IFB SA 2629, Building Repair and Maintenance Services

Procurement Department
T: (703) 335-8925
UP IFB
SEALED INVITATION FOR BID (IFB)
Date: May 18, 2026
SOLICITATION NUMBER: SA 2629
TITLE: Building Repair and Maintenance Services
IFB CLOSING DATE/TIME: June 23, 2026, at 10:00 A.M. (EST)
PREBID CONFERENCE: M a y 2 6, 2026, at 10:00 A.M. (EST)
QUESTION DEADLINE: June 3, 2026, at 12:00 NOON (EST)
SUBMIT ONE (1) ORIGINAL & ONE (1) COPY OF YOUR BID IN A SEALED ENVELOPE
TO:
STREET ADDRESS:
Prince William Water
Procurement Department, IFB SA-2629
Attn: Aziza Kamal, Procurement Officer
4 County Complex Court
Woodbridge, VA 22192
In compliance with this Invitation For Bids (IFB) and all conditions imposed in this IFB, the
undersigned firm hereby offers and agrees to furnish all goods and services required by this IFB at the
prices indicated in the pricing schedule, and the undersigned firm hereby certifies that all information
provided below and in any schedule attached hereto is true, correct, and complete.
____________________________________________________
Company Name
__________________________________ _________ _________________________________
Authorized Signature Date Name and Title Printed
____________________________ ____________________________
Phone Number Email Address
Note: Prince William Water does not discriminate against faith based organizations in accordance
with the Code of Virginia 2.2-4343.1 or against a Bidder because of race, religion, color, sex,
national origin, age, disability, or any other basis prohibited by state law relating to discrimination
in employment.
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IFB SUBMISSION FORM
Name of IFB: Building Repair and Maintenance Services
IFB Number: SA 2629
Closing Date/Time: June 23, 2026, at 10:00 A.M. (EST)
SECTION I - COMPANY IDENTIFICATION AND OWNERSHIP DISCLOSURE
Company: _______________________________ Contact Person: _______________________
_______________________________ T itle: _______________________
Address: _______________________________ T elephone No: _______________________
_______________________________ F AX No: _______________________
Remittance
Address: _______________________________ E mail: _______________________
Indicate Which: Corporation [ ] Partnership [ ] Sole Prop. [ ]
Minority Owned/Controlled Bus. Yes [ ] No [ ] Small Bus. Yes [ ] No [ ]
Women Owned/Controlled Bus. Yes [ ] No [ ] Disabled Veteran: Yes [ ] No [ ]
If your firm is certified as any of the business types listed above, provide your certification number, the date issued and
the name of the organization that issued the certification.
Certification No._________________ Certification Date: ________________Issuing Organization: ________________
Organized under the laws of the State of ______________________________________________
Principal place of business at ______________________________________________
Parent Company if any ______________________________________________
Subsidiaries or Affiliated Entities Performing
Work if any: ______________________________________________
SCC: ______________________________________________
FEIN: ______________________________________________
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Following are the names and address of all persons having an ownership interest of 3% or more in the
Company: (Attach more sheets if necessary)
____________________________________________________
Name
____________________________________________________
Address
____________________________________________________
____________________________________________________
SECTION II - CONFLICT OF INTERESTS
This solicitation is subject to the provisions of Section 2.2-3100 et. seq., Virginia Code Annotated and the
State and Local Government Conflict of Interests Act.
The Bidder [ ] is [ ] is not aware of any information bearing on the existence of any potential organizational
conflict of interest.
SECTION III - COLLUSION
I certify that this submission is made without prior understanding, agreement, or connection with any
corporation, firm, or person submitting an offer for the same services, materials, supplies, or equipment, and
is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of the State
and Federal law and may result in fines, prison sentences, and civil damage awards.
I hereby certify that the responses to the above representations, certifications, and other statements are accurate
and complete. I agree to abide by all conditions of this IFB and certify that I am authorized to sign for the
Bidder.
We agree to furnish all material, labor, and supervision necessary to complete the Work in accordance with
the Bid Document. By signing this bid form, we certify that we have access to all materials, equipment, and
labor necessary to complete the Work within the Contract Times.
