MIDD-025-008 Sewer Rate Analysis RFP Final.pdf

TOWN OF MIDDLETOWN, RI

350 EAST MAIN RD.

MIDDLETOWN, RI 02842

Request for Proposal

Proposal Number - MIDD-025-008

Sewer Rate Analysis

SPECIFICATIONS AND INSTRUCTIONS

Table of Contents

I Request for Proposal

II Instructions to Proposer

III Terms and Conditions

IV Special Provisions for Services

V Objective/Scope of Work & Evaluation Criteria

VI Proposal Documents to be Returned

VII Proposal Form

VIII Non-Collusion Affidavit

IX Insurance Coverage

X Proposer Statement of Relevant Experience

Town of Middletown, RI Request for Proposal - MIDD-025-008

I. REQUEST FOR PROPOSAL

Notice is hereby given that sealed proposals will be received at the Finance Office, until 10:00 a.m., Friday, April 25, 2025, local time, for furnishing all labor, materials and equipment, and performing all work necessary and incidental to: Sewer Rate Analysis in accordance with the specifications and contract documents within.

Documents are available on the online bidding system website, https://www.bidnetdirect.com/ rhode-island/middletownri or at the town hall finance office.

Proposals shall be delivered and addressed to the Town Finance Director, 350 East Main Rd, Middletown, RI 02842 and shall be labeled MIDD-025-008, by 10:00 am Friday, April 25, 2025.

They will be opened and read aloud at that time in the Town Council Chambers, Town Hall. Any Proposer who wishes his proposal to be considered is responsible for making certain that their proposal is received in the Finance Office by the proper time.

No oral, telegraphic, electronic, facsimile, or telephonic proposals or modifications will be considered unless specified. Proposals received after the scheduled submittal deadline will be returned unopened. Proposals must bear original signatures and figures.

There will be no pre-proposal meeting. All questions regarding this RFP must be submitted in writing by 4:00 pm on Friday, April 11, 2025. Questions received after that time will not be addressed. Questions shall be emailed to mtanguay@middletownri.gov. All submitted questions and the town’s written response to each will be available as an addendum on or before Tuesday, April 15, 2025. Potential bidders are responsible for contacting the Middletown Finance Director at mtanguay@middletownri.gov to request a copy of the addendum. Bidders must acknowledge receipt of all addenda on the town proposal form which will be submitted with the proposal package. Any questions regarding this project should be addressed to:

Marc Tanguay Finance Director

Email: mtanguay@middletownri.gov

Town of Middletown, RI Request for Proposal - MIDD-025-008

Sewer Rate Analysis https://www.bidnetdirect.com/rhode-island/middletownri

II. INSTRUCTIONS TO PROPOSER

ACCEPTANCE PERIOD. Unless otherwise specified herein, proposals are firm for a period of ninety- (90) days.

ADDENDA ACKNOWLEDGMENT. Each proposal shall include specific acknowledgment in the space provided of receipt of all addenda issued during the solicitation period. Failure to so acknowledge may result in the proposal being rejected as not responsive.

AUTHORIZED SIGNATURES. Every proposal must be signed by the person or persons legally authorized to bind the Proposer to a contract for the execution of the work. Upon request of the Town of Middletown, any agent submitting a proposal on behalf of a Proposer shall provide a current power of attorney certifying the agent’s authority to bind the Proposer. If an individual makes the proposal, his or her name, signature, and post office address must be shown. If a firm or partnership makes the proposal, the name and post office address of the firm or partnership and the signature of at least one of the general partners must be shown. If a corporation makes the proposal, the proposal shall show the name of the state under the laws of which the corporation is chartered, the name and post office address of the corporation and the title of the person signing on behalf of the corporation. Upon request of the Town of Middletown, the corporation shall provide a certified copy of the bylaws or resolution of the board of directors showing the authority of the officer signing the proposal to execute contracts on behalf of the corporation.

