3a RFP for professional services Water Final.pdf

RFP# 2027-04, Professional Engineering Consulting Services 1

GOOCHLAND COUNTY

Purchasing Department

P.O. Box 10, Goochland, Virginia 23063-0010 Phone: 804.556.5802 Fax: 804.556.5676

Email : tthompson@goochlandva.us

REQUEST FOR PROPOSALS

DATE OF THIS REQUEST: August 14, 2026

DESCRIPTION: Professional Engineering Consulting Services for Water Quality Assessment and System Optimizations

QUESTION DEADLINE: August 28, 2026, 1:00 p.m. Local Prevailing Time (LPT)

PROPOSAL DEADLINE: September 14, 2026, 3:00 p.m. Local Prevailing Time (LPT)

SUBMISSION: One (1) hard copy of the proposal and an electronic copy shall be submitted. Electronic responses shall be submitted via DemandStar only at DemandStar Goochland County Procurement Opportunities. See APPENDIX A – Registering DemandStar – Goochland County.

Mailed or Walk-in Delivered response will be accepted at:

Goochland County Administration Building Tosh Thompson, Purchasing Manager 1800 Sandy Hook Road, Suite 352 Goochland, VA 23063

The face of the container shall be clearly marked as follows:

RFP#: 2027-04

RFP FOR: Professional Engineering Consulting Services for Water Quality Assessment and System Optimizations

OPEN: NO PUBLIC OPENING

Proposals must be submitted by the date and time stated above or they will remain unopened. No allowance will be made for postmark or error in delivery to incorrect address. It is the sole responsibility of the offeror to ensure timely and correct delivery of proposal to the Purchasing Department, Room 352, 3rd floor of the County Administration Building at the corner of Routes 522 and 6.

IMPORTANT – PLEASE NOTE:

Not all overnight delivery services guarantee timely next day delivery to this location. Please check with the service you use.

For information relating to this RFP, contact:

Tosh Thompson, Purchasing Manager Ph: 804.556.5802 Fax: 804.556.5676 tthompson@goochlandva.us mailto:tthompson@goochlandva.us

RFP# 2027-04, Professional Engineering Consulting Services 2

Obligation of Offeror: By submitting a proposal, Offeror covenants and agrees that it is satisfied, from its own investigation of conditions to be met, that it fully understands the obligation and that it will not make any claim for, or have right to cancellation or relief from the resulting contract, because of any misunderstanding or lack of information.

Offeror further agrees that conditions herein have been carefully read and this proposal is submitted subject to all requirements stated herein. The undersigned hereby acknowledges and agrees, if this proposal is accepted, to furnish all services agreed upon in strict accordance with the contract.

Name and Address of Firm: ____________________________________

Date: ______________________________________________________

By: ______________________________________________________ (Signature in Ink)

Name: ______________________________________________________ (Please Print)

Title: ______________________________________________________ (Please Print)

FEI/FIN NO. _________________________________________________

State Corporation Commission (SCC) NO.__________________________

Phone: (_____) _______________________________________________

Fax: (_____) _______________________________________________

Email: ______________________________________________________

ACKNOWLEDGE RECEIPT OF:

Addendum 1_________ Addendum 2_________ Addendum 3_________

SUBMIT WITH PROPOSAL

________Certification of No Collusion (Attachment A - page _____) ________Certification Relating to Background Checks (Attachment B - page _____) ________ W-9 Form

RFP# 2027-04, Professional Engineering Consulting Services 3

PURPOSE

The County has assembled substantial background information that will be made available to the selected Consultant, including customer survey results, laboratory reports, operational records, water quality sampling results, presentation materials, distribution system information, GIS mapping, hydraulic modeling results, customer complaint records, and other relevant documentation to support the selected Consultant’s evaluation. The selected Consultant is expected to build upon the work and avoid unnecessary duplication of previously completed investigations unless additional validation is determined to be technically appropriate.

While the completed investigation confirms that the public water supply is safe and operating in compliance with all regulatory requirements, the County is seeking an independent SME to perform a comprehensive technical evaluation of aesthetic water quality concerns within the County’s Eastern Goochland Central Water System and identify opportunities for further system optimization.

On June 30, 2026, the County held a community meeting to present the findings of its Parkside Village investigation and outline anticipated next steps. While the meeting was intended for Parkside Village residents, approximately one-half of the attendees were residents of the nearby Mosaic community who reported experiencing similar aesthetic water quality concerns, including odor and black residue on plumbing fixtures. This participation highlighted the potential that these concerns may extend beyond a single neighborhood and reinforced the need for an independent, system-wide evaluation.

The selected Consultant will independently review the investigation findings, operational practices, treatment strategies, distribution system characteristics, and available water quality data to determine whether additional operational, treatment, or infrastructure modifications could further reduce aesthetic concerns experienced by customers.

