Project Information

Bid Title

Preventative Maintenance and Repair Services for Compressed Breathing Air Systems, RFQ 683941

Issuing Agency

Loudoun County

Location

Virginia

Published Date

May 19, 2026

Closing Date

Jun 22, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFQ 683941

Original Source

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Bid Documents

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Project Description

Bid Number:	RFQ 683941
Bid Title:	Preventative Maintenance and Repair Services for Compressed Breathing Air Systems, RFQ 683941
Category:	Procurement
Status:	Open

Description: The intent of this Invitation for Bid (IFB) is to obtain maintenance, repair, and emergency services for 3M/Scott Safety (Scott), Municipal Emergency Services (MES), and Bauer Compressed Breathing Air Systems for various Fire and Rescue Stations throughout the County of Loudoun, Virginia (County). Multiple awards may be granted to meet the requirements of this solicitation provided that such awards are differentiated by product make and model, and service capability. Pre-Bid Conference: An optional pre-bid conference will be held virtually using Microsoft Teams on Friday May 29, 2026, at 1:00 p.m. Publication Date/Time: 5/19/2026 12:50 PM Publication Information: Invitation for Bid Closing Date/Time: 6/22/2026 4:00 PM Pre-bid Meeting: May 29, 2026 @ 1:00 p.m. Contact Person: Steven Wilson, NIGP-CPP, CPPB Please see the attached document RFQ 683941 for additional contact information. Download Available: See Related Documents Business Hours: 8:30 AM to 5:00 PM Related Documents: RFQ 683941 (PDF) Attachment II Pricing Submission (XLS) View Solicitation Abstract (PDF)

Attachment Preview

Loudoun County, Virginia

INVITATION FOR BID

PREVENTATIVE MAINTENANCE AND REPAIR SERVICES FOR

COMPRESSED BREATHING AIR SYSTEMS

ACCEPTANCE DATE: Prior to 4:00 p.m., June 22, 2026 “Atomic Time”

IFB NUMBER:

RFQ 683941

ACCEPTANCE PLACE:

Department of Finance and Procurement

Division of Procurement

1 Harrison Street, SE, 1st Floor

Drop Box labeled “Procurement Bids and Proposals”

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. An optional pre-bid conference will be held virtually using Microsoft Teams on Friday May

29, 2026, at 1:00 p.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: https://teams.microsoft.com/meet/269804224656745?p=7ysqls57FLpsmrOmEV

Meeting ID: 269 804 224 656 745

Passcode: 9k5B4cb3

Need help? | System reference

Dial in by phone

+1 757-600-4923,,34698406# United States, Norfolk

Find a local number

Phone conference ID: 346 984 06#

For organizers: Meeting options | Reset dial-in PIN

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:

Steven Wilson, NIGP-CPP, CPPB

Contracting Officer

(571) 627-7473

(703) 771-5097 (Fax)

E-mail address: Steven.Wilson@loudoun.gov

This document can be downloaded from our web site: www.loudoun.gov/procurement

Issue Date: May 19, 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

Preventative Maintenance and Repair Services for Compressed Breathing Air Systems

IFB RFQ 683941

Page 2 of 37

INVITATION FOR BID

PREVENTATIVE MAINTENANCE AND REPAIR SERVICES FOR

COMPRESSED BREATHING AIR SYSTEMS

SECTION/TITLE

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 ..................................................................................... 8

7.0 INSTRUCTIONS TO BIDDERS.............................................................................. 22

8.0 BID SUBMISSION FORMS .................................................................................... 32

ATTACHMENT I: REFERENCES ..................................................................................... 35

ATTACHMENT II: PRICING SUBMISSION

Prepared By: s/Steven Wilson

Contracting Officer

Date: May 18, 2026

Preventative Maintenance and Repair Services for Compressed Breathing Air Systems

IFB RFQ 683941

Page 3 of 37

PREVENTATIVE MAINTENANCE AND REPAIR SERVICES FOR

COMPRESSED BREATHING AIR SYSTEMS

1.0 PURPOSE

The intent of this Invitation for Bid (IFB) is to obtain maintenance, repair, and

emergency services for 3M/Scott Safety (Scott), Municipal Emergency Services

(MES), and Bauer Compressed Breathing Air Systems for various Fire and Rescue

Stations throughout the County of Loudoun, Virginia (County).

Multiple awards may be granted to meet the requirements of this solicitation provided

that such awards are differentiated by product make and model, and service

capability.

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 a 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 shall be cause for bid to be deemed non-responsive and/or non-

responsible and rejected. This information shall be provided in the beginning of the

bid. The following criteria shall be met in order to be eligible for this contract:

4.1 Bidders shall provide proof that their organization is authorized and certified to

provide service to Scott, MES, and/or Bauer compressed breathing air

systems.

4.2 Bidders shall provide written verification from the manufacturer that the

technicians performing repairs and services are authorized and certified to

perform repairs/service to Scott, MES, and/or Bauer compressed breathing air

systems.

Preventative Maintenance and Repair Services for Compressed Breathing Air Systems

IFB RFQ 683941

Page 4 of 37

4.3 Bidders must provide three (3) references for whom similar services have been

performed by completing Attachment I: References. This list shall include

company name, person to contact, address, telephone number, fax number (if

available), e-mail address, and the nature of the work performed. Failure to

include references shall be cause for rejection of bids as non-responsible.

Bidder hereby releases listed references from all claims and liability for

damages that result from the information provided by the reference.

5.0 SCOPE OF SERVICES

5.1 Preventative Maintenance Requirements

Contractor shall:

A. Perform a complete check of the compressor, fill station, air storage

cylinders, gauges, monitors and connecting hardware to ensure that

systems are operating at optimal efficiency as defined by the

manufacturer.

B. Adhere to manufacturer’s most current service and repair

recommendations when performing maintenance to breathing air

systems.

C. Provide detailed written documentation and evaluation of all

service/repairs made to the system.

D. Provide a mutually agreed upon service-completion sticker to remain

on each compressor displaying the following information:

1. Last date of service;

2. Hours at time of service;

3. Recommended next service hours;

4. Service(s) completed:

a. Filters;

b. Oil Change;

c. Air Sample; and

d. Carbon Monoxide (CO) Test.

5. Service performed by [technician’s name].

E. Required services and repairs include, but are not limited to, the

following:

1. Air sample and CO test

a. Sampling must comply with the most recent edition of

National Fire Protection Association (NFPA) 1989.

2. Repair

a. Repairs made during normal business hours.

3. Emergency Repair

Preventative Maintenance and Repair Services for Compressed Breathing Air Systems

IFB RFQ 683941

Page 5 of 37

Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors
• NAICS 811310Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance

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