Request for Proposals (RFP) Sewer Main Replacements Town of Bowling Green, Virginia

RFP Number: RFP-2026-02 Issue Date: March 23, 2026 Closing Date and Time: April 13, 2026, 3:00 PM

I. Purpose The Town of Bowling Green, Virginia (“Town”) is seeking a qualified and licensed contractor to provide sewer main replacements at locations within the Town’s wastewater system along N. Main Street.

II. Scope of Work The selected contractor shall provide the following services:

Town of Bowling Green – Gravity Sewer Line Replacement, North Main Street Sewer Improvements (Sites 1 & 2)

1. Project Overview The Town of Bowling Green intends to perform maintenance and repair activities on its existing gravity sewer collection system located along North Main Street, between the intersections of Broaddus Avenue and Courthouse Lane. The work consists of the removal and replacement of existing 8-inch concrete sanitary sewer piping and associated appurtenances within two defined project areas (Sites 1 and 2). All existing sanitary sewer manholes within the project limits shall remain in service and be protected during construction.

The completed work shall provide a fully functional gravity sewer system meeting the Town’s current standards, ensuring proper conveyance of sanitary wastewater and long-term system reliability.

The Town may award the project for site 1, site 2, or both, based on the responses.

2. Project Limits Site 1 Site 1- MH124 to MH128

· Approximately length: 365 linear feet

· Work includes the complete replacement of the existing 8” concrete sewer main between these manholes.

A map identifying this project segment shall be included as an attachment to the solicitation. The Contractor is responsible for verifying and field confirming all horizontal and vertical locations prior to beginning work.

Site 2 Site 2- MH125-MH43

· Approximately length: 388 linear feet

· Work includes the complete replacement of the existing 8” concrete sewer main between these manholes.

3. Description of Work

3.1 General Requirements

The Contractor shall furnish all labor, supervision, equipment, materials, tools, traffic control, testing, and incidentals necessary to complete the work in strict accordance with the Town of Bowling Green Standards and Specifications for sewer construction, as well as all applicable local, state, and federal regulations.

3.2 Sewer Main Replacement

The work shall include, but not be limited to, the following:

1. Excavation, trenching, and removal of the existing 8inch concrete gravity sewer pipe within the identified project limits.

2. Installation of new 8-inch SDR35 PVC gravity sewer main meeting ASTM D3034, including required gaskets, joints, and appurtenances.

3. Pipe bedding and backfill in accordance with Town Standard Details, including the use of specified Class B1 bedding and backfill for PVC pipe that is properly compacted to VDOT standards (21A).

4. Protection and maintenance of existing manholes within the project limits.

· Manholes shall not be replaced under this contract.

· Contractor shall reconnect the new sewer main to each existing manhole using approved methods and watertight connections.

5. Maintenance of sewer flows during construction, including temporary bypass pumping as necessary to ensure uninterrupted sewer service.

6. Restoration of asphalt, sidewalks, shoulders, and disturbed areas to conditions equal to or better than existing, per VDOT requirements.

7. Erosion and sediment control measures in accordance with Virginia Erosion and Sediment Control regulations and the Town’s adopted standards.

8. Utility protection and coordination, including Miss Utility notifications and exposure of existing utilities as required.

4. Traffic Control Due to the location of the project along North Main Street, the Contractor shall be responsible for maintaining safe and continuous passage for vehicles and pedestrians.

· A Temporary Traffic Control Plan shall be submitted to the Town within 30 days of contract award.

· The plan shall conform to VDOT work zone safety requirements and all applicable MUTCD standards.

· Lane closures, detours, and flagging operations shall be coordinated with the Town prior to implementation.

5. Contractor Submittals The following documents shall be submitted by the Contractor within 30 days of contract award, unless otherwise stated:

1. Detailed Work Plan, outlining construction sequencing, bypass pumping methods, materials, equipment, and schedule.

2. Traffic Control Plan, as described above.

3. Material certifications for SDR35 PVC pipe, bedding stone, and all appurtenances.

4. Proposed testing procedures for pipe installation and connections.

No construction may begin until the Town has reviewed and accepted these submittals.

6. Standards and Specifications All Work shall be constructed in accordance with:

· Town of Bowling Green Water & Sewer Design Standards, Volumes I & II (latest edition)

· Virginia Department of Environmental Quality (DEQ) and Virginia Department of Health (VDH) Sewerage Regulations

· Virginia Occupational Safety and Health (VOSH) regulations

· Virginia Erosion & Sediment Control Handbook

· MUTCD Standards and VDOT requirements for traffic control The more stringent standard shall apply whenever discrepancies occur.

7. Testing and Acceptance The Contractor shall perform all testing necessary to verify proper installation and performance of the sewer system, including:

· Low pressure air testing of sewer main segments

· Deflection (mandrel) testing of PVC pipe

· Vacuum or exfiltration testing of manholes where connections are made

· CCTV inspection of the completed installation, from manhole to manhole All deficiencies shall be repaired at no additional cost to the Town. Final acceptance will be granted only upon successful completion of all required testing and inspections.

