Bottled Water and Cooler Rental for Davis and McDaniel Veterans Care Center

The Commonwealth of Virginia Department of Veterans Services is requesting bids for bottled water supply and water cooler rental services at Davis and McDaniel Veterans Care Center in Roanoke, with bids due August 28, 2026 at 2:00 p.m. EST under a Quick Quote Invitation for Bids.

The scope includes delivery of premium quality spring water in five-gallon bottles (BPA-free, sterilized) and food-safe water coolers with gravity flow design, water dispensers, and cup dispensers. The contractor must maintain bi-annual inspections and preventative maintenance on all equipment, remove empty bottles upon delivery or within five business days of request, and provide emergency delivery of five-gallon bottles within twelve hours of notification. All work must comply with EPA, FDA, DEQ, OSHA, and VOSH health and safety requirements.

Estimated annual usage is 1,000 units of five-gallon bottled water and 12 quarterly cold water cooler rental periods. Bidders must submit firm unit prices for each line item; all costs must include freight, installation, and delivery charges to the facility, with the bid price for complete installation ready for use and no extra charges permitted. Quantities stated are estimates only, and the contractor must supply actual quantities ordered regardless of variance from projections.

The contract term is one year with renewal for four consecutive one-year periods upon written agreement of both parties. Award will be made to the lowest responsive and responsible bidder. The Commonwealth is exempt from sales and use tax under exemption registration number 54-73-0076K. All bidders must register in the eVA e-procurement portal and pay vendor transaction fees of 1 percent capped at $500 for DSBSD-certified small businesses or $1,500 for other businesses per order. Contractors must maintain workers' compensation insurance and minimum commercial general liability coverage of $1,000,000 per occurrence with $2,000,000 aggregate. Payment terms are net 30 days from invoice receipt or delivery, whichever is last.