OPOTA Well Repair RFQ 6299 vfinal Ohio Buys.pdfOPOTA Well Repair RFQ 6299 vfinal Ohio Buys.pdf

www.OhioAttorneyGeneral.gov

Request for Quotations (RFQ)

RFQ # AGO-OPOTA-1025-6299

Well Repair

1.0. Overview and Purpose

The Ohio Attorney General’s Office (“AGO”) is seeking quote submissions in response to this Request for Quotations (RFQ) to secure goods or services as defined below.

Ohio Attorney General Dave Yost is an elected official who is the Chief Law Officer for the State of Ohio and its agencies, boards and commissions, pursuant to Ohio Revised Code Chapter 1091. The office consists of about 1,600 employees in nearly 40 distinct sections that advocate for consumers and victims of crime, assist the criminal justice community, provide legal counsel for state offices and agencies, and enforce certain state laws.

The Ohio Peace Officers Training Academy (OPOTA) provides comprehensive training and certification for Ohio’s law enforcement professionals. OPOTA develops and delivers basic, advanced, and specialized training programs for peace officers, corrections personnel, private security, and other public safety roles.

The purpose of this request is to solicit responses for the selection of a vendor to make necessary repairs on an existing well at OPOTA located at 1760 State Route 42 S.W. in London, Ohio. The well is used for supplying water to the Skid Training Pad for the purpose of low friction training skills. The repair is intended to restore full operational capacity.

Responders to this RFQ are referred to herein as “bidders,” “offerors,” “supplier,” or “vendors” and these references may be used interchangeably throughout this RFQ and have the same meaning.

1.1. Site Visit

A non-mandatory site visit will be held on Monday, November 17, 2025, at 10:00 a.m. to allow interested vendors to view the well. The site visit will take place at the address identified above. Attendance is not required to submit a proposal; however, vendors are encouraged to attend to gain a better understanding of the equipment and site conditions.

To help plan accordingly, vendors are asked to RSVP by 10:00 a.m. on Friday, November 14, 2025, if a representative from your company plans to attend the site visit. You may email Procurement@OhioAGO.gov with the name(s) and contact information of attendees.

1 Chapter 109 - Ohio Revised Code | Ohio Laws mailto:Procurement@OhioAGO.gov https://codes.ohio.gov/ohio-revised-code/chapter-109

2.0. Scope and Required Deliverables

The AGO requires the selected vendor to complete necessary repairs on an existing well at OPOTA in London.

The following components currently require replacement:

• The submersible pump

• All associated wiring

• 3” Schedule 120 plastic discharge piping

Additionally, the steel well casing, specifically the area where the pitless adapter protrudes through the casing, is in need of repair due to damage.

2.1. Well Information

Item Details Well ID/Name Skid Pad Well Location 1760 State Route 42 S.W.

Depth 160 feet Casing Diameter 8 inches Pump Type Deep Well Submersible Pump

• Horsepower: 7-1/2 HP

• Voltage: 460V

• Phase: 3-phase

• Pump Diameter: 6-inch

• Flow Rate: 175 GPM (gallons per minute)

• Model: Sand Fighter Pump

2.2. Scope of Work

The selected vendor shall:

• Inspect the well and diagnose issue(s).

• Provide a written report with findings and recommended repairs.

• Perform the following applicable tasks:

o Remove and inspect pump and motor.

o Clean or repair damaged casing.

o Reinstall or replace pump and motor.

o Conduct flow and water quality testing.

o Provide post-repair documentation and test results.

2.3. Materials and Equipment

All materials and equipment used must meet or exceed industry standards. The selected vendor is responsible for supplying (as applicable):

• Electrical:

o 500 ft. of 6/3 with ground (WG) electrical wire

• Pump System:

o (1) 7-1/2 HP, 460V, 3-phase, 6” Sand Fighter submersible pump

• Drop Pipe Assembly:

o 160 ft. of 3” Schedule 120 drop pipe o (3) 3” drop pipe couplings

• Wellhead Components:

o 8” pitless adapter (if needed)

• Site Preparation:

o Equipment for minor excavation

2.4. Work Timeline

• Start Date: Work is to begin within 7 calendar days following the issuance of a valid purchase order.

• Completion Deadline: All work must be completed within 21 calendar days from the date of the purchase order.

2.5. Access and Site Conditions

• Site access: The road accessing the well location is an unpaved gravel lane off of the paved main drive leading to the Skid Pad. The site is gated and is accessed by a call button at the gate,

• Site Hours: 7:00 a.m. to 4:00 p.m., Monday through Friday, excluding State of Ohio holidays.

• Coordination: The contractor must coordinate access with Lenhard Taylor, Facilities Manager.

2.6. Safety and Compliance

• All work must comply with State of Ohio laws and regulations.

• The selected contractor must follow any applicable OSHA safety standards.

2.7. Additional Deliverables

• Pre-repair inspection report.

• Post-repair summary and test results.

• Warranty information: During the warranty period, the contractor must provide any replacement parts and repair service at no additional cost to the AGO. The warranty shall commence upon delivery and acceptance of the equipment by the AGO.

3.0. Professional Experience

The selected vendor must meet quality standards set by this contract including experience with well repair, rehabilitation, or construction of similar size and complexity.

4.0. Vendor Quote Content and Submission

Vendors must provide information and responses as directed within the Ohio Buys Questionnaire and Item Grid. All responses to this RFQ must include the information listed below to ensure the quote submission is considered for this opportunity. Any material deviation from the format or information below or within Ohio Buys may result in rejection of a response.

The vendor’s responses to the information requested will allow for a well-defined comparison of the bids received. Quotes must be valid for no less than 60 days from the quote due date.

1. Quote. Bidders must provide a complete comprehensive quote. The cost of the Scope and Required Deliverables in Section 2.0. must be detailed and all fees and pricing included within the quote for review. Bidders must include and describe all direct and indirect costs associated with the quote for review.

2. Professional Experience.

A. Bidders must provide proof of current registration with the Ohio Department of Health as a Registered Private Water Systems.

B. Bidders are required to disclose any violations, fines, or litigation related to environmental or safety regulations occurring within the last five (5) years.

C. Bidders must include three (3) Attachment - Performance Questionnaire to be completed by customers of vendor. Vendors should inform these customers that the AGO may reach out to ask specific questions. Questionnaires from clients, similar to the scope of this request in size and complexity, will receive more weight.

3. Terms and Conditions. Vendors must review the RFQ and the Sample Contract and within the Questionnaire must identify and attach any vendor assumptions or exceptions to the AGO Terms and Conditions in vendor’s response and/or state if the vendor holds a current contract with the AGO and include that AGO contract number. If the selected vendor currently holds a contract with the AGO, it is within the AGO’s discretion to amend that contract to include the items solicited in this document, at the prices bid. All other terms and conditions of the existing contract will remain the same.

All responses must be submitted online via Ohio Buys no later than the date listed in the Calendar of Events.

When submitting bid files, vendors should note the following:

• All attachments should be in a searchable PDF format, unless directed differently by this document.

o When directed, other file types may be attached but only the following extensions will be allowed: .docx, .xlsx, .zip.

The AGO has the discretion to select a vendor and to reject responses that are not in the best interest of the AGO, or to cancel this solicitation. The AGO may waive minor defects and/or request clarifications in the responses if doing so does not materially deviate from the specifications or otherwise create an unfair competitive advantage. Any response, revision, improper marking, or amendment to a response or submission may be disqualified

The AGO will not be liable for any costs incurred by a vendor in responding to this solicitation, regardless of whether the AGO awards any contract(s) through this process, decides to cancel this solicitation for any reason, or issue another solicitation if it is deemed to be in the best interest of the AGO to do so.

The AGO reserves the right to negotiate all terms associated with this solicitation. It is entirely within the discretion of the AGO to permit negotiations. A vendor must not submit a response assuming that there will be an opportunity to negotiate any aspect of the response. The AGO is free to limit the negotiations to particular aspects of any response. Vendors should not base their pricing on the assumption of long-term financing by the AGO that extends beyond the upcoming biennium, which ends June 30, 2027.

The award will be made to the vendor that offers the lowest priced responsible and responsive submission.

5.0. Calendar of Events

• RFQ Issued Date November 10, 2025

• Inquiry Period Begins November 10, 2025

• RSVP Site Visit November 14, 2025; 10:00 A.M. Eastern Time

• SITE VISIT November 17, 2025; 10:00 A.M. Eastern Time

• Inquiry Deadline November 19, 2025; 11:00 A.M. Eastern Time

• Quote Due Date November 26, 2025; 11:00 A.M. Eastern Time

SITE VISIT – A non-mandatory site visit will be held to allow prospective bidders the opportunity to inspect the well location and assess site conditions relevant to the scope of work. Attendance is strongly encouraged but not required for bid submission.

