841556tankPurc.pdf

ISSUED BY:

Town of Purcellville 221 S. Nursery Drive

Purcellville, VA 20132

Procurement Specialist: Megan Roberts, mroberts@purcellvilleva.gov on behalf of the Department of Administration

Cover Sheet: RFP Submission Form RFP Number: EN-2026-14 Title: WATER STORAGE TANK

MAINTENANCE

Date Issued: 9/3/2026

Pre-Proposal Conference and Tour: Starting at Town Hall, 221 S. Nursery Ave, Purcellville VA 20132, Council Chambers.

9/10/2026 at 10:00 AM EDT

Deadline For Questions: All inquiries must be submitted by this date. Responses will be issued by addendum and posted to the Town’s Bid Board and eVA.

9/24/2026 at 10:00 AM EDT

Question and Answer Addendum to be issued by: 10/1/2026 at 10:00 AM EDT Proposal Due Date: Town Hall, 221 S. Nursery Ave, Purcellville VA 20132 10/8/2026 at 10:00 AM EDT

To be considered, all Offerors must respond by the due date and time listed above. Proposals will be accepted either via Virginia’s electronic procurement system: https://eva.virginia.gov/ or delivery as indicated in this solicitation package. Late responses will not be considered, marked late, and made part of the procurement file.

To be considered responsive, all Offerors shall complete Section I-V below and provide this sheet signed with any submission.

I. Company Identification Name: Contact Name:

Mailing Address: Title:

Remit Address: Phone:

FEIN #: Fax:

VA SCC ID#*: Email:

II. Company Classification Principal place of business located in (state) State of incorporation III. Check one:

Sole Prop. Limited Liability Corporation Partnership Joint Venture Limited Partnership Other Corporation

IV. Addenda Receipt Confirmation: The undersigned Offeror acknowledges receipt of the following Addenda, and that any required adjustments have been made to the proposal:

Addendum #: Addendum #: Addendum #: Addendum #: Addendum #: Addendum #:

V. Signature and Agreement

In accordance with this Proposal request and subject to all terms, conditions, and attachments, the undersigned Offeror agrees to furnish the goods, and/or services in accordance with the submitted signed Proposal or as mutually agreed upon by subsequent negotiations, as applicable. The undersigned certifies that they have read and understand all standard, supplemental, and/or special terms and conditions provided herein.

By submitting a proposal in response to this RFP, the Offeror represents they have thoroughly read and completely understands the RFP, the Contract Documents, the required scope of services and have familiarized itself with all federal, state, and local laws, ordinances, and rules and regulations that in any manner may affect the cost, progress, or performance of the required work specified in the RFP.

The failure or omission of any Offeror to receive or examine any form, instrument, contract, addendum, or other documents or to acquaint itself with conditions relating to the scope of services to be provided will in no way relieve any Offeror from any obligations with respect to its proposal or to the Offeror’s performance under the Contract.

This Contract shall bind the parties hereto and their respective heirs, executors, administrators, successors, and assign

Authorized Signature:

Date:

Printed Name:

Title:

mailto:mroberts@purcellvilleva.gov https://eva.virginia.gov/

REQUEST FOR PROPOSAL

Water Storage Tank Maintenance

EN-2026-14

DATE: 9/3/2026

SECTION 1: INTRODUCTION AND BACKGROUND

The Town of Purcellville, Virginia (the “Town”) is soliciting proposals from qualified firms (“Offeror(s)”) to provide comprehensive maintenance services for the Town’s potable water storage tanks/facilities.

The Town, with an estimated population of over 9,000, is situated in the Western part of Loudoun County and is organized as municipal corporation under the laws of the Commonwealth of Virginia.

The Town supplies its drinking water from both surface water and groundwater sources. The Town performs all required treatment processes and utilizes its water storage facilities to maintain adequate system pressure, ensure operational reliability, and provide high-quality potable water to consumers.

The Town currently operates two potable water storage tanks:

1. A 1,000,000-gallon ground storage tank located at 16153 Short Hill Rd, Purcellville, VA

20132. This tank was constructed in 1930 and remains in operation.

2. A 200,000-gallon elevated storage tank located at 311 Maple Avenue North, Purcellville, VA

20132. This tank was constructed in 1986 and remains in operation.

In addition, the Town is constructing a new 500,000-gallon elevated storage tank at 300 Centerfield Farm Rd, Purcellville, VA 20132. This tank is scheduled for completion and commissioning by September 2026 and is expected to be operational later in 2026.

The Town is dedicated to conducting transparent, fair, and competitive procurement processes in accordance with the Virginia Public Procurement Act (VPPA) and other applicable laws and policies.

This solicitation reflects the Town’s goal of obtaining the best value while fostering accountability and integrity in public contracting.

SECTION 2: SCOPE OF WORK

The scope of work shall cover the maintenance of all three water storage tanks described above.

Please refer to Annex-A attached to this RFP for the requisite periodic or as planned maintenance activities. The Town reserves the right to adjust the schedule based on the operational needs of the tanks and Town’s mandates in providing services to the residents. The scope of work also includes two renovation options. Offerors shall provide pricing for each option as a separate Contract Line- Item Number (CLIN) in their proposal.

