Materials for Water, Sewer and Stormwater Installation

Agency:	City of Lynchburg
State:	Virginia
Type of Government:	State & Local
Category:	S - Utilities and Training Services Y - Construction of Structures and Facilities
Posted:	Oct 13, 2023
Due:	Oct 26, 2023
Solicitation No:	2024-021
Publication URL:	To access bid details, please log in.

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CITY OF LYNCHBURG PROCUREMENT DIVISION

LYNCHBURG, VIRGINIA, 434-455-3970

MATERIALS FOR WATER, SEWER AND STORMWATER INSTALLATION

PARTS INVENTORY

Issued Date: September 9, 2023

INVITATION FOR BID #2024-021

DUE: October 26, 2023 at 3:00p.m.

Invitation for Bid Prepared By:

Florence Randolph, VCA, Buyer

www.lynchburgva.gov

Table of Contents

Title_____________________________________________________________

Page #

General Terms and Conditions ...................................................................................................... 3

Instructions to Bidders .................................................................................................................. 18

Special Terms and Conditions ...................................................................................................... 20

Specifications for each Individual Category................................................................................. 21

Terms and Signature Sheet ........................................................................................................... 22

Statement of Experience .............................................................................................................. 23

Statement of Available Resources ............................................................................................... 24

Corporate Status Form ................................................................................................................. 25

Questions to Bidders/Offerors ...................................................................................................... 26

Attachment A: Bid Form

(2024-021 Materials for Water, Sewer and Stormwater Installation for the City of Lynchburg Bid Form)

Parts Inventory - Bid Item Listing - “Pages 27 thru 47”

THE CITY OF LYNCHBURG

LYNCHBURG, VIRGINIA

GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS

(Bidder: The general rules and conditions that follow apply to all purchases by the City of Lynchburg, through its

Procurement Division and become a definite part of each formal solicitation, purchase order or other award issued by

the Procurement Division, unless otherwise specified. Bidders or their authorized representatives are expected to

fully inform themselves as to the conditions, requirements and specifications before submitting bids. Failure to do so

will be at the bidder's own risk, and a bidder cannot secure relief from the conditions on the plea of error.)

Subject to all applicable laws, ordinances, policies, resolutions, regulations and all limitations imposed thereby, bids

on all solicitations issued by the Procurement Division will bind bidders to the conditions and requirements herein

set forth unless otherwise specified in the solicitation.

1. DEFINITIONS: The definitions in the Virginia Public Procurement Act and Lynchburg Public Procurement

Code apply. In addition, the following definitions apply to these General Conditions and Instructions to

Bidders:

a. BID: The written offer of a bidder to the City, submitted in response to a solicitation by the City, to provide

the City specific goods or services at specified prices and/or other conditions specified in the solicitation,

unless indicated to the contrary, as used herein, bid includes a bid submitted in response to an Invitation for

Bid.

b. BIDDER: Any person who submits a bid to the City.

c. CITY: The City of Lynchburg, Virginia

d. CONTRACTOR: Any person, including without limitation, any company, individual, firm, corporation,

partnership joint venture, or other organization with which the City contracts.

e. INVITATION FOR BID (IFB): A written request made to prospective vendors (bidders) for their bids on

goods or services desired by the City when initiating Contractor selection by means of Competitive Sealed

Bidding.

f. NON-PROFESSIONAL SERVICES: Any services not specifically identified as professional services in the

definition of professional services

g. PROCUREMENT MANAGER: The Procurement Manager employed by the City.

h. SOLICITATION: The document published by the City notifying the public and prospective bidders that

the City is seeking vendors to submit bids to provide goods or services to the City and providing

information regarding the procurement process, the City's requirements, and terms and conditions of any

resulting contract.

i. STATE: Commonwealth of Virginia.

SPECIFICATIONS

2. QUESTIONS OR COMMENTS: For City solicitations done through the Procurement Division, all contact

between bidders or prospective bidders and the City shall be only with the Procurement Division. Any

questions which may arise as a result of this solicitation may be addressed to Florence Randolph, VCA, Buyer

at 434-455-3965, or by email to florence.randolph@lynchburgva.gov. Inquiries must be received at least 7

business days prior to the due date in order to be considered. Contact initiated by a bidder concerning this

solicitation with any other City representative, not expressly authorized elsewhere in this document, is

prohibited. No bidder or potential bidder shall initiate or engage in any discussions with any other employee of

the City or any member of the City Council while a solicitation is outstanding concerning the contents of such

solicitation or with the intent to influence or interfere with the contract award authorized by and described in

such solicitation. A violation hereof may result in the disqualification of such bidder.

3. ADDENDA: Any changes or supplemental instructions to this Invitation for Bid shall be in the form of written

addenda. All addenda are downloadable from the Procurement web site at http://www.lynchburgva.gov/current-

solicitations. Each bidder is responsible for determining that all addenda issued have been received and shall

acknowledge receipt of all addenda in the space provided or by returning a copy of each signed addendum. Failure

to do so may result in rejection of the bid. All addenda so issued shall become part of the IFB and any resulting

contract documents. Oral answers shall not be authoritative and shall not provide any basis for reliance by a

bidder.

4. BRAND NAME OR EQUAL ITEMS: Unless otherwise provided in the Invitation for Bid, the name of a

certain brand, make or manufacturer does not restrict bidders to the specific brand, make or manufacturer

named. Such a brand name conveys the general style, type, character and quality of the article desired, and any

article which the City, in its sole discretion, determines to be the equal of that specified, considering quality,

workmanship, economy of operation, and suitability for the purpose intended shall be accepted.

