IRFP SA 2226 Air Emissions Testing and Continuous Emissions Monitoring

REQUEST FOR PROPOSALS (INFORMAL RFP)

Date: 8/10/ 2026

SOLICITATION NUMBER: IRFP SA 2226

TITLE: Air Emissions Testing and Continuous Emissions

Monitoring

IRFP CLOSING DATE/TIME: 8/31/2026 at 10:00 AM (EST)

SUBMISSION OF PROPOSALS

Proposals shall be submitted via email to adiggs@pwwater.org and clearly state the project or procurement name, the name of the Offeror, and the due date.

In compliance with this IRFP and to all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the services in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation.

Company Name

Authorized Signature Date Name Printed

Phone Number

Note: Prince William Water does not discriminate against faith-based organizations in accordance with the Code of Virginia § 2.2-4343.1 or against an Offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

Company: Contact Person:

mailto:adiggs@pwwater.org

Title:

Address: Telephone No:

Remittance

Address:

FAX No:

Email:

Indicate Which: Corporation [ ] Partnership [ ] Sole Prop. [ ]

Minority Owned/Controlled Bus. Yes [ ] No [ ] Small Bus. Yes [ ] No [ ]

Women Owned/Controlled Bus. Yes [ ] No [ ] Disabled Veteran: Yes [ ] No [ ]

If your firm is certified as any of the business types listed above, provide your certification number, the date issued and the name of the organization that issued the certification.

Certification No._________________ Certification Date: __________________Issuing Organization: ______________

Organized under the laws of the State of

Principal place of business at

FEIN:

Following are the names and address of all persons having an ownership interest of 3% or more in the

Company: (Attach more sheets if necessary)

Name

Address

SECTION II - CONFLICT OF INTERESTS

This solicitation is subject to the provisions of Section 2.2-3100 et. seq., Virginia Code Annotated and the State and Local Government Conflict of Interests Act.

The Offeror is is not aware of any information bearing on the existence of any potential organizational conflict of interest.

SECTION III – COLLUSION

I certify that this submission is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting an offer for the same services, materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of the State and Federal law and may result in fines, prison sentences, and civil damage awards.

I hereby certify that the responses to the above representations, certifications, and other statements are accurate and complete. I agree to abide by all conditions of this RFP and certify that I am authorized to sign for the Offeror.

Signature Date

Name (Printed) Title file://///GOFLEX_HOME/GoFlex%20Home%20Public/PWCSA%20Contract%20Writing/2013/State%20and%20Local%20Government%20Conflict%20of%20Interests%20Act

Table of Contents

SECTION 1 INTRODUCTION

SECTION 2 BACKGROUND INFORMATION

SECTION 3 PROCUREMENT RULES AND IRFP DEFINITIONS

SECTION 4 SCOPE OF WORK / PROJECT OBJECTIVES AND DELIVERABLES

4.1 Scope of Work / Project Objectives

4.2 Project Deliverables

4.3 Non-Exclusive Agreement

SECTION 5 IRFP ADMINISTRATIVE REQUIREMENTS AND INSTRUCTIONS

5.1 Proposed Schedule

5.2 Delivery of Proposal Package

5.3 Late Proposals

5.4 Pre-Proposal Conference – Non-Mandatory

5.5 Questions Concerning IRFP

5.6 Offeror’s Representative

5.7 Offeror’s Responsibility/Clarification and Addenda

5.8 Restricted Discussions

5.9 Proposal Correction or Withdrawal

5.10 No Obligation to Make Selection

5.11 Key Personnel

5.12 Minimum Offeror Requirements

5.13 Anticipated Selection Process

5.14 Evaluation Criteria

5.15 Minor Irregularities

5.16 Incurred Expenses

5.17 Exceptions

5.18 Pre-Award Submittals

5.19 Conflict of Interest Disclosure

5.20 Contract Type

5.21 Term of Contract

5.22 Limited Confidentiality of Information

5.23 Competency of Offeror

5.24 Protesting the Requirements of Selection Recommendation

SECTION 6 SUBMITTAL REQUIREMENTS

6.1 Submittal Requirements

6.2 Economy of Presentation

6.3 Proposal Package Guidelines

6.4 Proposal Package Section

SECTION 7 INSURANCE REQUIREMENTS

SECTION 8 FORMS

Form A – Offeror Reference Form

Form B – Subcontractor Reference Form

(Submit a separate reference form for each proposed Subcontractor)

Form C – Subcontractor No-Conflict of Interest Form

Form D - State Corporation Commission Form

Form E-Proprietary Information

ATTACHMENT A SCOPE OF WORK

ATTACHMENT B PRICING

ATTACHMENT C REQUIRED INSURANCE LIMITS

ATTACHMENT D TABLES

ATTACHMENT E CONTRACT AGREEMENT

IRFP SA 2226 Air Emissions Testing and Continuous Emissions Monitoring Page 6

Informal Request for Proposals (IRFP) – SA 2226

Air Emissions Testing and Continuous Emissions Monitoring

SECTION 1 INTRODUCTION

Prince William Water is a public utility created in 1983 under the Virginia Water and Sewer Authorities

Act and chartered by the Prince William Board of County Supervisors. Prince William Water is an independent body responsible for providing comprehensive water and sewer services in Prince William

County. Prince William Water has approximately 98,000 customers and owns and operates wastewater treatment facilities for the eastern portion of the county.

