Annual Water & Wastewater Chemical Bids

I) SUBMISSION OF BID
A) Scope and Specifications of Procurement
The Town is soliciting procurement of water & wastewater treatment chemicals. The
specifications for this procurement are as follows:
_X_ Goods _____ Services ______ Insurance _____ Construction
General description of the subject of Procurement: Various Water & Wastewater
Chemicals
Delivery schedule: Requests for deliveries will be made by the Town to the Vendor as
materials are required with requests being made at varying time intervals. Deliver requests
will be made based on the "Quantity per delivery" as outlined in Attachment I. Delivery
of all chemicals shall be made within 7 days from the date of receipt of delivery request
from the Town of Culpeper. Vendor is responsible for offloading of chemicals at the
delivery location. Dry chemicals shall be furnished in 50 pound bags.
See Attachment I for the list of needed materials with corresponding estimated annual
quantity required, packaging requirements, and material specifications. All chemicals shall
be shipped with a current Safety Data Sheet (SDS) and water treatment chemicals shall be
shipped with NSF60 certification. Provide a copy of SDS (water & wastewater) and
NSF60 certification (water only) with bid.
Separate contract may be awarded for each chemical described above based on the unit
price provided by the bidders. For all chemicals, the contract period shall be for a term of
one (1) year effective July 1, 2026 with provisions for renewal on an annual basis for up to
three (3) one year periods. If the Town of Culpeper decides to renew the contract for an
additional one-year period, any additional compensation above that specified in the
previous year's contract shall be negotiated and mutually agreed upon in writing by the
contractor and the Town of Culpeper, based on documented increases in expenses, at least
three months prior to renewal of the contract. Failure of the Contractor to give notice of
price increases or intent to terminate at least three months before the anniversary shall
result in the contract continuing on the same terms as the previous year during the following
year. If Contractor fails or refuses to provide any chemical for which a contract is awarded
in a timely fashion at the contract price, the Town may cover by obtaining that chemical in
any commercially reasonable way and bill the Contractor for the difference between the
contract price and the cover price (such difference being hereafter "the cover difference").
The Town may collect the cover difference by deduction from amounts due to the
Contractor under any contract between the Town and the Contractor, or by any other
collection method available to it. If the cover difference remains unpaid 30 days after
invoicing, the Town will be entitled to recover an additional 25% to reflect the costs of
collection as well as interest at 10% per annum on the cover difference until all outstanding
amounts are paid in full. Payments will be first applied to outstanding interest, then to costs
of collection, and only finally to the principal.
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Procurement by the Town is governed by the Town Purchasing Policy, as amended, and
the Virginia Public Procurement Act, Sections 2.2-4300 et seq. of the Code of Virginia, as
amended. All Vendors are referred to the specific provisions of that policy and law for
guidance in dealing with Solicitations. If an inconsistency exists between the
Specifications of this Solicitation, the General Provisions, Contract, or other included
document, or the Purchasing Policy and State Procurement Law, the inconsistency shall be
resolved by giving precedence to the following documents in the following order:
1) Virginia Public Procurement Act, as amended,
2) Town Purchasing Policy, as amended,
3) The Specifications of this Solicitation (this section I),
4) The Contract,
5) The General Provisions of this Solicitation (Sections II - V).
B) Insurance Checklist
The minimum limits of the Contractor's Liability coverage shall be as provided in this
section. Insurance may be obtained from a single insurance company and policy or from
multiple companies and policies. With all types of required insurance except Worker's
Compensation, the Contractor must add the Town as an additional insured. Proof of
insurance and certificates showing the Town as an additional insured are not required at
the Solicitation stage but are a condition precedent to the award of a Contract.
