biddoc.pdf

REQUEST FOR PROPOSAL #259-26

PURPOSE OF REQUEST:

The purpose of this Request for Proposal, hereinafter referred to as RFP, is to enter into a contract with a qualified firm to provide satellite water leak detection services to Riverton City. The company hereinafter may be referred to by the following terms: Company, Firm, Consultant and/or Contractor.

Riverton City hereinafter may be referred to as the City.

RESPONSE DATE AND LOCATION:

Offers must be received by 2:00 PM on September 10, 2026.

Offers may be delivered to 12830 South 1700 West, or may submitted electronically at ccalvert@rivertonutah.gov. The reference number for this RFP is #259-26. Any proposal that is received after this due date and time will be returned unopened to the proposer. All proposals and communications relative to this proposal must bear RFP 259-26. If it becomes necessary to revise the RFP in whole or in part, an addendum will be provided to all proposers on record who received the original RFP.

ADMINISTRATIVE GUIDANCE:

The information provided herein is intended and designed to provide those interested in responding sufficient basic information regarding minimum requirements. It is not intended to limit a proposal's content or exclude any relevant or essential data therefrom. Proposers are at liberty and are encouraged to expand upon the specification to evidence service capability under any agreement.

The city will not be liable for any cost proposers may incur in the preparation or presentation of this proposal.

Proposals of the successful firm shall be open to public inspection for a period of ninety (90) days after the announcement of the selection of the Contractor. Proposals of those who responded but are not awarded contracts shall not be open to public inspection.

Purchasing Department 12830 S Redwood Rd

Riverton, UT 84065 801-208-3175

PROPOSAL CONSIDERATION:

An evaluation team will evaluate the submitted proposals. The city reserves the right to: 1) reject any or all proposals, or to make no award; 2) require modifications to initial proposals; 3) negotiate or 4) make partial or multiple awards. The city further reserves the right to excuse technical defects in a proposal when, in the sole discretion of the City, such excuse is beneficial to the city.

The city may award based on initial proposals received, without discussion of such proposals. If required by the city, a short list of responders may be invited to make presentations/demonstrations to the evaluation team, other city personnel, as deemed appropriate. To the extent permitted by law, all documents submitted as part of the proposal will be deemed by the city as confidential during the evaluation process, and until selection of finalists. There shall be no disclosure of any information to competing companies prior to award of the contract.

TERMS OF CONTRACT:

The agreement will be in accordance with requirements set forth in the scope and terms of this RFP.

All provisions of the agreement must be in compliance with established State and Local laws and ordinances of the State of Utah and its political subdivisions.

Any contract or contracts that may arise from this request, will include the attached terms and conditions and the following:

- Contract may be terminated at any time by either party with advance written notification of at least 30 calendar days, (negotiable, provide proposed termination terms with proposal response).

BACKGROUND:

Riverton City’s water systems can lose significant amounts of water through leaks in underground pipes, aging infrastructure, faulty connections, and other failures. These losses can be difficult and expensive to detect because much of the distribution network is underground and leaks may not produce visible signs at the surface.

The city is interested in looking at satellite-based leak detection services. This may offer a way to screen the entire city remotely by using specialized satellite sensors and analytical systems to identify patterns associated with water escaping from underground infrastructure.

SCOPE OF SERVICES:

The city’s potential goals for using this type of service:

Reduce non-revenue water: Recover water that has already been treated and pumped but is being lost before reaching customers.

Lower operating costs: Reduce the amount of water that must be treated, pumped, and distributed unnecessarily.

Prioritize maintenance: Give utilities data that can help them determine which areas or assets deserve field investigation first.

Cover large areas efficiently: Satellite monitoring can screen extensive service territories more quickly than relying solely on traditional acoustic surveys or customer reports.

Find difficult-to-detect leaks: Some underground leaks may not be visible at the surface or may be difficult to identify using conventional methods.

Support infrastructure planning: Leak-location data can contribute to longer-term decisions about pipe replacement, rehabilitation, and capital investment.

Improve water resilience: In regions facing drought, population growth, or water-supply constraints, recovering lost water can be an important part of expanding effective supply without developing a new source.