Prince William County’s population is among the most rapidly growing in the region. In addition, Prince William County’s racially and ethnically diverse population makes it one of the most globally represented communities in the region. The County’s workforce is highly skilled and well educated, including a higher-than-average number of multi-lingual workers. According to one national daily newspaper, “Prince William County is at the leading edge of a diversity explosion that is currently sweeping the USA”. More than half of the County’s population is African American, Hispanic , Asian or some other racial/ethnic minority background.

Prince William Water is dedicated to excellence in providing safe, reliable water service to our customers and returning clean water to the environment and is guided in all its actions by our vision and values below:

Vision:

Prince William Water is a trusted public steward and nationally recognized model for performance excellence. We reflect the diverse and vibrant community we serve and nurture diversity, equity and inclusion in relationships with our community, customers, businesses and industry colleagues. We create value for our community through our Areas of Excellence.

Values:

Prince William Water is responsible for serving the public and maintaining their trust on a daily basis.

Our success is predicated on our job performance, our actions, and our behaviors. The following core values support our vision and culture:

Safety Always

Customer-First Focus

Ownership & Integrity

Respect & Inclusion

Excellence

The commitment to these values by our employees and by extension, by our service providers, suppliers and contractors, helps us to achieve organizational excellence in our delivery of water, wastewater and public services.

An important part of our procurement program involves a commitment to doing business with Small

(including employment service organizations), Minority-owned, Women-owned, and Service-disabled

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Veteran-owned Business Enterprises (SWaM). The most competitive suppliers will have SWaM utilization plans and will support Prince William Water’s supplier-diversity commitment.

SECTION 2 BACKGROUND INFORMATION

Prince William Water seeks to engage qualified firms to provide Air Emissions Testing and

Continuous Emissions Monitoring services. The successful firm(s) must demonstrate capabilities to fulfill the duties required under this Informal Request for Proposals (IRFP). Prince William Water intends to enter into Contract(s) in the form of Work Authorization with the selected firm(s). Under this Contract, specific tasks will be identified and authorized through the issuance of Work

Authorizations. Prince William Water makes no guarantee regarding the quantity or value of work that may be assigned to the selected firm(s) under this Contract and reserves the right to utilize other firms to perform the Work.

SECTION 3 PROCUREMENT RULES AND IRFP DEFINITIONS

This IRFP, the resulting Proposal document and Contract Document shall be consistent with and governed by Prince William Water Procurement and Contract Management Regulations. In the event of an inconsistency between the solicitation and selection requirements set forth in this IRFP versus those set forth in the Procurement and Contract Management Regulations, the inconsistency shall be resolved by giving precedence to the solicitation and selection requirements of the Procurement and

Contract Management Regulations.

A. IMPORTANT NOTICE TO POTENTIAL OFFERORS: Receipt of this document does not indicate that Prince William Water has pre-determined your organization’s qualifications to receive a contract or be selected for any work or project. Such determination will be made after the opening and will be based on Prince William Water’s evaluation of your Proposal Package compared to the specific requirements and qualifications contained in this IRFP.

B. Prince William Water has established for purposes of this IRFP that the words “shall”, “must”, or

“will” are equivalent in this IRFP and indicate a mandatory requirement or condition which will not be waived by Prince William Water. Failure to comply with any mandatory requirement will render the Proposal Package non- responsive, and therefore it will not be considered for selection. To be considered for selection, the Offeror must agree to abide by each mandatory requirement included in this IRFP.

C. Prince William Water has established for purposes of this IRFP that the words “should” or “may” are equivalent in this IRFP and indicate very desirable conditions or requirements that are permissive in nature. Deviation from, or omission of, such a desirable condition or requirement will not cause rejection of a Proposal Package but will be considered in the evaluation process.

D. ACCEPTANCE PERIOD: Unless otherwise specified in the RFP, all informal Proposals submitted shall be binding for hundred twenty (120) calendar days following Proposal submission date, unless extended by mutual consent of all parties.

E. General IRFP Definitions:

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1. Addendum: A written or graphic instrument issued prior to the due date and time of Proposals that clarify, correct or change the bidding documents.

2. Administrative Contracting Officer (ACO) also referred to as Prince William Water

Contract Administrator: Prince William Water representative who manages actions that must be taken to assure full compliance with all of the terms and conditions contained within the resulting Contract Document, including price.

3. Change Order: A written order to the Contractor or executed by Prince William Water, issued after execution of a Contract or PO, authorizing and directing an addition, deletion or revision of any nature or an adjustment in the price, schedule, quality or quantity of the Work. Any positive or negative change in the Contract constitutes a Change Order.

4. Contract: When used as a proper noun and capitalized the term “Contract” shall mean: The solicitation’s ensuing agreement obligating the Contractor to furnish the goods and/or services promised in exchange for payment from Prince William Water. (When used as a common noun with lower case the term “contract” shall mean: a mutually binding legal agreement between two or more parties.).