8. Site Restoration and Cleanup Upon completion of the Work, the Contractor shall:

· Remove all debris, excess materials, equipment, and temporary facilities

· Restore paving, curbs, sidewalks, and landscaping

· Ensure all disturbed surfaces are seeded/stabilized per Town standards

· Leave the site in a clean and orderly condition acceptable to the Town

9. Contractor Responsibilities The Contractor is solely responsible for:

· Jobsite safety and OSHA compliance

· Protection of existing utilities and structures

· Maintaining sewer service throughout construction

· Compliance with all permit requirements

· Coordination with property owners and businesses as needed

· Providing adequate supervision and quality control throughout the project III. Locations

· Services will be performed at and for the benefit of the Town of Bowling Green at locations along N. Main Street.

· Site 1- MH124 to MH128

· Approximately length: 365 linear feet

· Site 2- MH125-MH43

· Approximately length: 388 linear feet

· IV. Contract Period: Beginning on or within 30 days of award through 2026 with the option of one-year renewals.

V. Submission Requirements and Instructions Offerors must submit:

· A Complete Response to the RFP

· Proof of VDH or DEQ certification for waste hauling for all drivers

· Copy of Virginia Contractor’s License

· Copy of Town of Bowling Green Business License

· Proof of General Liability and Workers’ Compensation Insurance

Cover Sheet (Attachment A)

· Complete and return the RFP Cover Sheet (include authorized signature).

Proposal Content Site 1- MH124 to MH128

· Pricing: Provide a complete Price Schedule (including all charges).

(Annual) Price Price

Total Price (Estimated Annual): $ ________ Site 2- Site 2- MH125-MH43

· Pricing: Provide a complete Price Schedule (including all charges).

(Annual) Price Price

Total Price (Estimated Annual): $ ________

Key Personnel & Management: Resumes and organizational chart of individuals assigned to this contract.

Experience & References: List of three similar contracts currently or recently completed, with contact information.

Company Qualifications & Financial Statements: Include years in business, the last two financial statements, and required licenses.

Methodology & Plan: Describe how the offeror proposes to plan and provide the required services in a responsive, safe, timely, and reliable manner, in accordance with applicable local, state, and federal laws and regulations.

Format & Copies

· In addition to the electronic submission on eVA, provide one (1) original hard- copy proposal, clearly labeled, and one (1) electronic copy on a USB drive.

· Keep proposals concise; number pages and include a table of contents.

Optional Pre-Proposal Conference

· Date/Time: April 2, 2026, 12:00 PM

· Registration: townclerk@townofbowlinggreenva.gov by 12:00 p.m. (EST) on March 30, 2026

· Attendance is optional but recommended.

Submission Instructions Sealed Proposals must be clearly marked:

“RFP – Sewer Main Replacements 2026-002 – Town of Bowling Green, VA” And delivered to:

Town of Bowling Green Attention: Department of Public Works 117 Butler Street Bowling Green, VA 22427 Proposals must be received by 3 p.m. Monday, April 13, 2026. Late proposals will not be considered.

Questions and Contact All inquiries regarding this RFP must be submitted in writing no later than April 3, 2026, 12:00 PM to:

Mr. Jeffrey Smith Email: townclerk@townofbowlinggreenva.gov Phone: 540-205-5406

VI. Evaluation and Award Evaluation Criteria (Total 100 Points):

1. Methodology & Plan (20 Points)

· Approach to ensure reliable, high-quality service.

2. Price (35 Points)

· Overall cost competitiveness.

3. Key Personnel & Experience (20 Points)

· Demonstrated competence in similar contracts.

4. References (10 Points)

· Feedback from references.

5. Equipment (15 Points)

· Sufficiency, condition, and capabilities to ensure uninterrupted service.

The Town will select Offerors deemed most qualified based on the above criteria. Interviews may follow with top-ranked firms if needed before an award is entered. The Town may award the project for site 1, site 2, or both, based on the responses. If an award occurs, negotiations will proceed with the selected firm. The Town reserves the right to reject any or all proposals, cancel the RFP, or award one or multiple offerors if justified.

VII. Cooperative Procurement Pursuant to Va. Code Section 2.2-4304, this procurement was conducted on behalf of other public bodies, which may purchase services from this contract even if they did not participate in solicitation.

XII. Proposal Submission Requirements IX. General Conditions The following General Conditions shall apply to any Agreement resulting from this RFP:

Termination for Convenience. The Town shall have the right to terminate this contract at its convenience, with or without cause, by specifying the date of termination in a written notice. In this event, the Contractor shall be entitled to just and equitable compensation for any satisfactory work completed. All work produced shall become the property of the Town.

Assignment of Interest. The Contractor shall not assign any interest in the resulting contract and shall not transfer any interest in the same without prior written consent of the Town which the Town shall be under no obligation to grant.

