0_-2026_17_4084_RFP_PW_Private_Sewer_Lateral_Insurance_FINAL.pdf

Request for Proposals

City of Minneapolis Public Works

Private Sewer Lateral Insurance

RFP 2026-17 / Event #0000004084 Issue Date: March 31, 2026

Proposals Due by: April 28, 2026 at 2:00pm Minneapolis time

Table of Contents

RFP General Information Page

I. Invitation II. Proposal Submittal III. Proposal Format IV. Evaluation of Proposals – Provider Selection V. Schedule VI. Contract VII. Department Contact/Request for Clarification VIII. Rejection of Proposal IX. Addenda to the RFP X. Data Practices

Attachment A - Terms and Conditions for RFP Attachment B – Scope of Services Attachment C – Scope of Services Response Form

REQUEST FOR PROPOSALS

FOR

PRIVATE SEWER LATERAL INSURANCE

I. INVITATION: It is the intention of the City to solicit proposals for the provision of optional sanitary sewer lateral insurance for residential customers served by the Surface Water & Sewers (SWS) Division of Public Works. The selected provider will offer a voluntary insurance program that helps homeowners cover the cost of repairing private sewer laterals, as required under Minneapolis Ordinance 511.40. The City seeks a solution that delivers competitive premiums, strong coverage limits, and exceptional value, ensuring affordability, transparency, and reliable service for Minneapolis residents.

The City of Minneapolis (the City) makes this Request for Proposals (the RFP) to select a qualified insurance provider (the Provider) for providing a program that offers sewer lateral insurance (the Program). The Program is generally described in the “Scope of Services” (Attachment B), contained within this RFP.

II. PROPOSAL SUBMITTAL: All proposals must be submitted electronically through the eSupplier Portal. If you are already a City Supplier, you should have received an email containing your eSupplier User ID and Password. If you do not remember your password, click on the “Forgot Password” tile to enter your User ID and a new password will be emailed to you. If you are not already a city supplier, click on the eSupplier link below and then click on the “Bidder/Payee Registration” tile to register. If you need further assistance with eSupplier, please send an email to eprocurement@minneapolismn.gov.

Note: Late Proposals will not be accepted.

eSupplier Portal – Electronic Proposal Submission https://comet-fs.ci.minneapolis.mn.us/psc/supplier

III. PROPOSAL FORMAT: The Provider shall provide the appropriate information in sufficient detail to demonstrate that the evaluation criteria have been satisfied as specified in the Section titled

“EVALUATION OF PROPOSALS”.

To allow for easier comparison of proposals during evaluation, proposals should contain the following sections and appendices and be arranged in consecutive order.

1. Executive Summary - The Executive Summary should include a clear statement of the

Provider’s understanding of the RFP including a summary of the Scope of Work. Include, at a minimum, an outline of the contents of the proposal, an identification of the proposed program team, a description of the responsibilities of the program team, and a summary of the proposed services.

2. Scope of Services (Complete Attachment C) - Describe in detail how services will be provided.

mailto:eprocurement@minneapolismn.gov https://comet-fs.ci.minneapolis.mn.us/psc/supplier

3. Personnel Listing - Show involved individuals with resumes and specific applicable experience.

Sub-consultants should also be listed.

IV. EVALUATION OF PROPOSALS – SELECTION OF PROVIDER: Proposals will be reviewed by an Evaluation Panel made up of representatives of the City of Minneapolis, Department of Public Works, Surface Water & Sewers Division and other City staff assistance as they might require. The Evaluation Panel will select a "short list" of qualified Providers who will be formally interviewed as part of the final selection, as deemed necessary by the City. Evaluations will be based on the required criteria listed in the Section titled “PROPOSAL FORMAT”, and the following:

A. Quality, thoroughness, and clarity of proposal.

B. Review of references from other cities that utilize Provider services.

C. How well the Scope of Services offered meets department objectives.

D. How clear and concise each Scope of Services item is responded to.

E. Financial responsibility and capacity of company F. Cost of services proposed for residents who purchase insurance as defined in Scope of Services response.

G. Level of service provided for residents who purchase insurance as defined in Scope of Services response.

A formal Presentation/Interview will be requested of the “short list” Providers. Specifically, the City requests that the Provider’s Program Manager assigned to the proposed provider team lead the Presentation and that actual members of the program team (including any sub-consultants) participate in the formal presentation/interview.

The Presentation/Interview of the “short listed” Provider’s may consist of the following elements:

1. Discussion of the Provider’s approach to providing services for this Program based upon the

Scope of Services described herein.

2. Overview of the Provider’s experience as related to the Scope of Services, including qualifications and experience of assigned staff.

3. Cost of services and level of services the Provider is committed to providing residents of the

City.

The Evaluation Panel will schedule and arrange the presentations.

