RFPs

The City of Bedford has a fair and transparent bidding process we use to award civic contracts. Short-term work is posted as an RFP, and an eligible party may apply. We believe in keeping city work as professional and equitable as possible and look forward to working with you in the future.

IFB 2021-111
Helm Street Tank Replacement (Rebid)
Deadline: March 05, 2024
Release Date: January 23, 2024
Questions Due: February 16, 2024

INVITATION FOR BIDS
Bedford Regional Water Authority (BRWA) (Owner) is requesting Bids for the construction of the following Project: Helm Street Tank Replacement BRWA JOB #2021-111. Bids for the construction of the Project will be received at the Bedford Regional Water Authority Office, located at 1723 Falling Creek Road, Bedford, Virginia 24523, until Tuesday, March 5, 2023, at 2:00 PM local time. At that time, the Bids received will be publicly opened and read.

PROJECT DESCRIPTION
The project consists of the demolition of the existing round concrete tank with steel roof and construction of a new 1 million gallon welded steel potable water storage tank and related site, electrical, and instrumentation improvements at the end of Helm Street in the Town of Bedford.

PRE-BID CONFERENCE / Clarifications and Agenda

A pre-bid conference for the Project will not be held. A site visit may be scheduled upon request. The bidder shall contact the Owner: Whitney Quarles, P.E., email: w.quarles@brwa.com, phone: (540) 586-7679, to schedule a site visit.

The deadline for questions and clarifications on the contract documents must be made in writing by 5:00 PM on Friday, February 16th, 2024. Only clarifications by formal written addenda will be binding. All communications regarding clarifications and other matters related to this project shall be addressed to the Owner, Attn: Whitney Quarles, P.E. Engineering Manager, 1723 Falling Creek Road, Bedford, VA 24523, email: w.quarles@brwa.com.

INSTRUCTIONS TO BIDDERS
For all further requirements regarding bid submittal, qualifications, procedures, and contract award, refer to the Instructions to Bidders that are included in the Bidding Documents.

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IFB 2021-111
Helm Street Tank Replacement
Deadline: December 19, 2023
Release Date:: November 06, 2023
Questions Due: December 01, 2023

INVITATION FOR BIDS
Bedford Regional Water Authority (BRWA) (Owner) is requesting Bids for the construction of the following Project: Helm Street Tank Replacement BRWA JOB #2021-111. Bids for the construction of the Project will be received at the Bedford Regional Water Authority Office, located at 1723 Falling Creek Road, Bedford, Virginia 24523, until Tuesday, December 19, 2023, at 2:00 PM local time. At that time, the Bids received will be publicly opened and read.

PROJECT DESCRIPTION
The project consists of the demolition of the existing round concrete tank with steel roof and construction of a new 1 million gallon welded steel potable water storage tank and related site, electrical, and instrumentation improvements at the end of Helm Street in the Town of Bedford.

PRE-BID CONFERENCE / Clarifications and Agenda
A pre-bid conference for the Project will be held on Wednesday, November 29, 2023, at 2:00PM at the Tank Site located at 900 Helm Street, Bedford, VA, 24523. Attendance at the pre-bid conference is encouraged but not required. The deadline for questions and clarifications on the contract documents must be made in writing by 5:00 PM on Friday, December 1, 2023. Only clarifications by formal written addenda will be binding.

INSTRUCTIONS TO BIDDERS
For all further requirements regarding bid submittal, qualifications, procedures, and contract award, refer to the Instructions to Bidders that are included in the Bidding Documents.

IFB 2023-072
2024 Annual Term Contract for Construction Services
Deadline: December 05, 2023
Release Date:: October 18, 2023
Questions Due: November 13, 2023

INVITATION FOR BIDS
Sealed Bids for the Annual Term Contract for Water and Sewer Construction Services for Bedford Regional Water Authority will be received by the Bedford Regional Water Authority (Authority) at 1723 Falling Creek Road, Bedford, Virginia 24523, until 2:00 p.m. local time on Tuesday, December 5, 2023, at which time the Bids received will be publically opened and read aloud in the Board Room, at 1723 Falling Creek Road, Annex Building.

