essence under this contract.

The Contractor shall provide routine and emergency response services as requested by the

Authority.

mailto:Kevin.Thomasson@WesternVaWater.org

Bidders shall provide:

• Standard response time during normal business hours

• Emergency response time after hours, weekends, and holidays

• Availability of on-call personnel

Failure to meet response requirements may be considered contractor default.

5. Quality of Work

All work shall be performed in accordance with applicable industry standards and best practices by trained and qualified personnel.

Materials and replacement components shall be new and of commercial or industrial grade quality unless otherwise approved by the Authority.

6. Acceptance of Work

The Authority reserves the right to inspect all completed work and reject work not conforming to contract requirements.

The Contractor shall correct deficient work at no additional cost to the Authority.

7. Default Provision

In the event of Contractor default, the Authority reserves the right to procure services from other sources and charge the Contractor for any additional costs incurred.

8. Pricing

In the event of a discrepancy between unit pricing and extended totals, unit pricing shall govern.

The Authority reserves the right to negotiate with the lowest responsive and responsible bidder in accordance with applicable Virginia procurement laws.

9. Compliance with Laws

The Contractor shall comply with all applicable federal, state, and local laws, regulations, ordinances, safety standards, and electrical codes.

10. Insurance Requirements

Prior to commencing work, the Contractor shall provide Certificates of Insurance meeting the following minimum requirements:

The limits of liability for the insurance required by Contractor's doing work for the

Western Virginia Water Authority, shall provide coverage for not less than the following amounts, or greater, where required by Laws and Regulation. The Insurance requirements as set forth herein are the minimum limits and minimum coverage's to be maintained. in the event the Contractor, any Sub-Contractor; or any Sub-Subcontractor has in force any insurance coverage with limits higher than, or coverage broader than the required hereunder, such insurance shall insure and be available to all.

1. Worker's Compensation Insurance:

a. State: Statutory

b. Applicable Federal: Statutory

c. Employer's Liability: $100,000 Bodily Injury by Accident Each Occurrence

$500,000 Bodily Injury by Disease (Policy Limit)

$100,000 Bodily Injury by Disease Each Employee

2. Contractor's Commercial General Certificate of Liability Insurance shall include completed Operations and Product Liability coverages:

a. General Aggregate Limit:

b. Products Completed

$2,000,000.00

Operations Aggregate Limit: $2,000,000.00

c. Personal and

Advertising Injury

Limit:

$1,000,000.00

d. Each Occurrence (Bodily

Injury and Property Damage):

$1,000,000.00

e. Excess or Umbrella Liability providing coverage at least as broad as the underlying

Commercial General Liability, Automobile Liability, and Employers Liability policies.

1) General Aggregate Limit: $2,000,000.00

11. Nondiscrimination and Drug-Free Workplace

The Contractor shall comply with Virginia Code Sections 2.2-4311 and 2.2-4312 regarding nondiscrimination and maintenance of a drug-free workplace.

12. Debarment Certification

By submitting a bid, the bidder certifies that it is not currently debarred or suspended from public contracting by the Commonwealth of Virginia or the Federal Government.

13. Acceptance or Rejection of Bids

The Authority reserves the right to accept or reject any or all bids, waive informalities, request additional information from bidders, and award contracts in a manner determined to be in the best interest of the Authority.

EVALUATION CRITERIA

Bids will be evaluated based upon the following factors:

• Relevant industrial electrical experience

• Experience with wastewater and water treatment facilities

• Qualifications and certifications of personnel

• Ability to provide emergency response services

• Safety record and compliance history

• Availability of staff and equipment

• References and past performance

• Completeness of bid submission

• Proximity to Authority facilities

• Cost competitiveness

CONTRACTOR PERFORMANCE REQUIREMENTS

1. Contractor Responsibilities

The Contractor shall provide industrial electrical troubleshooting, maintenance, repair, installation, and emergency services for Authority facilities and equipment.