The picture below provides a schematic representation of the overall operation of the Town’s water supply system and is included for informational purposes only.

The selected/successful Offeror (or, “Contractor”) will be responsible for maintaining each tank in compliance with current AWWA standards (D100, D101, D102) and VDH Waterworks Regulations, ensuring they are free of active corrosion, and preventing or repairing coating failure, and leakage.

The resulting contract will be based upon the current condition of the tanks and following a visual inspection. The Town and the Contractor hereby acknowledge and agree that a visual inspection is intended and sufficient to assess the condition of the Tank for all patent defects. If latent defects are identified once the tank has been drained for repairs, the Town agrees and acknowledges that the Contractor shall not be responsible for repairing the latent defects unless explicitly agreed to by the Town and Contractor in writing. Offerors shall include in their proposal their process for estimating the cost of latent repairs and examples of the same. The definition of a "latent defect" shall be any defect of the Tanks which is not discovered by the Contractor using due diligence (e.g., hidden corrosion of the floor plates, corrosion in areas not reasonably accessible to maintain, damage to the roof of the tank which is not visible during the visual inspection), but shall not include those defects that should or could have been discovered using said due diligence. In submitting a proposal, an Offeror shall consider, and acknowledges they are fully aware of, the physical condition, age, and operational history of the tanks and components and accepts all risks associated therewith.

Any modifications to the facilities during the term of the contract, such as, but not limited to, telecommunications antenna installations, approved by the Town shall be communicated to the

Contractor prior to installation and may warrant an increase in the maintenance cost/annual fee, based upon the actual impact or lack thereof of to the maintenance operations and scope of services created by the modifications to the facilities, if applicable.

Offerors must demonstrate in their proposal that they meet the required qualifications and possess the experience, capability, and capacity to support the Town’s water tank maintenance objectives.

The resulting contract shall include tank maintenance services and any related services or materials necessary to maintain the Town’s tanks and related infrastructure, including but not limited to the items specifically listed herein. The Contractor shall provide the equipment, supervision, labor, and materials necessary to perform the scope of work. The essential services the Contractor will be responsible for are outlined below. Please note that this list is not exhaustive;

offerors are encouraged to identify and categorize any additional services necessary to present a complete and comprehensive scope of work.

A. Annual Maintenance (Base Scope):

1. Inspection (for all three tanks)

As a minimum, the inspection scope shall conform to the recommendations and requirements of applicable American Water Works Association (AWWA) standards, including but not limited to AWWA D101, Inspection of Water Storage Tanks (latest revision). The inspection shall include all activities, evaluations, and documentation necessary to ensure the structural integrity, sanitary condition, safety, and operational reliability of each potable water storage tank.

a. Interior inspection

i. In-service Inspection (Refer to Annex-A for cycled maintenance activities)

The Contractor shall perform annual internal inspection of the potable water storage tanks using industry best practices while the tank is in service. All work shall comply with AWWA maintenance and inspection standards, including AWWA D101 (Inspection of Water Storage Tanks) and AWWA C652 (disinfection of equipment entering potable water facilities). The inspection to include the tank mixers. The inspection shall be conducted without draining the tank. The Contractor shall submit any proposed alternative method to the Town for review and approval prior to implementation.

ii. Washout Inspection (if conditions warrant)

The Town does not anticipate requiring washout inspections for any of the tanks during the base term (10 year) of the contract. However, should site conditions or operational needs warrant such an inspection, the Town reserves the right to direct the Contractor to perform a washout inspection in accordance with the requirements outlined herein.

The Contractor shall perform a full washout inspection of the potable water storage tank. The tank shall be drained, cleaned, and inspected in accordance with applicable AWWA standards, including AWWA D101 (Inspection of Water Storage Tanks), AWWA D100 (Welded Carbon Steel Tanks for Water Storage), and AWWA C652 (Disinfection of Water Storage Facilities), latest revisions. The inspection shall include removal of accumulated sediment, internal structural assessment, coating evaluation, documentation of deficiencies, and photographic/video records. Upon completion, the tank shall be disinfected and returned to service in compliance with AWWA C652.

iii. Sediment removal and cleaning of the interior (as needed) in compliance with AWWA standards.

b. Exterior inspection

i. The Contractor shall perform comprehensive inspections of the water storage tanks including but not limited to: Exterior visual inspection to include coatings, shell, roof, tower structure, and foundation. All work shall comply with AWWA maintenance and inspection standards, including AWWA D101 (Inspection of Water Storage Tanks). The contractor should evaluate coating conditions, including percent failure, blistering, scaling, or corrosion. The contractor should also perform thickness measurements (UT testing), using API-UT-21, where corrosion is suspected.

ii. Using UAVs (Unmanned Aerial Vehicles) or other state-of-the-art technologies and industry best practices is acceptable to the Town and in compliance with the Town’s Drone Use Policy. The Contractor shall submit any proposed alternative methods or technologies to the Town for review and approval prior to implementation.

iii. Cleaning of vents, screens, overflow, and inlet/outlet structures.

c. Assessment of safety devices (fall protection, hatches, vents, overflow). Verification of safety equipment condition.

d. Structural assessment of welds, seams, anchor bolts, support structures, ladders, handrails, and appurtenances.

e. Submission of the inspection report including photos, deficiencies, and recommendations with prioritized corrective actions – if applicable.

f. The Contractor will assist with structural engineering and analysis for the Town in regard to:

i. Existing cellular, communications antennas, and other infrastructure.

ii. Future cellular and/or other communications antennas and other infrastructure, to include antenna replacements, relocations, or upgrades proposed by the existing lessees.

iii. Design of the relocation of antenna and other infrastructure as necessary for reconfiguration and compliance with all legal, safety, and load requirements.

Should the Town request the Contractor to install or relocate any such infrastructure, the associated additional scope of work and cost shall be negotiated and authorized through a written amendment executed by both parties. The offeror should provide hourly rates for professional engineering services as part of their offer in response to this RFP.

iv. The Contractor shall provide coordination services with cellular companies and other lessees for the temporary relocation of antennas, and/or equipment during any repainting, recoating or repair activities, as required.

2. Repairs (for all three tanks)

The Contractor shall perform localized repairs necessary to restore functionality or correct deficiencies following AWWA standards and manufacturer specifications, including:

A. Surface touchups and corrosion mitigation and spot repairs on interior or exterior coatings.

B. Patching or sealing leaks.

C. Replacement of damaged vent screens, ladders, handrails, access hatches, or safety equipment.

D. Repair or replacement of the tanks mixers, as needed.

E. Minor structural repairs such as weld patching or bolt replacement.

F. Repair of small areas of corrosion or steel loss.

G. Disinfection of tank after repairs that affect the water interior.

H. Ensure repair quality and documentation.

3. Emergency Services (for all three tanks)

The Contractor will provide emergency services, when requested, to perform all repairs covered under this Contract. The Contractor shall be able and committed to providing rapid on-call emergency response for urgent issues affecting public safety and welfare, including:

A. Leak response and temporary containment.

B. Immediate cleaning or disinfection if contamination occurs.

C. Emergency repairs to restore operability or prevent tank breaches.

D. Structural or component failure assessment and stabilization.

If the assessment indicates that further evaluation is warranted and major structural repairs may be necessary, the cost for structural evaluation by a Professional Structural Engineer licensed in Virginia, as well as any major repairs, shall be covered under separate task order(s).

E. Submission of an emergency incident report and recommendations for further action.

4. Excluded Items (for all three tanks)

The resulting contract does not include compensation to the Contractor for the following:

A. Any latent defects of the tank or its components (i.e., corrosion from the underside of the floor plates or corrosion in areas not accessible to maintain).

B. Other conditions which are beyond the Town's and Contractor's control, including, but not limited to: acts of God and acts of terrorism. Acts of terrorism include, but are not limited to, any damage to the tank or tank site which results from unauthorized entry of any kind to the tank site or tank.

C. Repair of any antennas on the elevated tanks.

D. Sampling after disinfection of the tank.

E. Draining of the tank for wash-out inspection.

B. Renovations (Options):

1. Option-1: Renovation and Re-Painting of 1M-ga Tank

Based on the findings of the most recent inspection and conditions assessment performed in 2023 and 2024, the tank is anticipated to require full renovation of both its exterior and interior surfaces in the year 2027. This renovation effort shall be priced as a separate Contract Line-Item Number (CLIN) in the proposal.

The selected Contractor shall furnish all labor, materials, equipment, and services necessary to perform a complete renovation of the tank to restore it to a fully compliant and operational condition. Required renovation services shall include, but are not limited to:

a. Repair/renovate Ladders, Platforms, Handrails or Stairs.

b. Correct the bottom of the roof vent screen to sit 8” above the roof.

c. Install #24 corrosion resistant mesh around the side vent.

d. Install a designated overflow.

e. Repair daylighting noted in the roof.

f. Repair coating failure & corrosion.

g. Interior coating removal and full recoating

i. Sandblast all interior surfaces to bare metal according to SP#10, near white.

ii. Apply one (1) full prime coat sf MAB 54-PG-1 gray epoxy primer at 4 mils dry (7 mils wet), or an equivalent product approved by the Town.

iii. Apply one (1) full intermediate coat of MAB 54-G-161 gray epoxy at 5 mils dry (9 mils wet), or an equivalent product approved by the Town.

iv. Apply one (1) full finish coat of MAB 54-G-161 gray Epoxy at 5 mils dry (9 mils wet), or an equivalent product approved by the Town.

v. Sterilize using the Spray method in accordance with AWWA C652 Method #2

(Disinfection of Water-Storage Facilities).

h. Exterior coating removal and full recoating

i. Pressure wash exterior using 3,000 psi pressure washers.

ii. Clean all rusted and paint failed areas in accordance with SP #3, power wire brush.

iii. Spot prime all bare metal surfaces using MAB 44 series epoxy mastic 4 mils dry (4.5 mils wet), or an equivalent product approved by the Town.

iv. Apply one (1) full intermediate coat of MAB 44 series epoxy mastic to all exterior surfaces at DFT (Dry Film Thickness) 4 mils dry (4.5 mils wet), or an equivalent product approved by the Town.

v. Apply one (1) full finish coat of MAB 890 series polyurethane to all exterior surfaces at 3 mils dry (4.5 mils wet), or an equivalent product approved by the Town.

i. The Contractor shall furnish, install, operate, maintain, and remove a temporary frac tank (43’ long, 8’ wide 11’ tall tractor trailer), or equivalent system proposed by the contractor and approved by the Town, to maintain the adequate head, provide the required chlorine contact time (CT) for regulatory disinfection and filters backwash when the existing water storage tank is removed from service for renovation.

2. Option-2: Re-Painting of 200k-ga Tank

Based on the findings of the most recent inspection and conditions assessment (2026), the storage tank is anticipated to require full renovation of both its exterior and interior surfaces in the year 2034. This renovation effort shall be proposed as an option and priced as a separate Contract Line- Item Number (CLIN) in the proposal.

The selected Contractor shall furnish all labor, materials, equipment, and services necessary to perform a complete renovation of the tank to restore it to a fully compliant and operational condition. Required renovation services shall include, but are not limited to:

a. Interior coating removal and full recoating

i. Interior surfaces shall be prepared according to SSPC-SP10/NACE 2 Near-White Blast

Cleaning with a minimum angular anchor profile of 2.0 mils.

ii. Interior primer coat shall consist of Tnemec Series 94-H20 Hydro-Zinc at DFT (Dry

Film Thickness) 2.5 – 3.5 mils, or an equivalent product approved by the Town.

iii. To all welded/lap seams and pitted areas, apply Tnemec Series 94-H20 Hydro-Zinc, or an equivalent product approved by the Town.

iv. Interior final coat shall consist of Tnemec Series FC22 at DFT 20.0 – 30.0 mils, or an equivalent product approved by the Town.

v. The Contractor to comply with NSF/ANSI 61 and AWWA C652 (Disinfection of Water-

Storage Facilities) for all interior coating materials.

b. Exterior coating removal and full recoating

i. Exterior surfaces shall be prepared according to SSPC-SP6/NACE 3 Commercial Blast Cleaning with a minimum angular anchor profile of 2.0 mils.

ii. Exterior primer coat shall consist of Tnemec Series 94-H20 Hydro-Zinc at DFT 2.5 –

3.5 mils, or an equivalent product approved by the Town.

iii. All exterior painting shall be roller applied to minimize the potential for escaping paint. The exterior coating shall have two coats over the primer coat as follows:

Field Intermediate Coat shall be Tnemec Series 66HS Hi-Build Epoxoline at DFT

3.0 – 4.0 mils, or an equivalent product approved by the Town.

Field Finish Coat shall have a color which matches the exterior of the existing elevated water tanks and shall be Tnemec Series 72 Endura-Shield at DFT 2.0 –

3.0 mils, or an equivalent product approved by the Town.

SECTION 3: OFFEROR REQUIREMENTS

The following items will be used by the Town to determine an Offeror’s responsibleness. A responsible Offeror is one who has the capability, in all respects, to fully perform the contract requirements, and the moral and business integrity and reliability that will good faith performance of the contract and compliance with all applicable requirements and specifications. All offerors must submit documentation to demonstrate that they meet the requirements listed below with their proposal. Failure to provide any of the required documentation may be cause for proposal or Offeror to be deemed non-responsible or non-responsible and/or outright rejected.

MINIMUM QUALIFICATIONS:

Letters of Recommendation Requirement: The Offeror should submit with its proposal at least three (3) letters of recommendation from a current or former municipal government client, such as a town, city, or county, (preferably located in the Commonwealth of Virginia) for whom the Offeror has successfully performed services of a similar scope, complexity, and nature under a comparable contract. The utility/municipality should be similar in size and operational needs to the Town of Purcellville whenever practicable. The letters should attest to the Offeror’s satisfactory performance, professionalism, quality of work, responsiveness, and ability to meet contractual obligations.

Offerors should have a minimum of five (5) years of commercial experience providing services similar to those requested in this solicitation. While not required, Offerors with ten

(10) or more years of relevant experience are preferred.

Offeror is not debarred, suspended, or otherwise excluded from participation in procurement by any government agency.

Offeror and all applicable staff are properly licensed in the Commonwealth of Virginia.

Offeror is registered to transact business in the Commonwealth of Virginia

SECTION 4: PROPOSAL SUBMISSION INSTRUCTIONS

Format: Documents marked with an asterisk (*) must be completed and returned as part of the Offeror’s submission. Offerors may submit the required documents as a single, consolidated file or as separate individual files.

Failure to complete and return all required documents, or omission of required information, may result in the Offeror being deemed non-responsive and/or non-responsible and disqualified from further consideration.

1. Executive Summary* The Executive Summary shall provide a concise overview of the Offeror’s qualifications and approach to successfully performing the services described in this Request for Proposals (RFP). At a minimum, the Executive Summary should demonstrate the Offeror’s technical qualifications, proposed methodology, and work plan for accomplishing the required scope of work. The summary should also identify key personnel and their relevant experience, outline the Offeror’s safety program and commitment to workplace safety, present the proposed project schedule, and describe the firm’s current capacity and resources available to perform the work. Additionally, the Executive Summary should address the Offeror’s ability to provide any optional services, tasks, or alternatives identified in the RFP. The information provided should clearly convey the Offeror’s understanding of the Town’s requirements and its ability to deliver the requested services in a timely, efficient, and professional manner.

2. Cover Sheet: RFP Submission Form*

3. Attachment A: Offeror Data Sheet Form*

4. Attachment B: State Corporation Commission Identification Number Form*

5. Attachment C: Trade Secrets or Proprietary Information Form, inclusive of redacted version of proposal if applicable*

6. Attachment D: Certification Regarding Debarment, Suspension, and Other Responsibility Matters Form*

7. Attachment E: Insurance Requirements Form*

8. Attachment F: Exceptions to Terms, Conditions, and Insurance Requirements*

9. Attachment G: Delivery Method (of Submission) Offerors have two options for submitting proposals. Submissions may be made electronically through eVA or by hard copy.

a. ELECTRONIC SUBMISSION:

o See Attachment G for instructions.

b. COPY SUBMISSION:

o Place one (1) original of each of the above documents, fully completed and in a sealed, opaque envelope.

o To be delivered to: Town of Purcellville 221 S. Nursery Avenue Purcellville, VA

20132, to be marked as: Water Storage Tank Maintenance RFP# EN-2026-14.

Sealed proposals must be received by the Procurement Specialist by DUE DATE AND TIME, or as revised via subsequent addenda, if applicable. Only proposals placed on included forms and including all of the requested documents may be considered responsive. All applicable forms are located in the attachments herein.

It is the sole responsibility of the business, firm or individual to submit a proposal on time.

Participants are strongly advised to submit their proposals well in advance of the submission deadline. The time of submission will be solely based on the decision and determination of the Town employee who receives the proposal and that decision will be final. All proposals received late will not be considered and will be made part of the procurement file by the Town. No facsimile or email proposals will be considered.

All proposals and submitted forms and materials become the sole property of the Town of Purcellville and will not be returned. All costs and expenses of any kind associated with participation in this solicitation process and RFP shall be the sole responsibility of the participating firms or individuals.

10. Attachment H Cost – See Proposal Cost Schedule*

SECTION 5: EVALUATION AND AWARD

Evaluation Criteria

Category Sub-Criteria Weight

A. Technical Qualifications Firm experience, certifications, past performance 30%

B. Methodology & Work Plan

Inspection plan, cleaning approach, QA/QC 10%

C. Key Personnel Qualifications, certifications, confined-space experience

20%

D. Safety Program OSHA compliance confined-space approach, safety record

10%

E. Project Schedule & Capacity

Ability to meet timelines, staffing, equipment availability

10%

F. Cost Proposal Price reasonableness, cost breakdown, escalation approach

20%

Total 100%

This Contract may be awarded to the top ranked Offeror(s) based solely on evaluation of the proposal with regards to the Annual Maintenance (Base Scope), as found in Section 2.A., above.

Options contained in the RFP are required to be priced by all Offerors, price shall be evaluated as stated herein when determining award of the Contract. The scope of work for Renovation Options, as found in Section 2.B. and described therein, is not guaranteed by the Town and is subject to Town approval and appropriations and potential negotiations by the Town with the successful offeror following award of the Contract.

The Town reserves the sole right, depending on the availability and appropriation of funds, to award the Contract with or without the Options based on the proposals received.

Evaluation Process: After the Evaluation Committee has reviewed and scored all proposals, two or more of the highest-ranked and fully qualified Offerors shall be invited to participate in an clarification and negotiation session. Following the completion of any necessary clarifications and negotiations, the Evaluation Committee will consider the information obtained during the sessions, along with the Offerors’ proposals, and may revise its rankings as appropriate.

The Town may request Best and Final Offers (BAFOs) from the Offerors at the conclusion of the negotiation process. The Town will then select the Offeror(s) whose proposal is determined, in the Town’s sole discretion, to be in the best interest of the Town.

If the Town determines, in writing and in its sole discretion, that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified than the others under consideration, the Town may negotiate and award a contract to that Offeror.

Evaluation criteria details o All Evaluation Committee members will evaluate Offeror’s proposals based on the criteria herein and weighted per the above Evaluation Criteria.

Each proposal shall be evaluated and scored individually, after which the scores from all evaluators will be aggregated to determine the overall results.

Negotiations will be conducted as scheduled by the Procurement Specialist with the Evaluation Committee.

SECTION 6: CONTRACT AGREEMENT

A. Award of Contract: The award document will be a Contract incorporating by reference this

RFP, and all the requirements, terms, and conditions of the same, and the Offeror’s submission as negotiated, if applicable.

Prior to full execution of the Contract, the Town may issue an Intent to Award as a public notice while final contract terms and conditions are being completed. The Notice of Award (NOA) shall be issued only after the Contract has been fully executed by all required parties.

B. Contract Term: The base term for this Contract shall be for a period of ten (10) years starting from date that the contract is fully executed. The Town reserves the option to renew the contract for two (2) additional terms of five (5) years each, for a total possible contract term of 20 years. Any renewal shall be based on the same terms and conditions as the initial term with the exception of the price or rates. Prices or rates and subsequent are guaranteed for the initial term. Any increases after the initial term period shall be mutually agreed to by the parties. The renewal of the contract term will be based on price, service capability, product availability and appropriation of funds.