PROJECT DESCRIPTION
Bedford Regional Water Authority is accepting bids for an Annual Term Contract for Water and Sewer Construction Services related to the repair, replacement, and installation of municipal infrastructure, such as water mains, sanitary sewers, etc. The work shall be performed on an as-needed basis and in accordance with Bedford Regional Water Authority Master Specifications.

Work Items shall be bid in unit price for labor and equipment. Bid forms shall be completed in full.

The term of the contract shall be for a twelve (12) month period, and the unit prices shall be valid for the term of the contract. An option for up to two additional twelve (12) month extensions may be considered if both parties agree and there are no significant changes to the conditions of the contract.

WITHDRAWAL OF BIDS
The procedure for withdrawal of Bids shall be according to Section 2.2-4330 of the Code of Virginia.

CONTRACT AWARD
Bids will be received for multiple prime Contracts, and awards may be made to more than one Bidder per Section 2.2– 302.1 of the Code of Virginia, as decided by the Authority upon review; however, the Authority does hereby reserve the right to award solely and completely to one Bidder.  Bids shall be on a unit price basis as indicated in the Bid Form.

RFP 0500-273
Control System Integrator Engineering Services
Deadline: July 13, 2023
Release Date:: June 23, 2023
Questions Due: July 06, 2023

INVITATION FOR PROPOSAL
The Bedford Regional Water Authority (BRWA) is seeking proposals from experienced and qualified firms to provide selected Supervisory Control and Data Acquisition (SCADA) engineering and Integration services under a term contract on an as-needed basis. The BRWA’s SCADA system largely utilizes Allen-Bradley PLC’s with Ignition SCADA software by Inductive Automation.

SCOPE OF SERVICES
Scope of Services: The BRWA owns and operates various facilities for the production, treatment, and distribution of drinking water, and the collection and treatment of wastewater. SCADA engineering and Integration services are required to assist the BRWA with its operations and with particular projects. Services needed may include but not necessarily be limited to the following:

a. Hardware Engineering and Design Layout: Provide SCADA, control, engineering, and instrumentation design services for any new processes or sites.
b. Troubleshooting & Repair: Address issues with SCADA or PLC programming, instrumentation, equipment, and other software.
c. System Software Updates: Inform the BRWA of any SCADA software updates that would be of benefit to the BRWA. Install system updates at the request of the BRWA.
d. Hardware Upgrades: Provide recommendations and, when authorized, make improvements to BRWA’s SCADA, control, and instrumentation system.
e. Software Programming: Provide recommendations and, when authorized, make software programming modifications or additions to improve operations.
f. Parts and Supplies: Provide hardware needed to repair, replace, or upgrade existing equipment, as well as provide equipment for new installations. All equipment provided shall be the by the same manufacturer as existing equipment or an approved equal. Reimbursement for supplied equipment shall be as a direct cost plus a standard markup.

All project work shall be authorized in writing by a duly authorized BRWA employee; emergency work may be authorized verbally by a duly authorized BRWA employee. Upon request for specific projects, the qualified firms will be required to submit a total not-to-exceed project cost to the BRWA.

SELECTION PROCESS AND SCHEDULE
The selection of one or more qualified firms will be made in accordance with the procedures outlined in § 2.2-4302.2, “Process for competitive negotiation,” in the Code of Virginia. The following schedule is anticipated (times are EST).

a. Deadline for questions regarding this RFP: 2:00 p.m. July 6, 2023
b. Deadline for proposals: 2:00 p.m. July 13, 2023
c. Short list notification: July 25, 2023
d. Interviews of short list candidates: Week of July 31 2023
e. Negotiations with firms: Week of August 7, 2023
f. Award of contract: August 15, 2023
g. Contract term begins: August 16, 2023

QUESTIONS PERTAINING TO THIS PROPOSAL
Any questions related to this proposal shall be directed to the BRWA’s Director of Operations, Thomas Cherro, (t.cherro@brwa.com or 540-586- 7679, ext. 123) by 2:00 p.m. on July 6, 2023.

SUBMITTAL
The proposals must be submitted to the BRWA at the address on the letterhead by the date presented. Electronic submissions (including faxes) are not allowed. The proposals shall be directed to the attention of Thomas Cherro, Director of Operations.