V. SCHEDULE: The following is a listing of key Proposal and Project milestones and duration:

RFP Release March 31, 2025 Questions on RFP Due by 4:00 PM Minneapolis time on April 13, 2026 Responses to Questions posted by 4:00 PM Minneapolis time on April 17, 2026 Proposals due by 2:00 PM Minneapolis time on April 28, 2026 Estimated Provider selection May 2026 Estimated services start date July 1, 2026 Estimated services end date June 30, 2029

VI. CONTRACT: The contracting parties will be the City of Minneapolis, and the Provider selected to provide the services as described herein. The selected proposal, along with the RFP and any counterproposal will be incorporated into a formal agreement after negotiations. It is the intent of the City to award a single contract for a term of three (3) years with the option to extend the contract, on an annual basis, at the sole option of the City, for two (2) additional years.

VII. DEPARTMENT CONTACT/REQUESTS FOR CLARIFICATION: The Agency’s primary interface with the City will be with the Contract Manager who will act as the City’s designated representative for the Project. Prospective responders shall direct inquiries/questions in writing only to:

Contract Manager: Melissa Roberts Email: melissa.roberts@minneapolismn.gov

Responses to the questions will be posted as an addendum to the current event in the eSupplier Portal

– Contracting Opportunities.

The Contract Manager is the only individual who can be contacted regarding the Project before proposals are submitted. The Contract Manager cannot vary the terms of the RFP.

VIII. REJECTION OF PROPOSALS: The City does not promise to accept the lowest cost proposal and specifically reserves the right to reject any or all proposals, to waive any formal proposal requirements, to investigate the qualifications and experience of any Provider, to reject any provisions in any proposal, to obtain new proposals, to negotiate the requested services and contract terms with any Provider, or to proceed to do the work otherwise. Incomplete proposals and proposals not sufficiently detailed or not in acceptable form may be rejected by the City.

IX. ADDENDUM TO THE RFP: If any addendum is issued for the RFP, it will be posted as an attachment to the current event. The City reserves the right to cancel or amend the RFP at any time.

X. DATA PRACTICES: Data you provide in response to this RFP will be subject to the Minnesota Government Data Practices Act and may be available to the public. Minn. Stat. 13.591 classifies Business Data and subdivision 3 specifically addresses data submitted in response to an RFP. If you are submitting specific data which you believe meets the definition of trade secret data as defined in Minn. Stat. 13.37, please indicate this on the documents containing the data. The City may ask you to establish that the data meets all the conditions set forth in Minn. Stat. 13.37, subdivision 1(b).

mailto:melissa.roberts@minneapolismn.gov

ATTACHMENT A

City of Minneapolis Terms and Conditions for Professional Services Contracts Over $175,000 (Revised: April 10, 2025)

The General Conditions are terms and conditions that the City expects its Contractors to meet.

The Contractor agrees to be bound by these requirements unless otherwise noted in any Proposal to which these terms are attached. Some negotiation is possible to accommodate the Contractor’s suggestions.

1. City’s Rights The City reserves the right to cancel the Contract without penalty, if circumstances arise which prevent the City from commencing or continuing the project or any phase of the project and at any time if it is determined that the City was fraudulently induced to enter into the contract. In such a situation, the City will issue a written notice to “stop work” and demand the Contractor mitigate any contract-related expenses.

2. Equal Opportunity Statement

The Contractor agrees to comply with applicable provisions of applicable federal, state and city regulations, statutes and ordinances pertaining to the civil rights and non-discrimination in the application for and employment of applicants, employees, subcontractors and suppliers of the Contractor. Among the federal, state and city statutes and ordinances to which the Contractor shall be subject under the terms of this Contract include, without limitation, Minnesota Statutes, section 181.59 and Chapter 363A, Minneapolis Code of Ordinances Chapter 139, 42 U.S.C Section 2000e, et. seq. (Title VII of the Civil Rights Act of 1964), 29 U.S.C Sections 621-624 (the Age Discrimination in Employment Act), 42 U.S.C Sections 12101-12213 (the Americans with Disability Act or ADA), 29 U.S.C Section 206(d) (the Equal Pay Act), 8 U.S.C Section 1324 (the Immigration Reform and Control Act of 1986) and all regulations and policies promulgated to enforce these laws. The Contractor shall have submitted and had an “affirmative action plan” approved by the City prior to entering into a Contract.

3. Insurance

Insurance secured by the Contractor shall be issued by insurance companies acceptable to the City and admitted in Minnesota. The insurance specified may be in a policy or policies of insurance, primary or excess. Such insurance shall be in force on the date of execution of the Contract and shall remain continuously in force for the duration of the Contract.

Acceptance of the insurance by the City shall not relieve, limit or decrease the liability of the Contractor. Any policy deductibles or retention shall be the responsibility of the Contractor. The City does not represent that the insurance requirements are sufficient to protect the Contractor’s interest or provide adequate coverage. Evidence of coverage is to be provided on a current ACORD Form, Insurance Declaration. A thirty (30) day written notice is required if the policy is canceled, not renewed or materially changed. The

Contractor shall require any of its sub-contractors, if sub-contracting is allowable under this Contract, to comply with these provisions. The Contractor and its subcontractors shall secure and maintain the following insurance:

a) Workers Compensation insurance that meets the statutory obligations with

Coverage B- Employers Liability limits of at least $100,000 each accident, $500,000 disease - policy limit and $100,000 disease each employee.

b) Commercial General Liability insurance with limits of at least $2,000,000 general aggregate, $2,000,000 products - completed operations $2,000,000 personal and advertising injury, $300,000 each occurrence fire damage and $5,000 medical expense any one person. The policy shall be on an "occurrence" basis, shall include contractual liability coverage and the City shall be named an additional insured. The amount of coverage will be automatically increased if the project amount is expected to exceed $2,000,000 or involves potentially high-risk activity.

c) Commercial Automobile Liability insurance covering all owned, non-owned and hired automobiles with limits of at least $1,000,000 per accident.

d) Professional Liability Insurance or Errors & Omissions Insurance providing coverage for 1) the claims that arise from the errors or omissions of the Contractor or its subcontractors and 2) the negligence or failure to render a professional service by the Contractor or its subcontractors. The insurance policy should provide coverage in the amount of $2,000,000 each claim and $2,000,000 annual aggregate. The insurance policy must provide the protection stated for two years after the expiration of the contract.

e) Cyber Liability for the duration of this agreement providing coverage for, but not limited to, Technology and Internet Errors & Omissions, Security and Privacy Liability, and Media Liability. Insurance will provide coverage against claims that arise from the disclosure of private information from files including but not limited to: 1) Intentional, fraudulent or criminal acts of the Contractor, its agents or employees. 2) Breach of the City’s private data, whether electronic or otherwise.

The insurance policy should provide minimum coverage in the amount of $1,000,000 per occurrence and $2,000,000 annual aggregate. If written on a Claims-Made basis, the policy must provide an extended reporting period and have a retroactive date that on or before the date of this Contract or the date Contractor commences work, whichever is earlier.

4. Business Continuity Assurance The Contractor shall demonstrate and maintain appropriate financial safeguards, business continuity plans, or equivalent protections to ensure ongoing performance of services in the event of insolvency, business failure, or other interruption of operations. Acceptable safeguards may include a performance bond, letter of credit, parent-company guarantee, escrowed funds, or other mechanisms approved by the City.

The Contractor shall submit documentation of these safeguards at contract execution and upon renewal, and shall notify the City within thirty (30) days of any material change that may affect its ability to continue providing services.

5. Indemnity and Hold Harmless The Contractor will defend, indemnify and hold harmless the City and its officers and employees from all liabilities, claims, damages, costs, judgments, lawsuits and expenses, including court costs and reasonable attorney’s fees regardless of the Contractor’s insurance coverage, arising directly from any negligent act or omission of the Contractor, its employees, agents, by any sub-contractor or sub-consultant, and by any employees of the sub-contractors and sub-consultants of the Contractor, in the performance of work and delivery of services provided by or through this Contract or by reason of the failure of the Contractor to perform, in any respect, any of its obligations under this Contract. If a Contractor is a self-insured agency of the State of Minnesota, the terms and conditions of Minnesota Statutes, section 3.732 et seq. shall apply with respect to liability bonding, insurance, and liability limits. The provisions of Minnesota Statutes, Chapter 466 shall apply to other political subdivisions of the State of Minnesota. Where the Services provided by the Contractor to the City are “design professional services” as described in Minnesota Statutes, Section 604.21, then, the Contractor will not be obligated to defend the City as required above.

6. Subcontracting

The Contractor shall not sub-consult or sub-contract any services under this Contract unless authorized in writing by the City. The Contractor shall provide written notice to the City and obtain the City’s authorization to sub-contract any work or services to be provided to the City pursuant to this Contract. As required by Minnesota Statutes, Section 471.425, the Contractor shall pay all subcontractors for subcontractor’s undisputed, completed work, within ten (10) days after the Contractor has received payment from the City.

7. Assignment or Transfer of Interest

The Contractor shall not assign any interest in the Contract, and shall not transfer any interest in the same either by assignment or novation without the prior written approval of the City which will not be withheld or delayed unreasonably.

8. General Compliance

The Contractor agrees to comply with all applicable Federal, State and local laws and regulations governing services and funds provided under the Contract. The Contractor also agrees that all web content and mobile applications created pursuant to this Contract shall be compliant with the requirements and standards of the Americans with Disabilities Act (ADA) and the Web Content Accessibility Guidelines (WCAG) Version 2.1, Level AA unless a legal exception or exemption applies.

9. Performance Monitoring

The City will monitor the performance of the Contractor against goals and performance standards required herein. Substandard performance as determined by the City will constitute non-compliance with this Contract. If action to correct such substandard performance is not taken by the Contractor within a reasonable period of time to cure such substandard performance after being notified by the City, Contract termination procedures will be initiated. All work submitted by Contractor shall be subject to the approval and acceptance by the City Department Contract Manager designated herein.

The City Department Contract Manager designated herein shall review each portion of the work when certified as complete and submitted by the Contractor and shall inform the Contractor of any apparent deficiencies, defects, or incomplete work, at any stage of the project.

10. Prior Uncured Defaults

Pursuant to Section 18.110 of the City’s Code of Ordinances, the City may not contract with persons or entities that have defaulted under a previous contract or agreement with the City and have failed to cure the default.

