Nutrient Credit IFB CA-24-02.pdf

COUNTY OF LOUISA, VIRGINIA

INVITATION FOR BID (IFB)

FOR

NUTRIENT CREDITS FOR SYNTHETIC TURF FIELD

INSTALATION PROJECT

IFB# CA-24-02

FEBRUARY 26, 2024

INVITATION FOR BID

(IFB)

Issue Date: February 26, 2024 IFB# CA-24-02

Title: Nutrient Credit for Synthetic Turf Fields Installation Project

Issuing Agency: County of Louisa, Virginia

Attn: Sam Massie

1 Woolfolk Avenue

Louisa, VA 23093

Location Where Work Will Be Performed: County of Louisa, Virginia

Period of Contract: From TBD Through TBD

Renewable: N/A

Sealed Bids Will Be Received Until: Thursday, March 7, 2024 at 3:30 P.M. local prevailing time

Direct All Inquiries for Information To: Sam Massie, Purchasing Coordinator

1 Woolfolk Avenue

Suite 304

Louisa, VA 23093

(540) 967-3404 smassie@louisa.org

IF BIDS ARE MAILED, SEND DIRECTLY TO ISSUING AGENCY SHOWN ABOVE. IF BIDS ARE

HAND DELIVERED, DELIVER TO:

County of Louisa

Louisa County Administration Building

Attn: Sam Massie

Finance Department, 2nd Floor

1 Woolfolk Avenue

Louisa, Virginia 23093

Note: This public body does not discriminate against faith-based organizations in accordance with the

Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

INVITATION FOR BID TITLE PAGE

INVITATION NUMBER: CA-24-02 ISSUE DATE: 2/26/2024

TITLE: Nutrient Credit for Synthetic Turf Fields Installation Project

In compliance with this Invitation for Bid and to all the conditions imposed herein, by signing below, Bidder:

(1) Offers and agrees to furnish the goods/services in accordance with the attached signed bid;

(2) Agrees that upon Louisa County’s written acceptance of Bidder’s response to the Invitation to Bid, a valid and binding contract for services exists between Bidder and Louisa County;

(3) Agrees that the Contract Documents will consist of, and only of, the Invitation for Bid, the County of

Louisa, Virginia Standard Terms and Conditions and Bidder’s response to the Invitation for Bid;

(4) Certifies and warrants that the individual signing on Bidder’s behalf is authorized to bind the Bidder in any and all contractual matters relating to this Invitation for Bid;

(5) Certifies and warrants that neither Bidder, nor the individual signing on Bidder’s behalf, has any business or personal relationships with any other persons, including Louisa County employees, or companies that are in conflict with the Commonwealth of Virginia’s Conflict of Interest Act, or the County of Louisa, Virginia

Standard Terms and Conditions; and,

(6) Certifies and warrants that the Bidder is properly licensed for providing the goods/services specified in the

Invitation for Bid and has the appropriate License or Certificate and classification(s) required to perform the work included in the scope of the bid documents, prior to submitting the bid, in accordance with Title 54.1, Chapter 11 of the Code of Virginia. If a bidder shall fail to obtain the required license prior to submission of his bid, he shall be deemed to be in violation of § 54.1-1115 of the Code of Virginia (1950), as amended, and his bid will not be considered.

Sign in ink and type or print requested information.

Legal Name and Address of Firm:

Date:

By:

(Signature)

Name:

FEI/FIN/SSN: (Please Print)

Fax Number: Title:

E-mail Address: Telephone Number:

Please provide the following if applicable to this IFB:

Virginia Contractor License # SCC ID #

Bidder shall ascertain prior to submitting a response that all Addenda issued have been received and shall acknowledge receipt and inclusion of all Addenda here:

Addendum #: Date Issued:

Information the Bidder deems Proprietary is included in this response in the separate section of the bid identified immediately below.

This Title Page MUST be Submitted as Part of your Bid

TABLE OF CONTENTS FOR IFB # CA-24-02

PAGE

I. PURPOSE 5

II. STATEMENT OF NEEDS/SCOPE OF SERVICES 5

III. BIDDER’S INSTRUCTION 6

IV. METHOD OF SELECTION 8

V. COUNTY OF LOUISA STANDARD TERMS AND CONDITIONS 9

VI. BID PRICE SHEET 23

I. PURPOSE:

Furnish all tools, labor, and equipment necessary to provide nutrient credits in York River Watershed

(HUC 02080106) to the County of Louisa in accordance with the enclosed general terms, conditions and specifications.