Improve emergency response: Earlier identification of potential leaks can help utilities investigate problems before they develop into larger breaks, sinkholes, property damage, or service disruptions.

Proposing firm needs to provide with their response a proposed scope of service that will cover all of Riverton City.

PROPOSAL FORMAT:

Proposals must be concise and in outline format. Please furnish one (1) original copy and one (1) committee member copy of your proposal. Both are to electronic and should not exceed 5MG. The committee member copy is not to include pricing, do not include anything regarding pricing in the committee member copy; only purchasing will know the pricing during the scoring, committee members will not know the pricing. Pertinent supplemental information should be referenced and included as attachments. All proposals must be organized and tabbed to comply with the following sections. If they are not, they may be rejected. Each tabbed section must clearly and fully address the subject and be understandable. Failure to do so will negatively impact the evaluation of your submitted RFP. Proposals should be long enough to expand on the qualifications and experience;

however, lengthy, encyclopedic RFPs are not encouraged. Proposals should not exceed twenty (20) pages, including covers, dividers and resumes.

All requested documentation must be included. The proposal must include (in the following order):

A. Transmittal letter stating the respondent’s intent to participate in the contract. The letter of transmittal shall be on official business letterhead and shall include the following:

1. A statement that the respondent will comply with all terms and conditions as indicated in the RFP.

2. A statement indicating whether the respondent is a corporation or other legal entity.

3. A statement of affirmative action that the respondent does not discriminate in its employment practices with regard to race, color, religion, age (except as provided by law), sex marital status, political affiliation, national origin, or handicap.

4. A certification statement to the effect that the person signing the proposal is authorized to do so, on behalf of the respondent.

5. Names of the key contact persons with their title and telephone numbers. Also, indicate first and second back-up contact persons if the person signing the proposal is not available to take a call from the City.

6. Name and complete mailing address of the respondent along with telephone number, e-mail address, and fax number.

B. Comprehensive RFP response including all requested information and documentation.

Proposals shall also include a copy of current billing rates for key personnel. The proposal response shall include at a minimum the following sections:

1. Executive summary (two pages maximum).

2. Organizational chart showing the team involved including individual members, all organizations, relationships, and breakdown of responsibilities, and the percentage of work that is expected to be performed locally. Indicate other offices/locations that might provide services along with a percentage of work to be performed at those locations.

3. Proposer Qualifications: This section should describe the proposer’s experience on similar projects, including the individual team members’ involvement on the specific projects described. Project information, such as photographs, flow charts, diagrams, plans, etc. are acceptable for presentation here. Resumes of principals and other key staff scheduled to participate on the projects should be included. For all major participants, note the approximate full-time equivalent hours to be devoted to the project. Provide a minimum of three references, including name, address and telephone number, of people who can attest to performance on relevant projects.

4. Work Plan: This section should describe the proposed scope of services, methodology and process proposed to be used. It should address the proposed schedule for the work through completion of the project. Identify any proposed strategies to be used to control costs, maximize construction economy and ensure operational effectiveness;

describe outputs to be delivered; and identify advantages of the proposal to the City.

5. Provide a summary of three (3) projects or related work that the firm has recently completed. Include similarities in scope of work and other relevant information as it pertains to this RFP. List key personnel and role for each example, as well as client reference contact information and a link to the completed product, if available. A list of additional similar projects beyond three may be provided without the inclusion of summaries.

6. Proposal Cost:

EVALUATION CRITERIA:

All proposals will be evaluated and ranked by a review committee. The selected committee members will receive an electronic copy of the summitted proposal, excluding the costs section. The award of the contract shall be based upon the following factors and are listed in order of importance of evaluation.

• Experience and qualifications of firm and/or personnel - 50%

• Proposed scope of work, methodology and timeline - 30%

• Cost - 20%

The city may at its option interview any one or more firms. The city may require additional information from those firms chosen for interviews.

Understandability and comprehensiveness of information supplied in this RFP will affect the evaluation of the above criteria.

The City may issue Best and Final Offers (BAFO) after the due date and before the award of the RFP to make clarifications in the scope of work, changes to contract terms and conditions and/or clarifications in pricing.