11. Independent Contractor

Nothing contained in this Contract is intended to, or shall be construed in any manner, as creating or establishing the relationship of employer/employee between the parties. The Contractor shall at all times remain an independent Contractor with respect to the work and/or services to be performed under this Contract. Any and all employees of Contractor or other persons engaged in the performance of any work or services required by Contractor under this Contract shall be considered employees or subcontractors of the Contractor onlyand not of the City; and any and all claims that might arise, including Worker’s Compensation claims under the Worker’s Compensation Act of the State of Minnesota or any other state, on behalf of said employees or other persons while so engaged in any of the work or services to be rendered or provided herein, shall be the sole obligation and responsibility of the Contractor.

12. Accounting Standards

The Contractor agrees to maintain the necessary source documentation and enforce sufficient internal controls as dictated by generally accepted accounting practices (GAAP) to properly account for expenses incurred under this Contract.

13. Retention of Records

Pursuant to Minnesota Statutes, Section 138.17 and Section 15.17, the Contractor shall retain all records pertinent to expenditures incurred under this Contract in a legible form for a period of six years commencing after the later of contract close-out or resolution of all audit findings. Records for non-expendable property acquired with funds under this Contract shall be retained for six years after final disposition of such property.

14. Audit Requirements for Cloud-Based Storage of City Data

If the Contractor’s services include the storage of City data using a cloud based solution, then the Contractor agrees to secure the data as though it were “private data” as defined in Minnesota Statutes, Chapter 13. The Contractor shall provide the City with the annual copy of the Federal Standards for the Statement on Standards for Attestation Engagements (SSAE) No. 18 or the International Standard on Assurance Engagements (ISAE) No. 3402. The Contractor agrees to provide a .pdf copy to the City’s Contract

Manager, upon the Contractor’s receipt of the audit results.

15. Data Practices The Contractor agrees to comply with the Minnesota Government Data Practices Act (Minnesota Statutes, Chapter 13) and all other applicable state and federal laws relating to data privacy or confidentiality. The requirements of Minnesota Statutes, Section 13.05, subdivision 11 apply to companies or individuals who perform under a government contract. The Contractor and any of the Contractor’s sub-consultants or sub-contractors retained to provide services under this Contract shall comply with the Act and be subject to penalties for non- compliance as though they were a “governmental entity.” The Contractor must immediately report to the City any requests from third parties for information relating to this Contract.

The City agrees to promptly respond to inquiries from the Contractor concerning data requests. The Contractor agrees to hold the City, its officers, and employees harmless from any claims resulting from the Contractor’s unlawful disclosure or use of data protected under state and federal laws.

16. Inspection of Records

Pursuant to Minnesota Statutes, Section 16C.05, all books, records, documents and accounting procedures and practices of the Contractor with respect to the matters covered by this Contract shall be made available to the City and the State of Minnesota, Office of the State Auditor, or their designees upon notice, at any time during normal business hours, as often as the City deems necessary, to audit, examine, and make excerpts or transcripts of all relevant data.

17. Living Wage Ordinance

The Contractor may be required to comply with the “Minneapolis Living Wage and Responsible Public Spending Ordinance” Chapter 38 of the City’s Code of Ordinances (the “Ordinance”). Unless otherwise exempt from the ordinance as provided in Section

38.40 (c), any City contract for services valued at $100,000 or more or any City financial assistance or subsidy valued at $100,000 or more will be subject to the Ordinance’s requirement that the Contractor and its subcontractors pay their employees a “living wage” as defined and provided for in the Ordinance.

18. Displaced Contract Service Workers

If Contractor’s contract requires the services of fifteen or more employees, includes a subcontractor, and involves the provision of janitorial or security service work, Contractor must comply with the Minneapolis Code of Ordinances, Chapter 39, “The Protection of Displaced Contract Service Workers Ordinance” (the “Ordinance”).

Section 39.30 and Section 39.40 of the Ordinance generally require the successor Contractor to retain employees of the previous Contractor for a 90-calendar day transition period. If the performance of one or more of the retained employees is determined by the successor Contractor to be satisfactory, the successor Contractor shall offer each transition employee continued employment under the terms and conditions of the successor Contractor.

https://library.municode.com/mn/minneapolis/codes/code_of_ordinances?nodeId=COOR_TIT2AD_CH38LIWAREPUSPRE https://library.municode.com/mn/minneapolis/codes/code_of_ordinances?nodeId=COOR_TIT2AD_CH38LIWAREPUSPRE https://library.municode.com/mn/minneapolis/codes/code_of_ordinances?nodeId=COOR_TIT2AD_CH39DICOSEWO https://library.municode.com/mn/minneapolis/codes/code_of_ordinances?nodeId=COOR_TIT2AD_CH39DICOSEWO https://library.municode.com/mn/minneapolis/codes/code_of_ordinances?nodeId=COOR_TIT2AD_CH39DICOSEWO

19. Prevailing Wage Ordinance If this Contract involves the construction, alteration and/or repair, including painting, decorating, sodding and landscaping of public buildings, or similar public works of the City which requires or involves the employment of mechanics and/or laborers, compliance with the City of Minneapolis Prevailing Wage Ordinance, sections 24.200 through 24.265 of the Minneapolis Code of Ordinances, is required as a material term of this Contract and all such provisions are expressly incorporated by reference herein.

