Renovation of a water / sewer project in Warrenton, Virginia. Completed plans call for the renovation of a water / sewer project.

Any questions submitted on or before Monday, December 18, 2023 at 4:30 pm will be answered and uploaded to the Towns website. The Town of Warrenton is looking to establish a contract for the removal and replacement of the granular activated carbon in one (1) of the two (2) existing filters at the Water Treatment Plant and for the removal and replacement of the second filter within the next 18 months, subject to the specifications outlined within. All inquiries for information regarding procurement procedures, bid submission requirements, or other fiscal/administrative concerns shall be directed to: Purchasing Agent Phone: 540-347-1101 21 Main Street Warrenton, VA 20186 email: procurement@warrentonva.gov . For technical information relating to this IFB, please contact: Mr. Glenn Coppage, Superintendent of WTP Phone: 540-347-1103 7240 Blackwell Road Warrenton, VA 20187 email: gcoppage@warrentonva.gov. 1. One (1) original and three (3) copies of the bid, including any attachments, shall be mailed or delivered to the addresses on the first page of this solicitation. The Town is not responsible for delays in the delivery of the mail by the U.S. Postal Service or by private/3rd party couriers. It is the sole responsibility of the Bidder to insure that its bid arrives to the designated location by the specified date and time. 2. All bids must be placed on the enclosed EXHIBIT B - BID SHEET and must include all required items to be considered responsive. Please read EXHIBIT B - BID SHEET carefully. In addition to the price of the product, the bid price shall include all shipping and handling costs as well as the cost for the labor to remove and replace the product. Failure to submit any required item shall render the bid non-responsive. 3. Any increase in unit cost for successive terms shall be subject to acceptance by the Town of Warrenton. Vendor shall notify the Town of Warrenton, in writing to the Superintendent of the Water Treatment Plant, at least 60 days prior to any purchase agreement expiration, of any increase in unit price. 4. Removal and delivery shall be coordinated with the Superintendent of the Water Treatment Plant, or their representative, but, generally shall be made between the hours of 8:00 am and 4:00 pm EST to the Town's Water Treatment Plant located at 7240 Blackwell Road, Warrenton, VA 20187. There shall be no minimum order quantity or dollar amount required for any purchase made against this contract. No delivery or miscellaneous charges will be honored unless included and clearly stated in the original bid amount. Delivery shall be made within 24 hours for emergency orders placed prior to 4:00 pm. Saturday, Sunday and Holiday orders may be required in emergency situations. The normal delivery schedule is within 14 calendar days of any telephone order unless the Superintendent of the Water Treatment Plant agrees to a different delivery schedule. 5. The Town of Warrenton will issue an open purchase order in the approximate dollar value of the purchase agreement. This purchase order will be valid for the initial term,and, if applicable, extended for one (1) additional year to cover the removal and replacement of the 2nd filter referenced above. 6. The General Terms and Conditions, attached as EXHIBIT C, in addition to this Invitation for Bid; any Special Terms and Conditions contained herein; any Exhibits, Appendices, Attachments, and Addenda hereto; the bid submitted by the chosen vendor; and a purchase order issued by the Town shall apply to this purchase. 10. All bids shall be valid for 60 days and shall include all shipping, handling, and delivery costs. 11. All bids shall be accompanied by a five percent (5%) bid bond for the total amount of the base bid. The Town reserves the right to reject any and all bids and waive all informalities. In the event the Town Manager chooses to reject all bids, the Town will re-advertise or make the purchase on the open market. The Town, through its duly adopted policies, may reject any or all bids. Unless all bids are rejected, the Town reserves the right granted by Section 2.2-4318 of the Code of Virginia to negotiate with the lowest responsive, responsible bidder to obtain a contract price within the funds available to the Town whenever such low bid exceeds the Town's available funds. For the purpose of determining when such negotiations may take place, the term "available funds" shall mean those funds which were budgeted by the Town for this contract prior to the issuance of the written Invitation for Bid. Negotiations with the low bidder may include both modifications of the bid price and the Scope of Work/Specifications to be performed. The Town shall initiate such negotiations by written notice to the lowest responsive, responsible bidder that its bid exceeds the available funds and that the Town wishes to negotiate a lower contract price. The time, place, and manner of negotiating shall be agreed to by the Town and the lowest responsive, responsible bidder. The Town of Warrenton does not discriminate on the basis of handicapped status in admission or access to its programs and activities. Accommodations will be made for handicapped persons upon prior requests. Bidder is required to remove existing and install 29,000 pounds of new GAC. GAC is to be delivered in large bags so that any leftover carbon can be stored for future use. Work stated for the initial term is to be performed prior to March 31, 2024. Time is of the essence. The Town will provide access to the filter area of the plant and also provide water for the removal. The bidder will be responsible for the removal of the spent GAC and installation of new GAC as well as coordinating the delivery and removal trucks.