Services may include, but are not limited to:

• Diagnosing electrical failures and operational issues

• Troubleshooting motor control circuits

• Repairing and replacing motors, starters, contactors, relays, breakers, and disconnects

• Troubleshooting and repairing VFDs

• Troubleshooting PLC and control systems

• Repairing instrumentation and control wiring

• Infrared scanning and electrical testing

• Megger testing and motor testing

• Electrical panel repair and replacement

• Conduit and wiring installation

• Equipment startup and operational testing

• Emergency electrical repairs

• Arc flash and lockout/tagout compliance support

• Calibration and troubleshooting of process instrumentation

• Repair of SCADA-related electrical components

• Preventive maintenance services

The Contractor shall provide all labor, supervision, tools, equipment, testing devices, transportation, consumables, and incidentals required to complete the work.

2. Personnel Requirements

All personnel performing work under this contract shall:

• Be properly trained and qualified

• Possess required licenses and certifications

• Be capable of reading, writing, and communicating effectively in English

• Follow all Authority safety requirements

• Wear appropriate personal protective equipment (PPE)

• Follow lockout/tagout procedures and confined space requirements where applicable

3. Project Management

The Contractor shall designate a Project Manager responsible for contract administration and coordination with the Authority.

The Project Manager shall:

• Serve as the primary point of contact

• Coordinate scheduling and emergency response

• Address operational concerns promptly

• Provide status updates and repair recommendations

• Maintain communication with Authority personnel

4. Safety Requirements

The Contractor shall comply with all OSHA, NFPA 70E, NEC, VOSH, and Authority safety requirements.

The Contractor shall be responsible for maintaining safe work areas and correcting unsafe conditions immediately.

5. Workmanship and Inspection

All work shall be performed in a professional and workmanlike manner consistent with accepted industry standards.

The Authority reserves the right to inspect and evaluate all work performed under this contract.

The Contractor shall promptly correct any deficiencies identified by the Authority.

6. Damage Responsibility

The Contractor shall be responsible for any damage caused to Authority property resulting from

Contractor operations, negligence, or employee actions.

7. Emergency Service Requirements

The Contractor shall provide 24-hour emergency response capability.

Bidders shall specify:

• Number of on-call personnel

• Average emergency response time

• After-hours contact procedures

• Availability during weekends and holidays

INDEMNIFICATION

The Contractor agrees to indemnify, defend, and hold harmless the Western Virginia Water

Authority, its officers, employees, and representatives from claims, damages, losses, liabilities, and expenses arising out of the negligent acts, omissions, or willful misconduct of the Contractor or its employees, agents, or subcontractors.

REMAINDER OF PAGE LEFT BLANK

BID FORM

Industrial Electrical Troubleshooting and Repair Services

Company Name: _______________________________________

Address: _____________________________________________

City/State/Zip: ________________________________________

Phone Number: _______________________________________

Email Address: ________________________________________

Virginia Contractor License Number: _____________________

Business License Number: ______________________________

Federal Tax ID Number: ________________________________

Years in Business: ____________________________________

Number of Employees: _________________________________

Hourly Labor Rates

Description Standard Hours Overtime Holidays

Licensed Master Electrician $______ $______ $______

Journeyman Electrician $______ $______ $______

Electrical Technician $______ $______ $______

Apprentice/Electrical Helper $______ $______ $______

Programmer/Controls Technician $______ $______ $______

Additional Rates

Description Rate

Service Truck Charge $______

Emergency Call-Out Fee $______

Mileage Charge (if applicable) $______

Equipment Rental Markup ______%

Material Markup ______%

Emergency Response Time

Normal Business Hours: ________________________________

After Hours/Emergency Response: ________________________

References

Reference 1: _________________________________________

Reference 2: _________________________________________

Reference 3: _________________________________________

Authorized Signature

I certify that I have reviewed and understand the requirements of this Invitation to Bid and that the company identified herein agrees to comply with all terms, conditions, specifications, and applicable laws.

Authorized Signature: _________________________________

Printed Name: ________________________________________

Title: _______________________________________________

Date: _______________________________________________