20. Applicable Law

The laws of the State of Minnesota shall govern all interpretations of this Contract, and the appropriate venue and jurisdiction for any litigation which may arise hereunder will be in those courts located within the County of Hennepin, State of Minnesota, regardless of the place of business, residence or incorporation of the Contractor.

21. Conflict and Priority

If the Contract was awarded by RFP and in the event that a conflict is found between provisions in this Contract, the Contractor’s Proposal or the City’s Request for Proposals, the provisions in the following rank order shall take precedence: 1) Contract; 2) Proposal;

and last

3) Request for Proposals.

22. Travel

If travel by the Contractor is allowable and approved for this Contract, then Contractor travel expenses shall be reimbursed in accordance with the City’s Contractor Travel Reimbursement Conditions.

23. Conflict of Interest/Code of Ethics Pursuant to Section 15.250 of the City’s Code of Ordinances, both the City and the Contractor are required to comply with the City’s Code of Ethics. Chapter 15 of the Code of Ordinances requires City officials and the Contractor to avoid any situation that may give rise to a “conflict of interest.” A “conflict of interest” will arise if Contractor represents any other party or other client whose interests are adverse to the interests of the City.

As it applies to the Contractor, the City’s Code of Ethics will also apply to the Contractor in its role as an “interested person” since Contractor has a direct financial interest in this Agreement. The City’s Code of Ethics prevents “interested persons” from giving certain gifts to employees and elected officials.

24. Termination, Default and Remedies

The City may cancel this Contract for any reason without cause upon thirty (30) days’ written notice. Both the City and the Contractor may terminate this Contract upon sixty

(60) days’ written notice if either party fails to fulfill its obligations under the Contract in a proper and timely manner, or otherwise violates the terms of this Contract. The non-defaulting party shall have the right to terminate this Contract, if the default has not been cured after ten (10) days’ written notice or such other reasonable time period to cure the https://library.municode.com/mn/minneapolis/codes/code_of_ordinances?nodeId=COOR_TIT2AD_CH24PUWO_ARTIVCO https://www2.minneapolismn.gov/media/content-assets/www2-documents/government/ContractorTravelReimbursementConditions(City-paidTravelbyNon-Employees).pdf https://www2.minneapolismn.gov/media/content-assets/www2-documents/government/ContractorTravelReimbursementConditions(City-paidTravelbyNon-Employees).pdf https://www2.minneapolismn.gov/media/content-assets/www2-documents/government/ContractorTravelReimbursementConditions(City-paidTravelbyNon-Employees).pdf default has been provided. If termination shall be without cause, the City shall pay Contractor all compensation earned to the date of termination. If the termination shall be for breach of this Contract by Contractor, the City shall pay Contractor all compensation earned prior to the date of termination minus any damages and costs incurred by the City as a result of the breach. If the Contract is canceled or terminated, all finished or unfinished documents, data, studies, surveys, maps, models, photographs, reports or other materials prepared by the Contractor under this Contract shall, at the option of the City, become the property of the City, and the Contractor shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents or materials prior to the termination.

Notwithstanding the above, the Contractor shall not be relieved of liability to the City for damages sustained by the City as a result of any breach of this Contract by the Contractor.

The City may, in such event, withhold payments due to the Contractor for the purpose of set- off until such time as the exact amount of damages due to the City is determined. The rights or remedies provided for herein shall not limit the City, in case of any default by the Contractor, from asserting any other right or remedy allowed by law, equity, or by statute.

The Contractor has not waived any rights or defenses in seeking any amounts withheld by the City or any damages due the Contractor.

25. Ownership of Materials

All finished or unfinished documents, data, studies, surveys, maps, models, photographs, reports or other materials resulting from this Contract shall become the property of the City upon the City’s payment for and final approval of the final report or upon payment and request by the City at any time before then. The City at its own risk, may use, extend, or enlarge any document produced under this Contract without the consent, permission of, or further compensation to the Contractor.

26. Intellectual Property

All Work produced by the Contractor under this Contract is classified as “work for hire” and upon payment by the City to the Contractor will be the exclusive property of the City and will be surrendered to the City immediately upon completion, expiration, or cancellation of this Contract. “Work” covered includes all reports, notes, studies, photographs, designs, drawings, specifications, materials, tapes or other media and any databases established to store or retain the Work. The Contractor may retain a copy of the work for its files in order to engage in future consultation with the City and to satisfy professional records retention standards. The Contractor represents and warrants that the Work does not and will not infringe upon any intellectual property rights of other persons or entities.