5. Contract Document(s): Documents which establish the rights and obligations of the and Prince

William Water and include: The signed Contract, Addenda (which pertain to the resulting

Contract Documents), the Notice to Proceed (or Purchase Order), together with all Written

Amendments, Change Orders issued on or after the Effective Date of the resulting contract.

6. Contracting Officer Representative (COR) also referred to as Prince William Water

Project Manager: the representative of the ACO responsible for the inspection and approval or disapproval of all deliverables and payment of invoices under Prince William Water Contracts.

Designation as a COR does not convey authority to execute Contracts or Change Orders.

7. Contractor: The successful Offeror with whom a contract is executed pursuant to this IRFP.

8. Contractor’s Project Manager: The Contractor’s person responsible for the project.

9. Day(s): Calendar Days, unless otherwise specified.

10. Dollar “$”: United States of America dollars.

11. Key Person (Key Personnel): Any person or persons whose individual action or inaction can impact the timely accomplishment of the performance objective(s).

12. Notice to Proceed (or Purchase Order): A written notice issued by the Owner to the fixing the date on which the resulting contract times will commence to run and on which shall start to perform the Work under the resulting Contract Documents.

13. Offeror: The professional entity submitting a Proposal Package to Prince William Water in response to this IRFP. The term Offeror in some cases refers to the successful Offeror with whom a contract is executed pursuant to this IRFP.

14. Prince William Water: Prince William County Prince William Water

15. Procurement Officer or End User: A delegate of the Procurement Manager.

16. Proposal or Proposal Package: The complete submittal from an Offeror.

17. Procurement Manager: Prince William Water person that has been legally authorized and responsible to enter into, administer, terminate and otherwise manage contracts subject to any approval thresholds that may be established by the General Manager and Board.

18. Request for Proposals (Informal RFP): An informal competitive negotiation process used for purchases expected to cost less than $200,000 (annual), whereby Prince William Water is seeking competitive proposals to find the most viable solution for the department.

19. Responsible Offeror: An Offeror who has the capability in all respects to perform fully the

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Contract requirements, and the experience, integrity, perseverance, reliability, capacity, facilities, equipment, and credit which will assure good faith performance.

20. Selection or Evaluation Committee (or End User(s)) – any team, committee or other group that evaluates Proposals.

21. Using Division or Department: ESWR.

22. Work: The entire project or the various separately identifiable parts thereof required to be performed or furnished under the Contract Documents.

23. The terms “in writing” and “written” mean documents permanently inscribed or printed on paper, submitted by facsimile (fax), or submitted by e-mail, unless otherwise specified.

24. You, Your: Same as Offeror.

SECTION 4 SCOPE OF WORK / PROJECT OBJECTIVES AND DELIVERABLES

4.1 Scope of Work / Project Objectives

See Attachment A – Scope of Work for Scope of Work and Project Objectives.

4.2 Project Deliverables

NA

4.3 Non-Exclusive Agreement

Prince William Water reserves the right to contract the services outlined in this IRFP with other firms.

Nothing in this IRFP, or the resulting agreement, alters or cancels the terms and conditions or prior agreements between Prince William Water and any other firms. The selection of one (1) or more firms should not be interpreted as an exclusive or contractual obligation on the part of Prince William Water to have the selected firms perform all or any of these services. Prince William Water reserves the right to provide any of these services with its own personnel, which in its sole judgment it deems appropriate.

SECTION 5 IRFP ADMINISTRATIVE REQUIREMENTS AND INSTRUCTIONS

5.1 Proposed Schedule

The following dates are proposed by Prince William Water; however, the dates and times may be changed as the needs of Prince William Water change. It is solely your responsibility to stay informed on the dates and times.

A. IRFP release date – 8/10/2026

B. Pre-proposal Conference – Not Applicable

C. Final date to receive written questions – 8/21/2026 at 10:00 AM (EST)

D. IRFP closing date –8/31/2026 10:00 AM (EST)

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5.2 Delivery of Proposal Package

Proposals shall be submitted via email to adiggs@pwwater.org and clearly state the project or procurement name, the name of the Offeror, and the due date.

5.3 Late Proposals

LATE Proposals will not be accepted after 10:00 AM (EST) on 8/31/2026

5.4 Pre-Proposal Conference – Non-Mandatory

Not Applicable

5.5 Questions Concerning IRFP

A. Questions, inquiries, suggestions, or requests concerning interpretation, clarification or additional information concerning any portion of this IRFP or the selection process, should be made in writing via e-mail, and sent to the below named individual who will be the point of contact for this IRFP.

B. Mark subject line or cover page: “Questions on IRFP SA 2226”

C. IRFP Point of Contact for Questions:

Aaron Diggs, Procurement Buyer, Ref: IRFP SA 2226

E-mail: adiggs@pwwater.org

D. All questions must be received in writing. Failure by an Offeror to ask questions, request changes, or submit objections by the date indicated above shall constitute the Offeror’s acceptance of all of the terms, conditions and requirements set forth in this IRFP.

E. No answers given in response to questions submitted shall be binding upon this IRFP unless released in writing as an Addendum to this IRFP by Prince William Water.

