Project Information

Bid Title

Plumbing Services Annual Contract

Issuing Agency

City of Suffolk

Location

Virginia

Published Date

Nov 10, 2025

Closing Date

Dec 17, 2025

Government Level

State & Local

Status

Closed

Ref. #

26042-JT

Original Source

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Project Description

Bid Number:	26042-JT
Bid Title:	Plumbing Services Annual Contract
Category:	Purchasing Bid Board Posting
Status:	Open

Description: The intent of this Request for Proposals (RFP) is to hire one contractor to provide Annual Plumbing Services to the City of Suffolk Department of Public Utilities on an as needed basis. Publication Date/Time: 11/10/2025 12:00 AM Closing Date/Time: 12/17/2025 3:00 PM Contact Person: Julie Turner, CPPB, NIGP-CPP, VCA Senior Buyer 757-514-7522 jeturner@suffolkva.us Related Documents: RFP 26042-JT - Plumbing Service Annual Contract

Attachment Preview

Request for Proposal

City of Suffolk

RFP #26042-JT

November 10, 2025

Purchasing Division

442 West Washington Street, Room 1086

Suffolk, VA 23434-5237

Phone: (757) 514-7520 / Fax: (757) 514-7524

https://www.suffolkva.us/739/Purchasing-Division

Plumbing Services Annual Contract

Electronic proposals will be received at the office of the Purchasing Agent listed above, until the time and date

shown below (local prevailing time), for furnishing the items or services described in the solicitation. Offers should

be sent by e-mail attachment to: proposals@suffolkva.us with the RFP number and title in the subject line.

The City of Suffolk has issued this sealed Request for Proposal (RFP) for the sole purpose of obtaining responsive

proposals from qualified contractors to provide annual plumbing services for city-owned and/or operated facilities on

an as needed basis.

The Senior Buyer, Julie Turner is the Contract Officer for the City of Suffolk with respect to this RFP. All questions

and/or comments should be directed to him at: jetutner@suffolkva.us The respondents to this RFP shall not

contact, either directly or indirectly, any other employee or agent of the City regarding this RFP.

Proposals are due: 3:00 p.m., December 17, 2025

Contract Officer:

OFFEROR:

Company Name:

Address:

City / State / Zip:

Telephone:

E-mail:

Print Name:

Signature:

RFP 26042-JT

Julie Turner

Julie Turner, CPPB, Senior Buyer, jeturner@suffolkva.us

**AN ELECTRONIC DOCUMENT SHALL BE PROVIDED**

FAX No.:

Title:

Date:

Page 1

In compliance with this Request for Proposals, and subject to all the conditions thereof, the offeror, if

the offer is accepted within ninety (90) calendar days from the date of the receipt of proposals, to

furnish any or all of the items and/or services upon which prices are quoted, at the price set, to be

delivered at the time and place specified herein. The prior page signed certifies the offeror has read,

understands, and agrees to all terms, conditions, and requirements of this Request for Proposals, and

is authorized to contract on behalf of firm named in this RFP.

SOLICITATION DOCUMENTS

Request for Proposal documents are available on the Purchasing website:

https://www.suffolkva.us/Bids.aspx?CatID=17 or on the Commonwealth’s bid board (eVA), or at

Demandstar.com. An e-mail request for the complete RFP form may be sent to the Contract Officer

listed on the front page.

Questions concerning this project must be in writing (email is preferred) and addressed to the Contract

Officer listed on the front page of this solicitation, 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 more timely response.

ELECTRONIC BID SUBMITTAL

An electronic document shall be submitted by e-mail attachment to proposals@suffolkva.us with the

RFP number and title in the subject line. Electronic copies (CD or thumb drive) may be delivered to

the Purchasing Office, 442 West Washington Street, Room 1086, Suffolk, Virginia prior to the closure

date shown, if desired. Documents should be saved as a .pdf document and should conserve disk

space to allow transfers of data. ZIP files cannot be accepted; they do not work in the City’s

system. To receive confirmation of receipt of proposal, send request to the contracting officer at

jeturner@suffolkva.us Do NOT send proposal directly to contracting officer. Paper proposals will not

be accepted. Do not send printed copies of proposal.

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.

Proposals may be submitted via eVA.

RFP 26042-JT

Page 2

REQUEST FOR PROPOSAL

Plumbing Services Annual Contract

SECTION/TITLE

1.0 PURPOSE................................................................................................................................ 4

2.0 COMPETITION INTENDED ................................................................................................. 4

3.0 TERM OF CONTRACT.......................................................................................................... 4

4.0 CONTRACTOR QUALIFICATIONS .................................................................................... 4

5.0 SCOPE OF SERVICES ........................................................................................................... 4

6.0 INSTRUCTIONS FOR SUBMITTING PROPOSALS .......................................................... 6

7.0 SPECIFIC PROPOSAL REQUIREMENTS ........................................................................... 9

8.0 EVALUATION AND AWARD CRITERIA ........................................................................ 10

9.0 ADDITIONAL INSTRUCTIONS......................................................................................... 11

10.0 CONTRACT TERMS AND CONDITIONS ........................................................................ 14

PRICING SHEET................................................................................................................................. 23

SIGNATURE SHEET .......................................................................................................................... 25

PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION ...................................... 26

EXCEPTIONS TO RFP ....................................................................................................................... 27

ANTICOLLUSION.............................................................................................................................. 28

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA .......................................... 29

RFP 26042-JT

Page 3

1.0 PURPOSE

The intent of this Request for Proposals (RFP) is to hire one contractor to provide Annual

Plumbing Services to the City of Suffolk Department of Public Utilities on an as needed basis.