The Consultant will also evaluate potential improvements related to distribution system operations, chloramine management, secondary treatment optimization, water age reduction, regional interconnections, other technically appropriate alternatives, and recommendations for public infrastructure improvements and, where appropriate, educational materials or guidance regarding private plumbing best practices.

Recommendations developed through this study will provide the County with an independent, science-based roadmap for future operational improvements throughout the Eastern Goochland Central Water System. The final report shall identify both near-term and long-term recommendations, prioritize implementation strategies, and support continued coordination with VDH ODW. Upon completion of the study, the County intends to publicly present the consultant’s findings and recommendations to affected residents and other stakeholders.

BACKGROUND

County Water System

The Department of Public Utilities provides potable water service to customers within the Eastern Goochland Central Water System and the Courthouse Water System. This project is focused on the County’s Eastern Goochland Central Water System, including, at a minimum, Parkside Village, Mosaic, RFP# 2027-04, Professional Engineering Consulting Services 4

Kinloch, and Reader’s Branch subdivisions. The Eastern Goochland Central Water System receives finished drinking water purchased from Henrico County through regional interconnections. Water supplied to the Eastern Goochland Central Water System is fully treated by Henrico County prior to delivery and is distributed through the County’s transmission and distribution infrastructure before entering customers’ private plumbing systems.

The County’s Eastern Goochland Central Water System consists of transmission mains, distribution mains, elevated storage facilities, pressure reducing valves, fire hydrants, and associated appurtenances serving residential, commercial, institutional, and industrial customers. Following delivery from Henrico County, the County is responsible for the operation, maintenance, and optimization of the downstream distribution system, including maintenance of disinfectant residuals, system flushing, water quality monitoring, storage facility operations, and compliance with all applicable VDH ODW drinking water regulations.

The County purchases chloraminated finished drinking water from Henrico County through four wholesale interconnections. Water quality within the distribution system is maintained through routine regulatory sampling, operational monitoring, storage tank maintenance, targeted fire hydrant flushing, and continuous coordination with Henrico County and VDH ODW. The County’s public water systems comply with all applicable federal and state drinking water regulations and regulatory sampling has consistently confirmed that the public water supplied to customers meets all applicable drinking water standards and is safe for consumption.

The Eastern Goochland Central Water System continues to experience residential and commercial growth, requiring the County to continually evaluate operational practices and capital improvements that improve system resiliency, hydraulic performance, water age, and overall water quality. Planned infrastructure improvements, including a fifth regional water interconnection with Henrico County at Pouncey Tract Road, are anticipated to improve system reliability while increasing water turnover within portions of the distribution system.

The Eastern Goochland Central Water System serves approximately 6,500 people through approximately 3,000 customer connections.

Water Quality Concerns

Since 2016, residents within the Parkside Village community have reported intermittent aesthetic water quality concerns, primarily involving earthy or musty odors and the presence of black residue on faucet aerators and plumbing fixtures. Although these concerns have not been accompanied by violations of drinking water standards or evidence of a public health concern, the persistence of customer complaints prompted the County to expand its investigation beyond statutorily required regulatory monitoring.

Over the past several years, Goochland County has implemented numerous operational changes intended to improve water quality within the area. These actions have included modifications to chloramine application practices, introduction of Clearitas, private plumbing cleaning initiatives, routine and targeted fire hydrant flushing, and enhanced operational monitoring. While these efforts have provided valuable information and operational improvements, they have not eliminated the recurring aesthetic concerns experienced by some residents.

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In 2026, the County initiated a comprehensive community outreach and technical investigation to better understand the reported conditions. A community survey was distributed to all Parkside Village residences to document customer experiences, water usage patterns, fixture locations, and perceived water quality concerns. Survey responses were subsequently used to develop a targeted investigation plan in coordination with VDH ODW. At the presentation of the investigation results at a community meeting on June 30, 2026, residents from the nearby Mosaic subdivision reported experiencing similar aesthetic water quality concerns. Following the community meeting, additional residents from the Kinloch and Reader’s Branch subdivisions also reported similar aesthetic water quality concerns. As a result, the County determined that an expanded evaluation of the Eastern Goochland Central Water System is warranted to determine the extent of the observed conditions and identify appropriate system-wide recommendations.

Investigation Summary

Working collaboratively with VDH ODW and Oakwood Scientific Laboratory, the County performed an expanded investigation of both the public distribution system and participating private plumbing systems within the Parkside Village subdivision. The investigation included:

1) Additional water quality sampling, including multiple locations within both the public distribution system and participating private plumbing systems with repeat sampling performed to validate initial findings.

2) Verification of disinfectant residuals and evaluation for nitrification.

3) Laboratory analysis for heterotrophic plate count (HPC) and iron-related bacteria (IRB).