________________________________________________ ________________________
Signature Date
________________________________________________ ________________________
Name (Printed) Title
BIDDER MUST COMPLETE AND RETURN THIS FORM WITH BID RESPONSE
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Table of Contents
SECTION 1 INTRODUCTION 6
SECTION 2 BACKGROUND INFORMATION 7
SECTION 3 PROCUREMENT RULES AND IFB DEFINITIONS 7
SECTION 4 SCOPE OF WORK / SPECIFICATIONS 9
4.1 Scope of Work / Specifications ......................................................................................... 9
4.2 Project Deliverables ........................................................................................................... 9
4.3 Non-Exclusive Agreement ................................................................................................ 9
SECTION 5 IFB ADMINISTRATIVE REQUIREMENTS AND INSTRUCTIONS 9
5.1 Proposed Schedule ............................................................................................................. 9
5.2 Delivery of Sealed Bids ................................................................................................... 10
5.3 Late Bids .......................................................................................................................... 11
5.4 Questions Concerning IFB .............................................................................................. 11
5.5 Bidder's Representative ................................................................................................... 11
5.6 Bidder's Responsibility / Clarification and Addenda ...................................................... 12
5.7 Restricted Discussions ..................................................................................................... 12
5.8 Bid Correction or Withdrawal ......................................................................................... 12
5.9 Pre-bid Conference .......................................................................................................... 13
5.10 Basis of Award ................................................................................................................ 13
5.11 Bid Acceptance/Rejection ............................................................................................... 14
5.12 Minor Irregularities .......................................................................................................... 14
5.13 Conflict of Interest Disclosure ......................................................................................... 14
5.14 Pre-Award Documentation .............................................................................................. 14
5.15 Contract Type .................................................................................................................. 15
5.16 Term of Contract ............................................................................................................. 15
5.17 Not Used .......................................................................................................................... 15
5.18 No Prepayment ................................................................................................................ 15
5.19 Limited Confidentiality of Information ........................................................................... 16
5.20 Competency of Bidder ..................................................................................................... 16
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5.21 Protest .............................................................................................................................. 16
5.22 Rider Clause .................................................................................................................... 17
SECTION 6 INSTRUCTIONS TO BIDDERS 17
6.1 Submittal Requirements .................................................................................................. 17
6.2 Economy of Presentation ................................................................................................. 17
6.3 Bid Submittals ................................................................................................................. 18
SECTION 7 SPECIAL TERMS AND CONDITIONS 19
7.1 Brand Name or Equal/Brand Name Only ........................................................................ 19
7.2 Quantities ......................................................................................................................... 19
7.3 Samples and Demonstrations........................................................................................... 19
7.4 Subcontracts..................................................................................................................... 20
SECTION 8 INSURANCE REQUIREMENTS 20
SECTION 9 FORMS 22
Form A - Bidder Reference Form ............................................................................................... 23
Form B - Subcontractor Reference Form .................................................................................... 25
Form C - Subcontractor No-Conflict of Interest Form ............................................................... 26
Form D - SWaM Subcontracting Plan ......................................................................................... 27
Form E - State Corporation Commission Form .......................................................................... 29
SECTION 10 ATTACHMENTS 30
ATTACHMENT A SCOPE OF WORK / SPECIFICATIONS
ATTACHMENT B PRICING SCHEDULE
ATTACHMENT C REQUIRED INSURANCE LIMITS
ATTACHMENT D PRINCE WILLIAM WATER SWAM BUSINESS GOAL
ATTACHMENT E CONTRACT AGREEMENT
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Invitation for Bid (IFB) SA 2629
Building Repair and Maintenance Services
SECTION 1 INTRODUCTION
Prince William Water is a public utility chartered by the Prince William Board of County
Supervisors. Prince William Water is an independent body responsible for providing
comprehensive water and sewer services in Prince William County. Prince William Water has
approximately 98,000 customers and owns and operates wastewater treatment facilities for the
eastern portion of the county.
Prince William County's population is among the most rapidly growing in the region. In addition,
Prince William County's racially and ethnically diverse population makes it one of the most
globally represented communities in the region. The County's work force is highly skilled and
well educated, including a higher than average number of multi-lingual workers. According to one
national daily newspaper, "Prince William County is at the leading edge of a diversity explosion
that is currently sweeping the USA". More than half of the County's population is either African
American, Hispanic, Asian or some other racial/ethnic minority background.
Prince William Water is dedicated to excellence in providing safe, reliable water service to our
customers and returning clean water to the environment and is guided in all its actions by our
vision and values below:
Vision:
Prince William Water is a trusted public steward and nationally recognized model for performance
excellence. We reflect the diverse and vibrant community we serve and nurture diversity, equity
and inclusion in relationships with our community, customers, businesses and industry colleagues.
We create value for our community through our Areas of Excellence.
