Project Information

Bid Title

Pump and Haul Services - REISSUE, RFQ 702018

Issuing Agency

Loudoun County

Location

Virginia

Published Date

May 14, 2026

Closing Date

Jun 9, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFQ 702018

Original Source

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Bid Documents

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Project Description

Bid Number:	RFQ 702018
Bid Title:	Pump and Haul Services - REISSUE, RFQ 702018
Category:	Procurement
Status:	Open

Description: The intent of this Invitation for Bid (IFB) is for the County of Loudoun, Virginia (County) to obtain a qualified contractor to provide Pump and Haul Services for onsite sewage disposal system tanks, oil and water separators, and grease traps. The County intends to award a requirements contract as a result of this IFB. Pre-bid Conference: An optional pre-bid conference will be held virtually using Microsoft Teams on Thursday, May 21, 2026, at 10:00 a.m. Publication Date/Time: 5/14/2026 11:00 AM Publication Information: Invitation for Bid Closing Date/Time: 6/9/2026 4:00 PM Pre-bid Meeting: May 21, 2026 @ 10:00 a.m. Contact Person: Heather DeHaven, NIGP-CPP, CPPB, VCO Please see the attached document RFQ 702018 for additional contact information. Download Available: See Related Documents Business Hours: 8:30 AM to 5:00 PM Related Documents: RFQ 702018 (PDF) View Solicitation Abstract (PDF)

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Loudoun County, Virginia

INVITATION FOR BID

PUMP AND HAUL SERVICES - REISSUE

ACCEPTANCE DATE: Prior to 4:00 p.m., June 9, 2026, Local Time

IFB NUMBER:

RFQ 702018

ACCEPTANCE PLACE:

Department of Finance and Procurement

Division of Procurement

1 Harrison Street, SE, 1st Floor

Procurement Bids and Proposals Drop Box

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. Pre-bid Conference: An optional pre-bid conference will be held virtually using

Microsoft Teams on Thursday, May 21, 2026, at 10:00 a.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 the Meeting Now

Meeting ID: 284 769 751 036 1

Passcode: vm6Dn7PJ

Dial in by phone

+1 757-600-4923,,920490400# United States, Norfolk

Find a local number

Phone conference ID: 920 490 400#

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:

Heather DeHaven, NIGP-CPP, CPPB, VCO

Senior Contracting Officer

(571) 627-7430

(703) 771-5097 (Fax)

E-mail address: Heather.DeHaven@loudoun.gov

Issue Date: May 14, 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

PUMP AND HAUL SERVICES - REISSUE

IFB #RFQ 702018

Page 2 of 40

INVITATION FOR BID

PUMP AND HAUL SERVICES - REISSUE

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 ............................................................................................6

7.0 INSTRUCTIONS FOR SUBMITTING BIDS...................................................................21

8.0 BID SUBMISSION FORMS ........................................................................................... 31

ATTACHMENT 1 – PRICING LIST .......................................................................................... 33

ATTACHMENT 2 – SITES ....................................................................................................... 34

ATTACHMENT 3 – REFERENCES ......................................................................................... 37

PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA......................................38

Prepared By: /s/Heather DeHaven, NIGP-CPP, CPPB, VCO

Senior Contracting Officer

Date: May 14, 2026

PUMP AND HAUL SERVICES - REISSUE

IFB #RFQ 702018

Page 3 of 40

PUMP AND HAUL SERVICES - REISSUE

1.0 PURPOSE

The intent of this Invitation for Bid (IFB) is for the County of Loudoun, Virginia (County) to

obtain a qualified contractor to provide Pump and Haul Services for onsite sewage

disposal system tanks, oil and water separators, and grease traps.

The County intends to award a requirements contract as a result of this IFB.

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 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 may

be cause for bid to be deemed non-responsive and/or non-responsible and rejected.

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

4.1 Bidders shall demonstrate they have been in business providing similar pump and

haul services for at least the last five (5) years. Bidders shall provide a minimum of

three (3) comparable references for which similar work has been performed. Use

Attachment 3 - References provided in the solicitation for provision of this

information. Disclosure of a reference hereby releases listed references from all

claims and liability for damages that may result from the information provided by

the reference.

4.2 Bidders shall hold the appropriate license from the Virginia Department of

Professional and Occupational Regulation (DPOR) to pump and haul sewage. In

addition, Bidders shall hold a Loudoun County Health Department Septic Tank

Cleaners License. A copy of both licenses shall be provided with their bid.

PUMP AND HAUL SERVICES - REISSUE

IFB #RFQ 702018

Page 4 of 40

5.0 SCOPE OF SERVICES

The Contractor shall provide the following Pump and Haul Services.

5.1 General Requirements

The work shall consist of pumping waste from septic tanks, oil and water

separators, and grease traps, and hauling and disposing of sanitary waste in a

proper manner. The work includes, but is not limited to, providing labor, materials,

equipment, tools, transportation, and supplies required to complete pumping.

Bidders shall utilize Attachment 1 – Pricing List and submit it with the bid response

based on the designated sites listed in Attachment 2 – Sites. Attachment 2 contains

the current inventory of sewage disposal system tanks and sizes, oil and water

separators, and grease traps with corresponding locations. This list is not all

inclusive as new sites and undiscovered sites may emerge. The County reserves

the right to add and/or delete locations as required.

5.2 Onsite Sewage Disposal System Tanks

The Contractor shall:

A. Pump septic and pump tanks and remove all solids and sludge as

necessary.

B. Refill and recharge system and check for operation as necessary.

C. Check flow diversion valve and switch valve to alternate drain field if

necessary.

D. Check drain field for proper operation.

E. Report any deficiencies immediately.

F. Haul all sanitary waste from site and dispose properly.

G. Report all onsite sewage disposal tank pump outs to the Loudoun County

Health Department per Section 1066.07 (b) of the Loudoun County Codified

Ordinance.

H. Provide pricing for the hourly rate for labor and the pumping and disposal of

sanitary waste by gallon.

5.3 Oil and Water Separators

The Contractor shall:

A. Vacuum to remove all solids and debris from the separators, sanitary drain

lines into and out of the separators.

B. Refill and recharge system and check for proper operation as necessary.

C. Report all system deficiencies immediately.

D. Haul all sanitary waste from site and dispose properly.

E. Provide pricing for each service inclusive of labor and pumping and disposal

of waste for tank sizes ranging from 300 to 1,500 gallons.

PUMP AND HAUL SERVICES - REISSUE

IFB #RFQ 702018

Page 5 of 40

Commodity Codes

• NAICS 484220Specialized Freight (except Used Goods) Trucking, Local

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