C. The successful Offeror shall, within seven (7) calendar days after prescribed documents are presented for signature, execute and deliver to the Town the Contract, all required insurance certificates, insurance endorsements, and any other documents required by the solicitation.

The Contractor agrees that no work shall commence until all required insurance certificates and policy endorsements have been received and approved by the Town.

D. Upon making an award of the Contract, the Town will place the appropriate notice of award on the bid board of its official website www.purcellvilleva.gov and/or on https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp .

E. The Town reserves the right to cancel this solicitation at any time and reject any or all proposals without liability for proposal preparation costs. The Town further reserves the right to accept or reject all or any part of any proposal, waive informalities, and award the contract to best serve the interest of the Town. Informality shall mean a minor defect or variation of a proposal from the exact requirements of the Request for Proposal which does not affect the price, quality, quantity, or delivery schedule for the goods, services or construction being procured.

SECTION 7: TERMS AND CONDITIONS

This solicitation and the resulting Contract are and will be governed by the terms and conditions as found in the following attachments:

1. Attachment I: Standard Contracting Terms and Conditions

2. Attachment J: Virginia Public Procurement Act Requirements

3. Attachment K: Special Contracting Terms and Conditions http://www.purcellvilleva.gov/ https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp

ATTACHMENT A:

OFFER DATA SHEET

Note: The following information is required as part of your response to this solicitation. Failure to complete and provide this sheet may result in finding your offer nonresponsive.

Qualification: The Offeror should have the proven capability and capacity in all respects to satisfy fully all the contractual requirements.

Offeror’s Point of Contact:

Name: Phone: Email:

Years in Business: Offeror should have at least five (5) years of experience successfully providing this type of goods and services.

o Indicate the length of time you have been in business providing this type service:

Years Months

I certify the accuracy of this information.

Signed/Date : Title:

ATTACHMENT B:

STATE CORPORATION COMMISSION IDENTIFICATION NUMBER

All Offerors organized or authorized to transact business in the Town pursuant to Title 13.1 or Title 50 shall include in the submission the identification number issued to it by the State Corporation Commission. Any Offeror that is not required to be authorized to transact business in the Town as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law shall include in the submission a statement describing why the Offeror is not required to be so authorized. See Section 2.2-4311.2 of the Code of Virginia, as amended.

Any Offeror that fails to provide the information required by this Section shall not receive an award under this solicitation.

1. Enter State Corporation Identification Number:

2. Enter Statement below if required:

***For Offerors who need to register, please visit the following link to do so prior to submission to solicitation:

ATTACHMENT C:

TRADE SECRETS OR PROPRIETARY INFORMATION

Trade secrets or proprietary information submitted by an Offeror in connection with this procurement transaction shall not be subject to public disclosure under the Virginia Freedom of Information Act. However, Section 2.2- 4342 (F) of the Code of Virginia, as amended, states that the Offeror must invoke the protection of this section prior to or upon submission of the data or materials and must identify the data or materials to be protected and state the reasons why protection is necessary.

Please mark one:

( ) No the proposal submitted does not contain any trade secrets and/or proprietary information.

( ) Yes, the proposal submitted does contain trade secrets and/or proprietary information.

If Yes is selected above, please clearly identify below the exact data and/or other materials to be protected, and list all applicable pages of the proposal document(s) containing such data and/or materials:

The proprietary or trade secret material submitted must be CLEARLY IDENTIFIED by some distinct method, such as highlighting or underlining, within the body of the proposal document(s) and must indicate only the specific words, paragraphs, pictures, or figures that constitute trade secrets or proprietary information. The classification of an entire submission document(s), line-item prices, and/or total quote prices as proprietary or trade secrets is not acceptable and will result in rejection of the submission.

State the reason(s) why protection is necessary:

If the data and/or materials to be protected are not identified above and within the body of the proposal document(s) and the reason(s) for protection are not provided, the Offeror will not have invoked the protection of Section 2.2-4342(F) of the Code of Virginia, as amended. Accordingly, effective upon award of the agreement, the proposal will be open and available for public inspection consistent with all applicable law.

( ) If any portions of the submitted proposal require redactions, please provide a second copy of your submission, labeled as REDACTED VERSION of IFB/RFP Number: EN-2026-14. This is the version of the submission that will be released upon request from a qualified party.

ATTACHMENT D:

CERTIFICATION REGARDING DEBARMENT, SUSPENSION,

AND OTHER RESPONSIBILITY MATTERS

1. Certification By signing this certification, the Offeror certifies to the best of its knowledge and belief that:

The Offeror and/or any of its principals:

• Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal, state, or local department or agency;

• Within a three-year (3) period preceding this offer, have not been convicted of or had a civil judgment rendered against them for:

o Commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or contract;

o Violation of antitrust statutes;

o Embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

• Are not currently indicted or otherwise criminally or civilly charged by a government entity with any of the offenses listed above;

• Have not had one or more public transactions terminated for cause or default within the past three years.