1) Worker's Compensation
_____REQUIRED __X__NOT REQUIRED
a) State........................................................................................Statutory
b) Applicable Federal .................................................................Statutory
c) Employer's Liability ...............................................................$100,000.
d) Benefits Required by Union Labor Contractors ....................As Applicable
2) Comprehensive General Liability (including Contractor's Protective: Products and
Completed Operations; Broad Form Property Damage):
_____REQUIRED __X___NOT REQUIRED
a) Bodily Injury:
$1,000,000................................................Each Occurrence
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$2,000,000................................................Aggregate, Products & Complete Operations
b) Property Damage:
$ 1,000,000...............................................Each Occurrence
$ 2,000,000...............................................Aggregate
c) Products and Completed Operations Insurance shall be maintained for a minimum
period of one (1) year after final payment, and the Contractor shall continue to
provide evidence of such coverage to the Owner on an annual basis.
d) Contractual Liability (Hold Harmless Coverage):
i) Bodily Injury:
$1,000,000..........................................Each Occurrence
$2,000,000..........................................Aggregate, Products & Complete Operations
ii) Property Damage:
$ 1,000,000.........................................Each Occurrence
$ 2,000,000.........................................Aggregate
e) Personal Injury, with Employment Exclusion deleted:
$ 2,000,000.........................................Aggregate
3) Comprehensive Automobile Liability (Owned, Non-Owned, Hired)
______REQUIRED __X____NOT REQUIRED
a) Bodily Injury:
$1,000,000................................................Each Occurrence
$2,000,000................................................Aggregate, Products & Complete Operations
b) Property Damage:
$ 1,000,000...............................................Each Occurrence
$ 2,000,000...............................................Aggregate
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C) Type of Contract
The Town is anticipating the award of a contract on an estimated bid quantities basis.
D) Questions and Comments Regarding Terms of the Solicitation and Modification of
Terms
A Vendor may submit questions and comments regarding this Solicitation only to the Town
Manager's designee(s) for this Solicitation. To receive an answer, all questions must be
submitted no later than five (5) business (working) days before the due date. The Town
may also issue clarifications or modifications of the terms of the Solicitation even if no
Vendor requests it.
Any revisions to the terms of the Solicitation will be made only by written addendum issued
by a Town Manager's designee, no later than three (3) days before the date set for opening
of the Bids. The Vendor will not rely on any information provided orally, or by anyone
other than a Town Manager's designee.
E) Method for Making Submission
1) Contents of submission: Vendors shall submit one (1) original and one (1) copy of the
completed Bid Submission Form and Vendor Information Form and all supporting
documentation. The signed forms must be returned in a separate envelope or package,
sealed, addressed as directed on the cover page, and identified as follows:
From: June 15, 2026 2:00 p.m.
Name of Bidder Due Date Due Time
Annual Water & DES-26-38001
Wastewater
Chemicals
Street/Box Number IFB Title IFB Number
AP Brooks
City State/Zip Code Name of Buyer
Bids sent via express delivery service must be sealed in an envelope inside the express
container. The bidder assumes the risk that an envelope not properly marked will be
mistakenly opened, and thus rendered ineligible for consideration. No responsibility
shall attach to the Town for the premature opening of a bid not properly addressed and
identified as specified herein.
Bidders also have the option to submit their bids electronically through
eva.virginia.gov. Bidder must be registered with eVA in order to submit Bid
submission form and Vendor Information Sheet electronically.
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2) Determination of deadline: The official time used in the receipt of Bids is established
by the Town Manager's designee.
3) Place for submission: Bids must be received at the place stated on the cover page of
the Solicitation. Bidders who use a delivery company, U.S. Mail, or courier bear the
risk that the bid will not be received at the correct location by the deadline.
4) Extension of deadline: Before the deadline passes, the Town may extend the date and
time for opening of Bids or change the location of the bid opening if it believes it is
necessary and in the best interest of the Town. If that happens, all Bidders will be
notified of the new date and time or new location and Bids already received will not be
opened until the new date and time.
5) Process for receipt of bids: At the bid opening, the responsible Town employee shall
receive bids, open them, and read aloud the names of the Vendors that submitted Bids.
