Lead Service Line Mapping Inventroy RFP 2024.pdf

County of Greene

COUNTY ADMINISTRATION

PO Box 358 40 Celt Road

Stanardsville, VA 22973

Request for Proposals

RFP # 2024-001

Lead Service Line Mapping Inventory

This procurement is governed by the Virginia Public Procurement Act and the County of Greene’s Procurement Policy. All terms and conditions of those documents are hereby adopted and made a part of this notice.

Contact Information:

Questions concerning sealed bids should be in writing addressed to:

David Hundelt Director of Water and Sewer

County of Greene dhundelt@gcva.us

Date Issued: July 16, 2024

Date & Time of Closing: Aug. 5, 2024, at 4:30 p.m.

mailto:mstaylor@gcva.us

Request for Proposals #2024-001

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TABLE OF CONTENTS

RFP #2024-001 LEAD SERVICE LINE MAPPING

1.0 PURPOSE

2.0 SCOPE OF WORK

3.0 TERMS AND PROPOSAL CONTENT AND FORMAT

4.0 SELECTION POLICIES

5.0 SELECTION COMMITTEE AND PROPOSAL EVALUATION

CRITERIA

6.0 SUBMISSION REQUIREMENTS

7.0 INQUIRIES

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1.0 PURPOSE

Sealed bids, subject to the specifications and conditions contained herein and attached hereto, will be received in the Greene County Administration Building, County Administration Office, until, but no later than, 4:30 p.m. local time prevailing on August 5, 2024. A selection committee shall evaluate the proposals and rank the firms:

PURPOSE

The purpose of this Request for Proposals (RFP) is to solicit bids to establish a contract through competitive sealed bidding for the purpose of receiving proposals from qualified professional engineering firms (Firm) to provide engineering services. It is anticipated that one firm will be selected using the competitive negotiation procedure for professional services, as outlined in the Virginia Procurement Act. The work will generally include, but shall not be limited to, lead inventory mapping, lead service line (LSL) replacement plan development, school and day care sampling, lead service line replacement design, construction administration, funding procurement assistance, etc.

To be considered, the firm shall return proposal documents to: Greene County Administration, 40 Celt Road, PO Box 358, Stanardsville, VA 22973, in a sealed envelope. Mark the outside of your envelope with Request for Proposals RFP #2024-001.

Proposals, to include addenda or changes to a response, shall not be accepted via Fax machine, email, orally, or via telephone.

Time is of the essence and any proposal received after the announced time and date for submittal, whether by mail or otherwise, will be rejected. The time of receipt shall be determined by the Greene County Administrative Office.

Nothing herein is intended to exclude any responsible Firm, his/her product or service, or in any way restrain or restrict competition. The Engineer shall comply with the President’s Executive Order #11246 prohibiting the discrimination in employment regarding race, color, creed, sex, or national origin; the President’s Executive Orders #12138 and #11625 regarding utilization

All questions regarding this RFP shall be submitted via email to David Hundelt, Water and Sewer Director, at dhundelt@gcva.us.

2.0 SCOPE OF WORK

The selected Firm shall provide lead service line inventory consulting services for the development of service line material (SLM) inventory to:

• Develop and implement a service line database of both public and private side laterals meeting Virginia Department of Health requirements

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• Provide a cost-effective solution to expedite populating and updating the service line inventory and to identify areas that potentially have LSLs using County staff knowledge, as-builts, billing system records, GIS data, building code information, field investigation, predictive modeling, etc.

• Develop and assist with implementation a customer self-reporting survey system

• Provide recommendations and training to County staff for the on-going management of the

SLM database

• Create a linkage between the SLM database and a software platform to manage the Virginia

LCRR program

• Develop a map showing the SLM inventory results and making it available to the public on the County’s website and train staff in maintenance and operation of the website

OPTIONAL SCOPE

• Leverage the inventory work into the beginnings of a GIS mapping effort and database creation of the full inventory of infrastructure to include, but not limited to, age and location of valves, pipes, and materials of mains as well as the service lines

3.0 TERMS AND PROPOSAL CONTENT AND FORMAT

A. Codes, Permits, Fees, Licenses, and Notices

a. It is the responsibility of the Firm to maintain all required licensing and training for his/her employees to provide the services as stated in this RFP.

b. The Firm shall supply copies of all licenses to Greene County, upon request.

c. A Greene County Business License will be required by the selected vendor. Please contact the Commissioner of Revenue at ktate@gcva.us for more information. A Firm without a Greene County Business License may submit a bid but will be required to get one prior to starting work. The Firm is responsible for the cost to acquire the license.

d. The selected Firm is responsible for any necessary building permits and shall include these costs in their respective bid price. Please contact the Greene County Building Department at inspections@gcva.us for information.