AWARD OF PROPOSAL. Award will be made to the Proposer offering the most advantageous proposal after consideration of all Evaluation Criteria set forth below. The criteria are not listed in any order of preferences. The Town of Middletown will evaluate all proposals received in accordance with the Evaluation Criteria. The Town of Middletown reserves the right to establish weight factors that will be applied to the criteria depending upon order of importance. Weight factors and evaluation scores will not be released until after award of proposal. The Town of Middletown shall not be obligated to accept the lowest priced proposal, but will make an award in the best interests of the Town of Middletown after all factors have been evaluated.

CANCELLATION OF SOLICITATION: The Town of Middletown may cancel this solicitation at any time.

COMPLIANCE WITH LAWS: All proposals shall comply with current federal, state, and other laws relative thereto.

DEFINITION OF TERMS: For the purposes of this RFP, the following definitions will be used:

a. Contractor: Same as Successful Proposer.

b. May: Indicates something that is not mandatory but permissible.

c. Must/Shall: Indicates a mandatory requirement. A proposal that fails to meet a mandatory requirement will be deemed non-responsive and not be considered for award.

Town of Middletown, RI Request for Proposal - MIDD-025-008

d. Proposer: The person or firm submitting the proposal.

e. Proposal: The offer presented by the Proposer.

f. RFP: Acronym for Request for Proposal.

g. Should: Indicates something that is recommended but not mandatory. Failure to do what "should" be done will not result in rejection of your proposal.

h. Submittal Deadline: The date and time on or before all proposals must be submitted.

i. Successful Proposer: The person, contractor, or firm to whom the award is made.

DOCUMENTS TO BE RETURNED WITH PROPOSAL: Failure to completely execute and submit the required documents before the submittal deadline may render a proposal non-responsive. The documents that must be returned by the submittal deadline are listed on the form entitled "Proposal Documents To Be Returned" and attached hereto.

INK OR TYPEWRITTEN: All information, prices, notations, signatures, and corrections must be in ink or typewritten. Mistakes may be crossed out and corrections typed or printed adjacent to the mistake and initialed in ink by the person signing the proposal.

NOMENCLATURES: The terms Successful Proposer, Successful Contractor, and Contractor may be used interchangeably in these specifications and shall refer exclusively to the firm with whom the Town of Middletown enters into a contract because of this solicitation.

NON-COLLUSION AFFIDAVIT: Proposers are required to submit a Non-Collusion Affidavit with their Proposals. See attached Affidavit. If there is reason to believe that collusion exists among the Proposers, the Town of Middletown may refuse to consider proposals from participants in such collusion.

OPENING OF PROPOSALS: All proposals, irrespective of irregularities or informalities, will be opened and the names of the Proposers and proposed prices will be publicly read aloud at the submittal deadline. All interested persons are invited to be present at the opening and reading of proposals.

POSTPONEMENT OF OPENING: The Town of Middletown reserves the right to postpone the submittal deadline and opening of proposals any time before the date and time announced in the REQUEST for Proposal or subsequent addenda.

PRICE DISCREPANCIES: In the event that there are unit price items in a proposal schedule and the "amount" indicated for a unit price of an item does not equal the product of the unit price and quantity listed, the unit price shall govern and the amount will be corrected accordingly. If there is more than one item in a proposal schedule, and the total indicated for the schedule does not agree with the sum of prices of the individual items, the prices given for the individual items shall govern and the total for the schedule will be corrected accordingly. The Proposer will be bound by said corrections.

Town of Middletown, RI Request for Proposal - MIDD-025-008

PRICES: All Proposals shall give the prices proposed, both in writing and in figures, shall give all other information requested herein, and shall be signed by the Proposer’s authorized representative.

Proposal prices shall include everything necessary for the completion and fulfillment of the contract.

PROPOSAL FORMS/SUBMITTAL: Proposals should be clearly labeled and submitted in a sealed envelope or box bearing the name of the Proposer, RFP number, and submittal deadline.

Proposer’s authorized representative must properly initial any erasures or alterations of any kind.