5. FORMAL SPECIFICATIONS: When an Invitation for Bid indicates that it is a "formal specification" (no

substitute), or otherwise states that the article specified, and no other, shall be provided, then the bidder shall

furnish the article in strict conformity with the specification and may not offer a purported equal or substitute.

The bidder shall abide by and comply with the true intent of the specifications and not take advantage of any

unintentional error or omission. The bidder shall fully complete every part as the true intent and meaning of the

specifications and drawings. Whenever a specification requires articles, materials, or workmanship to conform

to laws, ordinances, regulations, building codes, underwriter laboratory standards, ASTM standards, or similar

law or standards, the specification shall be construed to require at least the minimum acceptable standard

allowed by the cited law or standard under the circumstances unless otherwise indicated.

6. OMISSIONS AND DISCREPANCIES: Unless otherwise indicated, any specification for an item of equipment

shall be interpreted to include not only the item of equipment specified, but also those parts, items,

appurtenances and accessories reasonably necessary to make the equipment complete and working.

BID PROCESS

7. TIME FOR RECEIVING BIDS: All sealed bids will be received in the Procurement Division Office, Third

Floor, City Hall. It is the responsibility of the bidder to ensure bids are received by Procurement Staff and time

stamped prior to the deadline for bids. Bids received prior to the time of opening will be securely kept

unopened. No responsibility will be attached to the Procurement Division for the premature opening of a bid

not properly addressed, received, and identified. Any bid opened prematurely will be resealed and kept

securely until the time of opening. Bids, to include addenda or changes to a response, shall not be accepted via

a FAX machine or by Internet E-mail. Late bids will not be accepted and will be returned unopened.

8. SIGNATURE: All bids shall be signed on the Terms and Signature Sheet in order to be considered. Bids

submitted without a signature shall be rejected. If the Bidder is a partnership or corporation, the Bidder shall

show the title of the individual signing the bid, and if the individual is not an officer of the partnership or

corporation, if requested, the Bidder shall submit proof that the individual has the authority to bind the

partnership or corporation.

9. BID BONDS: Only when specifically requested in the bid documents shall each bid be accompanied by a bid

bond with surety satisfactory to the City or a Cashier's or a Certified Check, made payable to the City of

Lynchburg. In the event of default by the Bidder, the deposit shall be and represent liquidated damages to the

City. Bids received without a bid bond, when specifically requested, shall be rejected.

10. BID MODIFICATION AND WITHDRAWAL: Any bidder may withdraw or modify its bid, in writing

containing the original signature of the bidder, which writing must be received by the City prior to the date and

time set for submission of bids. Withdrawal or modification must be in writing and be delivered by one of the

following means: (i) hand delivery by the bidder itself, a courier, or other delivery service; (ii) by mail (no

consideration shall be given to any postmark); or (iii) by marking(s) on the exterior of the bid submission

envelope, but only if the marking is dated and includes the original signature of the bidder. Written

modifications of bids should not reveal the bid price contained in the previously submitted sealed bid, but

should simply provide the desired addition, subtraction or modification, so that the final price or terms of the

bid will not be known to the City until the sealed bids are opened. Modifications shall be on the interior

envelope and sealed prior to submittal. No bid shall be altered or amended after the specified time for opening.

11. BIDDERS PRESENT: At the time fixed for the opening of sealed bids, their contents will be made public for

the information of bidders and other interested parties who may be present either in person or by representative.

All bids will be opened at the time and place specified and read publicly and remain available for inspection in

the Procurement Division during regular City business hours by bidders prior to award (unless a determination

is made not to make an award) and by the general public after an award is made. The City will post all notices

of award to the Procurement Website.

12. WITHDRAWAL OF BIDS: A bidder may withdraw its bid from consideration if the price bid was substantially

lower than the other bids due solely to a mistake therein, provided the bid was submitted in good faith, and the

mistake was a clerical mistake, as opposed to a judgment mistake, and was actually due to an unintentional

arithmetic error or an unintentional omission of a quantity of work, labor or material made directly in the

compilation of a bid, which can be clearly shown by objective evidence drawn from inspection of original

working papers, documents and materials used in the preparation of the bid sought to be withdrawn. The

following procedure as stated in Section 18.1-11 of the Lynchburg Procurement Code shall be used to request

withdrawal of a bid:

a. To withdraw a bid after bid opening due to error, a bidder must satisfy the substantive requirements of

Va. Code §2.2-4330. In addition, the following procedures shall apply:

1. The bidder shall give notice in writing of his claim of right to withdraw his bid within two business

days after the conclusion of the bid opening procedure and shall submit original work papers with

such notice.

2. The mistake may be proved only from the original work papers, documents and materials

delivered as required herein.

b. This section shall be deemed to be incorporated automatically into all invitations to bid issued by the city

pursuant to the Lynchburg public procurement code. Nonetheless, the city manager or his designee(s)

should ensure that this section is set out in all invitations to bid.

If a bid is withdrawn under the authority of this section and the solicitation is not cancelled, the lowest

responsive and responsible remaining bid shall be deemed to be the low bid. No bidder who is permitted to

withdraw a bid shall, for compensation, supply any materials or labor to or perform any contract or other work

agreement for the person or firm to whom the contract is awarded or otherwise benefit, directly or indirectly,

from the performance of the project for which the withdrawn bid was submitted.

13. ERRORS IN BID: When an error is made in extending the total prices, the unit bid price will govern. Erasures

in bids must be initialed by the bidder. Carelessness in quoting prices or in preparation of the bid otherwise will

not relieve the bidder. Bidders are cautioned to recheck their bids for possible errors. Errors discovered after

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Materials for Water, Sewer and Stormwater Installation - Parts Inventory Addendum No.1 Revised Bid Form

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