Each party acknowledges and agrees that each party is the sole and exclusive owner of all right, title, and interest in and to its services, products, software, source and object code, specifications, designs, techniques, concepts, improvements, discoveries and inventions including all intellectual property rights thereto, including without limitations any modifications, improvements, or derivative works thereof, created prior to, or independently, during the terms of this Contract. This Contract does not affect the ownership of each party’s pre-existing, intellectual property. Each party further acknowledges that it acquires no rights under this Contract to the other party’s pre-existing intellectual property, other than any limited right explicitly granted in this Contract.

27. Equal Benefits Ordinance

Minneapolis Code of Ordinances, Section 18.180, relating to equal benefits for domestic partners, applies to each Contractor and subcontractor with 21 or more employees that enters into a “contract”, as defined by the ordinance that exceeds $175,000. The categories to which the ordinance applies are personal services; the sale or purchase of supplies, materials, equipment, or the rental thereof; and the construction, alteration, repair or maintenance of personal property.

The categories to which the ordinance does not apply include real property and development contracts.

Please be aware that if a “contract”, as defined by the ordinance, initially does not exceed $175,000, but is later modified so the Contract does exceed $175,000, the ordinance will then apply to the Contract. It is the Contractor’s and subcontractor’s responsibility to review and understand the requirements and applicability of this ordinance.

28. City Ownership and Use of Data

The City has adopted an Open Data Policy (“Policy”). The City owns all Data Sets as part of its compliance with this Policy. Data Sets means statistical or factual information: (a) created by the Contractor and contained in structural data sets; and (b) regularly created or maintained by or on behalf of the City or a City department which supports or contributes to the delivery of services, programs, and functions. The City shall not only retain ownership of all City Data Sets, but also all information or data created through the City’s use of the software and /or software applications licensed by the Contractor (or any subcontractor of sub-consultant of the Contractor) to the City.

The City shall also retain the right to publish all data, information and Data Sets independently of this Contract with the Contractor and any of Contractor’s subcontractors or sub-consultants involved in providing the Services, using whatever means the City deems appropriate.

The City shall have the right to access all data, regardless of which party created the content and for whatever purpose it was created. The Contractor shall provide bulk extracts that meet the public release criteria for use in and within an open data solution.

The Contractor shall permit and allow free access to City information and Data Sets by using a method that is automatic and repeatable. The Data Sets shall permit classification at the field level in order to exclude certain data.

29. Small & Underutilized Business Program (SUBP) Requirements

The City of Minneapolis policy is to provide equal opportunities to all businesses, with an effort to redress discrimination in the City’s marketplace and in public contracting against Minority-Owned Business Enterprises (MBEs) and Women-Owned Business Enterprises https://library.municode.com/mn/minneapolis/codes/code_of_ordinances?nodeId=COOR_TIT2AD_CH18PU_18.180EQBEPRCO

(WBEs). Consultant must comply with the Small & Underutilized Business Program (SUBP), as detailed in Chapter 423 of the Minneapolis Code of Ordinances. The SUBP Ordinance applies to any contract for the provision of goods and services in excess of one hundred and seventy-five thousand dollars ($175,000). SUBP goals are set on contracts based on project scope, subcontracting opportunities, and availability of qualified MBEs/WBEs.

There are no specific SUBP goals on this RFP. However, if there are subcontracting opportunities later identified, Consultant shall inform the Contract Manager to obtain authorization as stated under the section titled “Subcontracting” in the Terms and Conditions. Consultant shall take action to afford MBEs and WBEs full and fair opportunities to compete on this contract and resulting subcontracts. To locate SUBP-eligible MBEs and WBEs, please contact contractcompliance@minneapolismn.gov.

30. Cardholder Data and Security Standards

Should the Contractor collect revenue on behalf of the City through the acceptance of credit cards offered by cardholders to pay for services offered under the terms of this Contract, then the Contractor represents and acknowledges that the Contractor will comply with Payment Card Industry (PCI) regulatory standards including the Data Security Standards (DSS). Contractor represents that it will protect cardholder data. Contractor will be annually certified as a PCI compliant service provider and agrees to provide evidence of said certification to the City upon request. Contractor agrees at reasonable times to provide to the City or to its assigns, the audit rights contained herein for all physical locations, systems or networks that process credit cards on behalf of the City. Contractor also agrees to provide written notice to the City of any breach of a system owned, operated or maintained by the Contractor that contains cardholder data or information.

31. Miscellaneous Provisions

1. Successors and Assigns – This Contract shall be binding upon and inure to the benefit of the successors and assigns of the City and of the Contractor.

2. Severability – If any provision of this Contract is held invalid or unenforceable, such invalidity or unenforceability shall not affect any other provision, and this Contract shall be construed and enforced as if such invalid or unenforceable provision had not been included.

3. No Partnership or Joint Venture – Neither the City nor the Contractor is an agent, partner, or joint venture of the other for any purpose or has any authority to bind the other.

4. No Third-Party Beneficiaries – This Contract does not create any third-party beneficiary rights in any individual or entity that is not a party to this Contract.

5. Waiver – Failure to enforce any provision of this Contract does not affect the rights of the parties to enforce such provision in another circumstance. Neither does it affect the rights of the parties to enforce any other provision of this Contract at any time.