Release of Data. No reports, information, or data given to or prepared by the Contractor under the resulting contract shall be made available to any individual or organization by the Contractor without the prior written approval of the Town, with which approval the Town shall be under no obligation to grant.

Binding Effect. The terms, provisions, covenants and conditions contained in any resulting contract shall apply to, insure to the benefit of, and be binding upon the parties hereto and upon their respective heirs, legal representatives, successors, and permitted assigns except as otherwise expressly provided.

Ethics in Public Contracting. Contractor hereby certifies that it has familiarized itself with Article 6 of Title 2.2 of the Virginia Public Procurement Act (Va. Code §2.2-4367 et seq.), and that all amounts received by it, pursuant to this procurement, are proper and in accordance therewith.

Partial Invalidity. Neither any payment for, nor acceptance of, the whole or any part of the services by the Town, nor any extension of time, shall operate as a waiver of any provision of this contract, nor of any power herein reserved to the Town, or any right to damages herein provided, nor shall any waiver of any breach of any contract be held to be a waiver of any other or subsequent breach. Failure of the Town to require compliance with any term or condition of any contract shall neither be deemed a waiver of such term or condition nor a waiver of the subsequent enforcement thereof.

Subcontractors and Assignments. The Contractor shall not sublet or assign this contract or any portion thereof without the prior written consent of the Town. In seeking consent for any subcontract or assignment, the Contractor shall furnish all information required by the Town to permit the Town to ascertain the qualifications of the proposed Subcontractor to perform the work, and the Contractor shall submit a copy of the subcontract to the Town for approval. The subcontract shall incorporate by reference all provisions and conditions of this contract.

Contractual Disputes. Contractual claims, whether for money or other relief, shall be submitted by Contractor in writing no later than sixty days after final payment; however, written notice of Contractor's intention to file such claim shall have been given at the time of the occurrence or beginning of the work upon which the claim is based. The Town shall consider the claim and shall make a written determination as to the claim within forty-five days after receipt of the claim. Such a decision shall be final and conclusive unless the Contractor appeals within six months of the date of the final decision by instituting legal action as provided in Section 2.2-4364 of the Code of Virginia.

Governing Law; Venue. The laws of the Commonwealth of Virginia shall govern this contract, and any legal action to enforce the provisions of this contract shall be filed in Caroline County, Virginia, Circuit Court.

Attorney Fees. In the event of any action brought by either party against the other to enforce any of the obligations hereunder or arising out of any dispute concerning the terms and conditions hereby created, each party shall be responsible for its own attorney fees.

Nondiscrimination. During the performance of this contract, the contractor agrees:

(a) not to discriminate against any employee or applicant for employment because of race, religion, color, sex or national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment except where there bona fide occupational qualification reasonably necessary to the normal operation of the contractor. Notices setting forth the above language shall be posted in conspicuous places, available to employees and applicants for employment.

(b) The Contractor, in all solicitations or advertisements for employees placed by or on the Contractor's behalf, will state that such contractor is an equal opportunity employer.

(c) Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the above requirements.

(d) The Contractor will include the provisions of paragraphs (a), (b) and (c) in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

Drug-Free Workplace. During the performance of this contract, Contractor agrees to:

(a) provide a drug-free workplace for Contractor’s employees;

(b) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition;

(c) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and

(d) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

during the performance of this contract for goods or services in the Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

Compliance with state law; foreign and domestic businesses authorized to transact business in the Commonwealth; provision of SCC Identification Number.

Contractor, whether organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Contractor shall provide the Town with its State Corporation Commission Identification Number.

If Contractor is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law, Contractor shall provide the Town with a statement describing why it is not required to be so authorized.

Failure to comply with provision shall result in the Contractor not receiving an award of this Agreement unless a waiver of this requirement is granted by the Town Administrator. Contractor shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of this Agreement, and such failure to comply with this provision may result in the Town voiding this Agreement as authorized by Section 2.2-4311.2 of the Code of Virginia.

Compliance with federal, state, and local laws and federal immigration law; required contract provisions. Contractor shall not during the performance of the contract for goods and services, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

Indemnity. The Contractor shall indemnify and hold harmless the Town and its officers and employees, against all claims, damages, losses and expenses, including but not limited to attorney’s fees, arising out of or resulting from the performance of the work described herein, provided that any such claims, damages, losses or expenses (1) are attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property, including loss of use resulting there from, and (2) are caused in whole or in part by any negligent acts or omissions of the Contractor, any Subcontractor, or anyone directly or indirectly employed by any of them, regardless of whether or not it is caused in part by a party indemnified hereunder. This indemnification clause shall apply to the fullest extent permitted by law. The Town is not permitted under Virginia law to provide a similar indemnification to the Contractor, and any proposal including such a requirement may be deemed non-conforming.

ATTACHMENT A COVER SHEET

Company Name Address Email Address Phone:

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