Values:
Prince William Water is responsible for serving the public and maintaining their trust on a daily
basis. Our success is predicated on our job performance, our actions, and our behaviors. The
following core values support our vision and culture:
Safety Always
Customer-First Focus
Ownership & Integrity
Respect & Inclusion
Excellence
The commitment to these values by our employees and by extension, by our service providers,
suppliers and contractors, helps us to achieve organizational excellence in our delivery of water,
wastewater and public services.
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An important part of our procurement program involves a commitment to doing business with
Small (including employment service organizations), Minority-owned, Women-owned, and
Service-disabled Veteran-owned Business Enterprises (SWaM). The most competitive suppliers
will have SWaM utilization plans and will support Prince William Water's supplier-diversity
commitment. (Reference Form D)
SECTION 2 BACKGROUND INFORMATION
The Purpose and Intent of this IFB is to establish a firm fixed hourly rates requirements contract
with one (1) or more qualified source(s) for the procurement of Building Repairs and Maintenance
Services, on an as-needed basis, for Prince William Water, in accordance with the specifications,
terms and conditions stated herein. Prince William Water may opt to make multiple contract
awards from this Solicitation. The resulting Contract(s) shall be used as the primary source for the
services described herein.
SECTION 3 PROCUREMENT RULES AND IFB DEFINITIONS
Prince William Water has established for purposes of this IFB that the words "shall", "must", or
"will" are equivalent in this IFB and indicate a mandatory requirement or condition that will not
be waived by Prince William Water. Failure to comply with any mandatory requirement will
render the Bidder non-responsive and therefore will not be considered for award. To be considered
for an award, the Bidder must agree to abide by each mandatory requirement included in this IFB.
Important Information for Bidder: Unless otherwise specified in the IFB, all formal bids
submitted shall be binding for one hundred and twenty (120) calendar Days following bid opening
date, unless extended by mutual consent of all parties.
A. General IFB Definitions:
1. Addendum: A written or graphic instrument issued prior to the due date and time of bids
that clarify, correct or change the bidding documents.
2. Administrative Contracting Officer (ACO) also referred to as Prince William Water
Contract Administrator: Prince William Water representative who manages actions that
must be taken to assure full compliance with all of the terms and conditions contained
within the resulting Contract Document, including price.
3. Bid: A statement of price, terms of sale, and description of goods or Services offered by a
Contractor to a prospective purchaser for purchases below the amount requiring formal
Solicitation. The response to an IFB is a bid and if accepted would bind the offer to perform
the resultant Contract.
4. Bidder: A Contractor who submits a competitively priced bid in response to an IFB.
5. Change Order: A written order to the Contractor or executed by Prince William Water,
issued after execution of a Contract or Purchase Order (PO), authorizing and directing an
addition, deletion or revision of any nature or an adjustment in the price, schedule, quality
or quantity of the Work. Any positive or negative change in the Contract constitutes a
Change Order.
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6. Contract/Agreement: When used as a proper noun and capitalized the terms "Contract"
or "Agreement" shall mean: this agreement. (When used as a common noun with lower
case the terms "contract" or "agreement" shall mean: a mutually binding legal agreement
between two or more parties.).
7. Contract Document(s): Documents which establish the rights and obligations of the
Contractor and Prince William Water and include: The signed Contract, Addenda (which
pertain to the resulting Contract Documents), the Notice to Proceed, together with all
written Amendments, Change Orders, the Solicitation, Work Change Directives, Field
Orders, and Engineer's written interpretations and clarifications issued on or after the
Effective Date of the resulting contract.
8. Contracting Officer Representative (COR) also referred to as Prince William Water
Project Manager: the representative of the ACO responsible for the inspection and
approval or disapproval of all deliverables and payment of invoices under Prince William
Water Contracts. Designation as a COR does not convey authority to execute Contracts or
Change Orders.
9. Contractor: The successful Bidder with whom a contract is executed pursuant to this IFB.
10. Contractor's Project Manager: The Contractor's person responsible for the Project.
11. Day(s): Calendar Days, unless otherwise specified.
12. Dollar "$": United States of America dollars.
13. Invitation for Bid (IFB): The competitive process whereby Prince William Water is
seeking a competitive bid to resolve a need and or requirement for the department.
14. Key Person (Key Personnel): Any person or persons whose individual action or inaction
can impact the timely accomplishment of the performance objective(s).
15. Notice to Proceed: A written notice issued by the Owner to the Contractor fixing the date
on which the resulting contract times will commence to run and on which Contractor shall
start to perform the Work under the resulting Contract Documents.
16. Prince William Water: Prince William County Service Authority.
17. Procurement Officer: A delegate of the Procurement Manager.
18. Provide: Shall mean furnish or install or both relating to goods, materials, Service(s),
and/or Construction.
