Chemical Root Control (RFP)

1 Request for Proposals # 274-310-5250 Title: Chemical Root Control Issue Date: February 14th, 2022 Due Date: March 14th, 2022 not later than 3:00 PM ET LATE PROPOSALS WILL NOT BE ACCEPTED Issuing Department: Raleigh Water (COR/PUD) Direct all inquiries concerning this RFP to: Carlos M. Perez Assistant Superintendent, Sewer Maintenance Division Email: Carlos.perez@raleighnc.gov 2 Table of Contents 1. Introduction ...............................................................................................3 1.1 Purpose ..............................................................................................3 1.2 Background ........................................................................................3 1.3 RFP Timeline ......................................................................................4 1.4 Pre-Proposal Conference ...................................................................4 1.5

Proposal Question ..............................................................................5 1.6 Proposal Submission Requirements & Contact Information ...............5 1.7 Rights to Submitted Material ..............................................................6 1.8 Communications .................................................................................6 1.9 Lobbying .............................................................................................7 1.10 Conflicts of Interest .............................................................................7 1.11 Proposer Expenses ............................................................................8 1.12 Proposer Acceptance .........................................................................8 2. Proposals ..................................................................................................9 2.1 Request for Proposals Required Document Format ...........................9 2.2 RFP Documents ............................................................................... 11 3. Proposal Evaluation ............................................................................... 11 3.1 Proposal Evaluation Criteria (Stage 1) ............................................. 11 3.2 Interview/Demonstration (Stage 2) ................................................... 12 3.3 Final Selection .................................................................................. 12 3.4 Notice to Proposers Regarding RFP Terms & Conditions ................ 13 4. Contract Terms ....................................................................................... 13 5. Scope of Services ................................................................................... 13 Appendix I – Proposal Cost Form .................................................................... 14 Appendix II – Proposer Questionnaire ............................................................ 15 Appendix III – Reference Questionnaire .......................................................... 16 Appendix IV – Contract Standard Terms & Conditions ................................. 19 Appendix V – Exceptions to RFP ..................................................................... 27 Appendix VI – Root Control Technical Specifications............................. 36 3 4 1 Introduction 1.1 Purpose The City of Raleigh (COR) is solicitating proposals from one or more firm(s) with which to contract for the following services: Raleigh Water - Sewer Maintenance Division seeks third-party services for chemical root control and progressive treatment of approximately 80 miles of sanitary sewer pipes to control and inhibit root intrusion. A detailed scope of services is provided in Section 5 of this solicitation. All information related to this solicitation, including any addenda, will be posted to the North Carolina Interactive Purchasing System (IPS) at: https://www.ips.state.nc.us/IPS/. 1.2 Background The City of Raleigh, the Capital City of North Carolina, remains one of the fastest growing areas in the country. A great economy, top educational institutions, and exceptional health care facilities are some of the characteristics that attract people to the triangle area. The mild climate, diverse work force and proximity to Research Triangle Park combine to make Raleigh a great place to live. Raleigh is a 21st Century City of Innovation focusing on environmental, cultural, and economic sustainability. The City conserves and protects our environmental resources through best practice and cutting-edge conservation and stewardship, land use, infrastructure and building technologies. The City welcomes growth and diversity through policies and programs that will protect and enhance Raleigh’s existing neighborhoods, natural amenities, history, and cultural and human resources for future generations. The City leads to improve quality of life for neighborhoods and standard of living for all citizens. The City works with universities, colleges, citizens, and local partners to promote new technology, create new job opportunities, and encourage local businesses and entrepreneurs. The City enlists