Where the Offeror is unable to certify to any of the above statements, the Offeror shall attach an explanation to this certification.

2. Instructions for Certification This certification is a material representation of fact upon which reliance will be placed when entering into a contract. If it is later determined that the Offeror knowingly rendered an erroneous certification, in addition to other remedies available, the contracting agency may terminate the contract for cause or default.

3. Signature

Offeror Name:

ATTACHMENT E:

INSURANCE REQUIREMENTS

The Contractor agrees to carry the following insurance coverages and policy endorsements deemed by the Town to be appropriate to this Contract and provide a Certificate of Insurance evidencing the required insurance coverages and copies of the required policy endorsements, to the Town prior to commencing work.

1. At all times during the term of this Contract, the Contractor will maintain general, products completed operations, professional (legal) liability (errors and omissions), and excess (umbrella) coverage, with not less than the minimum limits that follow this paragraph. Coverage is to be on an occurrence basis only with an insurer licensed to conduct business in the Commonwealth of Virginia. The insurer must have an A.M. Best rating of A- or better. The Contractor’s general liability and excess liability policies must be endorsed to name the Town of Purcellville as an additional insured. The insurance provided in the additional insured endorsement shall be primary and without contribution from such other insurance provided or available to the additional insured. Any additional insured endorsement will be rejected if it includes an exclusion of completed operations coverage, unless a separate endorsement for that coverage is attached. All endorsements must be issued by the Contractor’s insurance company. A notation of additional insured status on the Certificate of Insurance is not sufficient. Prior to the commencement of work under the Contract, the Contractor shall provide the Town with a Certificate of Insurance and all insurance endorsements evidencing compliance with all insurance requirements in this paragraph.

$1,000,000 each occurrence (bodily injury and property damage) $2,000,000 general aggregate products completed operations aggregate Excess Liability coverage - $1,000,000 each occurrence with a $2,000,000 aggregate (If applicable) Professional (legal) liability coverage (errors and omissions) -

$1,000,000 each occurrence and $5,000,000 aggregate

2. At all times during the term of the Contract, any Contractor with three or more employees will maintain workers’ compensation coverage in compliance with the laws of the Commonwealth of Virginia. The coverage must have statutory limits and be with an insurer licensed to conduct business in the Commonwealth of Virginia. The insurer must have an A. M. Best rating of A- or better. As an alternative, it is acceptable for the Contractor to be insured by a group self-insurance association that is licensed by the Virginia Bureau of Insurance. The Contractor will also carry employers’ liability insurance with not less than the minimum limits that follow this paragraph. Prior to the commencement or any work under the Contract, the Contractor shall provide the Town with a Certificate of Insurance evidencing compliance with all insurance requirements under this paragraph.

$1,000,000 bodily injury each accident $1,000,000 bodily injury by disease each employee $1,000,000 bodily injury by accident or disease policy aggregate

3. At all times during the term of this Contract, the Contractor will maintain automobile liability insurance with not less than the minimum limits that follow this paragraph. The coverage is to be written only with a symbol “1” or “any auto.” The insurer must be licensed to conduct business in the Commonwealth of Virginia. The insurer must have an A. M. Best rating of A- or better. The Town of Purcellville must be endorsed as an additional insured on the Contractor’s automobile liability policy. The endorsement must be issued by the Contractor’s insurance company. A notation on the Certificate of Insurance is insufficient. The insurance provided is primary and without contribution from such other insurance provided or available to the Town. Prior to the commencement or any work under the Contract, the Contractor shall provide the Town with a Certificate of Insurance and all endorsements evidencing compliance with all insurance requirements under this paragraph.

$1,000,000 combined single limit each accident

4. All coverages required herein are to be evidenced by a Certificate of Insurance issued by the

Contractor’s insurer or insurance agent. The Town’s additional insured status must be by endorsement to the Contractor’s insurance. A copy of the Certificate of Insurance and all required additional insured endorsements must be provided to the Town within seven (7) days following final execution of the Contract. The Contractor agrees no work shall commence until the Town has received and approved all insurance certificates and policy endorsements. The endorsement(s) naming the Town as an additional insured must remain in force during the entire term of the Contract.

5. The insurance provided in the endorsements naming the Town as an additional insured required herein shall be primary without contribution from any such other insurance provided or available to the Town.

6. Waiver of subrogation required. The Contractor’s insurer shall waive rights of subrogation against the Town and its officers, officials, employees, agents, assigns and volunteers under the Contractor’s general liability, automobile liability, umbrella liability and workers’ compensation policies. The waiver of subrogation must be specified by endorsement and properly indicated on the Certificate of Insurance.

7. The Contractor’s insurer or insurance agent must provide thirty (30) days’ notice of cancellation [ten (10) days for non-payment] to the Town of any insurance or endorsements required herein. Such notice may be provided by one of the following three methods:

A note on company letterhead that the Town will receive such notice of cancellation.

This may be on the letterhead of the agent, the broker, or the insurance company, and not include a blanket disclaimer of liability upon failure to give such notice.

A separate endorsement specifying the notice required, or A copy of a policy provision regarding such notice.

8. The Contractor and any subcontractor will not commence any work under the Contract until the Town has received and approved all required Certificates of Insurance and endorsements.