4) Identification and analysis of black residue collected from plumbing fixtures.

5) Review of customer water usage data and interviews with previous participants in the County’s private plumbing cleaning program.

6) Community survey results, water quality data, laboratory analyses, customer interviews, and operational records were collectively evaluated to identify trends and potential contributing factors.

The investigation concluded that the public drinking water supplied to Parkside Village remains safe to consume and that no evidence of nitrification or other public health concern exists within the public distribution system. Chloramine residuals throughout the public system remained within acceptable operational ranges, and laboratory testing confirmed that black residue collected from plumbing fixtures consisted of byproducts associated with IRB, a naturally occurring nuisance organism that is not regulated because it does not present a public health risk.

Testing further demonstrated that elevated IRB and HPC concentrations occurred within certain private plumbing systems, particularly at infrequently used fixtures where water remains stagnant for extended periods. Public water system samples consistently demonstrated non-detectable or significantly lower

RFP# 2027-04, Professional Engineering Consulting Services 6 bacterial concentrations than samples collected within private plumbing, indicating that the reported aesthetic concerns are not attributable to deficiencies in the public water supply.

Although the investigation identified several contributing factors associated with water age and private plumbing conditions, the County recognizes that residents continue to experience aesthetic concerns and is committed to evaluating every reasonable opportunity for improvement.

Current Operational Activities

In response to the investigation findings, the County has implemented additional operational measures intended to improve water movement and continue evaluating system performance. These actions include installation of an automated fire hydrant flushing device within Parkside Village, increased manual flushing along Ashland Road, continued enhanced water quality monitoring, and ongoing coordination with VDH ODW. These operational adjustments are intended to improve water turnover while additional investigation is performed and should not be interpreted as corrective actions for any confirmed regulatory deficiency.

The County is also continuing to advance planning efforts for a fifth regional water interconnection with Henrico County at Pouncey Tract Road. In addition to improving regional system resiliency, this future interconnection is anticipated to increase water turnover within the North-Eastern corner of the distribution system and further reduce water age. However, this connection is not guaranteed.

SCOPE OF SERVICES

Task 1 – Project Management

The Consultant shall provide a sufficiently staffed and well-organized project administration team to manage the project through the entire period of the Contract. The Consultant shall be responsible for project administration, schedule management, quality assurance, coordination with the County, and overall project delivery.

Services

A. Project Manager

1) The Consultant shall assign a Project Manager who shall serve as the County’s primary point of contact. The Project Manager shall have the authority to make day-to-day project decisions on behalf of the Consultant and shall remain actively engaged throughout all phases of the project. The County expects the Project Manager to provide proactive leadership and assume primary responsibility for managing, coordinating, and advancing the project from Notice to Proceed through completion.

2) The Project Manager shall be responsible for coordinating all Consultant personnel, subcontractors, laboratories, field activities, technical reviews, meetings, deliverables, schedules, budgets, and project communications necessary to successfully complete the Scope of Services.

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3) Specific responsibilities shall include, at a minimum:

i. Serving as the County’s primary point of contact for all project-related communications, including direct contact with citizens and users of the public water system.

ii. Managing all day-to-day project activities and coordinating work among the Consultant team, subcontractors, laboratories, and County Staff.

iii. Developing, maintaining, and actively managing the project schedule to ensure timely completion of all project milestones, deliverables, and Contract requirements.

iv. Monitoring project scope, budget, schedule, and resource allocation and proactively identifying potential issues before they impact project delivery.

v. Coordinating all meetings, workshops, presentations, field investigations, and site visits required under this Contract.

vi. Preparing and distributing meeting agendas, meeting minutes, action item logs, decision logs, updated project schedules, and other project management documentation required under this Contract.

vii. Tracking all County review comments, coordinating Consultant responses, and ensuring incorporation of approved revisions into subsequent project deliverables.

viii. Coordinating requests for information, data collection efforts, laboratory activities, and technical reviews necessary to maintain project progress.

ix. Coordinating communications with regulatory agencies, laboratories, subcontractor, and other project stakeholders, as authorized by the County.

x. Developing and implementing a project communication plan that identifies key project milestones, anticipated public communications, stakeholder engagement activities, and recommended communication strategies throughout the duration of the project.

xi. Assisting the County in responding to citizen inquiries related to the project by preparing technical information, draft responses, frequently asked questions (FAQs), presentation materials, and other supporting documentation, as requested by the County. The Consultant shall provide timely technical support to County staff to ensure accurate, consistent, and transparent communication regarding project progress and findings.

xii. Preparing concise project milestone summaries suitable for public distribution at major project milestones, including completion of the Existing Conditions Assessment (Task 2), approval of the Water Quality Investigation Plan (Task 3), completion of the Water Quality Investigation and Data Analysis (Task 4), development of recommended Alternatives Evaluation (Task 5), and completion of the Final Report and Presentations (Task 6). Public communications shall be written in language appropriate for a non-

