RFP SA 2620 Fabrication and Installation Services for FBI Spares

REQUEST FOR PROPOSALS (RFP)
Date: April 7, 2026
SOLICITATION NUMBER: RFP SA 2620
TITLE: Fabrication and Installation Services for Fluidized Bed
Incinerator (FBI) Spares
RFP CLOSING DATE/TIME: May 21, 2026, at 10:00 A.M. (EST)
PRE-PROPOSAL CONFERENCE: April 27, 2026, at Noon (EST)
QUESTION DEADLINE: May 1, 2026, at 12:00 NOON (EST)
SUBMIT ONE (1) ORIGINAL, TWO (2) COPIES & ONE (1) USB OF YOUR PROPOSAL
TO:
STREET ADDRESS:
Prince William Water
Procurement Department
Attn: Mikyong Rodgers, Procurement Officer
4 County Complex Court
Woodbridge, VA 22192
In compliance with this Request for Proposals (RFP) and all the conditions imposed in this RFP and
hereby incorporated by reference, the undersigned firm hereby offers and agrees to furnish all goods
and services in accordance with the attached signed Proposal or as mutually agreed upon by subsequent
negotiation, 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 an Offeror 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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RFP SUBMISSION FORM
Name of RFP: Fabrication and Installation Services for Fluidized Bed Incinerator (FBI)
Spares
RFP Number: RFP SA 2620
Closing Date/Time: May 21, 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 Offeror [ ] 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 RFP and certify that I am authorized to sign for the
Offeror.
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
OFFEROR MUST COMPLETE AND RETURN THIS FORM WITH ITS PROPOSAL PACKAGE
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TABLE OF CONTENTS
SECTION 1 INTRODUCTION .................................................................................................... 6
SECTION 2 BACKGROUND INFORMATION ........................................................................ 7
SECTION 3 PROCUREMENT RULES AND RFP DEFINITIONS ........................................ 7
SECTION 4 SCOPE OF WORK / PROJECT OBJECTIVES AND DELIVERABLES ........ 9
4.1 Scope of Work / Project Objectives .................................................................................. 9
4.2 Project Deliverables ........................................................................................................... 9
4.3 Non-Exclusive Agreement .............................................................................................. 10
SECTION 5 RFP ADMINISTRATIVE REQUIREMENTS AND INSTRUCTIONS .......... 10
5.1 Proposed Schedule ........................................................................................................... 10
5.2 Delivery of Sealed Proposal Package .............................................................................. 11
5.3 Late Proposal Packages ................................................................................................... 11
5.4 Pre-Proposal Conference - Non-Mandatory ................................................................... 12
5.5 Questions Concerning RFP ............................................................................................. 12
5.6 Offeror's Representative .................................................................................................. 13
5.7 Offeror's Responsibility / Clarification and Addenda ..................................................... 13
5.8 Restricted Discussions ..................................................................................................... 14
5.9 Proposal Correction or Withdrawal ................................................................................. 14
5.10 No Obligation to Make Selection .................................................................................... 14
5.11 Minimum Offeror Requirements ..................................................................................... 14
5.12 Offeror's Key Personnel .................................................................................................. 15
5.13 Anticipated Selection Process ......................................................................................... 15
5.14 Evaluation Criteria ........................................................................................................... 18
5.15 Minor Irregularities .......................................................................................................... 18
5.16 Incurred Expenses ............................................................................................................ 19
5.17 Exceptions ....................................................................................................................... 19
5.18 Pre-Award Submittals...................................................................................................... 19
5.19 Conflict of Interest Disclosure ......................................................................................... 19
5.20 Contract Type .................................................................................................................. 20
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5.21 Term of Contract ............................................................................................................. 20
5.22 Limited Confidentiality of Information ........................................................................... 20
5.23 Competency of Offeror .................................................................................................... 20
5.24 Protest .............................................................................................................................. 21
5.25 Contract Security ............................................................................................................. 21
SECTION 6 SUBMITTAL REQUIREMENTS ........................................................................ 22
6.1 Submittal Requirements .................................................................................................. 22
6.2 Economy of Presentation ................................................................................................. 22
6.3 Proposal Package Guidelines ........................................................................................... 22
6.4 Proposal Package Sections .............................................................................................. 24
SECTION 7 INSURANCE REQUIREMENTS ........................................................................ 29
SECTION 8 FORMS ................................................................................................................... 32
Form A - Offeror Reference Form
Form B - Subcontractor Reference Form
Form C - Subcontractor No-Conflict of Interest Form
Form D - SWaM Subcontracting Plan
Form E - Proposal Package Checklist
Form F - State Corporation Commission Form
Form G - Proprietary Information
ATTACHMENT A SCOPE OF WORK
ATTACHMENT B PRICING SCHEDULE
ATTACHMENT C REQUIRED INSURANCE LIMITS
ATTACHMENT D PRINCE WILLIAM WATER SWAM GOAL
ATTACHMENT E PERFORMANCE BOND
ATTACHMENT F PAYMENT BOND
ATTACHMENT G CONTRACT AGREEMENT
ATTACHMENT H EXHIBITS
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Request For Proposals (RFP) 2620
Fabrication and Installation Services for Fluidized Bed Incinerator (FBI) Spares
SECTION 1 INTRODUCTION
Prince William Water is a public utility created in 1983 under the Virginia Water and Sewer
Authorities Act and 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 Attachment D)
SECTION 2 BACKGROUND INFORMATION
Prince William Water is seeking proposals from qualified sources for Fabrication and Installation
Services for Fluidized Bed Incinerator (herein FBI or incinerator) Spares located at H.L. Mooney
Advanced Water Reclamation Facility; to include the FBI Top Plenum; Crossover duct connecting
the FBI to the Heat Exchanger Top Plenum; the Heat Exchanger Top Plenum; the crossover
Expansion Joint(s); and, the Heat Exchanger. The selected Offeror shall evaluate the condition of
the existing heat exchanger. As an option, Prince William Water may request the refurbishment
of the existing heat exchanger.
SECTION 3 PROCUREMENT RULES AND RFP DEFINITIONS
This RFP, the resulting Proposal document and Contract Document shall be consistent with and
governed by Prince William Water's Procurement and Contract Management Regulations. In the
event of an inconsistency between the solicitation and selection requirements set forth in this RFP
versus those set forth in the Procurement and Contract Management Regulations, the inconsistency
shall be resolved by giving precedence to the solicitation and selection requirements of the
Procurement and Contract Management Regulations.
A. IMPORTANT NOTICE TO POTENTIAL OFFERORS: Receipt of this document
does not indicate that Prince William Water has pre-determined Your organization's
qualifications to receive a contract or be selected for any work or project. Such
determination will be made after the opening and will be based on Prince William Water's
evaluation of Your Proposal Package compared to the specific requirements and
qualifications contained in this RFP.
B. Prince William Water has established for purposes of this RFP that the words "shall",
"must", or "will" are equivalent in this RFP and indicate a mandatory requirement or
condition. Prince William Water may disqualify a Proposal Package for failure to comply
with any mandatory requirements.
C. Prince William Water has established for purposes of this RFP that the words "should" or
"may" are equivalent in this RFP and indicate very desirable conditions or requirements
that are permissive in nature. Deviation from, or omission of, such a desirable condition
or requirement will not cause rejection of a Proposal Package, but will be considered in
the evaluation process.
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D. ACCEPTANCE PERIOD: Unless otherwise specified in the RFP, all formal Proposals
submitted shall be binding for one hundred twenty (120) calendar days following Proposal
submission date, unless extended by mutual consent of all parties.
E. General RFP Definitions:
1. Addendum: A written or graphic instrument issued prior to the due date and time of
Proposals that clarifies, corrects or changes the proposal 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. 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.
4. Contract: When used as a proper noun and capitalized the term "Contract" shall mean:
The solicitation's ensuing agreement obligating the Contractor to furnish the goods
and/or services promised in exchange for payment from Prince William Water. (When
used as a common noun with lower case the term "contract" shall mean: a mutually
binding legal agreement between two (2) or more parties.).
5. 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, Work Change Directives, Field Orders,
and Engineer's written interpretations and clarifications issued on or after the Effective
Date of the resulting contract.
6. 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 PW
Water Contracts. Designation as a COR does not convey authority to execute Contracts
or Change Orders.
7. Contractor: The successful Offeror with whom a contract is executed pursuant to this
RFP.
8. Contractor's Project Manager: The Contractor's person responsible for the project.
9. Day(s): Calendar Days, unless otherwise specified.
10. Dollar "$": United States of America dollars.
11. Key Person (Key Personnel): As listed in Section 5.11, the designated person or
persons employed by the Contractor or Subcontractor, whose individual action or
inaction can impact the timely accomplishment of the Work.
12. Notice to Proceed (or Purchase Order): A written notice issued by the Owner to the
Contractor fixing the date on which the resulting contract times will commence to run
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and on which Contractor shall start to perform the Work under the resulting Contract
Documents.
13. Offeror: The professional entity submitting a Proposal Package to Prince William
Water in response to this RFP. The term Offeror in some cases refers to the successful
Offeror with whom a contract is executed pursuant to this RFP.
14. Prince William Water: Prince William County Service Authority
15. Procurement Officer: A delegate of the Procurement Manager.
16. Proposal or Proposal Package: The complete submittal from an Offeror.
17. 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.
18. Responsible Offeror: An Offeror who has the capability in all respects to perform fully
the Contract requirements, and the experience, integrity, perseverance, reliability,
capacity, facilities, equipment, and credit which will assure good faith performance.
19. Request for Proposals (RFP): This competitive process whereby Prince William
Water is seeking competitive offers to resolve a Prince William Water need or
requirement.
20. Selection or Evaluation Committee: any team, committee or other group that
evaluates Proposals.
21. 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.
22. Subcontractor: An entity having a direct contract with the Contractor or with any other
Subcontractor for the performance of a part of the work.
23. Using Division or Department: ESWR
24. Work: The entire project or the various separately identifiable parts thereof required
to be performed or furnished under the Contract Documents.
25. 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.
26. You, Your: Same as Offeror.
SECTION 4 SCOPE OF WORK / PROJECT OBJECTIVES AND DELIVERABLES
4.1 Scope of Work / Project Objectives
See Attachment A - Scope of Work for Scope of Work and Project Objectives.
4.2 Project Deliverables
Project shall list the deliverables to be provided by the Contractor along with the associated time
line and schedule which includes but is not limited to: studies, preliminary engineering reports,
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design and predetermined milestones, final design, bid documents, etc. Monthly progress reports
to be provided in the format as agreed to by Prince William Water, capturing at a minimum:
A. Tasks and description.
B. List of deliverables and baseline schedule.
C. Status and schedule update of deliverables.
D. Key issues requiring resolution.
E. Identification of regulatory permit requirements and status of such permits.
F. Name of Prince William Water and Contractor Project Managers.
4.3 Non-Exclusive Agreement
Prince William Water reserves the right to contract the services outlined in this RFP with other
firms. Nothing in this RFP 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 RFP 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 Your responsibility to stay
informed on the dates and times.
A. RFP release date - April 7, 2026
B. Pre-Proposal conference - Non-Mandatory, April 27, 2026 at Noon (EST)
C. Mandatory Site Visit - April 27, 2026, immediately following the Pre-Proposal
Conference.
D. Final date to receive written questions - May 1, 2026 at 12:00 NOON (EST)
E. RFP closing date - May 21, 2026 at 10:00 A.M. (EST)
F. Offeror interviews/presentations/demonstrations, if requested -TBD or Not Applicable
G. Anticipated selection of Contractor (s) -TBD or Not Applicable
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