5.6 Offeror’s Representative

If you intend to respond to this IRFP, promptly provide the name, mailing address, telephone number, and e-mail address of your liaison person to the point of contact in order for Prince William Water to send any communications regarding this IRFP.

5.7 Offeror’s Responsibility/Clarification and Addenda

A. By submitting a Proposal Package, You, the Offeror, represent:

1. You have read and understand this IRFP;

2. Your Proposal Package is made in accordance with the requirements of this IRFP;

3. You are familiar with the local conditions under which the proposed services must be performed, IRFP SA 2226 Air Emissions Testing and Continuous Emissions Monitoring Page 11 and;

4. It will not make any claim for or have the right to cancellation of or relief from the resulting contract because of any misunderstanding or lack of information.

B. The issuance of a written Addendum by Prince William Water’s Procurement Department is the only official method by which interpretation, clarification or additional information can be given.

Prince William Water will not be responsible for any oral representation given by any employees, representatives, or agents.

C. If Prince William Water revises (amends) this IRFP, Prince William Water’s Procurement

Department will post a notice on the Prince William Water Internet site: Vendor Resources | Prince

William Water. You should acknowledge each Addendum in your Proposal Package. Failure to acknowledge each Addendum may prevent your Proposal Package from being considered for selection. It is solely your responsibility as an Offeror to ensure that you have received all addenda and incorporated the changes into your Proposal before submitting your Proposal Package.

5.8 Restricted Discussions

A. From the date of issuance of the IRFP until final contract selection, you, the Offeror, are prohibited from discussing the RFP or any part thereof with any employee, agent, or representative of Prince

William Water except as expressly authorized by Prince William Water’s Procurement Officer.

Prince William Water may REJECT Your Proposal Package for violation of this restriction.

B. Any negotiation, decision, or action initiated or executed by you as a result of any oral or written discussions with any Prince William Water employee or agent, except as authorized by the

Procurement Officer, is void and will not be binding upon Prince William Water. You shall only consider those communications that are in writing from Prince William Water’s Procurement

Officer or authorized designee.

5.9 Proposal Correction or Withdrawal

A. Any Offeror for Supplies, Services or Construction, may withdraw the Proposal from consideration if the price proposal was substantially lower than the other Proposals due solely to a mistake therein, provided the Proposal was submitted in good faith and the mistake was a clerical mistake as opposed to a judgment mistake, and was actually due to an unintentional arithmetic error or an unintentional omission of a quantity of work, labor, or material made directly in the compilation of a Proposal, which unintentional arithmetic error or unintentional omission can be clearly shown by objective evidence drawn from inspection of original work papers, documents and materials used in the preparation of the Proposal sought to be withdrawn. The Procurement Manager shall require, and so state in the invitation, the following procedure for withdrawal of a Proposal:

1. The Offeror must give notice in writing of his claim of right to withdraw the Proposal within two business days after the conclusion of the proposal opening procedure.

2. No Proposal may be withdrawn under this section when the result would be to award the

Contract on another Proposal of the same Offeror or of another Offeror in which the ownership of the withdrawing Offeror is more than five percent (5%).

http://www.pwcsa.org/information-vendors http://www.pwcsa.org/information-vendors http://www.pwcsa.org/information-vendors

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3. No Offeror who is permitted to withdraw a Proposal shall, for compensation, supply any material or labor or perform any subcontract or other work agreement for the person or firm to whom the

Contract is awarded or otherwise benefit, directly or indirectly, from the performance of the project for which the withdrawn Proposal was submitted.

B. The Procurement Manager may contest withdrawal of any Proposal by any means provided by law.

If withdrawal of the Proposal is denied, the Procurement Manager shall notify the Offeror in writing stating the reasons for the decision.

C. If the mistake and the intended correct Proposal are clearly evident on the face of the Proposal document, the Proposal shall be corrected to the intended correct Proposal and may not be withdrawn. Examples of mistakes that may be clearly evident on the face of the Proposal document are typographical errors, errors in extending unit prices, transposition errors, and arithmetical errors.

5.10 No Obligation to Make Selection

Prince William Water is not obligated to make any selection or award as a result of this IRFP. Prince

William Water has the sole discretion and reserves the right to cancel this IRFP, and to reject any and all Proposal Packages, to waive any and all informalities and/or minor irregularities, or to re-advertise with either the identical or revised scope of work, if it is judged to be in Prince William

Water’s best interests to do so.

5.11 Key Personnel

Prince William Water will be making its decisions on selecting the best qualified Offeror(s) based upon the information submitted in the Offeror’s Proposal Package. This includes the resume and experience of the Offeror’s Key Personnel. By submitting a Proposal Package, You are representing that each person listed or referenced in Your Proposal Package will be available to perform the services described by Prince William Water, throughout the duration of the resulting contract, barring illness, accident, or other unforeseeable events of a similar nature in which case You must promptly provide a qualified replacement.

5.12 Minimum Offeror Requirements

A. To be considered for selection, an Offeror shall meet or exceed each of the following minimum requirements. Failure to meet a requirement will result in a negative evaluation rating.

B. Qualification Requirements for the Contract shall include the following:

1. The Procurement Officer and/or the Selection Committee will determine responsibility based upon the following factors:

i. Experience: determined by examining internal and readily available public files, which indicate how the Offeror performed in the past;

ii. Integrity, Perseverance, and Reliability: determined by conducting an in-depth evaluation of the management of the Offeror’s organization, the organization’s philosophies, ethics standards and policies, reputation in the industry, and the organization’s quality control

IRFP SA 2226 Air Emissions Testing and Continuous Emissions Monitoring Page 13 programs;

iii. Capacity, Facilities, and Equipment: determined by information submitted by the Offeror and/or by plant or facility visits, if judged appropriate;

iv. Financial Capacity: determined by an investigation of the Offeror’s financial statements, readily available public files, and/or credit reports as well as bonding capabilities; and,

v. Is the Offeror qualified and eligible to be selected under applicable laws and regulations?

2. Prince William Water may request additional information, other than that already in the Proposal

Package, or may request additional or clarifying information to determine the Offeror’s responsibility under this section. If the Offeror fails to supply the information requested within the time required, Prince William Water shall make the determination of responsibility or non-responsibility based solely upon available information. If the available information is insufficient to make a determination of responsibility, Prince William Water shall determine the

Offeror to be non-responsible. If your organization is listed on the U.S. Excluded Parties List https://www.epls.gov/ at the time of the IRFP closing date or is put on the Excluded Parties List at any time prior to selection, the Procurement Manager shall immediately determine Your organization as non-responsible.

5.13 Anticipated Selection Process

A. Upon receipt of each Proposal, Prince William Water will review each Proposal to determine whether the Offeror provided all of the materials required in Section 5 –Submittal Requirements. If the Procurement Officer determines a Proposal to be substantially lacking material requested, that

Proposal may not be evaluated or considered for award.

B. The Selection Committee shall choose two (2) or more Offerors deemed to be fully qualified and best suited among those submitting Proposals to commence negotiations with. After negotiations have been conducted with each Offeror so selected, Prince William Water shall select the Offeror which, in Prince William Water’s sole opinion, has made the best Proposal, and may award a contract to that Offeror. Should Prince William Water determine in writing and in its sole discretion that only one Offeror has provided a technically acceptable Proposal, or that one Offeror has provided a Proposal that is more technically and financially superior than the others under consideration, a contract may be negotiated and awarded to that Offeror.

C. Initial Technical Evaluation Process:

1. Prince William Water will provide a copy of each technical Proposal to the Selection Committee member(s) for their evaluations.

2. The Selection Committee member(s) will evaluate each Proposal in accordance with the

Evaluation Criteria.

3. In addition to the materials provided by the Offeror, the Selection Committee may utilize site visits and/or may request and evaluate additional material, information, and/or references from other sources.

4. Prince William Water may invite any Offeror(s) to make an (oral) presentation and/or demonstration to the Selection Committee. Prince William Water may require that specific individuals identified in the Proposal participate in the oral presentation and/or demonstration.

https://www.epls.gov/

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5. Prince William Water may request written clarifications from any Offeror to clarify any ambiguity and/or minor irregularity.

6. The Selection Committee members will evaluate and rank all responsive Proposals.

D. Price Proposal Evaluation:

1. Prince William Water will apply a scoring formula to determine the price points for each

Proposal.

2. Prince William Water will sum the technical evaluation score and computed price points for each responsive Proposal to determine the total evaluated score of each Proposal.

3. Prince William Water will notify, in writing, an Offeror(s) at the earliest practicable time when its Proposal is no longer being considered for award.

E. Oral Presentations (optional)/Evaluation of Competitive Range Proposals:

1. Prince William Water may invite any Offeror(s) in the competitive range to make an oral presentation and/or proof of concept demonstration (using Prince William Water data) to the

Selection Committee. Prince William Water may require that specific individuals identified in the Proposal participate in the oral presentation and/or demonstration (using Prince William

Water data).

2. Prince William Water may provide a list of individual, Proposal-specific questions to be discussed at the oral presentation and/or proof of concept demonstration (using Prince William

Water data) to the invited Offeror(s).

3. During and after the presentation and/or proof of concept demonstration (using Prince William

Water data), the Selection Committee may ask questions and the Offeror’s team shall provide answers.

4. The Selection Committee will evaluate and weigh the oral presentation and/or proof of concept demonstration (using Prince William Water data) and responses in accordance with the criteria for each Offeror that makes an oral presentation and/or proof of concept demonstration (using

Prince William Water data) to the Selection Committee.

5. After the oral presentation and/or proof of concept demonstration (using Prince William Water data), the Selection Committee may request the Offeror to cure any noted technical deficiencies/discrepancies, provide additional information, and/or perform another oral presentation and/or proof of concept demonstration (using Prince William Water data) to the

Selection Committee. If the Offeror does not promptly comply within 48 hours with Prince

William Water’s requirements, Prince William Water may remove the Offeror from award consideration.

6. Based upon the total evaluated scores after the presentation and/or proof of concept demonstration (using Prince William Water data), Prince William Water will determine the final ranking of the Offerors.

F. Negotiations:

Prince William Water will invite two (2) or more of the top ranked Offerors for negotiations. Prince

William Water reserves the right to negotiate any and all elements, except legal requirements, of any

Proposal received.

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G. Best and Final Offers:

1. At any time prior to requesting for Best and Final Offers, Prince William Water may request additional information, samples, or other evidence of the Offeror’s performance capabilities from any Offeror in the competitive range in order to better understand and evaluate the

Offeror’s Proposal.

2. At any point during the evaluation process, Prince William Water may request a written Best and Final Offer from all Offerors that have a reasonable chance to be selected for award. This is the only time an Offeror will be provided with the opportunity to make revisions to its Proposal, including its price Proposal, to improve its offer to Prince William Water.

H. Award:

If Prince William Water makes an award(s), the award(s) will be made to the responsible Offeror(s) whose offer is most advantageous to Prince William Water, based upon the evaluation process specified in the selection process, results of the negotiations, and the final offer by the Offeror. Thus, while the points in the evaluation criteria indicate their relative importance, the total scores will not necessarily be determinative of the award. Rather, the total scores will guide Prince William Water in making an intelligent award decision based upon Prince William Water’s requirements and the best value

Proposal(s)/offer(s) received.

5.14 Evaluation Criteria

A. The Selection Committee will base the initial and final evaluation on the following criteria:

Evaluation Criteria Maximum Points per

Evaluation Criteria

Understanding of the Scope and Approach to the Air Emissions

Testing Services

Qualifications and Experience of the Firm in providing the required services

Responsiveness and Availability of the Firm 25

Cost 25

Maximum Evaluation Points 100

A. See Section 6.4 Tab 2 for additional information about evaluation criteria.

5.15 Minor Irregularities

Prince William Water reserves the right to waive minor irregularities in submitted Proposal Packages if such action is in the best interest of Prince William Water. A minor irregularity is defined as an issue that does not have an adverse effect on Prince William Water’s best interests, and will not affect the

IRFP SA 2226 Air Emissions Testing and Continuous Emissions Monitoring Page 16 outcome of the selection process by giving any Offeror an advantage or benefit not enjoyed by other

Offerors.

5.16 Incurred Expenses

This IRFP does not commit Prince William Water to select an Offeror nor will Prince William Water be responsible for any cost or expense which may be incurred by any Offeror in preparing and submitting a Proposal Package. By submitting a Proposal Package, you, the Offeror, agree that Prince

William Water bears no responsibility or obligation for any of your costs associated with the preparation of Your Proposal Package, preparing and delivering presentations, and/or any administrative or judicial proceedings resulting from this IRFP process.

5.17 Exceptions

If you take exception to any requirements in this IRFP, including any contract terms in Section 9

Sample Contract Terms & Conditions You shall clearly identify the item(s) that exception is taken to, succinctly state the reason for the exception, and include these item(s) in Your Proposal Package in Tab

8. Exceptions and Other Information.

5.18 Pre-Award Submittals

A. Within ten (10) calendar days after Prince William Water provides written notification of selection, the Offeror shall furnish the below deliverables to Prince William Water.

1. Required Pre-Award Submittals:

a) Insurance Certificate(s);

b) Copies of Commonwealth required licenses and/or certifications.

c) Tax ID Form W9

B. If a selected Offeror fails to furnish the required submittals within the required time frame, Prince

William Water may withdraw the selection from the Offeror and begin negotiations with the next ranked Offeror.

5.19 Conflict of Interest Disclosure

A. This IRFP is subject to the provisions of § 2.2-4311 of the Virginia Public Procurement Act (VPPA).

No member of the Board of Directors, or any employee of the Prince William Water, or the spouse or any other relative who reside in the same household as any of the foregoing, may be a Contractor or Subcontractor in connection with any bid, or have a personal interest therein.

B. Each Offeror shall complete and sign specified section of the IRFP Cover Page.

5.20 Contract Type

A. Prince William Water will be issuing a Firm Fixed Price Contract to establish terms and conditions, and pricing for work to be performed.

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5.21 Term of Contract

A. The term of any contract issued from this IRFP shall be for one (1) year in effect for the duration, subject to the term of the Contract in accordance with subsections B and C.

B. Option Period: If Prince William Water determines it to be advantageous, it may extend the term of the Contract for a period of four (4) additional one-year periods.

C. Option to Extend the Term of the Contract:

1. Prince William Water may extend the term of the Contract by written notice to the before the expiration of the Contract provided that Prince William Water shall give the Contractor a preliminary written notice of its intent to extend at least sixty (60) days before the Contract expires. The preliminary notice does not commit Prince William Water to an extension.

2. The price(s) for the optional period shall be as specified in the Contract.

5.22 Limited Confidentiality of Information

A. Except as provided in the Virginia Public Procurement Act, all proceedings, records, contracts and other public records relating to procurement transactions shall be open to the inspection of any citizen, or any interested person, firm or corporation, in accordance with the Virginia Freedom of

Information Act.

B. Cost estimates relating to a proposed procurement transaction prepared by or for a public body shall not be open to inspection.

