2024_08 Copper and Lead Service Compliance Se.pdf

Request for Proposals

RFP # 2024-08

Lead & Copper Rule Compliance Services

Due Date: Tuesday, May 14, 2024 at 3:00 PM

2024-08

CITY OF SANDERSVILLE

REQUEST FOR PROPOSALS

LEAD & COPPER RULE COMPLIANC SERVICES

Description and Nature of Project

The City of Sandersville (City) has been awarded a grant from the Georgia Environmental Finance Authority (GEFA) to implement the requirements of the U.S. EPA’s Lead & Copper Rule. The City of Sandersville is seeking a qualified consultant to provide compliance and implementation services to assist in this effort. The successful candidate will assist the City in the development of a Service Line Inventory (SLI) with field investigations, Service Line Replacement Plan (SLRP), tap sampling, and educational outreach programs and replacements to comply with the updated law. The City of Sandersville reserves the right to accept or reject any and all bids and act in the best interest of the City of Sandersville.

Scope of Work

The City of Sandersville is soliciting a firm to work closely with City Staff and assist in providing implementation services related to the EPA’s Lead and Copper. The City has a population of 5,654 and approximately 2,753 water services. The requirements of the City and the Lead and Copper Rule Revision are:

• Service Line Material Inventory and submission to EPD

• Service Line Verification

• Service Line Replacement Plan, including development of EPA required Standard

Operating Procedures

• Tap Sampling Plan Update

• Additional Tap Sampling Program

• Point of Use Device Program

• Public Outreach, Education and Notification Program

In addition to these requirements, the successful candidate will provide the following:

• Staff training

• Public presentation of inventory results

• Web-based map and informational dashboard that can be made available to the public through the City’s website

All inventory and replacement plan data shall become the property of the City of Sandersville at the completion of the project. If software is used to complete the inventory by the contractor, please include that as a lump sum line item under data management.

Project Timeline

The Service Line Inventory must be completed and submitted to the Georgia Environmental Protection Division no later than October 16, 2024. The Service Line Replacement Plan and other compliance components will be due by the date prescribed by the U.S. EPA in the Lead and Copper Rule Improvements, expected in late 2027.

Proposal

Interested companies are required to submit their sealed proposals containing the following information:

1. Company Introduction: Briefly introduce your company, its history, and relevant experience in providing similar compliance assistance services.

2. Technical Approach: Describe your approach to completing the Lead Service Line

Inventory (LSLI), including field investigation services, and Service Line Replacement Plan (SLRP) within the specified timeframe.

3. Experience and Qualifications: Highlight your team's expertise and qualifications in working on projects related to drinking water compliance and lead/copper mitigation.

4. Implementation Plan: Provide a detailed plan outlining how you will meet the requirements of the LCRR, including tap sampling, public education, customer notification, and point-of-use device distribution.

5. Project Timeline: Present a comprehensive timeline with clear milestones and deliverables for the entire project duration.

6. Price Proposal and Project Budget: Submit a detailed price proposal and budget breakdown for the entire project, including all associated costs and fees. Provide a per-service cost for field investigations. Please include a final overall price at the bottom assuming number of services are accurate in beginning of RFP. This price must include all field investigations and sub contracted work needed to complete this job for the municipality.

7. References: Provide at least three references from past clients or projects related to water quality compliance.

SPECIFIC CONDITIONS

CHANGES AND EXTRAS

The Owner may at any time by written order, and without notice to the sureties, make changes within the general scope of this contract. If any change causes an increase or decrease in the cost or time required for the performance of this contract, then an equitable adjustment shall be made in the contract price. Such cost may be adjusted in writing only, and must be signed by both Contractor and Owner. Likewise, any claim for extra charges by the Contractor must be agreed upon in writing by the Owner prior to beginning such work.