Proposals that contain omissions or improper erasures or irregularities may be rejected. No oral, electronic, telegraphic, or telephonic proposals or modifications will be considered.

a. Forms: Proposals must be submitted on preprinted forms supplied by the Finance Office.

b. Copies: One (1) original marked “MASTER” and three (3) copies must be submitted on or before the Submittal Deadline.

c. Discrepancies: If discrepancies are found between the original and copy or copies, the original "MASTER" will provide the basis for resolving such discrepancies. If one document is not clearly marked “MASTER", the Town of Middletown reserves the right to use the original as the Master.

PROPOSAL CONTENT: Proposer must describe in detail how they will meet the requirements of this RFP and may provide additional related information with their proposal. The proposal should be presented in a format that corresponds to, and references, the sections outlined in the Specification or Scope of Work, and should be presented in the same order. Responses to each section and subsection should be labeled to indicate which item is being addressed. Proposals should be straightforward and concise. Emphasis should be concentrated on conforming to the RFP instructions, responding to the RFP requirements, and on providing a complete and clear description of the offer. If a complete response cannot be provided without referencing supporting documentation, you must provide such documentation with the proposal indicating where the supplemental information can be found.

The Town of Middletown is not liable for any costs incurred by Proposers before entering into a formal contract. Costs of developing the proposals or any other such expenses incurred by the Proposer in responding to the RFP, are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the Town of Middletown.

PROPOSAL MODIFICATIONS: Any Proposer who wishes to make modifications to a proposal already received by the Town of Middletown must withdraw his proposal in order to make the modifications. Withdrawals must be made in accordance with the terms and conditions of this solicitation (see Proposal Withdrawal). All modifications must be made in ink, properly initialed by Proposer’s authorized representative, executed, and submitted in accordance with the terms and conditions of this solicitation. It is the responsibility of the Proposer to ensure that modified or withdrawn proposals are resubmitted before the submittal deadline.

Town of Middletown, RI Request for Proposal - MIDD-025-008

PROPOSAL, REJECTION OF: The Town of Middletown reserves the right to reject any or all Proposals or any part of a Proposal. The Town of Middletown reserves the right to reject the Proposal of any Proposer who previously failed to perform adequately for the Town of Middletown or any other governmental agency. The Town of Middletown expressly reserves the right to reject the Proposal of any Proposer who is in default on the payment of taxes, licenses or other monies due the Town of Middletown.

PROPOSAL WITHDRAWAL: Proposers' authorized representative may withdraw proposals only by written request received before the submittal deadline.

PROPOSER'S BACKGROUND: Proposer must provide a company profile. Information shall include:

a. Company ownership. If incorporated, the state in which the company is incorporated and the date of incorporation;

b. Location of the company offices;

c. Number of employees both locally and nationally;

d. Location(s) from which employees will be assigned;

e. Name, address, and telephone number of the Proposer’s point of contact for a contract resulting from this RFP;

f. Company background/history and why Proposer is qualified to provide the services described in this RFP;

g. Length of time Proposer has been providing services described in this RFP. Please provide a brief description;

h. Resumes for key staff to be responsible for performance of any contract resulting from this RFP.

Proposer must include in a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any proposal. The Town of Middletown reserves the right to reject any proposal based upon the Proposer’s prior history with the Town of Middletown or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures.

PROPOSER'S REFERENCES: Proposers should provide a minimum of five (5) references from similar projects performed for any local government clients within the last five years.

Information provided shall include:

a. Client/Business name;

b. Project description;

c. Project dates (starting and ending);

d. Client/Business project manager name and telephone number.

Town of Middletown, RI Request for Proposal - MIDD-025-008

PUBLIC RECORDS: Rhode Island law provides that municipal records shall at all times be open for personal inspection by any person. Information and materials received by the Town of Middletown in connection with an RFP response shall be deemed to be public records subject to public inspection upon award, recommendation for award, or 10 days after bid opening, whichever occurs first. However, certain exemptions to the public records law are statutorily provided. If the Proposer believes any of the information contained in his or her response is exempt from the Public Records Law, then the Proposer, must in his or her response, specifically identify the material which is deemed to be exempt and cite the legal authority for the exemption, otherwise, the Town of Middletown will treat all materials received as public records.

QUALIFICATION OF PROPOSERS: Each Proposer shall be skilled and regularly engaged in the general class or type of work called for under the contract for no less than three (3) years.