RFP# 2027-04, Professional Engineering Consulting Services 8 technical audience and shall be subject to County review and approval prior to distribution.

xiii. Supporting public meetings, workshops, and stakeholder engagement activities by preparing presentation materials, graphics, exhibits, and technical information, and by participating in meetings as requested by the County.

xiv. Monitoring project risks, identifying potential schedule impacts or technical issues, recommending mitigation measures, and communicating emerging issues to the County in a timely manner.

xv. Ensuring that all deliverables receive appropriate internal QA/QC review prior to submission to the County.

xvi. Maintaining complete project documentation, including correspondence, schedules, meeting records, technical memoranda, laboratory information, action items, and project decisions throughout the duration of the Contract.

xvii. Taking primary responsibility for managing and advancing the project while minimizing the administrative workload placed upon County Staff. The Consultant shall be responsible for initiating and coordinating project activities and shall not rely upon the County to manage schedules, coordinate meetings, track action items, prepare project documentation, or perform routine project management functions necessary for successful completion of the project. County Staff shall provide project oversight, technical review, and policy direction but shall not serve as the day-to-day project manager.

B. Project Kickoff Meeting

i. The Consultant shall facilitate a kickoff meeting with County staff to establish project goals and objectives, review the Scope of Services, discuss roles and responsibilities, establish communication protocols, review available background information, discuss project assumptions, identify required County support, confirm project milestones, and establish expectations regarding project deliverables, and review procedures. The purpose of the meeting is to ensure alignment among project stakeholders before technical work begins.

C. Project Work Plan

i. The Consultant shall prepare a detailed Project Work Plan within thirty (30) calendar days of Notice to Proceed. The Work Plan shall describe the Consultant’s approach for completing each task identified in the Scope of Services and Deliverables and shall include an itemized task list, major milestones, workshops, anticipated field activities, laboratory analyses, technical memoranda, draft and final deliverables, and target completion dates. The Consultant shall identify activities proposed to occur concurrently to improve project efficiency. The Work Plan shall be updated throughout the project as necessary.

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D. Project Schedule

i. Develop and maintain a detailed project schedule identifying all tasks, subtasks, meetings, workshops, field investigations, technical memoranda, review periods, draft reports, final reports, presentations, and project milestones. Updated schedules shall be submitted with each monthly progress report whenever revisions occur. The schedule shall be prepared within thirty (30) calendar days of Notice to Proceed and shall include a Gantt Chart that can be distributed to the public with pertinent milestones.

ii. The County understands that the schedule is subject to change once the Water Quality

Investigation Plan (Task 3) is finalized.

E. Project Communications Plan

i. Within sixty (60) calendar days of Notice to Proceed, the Consultant shall prepare a Project Communications Plan describing the proposed approach for stakeholder engagement, project milestone communications, public meeting support, citizen inquiry coordination, and communication deliverables throughout the project. The Communications Plan shall identify anticipated project milestones requiring public updates, recommended communication methods, responsibilities of the Consultant and County Staff, and procedures for developing and reviewing materials prior to public release. All external communications shall be subject to County review and approval before distribution.

F. Progress Meetings

i. Conduct biweekly progress meetings with County Staff, unless otherwise directed by the

County. Meetings shall include review of completed work, upcoming activities, project schedule, budget status, outstanding action items, technical issues requiring County input, project risks, anticipated changes affecting project completion, and any proposed modifications to the Scope of Services. Progress Meetings may be completed virtually.

ii. Prepare and distribute meeting agendas at least one (1) business day prior to scheduled meetings and meeting minutes within three (3) business days following each meeting.

Minutes shall document attendees, discussion topics, decisions, action items, responsible parties, and target completion dates.

G. Monthly Invoices

i. Submit monthly invoices documenting labor hours by employee classification, hourly billing rates, subcontractor costs, laboratory costs, reimbursable expenses, and cumulative expenditures by task.

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H. Deliverables

1. Meeting Agendas

2. Meeting Minutes

3. Project Work Plan

4. Project Communications Plan

5. QA/QC Plan

6. Project Schedule

7. Monthly Invoices

Task 2 – Existing Conditions Assessment

The Consultant shall develop a comprehensive understanding of the Eastern Goochland Central Water System and independently evaluate all existing information related to reported aesthetic water quality concerns. This task shall establish the technical basis for subsequent investigation activities and identify information necessary to complete the study objectives.

A. Review Existing Documentation

i. Review all information provided by the County, including customer complaints, community survey results, laboratory reports, VDH ODW correspondence, historical water quality monitoring data, operational records, distribution system maps, GIS information, storage facility operations, flushing records, customer water usage information, previous consultant reports, and documentation developed during the County’s 2026 investigation.