9. Failure to maintain all required insurance, endorsements and Certificates of Insurance constitutes grounds for immediate termination of the Contract by the Town or cessation of all activities by the Contractor until all insurance requirements are met, at the sole discretion of the Town.

10. The Contractor shall require the same insurance coverage from its subcontractors as the

Town requires of the Contractor under this Contract. Compliance by the Contractor and any of its subcontractors with the insurance requirements under this Contract shall not relieve the Contractor or any subcontractors of their liabilities and obligations under this Contract.

Nothing contained herein shall be construed to create a contractual relationship between the Town and the Contractor or any subcontractor of the Contractor. The Contractor shall be fully responsible to the Town for the acts and omissions of the Contractor’s employees, the Contractor’s subcontractors, and the employees of any subcontractor.

11. Neither the Town, Town Manager, nor the Town’s Project Manager shall have any obligation to review any Certificates of Insurance or endorsements provided by the Contractor or any subcontractor or to check or verify the Contractor’s or any subcontractor’s compliance with any and all requirements regarding insurance imposed by the Contract. The Contractor and any subcontractor agree that they are fully liable for the amounts and types of insurance coverage required herein and they acknowledge that they are not excused should any policy, endorsement or Certificate of Insurance provided by the Contractor or any subcontractor not comply with the Contract’s insurance requirements.”

12. In the event the Contractor cannot meet the specifications required by these insurance requirements, alternate insurance coverage, satisfactory to the Office of the Town Manager, or his designee, may be considered.

13. Indemnification and Hold Harmless – To the extent permitted by law, the Contractor shall indemnify, defend, and hold harmless the Town including its Council members, officers, employees, volunteers, and agents from and against all losses, claims, damages, suits, actions, liabilities, and expenses, including court costs and reasonable attorney fees arising from any material default or breach by the Contractor of its obligations specified in the Contract, as well as all claims arising from errors, omissions, mistakes, negligent acts or willful and intentional acts of the Contractor, its officers, agents and employees and any subcontractors. Further, the Contractor shall assume the entire responsibility and liability for any and all damages of any kind including to persons or property caused by or resulting from or arising out of any negligent act or willful or intentional act, error, omission or mistake on the part of the Contractor, its subcontractors, its agents or its employees under or in connection with the Contract. The Contractor shall indemnify and hold harmless the Town and its Council members, officers, employees, volunteers and agents from and against any and all losses, claims, damages, suits, actions, liabilities, and expenses, of any kind, including court costs and reasonable attorney fees, which the Town may suffer, pay or incur as the result of any claims, actions or suits due to and arising out of or in connection with any and all such damage, real or alleged. The Contractor shall, upon a written demand by the Town, assume and defend at the Contractor's sole expense any and all such claims, suits or legal actions and pay all damages, fees, and costs due.

14. The Contractor understands that the Town as a political subdivision of the Commonwealth of

Virgina cannot indemnify or hold harmless any other party.

The Offeror understands the Town Contractor Insurance Requirements in Attachment E herein and is capable of and will comply with all insurance requirements if awarded the Contract:

Authorized Representative:

Title:

ATTACHMENT F:

Exceptions to Terms, Conditions, and Insurance Requirements

At the time of proposal submission, the Offeror shall identify in writing any exceptions terms and conditions of this solicitation, including any exceptions to the Town’s insurance and liability requirements. Each exception shall be clearly identified and accompanied by the Offeror’s proposed alternative language, if applicable.

The Offeror shall identify below any exceptions to the solicitation requirements. Any exception must be clearly described and include the Offeror’s proposed alternative language, if applicable.

If the Offeror has no exceptions, the Offeror shall check the box below and sign the form.

☐ NO EXCEPTIONS – The Offeror has reviewed the solicitation documents and has no exceptions, exclusions, qualifications, or proposed modifications to the Town’s terms, conditions, insurance, indemnification, or liability requirements.

☐ EXCEPTIONS ARE IDENTIFIED BELOW – The Offeror has identified all exceptions below.

Exceptions

Solicitation Section / Page

Requirement Being Excepted

Description of Exception or Proposed Modification

Proposed Alternative Language

Solicitation Section / Page

Requirement Being Excepted

Description of Exception or Proposed Modification

Proposed Alternative Language

Additional Exceptions:

If additional space is required, attach additional pages clearly identified as “Offeror Exceptions Form – Continued.”

Authorized Representative:

ATTACHMENT G:

Document Submission

Instructions via eVA

Effective January 1, 2025, Offerors now have the option, but are not required to, submit their documents via The Commonwealth of Virginia's eProcurement System: eVA. Please note the following important guidelines regarding document uploads:

File Size Limit: The maximum allowable file size for any individual document is 80MB.

Documents exceeding this size will not be accepted by the eVA platform.

Document Splitting: If a document exceeds the 80MB size limit, bidders/offerors must split the document into smaller, logical sections and upload each section separately.

Document Review: Offerors are encouraged to review their files prior to submission to ensure compliance with the size limit.

Upload Confirmation: Bidders/Offerors are encouraged to confirm a successful upload in eVA after their submission is completed.