The Proposers experience shall be set forth and submitted on the form provided herewith. It is the intention of the Town of Middletown to award a contract to a Proposer who furnishes satisfactory evidence that the Proposer has the requisite experience, ability, sufficient capital, facilities, and plant to enable the Proposer to prosecute the work successfully and properly, and to complete it within the time specified in the contract. To determine the degree of responsibility to be credited to the Proposer, the Town of Middletown will weigh any evidence that the Proposer has performed satisfactorily other contracts of like nature, magnitude and comparable difficulty and comparable rates of progress. In selecting the Proposer offering the most advantageous proposal, consideration will be given not only to the financial standing but also to the general competency of the Proposer for the performance of the work covered and/or specified in the contract documents. To this end, each Proposal shall be supported by a statement of the Proposer’s experience on the form entitled “Proposer’s Experience,” which is a part of the contract documents.

QUESTIONS AND COMMENTS: All questions regarding this RFP must be submitted in writing to the Middletown Finance Director no later than Friday, April 11, 2025. Questions received after that time will not be addressed. Questions should be emailed to mtanguay@middletownri.gov. All submitted questions and the town’s written response to each will be available as an addendum on or before Tuesday, April 15, 2025. Potential proposers are responsible for obtaining a copy of any addenda issued by going to the online bidding system website, https://www.bidnetdirect.com/rhode-island/middletownri. Proposers must acknowledge receipt of all addenda on the town proposal form which will be submitted with the proposal package.

SIGNATURES: An individual who is authorized to bind the Proposer must sign the proposal.

SUBMITTAL DEADLINE: The submittal deadline is 10:00 am, Friday, April 25, 2025.

Proposals must arrive in the Finance Office, Town of Middletown, 350 East Main Road, Middletown, RI 02842. The receiving time in the Finance Office will be the governing time for acceptability of proposals.

TAXES, EXEMPT: The Town of Middletown is exempt from Federal Excise and State Sales Tax. If requested, the Town of Middletown will furnish exemption certificates when the successful bidder submits invoices for payment.

Town of Middletown, RI Request for Proposal - MIDD-025-008

Sewer Rate Analysis

TERMS OF THE OFFER: The Town of Middletown reserves the right to negotiate final contract terms with any Proposer selected. The contract between the parties will consist of the RFP together with any modifications thereto; the awarded Proposer’s proposal; and all modifications and clarifications that are submitted at the request of the Town of Middletown during the evaluation and negotiation process. In the event of any conflict or contradiction between or among these documents, the documents shall control in the following order of precedence: the final executed contract; then the RFP; then any modifications and clarifications to the awarded Proposer’s proposal and; lastly, the awarded Proposer’s proposal. Specific exceptions to this general rule may be noted in the final executed contract. Proposer understands and acknowledges that the representations above are material and important, and will be relied on by the Town of Middletown in evaluation of the proposal. Proposer misrepresentation shall be treated as fraudulent concealment from the Town of Middletown of the facts relating to the proposal.

WAIVER OF INFORMALITIES: The Town of Middletown reserves the right to waive informalities in any or all proposals, or any part of a proposal.

III. TERMS AND CONDITIONS

ASSIGNMENT OF RIGHTS OR OBLIGATIONS: Except as noted hereunder, Successful Proposer may not assign, transfer or sell any rights or obligations resulting from this solicitation without first obtaining the specific written consent of the Town of Middletown.

ATTORNEY FEES: In the event a suit or action is instituted in connection with any controversy arising out of this contract, the prevailing party shall be entitled to receive, in addition to its costs, such sum as the court may adjudge reasonable as to attorney’s fees and costs.

AUTHORITY OF THE TOWN: Subject to the power and authority of the Town of Middletown as provided by law in this contract, the Town of Middletown shall in all cases determine the quantity, quality, and acceptability of the work, materials and supplies for which payment is to be made under this contract. The Town of Middletown shall decide the questions that may arise relative to the fulfillment of the contract or the obligations of the contractor hereunder.

