Annual Water & Wastewater Chemical Bids

Location:	Virginia
Posted:	May 28, 2026
Due:	Jun 15, 2026
Agency:	Town of Culpeper
Type of Government:	State & Local
Category:	68 - Chemicals and Chemical Products H - Quality Control, Testing, and Inspection Services
Publication URL:	To access bid details, please log in.

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TABLE OF CONTENTS

I) SUBMISSION OF BID......................................................................................................... 3

A) Scope and Specifications of Procurement................................................................... 3

B) Insurance Checklist ...................................................................................................... 4

C) Type of Contract ........................................................................................................... 6

D) Questions and Comments Regarding Terms of the Solicitation and Modification

of Terms ......................................................................................................................... 6

E) Method for Making Submission .................................................................................. 6

F) Vendor Information Form and Certifications ........................................................... 7

G) Compliance with Directions ......................................................................................... 8

II) EVALUATION OF BID....................................................................................................... 8

A) Net Prices and Delivery Terms; Tax Exemption and Responsibility....................... 8

B) Required Elements of Bid Package ............................................................................. 9

C) Bid Form and Evaluation of Alternates Framework............................................... 10

D) Determining if Vendor is Responsible ...................................................................... 11

E) Exceptions to Terms of the Solicitation .................................................................... 12

F) Bid Acceptance Period................................................................................................ 12

G) Withdrawal of Bids ..................................................................................................... 12

III) METHOD OF AWARD OF CONTRACT....................................................................... 12

A) Award to Lowest Responsive and Responsible Bidder ......................................... 13

B) Award in Whole or in Part......................................................................................... 13

C) Multiple Awards.......................................................................................................... 13

IV) FORM OF CONTRACT AND RELATED DOCUMENTS ........................................... 13

A) Use of Town Standard Form Contract ..................................................................... 13

B) Use of AIA and Similar Forms .................................................................................. 13

C) Differing Terms in Contractor-Supplied Forms ...................................................... 14

V) MISCELLANEOUS ........................................................................................................... 14

A) Authority of Agents..................................................................................................... 14

B) Cooperative Procurement .......................................................................................... 14

C) Examination of Documents ........................................................................................ 15

D) Definitions .................................................................................................................... 15

E) Nondiscrimination; Participation of Small, Women-Owned and Minority-Owned

Business ........................................................................................................................ 17

BID SUBMISSION FORM ........................................................................................................ 18

VENDOR INFORMATION FORM ......................................................................................... 19

ACKNOWLEDGMENT OF RECEIPT OF ADDENDA ....................................................... 21

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.

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

$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