6. Amendments – This Contract may only be modified or changed by written amendment signed by authorized representatives of the City and the Contractor.

mailto:contractcompliance@minneapolismn.gov

7. Electronic Signatures and Counterparts – This Contract may be executed in counterparts, each of which has the effect of an original. An electronic signature will be deemed an original signature.

8. Entirety of Contract – This Contract and the Attachments/Exhibits thereto, constitute the entire and exclusive Contract of the parties.

ATTACHMENT B

SCOPE OF SERVICES

It is the intent of this document to outline a general description of the Program, the extent of services required, and the relationship of this Program to other work, and the agencies or other parties that will interact with the Provider. The contents of this document are considered representative of the Program but are by no means conclusive.

Program Objective

The Surface Water and Sewers (SWS) Division of Public Works currently serves 98,000 sewer service connections. In addition, SWS also manages the city's stormwater system.

The sewer system in Minneapolis has 830 miles of sanitary sewers, 509 miles of storm pipes, 12 miles of deep storm tunnels and 31 miles of sanitary main and interceptor tunnels are all working in conjunction under Minneapolis streets. This infrastructure helps to safely move wastewater to be properly treated, and to transport stormwater as cleanly as possible to the waters of Minneapolis.

SWS is seeking qualified firm(s) to provide optional sanitary sewer lateral insurance.

Qualified firms are encouraged to respond if they offer this insurance option. Pursuant to Minneapolis Ordinance 511.40, customers are responsible for the maintenance of their private sewer lateral. The goal of the insurance protection program is to provide SWS customers with the opportunity to voluntarily purchase insurance coverage to repair their portion of sewer laterals.

The City does not intend to receive any revenue, commissions, or other financial benefit from this program. Instead, the objective is to secure the most competitive premiums, strongest coverage limits, and overall best value for Minneapolis residents. The selected provider should demonstrate a clear commitment to affordability, transparency, and reliable service, ensuring that homeowners have access to meaningful protection against sewer lateral repair costs.

Scope of Services Detail: Residential Sewer Lateral Insurance

A. Service Plan - Provide detailed information on Sewer Lateral Insurance Protection Program regarding the following:

1. Plan Coverage – Description of scope of coverage of the proposed program, including the limit or extent of coverage, coverage amounts (dollar amount covered per claim), limit of claims allowed per resident every subscription year, what level of issue the homeowner is facing is covered, televising to find issues included, guaranteed time to respond to customer calls, and timeliness of actual repairs/replacements.

https://library.municode.com/mn/minneapolis/codes/code_of_ordinances?nodeId=MICOOR_TIT19WASTSASE_CH511SASE_ARTIISASESELACO_511.40OWRESASESELACO

2. Plan Terms – Descriptions of program terms and conditions, including enrollment procedures and waiting period for coverage to be effective after signup, administration of late fees, potential ability for customer to catch-up on missed premiums, customers’ cancellation policy, pre-inspection prerequisite requirements (if any), policy for transfer of coverage to subsequent purchaser of property, and overlapping coverage with other homeowner/renter property insurance.

3. Plan Limitations – Description of program coverage limitations and all exclusions, including repairs or replacements not covered, limits to provider liability, compliance with local ordinances, and appeal procedure for denial of coverage.

4. Plan Overages – Description of procedures for customers if repairs or replacements exceed plan coverage limitations (i.e., cost to repair/replace the line exceeds the dollar amount covered under the plan).

5. Plan Warranty – Description of warranty provisions for repair/replacement work performed; including warranty of workmanship and/or materials used, coverage of subsequent repair to a prior-covered repair, certifications of work performed by licensed plumbing contractors, and the process a customer would follow to request a warranty repair.

6. Claims – Description of the claims process and the average cycle times from claim submission to the date work started and then to the project completion and site restoration dates. Provide examples of how someone submits a claim and the amount of time they are guaranteed to hear back from the provider for each claim submitted.

7. Landscaping & Restoration – Describe how landscaping, turf restoration, fencing, backfilling, raking, re-sodding, replacement of pavement, and any other items encountered or removed during the repair are handled, and define any limits that apply.

B. Customer Service - Provide detailed information regarding Customer Service, including the following:

1. Description of what residents should expect when a service request is made, including the customer interface (e.g., website, telephone number to call center). Provide procedures to handle customer service/claim requests, handling of emergency calls and non-emergency calls, scheduling of repairs, and verification of work performed. Any online services or mobile applications must be compliant with the requirements and standards of the Americans with Disabilities Act (ADA) and the Web Content Accessibility Guidelines (WCAG) Version 2.1, Level AA unless a legal exception or exemption applies.

2. Emergency repair response times and procedures for handling customer claim calls, including timeframes for responding to customers and response time for the repair contractor to respond on-site. Describe the customer interface with the Customer Service call center for emergency repairs during normal business hours, Monday through Friday from 8 AM to 5 PM, and outside of normal business hours.

3. Define call center normal business hours to answer calls for all customer non-emergency calls, including customer applications for service, customer billing, customer inquiries, and customer disputes. Provide a list of holidays that the call center will be closed for non-emergency calls. Describe customer interface if a non-emergency call is made outside of normal business hours.