CANCELLATION OF THE CONTRACT: Without cause, the Town of Middletown may cancel this contract at any time with thirty- (30) days written notice to the Proposer. With cause, the Town of Middletown may cancel this contract at any time with ten- (10) days written notice to the Proposer. Cancellation for cause shall be at the discretion of the Town of Middletown and shall be, but is not limited to, failure to supply the materials, or service specified within the time allowed or within the terms, conditions or provisions of this contract. The successful Proposer may not cancel this contract without prior written consent of the Town of Middletown Finance Director.

CHANGES IN WORK: The Town of Middletown may, at any time work is in progress, by written order, make alterations in the terms of work as shown in the specifications, require the

Town of Middletown, RI Request for Proposal - MIDD-025-008 performance of extra work, decrease the quantity of work, or make such other changes as the Town of Middletown may find necessary or desirable. The Contractor shall not claim forfeiture of contract by reasons of such changes by the Town of Middletown. Changes in work and the amount of compensation to be paid to the Contractor for any extra work as so ordered shall be determined in accordance with the unit prices of contractor's proposal.

COMPLIANCE WITH OR DEVIATION FROM SPECIFICATIONS: Proposer hereby agrees that the service offered will meet all the requirements of the specifications in this solicitation unless deviations from them are clearly indicated in the Proposer’s response. Proposer may submit an attachment entitled “Exceptions to Specifications”, which must be signed by Proposer’s authorized representative. An explanation must be made for each item in which an exception is taken, giving in detail the extent of the exception and the reason for which it is taken. Proposals failing to comply with this requirement will be considered non-responsive.

Submittal of brochure or other manufacturer literature is desirable but may not be a substitution for this requirement.

CONTRACT INCORPORATION: This contract embodies the entire contract between the Town of Middletown and the Contractor. The parties shall not be bound by or be liable for any statement, representation, promise, inducement or understanding of any kind or nature not set forth herein. No changes, amendments, or modifications of any of the terms or conditions of the contract shall be valid unless reduced to writing and signed by both parties. The complete contract shall include the entire contents of the RFP solicitation, all addenda, all of Proposer’s successful submittal, supplemental agreements, change orders, performance bond(s), and any and all written agreements which alter, amend or extend the contract.

FORMATION OF CONTRACT: Proposer’s signed Proposal and Town of Middletown’s written acceptance shall constitute a binding contract.

LAWS GOVERNING CONTRACT: This contract shall be in accordance with the laws of the state of Rhode Island. The parties stipulate that this contract was entered into in the county of Newport, in state of Rhode Island. The parties further stipulate that the county of Newport, Rhode Island, is the only appropriate forum for any litigation resulting from a breach hereof or any questions risen here from.

SEVERABILITY: If any provisions, or portion of any provision, of this contract are held invalid, illegal or unenforceable, they shall be severed from the contract and the remaining provisions shall be valid and enforceable.

SPECIFICATIONS, CHANGES TO: The parties shall not be bound by or be liable for any statement, representation, promise, inducement or understanding of any kind or nature not set forth herein or by written amendment. No changes, amendments, or modifications of any of the terms or conditions of the specification shall be valid unless reduced to writing and signed by both parties.

Town of Middletown, RI Request for Proposal - MIDD-025-008

SPECIFICATIONS, DEFINITION: The term "specification" or "RFP specification" as used in this solicitation shall be interpreted to mean all the pages that make up this solicitation.

IV. SPECIAL PROVISIONS FOR SERVICES

CONTRACTOR, DEFINITION: The term "Contractor" refers to the party entering into a contract with the Town of Middletown as a result of this solicitation.

COOPERATION BETWEEN CONTRACTORS: The Town of Middletown reserves the rights to contract for and perform other or additional work on or near the work covered by these specifications. When separate contracts are let within the limits of any one project, each contractor shall conduct his work so as not to interfere with or hinder the progress or completion of the work being performed by other contractors. Contractors working on the same project shall cooperate with each other as directed. Each contractor involved shall assume all liability, financial or otherwise, in connection with his contract and shall protect and save harmless the Town of Middletown from any and all damages or claims that may arise because of inconvenience, delays, or loss experienced by them because of the presence and operations of other contractors working within the limits of the same project.

