GENERAL WATER AND SEWER SERVICES

{Y0270933.1 FORM- } Request for Proposal Carroll County RFP # 2023-002 August 11, 2023 FOR GENERAL WATER AND SEWER SERVICES, CARROLL COUNTY PUBLIC SERVICE AUTHORITY Electronic proposals will be received at the Office of the County Administrator’s Office at 605-1 Pine St, Hillsville, VA 24343, 2:00 pm September 1st (local prevailing time), for furnishing the items or services described in this solicitation. Offers should be sent by e-mail attachment to: crystal.adams@carrollcountyva.gov with the RFP number and title in the subject line. SCOPE OF WORK — Carroll County has issued this sealed Request for Proposal (RFP) for the purpose of obtaining responsive proposals from qualified firms to provide GENERAL WATER AND SEWER SERVICES to be located in Carroll County, VA. Proposals are due: 2:00 p.m., September 1, 2023 SOLICITATION DOCUMENTS Request for Proposal documents are available on the Carroll County web site

rel="no-follow" href="http://www.Carrollcountyva.gov" target="_blank">www.Carrollcountyva.gov or on the Commonwealth's bid board (eVA). An e-mail request for the complete RFP form may be sent to crystal.adams@carrollcountyva.gov. Proposals shall be sent to crystal.adams@carrollcountyva.gov In lieu of electronic submission, electronic copies (CD or thumb drive) or paper submissions may be delivered to the office of the County Administrator’s at 605-1 Pine St, Hillsville, VA prior to the closure date. Documents should be saved as a pdf document and should conserve disk space to allow transfers of data. Questions concerning this project must be in writing (email is preferred) and addressed to crystal.adams@carrollcountyva.gov and should be received no later than five (5) business days preceding the date that the proposals are to be received. E-mail is the preferred method and will get a timelier response. {Y0270933.1 FORM- }2 REQUEST FOR PROPOSALS FOR GENERAL WATER AND SEWER SERVICES, CARROLL COUNTY PUBLIC SERVICE AUTHORITY I. GENERAL WATER AND SEWER SERVICES The Carroll County Public Service Authority (“PSA” or “Authority”) is seeking proposals for General Water and Sewer Services including: (1) the installation of water meters, (2) the installation of water and sewer taps, (3) general water and sewer line and system maintenance, and (4) regular and emergency repairs for breaks in water and sewer lines. The Authority is seeking for proposals from qualified firms or interested individuals to assume these various tasks related to general water and sewer services. The successful offeror must have a valid Class A, B, or C Contractor's License through the Virginia DPOR and any and all other certifications or licensure required to perform the services described herein. It is anticipated that the contract and/ or contracts will be entered into on an "as needed" basis, and the successful applicant must state if they have the flexibility to promptly respond to emergency line breaks, adverse weather conditions, and similar factors which would impact water and sewer services. The General Water and Sewer Services firm(s) or individual must maintain detailed records of all activity. Items to be addressed in the RFP include: price, company statement of qualifications and references, a history of responsiveness, and overall ability to perform the range of tasks contemplated in this RFP. Offerors shall also provide satisfactory evidence of insurance. Proposals must be guaranteed for 12 months with the option to renew annually for up to two additional years. Cost may be negotiated annually with renewal. II. TIME The Authority will attempt to follow the following timetable in evaluating and negotiating an agreement for General Water and Sewer Services: Issue RFP August 11, 2023 Deadline for Proposal Submissions, 2:00 p.m. September 1, 2023 Preliminary Selection of Firm/Individual TBD Recommendation to AUTHORITY Board TBD Implementation of Services Agreement TBD III. INSTRUCTIONS TO PROPOSERS A. All proposals and/or questions should be directed to Carroll County Public Service Authority Attention: Water and Sewer Services 605-2 Pine Street {Y0270933.1 FORM- }3 Hillsville, VA 24343 Proposals will be opened in the Carroll County Board PSA Conference Room, 605-2 Pine Street, Hillsville, VA 24343 on September 1, 2023 at 2:00 p.m. No proposals will be accepted after this time. The Carroll County Public Service Authority reserves the right to reject any or all proposals received or to accept a higher proposal if it proves to benefit the Authority. Faxed proposals will not be accepted. Emailed proposals will be accepted please request a read receipt. If a proposal is sent by mail or by delivery, then the offeror must provide five (5) copies of the proposal. If you have any questions, please contact the