II. STATEMENT OF NEEDS/ SCOPE OF SERVICES:

A. Purpose

The intent and purpose of this Invitation for Bid is to establish a contract with a qualified supplier to furnish and provide nutrient credits in the York River Watershed (HUC 02080106) to the County of

Louisa, Virginia (the “County”) in accordance with the enclosed general terms, conditions and specifications.

B. Specifications/Requirements

1. The Contractor(s) shall provide four (4) nutrient credits in the York River Watershed (02080106) for the Synthetic Turf Fields Installation Project – near 1009 Davis Hwy, Mineral, VA 23117.

2. All pricing shall be inclusive of all applicable taxes, fees, etc. No additional costs will be allowed outside the pricing shown on the Bid Form.

C. Invoice/Bill of sale Requirements

1. The Contractor(s) shall invoice Louisa County Board of Supervisors (the Board) for all contracted nutrient credits within fourteen consecutive calendar days after the receipt of purchase order. The invoice shall be sent by email or mail to:

Louisa County Board of Supervisors

Chris Coon, Deputy County Administrator

1 Woolfolk Avenue, Suite 304

Louisa, Virginia 23228-23093

2. The Contractor(s) shall provide the Board a Bill of Sale for all contracted nutrient credits within seven consecutive calendar days of receiving invoice payment. The Bill of Sale shall be sent by email or mail as specified in Section I, Item C(1).

D. Contract Award

Contract award shall be made to the bidder(s) who submits the lowest unit price for each line item.

Multiple contracts may be awarded to fulfill the Board’s nutrient credit need. If all 4 nutrient credits in HUC 02080106 are not able to be contracted with the lowest responsive and responsible bidder, the

County will award a contract to the lowest bidder for all of their available pounds of nutrient credits in HUC 02080106. The County will then award a contract to the next lowest bidder for all their available pounds of nutrient credits, and so on until all 4 nutrient credits in HUC 02080106 have been contracted. The County will not contract for more than 4 nutrient credits in HUC 02080106.

III. BIDDER’S INSTRUCTION:

A. BID PREPARATION:

1. Bidders may submit any questions or requests for additional information regarding the project in written format by February 29, 2024. All questions shall be directed to Sam

Massie at smassie@louisa.org or via fax at (540) 967-3439. A formal clarification will be sent out in writing on March 1, 2024, to all known potential bidders.

2. The Bidder must submit a bid, which demonstrates and provides evidence that the Bidder has the capabilities, professional expertise, and experience to provide the necessary services as described in this IFB. The Bidder shall ensure that all information required herein is submitted with the bid. All information provided should be verifiable by documentation requested by the County of Louisa. Failure to provide all information, inaccuracy or misstatement may be sufficient cause for rejection of the bid or rescission of an award.

3. Bids shall be signed by the authorized representative of the Bidder.

4. Bids should be prepared simply and economically, providing a straightforward, concise, detailed description of capabilities to satisfy the requirements of the IFB.

5. All expenses for making Bids to the County shall be incurred by the Bidder.

6. Bidder must be authorized to transact business in Virginia as a domestic or foreign business entity as required by the State Corporation Commission, if such is required by law. Such status shall be maintained during the term of a contract. A contract entered into by a business in violation of the requirements is voidable at the option of the public body.

B. BID SUBMISSION: The following documents must be received in our office via hard copy no later than the closing date and time stated below:

1. Signed original of the completed Invitation for Bid Title Page

2. Signed Appendix A “County of Louisa, Virginia Standard Terms and Conditions.”

3. Completed Appendix B “Bid Price Sheet.”

4. A list of client references of similar service contracts, including at least three (3) customers.

These references must include name, address, and telephone number.

5. A copy of any applicable Federal, State, or Local license required to legally perform the service, or sell the goods specified in the IFB shall be attached to the bid.

7. Bidders are reminded that changes to the IFB, in the form of addenda, are often issued between the issue date and within 5 days of the due date of the solicitation. All addenda must be acknowledged on the IFB Title Page. Notice of addenda will be posted on eVA and on the County of Louisa procurement page www.louisacounty.com/procurement. It is the bidder’s responsibility to monitor the webpage for the most current addenda.

mailto:smassie@louisa.org http://www.louisacounty.com/procurement

The IFB number and closing date must be clearly marked on the outside of the sealed envelope. Each sealed envelope containing a Bid must be plainly marked on the outside as follows:

1. Nutrient Credit for Synthetic Turf Fields Installation Project

2. IFB# CA-24-02

3. Name of the Bidder

4. Address of the Bidder

5. Due Date and Time: 03/07/24 @ 3:30 p.m.

6. A Statement reading “This container is not to be opened prior to the Bid Opening.”

Should any Bid be received which is not so identified, the bidder assumes the risk that the submission will be opened prior to the Bid Opening. Bids so opened shall be disqualified.

This solicitation will close on Thursday, March 7, 2024 at 3:30 p.m., local time prevailing.

Return the bid to:

Mail to: (US Mail) or Hand Delivery (FEDEX, UPS, etc.)

County of Louisa County of Louisa

1 Woolfolk Avenue Louisa County Administration Building

Suite 304 Finance Department, 2nd Floor

Louisa, VA 23093 1 Woolfolk Avenue

Attn: Sam Massie Louisa, VA 23093

(540) 967-3404 Attn: Sam Massie

C. SUBMISSION OF PROPRIETARY INFORMATION: All information submitted to the County in response to this solicitation will constitute public information and will be available to the public for inspection upon request pursuant to the Virginia Freedom of

Information Act (FOIA).

Pursuant to Virginia Code Section 2.2-4342 and County of Louisa Code Section 60-24, a

Bidder/Offeror may request an exception to disclosure for trade secrets or proprietary information as such is defined under Virginia Code Section 59.1-336, part of the Uniform

Trade Secrets Act.

In order to claim this exemption, the Bidder/Offeror shall perform ALL of the following:

(i) include a written request indicating Bidder/Offeror’s desire to invoke the protections of Virginia Code Section 2.2-4342 with submitted proposal materials/data; (ii) specifically identify the data or other materials to be protected by clearly labeling each page containing applicable data as PROPRIETARY; and (iii) to the County’s satisfaction, articulate the rationale for why protection for the particular data or materials is necessary. The classification of an entire bid or proposal document, line item prices and/or total bid or proposal prices as proprietary or trade secrets is not acceptable.

Without waiving sovereign immunity or any other available defenses, the County asserts that failure to meet all of these requirements will result in the data or materials being open for inspection in response to a valid inquiry under FOIA and will serve to waive any right of the Bidder/Offeror to assert a claim against the County for disclosure of trade secrets or proprietary information.

Bidder/Offeror shall be responsible for intervening and defending, at its expense, any demands made upon the County by third parties for production of any such items.

D. RECEIPT OF BIDS/LATE BIDS: It is the Bidders responsibility to ensure that his/her bid is received prior to or at the specific time and the place designated in the solicitation.

Bids received after the date and time specified shall not be considered.

Bids will be opened at the time and place stated in the advertisement, and their contents made public for the information of bidders and others interested who may be present either in person or by representative. The County personnel whose duty it is to open the bids will decide when the specified time has arrived.

Bids shall be addressed as indicated in the Advertisement for Bids and shall be delivered, enclosed in a sealed envelope, marked "Bid" and bearing the title of the work, name of the bidder, and the contractor’s license number of the bidder. Bidders shall clearly mark on the outside of the bid envelope which contract(s) they are bidding.

No responsibility will be attached to any County personnel for the premature opening of a bid not properly addressed and identified on the outside of a sealed envelope.

IV. METHOD OF SELECTION:

After the Sealed Bids have been opened, the County shall prepare a list of those contractors who have submitted bids and met the qualifications listed in this offering. Award shall be given based on the lowest responsive and responsible bidder. The County of Louisa may cancel this

IFB in whole or in part or reject any or all bids at any time prior to award. Should the County determine that a bidder is not qualified; the bidder shall be notified in writing of that determination and the reason. The award document will be a contract incorporating by reference all requirements, terms, and conditions of the solicitation of this offer.

The County reserves the right to evaluate any sources of information available.

V. COUNTY OF LOUISA STANDARD TERMS AND CONDITIONS

See Appendix A. Louisa County does not accept changes to the County of Louisa, Virginia

Standard Terms and Conditions, and any attempt by the Bidder to make such changes is in itself reason for a bid to be declared as non-responsive to the IFB and rejected by the County.

VI. BID PRICE SHEET

See Appendix B

APPENDIX B

BID PRICE SHEET

Nutrient Credit for Synthetic Turf Fields Installation Project

IFB # CA-24-02

Quantity

Needed by

County

Description Unit Unit Price

Quantity

Available from

Bidder

Extended Price

(Quantity x Unit

Price)

Nutrient Credits in

York River

Watershed