19. Procurement Manager: Prince William Water person that has been legally authorized and
responsible to enter into, administer, terminate and otherwise manage contracts subject to
any approval thresholds that may be established by Prince William Water's General
Manager and Board of Directors.
20. Specifications: That part of the resulting Contract Documents consisting of written
technical descriptions of materials, equipment, systems, standards and workmanship as
applied to the Work and certain administrative details applicable thereto.
21. Subcontractor: An entity having a direct contract with the Contractor or with any other
Subcontractor for the performance of a part of the work.
22. Scope of Work: The description of the physical, functional characteristics, or any other
requirement relating to a supply, Service, or Construction. It may include a description of
any requirement for inspecting, testing, or preparing a supply, Service, or Construction
item for delivery.
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23. Using Division or Department: H. L. Mooney Advanced Water Reclamation Facility
(AWRF)
24. Work: The entire completed Construction, "goods", or Services or the various separately
identifiable parts thereof required to be provided under a Contract or Purchase Order. Work
includes and is the result of performing or providing all labor, Services, and documentation
necessary to complete the Work, all as required by the Contract or Purchase Order.
25. Work Order: A written agreement between Prince William Water and the Contractor
meeting the requirements set forth in this Building Repair and Maintenance Services
Agreement to perform work within the scope of work as described in EXHIBIT A, Scope
of Work herein, or as approved by the Board of Directors.
26. The terms "in writing" and "written" mean documents permanently inscribed or printed
on paper, submitted by facsimile (fax), or submitted by e-mail, unless otherwise specified.
27. You, Your: Same as Bidder.
SECTION 4 SCOPE OF WORK / SPECIFICATIONS
4.1 Scope of Work / Specifications
See Attachment A - Scope of Work for Scope of Work and Specifications.
4.2 Project Deliverables
See Attachment A - Scope of Work for Project Deliverables.
4.3 Non-Exclusive Agreement
Prince William Water reserves the right to contract the services outlined in this IFB with other
firms. Nothing in this IFB or the resulting agreement alters or cancels the terms and conditions or
prior agreements between Prince William Water and any other firms. The selection of one (1) or
more firms should not be interpreted as an exclusive or contractual obligation on the part of Prince
William Water to have the selected firms perform all or any of these services. Prince William
Water reserves the right to provide any of these services with its own personnel, which in its sole
judgment it deems appropriate.
SECTION 5 IFB ADMINISTRATIVE REQUIREMENTS AND INSTRUCTIONS
5.1 Proposed Schedule
The following dates are proposed by Prince William Water; however, the dates and times may be
changed as the needs of Prince William Water change. It is solely the Bidder's responsibility to
stay informed on the dates and times.
A. IFB release date - May 18, 2026
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B. Pre-bid Conference - May 26, 2026, at 10:00 A.M. (EST)
C. Final date to receive written questions - June 3, 2026,at 12:00 NOON (EST)
D. IFB closing date - June 23, 2026, at 10:00 A.M. (EST)
E. Anticipated Date of Award - TBD or Not Applicable
5.2 Delivery of Sealed Bids
DELIVER ONE (1) ORIGINAL AND ONE (1) COPY OF BID IN A SEALED ENVELOPE
TO:
Prince William Water
Procurement Department, IFB SA-2629
Attn: Aziza Kamal, Procurement Officer
4 County Complex Court
Woodbridge, VA 22192
Bids will be received until 10:00 A.M. (EST) on June 23, 2026. Late submissions after this time
and email submissions are not acceptable.
Bids will be opened immediately after the closing time via MS Teams.
Bidders interested in attending the Bid Opening, must contact the Procurement Department at
saprocurement@pwwater.org to obtain the MS Teams access information.
MARK EACH PACKAGE: IFB SA-2629 Building Repair and Maintenance Services
A. Failure to clearly mark each Bid with this information may cause Prince William Water to
inadvertently open the Bid before the closing date and time. If the Bid is inadvertently
opened due to lack of markings, Prince William Water staff shall reseal the package, and
the package will be opened after the official IFB closing date and time.
B. To be considered for selection, the complete sealed Bid must be Received and Accepted in
the Procurement Department prior to the closing date and time. A Bidder will not be
considered for selection if its Bid is received in the Procurement Department after the
closing date and time regardless of when or how it was received by Prince William Water.
C. Allow sufficient time for transportation and inspection. If You use a third party carrier
(USPS, FedEx, Airborne, UPS, etc.) ensure that the carrier is properly instructed to deliver
your Bid only to the address above.
D. Prince William Water will NOT consider facsimile (fax) or electronic submission of a Bid.
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