COORDINATION WITH AGENCIES: The Contractor shall coordinate his activities with the proper regulatory agencies and have their representative on site at the proper times.

DAMAGE: The contractor shall be held responsible for any breakage, loss of the Town of Middletown’s equipment or supplies through negligence of the contractor or his employee while working on the Town of Middletown’s premises. The contractor shall be responsible for restoring or replacing any equipment, facilities, etc. so damaged. The contractor shall immediately report to the Town of Middletown any damages to the premises resulting from services performed under this contract. Failure or refusal to restore or replace such damaged property will be a breach of this contract.

INSURANCE REQUIREMENT: Within ten (10) consecutive calendar days of award of contract, Successful Proposer must furnish the Town of Middletown with the Certificates of Insurance proving coverage as specified in “Proposer’s Statement Regarding Insurance Coverage” and naming the Town of Middletown, its officers and agents, Additional Insured by endorsement. Contractor will, at its own expense, provide and keep in force the following insurance coverages:

• Workmen’s Compensation and Employment Liability Insurance in compliance with statutory limits;

• Comprehensive General Liability Insurance including Products Completed, Contractual, Property, and Personal Injury coverage with combined single limits of $1,000,000 per occurrence and in the aggregate;

• Professional Liability Insurance with a limit of $1,000,000 per claim and in the aggregate;

Town of Middletown, RI Request for Proposal - MIDD-025-008

• Automobile Liability Insurance including non-owned and hired automobiles with the limits listed below.

◦ Bodily Injury - $500,000 each person; $500,000 each occurrence

◦ Property Damage - $100,000 each occurrence

• Defense of Town: all insurance companies shall have the duty to defend the Town against liability or property damage claims arising from the conduct of the Contractor and/or its agents or employees.

RIGHTS RESERVED:

(a) Rejection of Work. Contractor agrees that the Town of Middletown has the right to make all final determinations as to whether the work has been satisfactorily completed;

(b) Completion of Work. If Contractor fails to comply with the conditions of the contract, or fails to complete the required work or furnish the required materials within the time stipulated, the Town of Middletown reserves the right to purchase in the open market, or to complete the required work, at the expense of the Contractor.

V. OBJECTIVE/SCOPE OF WORK & EVALUATION CRITERIA

OBJECTIVE:

A. The Town of Middletown is soliciting proposals from qualified firms to provide sewer utility financial management consulting services associated with completing a comprehensive Sewer Capital Planning and Sewer Rate Study. The most recent analysis was completed in February 2020. The objective of this study is to evaluate the past, present, and future operational budgets of the Town, and make recommendations for fixed charges and sewer usage charges (together, a "rate structure") which equitably recovers the cost of providing services to each customer.

B. Subsequent to the receipt of proposals and the selection of a consultant, and considering the cost to complete the analysis. The Town will choose only one consultant through this process, and will not contract with different consultants.

SCOPE OF WORK:

Task 1 - Data Gathering and Assessment of Current Conditions. Proposer will meet with the Town to gain an in-depth, comprehensive understanding of the current systems, processes, and financial conditions of the Sewer Department. This work will include developing an understanding of the various meter reading systems, billing systems, and accounting systems and will ensure that we fully comprehend the sources and reliability of the data that will be used to construct the rate model. Additionally, this review and data gathering will provide the Proposer a full understanding of the revenue generation success and/or limitations of the existing rate

Town of Middletown, RI Request for Proposal - MIDD-025-008 structure, including developing knowledge of the current and past account balances of various accounts within the Sewer Department.