B. Submittals

a. Qualified Firms shall provide appropriate information in accordance with the content and format requirements of this Request for Proposal. The Firm’s proposal shall be organized in the following order:

i. Transmittal Letter

ii. Table of Contents

iii. Statement on understanding Scope of Services

iv. Familiarity with the County of Greene

v. Firm qualifications

vi. Proposed Firm staff and their qualifications

vii. Listing of proposed subconsultants

viii. Listing of similar projects with proposed Firm staff’s experience

ix. Understanding of and relevant experience with funding programs

x. Reference List mailto:ktate@gcva.us mailto:inspections@gcva.us

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4.0 SELECTION POLICIES

The County reserves the right to accept or reject any or all proposals received as a result of this request, or to modify or cancel in part or in its entirety the Request for Proposal if it is in the best interest of the County to do so. The Request for Proposal does not commit the County to award a contract, to pay costs incurred in the preparation of a proposal for this request, or to procure or contract for services.

The County will select a consultant or Firm to provide the services requested using the Competitive Negotiation procedure for Professional Services as outlined in the Virginia Public Procurement Act.

A selection committee shall evaluate and rank each proposal based on the established selection criteria included within this Request for Proposal. The final ranking of the individual Firms shall be based on a majority decision. The County reserves the right to immediately enter into negotiations without performing interviews if a proposal is clearly the top-ranking proposal received. Negotiations shall begin with the highest-ranking Firm deemed to be fully qualified and best suited among those submitting proposals, on the basis of the factors stated in this Request for Proposal. In the event that negotiations with the highest-ranking firm cannot be concluded with agreeable terms, the County shall initiate negotiations with the next highest-ranking Firm until a satisfactory agreement is reached. The County shall select the offeror which, in its opinion, has the best qualifications and provides the best value, and shall award the contract to the offeror, as determined to be in the County’s best interests.

The County prohibits discrimination and requires compliance with state and federal immigration laws as defined under the Code of Virginia Chapter 43 Virginia Public Procurement Act. The County is an equal opportunity employer and encourages participation of small businesses, minority owned businesses, women owned businesses and service-disabled veteran owned businesses in all procurement activities.

The County does not discriminate against an offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment. MBE/WBE firms are encouraged to submit.

Any offeror who desires to protest the contract award shall submit such protest in writing to the County no later than 10 days after the announcement of the award.

5.0 SELECTION COMMITTEE AND PROPOSAL EVALUATION

CRITERIA

A selection committee will be formed to review the proposals. The selection committee evaluation and selection process will be used to determine the most qualified Firm. Evaluation criteria will generally involve relevant experience, specific expertise, and performance references on previous projects. The following criteria will be considered in evaluating the proposals:

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5.1 Statement on understanding of Scope of Services

5.2 Familiarity with the County

5.3 Firm qualifications

5.4 Proposed Firm staff and their qualifications

5.5 Listing of proposed subconsultants and subcontractors

5.6 Listing of similar projects with proposed Firm staff’s experience

5.7 Understanding of and relevant experience with funding programs

6.0 SUBMISSION REQUIREMENTS

Submittals shall be prepared providing a straightforward, concise description of the Firm‘s capabilities to satisfy the requirements of the Request for Proposal. Emphasis should be on completeness and clarity of content. Elaborate brochures and other representations beyond that sufficient to present a complete and effective proposal are not required or desired. Submit three copies of the Firm’s proposal in a sealed envelope or package that is clearly marked as response to this Request for Proposal. Deliver proposal submittals no later than 4:30 pm on August 5, 2024.

Responses received after this time will not be considered. Proposals by hand delivery, US Postal Service express mail, or private delivery service (FEDEX, UPS, etc.), should be sent to:

Cathy Schafrik, County Administrator 40 Celt Road

Stanardsville, VA 22973

7.0 INQUIRIES

Clarification of the terms and conditions of this proposal should be directed to David Hundelt , at (434) 985-1348 or dhundelt@gcva.us. All inquiries that affect the nature of the proposed contract or proposal contents will be conveyed to all parties receiving this Request for Proposals. The County shall not be responsible for any information given by way of verbal communication.