2024 Water Service Line Physical Verification RFP

ADVERTISEMENT FOR BIDS The Meridian Township Department of Public Works is requesting proposals for professional services to physically verify the material type (and other data points) for 375 randomly selected water service lines located in Meridian Township in compliance with the Michigan’s Department to Environment, Great Lakes, and Energy’s (EGLE) Complete Distribution System Material Inventory (CDSMI) requirements. These 375 randomly selected water service lines will be located across approximately 22 square miles where the Township has public water. The Township will provide the contractor with a Google map of the properties to assist the contractor with mobilizing in an efficient manner. The Township will also verify that each property does not have any conflicts. Specifically, the Township will verify that: 1. The curb stop is not located in the driveway. 2. The curb stop is located within 22’ of the backside of the curb or edge of pavement (for ditch roads) so a vactor can

reach the excavation points while staying on the road or shoulder of the road (for ditch roads). To prevent damage to private property, the contractor shall NOT put a vactor on a private driveway. If the weight load of a vactor damages a private driveway, the contractor will be responsible for paying the costs of the repair. 3. That tree canopy or aerial power lines/utilities would not prevent a vactor from reaching the curb stop. 4. That there is no custom landscaping (i.e. only turf grass) at the excavation point/s adjacent to the curb stop. All excavation performed under this contract will be performed using hydro excavation. All work shall be performed Monday through Friday from 7:00 am to 7:00 pm. The contractor will be responsible for providing and furnishing all necessary labor, tools, equipment, material, and transportation required to: 1. Place door hangers on the doors of homes/businesses 1 day prior to excavation to remind the property owner or tenant (the Township will have already spoken to the property owner/tenant to schedule a prior inspection in the home). The Township shall provide the contractor with content to put on the door hangers. The contractor will be responsible for printing and delivering the door hangers. 2. Cut out and peal the sod away from the excavation point/s. 3. Excavate at the curb stop to physically verify the water service line material on both sides of the curb stop. 4. Physically verify and record the following information regarding the water service line on both sides of the curb stop and enter these data points into the spreadsheet provided by the Township: Material Type on the Main Side of the Curb Stop Size of the Water Service Line on the Main Side of the Curb Stop Condition of the Water Service Line on the Main Side of the Curb Stop Material Type on the Customer Side of the Curb Stop Size of the Water Service Line on the Customer Side of the Curb Stop Condition of the Water Service Line on the Customer Side of the Curb Stop The Township will provide a web-hosted spreadsheet that the contractor’s crew can use to enter the data points listed above into the respective columns of the spreadsheet using a phone or tablet in the field. If the contractor prefers to use paper/physical records instead of entering data directly into a spreadsheet, the Township can provide a form to fill out for each property. If the contractor prefers to use paper/physical records, the Township would require that the forms be scanned and sent to the Township each day. The Township will provide a link for where the scanned forms can be put each day. The contractor shall always record the actual material observed: lead, copper, plastic, or galvanized steel. Do NOT use “non-lead.” 5. Take three high-resolution pictures for each property: Standing near the edge of the road, take a picture that clearly shows if one or two holes were excavated, the obstruction that required two holes (if two holes were excavated) and the home/business and address number of the home/business in the background of this picture. A picture with a measuring rod in the hole to verify the depth of the excavation. A picture of the water service line. The water service line must be cleaned off well. The picture must capture the clean water service line in a clear and visible manner on both sides of the curb stop. The water service line must be pictured in a clear and visible manner such that the photo can be used later on to verify the data points that the crew records under item 4 above: the material type, size, and condition of the water service line. All pictures must be put in digital folders labeled by property address. These photo files shall be provided to the Township on the first day of each month. The Township will use these photos to verify the quantities that need to be paid out to the contractor and produce a pay estimate once per month. 6. Backfilling the excavation holes with sand, compact the sand, and re-placing the sod that was cut out. No holes are to be left open overnight. Based on the scope of work outlined above, the Township’s intention is that a two-person crew could perform all the work with one mobilization to each property. One crew member would drive the vactor. A second crew member would drive equipment necessary to the haul sand and equipment for backfilling the excavation point/s. The Township will provide, at NO cost to the contractor, the following supplies and resources, all of which are located at 2100 Gaylord C Smith Ct, Haslett, MI 48840 (centrally located in Meridian Township): 1. Water from a hydrant to fill hydro excavation equipment; 2. A dump site for material generated from the hydro excavation; and 3. Sand or gravel for backfilling excavation points. BACKGROUND For EGLE’s CDSMI requirements, the Township must identify the material type of 375 randomly selected water service lines. The intent of this RFP is to provide the Township with the ability to perform services that are beyond the labor resources of the Township’s Public Works Department. Any potential bid award may not include all 375 physical verifications; however, at least 125 verifications will be included for all contracts. The Township may choose to award the contract to multiple contractors depending on contractor availability to complete the work by October 1, 2024. DEADLINE FOR RFP SUBMISSIONS Sealed proposals will be received by Meridian Township, Ingham County, Michigan, at the Meridian Township Clerk’s Office, Municipal Building, 5151 Marsh Road, Okemos, Michigan, 48864, Ph. 517.853.4000, up to 11:00 am, local time on Thursday, April 18, 2024, after which time, proposals will be publicly opened and read aloud. All bidders shall submit a letter with all of the information as described above in the “Proposal Scope” section, as well as a completed bid tab from pages 4-7 of this RFP. Please contact Robert MacKenzie, Superintendent of Public Works, at mackenzie@meridian.mi.us or 517.853.4662. 2024 Water Service Line Physical Verification RFP and Contract Addendum #1 - 2024 Water Service Line Physical Verification RFP and Contract