Task 2 – Cost of Service Delineation. The primary goal of this task is a full assessment of the foreseeable operational, debt service, capital renewal and any other expenses that will be funded through utility operations. The assessment cost categories that will be reviewed include:

• Labor cost assessment – Current agreements with contractual increases

• Expense cost assessment – Current and projected

• Development of an up-to-date Debt Service schedule

• Inclusion of future debt service expectations

• Inclusion of capital improvement costs

• Current and future environmental regulations

• Review of asset depreciation practices

Task 3 – Consumption Assessment. Once the Cost of Services is defined, the variables which play into the reliability and durability of the various revenue streams will be evaluated. Based upon the understanding of the current revenue generation model in Middletown, the following revenue streams will be assessed:

• Billed consumption assessment – current and projected future including an evaluation of demand trends in the utility’s user base

• Fee Revenues – current and projected future

• Lien Revenues – current practices and evaluation of future practices if changes to current lien practices are under consideration

• Lease Revenues – current and projected future

Task 4 – Rate Model Construction and Review. After the first three tasks outlined above are completed, The Proposer will construct a detailed, user- friendly sewer rate model based upon:

• The current and future costs of service through 2031

• The current and future trends for revenue generating metrics through 2031

• A different rate model that may be used in Rhode Island for revenue generation. Upon consultation with the Town, this model may include one of the following:

1. Variable fixed charge rate structure,

2. Variable minimum quarterly consumption rate structure,

3. Multi-tier (conservation) volumetric rate structure,

4. Evaluation of current service charges, or

5. Other rate options the Town may wish to explore.

Task 5 – Rate Study Report Generation and Presentation. The Proposer will develop a Cost of Service Sewer Capital Planning and Sewer Rate Study report to document the outcomes of the tasks outlined above and provide a reference document for the Town going forward. Specifically, the report will provide the following information:

• A description of the current and proposed future rate structures;

• A description of the reasoning for the proposed future rate structure, including any proposed changes to the current service charges;

• A detailed evaluation of the impacts of the proposed sewer rate upon the various user classes within the Town;

• A projection of the revenue generation characteristics for each of the components of the rate structure; and

Town of Middletown, RI Request for Proposal - MIDD-025-008

• A comparison of the expected revenue generation performance of the proposed structure against the current structure.

The three steps of the report generation process will be:

1. Preliminary draft report based upon the consensus reached at the meeting in Task 4;

2. Review and comment on the draft report by the Town of Middletown; and

3. Generation of the final Cost of Service Sewer Capital Planning and Sewer Rate Study report.

Schedule Upon successfully identifying a proposer and signing an agreement of services, the proposer will complete the scope of work within three (3) months. Following the presentation to the Town Council, the proposer will finalize their recommendations and present them in a report.

The project will be considered complete with the submission of the final report.

EVALUATION CRITERIA:

The Town reserves the right to waive any and all formalities and to award the contract on the basis of competitive negotiations to the firm it deems most qualified based upon professional competency, technical merit, and experience with similar work and price.

The following criteria will be considered (not necessarily in the listed order) by the Town in evaluating the proposals submitted and making this award:

1. The firm’s background and relevant work experience as related to the scope of work.

2. The qualifications and suitability of experience of key staff members that will be assigned to tasks outlined in the scope of work.

3. Proven ability to complete similar studies in a timely fashion.

4. Quality of references of current and prior clients (Please list like projects completed or those in progress since 2020).

5. Cost to complete tasks outlined in the scope of work.

6. All interviews and presentations, which may be required.

Based upon the evaluation of proposals submitted, the Town may require formal presentations before a review committee regarding qualifications, project approach, and the ability to provide the required services to best serve the needs of the town of Middletown.

Town of Middletown, RI Request for Proposal - MIDD-025-008

VI. PROPOSAL DOCUMENTS TO BE RETURNED

Proposals should be clearly labeled and submitted in a sealed envelope or box bearing the name of the Proposer, RFP number, and submittal deadline. Proposer’s authorized representative must properly initial any erasures or alterations of any kind. Proposals that contain omissions or improper erasures or irregularities may be rejected. No oral, electronic, telegraphic, or telephonic proposals or modifications will be considered. The following documents must be completed and submitted on or before the submittal deadline for the proposal to be considered complete:

1. Proposal Form

2. Non-Collusion Affidavit

3. Proposer’s Statement Regarding Insurance Coverage

4. Proposer Statement of Relevant Experience

Additional information to be provided:

1. Company ownership. If incorporated, the state in which the company is incorporated and the date of incorporation;

2. Location of the company offices;

3. Number of employees both locally and nationally;

4. Location(s) from which employees will be assigned;

5. Name, address, and telephone number of the Proposer’s point of contact for a contract resulting from this RFP;

6. Company background/history and why Proposer is qualified to provide the services described in this RFP;

7. Length of time Proposer has been providing services described in this RFP. Please provide a brief description;

8. Resumes for key staff to be responsible for performance of any contract resulting from this RFP;

9. Fee schedule for appropriate staff to provide the required services.

Proposals must be submitted on preprinted forms supplied by the Finance Office.