PROPRIETARY INFORMATION:

Proposers are required to mark any specific information contained in their proposal which is not to be disclosed to the public or used for purposes other than the evaluation of the proposals. A declaration must accompany the proposal stating the reasons the information should not be disclosed. Any proposal that is marked confidential in its entirety will be questioned. Pricing and service elements of the successful proposal will not be considered proprietary. All materials become the property of Riverton City and may be returned only at the City's option. Proposals submitted maybe reviewed and evaluated by any person, not competing proposers, at the discretion of the City.

ELEMENT INFORMATION:

Reimbursement will not be made for costs incurred prior to a formal award. The proposal must be comprehensive and specify how the firm would complete all of the elements of the proposed "Scope of Services".

SUBCONTRACTING:

The selected firm will agree not to assign or sublet the whole or any part of the contract without the prior written consent of the city.

The City will establish a question and answer sheet for this RFP. Please direct questions concerning this RFP in writing to: ccalvert@rivertonutah.gov

The undersigned, having carefully read and considered the Request for Proposal to provide services as specified in this RFP for Riverton City, does hereby offer to perform such services on behalf of the City, in the manner described and subject to the terms and conditions set forth in the proposal. Services will be performed at the rates set forth in said proposal.

OFFEROR

Company Name:______________________________________________________

Doing business as: [ ] an individual [ ] a partnership [ ] a corporation [ ] a limited liability company (mark appropriate box), duly organized under the laws of the State of _________________.

BY: _ _________________________ _ _____________________________ __

(Signature of authorized representative) (Please Print or Type Name)

PRINCIPAL OFFICE ADDRESS:

Street Address______________________________ __________________________

City ________ ________________ __________ County ____________ _________

State ________ ____________________________ Zip Code___________________

Telephone ( ) FAX ( ) _

E:mail Address __________________ ______________________________________

TAXPAYER IDENTIFICATION NUMBER:

Employer I.D. No. _______ _ _OR Social Security No. _____ ________________

(Corporation or Partnership) (individual)

ALL PROPOSALS MUST INCLUDE THIS COVER SHEET & THE

PROPOSAL CONTENT & EVALUATION REQUIREMENTS

LISTED IN THE RFP.

Contractor Information & Signature Page RFP No. 259-26

Proposal for Satellite Base Water Leak Detection Service

ATTACHMENT “A”

STANDARD CONTRACT TERMS AND CONDITIONS

TERMS OF AGREEMENT

In the event of any conflict between these standard terms and conditions and any other terms and condition included in this agreement, these standard contract terms and conditions, Attachment “A,” will govern.

NON-AVAILABILITY OF FUNDS

It is understood that if the department fails to receive sufficient appropriation of funds or authorization for the expenditure of sufficient funds to provide for the continuation of the contract or the lawful order issued in or for any fiscal year during the term of this contract, the contract and all lawful order’s issued shall terminate on the date said funds are no longer available without any termination charges or liability incurring to the City. The City shall certify and warrant in writing that sufficient funds have not been appropriated or authorized to continue this amendment. Non-Availability of Funds or failure to receive authorization for the expenditure of sufficient funds as used herein means a level of funding that results in less funding than that which was allocated to department in the immediately preceding fiscal year.

LIABILITY

Any damages occurring from the execution of the contract, incidental or otherwise, to City or private properties must be repaired, at the professional’s expense, to the owner’s satisfaction.

INDEMNIFICATION

The consultant agrees to indemnify and hold Riverton City, the City Council, the Mayor, and all employees (collectively the "Indemnities") free and harmless from and against all losses, claims, liens, demands, lawsuits, judgments or liability including but not limited to general liability, automobile, and professional errors and omissions liability, arising out of the negligent acts and/or errors and omissions of the consultant in performing the services described including the amount of judgment, penalties, interest, court costs and legal fees incurred by the Indemnities or any of them in defense of the same, arising in favor of any party, including governmental agencies or bodies, on account of, but not limited to, taxes, claims, liens, debts, personal injuries, death or damages to property (including property of Indemnities). The Consultant further agrees to; investigate, handle, respond to any such claim, demand or cause of action at its sole expense, and agrees to bear all other costs and expenses related thereto, and, release, indemnify and hold the City, its officers, agents and employees harmless from liability of any kind or nature, including the consultant use of any copyrighted or uncopyrighted composition, secret process, patented or unpatented invention, article or appliance furnished or used in the performance of this contract.