RSVP – For the Site Visit by 10:00 a.m. on Friday, November 14, 2025, to Procurement@OhioAGO.gov with the name(s) and contact information of those planning to attend.

mailto:Procurement@OhioAGO.gov

6.0. Communication and Inquiries

Unless the AGO advises differently, all contact is to be in writing using the Ohio Buys website. Ohio Buys provides the primary platform for Supplier partners to engage in procurement activities with the State of Ohio. For additional information on using Ohio Buys follow the link provided below:

• Ohio Buys for Suppliers

All inquiries and responses will be posted to the Ohio Buys website. The due date for any inquiry within the intent and scope of this solicitation must be received by the date listed in the Calendar of Events.

Vendors may make inquiries regarding this solicitation any time during the inquiry period listed in the Calendar of Events and Deadlines. To make an inquiry, vendors must login to Ohio Buys, navigate to the solicitation, open the inquiry tab, and submit their inquiry. Vendors will not receive a personalized e-mail response to their question, nor will they receive notification when the question has been answered.

Vendors may view inquiries and responses on the Ohio Buys Public Solicitations page by opening the Solicitation Overview and navigating to the inquiries section of that page.

If Vendors experience technical difficulties accessing the Ohio Buys website where the solicitation and its related documents are published, they may contact the Ohio Shared Services Help Desk through one of the options listed here:

• Email OBM.ContactCenter@obm.ohio.gov and put "Ohio Buys" in the subject line.

• Phone 614-338-4781 or 1-877-644-6771.

7.0. Terms and Conditions

No work may commence until the selected vendor receives an AGO purchase order and, if determined by the AGO, an AGO contract as well as all other applicable agreements are executed.

The AGO Attachment – Sample Contract is included with this RFQ. The RFQ and, unless otherwise determined by the AGO, the Attachment constitute the terms and conditions for this AGO purchase. Vendors must review the RFQ and Sample Contract and must identify any exceptions to the Terms and Conditions and/or state if the vendor holds a current contract with the AGO and the AGO contract number in the vendor’s response.

If exceptions are not noted in the response, the vendor stipulates the vendor’s acceptance of the Terms and Conditions and RFQ requirements.

Additionally, the selected vendor(s) may be required to sign various AGO forms and/or agree to comply with certain requirements prior to commencement of work.

Once the selected vendor reports to the AGO, all work will be conducted in accordance with AGO policies, procedures, coding standards, and best practices as instructed by the AGO.

https://procure.ohio.gov/bidders-and-suppliers/resources/01_selling+to+the+state mailto:OBM.ContactCenter@obm.ohio.gov

The Ohio Attorney General’s Office is subject to Ohio Revised Code Chapter 149, known as the Ohio Public Records Act. Consequently, the Offeror understands that all documents submitted in response to this RFQ are considered public records and will be released when a public records request is made by anyone, including news media, competitors, or other interested parties, in accordance with the law. If you contend that certain clearly marked portions of your response constitute an exception to Ohio's public records law, you must submit your legal basis in support of that assertion with your response. The legal basis must include the Ohio statute that applies to exempt that specific information and a description of why that specific information is covered by the cited statute.

If a public records request is made for any portion of the documents that you have submitted and you have not clearly marked such documents as information constituting an exception to Ohio's public records law, your information will be released immediately. If a public records request is made for such information and you have clearly marked portions of your response as information constituting an exception to Ohio's public records law, and you have submitted the legal basis supporting such claim, the AGO will release a redacted version of your information to the requester and notify you that a request was made and that a redacted version of your response was released. Should the requester indicate that the redacted version is not sufficient for their purposes, you then will be immediately responsible for obtaining an order from a Franklin County, Ohio Court of Common Pleas enjoining release of your clearly marked information constituting an exception to Ohio's public records law.

If a public records request is made for such information and you have clearly marked portions of your response as information constituting an exception to Ohio's public records law, but you have not submitted the legal basis supporting such claim, the AGO will release your information to the requester and notify you that a request was made and that your response was released. Do not mark your entire response/submittal as information constituting an exception to Ohio's public records law. If your entire response/submittal is so marked, the AGO will not consider your offer.

The terms and conditions of this solicitation are subject to Ohio Revised Code Section 9.27 - State Contracts

- Invalid Terms and Conditions. Under Ohio Revised Code Section 9.27, the AGO is prohibited, among other things, from including provisions by which the AGO agrees to indemnify and hold harmless a vendor. These provisions, if added to an agreement, are immediately unenforceable. Vendors must not include prohibited terms subject to Ohio Revised Code Section 9.27 in their standard terms and conditions, manufacturer warranties, and applicable warranty services.

The selected shall be engaged by the AGO solely on an independent contractor basis, and the vendor shall therefore be responsible for all the vendor’s business expenses, including, but not limited to, employees’ wages and salaries, insurance of every type and description, and all business and personal taxes, including income and Social Security taxes and contributions for Workers’ Compensation and Unemployment Compensation coverage, if any.