INDEMNIFICATION AND INSURANCE

The Contractor agrees that he shall and will indemnify, hold harmless and defend the Owner, his agents, servants and employees from and against any and all losses, damages (by judgment or settlement), charges and expenses (including reasonable attorney’s fees) which they or any one or more of them may incur or sustain by reason of any claims or causes of action for personal injury or injuries, including death, to any person or persons whosoever (including the officers, agents, servants or employees of the Contractor or of any subcontractor) including but not limited to such claims or causes of action arising out of, or in any way connected with, or occasioned by the work performed by the Contractor of subcontractors, their respective agents, servants or employees under or pursuant to this contract.

Without limiting his liability under this contract, the Contractor shall procure and maintain at his own expense during the life of this contract insurance of the types and in the minimum amounts stated below:

1. Workmen’s Compensation Insurance in full compliance with the Workmen’s Compensation laws of the State of Georgia.

2. Comprehensive General Liability Bodily injury, including death $1,000,000 per person $1,000,000 each occurrence Property Damage $1,000,000 each occurrence $2,000,000 aggregate

3. Comprehensive Automobile Liability Bodily injury, including death $1,000,000 per person $1,000,000 each occurrence Property Damage $1,000,000 each occurrence

Said insurance shall be written by a company or companies licensed to do business in the State of Georgia and satisfactory to the Owner. Before commencing any work hereunder, certificates evidencing the maintenance of such insurance shall be furnished to the Owner and shall contain the following statement:

Insurance evidenced by this certificate will not be canceled or altered except 10 days after receipt by the City of Sandersville, Georgia of written notice thereof.

Contractors shall not subcontract the performance of any part of the work without requiring the subcontractor to procure and maintain insurance in the forms and amounts approved by the Owner, and likewise said subcontractors shall pay wages specified by the Georgia Department of Labor.

Insurance and Documentation

Interested companies are required to submit the following documents along with proposals:

1. W-9 Form – Please complete attached form, check appropriate box, fill in Social Security Number or Employer Identification Number, Sign and Date.

2. Notarized E-Verify Contractor Affidavit – Please complete attached form. (To enroll in E-Verify, you may visit the website www.uscis.gov/everify.)

3. Notarized SAVE Affidavit – Please complete attached form.

http://www.uscis.gov/everify

4. Occupational Tax Certificate

5. General Public Liability and Property Damage Insurance Certificate with a limit of liability of not less than $1,000,000.

6. Worker’s Compensation Proof of Insurance – For more than three employees

Submission Details:

Please submit your sealed proposals in physical format to the address below no later than May 14, 2024 by 3:00pm. The proposal envelope shall be clearly labeled “Lead & Copper Rule Compliance Assistance Proposal”.

City of Sandersville Attn: Travis Fort, Purchasing Agent Lead & Copper Rule Compliance Assistance Proposal P.O. Box 71 141 W. Haynes Street Sandersville, GA 31082

Other Information:

Disadvantaged Business Enterprises (DBE), including Minority and Women Owned Businesses (MBE and WBE), are encouraged to submit a proposal.

Example Bid Proposal

EPD Lead and Copper Inventory 1005 1 LS Contracted Services - Field

Investigation

1010 1 LS Inventory completion and submission to EPD

1015 EA Price Per service including all appurtenances associated with completing the inventory

1020 1 LS Contingency $ $ Total Construction $

Scoring Criteria

1. Price Competitiveness _______________________ 1-5

2. Completeness of RFP _______________________ 1-5

3. Ability to provide services for this job __________ 1-5

4. Staff and subs capable of completing job ________ 1-5

_______ Total Score

Questions:

Questions will be answered until 4:30pm on Tuesday, May 7, 2024 by addendum posted on our website www.sandersvillega.org under the City Online, Bid Opportunities tabs. Questions must be directed in writing to:

City of Sandersville Attn: Travis Fort, Purchasing Agent P.O. Box 71 141 W. Haynes Street Sandersville, GA 31082 tfort@sandersvillega.org http://www.sandersvillega.org/ mailto:tfort@sandersvillega.org

Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of the City of Sandersville has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Contractor

Name of Project City of Sandersville Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ________________, 20___ in ____________________(city), ______(state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE ______ DAY OF ______________,20___.

NOTARY PUBLIC

My Commission Expires: