RFP - Water Softener System Maintenance & Service Contract

The Southwest Virginia Regional Jail Authority (SWVRJA) is requesting proposals for maintenance and service of Culligan commercial water softener systems at two facilities, with sealed proposals due October 14, 2026 at 2:00 p.m., an optional pre-proposal conference on September 24, 2026, and written questions due September 29, 2026.

SWVRJA is an independent political subdivision created by nine counties (Buchanan, Dickenson, Lee, Russell, Scott, Smyth, Tazewell, Washington, and Wise) and two cities (Bristol and Norton) in Virginia. The two facilities are located at Haysi (1550 Kiwanis Park Road) and Duffield (1037 Boone Trail Road).

The scope encompasses system evaluation, resin replacement, mechanical repairs, preventative maintenance, system testing, and calibration of existing Culligan systems. Proposals must include detailed cost breakdowns for materials and labor, company qualifications demonstrating minimum five years' experience servicing commercial water softener systems, project and service schedules, warranty information (minimum one-year on workmanship and installed components), and references from similar commercial projects. The contractor must maintain $1,000,000 commercial general liability per occurrence and $2,000,000 aggregate, with SWVRJA named as additional insured. Contractors must comply with Virginia Public Procurement Act requirements, maintain proper licensing, submit State Corporation Commission identification information, and comply with security procedures including potential drug testing and criminal background checks for employees.

The contract begins upon award and renews annually for five years total, with optional renewal for two additional successive one-year periods. Price escalations are limited to 3% per 365-day period after the initial 365 days, with 30 days advance notice required and documentation of material cost changes. SWVRJA reserves the right to cancel without penalty upon 60 days written notice after the initial 12-month period.

Evaluation criteria include relevant experience with Culligan systems, technical approach, project personnel qualifications, references, warranty offered, project schedule, cost, and overall best value. Proposals must be submitted in five physical copies plus two electronic copies on flash drive. Pre-proposal conference tours occur at 10:00 a.m. at Haysi and 1:30 p.m. at Duffield on September 24, 2026.