2017-050
Bell Town Road Water Line Extension
Deadline: May 04, 2023
Release Date:: April 17, 2023
Questions Due: April 21, 2023

INVITATION FOR BIDS
Sealed bids for the construction of the Bell Town Road Waterline Extension project will be received by the Bedford Regional Water Authority (BRWA) at the Bedford Regional Water Authority’s Office, 1723 Falling Creek Road, Bedford, Virginia 24523 until 2:00 PM, local prevailing time on Thursday, May 4, 2023, and then at said office publicly opened and read aloud.

CONTRACT DESCRIPTION
This project consists of the installation of approximately 1,950 linear feet of waterline with associated appurtenances. This project is being funded through the American Rescue Plan Act (ARPA). Total funding available for construction of this project is $450,000.00.

PRE-BID CONFERENCE, CLARIFICATIONS, AND ADDENDA
A pre-bid conference will not be held for this project. Deadline for questions and clarifications on the contract documents must be made in writing by 5:00 PM on Friday, April 21, 2023. Only clarifications by formal written addenda will be binding. All communications in regard to clarifications and any other matters related to this project shall be addressed to the Authority, Attn: Whitney Quarles, P.E., Engineering Manager, 1723 Falling Creek Road, Bedford, VA 24523, email: w.quarles@brwa.com.

WITHDRAWAL OF BIDS
The procedure for withdrawal of Bids shall be according to Section 2.2-4330 of the Code of Virginia.

CONTRACT AWARD
Contract is to be awarded on a unit price basis.

RFQ 2023-0321
Professional Auditing Services
Deadline: April 11, 2023
Release Date:: March 21, 2023

PURPOSE

The Authority is seeking quotations from qualified firms of certified public accountants to audit financial statements of the Bedford Regional Water Authority. Generally accepted auditing standards include a compliance review in connection with the review of the Entity’s system of internal control for the purpose of submitting a written report to the governing body setting forth findings on material weaknesses in internal control, together with recommendations for improvement.

SCOPE OF SERVICES

The Authority desires the Auditor to express an opinion on the fair presentation of the financial statements of the Bedford Regional Water Authority in conformity with generally accepted accounting principles, and present findings to the Board of Directors of the Bedford Regional Water Authority. An Annual Comprehensive Financial Report (ACFR) is requested to be prepared by the Independent Auditor. The Auditor will also apply limited procedures to Management’s Discussion and Analysis (MD&A), required supplementary information included in the ACFR, the Transmittal submitted to the Auditor of Public Accounts (APA). The Authority staff will submit the ACFR for the Government Finance Officers Association (GFOA) award, and may require assistance from the Auditor to address comments. Other service needs for the Authority may arise during the term of this contract which will be provided by the Auditor after an agreed upon schedule and fee.To meet requirements of this request for quotations, the audit shall be performed in accordance with generally accepted auditing standards as set forth by the American Institute of Certified Public Accountants, the standards for financial audits set forth by the U.S. Government Accountability Office’s Government Auditing Standards, the provisions of the Single Audit Act, and the provisions of the U.S. Office of Management and Budget (OMB) Circular A-133, and the. Specifications for Audits of Authorities, Boards, and Commissions, issued by the Auditor of Public Accounts of the Commonwealth of Virginia.

All working papers and reports must be retained, at the Auditor’s expense, for a minimum of three (3) years, unless the firm is notified in writing by the Bedford Regional Water Authority of the need to extend the retention period. The Auditor will be required to make working papers available, upon request to the Bedford Regional Water Authority. In addition, the firm shall respond to reasonable inquiries of successor Auditors and allow successor Auditors to review working papers relating to matters of continuing accounting significance.