Riverton City is a governmental entity under the Governmental Immunity Act and waives no defenses, limits of liability or other rights.

OWNERSHIP OF DOCUMENTS

Riverton owns and may use in any way the City deems necessary all plans, drawings, specifications, reports, notes, data, calculations, documents, electronic media, CADD documents and all other instruments of Architect, Engineer or Surveyor’s professional service, regardless of medium or content, prepared by or on behalf of Architect, Engineer or Surveyor, et al.

DAMAGES

Project must be completed and delivered to the City according to the dates indicated in the proposal.

Timing is of the essence for this project. Consultant agrees that the City will suffer damages if required documents are not received as stated in the scope of work. The Consultant will compensate the City in the amount of five hundred dollars and no cents ($500.00) for each day or part thereof that expires after dates indicated, for damages, penalties, extra fees or losses that the City may incur due to a late delivery of the required documents. The City shall be entitled to deduct and retain liquidated damages out of any money which may be due or become due to the Consultant. To the extent that the liquidated damages exceed any amounts that would otherwise be due the Consultant, the Consultant shall be liable for such amounts and shall return such excess to the City.

INSURANCE

Riverton City requires the insurance provider to be rated an A- or better or a financial category of VII (7) or Higher as rated by AM Best Ratings.

Workers Compensation insurance, sufficient to cover all employees in the employ during the term of the contract including any renewal thereof must be maintained. Coverage amount should be a required by Utah Workmen’s Compensation Laws. All subcontractors are required to also carry workers compensation insurance as specified above. The City will require employees from companies who choose to not carry workers compensation insurance, (three or less employees) to obtain a Workers Compensation Waiver Form from the State of Utah.

Workers Compensation insurance, sufficient to cover all employees in the employ during the term of the contract including any renewal thereof must be maintained. Coverage amount should be a required by Utah Workmen’s Compensation Laws.

Professional Liability insurance in the amount of $1,000,000.00 must be maintained during the term of the contract.

Commercial General Liability insurance in the amount of $1,000,000.00 per occurrence with an aggregate of $2,000,000.00. Commercial Auto insurance in the amount of $1,000,000.00 per occurrence with an aggregate of $2,000,000.00. The insurance must apply to hired, not owned and owned vehicles. Insurance needs to include Project Name with the location and description of the project, and the Project Number and Bid Number (if known). Insurance must name as the certificate holder; Riverton City, its elected officials, appointed officials, officers, employees and volunteers. Coverage is for all operation performed by or on behalf of the named insured.

Riverton City will assume no liabilities for the consultant including any of the consultant’s representatives, employees or properties. The consultant agrees to, at all times, protect, indemnify, and hold harmless the City and city employees from any and all claims.

Insurance provided is required to be primary and non-contributory.

Proof of coverage must be provided before work can begin and agrees to provide proof of insurance upon demand by the City throughout the terms of the contract. The insurance must have a 30-day written cancelation notice. If any of the required insurance coverage is cancelled or lapse, the City may at the City's discretion, obtain substitute coverage at reasonable rates. The City may deduct the cost of such coverage, plus 10% for administrative charges, from any monies that are owing to contractor.

INDEPENDENT CONTRACT

It is understood and agreed by the parties that the consultant is to act in the capacity of an independent contractor and as such will have no authorization, express or implied to bind Riverton City to any agreements. Consultant's officers and employees shall not be considered as employees or officers of the City and shall not be entitled to any employee benefits as City employees as a result of the execution of this agreement.

ASSIGNMENT

The consultant shall not assign this agreement or assign, pledge transfer or otherwise dispose of its interest or this agreement, without the specific consent of the City, and that no such assignment, pledge, mortgage, transfer, or other disposition shall relieve the consultant of its obligations hereunder, nor shall such an assignment of other disposition terminate any such claim or defense which the City may have. Riverton City may assert any claim or defense it may have against the consultant and against any such assignee.

LICENSE

The consultant is properly licensed for the service(s) provided, including a business license.

consultant will provide all licenses before work can begin.