B. Evaluate Previous Investigation

i. Independently evaluate the methodology, sampling locations, laboratory analyses, interpretation of results, assumptions, conclusions, and recommendations associated with the County’s previous investigation. Determine whether the investigation adequately characterized the reported conditions and identify additional information necessary to support project objectives.

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C. Review Distribution System Operations

i. Evaluate existing distribution system operating practices, including flushing programs, storage facility operations, disinfectant residual management, usage of supplemental disinfectants, water quality monitoring practices, operational response procedures, and coordination with Henrico County. Identify operational practices that may influence aesthetic water quality.

D. Evaluate Existing Water Quality Trends

i. Review historical water quality data to identify seasonal trends, recurring conditions, spatial patterns, operational influences, and potential relationships between customer complaints and measured water quality parameters.

E. Customer Survey

i. Consultant will facilitate a customer survey for customers within the Eastern

Goochland Central Water System. The survey should parallel that of the survey which was provided to the Parkside Village neighborhood. The survey participants should include at a minimum the residences within the Mosaic, Kinloch, and Reader’s Branch subdivisions and any other locations as recommended by the Consultant. These survey results shall be used to inform subsequent tasks along with the remaining existing data.

F. Identify Data Gaps

i. Evaluate the adequacy of existing information and identify data gaps, limitations, uncertainties, and opportunities for additional investigation necessary to characterize the reported aesthetic water quality concerns throughout the Eastern Goochland Central Water System.

G. Existing Conditions Workshop

i. Conduct a workshop with County Staff to present findings from the existing conditions assessment, discuss identified data gaps, review preliminary observations, and obtain County concurrence prior to development of the Water Quality Investigation Plan. The selected Consultant shall conduct the workshop as an in-person meeting.

H. Existing Conditions Technical Memorandum

i. Prepare a technical memorandum documenting existing system conditions, previous investigation findings, operational observations, identified data gaps, and recommendations for additional investigation.

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I. Deliverables

1. Customer Survey

2. Existing Conditions Technical Memorandum

3. Existing Conditions Workshop

Task 3 – Water Quality Investigation Plan

The Consultant shall develop a comprehensive Water Quality Investigation Plan that establishes the technical approach for evaluating reported aesthetic water quality concerns throughout the Eastern Goochland Central Water System. The Investigation Plan shall build upon the Existing Conditions Assessment and identify the additional field investigations, analyses, and technical evaluations necessary to determine the nature, extent, frequency, and probable causes of reported aesthetic water quality concerns.

A. Develop Investigation Methodology

i. Develop a comprehensive investigation methodology describing the overall approach for completing the study. The methodology shall incorporate the findings of the Exiting Conditions Assessment and identify the proposed sequence of investigation activities, evaluation methods, quality assurance procedures, and decision points necessary to achieve the project objectives.

B. Develop Sampling and Analysis Plan

i. Prepare a detailed Sampling and Analysis Plan identifying proposed sampling locations, sampling frequency, sampling duration, field measurements, laboratory analyses, sample handling procedures, chain-of-custody requirements, QA/QC procedures, and data management protocols. The Consultant shall recommend water quality parameters necessary to evaluate reported aesthetic concerns and support development of technically defensible conclusions.

C. Evaluate Sampling Locations

i. Identify and justify proposed sampling locations throughout the Eastern Goochland

Central Water System. At a minimum, the Investigation Plan shall include sampling locations within Parkside Village (to supplement sampling that has already taken place with the County’s investigation) and Mosaic community. The Investigation Plan shall recommend additional locations necessary to determine whether reported aesthetic water quality concerns are isolated to individual neighborhoods or are representative of broader distribution system conditions. The Consultant shall consider hydraulic characteristics, storage facilities, water age, pressure zones, customer complaint history, RFP# 2027-04, Professional Engineering Consulting Services 13 system operations, conclusions drawn from the Existing Conditions Assessment (Task 2). and other factors affecting water quality when selecting sampling locations.

D. Identify Additional Investigation Activities

i. Identify additional field investigations necessary to support the study objectives. Such activities may include, but are not limited to, targeted distribution system investigations, evaluation of storage facility operations, water age assessments, operational evaluations, customer interviews, site observations, or other technical investigations deemed appropriate by the Consultant.

ii. The County recognizes that the completed investigation may identify additional technical issues that cannot be anticipated at the time of this solicitation. Upon written authorization by the County, the Consultant may perform specialized investigations beyond the base scope of services. These activities are not included in the base Scope of Services and Deliverables and shall only be performed upon written authorization from the County through a Contract amendment or other approved modification.