Carroll County Public Service Authority 276-730-3170. B. All paper proposals must be in a sealed envelope and clearly marked in the lower left-hand corner: “RFP – General Water and Sewer Services”. All proposals must be received in the offices of the Public Service Authority by September 1, 2023 at 2:00 p.m. If the proposal is sent by mail or by delivery, five (5) copies of the RFP must be presented. Emailed proposals are also acceptable. No faxed or telephone proposals will be accepted. Late proposals shall be returned unopened. C. Proposals should be prepared simply and economically, providing a straightforward, concise description of provider capabilities to satisfy the requirements of the request. Special bindings, colored displays, promotional materials, etc. are not required. Emphasis should be on completeness and clarity of content. For paper proposals, use of recycled paper for responses and any printed or photocopied material created pursuant to a contract with the Authority is desirable whenever practicable. Use of both sides of the paper for any submittal to the Authority is desirable whenever practicable. D. All proposals must be complete and include the following information signed and notarized as appropriate: 1. ‘Statement of Qualifications’ (Attachment A) 2. ‘Non-Collusion Affidavit Certificate' (Attachment B) 3. Bid Submittal (Attachment C) IV. SELECTION CRITERIA. The successful offeror will assist the Carroll County PSA in general water and sewer services for Carroll County including: (1) the installation of water meters, (2) the installation of water and sewer taps, (3) general water and sewer line and collection and treatment system maintenance and repair, and (4) regular and emergency repairs for breaks in water and sewer lines. The Authority is seeking for proposals from qualified firms or interested individuals to assume these various tasks related to general water and sewer services. The successful offeror must have a valid Class A, B, or C Contractor's License through the Virginia DPOR and any and all other certifications or licensure required to {Y0270933.1 FORM- }4 perform the services described herein with the understanding that limits will be placed on work based on licensure restrictions. It is anticipated that the contract will be entered into on an "as needed" basis, and the successful applicant(s) must state if they have the flexibility to promptly respond to emergency line breaks, adverse weather conditions, and similar factors which would impact water and sewer services. The General Water and Sewer Services firm or individual must maintain detailed records of all activity. Items to be addressed in the RFP include: price, company statement of qualifications and references, a history of responsiveness, and summary of services provided. Offerors shall also provide satisfactory evidence of insurance. Proposals must be guaranteed for 12 months with the option to renew annually for up to two additional years. Cost may be negotiated annually with renewal. Each offeror shall provide satisfactory evidence of insurance, including but not limited to, as applicable, policies covering commercial general liability; professional liability; automobile liability; worker’s compensation; excess liability/umbrella; and contractual liability covering offeror’s indemnity obligations pursuant to any contract resulting from this RFP. Essential Functions: Install water meters. Install water and sewer taps. General water and sewer line and system maintenance Regular repair of breaks in water and sewer lines. Emergency repair of breaks in water and sewer lines. Respond to emergency line breaks and system failures, adverse weather conditions, and similar factors which impact water and sewer. General repair and maintenance of sewer and water treatment system facilities. Report to Carroll County/CCPSA Designated contact with all records of activity Maintain detailed records of work performed. Performs related tasks as needed. Knowledge, Skills, and Abilities: Thorough knowledge of water and sewer services operation and maintenance. Must be able to maintain detailed records of all activity. {Y0270933.1 FORM- }5 Education, Experience, and Training: Water and sewer services operation and maintenance experience required. Evaluation Criteria All service providers’ responses to this RFP will be evaluated and ranked in accordance with the following factors: Factors Rating (%) 1. Overall service providers’ qualifications and experience 25 2. Assignment of competent, qualified staff that can provide service in a timely manner and needed equipment to provide service 25 3. Availability 10 4. Positive References 20 5. Price 20 6. Total 100 Each proposal will be independently evaluated on the above factors by an evaluation team selected by the Authority. Interviews with prospective firms/individuals may be conducted following a review of the proposals received. V. PROPOSAL TERMS AND CONDITIONS. 1. Upon review and evaluation of the proposals, and in accordance with Section 2.2- 4302.2(A)(3) of the Code of Virginia, 1950, as amended, the Authority shall select two or more offerors deemed by the Authority to be fully qualified and best suited among those submitting proposals, on the basis of the factors involved in the Request for Proposal, including price, however price shall not be the sole determining factor. After negotiations have been conducted with each offeror so selected, the Authority shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. Should the Authority determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. 2. The Authority reserves the right to reject any and all proposals, and to waive minor irregularities in any proposal. 3. The Authority reserves the right to request clarification of information submitted, and to request additional information from any proposer. 4. The Authority reserves the right to award any contract to the next most qualified firm, if the successful firm does not execute a contract within 30 days of being {Y0270933.1 FORM- }6 notified of selection. 5. Any proposal may be withdrawn up until the date and time set above for opening of the proposals. Any proposal not so timely withdrawn shall constitute an irrevocable offer, for a period of ninety (90) days to provide to the Authority the services described in the attached specifications, or until one or more of the proposals have been approved by the Authority, whichever occurs later. 6. Any and all contracts resulting from acceptance of a proposal by the Authority shall be in a form supplied or approved by the Authority and shall reflect the specifications in this RFP. The Authority reserves the right to reject any proposed agreement or contract that does not conform to the specifications contained in this RFP and which is not approved by the Authority Attorney. 7. The Authority shall not be responsible for any costs incurred by any bidder in preparing, submitting, or presenting its response to the RFP. VI. RESULTING CONTRACT The successful offeror will be bound by the representations made in its response to the RFP. VII. OTHER INFORMATION. For additional information or explanation of the contents or intent of these specifications, please e-mail or write your questions to: Carroll County Public Service Authority 605-2 Pine Street Hillsville, VA 24343 276-730-3170 The Authority will provide copies of this document in MS Word format (.doc) to assist with responses. {Y0270933.1 FORM- }7 Attachment A STATEMENT OF QUALIFICATIONS AND EXPERIENCE Expressions of interest for General Water and Sewer Services shall be made by submitting a statement of qualifications, including background and experience of staff members who would be assigned to the work, summary of members who would be assigned to the work and a summary listing of similar projects conducted by the firm. The firm must have a proven record of experience in providing similar services. When applicable to the category of services governed by the proposal, the Offeror should address the following criteria: 1. Specific training, knowledge, and experience relating to the provision of the requested services. Address specifically qualifications relating to construction, maintenance, operation and repair of water treatment and distribution systems, sewer collection and treatment systems, including contactor's licensure, water and/or sewer operator's licensure, if applicable. 2. Thorough knowledge of all relevant federal and state codes, regulations, standards, and requirements relating to the proposed services, including knowledge of any standards required to ensure functionality of the PSA's system as a completed whole. 3. Broad general understanding of current industry standards and techniques. 4. Thorough knowledge of any and all building codes as they may relate to the project. 5. Knowledge of appropriate safety requirements. Each firm submitting a proposal for items included in this RFP shall prepare and submit the following information, in addition to addressing the qualifications stated above: 1. Name of Firm or Business 2. Business Address 3. Business Phone Fax No. 4. E-mail address 5. How many years have you been in business in Virginia and under what names? 6. General Character of services provided by your firm: 7. Commonwealth of Virginia Sales Tax Registration No., if applicable: 8. Federal I.R.S. Identification No.: 9. List the places of operation: {Y0270933.1 FORM- }8 ______________________________________________________________________ ______________________________________________________________________. 10. Provide a clear statement of your experience and qualifications relevant to services proposed to be provided. 11. Execute and return this Statement of Qualifications, Attachment B and Attachment C. 12. I certify that I: • am capable of providing the services as outlined in this proposal, • will comply with the rules and regulations outlined by the U.S. Code, the Code of Virginia, the County of Carroll, and all rules and regulations of the Authority, the Virginia State Corporation Commission, and other applicable laws and regulations. • Have received Attachment D, Contract Terms, and agree to be bound thereby unless exceptions thereto are specifically noted in the proposal. I recognize that exceptions to any terms included in the RFP may constitute grounds for the Authority to declare my proposal non-responsive, in the discretion of the Authority. ______________________________________ COMMONWEALTH OF VIRGINIA, CITY/COUNTY of ________________, to-wit: The foregoing Statement of Vendor Qualifications was acknowledged before me this ______ day of ____________________, 2020, by _____________________. My Commission expires: / / __________________________________________ Notary Public {Y0270933.1 FORM- }9 Attachment B NON-COLLUSION CERTIFICATION The following certifications are made: 1. The bid or offer (1) is made without prior participation, understanding, agreement, or connection with any corporation, firm, or person submitting a bid/offer for the same materials, supplies, equipment, or services with respect to the allocation of the business afforded by or resulting from the acceptance of the bid or proposal, (2) is in all respects fair and without collusion or fraud, and (3) is or is intended to be competitive and free from any collusion with any person, firm, or corporation. 2. The offeror has not offered or received any kickback from any other offeror or Contractor, supplier, manufacturer, or subcontractor in connection with the bid/offer on this solicitation. A kickback is defined as an inducement for the award of a contract, subcontracts, or order, in the form of any payment, loan, subscription, advance, deposit of money, services, or anything, present or promised, unless consideration of substantially equal or greater value is exchanged. Further, no person shall demand or receive any payment, loan, subscription, advance, and deposit of money, services, or anything of value in return for an agreement not to compete on a public contract. 3. The offeror is not a party to nor has he participated in nor is obligated or otherwise bound by agreement, arrangement, or other understanding with any person, firm, or corporation relating to the exchange of information concerning bids, prices, terms, or condition upon which the contract resulting from the acceptance of his bid or proposal is to be performed. 4. The offeror understands that collusive bidding is a violation of the Virginia Governmental Frauds Act and federal Law, and can result in fines, prison sentences, and civil damage awards and agrees to abide by all conditions of this proposal. 5. The offeror or subcontractor has not and will not confer on any public employee having official responsibility for a procurement transaction any payment, loan, subscription, advance, deposit of money, services, or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value is exchanged. The Remainder of This Page Intentionally Left Blank {Y0270933.1 FORM- }10 _______________________________ Offeror By: _____________________________ COMMONWEALTH OF VIRGINIA, CITY/COUNTY of ________________, to-wit: The foregoing Non Collusion Certification was acknowledged before me this ______ day of ____________________, 2020, by _____________________. My Commission expires: / / __________________________________________ Notary Public {Y0270933.1 FORM- }11 Attachment C The undersigned submits the following proposal desiring to provide General Water and Sewer Services for the Authority. Authorization: Firm Name Date Mailing Address Phone Number State, Zip Fax Number By Title Contact Name (if different from above) Contact Phone Number {Y0270933.1 FORM- }12 Attachment D Contract Terms (FOR OFFEROR INFORMATIONAL PURPOSES) 1. TERMINATION OF AGREEMENT The AUTHORITY reserves the right to terminate or suspend this Agreement at any time, with or without cause, by giving thirty (30) days' notice to the firm in writing. In the event of termination, the firm providing goods or services pursuant to this procurement (“Firm”) shall not be paid for any goods or service rendered or expense incurred after receipt of such notice except such fees and expenses incurred prior to the effective date of termination that are necessary for curtailment of the Firm’s work under this contract. 2. OWNERSHIP OF WORK PRODUCT Ownership of the originals of any reports, data, studies, surveys, charts, maps, drawings, specifications, figures, photographs, memoranda, and any other documents which are developed, compiled or produced as a result of this agreement, whether or not completed, shall be vested in the AUTHORITY. Any reuse of these materials by the AUTHORITY for projects or purposes other than those which fall within the scope of this agreement or the project to which it relates, without written concurrence by the Firm will be at the sole risk of the AUTHORITY. 3. NONDISCRIMINATION The Firm shall, in all hiring or employment made possible or resulting from this agreement, take affirmative action to ensure that there shall be no unlawful discrimination against any employee or applicant for employment because of sex, race, age, color, creed, religion, sexual orientation, gender identity, national origin, marital status, or disability, unless based upon a bona fide occupational qualification, and this requirement shall apply to but not be limited to the following: employment, advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this Agreement on the grounds of sex, race, color, creed, religion, sexual orientation, gender identity, national origin, age, or disability. 4. HOLD HARMLESS/INDEMNIFICATION {Y0270933.1 FORM- }13 The Firm agrees to indemnify, defend, and hold harmless the AUTHORITY and its officers, agents, and employees, from any and all claims, demands, actions or causes of action against the AUTHORITY or its officers, agents, or employees, alleging damage or injury arising out of the subject matter of this Agreement; provided, however, that such provision shall not apply to the extent that the damage or injury is attributable to the sole negligence of the AUTHORITY or its officers, agents, or employees. 5. COMPLIANCE WITH LAWS Any purchase order or contract resulting from this solicitation shall be governed in all respects whether as to validity, construction, performance, or otherwise by the laws of the Commonwealth of Virginia. The Firm providing goods or services to the AUTHORITY under this contract assures the AUTHORITY that it is: 1. Conforming to the provisions of the Civil Rights Act of 1964, as amended, the Virginia Fair Employment Contracting Act of 1975, as amended, the Virginia Human Rights Act, as amended, including the Virginia Values Act, as amended, where applicable; 2. Not employing illegal alien workers or otherwise violating the provisions of the Immigration Reform and Control Act of 1986; 3. Complying with federal, state, and local laws and regulations applicable to the performance of the services procured; and 4. Submitting the bid or proposal in full compliance with the Virginia Conflict of Interest Act. 6. NO WAIVER Any failure of the AUTHORITY to demand rigid adherence to one or more of this Agreement’s provisions, on one or more occasions, shall not be construed as a waiver nor deprive the AUTHORITY of the right to insist upon strict compliance with the terms of this Contract. Any waiver of a term of this Contract, in whole or in part, must be in writing and signed by the party granting the waiver to be effective. 7. CHOICE OF LAW To ensure uniformity of the enforcement of this Contract, and irrespective of the fact that either of the parties now is, or may become, a resident of a different state, this Agreement shall be governed by and construed in accordance with the laws of the Commonwealth of Virginia without regard to her principles of conflicts of law. {Y0270933.1 FORM- }14 8. FORUM SELECTION The parties hereby submit to the personal jurisdiction and venue of any state or federal court located within the Commonwealth of Virginia for resolution of any and all claims, causes of action or disputes arising out of or related to this Contract. The parties further agree that any claims, causes of action or disputes arising out of, relating to or concerning this Contract shall have jurisdiction and venue only in the Circuit Court of Carroll County, Virginia or in the U.S. District Court, Western District of Virginia. 9. SEVERABILITY If any provision of this Contract is held to be illegal, invalid, or unenforceable, or is found to be against public policy for any reasons, such provision shall be fully severable and this Contract shall be construed and enforced as if such illegal, invalid, or unenforceable provision had never been part of this Contract, and the remaining provisions of this Contract shall remain in full force and effect and shall not be affected by the illegal, invalid, or unenforceable provision, or by its severance from this Contract. 