Raleigh Water Collection System Condition Assessment

1 Request for Proposals # 274-996 Title: Raleigh Water Collection System Condition Assessment Issue Date: June 14, 2022 Due Date: July 19, 2022 not later than 3:00 p.m. EST LATE PROPOSALS WILL NOT BE ACCEPTED Issuing Department: Raleigh Water Direct all inquiries concerning this RFP to: Alexander Justel Asset Management Engineer Email: alexander.justel@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...................................................... 18 Appendix IV – Contract Standard Terms & Conditions ............................... 21 Appendix V – Exceptions to RFP ................................................................ 28 Appendix VI – CCTV and Sonar Inspection Technical Specifications ......... 29 Appendix VII – Pipeline Cleaning Technical Specifications ..................... 42 Appendix VIII-IX – Map of Sewer Mains Requiring Condition Assessment . 50 3 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: Cleaning and performing internal CCTV and sonar inspection of approximately 34.2 miles of 6-inch to 66-inch diameter sanitary sewer mains in accordance with NASSCO PACP standards. Additional sewer mains requiring inspection may also be included as determined by the City. 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. Raleigh Water Asset Management Program has used a prioritization model to identify high risk sewer mains that require condition assessment. This condition assessment will identify structural deficiencies such as broken, sagging and corroded pipes that allow inflow/infiltration into the sewer system. Renewal or replacement projects are subsequently developed to correct these issues. 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 (ET): https://www.ips.state.nc.us/IPS/ 4 1.4 Pre-Proposal Conference All Proposers are required to attend a mandatory pre-proposal conference Date, time, and location of pre-proposal conference is shown above in Section 1.3, entitled RFP Timeline. Prospective Proposers are encouraged to submit written questions in advance. Note: Pre-Proposal meeting will be held virtually, please E-mail alexander.justel@raleighnc.gov to request a meeting invite link. 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 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 Alexander Justel alexander.justel@raleighnc.gov RFP Process Date Time RFP Advertisement Date 6-14-2022 Pre-Proposal Conference (mandatory) Location: Conference Room 1 located in 1 Exchange Plaza, Suite 620 6-21-2022 10:00 a.m. Deadline for written questions 6-28-2022 City Response to questions (anticipated) 6-30-2022 Proposal Due Date and Time 07-19-2022 3:00 p.m. mailto:alexander.justel@raleighnc.gov mailto:alexander.justel@raleighnc.gov 5 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 Raleigh Water City of Raleigh Raleigh Water City of Raleigh ATTN: Alexander Justel ATTN: Alexander Justel PO Box 590 1 Exchange Plaza, Suite 620 Raleigh, NC 27602 RFP No. 274-996 Raleigh Water Collection System Condition Assessment Raleigh, NC 27601 RFP No. 274-996 Raleigh Water Collection System Condition Assessment 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. Four (4) 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 the entire Request for Proposals (RFP). Any incomplete proposal may be eliminated from competition at the discretion of the City of Raleigh. The City reserves the right to reject any or all proposals for any reason and to waive any informality it deems in its best interest. Proposals that arrive after the due date and time will not be accepted or considered for any reason whatsoever. If the Firm elects to mail in its response, the Firm must allow sufficient time to ensure the City’s proper receipt of the package by the time specified in Section 1.3, “RFP Timeline”. Regardless of the delivery method, it is the responsibility of the Firm to ensure that their response arrives at the designated location specified in this Section by the due date and time specified in Section 1.3, “RFP Timeline”. 1.7 Rights to Submitted Material All proposals and supporting materials, as well as correspondence relating to this RFP, shall become the property of the City. The content of all submittals will be 6 held confidential until the selection of the firm is made. Proposals will be reviewed by the Evaluation Team, as well as other City staff and members of the general public who submit public record requests. Any proprietary data must be clearly marked. In submitting a Proposal, each Prospective Proposer agrees that the City may reveal any trade secret materials contained in such response to all City staff and City officials involved in the selection process and to any outside consultant or other third party who serves on the Evaluation Team or who is hired by the City to assist in the selection process. The City reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the Proposer of the conditions contained in this Request for Proposal. Proposals marked entirely as “confidential”, “proprietary”, or “trade secret” will be considered non-responsive and will be removed from the evaluation process. 1.8 Communications All communications of any nature regarding this RFP with any City staff, elected City officials, evaluation committee members, are strictly forbidden from the time the solicitation is publicly posted until award. Questions must be submitted in writing to the individual designated in Section 1.1. prior to the deadline provided in Section 1.3. Violation of this provision may result in the firm’s proposal being removed from consideration. 1.9 Lobbying By responding to this solicitation, the firm certifies that is has not and will not pay any person or firm to influence or attempt to influence an officer or employee of the City or the State of North Carolina, or any elected official in connection with obtaining a contract as a result of this RFP. 1.10 Conflicts of Interest City of Raleigh contracts are controlled by three conflict of interest provisions. First, federal procurement standards provide in 2 CFR 200.318 (c)(1), No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or a firm which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The officers, employees, and agents of the non-Federal entity may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts.