LWC GPS Equipment RFP May 2025.pdf

LINCOLN WATER COMMISSION

96 OLD RIVER ROAD

LINCOLN, RHODE ISLAND 02865

Telephone: (401) 334-6735

May 2025

REQUEST FOR PROPOSALS

For: GPS Survey Equipment

Pre-Bid Date: None – Please reach out to the project contact for appointments to discuss the project

Proposal Due Date: Friday, June 6, 2025 by 1:00 pm

Delivery Address: 96 Old River Road Lincoln, Rhode Island 02865

Project Contact: Mr. Peter D. DiLorenzo

Chief Engineer / Superintendent

Email: peter@lincolnwater.org

LINCOLN WATER COMMISSION

96 OLD RIVER ROAD

LINCOLN, RHODE ISLAND 02865

MAY 2025

Invitation to Propose

The Lincoln Water Commission (LWC) is soliciting proposals from qualified firms for GPS

SURVEY EQUIPMENT.

Prospective proposers can obtain an electronic version of the Request for Proposals via the Lincoln Water Commission’s website on or after May 9, 2025. To schedule an appointment to discuss the project or for any questions pertaining to the RFP, please get in touch with Mr.

Peter D. DiLorenzo, Chief Engineer / Superintendent, by telephone at (401) 334-6735 or email at peter@lincolnwater.org

No Pre-Bid has been scheduled; if a Firm would like to discuss this project, please contact Mr. Peter DiLorenzo to schedule an appointment. Appointments will be scheduled on a first-come, first-served basis and based on Mr. Peter DiLorenzo's availability.

Bids shall be received by Lincoln Water Commission at 96 Old River Road, Lincoln, RI

02865, no later than June 6, 2025, at 1:00 p.m., when they will be opened and read aloud.

No proposal may be withdrawn for sixty (60) calendar days after the opening of proposals.

LWC reserves the right to waive any informality in or reject any or all proposals deemed in its best interests.

(PART I SHOULD IMMEDIATELY FOLLOW THIS INVITATION PAGE)

PART I - Project and Proposal Requirements Table of Contents

Paragraph No. Paragraph Title

1. Specific Provisions

1.1 Scope of Services

1.2 Proposal Structure

1.3 Evaluation Criteria

1.4 Preparation of Proposals

1.5 Addenda and Interpretations

1.6 Corrections

1.7 Award of Contract and Rejection of Proposals

1.8 Special Conditions

1.9 Insurance Requirements

1.10 Laws and Regulations

1.11 Proposers to Acknowledge Addenda

1.12 Occupational Safety and Health Act (OSHA)

1.13 Withdrawal of Proposals

1.14 Payment for Work Performed

PART I - Project and Proposal Requirements

1. Specific Provisions

1.1 Scope of Services

The Lincoln Water Commission (LWC) is soliciting competitive proposals for GPS Survey Equipment. The LWC recently began utilizing ESRI’s ArcGIS Online platform for mapping assets. The proposed Equipment must support that mapping platform and integrate with the LWC’s ESRI Field Maps collection software.

The LWC is also investigating a new work order and asset management system. The GPS Survey Equipment must be able to integrate with various packages, such as NOVOTOX EXS, or any other industry-recognized package.

GPS Survey Equipment

Please find the minimum requirements for the GPS Survey Equipment below. Where a manufacturer is named, that manufacturer is used to establish the minimum requirements for the

GPS Survey Equipment. Other manufacturers are acceptable as long as they can meet the minimum requirements, and the general intent of the RFP as stated in the above section.

No bidder’s Blank is provided, but bidders must break down the proposed costs based on each item listed below. If additional fees are necessary that are not covered by the items below, bidders must include those costs separately as part of their bid.

1) GNSS Receiver: It must be capable of Submeter horizontal accuracy without using an RTK network. It must be Trimble model R12i, or an approved equal. The equipment must also be able to connect to a subscription-based RTK network if the LWC chooses. Tilt compensation shall be required for GNSS receivers.

2) Data Collector: The data collector must integrate seamlessly with the GNSS Receiver and be able to connect to a cellular 5G network. The Data Collector shall have a minimum of a

10” User Interface. Models must be Trimble T10x, Leica CC200, or approved equal.

3) GNSS Receiver and Data Collector Pole: Provide one telescoping carbon fiber pole for use with the GNSS Receiver and Data Collector. Include a bi-pod stand for the pole as well.

Pole shall extend to a height of at least 2 meters.

