IFB #26-2953-4JLG (Equipment Replacement Services for Sludge Belt Conveyors #1-3)

Henrico County, Virginia, Department of Public Utilities is issuing Invitation for Bid (IFB) #26-2953-4JLG for equipment replacement services for sludge belt conveyors #1-3 at the Water Reclamation Facility located at 9101 WRVA Road, Henrico, Virginia 23231. The procurement seeks a qualified supplier to furnish all labor, supervision, materials, supplies, and equipment necessary to perform comprehensive equipment replacement services on three sludge belt conveyors installed between 2002 and 2008, with conveyors #1 and #2 measuring 24 inches wide by 189 feet 7 inches long and conveyor #3 measuring 24 inches wide by 236 feet 6 inches long. The scope of work includes cleaning and sludge material removal and disposal from surrounding areas, removal and disposal of existing conveyor parts and fasteners, installation of replacement parts supplied by the County, provision of new fasteners and hardware, hot vulcanizing of the new belt, start-up and commissioning of the conveyors, and utilization of the belt conveyor manufacturer's field services for inspection and commissioning. Bidders must be a Class A Contractor licensed through the Department of Professional and Occupational Regulations (DPOR) and must agree to use Schwing Bioset as the subcontractor for inspection and commissioning, with the County reimbursing Schwing Bioset's costs including travel, lodging, per diem, mileage, and inspection and commissioning fees based on GSA rates. Bid submissions must be received no later than May 27, 2026, at 10:00 a.m. through the Commonwealth of Virginia's eVA electronic procurement platform, with a non-mandatory pre-bid conference and site visit scheduled for May 13, 2026, at 1:00 p.m. The contractor must complete all work on sludge belt conveyor #1 within 60 calendar days after notification of replacement parts delivery (excluding the motor) and within 14 calendar days of motor delivery notification. Award will be made to the lowest responsive and responsible bidder, provided the bid does not exceed available funds, with all bid prices submitted as firm, fixed prices F.O.B. destination including all freight charges and associated costs.

The contract will be established for one full year from the date of award with an option for renewal for up to four additional one-year periods at a price not to exceed 3 percent above the previous year's prices, at the sole discretion of the County. This procurement is being conducted as a cooperative procurement under Section 2.2-4304 of the Code of Virginia, allowing other public bodies to utilize the contract if agreed to by the contractor. Required bid documentation includes the Bid Signature Sheet, Bid Form with pricing for all line items across three lots (one for each conveyor), Business Category Classification Form, Virginia State Corporation Commission Registration Information, current business license, Bidder's Reference Sheet, and Responsible Bidder Certification. The County is exempt from state sales and use tax on tangible personal property and federal excise taxes, with tax exemption certificates furnished upon request. No specific set-asides or restrictions on organization types are indicated in the solicitation; however, bidders must meet all licensing and qualification requirements. The specific budget range or award value is not disclosed in the available documentation, though all bid prices must be quoted as firm, fixed prices with the total contract cost dependent on the successful bidder's pricing for the replacement services across all three conveyors.