E. Coordinate County Participation

i. Identify investigation activities that may be performed by County personnel under the direction of the Consultant, including field sampling, operational data collections, flushing activities, or other tasks where County participation may improve project efficiency. The Consultant shall clearly identify responsibilities assigned to the Consultant and those proposed to be completed by County Staff.

F. Develop Data Evaluation Procedures

i. Establish procedures for organizing, managing, evaluating, and interpreting field and laboratory data collected during the investigation. The Consultant shall identify proposed methods for trend analysis, comparison of historical and newly collected data, spatial evaluation of results, and documentation of findings.

G. Investigation Plan Workshop

i. Conduct participation and County Staff to review the proposed Investigation Plan, discuss recommended sampling locations and investigation activities, review proposed laboratory analyses, identify opportunities for County participation, and obtain County concurrence prior to initiating field investigations. The selected Consultant shall conduct the workshop as an in-person meeting.

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H. Finalize Water Quality Investigation Plan

i. Revise the Investigation Plan to address County review comments and prepare a final Water Quality Investigation Plan for implementation through the remainder of the project.

I. Deliverables:

1. Water Quality Investigation Plan

2. Investigation Planning Workshop

Task 4 – Water Quality Investigation and Data Analysis

The Consultant shall implement the approved Water Quality Investigation Plan (Task 3) and perform the field investigations, laboratory coordination, technical analyses, and engineering evaluations necessary to characterize reported aesthetic water quality concerns within the Eastern Goochland Central Water System. The Consultant shall execute the approved Water Quality Investigation Plan (Task 3) and evaluate the results to determine the nature, extent, frequency, and probable contributing factors associated with the reported conditions.

A. Implement the Water Quality Investigation Plan (Task 3)

i. Implement the Water Quality Investigation Plan (Task 3) approved by the County.

The Consultant shall coordinate all investigation activities, field work, laboratory services, and data collection efforts necessary to complete the approved scope of work.

Any proposed modifications to the approved Water Quality Investigation Plan (Task

3) shall be submitted to the County for review and concurrence prior to implementation.

B. Coordinate Field Sampling Activities

i. Coordinate and oversee all field sampling activities identified in the approved Water Quality Investigation Plan (Task 3). The Consultant shall direct field activities, verify that sampling procedures are performed in accordance with the approved QA/QC procedures, document field observations, and ensure that representative data are collected throughout the investigation.

ii. Field observations shall be documented using standardized field forms, photographs, and operational observations necessary to support subsequent technical evaluation.

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C. Coordinate Laboratory Analyses

i. Coordinate all laboratory analyses identified in the approved Water Quality Investigation Plan (Task 3). The Consultant shall manage sample handling, chain-of-custody documentation, laboratory coordination, analytical review, and quality assurance procedures to ensure that laboratory results are completed, accurate, and suitable for technical evaluation.

ii. If County Staff is to assist with any of these tasks, the Consultant is to provide clear and explicit instructions for County Staff to implement to ensure that the laboratory results are completed, accurate, and suitable for technical evaluation.

D. Analyze Investigation Results

i. Compile, validate, and analyze all field observations, laboratory results, operational information, and supporting data collected during the investigation. The Consultant shall evaluate relationships among water quality results, operational conditions, customer complaint history, and system characteristics to identify patterns, trends, and potential contributing factors.

ii. Analyze investigation results to determine the geographic extent of reported aesthetic water quality concerns throughout the Eastern Goochland Central Water System. At a minimum, the Consultant shall evaluate findings within Parkside Village, Mosaic, Reader’s Branch, and Kinloch subdivisions and determine whether similar conditions exist elsewhere within the service area.

E. Summarize Technical Findings

i. Based on the completed investigation, develop technical findings regarding the reported aesthetic water quality concerns. Findings shall distinguish between conclusions supported by collected data, observations requiring additional evaluation, and conditions that cannot be substantiated based on available information.

F. Technical Findings Workshop

i. Based on the completed investigation, develop technical findings regarding the reported aesthetic water quality concerns. Findings shall distinguish between conclusions supported by collected data, observations requiring additional evaluation, and conditions that cannot be substantiated based on available information.

G. Water Quality Investigation Technical Memorandum

i. Prepare a technical memorandum documenting implementation of the Investigation Plan, field activities performed, laboratory analyses completed, data evaluation, technical findings, identified trends, probable contributing factors, remaining uncertainties, and recommendations for proceeding to the Alternatives Evaluation.

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1. Water Quality Investigation Technical Memorandum

2. Technical Findings Workshop

Task 5 – Alternatives Evaluation

The Consultant shall evaluate alternatives for optimizing aesthetic water quality throughout the Eastern Goochland Central Water System based upon the findings of the Water Quality Investigation and Data Analysis (Task 4). The Consultant shall identify practical, technically sound, and cost-effective alternatives that improve system performance while maintaining compliance with all applicable drinking water regulations. Recommendations shall be supported by engineering evaluation and shall consider implementation feasibility, anticipated effectiveness, operational impacts, and long-term sustainability.

A. Establish Alternative Objectives

i. Develop project-specific objectives for the alternatives based on the findings of the

Water Quality Investigation. Objectives shall consider water quality performance, operational reliability, regulatory compliance, customer experience, implementation feasibility, long-term sustainability, and consistency with the County’s existing operational practices and future utility planning initiatives.

B. Evaluate Alternatives

i. Prepare an evaluation of all alternatives developed during this task. For each alternative, the Consultant shall discuss the technical basis, anticipated effectiveness, implementation complexity, operational impacts, maintenance requirements, planning-level opinion of probable construction cost, anticipated operational costs, estimated implementation schedule, regulatory considerations, advantages, disadvantages, and other factors necessary to support informed decision making by the County.

ii. Identify recommendations that warrant additional engineering evaluation, pilot testing, hydraulic modeling, water quality modeling, or detailed engineering design following completion of this study. The Consultant shall provide planning-level scopes of work and order-of-magnitude cost estimates for future studies where appropriate. Detailed engineering design, preparation of construction documents, permitting, bidding assistance, and construction phase services are specifically excluded from this Contract.

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C. Customer Service and Communication Strategies

i. Evaluate opportunities to improve customer communication, public education, complaint response procedures, and customer outreach related to aesthetic water quality concerns. Recommendations may include improvements to customer guidance materials, investigation procedures, communication protocols, public engagement strategies, and educational resources intended to improve customer understanding of aesthetic water quality conditions and the County’s response efforts.

D. Private Plumbing and Customer Best Management Practices

i. Based on the findings of the Water Quality Investigation and Data Analysis (Task 4), evaluate opportunities for customers to improve aesthetic water quality within privately owned plumbing systems. Where appropriate, the Consultant shall develop practical, technically supported recommendations that residents may implement to reduce or prevent aesthetic water quality concerns associated with private plumbing systems. Recommendations may include, but are not limited to, fixture maintenance, plumbing flushing practices, water heater maintenance, low-use fixture management, premise plumbing operational practices, maintenance frequencies, disinfection activities, and other measures identified during the investigation.

ii. The Consultant shall distinguish recommendations applicable to all customers from those appropriate only under specific conditions and shall identify recommendations that require evaluation by a licensed plumber or other qualified professional.

E. Compare Alternatives

i. Develop a decision matrix comparing the alternatives evaluated during this task.

The decision matrix shall identify the relative merits of each alternative based on anticipated effectiveness, implementation complexity, planning-level cost, implementation timeframe, operational impacts, long-term sustainability, and overall benefit to the County and its customers. The Consultant shall identify the preferred alternative(s) and provide the technical basis supporting each recommendation.

F. Develop Recommended Implementation Strategy

i. Prepare a prioritized implementation strategy identifying immediate operational improvements, near-term initiatives, long-term planning efforts, and planning-level capital improvements recommended to optimize aesthetic water quality throughout the Eastern Goochland Central Water System. The implementation strategy shall identify recommended sequencing, anticipated benefits, implementation considerations, and any dependencies associated with each recommendation.

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G. Alternatives Workshop

i. Conduct a workshop with County staff to present the alternatives evaluation, review the decision matrix, discuss the recommended implementation strategy, identify implementation priorities, and obtain County input prior to preparation of the Final Report.

ii. Comments from this workshop will be used to refine and create the Final Report and

Presentations (Task 6).

1. Alternatives Evaluation Matrix

2. Alternatives Workshop

3. Draft Presentation Materials (in preparation for Task 6)

Task 6 – Final Report and Presentations

The Consultant shall prepare a comprehensive presentation documenting the completed investigation, technical evaluations, alternatives analyses, and recommended implementation strategy. The presentation shall clearly present the basis for all conclusions and recommendations and shall be suitable for use by County Staff, the Board of Supervisors, regulatory agencies, and the public. The Consultant shall present the study findings and recommendations to County Staff, the Board of Supervisors, and the public.

A. Final Report

i. Prepare a comprehensive Final Report documenting the completed investigation, engineering evaluations, technical findings, alternatives analyses, implementation strategy, planning-level cost opinions, recommended next steps, and supporting technical documentation.

ii. Identify all assumptions, limitations, uncertainties, and data gaps that influenced the investigation or the Consultant’s recommendations. The Consultant shall distinguish between conclusions supported by collected data, conclusions based upon engineering judgment, and recommendations requiring additional investigation before implementation.

B. Board of Supervisors Presentation

i. Present the study findings, alternatives evaluation, preferred recommendations, and implementation strategy to the Goochland County Board of Supervisors. The

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Consultant shall participate in discussion and respond to technical questions from the Board.

ii. The Consultant shall be prepared to present up to four (4) times.

