Loudoun County Public Schools Procurement and Risk Management Services A Division of the Department of Business and Financial Services 21000 Education Court, Suite #301 Ashburn, Virginia 20148 Telephone: 571-252-1270 Fax: 571-252-1432 RFP #R21267 – WATER TREATMENT SERVICES FOR BOILERS, COOLING TOWERS & CLOSED LOOP WATER SYSTEMS ISSUE DATE: Friday, December 18, 2020 ACCEPTANCE DATE: Friday, January 22, 2021 ACCEPTANCE TIME: 2:00 p.m. Local Prevailing Time PROCUREMENT SPECIALIST: Pixie Calderwood Sr. Procurement Specialist [email protected] LCPS COMMODITY CODE: WATER TREATMENT SERVICES Pursuant to and in compliance with this document and its enclosures hereinafter referred to as the Contract Documents for RFP # R21267 WATER TREATMENT SERVICES FOR BOILERS, COOLING TOWERS & CLOSED LOOPED WATER SYSTEMS the undersigned, having become thoroughly familiar with the terms and conditions of this document and with the local conditions which may affect performance and costs, hereby proposes and agrees to furnish all labor and/or materials hereinafter specified, and to fulfill the intent of this agreement in accordance with this document as interpreted by Loudoun County Public Schools. SOLICITATION INCLUDES: • GENERAL SPECIFICATIONS • TECHNICAL SPECIFICATIONS • EQUIPMENT SCHEDULE • PRICING SCHEDULE • VENDOR DATA SHEET • PROPRIETARY CONFIDENTAL INFORMATION IDENTIFICATION SHEET • GENERAL CONDITIONS AND INSTRUCTIONS OPTIONAL SITE VISITS BY REQUEST—SEE SECTIONS 7 OF GENERAL SPECIFICATIONS NOTE: RESPONSES TO THIS RFP MUST BE SUBMITTED ELECTRONICALLY THROUGH THE LCPS ELECTRONIC BIDDING SYSTEM. Page 1 of 61 Loudoun County Public Schools RFP #R21267 - Water Treatment Services LOUDOUN COUNTY PUBLIC SCHOOLS RFP #21267 WATER TREATMENT SERVICES FOR BOILERS, COOLING TOWERS & CLOSED LOOP WATER SYSTEMS GENERAL SPECIFICATIONS 1. PURPOSE 1.1 The purpose of this solicitation is to receive proposals for water treatment services for Boilers, Cooling Towers, and Closed Loop Water Systems at Schools and support facilities throughout the county. 2. SUBMISSION OF PROPOSALS 2.1 Each Offeror shall respond to this solicitation using the LCPS Electronic Bidding System by Friday, January 22, 2021 at 2:00 PM Eastern Time. Different forms of the proposal will NOT be accepted. NO FAXED, MAILED OR E-MAILED PROPOSALS WILL BE ACCEPTED. 2.2 A ‘How-To Guide’ for step-by-step instructions on how to respond to this solicitation can be found on the login page of the LCPS Electronic Bidding System via the following link: LCPS Electronic Bidding System. 2.3 After your successful submission, the system will display ‘Response Submitted’ followed by the date and time stamp in the ‘Response Status’ field. It is the sole responsibility of the Offeror to ensure that their proposal is submitted by the designated date and time stated. An incomplete submission will NOT be considered. 2.4 The digital signature must be signed by a person authorized to represent and bind your company. 2.5 Requests for additional information or clarification of specifications must be sent via the LCPS Electronic Bidding System under the ‘Questions’ section. Requests for information must be received before question cutoff date and time posted under the ‘Event Details’ tab. 2.6 Offeror will receive a system generated email notification if an addendum has been issued. 3. CONTRACT AWARD 3.1 It is the intent of Loudoun County Public Schools to award this contract to a single Contractor. LCPS reserves the right to award the contract to the maximum benefit of Loudoun County Public Schools. 3.2 The awarded contract will be a firm fixed price contract. 3.3 Loudoun County Public Schools reserves the right to reject any or all proposals, in whole or in part, and to waive technical defects, irregularities, and omissions if in its judgment the best interest of LCPS will be served. 3.4 Loudoun County Public Schools does not discriminate against faith-based organizations. 3.5 Contractor agrees that the pricing offered is equal to or less than prices offered on other contracts with similar terms and conditions. 3.6 A written notice of award will be furnished to the successful Offeror upon approval of the award by the Loudoun County School Board. 4. PERIOD OF CONTACT 4.1 The initial period of the contract will be one year from date of award. 4.2 The Loudoun County School Board reserves the option to renew the award of the contract for one year at a time for a period not to exceed a total of five (5) years. Loudoun County Public Schools and the Contractor must mutually agree on the renewal of the contract. The renewal Page 2 of 61 Loudoun County Public Schools RFP #R21267 - Water Treatment Services of the contract will be based on price, service capability, product availability and appropriation of funds. 4.3 Upon mutual agreement with the Contractor, LCPS may exercise the option to extend this contract for a period not to exceed one (1) additional contract year beyond the renewals provided in the original contract. Any modification to the original contract will be issued in the form of a contract modification signed by the Purchasing Agent and the Contractor. 5. COMPETITION INTENDED 5.1 It is Loudoun County Public Schools’ intent that this Request for Proposal (RFP) permits competition. It shall be the Offeror's responsibility to advise the Procurement Director in writing if any language, requirement, specification, etc., or any combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. The Procurement Director must receive such notification not later than seven (7) Calendar days prior to the date set for acceptance of proposals. 5.2 Nothing herein is intended to exclude any responsible service provider or in any way restrain or restrict competition. On the contrary, all responsible service providers are encouraged to submit proposals. 5.3 By sending a proposal, Offerors are certifying that the offer is made without any previous understanding, agreement or connection with any person, firm or corporation making a proposal for the same materials, supplies or equipment and services and is in all respects fair without collusion or fraud. 6. INSURANCE REQUIREMENTS AND INDEMNIFICATION 6.1 Contractor shall be responsible for its work, services, and products and every part thereof, and for all materials, tools, equipment, appliances, and property of any and all description in connection therewith. Contractor assumes all risks for direct and indirect damage or injury to the property or persons used or employed in connection with the work, services, and products, and for damage or injury to property or persons, wherever located, resulting from any action, omission, commission or operation connected in any way whatsoever with Contractor’s work, services, and products. 6.2 Contractor agrees to maintain, on a primary basis and at its sole expense, at all times during the provision of work, services, and products, the insurance coverages, limits, and endorsements described hereunder. Required insurance coverages must be acquired from insurers with an A.M. Best Rating of A- or better, licensed to conduct business in the Commonwealth of Virginia, and acceptable to LCPS. 6.3 Subcontractors’ and Suppliers’ Liability Insurance—Contractor’s provision of work, services, and products shall not be construed as creating any contractual relationship between any subcontractors or suppliers and LCPS. Contractor shall be as fully responsible to LCPS for the work, services, and products of its subcontractors and suppliers and persons employed by subcontractors and suppliers as it is for acts and omissions of persons directly employed by Contractor. 6.4 Certificates of Insurance—Contractor shall provide these insurance requirements to their insurance agent/broker for review. Contractor’s agent/broker shall process an original, signed Certificate of Insurance showing evidence of coverages and that Loudoun County Public Schools is the Certificate Holder. Emailed electronic scans of the original certificate from Contractor’s insurance representative will be accepted. The certificate shall be filed with the LCPS Procurement Office, Ms. Pixie Calderwood, Sr. Procurement Specialist, 21000 Education Court, Ashburn, VA 20148 prior to the provision of work, services, and products. If requested, Contractor will provide certified copies of all required insurance coverages within ten (10) business days of request by LCPS. The certified copies shall be sent to LCPS from Contractor’s insurance representative. Any request made under this provision shall be deemed confidential and proprietary. Page 3 of 61 Loudoun County Public Schools RFP #R21267 - Water Treatment Services 6.5 The certificates shall provide evidence that the following minimum insurance coverages, limits, and endorsements required herein are in full force and effect. Contractor’s insurance agents/brokers shall provide insurance policy endorsements for those coverages below requiring Loudoun County School Board dba Loudoun County Public Schools as an Additional Insured on Contractor’s liability coverages. Workers’ Compensation Insurance—Virginia Statutory Benefits Employers’ Liability Insurance—$1,000,000 each accident and each employee Commercial General Liability Insurance—$1,000,000 each occurrence and on an annual aggregate “per project” basis. Coverage shall name Loudoun County School Board dba Loudoun County Public Schools as an Additional Insured and shall include coverages, not limited to, Products/Completed Operations, Independent