10. NOTICES All requests, notices, and other communications required or permitted to be given under this Contract shall be in writing and delivery thereof shall be deemed to have been made when such notice shall have been either (a) duly mailed by first- class mail, postage prepaid, return receipt requested, or any comparable or superior postal or air courier service then in effect, or (b) transmitted by hand delivery, telegram, telex, telecopier, email, or facsimile transmission, to the party entitled to receive the same at the address indicated below or at such other address as such party shall have specified by written notice to the other party. Notices to the AUTHORITY shall be sent to: Carroll County Public Service Authority 605-2 Pine Street Hillsville, VA 24343 276-730-3170 11. CONTRACTUAL CLAIMS PROCEDURE A. Contractual claims by Firm, whether for money or other relief, except for disputes exempted by law from the procedure set forth herein, shall be submitted in writing no later than sixty (60) days after final payment. Any written notice of Firm’s intention to file such a claim need not detail the amount of the claim but shall state the facts and/or issues relating to the claim in sufficient detail to identify the claim, together with its character and scope. Whether or not Firm files such written notice, Firm shall {Y0270933.1 FORM- }15 proceed with the work as directed. B. The Board of the Authority, upon receipt of a detailed claim, may at any time render its decision and shall render such decision within ninety (90) days of final payment. Each such decision rendered shall be forwarded to the Firm by written notice. C. If the Firm disagrees with the decision of the Board of the Authority concerning any pending claim, the Firm shall promptly notify the AUTHORITY by written notice that the Firm is proceeding with the work under protest. Any claim not resolved, whether by failure of the Firm to accept the decision of the Board of the Authority or under a written notice of Firm’s intention to file a claim or a detailed claim not acted upon by the governing body of the AUTHORITY, shall be specifically exempt by the Firm from payment request, whether progress or final. Pendency of claims shall not delay payment of amounts agreed due in the final payment. D. The decision on contractual claims by the Board of the Authority shall be final and conclusive unless the Firm appeals within six months of the date of the final decision on the claim by instituting legal action in the appropriate circuit court, however, no legal action may be commenced by Firm concerning any such contractual claim prior to rendering of a decision by the governing body of the Authority, unless no decision has been rendered within ninety (90) days of final payment or submission of the claim, in which case Firm’s claim shall be deemed denied. 12. FAITH BASED ORGANIZATIONS Pursuant to Section 2.2-4343.1 of the Code of Virginia of 1950, in all invitations to bid, requests for proposals, contracts, and purchase orders, the AUTHORITY does not discriminate against faith-based organizations. "Faith-based Organization" means a religious organization that is or applies to be a contractor to provide goods or services for programs funded by the block grant provided pursuant to the Personal Responsibility and Work Opportunity Reconciliation Act of 1996, P.L. 104-193. If Firm is a faith-based organization, then Firm shall give to each individual who applies for or receives goods, services, or disbursements provided pursuant to this Agreement the following notice: NOTICE Pursuant to Section 2.2-4343.1 of the Code of Virginia of 1950, as an applicant {Y0270933.1 FORM- }16 for or recipient of goods, services, or disbursements provided pursuant to a contract between the AUTHORITY and a faith-based organization, you are hereby notified as follows: Neither the AUTHORITY's selection of a charitable or faith-based provider of services nor the expenditure of funds under this contract is an endorsement of the provider's charitable or religious character, practices, or expression. No provider of services may discriminate against you on the basis of religion, a religious belief, or your refusal to actively participate in a religious practice. If you object to a particular provider because of its religious character, you may request assignment to a different provider. If you believe that your rights have been violated, please discuss the complaint with your provider or notify the AUTHORITY Administrator. 13. EXTENT OF AGREEMENT/MODIFICATION This Agreement, together with all Attachments and addenda, represents the entire and integrated Agreement between the parties hereto and supersedes all prior negotiations, representations, or agreements, either written or oral. This Agreement may be amended, modified or added to only by written instrument properly signed by both parties hereto.