Proposers shall submit one (1) original proposal marked “MASTER”, and three (3) identical copies on or before the submittal deadline.

Town of Middletown, RI Request for Proposal - MIDD-025-008

VII. PROPOSAL FORM

NAME AND ADDRESS OF BIDDING FIRM:

Firm Name

Mailing Address

City/Town, State, & Zip

Phone and email address

Type of business (corporation, partnership, sole proprietorship)

The RFP, all addenda, and the following documents by this reference are hereby made a part of this proposal:

1) Request for Proposal

2) Instructions to Proposer

3) Terms and Conditions

4) Special Provisions for Services

5) Objective/Scope of Work & Evaluation

Criteria

6) Proposal Documents to be Returned

7) Proposal Form

8) Non-Collusion Affidavit

9) Insurance Coverage

10) Statement of Relevant Experience

Proposer acknowledges receipt (if applicable) of Addenda Number(s) and date(s)_____( / ), _____( / ), and _____( / ).

Name of Authorized Representative (print)

Signature Title

Town of Middletown, RI Request for Proposal - MIDD-025-008

VII. PROPOSAL FORM (continued) The cost of all labor, material, and equipment necessary for the completion of the work itemized, even though not shown or specified, shall be included in the unit price for the table shown hereon. The Town of Middletown reserves the right to increase or decrease the quantity of any item or omit items as may be deemed necessary and the same shall in no way affect or make void the contract. When increases or decreases are made, appropriate additions or deductions from the contract total price will be made at the stipulated unit price.

A. Cost proposal is to complete the full scope of work

Description Item Cost ($) Item Cost (written in words)

Full Scope of Sewer Rate Analysis $ .

Town of Middletown, RI Request for Proposal - MIDD-025-008

VIII. NON-COLLUSION AFFIDAVIT

To Be Completed, Notarized, and Submitted With Bid

State of Rhode Island County of Newport

I ________________________________________________, Proposer, being first duly sworn, deposes and says that he or she is Owner of the party making the foregoing bid that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the Bidder has not directly or indirectly induced or solicited any other Bidder to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any Bidder or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the Bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the Bidder or any other Bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other Bidder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and further, that the Bidder has not , directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid."

Date (Signed at)

Proposer name Authorized Representative (Person, Firm, Corp.)

Address Representative's Name

City, State, Zip Representative's Title

Town of Middletown, RI Request for Proposal - MIDD-025-008

IX. INSURANCE COVERAGE

PROPOSER HEREBY CERTIFIES that the Proposer has reviewed and understands the insurance coverage requirements specified in the Request For Proposal Number MIDD-025-008, Sewer Rate Analysis. Should the Proposer be awarded the contract for the work, Proposer further certifies that the Proposer can meet the specified requirements for insurance, and agrees to name the Town of Middletown as Additional Insured for the work specified.

Insurance Required:

• Workman’s Compensation in compliance with statutory limits

• Professional Liability Insurance

• General Liability Insurance

• Automobile Insurance

Name of Proposer (Person, Firm, or Corporation)

Signature of Proposer's Authorized Representative

Name & Title of Authorized Representative

Date of Signing

Town of Middletown, RI Request for Proposal - MIDD-025-008

X. STATEMENT OF RELEVANT EXPERIENCE

List five references for which your firm provided similar services for a municipal or other governmental unit within the last five years.

I hereby certify that I have performed the work listed below.

Signature of Proposer

DESCRIPTION DATES CONTRACT

AMOUNT

CUSTOMER

CONTACT

CUSTOMER

TELEPHONE &

EMAIL

Town of Middletown, RI Request for Proposal - MIDD-025-008