The amount of each Bid, however, will not be read at that time and will not be made
known to other Bidders until a decision is made as to whether to award a contract or
cancel the Solicitation. Thereafter, the provision on Examination of Documents, V)C),
applies to release of bid data.
F) Vendor Information Form and Certifications
1) Vendor Information Form: The Vendor must complete and file responses to
questions posed in the attached Vendor Information Form and demonstrate to the
satisfaction of the Town that it has the capability to perform the Contract.
2) Certifications: The Vendor shall certify, through execution of the Certification portion
of the Vendor Information Form, that the following statements are true and not
misleading:
a) That its Bid is made without any kickbacks or inducements or any prior
understanding, agreement, or connection with any corporation, firm, or person
submitting a Bid for the same Goods, Services, Insurance or Construction, and is
in all respects fair and without collusion or fraud;
b) That it is not currently debarred by the Commonwealth of Virginia or the Town
from submitting Bids on contracts for the Goods, Services, Construction or
Insurance that is the subject of this solicitation, nor is the Vendor an agent of any
person or entity that is currently so debarred.
c) That it has not Bided or conferred on any public employee having official
responsibility for this procurement transaction any payment, loan, subscription,
advance, deposit of money, services or anything of more than Nominal Value or
minimal value, present or promised, unless consideration of substantially equal or
greater value was exchanged.
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d) That to the best of its knowledge no Town official or employee having official
responsibility for this Solicitation or member of his or her immediate family has
received or will receive any financial benefit of more than Nominal Value or
minimal value relating to the award of this contract. If such a benefit has been
received or will be received, this fact shall be disclosed with the Bid or as soon
thereafter as it appears that such a benefit will be received. Failure to disclose the
information required above may result in suspension or debarment of the Vendor,
rescission of the Contract, or reduction in payment under the terms of the Contract
of the value of such benefit.
e) That it has submitted a single Bid. For purposes of this provision, the term
"Vendor" includes all departments and divisions of a Business and all its Affiliates.
f) That it is satisfied, from its own investigation of the conditions to be met, that it
fully understands its obligations if the Town awards it a Contract, and that it will
not have any claim or right to cancellation or relief from the Contract because of
any misunderstanding or lack of information.
3) Duty to supplement: If the Vendor becomes aware of any information which makes
any part of the Vendor Information Form or Certifications no longer accurate or
complete or reveals that any part of my previously submitted information is misleading,
the Vendor will immediately bring that information to the attention of the Town
Manager's designee.
G) Compliance with Directions
The Vendor shall comply with all procedural instructions that may be issued by the Town.
II) EVALUATION OF BID
A) Net Prices and Delivery Terms; Tax Exemption and Responsibility
1) Net prices: Prices for Goods, unless otherwise specified, must be net, F.O.B. and
include all charges that may be imposed in fulfilling the terms of the Contract including
all applicable fees, with transportation and handling charges fully prepaid by the
Contractor to destination in the Town of Culpeper, Virginia, unless otherwise specified
in this Solicitation, and subject only to any discount for prompt payment that may be
provided by Vendor. Extra charges not made a part of the Bid price will not be allowed.
2) Default delivery schedule: Unless otherwise specified on the Bid Submission Form
or in the Specifications, delivery is to be made between the hours of 8:00 a.m. and 4:00
p.m., Monday through Friday except on Town holidays and days when inclement
weather shuts the Town government. Delivery and invoicing must be received within
30 working days of receipt of purchase order.
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3) Prices to remain firm: If a Contract is awarded, the prices Bided by the successful
Vendor shall remain firm for the period of the Contract.
4) Tax exemption: The Town is exempt from state and federal taxes. The Town will not
pay any tax charges assessed on Goods, Services, Construction or Insurance provided
by the Vendor. The Town will not indemnify the Vendor against any tax charges. Any
tax assessed against the Vendor as a result of the contract resulting from this
Solicitation is the responsibility of the Contractor. However, when under established
trade practice any Federal excise tax is included in the list price, the Vendor may quote
the list price and shall show separately the amount of Federal tax, either as a flat sum
or as a percentage of the list price, which shall be deducted by the Town.