4) Data Collector Pole Mount: Include one pole mount for the data collector, this shall also include a tray to hold the data collector onto the pole mount.

5) Carrying Case and Travel Bag: Include a hard cover carrying case for the GNSS Receiver and Data Collector. The hard cover carrying case has a foam interior specially cut to fit the

GNSS Receiver, Data Collector, and spare batteries snuggly. Include a Travel Bag for the

Pole, Data Collector Pole Mount, and Bi-Pod

6) Batteries: Include a spare set of batteries for both the Data Collector and GNSS Receiver, along with chargers for the batteries. If the Data Collector has an internal battery that is not easily replaceable, include a second charging cable for it.

7) RTK Network Subscription: Include a yearly subscription fee for the proposed equipment to utilize an RTK network. The RTK network must boost the GNSS receiver's accuracy to 2 cm horizontal and 3 cm vertical precision. Include all cellular SIM cards and cell service subscriptions as part of this cost.

8) Training: Include a half day of training on-site for personnel to learn how to use the equipment. This training shall demonstrate equipment integration with ArcGIS online and data collection via ESRI’s Field Maps.

9) Warranty: Include a 2-year complete warranty for all purchased equipment. Also, the cost of service calls and site visits must be provided.

1.2 Proposal Structure

The proposer shall submit one original, five copies, and an electronic copy of the firm's proposal addressing all of the requirements outlined herein and any additional services the proposer feels are necessary or required to deliver the project to LWC in a complete, timely, and quality fashion.

Respondents to this RFP shall follow the proposal format outlined in this section. Failure to adhere to the prescribed format may make the proposal non-responsive. Exceptions to any part of this RFP shall be fully noted and explained in the respondent’s cover letter.

COVER LETTER

A cover letter providing a brief history of the firm, organization, and appropriate registration numbers is required. The letter shall indicate the principal or officer of the firm who will be LWC’s primary point of contact during negotiations. The individual must have the authority to negotiate all aspects of the scope of services and provisions on behalf of the firm. The cover letter transmitting the proposal must be signed by an officer authorized to bind the respondent to the terms and conditions of this RFP.

SECTION 1 - COMPANY EXPERIENCE/QUALIFICATIONS

At least five references of current or former clients of the firms, including the name, title, and phone number of the person to be contacted. References shall involve projects for which similar services were provided. Describe the nature of the services performed, the level of complexity and any unique problems or change orders associated with the work.

Respondents must clearly state and prove they comply with all qualification criteria as defined elsewhere in this RFP. Ambiguity may result in rejection.

SECTION 2 - KEY PERSONNEL/STAFF RESUMES

Description of the background and experience of the personnel proposed to work in association with this contract. The proposal shall include resumes for all key personnel under this contract.

Any substitution of personnel named in the proposal must have prior written approval from

LWC.

1.3 Evaluation Criteria

LWC may award to an individual firm or multiple firms or not award at all as deemed in its best interests. The evaluation and award method utilized by LWC will place a 25% emphasis on qualifications and 75% on Cost.

LWC retains the exclusive right to award in consideration of the best interest of LWC.

1.4 Preparation of Proposals

Each proposal must be submitted with the Bidder’s Blank provided herewith. All blank spaces for prices must be filled in, in ink or typewritten, in both words and figures. In addition, each proposal must contain all required material as mentioned in this RFP. Proposers shall submit one original, four copies, and one electronic copy of their proposal.

Each proposal must be submitted in a sealed envelope bearing on the outside the name of the proposer, his address, and the name of the project for which the proposal is submitted. The envelope shall be clearly labeled “PROPOSAL DOCUMENTS”. If forwarded by mail, the sealed envelope containing the proposal must be enclosed in another envelope addressed as specified above.

1.5 Addenda and Interpretations

No oral interpretation will be made to any proposer as to the meaning of the RFP. Every request for such an interpretation shall be made in writing to LWC, Attention: Mr. Peter DiLorenzo.

Every interpretation made to a proposer will be an addendum to the RFP, which will be emailed to each proposer. Still, it shall be the proposer's responsibility to inquire about the addenda issued. All such addenda shall become part of the contract, and all proposers shall be bound by such addenda, whether or not received by the proposers.

1.6 Corrections

Erasures or other changes in the proposals must be explained or noted over the proposer's signature.

1.7 Award of Contract and Rejection of Proposals

The contract will be awarded to the proposer(s) whose proposal is in the best interest of LWC.

The proposer(s) to whom the award is made will be notified at the earliest practicable date.