4. Describe any restrictions on plumbers or other contractors that may be used.

5. The City has a list of contractors that are part of the Target Market Program (TMP). The Minneapolis TMP is a City of Minneapolis initiative that directs contracts to local small businesses, allowing them to compete against each other for city work rather than against larger companies. Please describe if the insurance company will develop a list of contractors that have to be used. Would contractors on the City’s TMP list have an opportunity to join that list if one is used?

C. Marketing – Provide detailed information regarding anticipated marketing strategies along with the information requested below:

1. Information on the methods, timing, and plan for the program (i.e., mix of advertising techniques including direct mail, promotions, brochures, flyers, social media, etc.). Also indicate the number of occurrences and frequency with which the proposed methods will be used. Include examples of the types of planned promotional materials.

2. Marketing strategies must be designed to clearly indicate the optional nature of the program; they shall be designed so that the City of Minneapolis will not be liable in any legal action.

3. Describe the marketing staff to be involved. Indicate the number of employees dedicated to marketing in the City of Minneapolis area and the nature of their employment (i.e., full-time, part-time, or itinerant).

4. Provide an estimate, and the details supporting that estimate, on the number of residents that can be expected to enroll in the program annually.

5. Will customers that signed up for your insurance directly or through another party be able to switch if this plan is more favorable to them? How will that process work? Will these current customers be excluded from marketing?

6. Provide market penetration achieved in three (3) locations like the Minneapolis service area in terms of age, population, and socioeconomic demographics.

D. Quality Assurance – Provide detailed information on Respondent’s quality assurance program and procedures, also address the following:

1. Description of how work on covered service lines and property damages due to back-ups will be evaluated.

2. Description of key performance measures of success and customer satisfaction that will be tracked for the program.

3. Description of policies and procedures to oversee and inspect contractors work on repairs and replacements.

E. Implementation – Provide a tentative project plan to implement the program along with the following elements:

1. A copy of the policies provided to residents under the program(s) and any application(s) that residents will be required to submit to enroll in the program(s).

2. A proposed implementation timeline for each program.

3. Description of how residents would be affected if the program(s) are discontinued (i.e., contract with the provider is not renewed or the provider goes out of business.).

F. Claims History – Please provide the following information:

1. Recent customer satisfaction ratings for Respondent’s similar programs, along with the rating collection methodology and scope, and the contractors utilized to perform the work, detailing the methods used to measure customer satisfaction.

2. For three (3) existing contracts Respondent has entered with locations like the Minneapolis service area in terms of age, population, and socioeconomic demographics, please provide the following: Total number of claims for the last three (3) years.

a. Average amount paid per claim over the last three (3) years

b. Number of claims paid in 2024 & 2025

c. Average amount claimed but not paid

d. Reasons for unpaid claims or claims denied

e. Average cost of the total work including insured and uninsured work.

G. Cost Information – Provide detailed information on program costs including the following:

1. Description of monetary coverage limits for enrolled residents in terms of the maximum amount covered per incident, per calendar year and per lifetime.

2. Proposed billing frequency and payment options available to residents.

3. Proposed premiums, based on billing frequency.

4. Proposed discounts to encourage property owners to enroll (i.e., discounted premiums for the first 12 months)

5. Description of how long the premiums would be in place for the program and how the need to raise premiums would be handled in the future.

6. Identify enhancements to the program that would either reduce cost or add value.

7. Clearly explain what would be expected of SWS for this contract to be accepted.

H. Reporting & Progress Meetings – Provide information on the following:

1. List of reports that will be provided to the City of Minneapolis with frequency of distribution.

2. Provide samples of at least three (3) complete reporting packages used in other cities.

3. Proposed progress meetings. It is anticipated that these meetings will take place each month for six months from the date of the contract execution, at which point the meetings will occur bi-annually.

I. References – Provide the following reference information:

Provide references from three (3) utilities with protection programs like the ones described in this proposal, of similar size, and of similar age of water and sewer infrastructure to that of City of Minneapolis. Failure to provide references may result in disqualification of the entire proposal.

References will be asked for information regarding the character, integrity, reputation, judgment, experience, location, and efficiency of the Respondent. In addition, references will be asked to comment on the ability, capacity, and skills of the Respondent to perform the contracted services as required. For each reference, please provide:

1. Entity name and address.

2. Contact name and title.

3. Phone number and email address.

J. Respondent Experience & Legal Disputes – Provide background information on Respondent firm and include the following:

1. Description of the Respondent’s firm and general background such as ownership, longevity, staff size, and services provided.

2. Description of the Respondent firm’s experiences serving a jurisdiction like Minneapolis’ service area in terms of age, accounts, population, and socioeconomic demographics.

3. Description of the Respondent firm’s experience, including the total number and location of active utilities currently serviced and serviced within the last two (2) years through an agreement or other form of contract.

4. Provide documentation of the financial strength of the Respondent’s firm, including the Better Business Bureau rating or any similar evaluation and a description of financial resources demonstrating Respondent’s ability to perform the services required by this contract.

5. Disclose all…