B) Required Elements of Bid Package
To be considered, the Bid must contain the completed Bid Solicitation Form, any bid bond
required, the Vendor Information Form with Acknowledgement of Receipt of Addenda
Form, and any other documents, samples, or information required by the terms of the
Solicitation. Incomplete Bids will be rejected as non-responsive unless the omitted
material constitutes an informality. Any Vendor which submits an Bid agrees that such
Bid becomes the property of the Town and all costs incurred for its preparation are the
responsibility of the Vendor.
1) Completed Solicitation forms:
All information required by the Solicitation must be supplied before the Due Date and
time for submission of Bids in order for a Bid to be considered complete and
responsive. Bids cannot be modified after they are opened.
2) Required permits, bonds and licenses:
a) By submitting an Bid, Vendor represents that it has or can acquire all necessary
federal, state and local permits and all necessary licenses, including licenses to use
intellectual or real property, as of the date of performance.
b) If a Vendor fails to obtain a required performance or payment bond, the Town will
reject the Vendor's bid and, if a Contract is awarded to the next-lowest Responsive
and Responsible Bidder, the Town will call the bid bond of the Vendor who was
unable to obtain the performance or payment bond. Bonding requirements are not
waivable except by canceling the Solicitation and issuing a new one without the
bond requirement.
3) Acknowledgment of receipt of all addenda:
The Vendor will complete and execute the Acknowledgment of Receipt of addenda
form.
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4) Descriptive literature and specifications:
a) Except where the Vendor intends to provide the Brand Names identified in the
Solicitation or follow blueprints or similarly detailed specifications, the Vendor
shall clearly and specifically identify the Goods, Services, Insurance or
Construction being Bided and shall enclose complete and detailed descriptive
literature and specifications with the Bid to enable the Town to determine if the Bid
meets the requirements of the Solicitation. The Vendor is responsible for clearly
and specifically indicating the Goods, Services, Insurance or Construction being
Bided and for providing sufficient descriptive literature, samples, catalog cuts
and/or technical detail to enable the Town to determine if the Bid meets the
requirements of the solicitation. Only the information furnished with the Bid will
be considered in the evaluation. Failure to furnish adequate data for evaluation
purposes may result in declaring a Bid non-responsive.
b) Unless the Vendor clearly indicates in its Bid that the product Bided is an "equal"
product, its Bid will be considered to Bid the brand name product referenced in the
solicitation.
c) Unless otherwise expressly provided in the specifications, the name of a certain
brand, make or manufacturer shall not restrict Vendors to the specific brand, make
or manufacturer named but conveys the general style, type, character, and quality
of the article desired. The Town Manager's designee for this Solicitation shall
determine equivalency, considering quality, workmanship, economy of operation,
and suitability for the purpose intended, including compatibility with existing
equipment or facilities and the need for any specialized training, peripherals,
supplies, and infrastructure.
C) Bid Form and Evaluation of Alternates
1) Waiver of Informalities: The Town reserves the right to waive any Informality in any
Bid. However, Bids or amendments which are received after the date and time
specified for the opening of Bids will be neither opened nor considered.
2) One Bid received: When only one Bid is received and it is from a Responsive and
Responsible Bidder, the Invitation for Bid may be canceled or a Contract may be
awarded to the low Bidder if the price bid is reasonable and in the best interest of the
Town. When only one Bid is received for an item in an Estimated Bid Quantities or
Requirements Solicitation, the Town will award a contract for that item if the price bid
is reasonable and in the best interest of the Town; otherwise, the Town will not make
an award of bid on that item.
3) Tests and inspections: The Town reserves the right to conduct any test or inspection
it may deem advisable to ensure the proposed Goods or Services conform to the
specifications of this Solicitation.
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