Pump and Haul Services, RFQ 695004
| Location: | Virginia |
|---|---|
| Posted: | Mar 27, 2026 |
| Due: | Apr 27, 2026 |
| Agency: | Loudoun County |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | RFQ 695004 |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
RFQ 695004
|
| Bid Title: |
Pump and Haul Services, RFQ 695004
|
| Category: | Procurement |
| Status: | Open |
|
Attachment Preview
Loudoun County, Virginia
INVITATION FOR BID
PUMP AND HAUL SERVICES
ACCEPTANCE DATE: Prior to 4:00 p.m., April 27, 2026, Local Time
IFB NUMBER:
RFQ 695004
ACCEPTANCE PLACE:
Department of Finance and Procurement
Division of Procurement
1 Harrison Street, SE, 1st Floor
Procurement Bids and Proposals Drop Box
Leesburg, Virginia 20175
PLEASE NOTE:
A. Documents related to this solicitation may be downloaded from the County’s web site:
www.loudoun.gov/procurement.
B. Pre-bid Conference: An optional pre-bid conference will be held virtually using
Microsoft Teams on Wednesday, April 8, 2026, at 11:30 a.m. See the Microsoft
Teams log in information provided below. To participate in the audio portion of this
conference, please dial the number provided below and follow the prompts as
designated. To participate by computer, connect to the link provided and follow the
prompts as designated. The purpose of the pre-bid conference is to provide a
high-level overview of the supplier registration process and online submission of bids
through iSupplier.
Microsoft Teams Meeting
Join the Meeting Now
Meeting ID: 284 769 751 036 1
Passcode: vm6Dn7PJ
Dial in by phone
+1 757-600-4923,,920490400# United States, Norfolk
Find a local number
Phone conference ID: 920 490 400#
The terms and conditions contained in this Invitation for Bid and in the County-Contractor
Agreement are not negotiable.
Requests for information related to this Invitation should be directed to:
Heather DeHaven, NIGP-CPP, CPPB, VCO
Senior Contracting Officer
(571) 627-7430
(703) 771-5097 (Fax)
E-mail address: Heather.DeHaven@loudoun.gov
Issue Date: March 27, 2026
IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN
ORDER TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION
AS SOON AS POSSIBLE
PUMP AND HAUL SERVICES
IFB #RFQ 695004
Page 2 of 39
SECTION/TITLE
INVITATION FOR BID
PUMP AND HAUL SERVICES
PAGE
1.0 PURPOSE .......................................................................................................................4
2.0 COMPETITION INTENDED.............................................................................................4
3.0 DISCREPANCIES ...........................................................................................................4
4.0 BIDDER’S MINIMUM QUALIFICATIONS .......................................................................4
5.0 SCOPE OF SERVICES ...................................................................................................5
6.0 TERMS AND CONDITIONS ............................................................................................6
7.0 INSTRUCTIONS FOR SUBMITTING BIDS...................................................................20
8.0 BID SUBMISSION FORMS ........................................................................................... 30
ATTACHMENT 1 – PRICING LIST .......................................................................................... 32
ATTACHMENT 2 – SITES ....................................................................................................... 33
ATTACHMENT 3 – REFERENCES ......................................................................................... 36
PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA......................................37
Prepared By: /s/Heather DeHaven, NIGP-CPP, CPPB, VCO
Senior Contracting Officer
Date: March 27, 2026
PUMP AND HAUL SERVICES
IFB #RFQ 695004
Page 3 of 39
PUMP AND HAUL SERVICES
1.0 PURPOSE
The intent of this Invitation for Bid (IFB) is for the County of Loudoun, Virginia (County) to
obtain a qualified contractor to provide Pump and Haul Services for onsite sewage
disposal system tanks, oil and water separators, and grease traps.
The County intends to award a requirements contract as a result of this IFB.
2.0 COMPETITION INTENDED
It is the County's intent that this IFB permits competition. It shall be the Bidder's
responsibility to advise the Purchasing Agent in writing if any language, requirement,
specification, etc., or any combination thereof, inadvertently restricts or limits the
requirements stated in this IFB to a single source. Such notification must be received by
the Purchasing Agent or appointed designee not later than fifteen (15) days prior to the
date set for bids to close.
3.0 DISCREPANCIES
Should a Bidder find discrepancies in the plans and/or specifications or be in doubt as to the
meaning or intent of any part thereof, the Bidder shall request clarification from the County
in writing, not later than ten (10) working days prior to the bid opening. Any changes to the
IFB that result from such a clarification request, will be communicated through a written
addendum, and posted on the Procurement home page at www.loudoun.gov/procurement.
Failure to request such clarification is a waiver of any claim by the Bidder for additional
expenses because its interpretation was different than the County’s.
4.0 BIDDER’S MINIMUM QUALIFICATIONS
Bidders must demonstrate that they have the resources and capability to provide the
materials and services as described herein. All Bidders must submit the documentation
indicated below with their bid. Failure to provide any of the required documentation may
be cause for bid to be deemed non-responsive and/or non-responsible and rejected.
The following criteria shall be met in order to be eligible for this contract:
4.1 Bidders shall demonstrate they have been in business providing similar pump and
haul services for at least the last five (5) years. Bidders shall provide a minimum of
three (3) comparable references for which similar work has been performed. Use
Attachment 3 - References provided in the solicitation for provision of this
information. Disclosure of a reference hereby releases listed references from all
claims and liability for damages that may result from the information provided by
the reference.
4.2 Bidders shall hold the appropriate license from the Virginia Department of
Professional and Occupational Regulation (DPOR) to pump and haul sewage. In
addition, Bidders shall hold a Loudoun County Health Department Septic Tank
Cleaners License. A copy of both licenses shall be provided with their bid.
PUMP AND HAUL SERVICES
IFB #RFQ 695004
Page 4 of 39
5.0 SCOPE OF SERVICES
The Contractor shall provide the following Pump and Haul Services.
5.1 General Requirements
The work shall consist of pumping waste from septic tanks, oil and water
separators, and grease traps, and hauling and disposing of sanitary waste in a
proper manner. The work includes, but is not limited to, providing labor, materials,
equipment, tools, transportation, and supplies required to complete pumping.
Bidders shall utilize Attachment 1 – Pricing List and submit it with the bid response
based on the designated sites listed in Attachment 2 – Sites. Attachment 2 contains
the current inventory of sewage disposal system tanks and sizes, oil and water
separators, and grease traps with corresponding locations. This list is not all
inclusive as new sites and undiscovered sites may emerge. The County reserves
the right to add and/or delete locations as required.
5.2 Onsite Sewage Disposal System Tanks
The Contractor shall:
A. Pump septic and pump tanks and remove all solids and sludge as
necessary.
B. Refill and recharge system and check for operation as necessary.
C. Check flow diversion valve and switch valve to alternate drain field if
necessary.
D. Check drain field for proper operation.
E. Report any deficiencies immediately.
F. Haul all sanitary waste from site and dispose properly.
G. Report all onsite sewage disposal tank pump outs to the Loudoun County
Health Department per Section 1066.07 (b) of the Loudoun County Codified
Ordinance.
5.3 Oil and Water Separators
The Contractor shall:
A. Vacuum to remove all solids and debris from the separators, sanitary drain
lines into and out of the separators.
B. Refill and recharge system and check for proper operation as necessary.
C. Report all system deficiencies immediately.
D. Haul all sanitary waste from site and dispose properly.
5.4 Grease Traps
The Contractor shall:
A. Vacuum grease, solids, and sludge from the grease traps and sanitary lines
leading into and out of the traps.
PUMP AND HAUL SERVICES
IFB #RFQ 695004
Page 5 of 39
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