LWC, however, reserves the right to reject any proposals and to waive any informality in proposals received whenever such rejection or waiver is in the interest of LWC.

LWC reserves the right to consider a proposer unqualified to perform the work if the proposer does not habitually perform such work with in-house staff.

LWC may award part or all of the proposed scope in its best interest. Costs provided in the bidder’s blank must be all inclusive for the requested services.

1.8 Special Conditions

A. It is clearly understood that the office staff personnel of the LWC will have limited involvement in the Project. The Proposer must provide all field and office services to complete the project requirements.

B. LWC will provide all existing information from all available company sources to the selected contractor for review.

C. All Costs associated with equipment shipping and delivery shall be included in the various bid items.

1.9 Insurance Requirements

Every Proposer shall provide written evidence, at the time of the proposal submission and attached thereto, that they have or will acquire, before execution of the work or letter of engagement to the LWC, liability insurance coverage for not less than the amounts indicated or greater when required by law, please note this will only apply to contractors performing work in the Town of Lincoln:

A. Workman’s Compensation

Worker’s Compensation Statutory Employer’s Liability: $1,000,000

B. Comprehensive General Liability including Premise/Operations; Commercial

Diving, Products/Completed Operations, Broad Form Contractual, Independent Contractors, Broad Form Property Damage, and Personal Injury Liabilities:

Bodily Injury: $1,000,000 Each Occurrence $2,000,000 Annual Aggregate

Property Damage $1,000,000 Each Occurrence $2,000,000 Annual Aggregate

Personal Injury With Employment Exclusion deleted

$1,000,000

Annual Aggregate

C. Comprehensive Automobile Liability including all owned (private or others), hired and non-owned vehicles:

Bodily Injury: $1,000,000 Each Person $2,000,000 Each Accident

Property Damage $1,000,000 Each Occurrence

D. Professional Liability Insurance $2,000,000 Per Claim

E. Proposers may purchase and maintain Excess Liability Insurance under the umbrella to satisfy the limits of liability required for the project. Evidence of such excess liability shall be delivered in the form of a certificate indicating the underlying insurance's policy numbers and limits of liability. The umbrella liability insurance shall have a combined single limit of not less than $3,000,000.

F. Cost of insurance shall be included in rates proposed to the LWC. Failure to provide written evidence will be grounds for rejection of the Proposal

G. Proposers shall furnish certificates of insurance from companies licensed to do business in the State of Rhode Island that are acceptable to the LWC. The firm shall name the LWC their employees and agents as additionally insured on all policies.

H. Proposers shall require a similar insurance in the above amounts to be taken out and maintained by each subcontractor. The successful Proposer shall be fully responsible for their subcontractors' acts and omissions and persons either employed directly or indirectly by them.

1.10 Laws and Regulations

The proposer’s attention is directed to the fact that ALL applicable Federal and State laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over construction, reconstruction, alteration, remodeling, repair or demolition shall apply to this contract throughout. They will be deemed included in the agreement in the same way as though herein written out in full.

1.11 Proposers to Acknowledge Addenda

Proposers are required to acknowledge receipt of all addenda to the RFP on the Bidder’s Blank in the space provided. Failure to acknowledge all addenda may cause the proposal to be considered unresponsive, requiring rejection.

1.12 Occupational Safety and Health Act (OSHA)

The successful proposer is to comply with all OSHA regulations when applicable.

1.13 Withdrawal of Proposals

Proposals may be withdrawn personally or on written request dispatched by the proposer in time for delivery in the normal course of business before the time fixed for opening. Negligence on the part of the proposer in preparing his proposal confers no right of withdrawal or modification of his proposal after such proposal has been opened.

1.14 Payment for Work Performed

A. Payments to the Successful proposer shall be made as follows:

1. Payments shall be considered only for work already performed and approved by LWC. Payments will be made based on the agreed to fee structure for each work assignment.

2. Payment requests (invoices) will be considered monthly.

Invoices received beyond that frequency will not be considered.

3. For each service order, All payment requests must be submitted to

LWC’s Project Representative.

4. Each payment request shall be sent to LWC’s Project Representative for each service order and LWC’s accounts payable department.

5. Copies of all invoices for outside services utilized during the billing period must be included with each payment request as necessary.

6. Copies of receipts of all billable direct costs (as provided in the successful Proposer’s schedule of fees) must be included with each payment request.

7. The successful Proposer shall provide any other documentation LWC requires to process the payment request.