C. Trade secrets or proprietary information submitted by an Offeror in connection with this IRFP shall not be subject to the Virginia Freedom of Information Act (§ 2.2-3700 et seq.); however, the Offeror shall (i) invoke the protections of this section of the IRFP and Virginia Code Section 2.2-4342.F prior to or upon submission of the data or other materials, (ii) identify the data or other materials to be protected, and (iii) state the reasons why protection is necessary. An Offeror shall not designate as trade secrets or proprietary information (a) the entire Proposal; (b) any portion of the Proposal that does not contain trade secrets or proprietary information; or (c) line item prices or total Proposal prices. (Reference Form F)

D. All material submitted becomes the property of Prince William Water and may be returned only at

Prince William Water’s option.

5.23 Competency of Offeror

A. As part of its evaluation process, Prince William Water may make investigations to determine your abilities to perform under this IRFP. Such investigations may include requests for information such as Dun & Bradstreet reports, financial statements, bank, project or other references, information regarding other work under contract and the bonding of s where applicable. Prince William Water reserves the right to REJECT Your Proposal Package if You fail to satisfy Prince William Water that You are properly qualified to carry out the obligations under this IRFP.

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B. Prince William Water will not consider a Proposal Package or select a contract to any person, company or corporation that is in arrears, or is in default to Prince William Water upon any debt or contract, or that has defaulted as surety or otherwise upon any obligation to Prince William Water.

The Offeror, if requested, must present within forty-eight (48) hours evidence satisfactory to Prince

William Water of performance ability, and possession of necessary facilities, pecuniary resources, and adequate insurance to comply with the terms of these Specifications and Contract Documents.

5.24 Protesting the Requirements of Selection Recommendation

A. Any Offeror or Offerors may protest the award of, or the decision to award a contract to any other

Offeror or Offerors, by submitting a written protest to the Procurement Manager at the address at the beginning of this IRFP, within 10 days after the award of the contract or the decision to award a contract is made.

B. Any protest shall state in detail the basis therefore, and the specific relief requested.

C. Written Submission:

1. The protester shall present its protest in a concise and logical written format to facilitate review.

Failure to substantially comply with any of the requirements of this subsection may be grounds for dismissal of the protest.

2. The protest shall include at least the following information:

a) Name, address, email address, and fax and telephone numbers of the protester;

b) Solicitation number;

c) Detailed statement of the legal and factual grounds for the protest, including a description of resulting harm to the protester;

d) Copies of supporting documents, if any;

e) Statement of relief requested;

f) All information establishing that the protester is an interested party for the purpose of filing a protest on an award decision; and,

g) All information establishing the timeliness of the protest.

D. The Director of Management and Budget shall decide all protests within ten (10) days of receipt and shall issue a written finding. This decision shall be final unless the protester institutes legal action in accordance with §2.2-4364 of the Code of Virginia.

SECTION 6 SUBMITTAL REQUIREMENTS

6.1 Submittal Requirements

Firms, organizations, or individuals (hereafter “Offerors”) interested in submitting a Proposal Package

(offer) in response to this IRFP should submit via email to adiggs@pwwater.org and clearly state the project or procurement name of the Offeror, and the due date.

6.2 Economy of Presentation

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Prince William Water is not liable or responsible for any costs incurred by any Offeror in responding to this IRFP including, without limitation, costs for presentations, demonstrations, or interviews, if requested or required.

6.3 Proposal Package Guidelines

A. To facilitate analysis of its Proposal Package, You should prepare your Proposal Package in accordance with the instructions outlined in this section. Prince William Water will consider your failure to follow these instructions during the evaluation process.

B. Prince William Water emphasizes that you should concentrate on accuracy, completeness, and clarity of content. Do not assume that you will have any opportunity to make a presentation or explain any item or detail.

C. Cross Referencing: To the greatest extent possible, you should compose each section on a stand-alone basis so that its contents may be evaluated with a minimum of cross- referencing to other sections of the Proposal Package. Unless otherwise clearly noted in a section, the Selection

Committee will assume that information requested for Proposal Package evaluation which is not found in its designated section has not been included in the Proposal Package.

D. Indexing: You should include a table of contents to delineate the topics and subsections for each

Tab with more than five (5) pages.

E. Glossary of Definitions, Abbreviations and Acronyms:

1. You should include a glossary of all key words or phrases that if misinterpreted by Prince

William Water would impact the success of this project.

2. You should identify and spell out any abbreviation or acronym used, with an explanation for each.

3. Glossaries do not count against the page limitations for their respective sections.

F. Page Size and Format:

1. A “page” is defined as all information that can be legibly printed within one piece of 8.5 x 11 inch piece of paper in accordance with the requirements 2-6 below:

2. Text should be single-spaced;

3. Text should be left justified;

4. Text should be printed in a “portrait” layout;

5. The text size should be not less than 11 point or more than 14 point; Margins should be one

(1) inch on all four (4) sides;

6. Pages should be numbered sequentially by Tab and Section; and,

7. Printed materials should be duplexed / double-sided printing on sustainable materials as long as it does not prevent a reader from clearly understanding the Proposal Package.

G. You should submit legible tables, charts, graphs, figures, and pictures wherever practical to depict organizations, systems and layouts, implementation schedules, plans, etc. These displays should be

IRFP SA 2226 Air Emissions Testing and Continuous Emissions Monitoring Page 20 uncomplicated, legible and should be printable on 8.5 x 11-inch paper.

H. Proposal Package:

a) You should submit all text files in the PDF format.

b) You should submit spreadsheets in a Microsoft Excel format.

c) You should scan and submit manufacturers’ specifications pages in the PDF format, or, in an

HTML format.

d) You should submit pictures, photos, and/or drawings in JPG, BMP or GIF formats.

6.4 Proposal Package Section

You should organize Your Proposal Package into the following major sections:

Tab 1 – Introduction, Profile & Required Information

A. IRFP Cover Page and IRFP Submission Form. The IRFP cover page and IRFP Submission Form completed and signed.

B. Statement of Interest (not more than one page). To be submitted on letterhead expressing why you are interested in this project.

C. Understanding of Services to be Provided (not more than 3 pages). State in your own terms what you think this solicitation is about. Succinctly, describe your understanding of Prince William

Water’s challenge. Succinctly, describe in your own terms what you think are Prince William

Water’s anticipated outcomes.

D. Service Delivery Plan. Describe succinctly how you plan to accomplish each of the objectives of these services.

E. Firm Profile / Firm History (not more than 3 pages). Submit a brief profile of the firm describing its history, capabilities and recent successes.

F. Negotiation Team. List the full names and functional titles of each person that will be part of your negotiation team.

G. Acknowledgement of Addenda, (if any).

H. Licenses & Permits. Documentation showing any licenses and/or permits required and applicable to this requirement. Virginia licenses are required for all key staff from prime and Subcontractor.

I. State Corporation Commission (SCC). Submit completed Form D.

Tab 2 – Evaluation Criteria

1.0 Understanding of the Scope and Approach to the Air Emissions Testing Services

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2.0 Qualifications and Experience of the firm in

providing the required services

3.0 Responsiveness and availability of the firm

4.0 Cost: Submit Attachment B, Pricing.

5.0 Proposed Price: The Offeror shall submit a complete Attachment B, Pricing Schedule.

Tab 3 – Proof of Insurability

Provide either a completed Accord form or a signed letter from your insurance agency on its letterhead stating that You have or can get the required insurance coverage. See Attachment C –

Required Insurance Limits for minimum requirements.

Tab 4 – References

A. Provide at least five (5) recent references where the proposed product /service has been successfully used within the past five (5) years. Please use the attached Form A – Offeror Reference Form.

B. Prince William Water cannot be used as a reference, however all past performance with Prince

William Water will be considered during the evaluation process.

Tab 5 – Litigation

Provide information on the nature, magnitude, and outcome of all litigation and proceedings for the previous five (5) years where a court or administrative agency has ruled for or against you or your organization in any matter related to you or your organization’s professional activities.

Tab 6 – Subcontractors

Note: No Subcontractors Allowed Under This Agreement

Tab 7 – Exceptions and Other Information

A. Describe any exceptions you take with the requirements of this IRFP.

B. Provide any information that will provide insight to Prince William Water about your qualifications, fitness and abilities. This information should be succinct.

Tab 8 – Financial Stability

Please note that the information requested under this Tab is not a requirement at the time of

Proposal submission. You may note under this Tab that the information will be provided upon request.

You shall certify and provide a statement that you are financially stable and have the necessary

IRFP SA 2226 Air Emissions Testing and Continuous Emissions Monitoring Page 22 resources, human and financial, to provide the services at the level required by Prince William Water.

You should attach a copy of your latest audited financial statement and your latest Dun & Bradstreet

(D & B) report. If you do not have an audited financial statement, provide your latest financial statements and your latest Dun & Bradstreet (D & B) report. Prince William Water reserves the right to use a third-party to verify financial information provided in any Proposal Package. You shall be prepared to supply your latest financial statement upon request, preferably a certified audit; however, Prince William Water will accept a third party prepared financial statement and the latest Dun & Bradstreet (D & B) report.

SECTION 7 INSURANCE REQUIREMENTS

A. Each Offeror shall include in its Proposal Package proof of insurance capabilities, including but not limited to, the following requirements: (Coverage must be purchased and in place prior to a purchase order or contract being executed by Prince William Water.)

B. The Contractor shall maintain insurance in the amounts and forms set forth below and shall provide a Certificate of Insurance to Prince William Water.

C. The Contractor shall comply with the insurance requirements set forth in the following numbered paragraphs, plus the coverages and limits indicated in the solicitation. Technical Proposal Packages must note any desired exceptions to the insurance coverage which may include the submission of proposed alternatives.

D. The Contractor shall be responsible for its Work and every part thereof, and for all Materials, equipment, and property of any and all description used in connection therewith. The Contractor assumes all risks of direct and indirect damage or injury to any person or property wherever located, resulting from any action, omission, commission, or operation under the Contract, or in connection in any way whatsoever with the contracted Work.

E. The Contractor shall, during the continuance of all Work under the Contract provide and agree to maintain the following:

1. Worker’s Compensation and employer’s liability insurance under the Commonwealth of

Virginia statutory requirements, to protect the Contractor from any liability or damages for any injuries (including death and disability) to any and all of its employees, volunteers, or

Subcontractors, including any and all liability or damage which may…