WORKFORCE

The consultant agrees to register and participate in a status verification system such as E-Verify, to verify the work eligibility status of the consultant new employees that are employed in the state.

The consultant further agrees to have each contractor or subcontractor who works for or under main consultant, certify by affidavit that the contractor or subcontractor has verified through a status verification system the employment status of each new employee of the respective contractor or subcontractor.

STANDARD OF CARE

Consultant services shall be performed in accordance with the skill and care ordinarily exercised by members of the same profession performing the same or similar services at the time consultant’s services are performed. Consultant shall, at consultant’s sole expense, reperform any services not meeting this standard.

TAXATION

It is understood and agreed that the contractor shall pay and discharge all license fees, assessments, sales, use, property and other tax or taxes lawfully imposed, as indicated in U.C.A.1953 Section 59-12-104.

NOTICES

All notices to be given under this agreement shall be made in writing and mailed to the other party at its address as set forth herein or at such other address as the party may provide in writing from time to time. Such notice shall be mailed, return receipt requested, to the parties as follows:

NO OFFICER OR EMPLOYEE INTEREST

It is understood and agreed that no officer or employee of Riverton City has or shall have any pecuniary interest, direct or indirect, in this agreement or the proceeds thereof. No officer or employee of the consultant or any member of their families shall serve on any City board or committee or hold any such position which either by rule, practice, or action nominates, recommends, or supervises consultant’s operations, or authorizes funding of payments to the consultant.

AFFIDAVITS

At the time of, or prior to, commencing work, the consultant shall submit a sworn affidavit from each officer, employee or agent of the consultant who has been in contact or communicated with any officer, agent, or employee of the City during the past calendar year concerning the provision of these goods and services. The affidavit shall contain the following statement:

"I do solemnly swear that neither I, nor to the best of my knowledge, any member of my firm or company, has either directly or indirectly restrained free and competitive bidding by entering into any agreement, participating in any collusion, or otherwise taken any action unauthorized by the governing body of the City, or in violation of applicable law to secure favorable treatment with respect to being awarded this contract."

NON-DISCRIMINATION/AFFIRMATIVE ACTION

The Respondent agrees to abide by the provisions of the Utah Antidiscrimination Act, Title 34 Chapter 35, U.C.A. 1953, as amended, and Title VI and Title VII of the Civil Rights Act of 1964 (USC 2000e), which prohibit discrimination against any employee or applicant for employment, or any applicant or recipient of services, on the basis of race, religion, color, or national origin; and further agrees to abide by Executive Order No. 11246, as amended, which prohibits discrimination on the basis of sex; 45 CFR 90 which prohibits discrimination on the basis of age, and Section 504 of the Rehabilitation Act of 1973, which prohibits discrimination on the basis of handicap. This agreement may be canceled if the contractor fails to comply with the provisions of these laws and regulations.

The consultant must include this provision in every subcontract or purchase order relating to purchases by Riverton City to insure that subcontractors and vendors are bound by this provision.

LAW

This contract shall be governed and constituted in accordance with the laws of the State of Utah.

DEFAULT

If either party fails to perform its obligations, the other party may give written notice specifying the nature of the failure and requesting the defaulting party to remedy it. If the default is not corrected within thirty (30) days of the notice date, the non-defaulting party may pursue the remedy provided herein, and without waiving that remedy, it may terminate this agreement. If the failure reasonably justifies faster action, the notice may require correction within less than thirty (30) days, and the no defaulting party may take reasonable action to protect its interest. If the failure is one that reasonably requires more than thirty (30) days to correct, the correction period shall be extended beyond thirty (30) days, so long as the defaulting party promptly commences to correct the default and diligently pursues it to completion.

In the event either party needs to enforce the terms of this agreement by suit or otherwise, the party at fault shall pay the costs and expenses incident thereto, including a reasonable attorney’s fee.

ENTIRE AGREEMENT

This Agreement, together with the attachments hereto, contains the entire Agreement between the parties, and supersedes all prior agreements, and oral or written representations with respect to the subject matter hereto, and no statements, promises, or inducements made by either party or agents for either party, that are not contained in this written Agreement, shall be binding or valid. This Agreement may not be enlarged, modified, or altered except in writing, signed and dated by the parties.