2.0 COMPETITION INTENDED

It is the City’s intent that this Request for Proposal (RFP) permits competition. It shall be the

offeror’s responsibility to advise the Contract Officer in writing if any language requirement,

specification, etc., or any combination thereof, inadvertently restricts or limits the requirements

stated in this RFP to a single source. Such notification must be received by the Purchasing

Agent not later than five (5) business days prior to the date set for acceptance of proposals.

3.0 TERM OF CONTRACT

The contract shall cover the period from date of award through January 31, 2027.

The City reserves the option to renew this agreement for four (4) additional one-year periods

ending January 31, 2031. Unless notified in writing thirty (30) days prior to the expiration date,

the contract will automatically renew during these periods.

Initial rates and subsequent renewal rates must be guaranteed for a minimum of twelve (12)

months. Any increase in rates shall be limited to the lesser of the Consumer Price Index for all

Urban Consumers (CPI-U) – Other Goods and Services (unadjusted for the current 12 month

period) or 3%. The City does not guarantee any rate increase. The City must be notified in

writing in advance of any proposed rate increases during the contract period.

4.0 CONTRACTOR QUALIFICATIONS

The Contractor shall employ at least two (2) full time licensed plumber and one (1) full time

plumber’s assistant with at least five (5) years’ experience in the trade. Offeror shall provide

copies of all licenses and/or certifications of personnel with their proposal.

The Contractor shall own and have in good repair all equipment necessary to perform the

described services, in particular, equipment to clear plumbing stoppages of all types.

The Contractor should have the experience and knowledge of plumbing repairs and

installations for government entities. Offerors shall provide a list of at least three (3) current

references for which comparable work has been performed Commercial references only.

5.0 SCOPE OF SERVICES

Projects shall include, but are not limited to, routine maintenance, drain clearing, CCTV of drain

lines, renovations, repairs for residential and commercial/industrial plumbing systems,

installation, removal, and/or repair of plumbing fixtures and other related task to be performed by

the Contractor on a time and material basis.

RFP 26042-JT

Page 4

All work shall be performed according to the standards of the plumbing industry and to the

complete satisfaction of the City. All work shall conform to City of Suffolk Building Codes and

be inspected by City officials as required by the applicable Virginia Uniform State Wide Building

Code. The City will not be responsible for Contractor's time spent correcting defective work.

The job site shall be left clean and clear of all debris.

The Contractor shall arrive at the job site with appropriate manpower, materials and equipment

to service calls within four (4) hours’ notice and within one (1) hour for emergency calls unless

an alternate schedule is agreed upon by the department requesting service.

The Contractor shall furnish and maintain a toll free telephone point of contact 24 hours per

day, seven (7) days per week, including holidays. Workers shall be required to log in and out

at each job site.

If the Contractor is unable to perform the work in the time required, the City reserves the right

to obtain services from another qualified contractor.

It is the Contractor’s responsibility to inform the City if a job requires more personnel than one

(1) licensed plumber and one (1) full time plumber’s assistant. Approval for the use of

additional workers must be obtained from the using department.

It shall be the Contractor's responsibility to have qualified personnel to inspect the proposed

job site to ensure reasonable accuracy in the estimate. It is understood that Contractor's

investigation may not include certain structural conditions, but it shall be his responsibility to

qualify his estimate with appropriate assumptions.

It is understood and agreed that the City will not guarantee any minimum amount of work. Any

contract resulting from this solicitation shall obligate the City to utilize the successful bidder for

the services described. Should the Contractor fail to respond within the designated time, the

City reserves the right to secure services from other sources. The Contractor shall be liable for

any additional expense.

The City reserves the right to seek additional competition for additional or major renovations

that are expected to exceed $5,000.00. Should the Contractor anticipate any non-emergency

job to exceed $5,000.00, they shall provide a written job description and estimate for approval

prior to proceeding.

The Contractor shall submit an invoice with a signed copy of all work orders; invoice submitted

shall be itemized per established hourly rates and listing of parts. Parts shall be billed at

Contractor's cost. The City reserves the right to require proof of Contractor's cost. Payment

will be made in accordance with normal payment schedules. All invoices must be submitted

within thirty (30) days following completion of job.

The City will not accept hourly rates below the federal minimum wage.

The City reserves the right to add or delete locations during the contract periods.

Estimates

The Contractor shall provide written “not to exceed” estimates on all projects except on

emergencies. This estimate shall include the estimated number of hours, hourly rate, number

RFP 26042-JT

Page 5

Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors

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