SCHEDULE

The following is a list of key dates up to and including the date quotations are due to be received (subject to change):

  1. Request for quotation issued: 12:00 pm – Tuesday, March 21, 2023
  2. Due date for receipt of quotations: 4:00 pm – Tuesday, April 11, 2023
  3. Award of Contract: Tuesday, April 18, 2023

IFB 2017-050
Cancelled – Bell Town Road Water Line Extension
Deadline: March 30, 2023
Release Date:: March 06, 2023
Questions Due: March 17, 2023

CANCELLATION OF INVITATION

On advice of legal counsel, BRWA is officially canceling Invitation to Bid 2017-050 for the Bell Town Road Waterline Extension issued on March 3, 2023. This cancellation is being issued pursuant to Va. Code § 2.2-4319 because BRWA did not receive any bids that were “responsive” from bidders who were “responsible” as those terms are defined by the Virginia Public Procurement Act (“VPPA”). A new Invitation to Bid for the Bell Town Road Waterline Extension will be reissued and published in accordance with the provisions of the VPPA.

BRWA appreciates the interest and proposal submitted by Concrete Foundations, Inc. in response to the Invitation to Bid. Due to the reason stated above, these will not be considered. BRWA will reevaluate its options for procurement of construction and move forward in a manner that best serves our customers while remaining in compliance with the VPPA.

IFB 2023-0308
Mowing and Grounds Keeping Services
Deadline: March 22, 2023
Release Date:: March 09, 2023
Questions Due: March 20, 2023

INVITATION FOR BIDS

The Bedford Regional Water Authority (BRWA) is seeking Bids from professional lawn care services for the maintenance of multiple sites located throughout Bedford County.

SCOPE OF SERVICES

The following services shall be performed on an as needed basis:

  1. Locations are to be neatly mowed as specified by the Director of Operations or the Maintenance Manager.
  2. Entrances, walkways, and paved areas are to be clean of debris upon completion of job.
  3. Areas around structures, signs, trees, mulched areas, fences, and embankments are to be trimmed at least monthly.
  4. Weeds and grass along the fence line and in the gravel areas are to be sprayed as needed.
  5. Mowing frequencies may be increased or decreased as determined by the Director of Operations or the Maintenance Manager.
  6. Mowing locations may be added or deleted as determined necessary by the Director of Operations or the Maintenance Manager.
  7. The BRWA reserves the right to perform any or all of the Mowing and Grounds Keeping services utilizing BRWA staff.

SELECTION PROCESS AND SCHEDULE

The selection of one mowing and grounds keeping service will be determined by qualifications and pricing provided. The following schedule is anticipated:

  1. Deadline for Bids: 2:00 pm – Wednesday, March 22, 2023
  2. Bid Opening: 2:00 pm – Wednesday, March 22, 2023
  3. Award of Contract: 2:00 pm – Monday, March 27, 2023

QUESTIONS PERTAINING TO THIS BID

Any questions related to this Bid shall be directed via email by 2:00 pm on Monday, March 20, 2023, to Michelle Roberson at m.roberson@brwa.com.

SUBMITTAL

Bids may be submitted via email to Michelle Roberson at m.roberson@brwa.com. Or if bids are delivered to our office, located at 1723 Falling Creek Rd., Bedford, VA 24523, they must be time stamped by the Customer Service Department no later than 2:00pm, Wednesday, March 22, 2023. The entire bid response including any/all attachments must be included.

RFP 01-05-22
Bill Payment Kiosk
Deadline: January 19, 2022
Release Date:: August 01, 2022

Project Status — The Bedford Regional Water Authority (Authority) will announce its award by June 30, 2022.

Scope  — ​​The Bedford Regional Water Authority currently receives bill payments in person, through web-based software from Harris Corporation, known as Impresa, over the phone via IVR through the Invoice Cloud service, and by mail. The Authority does not currently have any bill payment kiosks. 

Offerors should furnish all labor for installation and implementation, materials, software, documentation, training, third-party licensing if applicable, and technical support necessary for the proposed solution. For more information, please view the “Advertisement” document ​ below.

Project Documents

Advertisement:

RFP 2021-004
Town and County Sewer Replacement
Deadline:
Release Date:: August 01, 2022

Project Status — The deadline for questions and clarifications on the contract documents must be made in writing by 5:00 PM on Friday, August 12, 2022. 

Scope  — ​​This project consists of the replacement of deteriorating sanitary sewer lines within the Town and Country subdivision. Approximately 9,000 lf of sanitary sewer lines with associated appurtenances will be replaced.

Project Documents

Project Manual:

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