and prepares 21st Century staff with the skill sets to carry out the duties of the City through transparent civic engagement and by providing the very best customer service to our citizens. Vegetative root intrusion is becoming a leading cause of sanitary sewer overflows (SSO's), posing an increased risk of impacting the environment and affecting the stability of sewer infrastructure. Root intrusion causes other materials such as grease and debris to accumulate within the pipe resulting in blockages leading to sanitary sewer overflows. Implementing a robust and progressive chemical root control program may substantially reduce the likelihood of subsequent sanitary sewer overflows. The expectation of this request is for a selected vendor to have complete control of the chemical application process and provide records of its performance to the requesting organization while ensuring that employees of the Sewer Maintenance Division have no direct contact with neither the chemical nor its application. https://www.ips.state.nc.us/IPS/ 5 1.3 Request for Proposal (RFP) Timeline Provided below is a list of the anticipated schedule of events related to this solicitation. The City of Raleigh reserves the right to modify and/or adjust the following schedule to meet the needs of the service. All times shown are Eastern Time (EST): 1.4 Pre-Proposal Conference If the City of Raleigh elects to conduct a Pre-Proposal Conference or Site Visit, attendance by prospective proposers is strongly encouraged but is not mandatory. Prospective Proposers are encouraged to submit written questions in advance. Date, time, and location of pre-proposal conference is shown above in Section 1.3, entitled RFP Timeline. 1.5 Proposal Question It is the Proposer's responsibility to ensure that all addenda have been reviewed and considered in the preparation of its proposal. Requests for clarification and questions to this RFP must be received by the City not later than the date shown above in Section 1.3, entitled “RFP Timeline” for the submittal of written inquires. The firm’s failure to request clarification and submit questions by the date in the RFP Timeline above shall be considered to constitute the firm’s acceptance of all City’s terms and conditions and requirements. The City shall issue addenda reflecting questions and answers to this RFP, if any, and shall be posted to North Carolina Interactive Purchasing System (IPS). No information, instruction or advice provided orally or informally by any City personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative RFP Process Date Time RFP Advertisement Date 02/14/2022 12:00 PM Pre-Proposal Conference (if required) 2/21/2022 (3324 Lake Woodard DR Raleigh NC) 10:00 AM Deadline for written questions 2/28/2022 11:00 AM City Response to questions (anticipated) 3/07/2021 3:00 PM Proposal Due Date and Time 03/14/2022 3:00 PM Evaluation Meeting (anticipated) 03/28/2022 10:00 AM Interview/ Demonstrations (if required) 04/04/2022 TBD Selection Announced at Council Meeting (tentative) 4/11/2022 TBD 6 or binding. Respondents shall be entitled to rely only on written material contained in an Addendum to this RFP. It is important that all Respondents submitting to this RFP periodically check the North Carolina Interactive Purchasing System (IPS) for any Addenda. It is the Respondents responsibility to ensure that all addenda have been reviewed and, if required signed and returned. All questions related to this solicitation must be submitted in writing (via email) to the following individual: Contact Name Email Address Carlos M. Perez, Assistant Superintendent, Sewer Maintenance Division Carlos.perez@raleighnc.gov Questions submitted via telephone will not be answered. 1.6 Proposal Submission Requirements and Contact Information Proposals must follow the format as defined in Section 2 PROPOSALS, and be addressed and submitted as follows: DELIVERED BY US POSTAL SERVICE DELIVERED BY ALL OTHER MEANS City of Raleigh City of Raleigh ATTN: Carlos M Perez Carlos M Perez Sewer Maintenance Division Sewer Maintenance Division 3324 Lake Woodard Dr. 3324 Lake Woodard Dr. Raleigh, NC. 27604 RFP No. & Title 274-310-5250 Chemical Root Control Raleigh, NC 27604 RFP No. & Title 274-310-5250 Chemical Root Control Proposals must be enclosed in an envelope or package and clearly marked with the name of the submitting company, the RFP number and the RFP Title. Proposers must submit: A. one (1) signed original; B. one (1) electronic version of the signed proposal and; C. Three (3) copies of proposal. The electronic version of the Proposal must be submitted as a viewable and printable Adobe Portable Document File (PDF) on a Flash Drive. Both hard copy and electronic versions must be received by the City on or before the RFP due date and time provided in Section 1.3. Proposals received after the RFP due date and time will not be considered and will be returned unopened to the return address on the submission envelope or package. Any requirements in the RFP that cannot be met must be indicated on Appendix V, “Exceptions to the RFP” and submitted with proposal. Proposers must respond to