C. Public Presentation

i. Present the study findings, alternatives evaluation, preferred recommendations, and implementation strategy in one public meeting. The presentation shall be amended to ensure the communication of technical information is presented in a manner understandable to a non-technical audience while accurately representing the study findings and recommendations. The Consultant shall respond to questions from attendees during the meeting and provide follow-up technical clarification if requested by the County.

D. Customer Guidance Document

i. The Consultant shall prepare customer-facing guidance suitable for public distribution that summarizes the recommended private-side best management practices in a clear, concise, and non-technical format. Guidance shall be designed for use by County Staff in responding to customer inquiries and educating residents regarding actions that may improve aesthetic water quality within their homes. All materials shall be subject to County review and approval prior to distribution.

ii. The document shall be suitable for distribution in print or electronic format and written for a general audience.

E. Electronic Compilation of Project Files

i. Upon completion of the project, provide electronic copies of all reports, technical memoranda, figures, GIS data developed under this Contract, presentation materials, laboratory data, spreadsheets, photographs, and supporting documentation in formats acceptable to the County.

F. Deliverables

1. Final Report

2. Board of Supervisors Presentation [up to four (4) occurrences].

3. Public Meeting Presentation

4. Customer Guidance Document

5. Project Files

RFP# 2027-04, Professional Engineering Consulting Services 20

Offerors shall include in the Proposal a description of any significant task not listed in the Scope of Services which they know to be necessary either as reimbursable expenses under the Contract or as a service to be contracted for separately by County.

County may add to the Scope of Services or make changes in the Scope of Services for services of a similar nature to those specified in the Scope of Services of this Request for Proposals as mutually agreed to at a price mutually agreed upon by both parties. A contract amendment and/or purchase change order will be issued to change the contract.

OFFEROR MINIMUM QUALIFICATIONS

Offerors must demonstrate that they have the resources and capability to provide the materials and services as described herein. All offerors shall submit documentation with their proposals indicating compliance with the minimum qualifications. The following criteria shall be met and presented in the Experience/References tab of the written proposal in order to be eligible for this contract:

1. The Offeror must be a professional engineering or technical consulting firm with documented experience evaluation drinking water distribution systems.

2. The Proposer shall have successfully completed at least two (2) water quality investigation, optimization, or distribution system water quality improvement projects for public water systems within the United States during the past five (5) years, including projects of the same size, scope and complexity.

3. The Proposer shall have successfully completed at least one (1) project involving a public drinking water system demonstrating familiarity with Virginia Department of Health (VDH), Office of Drinking Water (ODW) regulations, standards, and permitting requirements, including projects of the same size, scope and complexity.

4. The Proposer shall demonstrate experience utilizing industry-standard methods and software for evaluating drinking water distribution systems, including hydraulic and water quality modeling, data analysis, and operational optimization, where applicable.

5. The ability to finish projects within a specified time frame and on budget.

6. Offerors must be licensed to do business in Virginia.

County may make such reasonable investigations as deemed proper and necessary to determine the ability of Offeror to perform the Work and/or furnish the item(s) and Offeror shall furnish to County all such information and data for this purpose as may be requested. County reserves the right to inspect Offeror’s capabilities. County further reserves the right to reject any proposal if the evidence submitted by, or investigations of, Offeror fails to satisfy County that Offeror is properly qualified to carry out the obligations of the contract and to complete the Work and/or furnish the items contemplated therein.

PROJECT SCHEDULE

Provide a project schedule, formatted as a Gantt chart, for all elements included within the Scope of Services and Deliverables. The schedule shall include all tasks and milestones necessary to indicate project approach.

PROPOSAL FORMAT AND CONTENT

Proposals should be as concise as possible and include only necessary information, tables, illustrations, photographs, etc. needed to adequately convey the requested information. Proposal shall be limited to a

RFP# 2027-04, Professional Engineering Consulting Services 21 maximum of 30 pages (front and back acceptable and excludes tabs) using no less than a 12 font size. Proposal content shall contain the following information in a 3-ringed, tabbed binder in the order provided below:

1. Title Sheet. Furnish the information requested on the REQUEST FOR PROPOSALS TITLE PAGE 2 of this solicitation and include it as the first page of your proposal. The name stated on the Title Sheet must be the full legal name of the Offeror and the address must be that of the office which will have the responsibility for the services provided. Acknowledge all addenda, if any.

Offerors shall specify in the introductory cover sheet the section(s) containing trade secrets or proprietary information. Redacted copies, clearly marked for proposals containing proprietary or confidential information shall be submitted with proposals as a separate copy.

2. Management Approach/Methodology

A. Statement by Offeror of its understanding of the work to be performed with descriptions of the approach and…