Municipal Separate Storm Sewer System Inspections.pdf

Request for Proposal (RFP) RFP No. SD-2026-06 Municipal Separate Storm Sewer System (MS4) Inspections (SD-2026-06) RFP Issued: June 16, 2026

12.3.2025 COD Model RFP

SELECTED CONTENTS

Contents

10. Date of RFP:

20. Project Manager and Contact with City; Questions about this RFP

DESCRIPTION OF PROJECT AND NATURE OF RFP

30. Project

40. Scope of Work

50. Compensation Amount and Schedule

60. Definitions in this RFP: City, RFP, Proposal, Candidate, Contractor, Should

70. Contract

80. Trade Secrets and Confidentiality

85. Reserved

90. Bonds

100. Insurance

110. Discretion of the City

SCHEDULE

120. Schedule

130. Keeping Proposals Open

140. Deadline to Submit Proposals

GETTING MORE INFORMATION ON THE PROJECT AND RFP PROCESS

150. Questions

160. Pre-submittal conferences, meetings, and site visits

170. Updates and revisions to RFP

EVALUATION CRITERIA

180. Evaluation Criteria

185. Cover Letter — 20 points

190. Tab 1: Qualifications — 60 points

195. Tab 2: Experience — 150 points

200. Tab 3: Understanding of the Project — 70 points

225. Tab 4: Miscellaneous — 70 points

230. Tab 5: Contract Cost — 40 points

CONTENTS OF PROPOSAL

240. Contents of Proposal

250. Equal Business Opportunity Program

HOW TO SUBMIT A PROPOSAL

270. How to submit a proposal

280. Format

290. Alternative Proposals

300. Candidate to Bear Expense; No Claims against City

310. State Treasurer’s lists regarding Iran and Boycott of Israel

320. Notice Under the Americans with Disabilities Act

330. Values of City of Durham regarding Treatment of Employees of Contractors

Exhibit A – Standard Operating Procedure ............................................................................................. A

Exhibit B – Municipal Separate Storm Sewer System (MS4) Inspections ................................................ B

Exhibit C – Storm Sewer Cleaning ............................................................................................................ C

Exhibit D – Project Special Provisions ..................................................................................................... D

Exhibit E – Contract .................................................................................................................................. E

Exhibit F – Performance Bond and Payment Bond .................................................................................. F

Exhibit G – Equal Business Opportunity Program (EBOP) Procurement Forms...................................... G

Exhibit H – Non-Collusion Affidavit ......................................................................................................... H

Exhibit I – Contractor Safety Record Information .................................................................................... I

10. Date of RFP:

Issued: June 16, 2026

20. Project Manager and Contact with City; Questions about this RFP.

Direct questions and concerns to:

Attn: Megan Walsh, PE City of Durham Environmental and Street Services Department Engineering and Stormwater Division 101 City Hall Plaza Durham, NC 27701

Office: (919) 560-4326 ext. 30246 Fax: (919) 560-4316 Email: megan.walsh@durhamnc.gov

If you have concerns about this RFP that you believe are not being addressed by the project manager, please contact:

Attn: Greg Smith, PE, Sr. Engineering Manager - Stormwater Infrastructure Environmental and Street Services Department 101 City Hall Plaza Durham NC 27701-3329

Office: (919) 560-4326 ext. 30255 Fax: (919) 560-4316 Email: greg.smith@durhamnc.gov

DESCRIPTION OF PROJECT AND NATURE OF RFP

30. Project. The project includes the furnishing of all materials, labor, equipment, tools, etc.

unless otherwise specified, for stormwater structure (basin) inspections as well as the complete inspection of portions of the Municipal Separate Storm Sewer System (MS4) for specified site locations throughout the City of Durham. Inspections of the MS4 shall include location and verification of system components, inspections to locate possible illicit discharges into the system, and general inspections of system components to document condition. It is the City’s intent that this contract shall be issued for a period of one (1) year, and if the work proceeds successfully, the contract could be renewed annually for a total of five years.

The purpose of this project is to fulfill a requirement of the City of Durham’s National Pollutant Discharge Elimination System (NPDES) stormwater permit.

mailto:megan.walsh@durhamnc.gov mailto:greg.smith@durhamnc.gov

40. Scope of Work.

The City is soliciting a person or firm to provide the services indicated in the table below in the quantities indicated. The City is likely to prefer proposals where the Standard Operating Procedure provided in Exhibit A will be followed.

Reference Service Description Quantity Unit Exhibit B MS4 Basin Inspections 2,900 EA Exhibit B MS4 Mainline Inspections 100 HR Exhibit B MS4 Mainline Inspections - Quick Response 20 HR Exhibit C Cleaning for MS4 Inspections 100 HR Exhibit C Cleaning for MS4 Inspections - Quick Response 20 HR Exhibit B Mobilization for MS4 Mainline Inspections 16 EA Exhibit B Mobilization for MS4 Mainline Inspections - Quick Response 4 EA Exhibit D Reimbursement for Water Access Equipment 12 EA

FIGURE 1 – SERVICES AND QUANTITIES

The service “MS4 Basin Inspection” forms the core of the scope of work. The successful firm will be provided with a set of mapped grids including the City stormwater infrastructure from which the basin inspections will be performed. The number of basins included to be inspected in the set of grids will be approximately 2,900.

FIGURE 2 - CITY OF DURHAM GRID FOR STORMWATER INFRASTRUCTURE

The successful firm will also be requested to provide “MS4 Mainline Inspections” and “Cleaning for MS4 Inspections” at various times throughout the course of the one-year contract. These requests will be issued for normal response and quick response depending on the particular need at the time.

The City expects the scope of work to be completed within one year. It is anticipated that a Notice to Proceed will be issued in October of 2026.

Example templates (PACP and MACP) for delivering inspection data via ITpipes may be requested by sending an email to jacob.donnelly@durhamnc.gov.

mailto:jacob.donnelly@durhamnc.gov

50. Compensation Amount and Schedule.

The City intends to compensate the successful firm using the unit prices provided in the candidate’s submittal. For the sake of uniformity of the submittals, all candidates should submit their proposed pricing using the unit price work form provided below. All candidates should use a unit price of $150 for item no. 8. If the actual cost of this item exceeds this amount during the course of the work, the City would entertain a request to increase the reimbursement amount for water access equipment.

All costs to perform the scope of work should be included in the unit price for each item. The City does not intend to provide compensation outside of the unit price work framework.

No. Reference Service Description Quantity Unit Unit Price Item Value 1 Exhibit B MS4 Basin Inspections 2,900 EA $ - 2 Exhibit B MS4 Mainline Inspections 100 HR $ - 3 Exhibit B MS4 Mainline Inspections - Quick Response 20 HR $ - 4 Exhibit C Cleaning for MS4 Inspections 100 HR $ - 5 Exhibit C Cleaning for MS4 Inspections - Quick Response 20 HR $ - 6 Exhibit B Mobilization for MS4 Mainline Inspections 16 EA $ - 7 Exhibit B Mobilization for MS4 Mainline Inspections - Quick Response 4 EA $ - 8 Exhibit D Reimbursement for Water Access Equipment 12 EA $ 150.00 $1,800.00

Total for SD-2026-06

FIGURE 3 - UNIT PRICE WORK FORM

Payment will be made to the successful candidate on a monthly basis for the unit price work performed during the period.

60. Definitions in this RFP: City, RFP, Proposal, Candidate, Contractor, Should.

Unless the context indicates otherwise – (a) The expressions “RFP,” “this RFP,” and “the RFP” refer to this document as it may be amended or updated. (b) “City” and “city” mean the City of Durham. (c) The “proposal” or "Bid" is the response of a person, firm, or corporation proposing to provide the services sought by this RFP. (d) The word “Candidate” or “candidate” is the person, firm, or corporation that submits a proposal or that is considering submitting a proposal. (e) The word “Contractor” or “contractor” is the person, firm, or corporation with which the City enters into a contract to provide the services sought by this RFP. That is, “contractor” generally refers to a successful candidate that has obtained a fully executed contract with the City, while “candidate” is generally reserved to the stage before a contract has been signed. (f) The word “should” is used to tell candidates what the City thinks it wants and/or what the project manager thinks is best.

Candidates that want to increase the likelihood of being selected will, in general, do what the RFP says candidates “should” do, but failure to comply with all “shoulds” will not necessarily and automatically result in rejection.

70. Contract.

The City anticipates that at the conclusion of the RFP process there will be a contract between the City and the successful candidate under which the successful candidate will provide the goods and services generally described in this RFP. It is the City’s intention to use the contract that is attached as Exhibit E, modified and filled in to reflect the RFP and the proposal. If a candidate objects to any of the contract provisions, it should state the objections in its proposal. An objection does not guarantee that the City will change its contract provisions. Failure to provide objections creates an assumption that the candidate accepts all standard City contract terms and conditions.

If federal assistance or funds are used in conjunction with the services provided by the candidate, clauses for contracts involving federal financial assistance shall be incorporated into contract. The Candidate is required to be familiar with these federal assistance clauses and to comply with them.

80. Trade Secrets and Confidentiality.

As a general rule, all submissions to the City are available to any member of the public. However, if materials qualify as provided in this section, the City will take reasonable steps to keep trade secrets confidential.

Definitions.

In this section (Trade Secrets and Confidentiality) –

The term “candidate” includes the candidate as contractor (that is, after it is a party to a contract with the City).

The term “trade secret” means business or technical information, including but not limited to a formula, pattern, program, device, compilation of information, method, technique, or process that:

a. Derives independent actual or potential commercial value from not being generally known or readily ascertainable through independent development or reverse engineering by persons who can obtain economic value from its disclosure or use; and

b. Is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.

The existence of a trade secret shall not be negated merely because the information comprising the trade secret has also been developed, used, or owned independently by more than one person, or licensed to other persons.

The term “record” means all documents, papers, letters, maps, books, photographs, films, sound recordings, magnetic or other tapes, electronic data-processing records, artifacts, or other documentary material, regardless of physical form or characteristics, received by the City of Durham in connection with the candidate’s proposal.

(a) Designation of Confidential Records. To the extent that the candidate wishes to maintain the confidentiality of trade secrets contained in materials provided to the City, the candidate shall prominently designate the material with the words “trade secrets” at the time of its initial disclosure to the City. The candidate shall not designate any material provided to the City as trade secrets unless the candidate has a reasonable and good-faith belief that the material contains a trade secret. When requested by the City, the candidate shall promptly disclose to the City the candidate’s reasoning for designating material as trade secrets; the candidate may need to label parts of that reasoning as trade secrets. In providing materials to the City, the candidate shall make reasonable efforts to separate those designated as trade secrets from those not so designated, both to facilitate the City’s use of the materials and to minimize the opportunity for accidental disclosure. For instance, if only a sentence or paragraph on a page is a trade secret, the page must be marked clearly to communicate that distinction. To avoid mistake or confusion, it is generally best to have only trade secret information on a page and nothing else on that page.

To the extent authorized by applicable state and federal law, the City shall maintain the confidentiality of records designated “trade secrets” in accordance with this section.

Whenever the candidate ceases to have a good-faith belief that a particular record contains a trade secret, it shall promptly notify the City.

(b) Request by Public for Access to Record. When any person requests the City to provide access to a record designated as a trade secret in accordance with subsection (a) above, the City may

(1) decline the request for access,

(2) notify the candidate of the request and that the City has provided, or intends to provide, the person access to the record because applicable law requires that the access be granted, or

(3) notify the candidate of the request and that the City intends to decline the request.

Before declining the request, the City may require the candidate to give further assurances so that the City can be certain that the candidate will comply with subsection (c) below.

(c) Defense of City. If the City declines the request for access to a record designated as trade secrets in accordance with subsection (a), then, in consideration of the promises in (b) above and for considering the candidate’s proposal, the candidate agrees that it shall defend, indemnify, and save harmless Indemnitees from and against all Charges that arise in any manner from, in connection with, or out of the City’s non-disclosure of the records. In providing that defense, the candidate shall at its sole expense defend Indemnitees with legal counsel. The legal counsel shall be limited to attorneys reasonably acceptable to the City Attorney.

Definitions.

As used in this subsection (c), “Charges" means claims, judgments, costs, damages, losses, demands, liabilities, fines, penalties, settlements, expenses, attorneys’ fees, and interest.

Indemnitees" means the City, and officers, officials, independent contractors, agents, and employees, of the City.

“Indemnitees” does not include the candidate. The City may require the candidate to provide proof of the candidate’s ability to pay the amounts that may reasonably be expected to become monetary obligations of the candidate pursuant to this section. If the candidate fails to provide that proof in a timely manner, the City shall not be required to keep confidential the records whose non-disclosure gives rise to the potential monetary obligation. Nothing in this agreement shall require the City to require any person (including the City itself) to be placed in substantial risk of imprisonment, of being found by a court to be in contempt, or of being in violation of a court order. This subsection (c) is separate from and is to be construed separately from any other indemnification and warranty provisions in the contract between the City and the candidate.

85. Reserved.

90. Bonds.

The City will require performance bond and payment bond from the successful firm. The bond amounts shall be equal to the contract amount. Templates for the performance and payment bonds may be found in Exhibit F.

100. Insurance. The Contractor agrees to maintain on a primary basis, at its sole expense, and at all times during the life of this contract the following applicable coverages and limits. The requirements contained herein, as well as the City’s review or acceptance of insurance maintained by the Contractor, is not intended to, and shall not in any manner, limit or qualify the liabilities or obligations assumed by the Contractor under this contract.

A. Commercial General Liability – Combined single limit of no less than $1,000,000 each occurrence and $2,000,000 aggregate. Coverage shall not contain any endorsement excluding or limiting Product/Completed Operations, Contractual Liability, Cross Liability, or Personal and Advertising Injury Liability.

B. Automobile Liability – Limits of no less than $1,000,000 Combined Single Limit. Coverage shall include liability for Owned, Non-Owned, and Hired automobiles. In the event the Contractor does not own automobiles, the Contractor agrees to maintain coverage for Hired and Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or by separate Auto Liability policy. Automobile coverage is necessary only if vehicles are used in the provision of services under this contract or are brought on a City site.

C. Umbrella or Excess Liability – The Contractor may satisfy the minimum liability limits required above under an Umbrella or Excess Liability policy. There is no minimum Per Occurrence limit of liability under the Umbrella or Excess Liability. However, the Annual Aggregate limits shall not be less than the highest “Each Occurrence” limit for required policies. The Contractor agrees to endorse the City as an “Additional Insured” on the Umbrella or Excess Liability unless the certificate of insurance states the Umbrella or Excess Liability provides coverage on a “Follow-Form” basis.

D. Workers’ Compensation & Employers Liability – The Contractor agrees to maintain Worker’s Compensation Insurance in accordance with Chapter 97 of the North Carolina General Statutes and with Employer Liability limits of no less than $1,000,000 for each accident, each employee, and policy limit. This policy must include a waiver of subrogation.

E. Professional Liability- The Contractor agrees to maintain Professional Liability Insurance with limits no less than $1,000,000.

F. Additional Insured – The Contractor agrees to endorse the City as an Additional Insured on the Commercial General Liability. The Additional Insured shall read “City of Durham as its interest may appear”.

G. Certificate of Insurance – The Contractor agrees to provide the City a certificate of insurance evidencing that all coverage, limits, and endorsements required herein are maintained and in full force and effect, and certificates of insurance shall provide a minimum thirty (30) day endeavor to notify, when available, by the Contractor’s insurer. If the Contractor receives a non-renewal or cancellation notice from an insurance carrier affording coverage required herein or receives notice that coverage no longer complies with the insurance requirements herein, the Contractor agrees to notify the City within five (5) Business Days with a copy of the non-renewal or the cancellation notice or with written specifics as to which coverage is no longer in compliance. The Certificate Holder address should appear as follows:

City of Durham Attn: Megan Walsh Environmental & Street Services Department 101 City Hall Plaza Durham, NC 27701

H. All primary insurance carriers must be authorized to do business in North Carolina.

110. Discretion of the City.

A. The City of Durham reserves the right to (i) reject any, any part of, or all proposals, or (ii) accept that proposal which the City deems to be in its best interest, whether or not it is the lowest dollar proposal.

B. NOTWITHSTANDING anything to the contrary in this document or in any addendums to this document, unless the contrary provision refers specifically to this provision, the City reserves the right (i) to negotiate changes of any nature with any candidate with respect to any term, condition, or provision in this document and/or in any proposals, whether or not something is stated to be mandatory and whether or not it is said that a proposal will be rejected if certain information or documentation is not submitted with it, and (ii) to enter into an agreement for some or all of the work with one or more persons, firms, or corporations that do not submit proposals. For example, all deadlines are for the administrative convenience or needs of the City and may be waived by the City in its discretion. This subparagraph B applies to the entire RFP, including the UBE portions.

C. Where the City asks or tells candidates to do stated things, such as that a proposal should follow a stated format or that the candidate should do stated things in seeking the contract, the City may reject a proposal because it does not comply with those requests, so the candidate is adding to its risk of rejection by non-compliance. Still, the City may, in its discretion, waive non-compliance. This subsection (C) does not limit subsections (A) and (B).

D. Of course, once a contract is signed, the parties to the contract may enforce the contract according to its terms as allowed by applicable law.

SCHEDULE

120. Schedule.

This schedule is the City's best estimate of the schedule that will be followed. If a component of this schedule from the beginning to receipt of proposals is delayed, the rest of the schedule will be shifted.

RFP Process Date

Advertisement of Request for Proposal June 16, 2026

Pre-Submittal Conference June 23, 2026 2:00 PM

Deadline for questions July 9, 2026

Proposal Submittal Deadline July 20, 2026, 11:00 AM

Submittal Evaluation Committee to complete its evaluation Week of August 3, 2026

Interviews (if necessary): Week of August 10th, 2026

Notice of Intent to Award a Contract Week of August 17th, 2026

City Council Authorization October, 2026

Contract Execution & Notice to Proceed November, 2026

The City expects the services to be completed one year after the Notice to Proceed.

130. Keeping Proposals Open. All proposals will remain open and valid for the City to accept for a period of 90 days after the deadline for submission of proposals. The Project Manager may release candidates from this obligation by a written letter that specifically refers to this paragraph if he or she determines that the candidate and/or the proposal will not meet the City’s needs.

140. Deadline to Submit Proposals.

Candidates should see that their proposals are received by email, one electronic copy in PDF format of your submittal to megan.walsh@durhamnc.gov by July 20, 2026, 11 AM

GETTING MORE INFORMATION ON THE PROJECT AND RFP PROCESS

150. Questions.

Questions about the RFP and the RFP process should be submitted to the project manager identified at the beginning of this RFP.

160. Pre-submittal conferences, meetings, and site visits.

The City will conduct a virtual pre-submittal conference on June 23, 2026 at 2 PM. Send an email to megan.walsh@durhamnc.gov to indicate your desire to attend. An email invitation will be sent to you in advance of the conference. Attendance is strongly recommended for those wishing to submit a proposal.

170. Updates and revisions to RFP.

Updates to this RFP (“addendums” or “addenda”) will be sent to those who have supplied their email address to the project manager. This RFP and addenda are normally posted on the City’s Bid Postings project web page (https://www.durhamnc.gov/Bids.aspx). Check the web page to see that you have received all addenda.

EVALUATION CRITERIA

180. Evaluation Criteria.

If an award is made, it is expected that the City’s award will be to the candidate that agrees to meet the needs of the City. A number of relevant matters will be considered, including qualifications and cost. The Evaluation Criteria are intended to be used to make a recommendation to the entity or person (the City Manager or the City Council) who will award the contract, but who are not bound to use these criteria or to award on the basis of the recommendation. The City reserves the right to change the criteria and to otherwise vary from this procedure as it determines to be in the City’s interest.

185. Cover Letter — 20 points.

Submittals will be evaluated to determine how well the cover letter meets the requirements set out in the RFP.

190. Tab 1: Qualifications — 60 points Submittals will be evaluated against the questions below to determine how qualified the submitter is in meeting the requirements of the RFP.

a. What type of equipment (camera and software) will be used for basin inspections and pipe vide inspections?

b. What are the current NASSCO certifications of the team?

mailto:megan.walsh@durhamnc.gov https://www.durhamnc.gov/Bids.aspx

c. How well does the Organizational Chart depict a qualified team?

d. How well qualified is the Project Manager?

e. How well qualified is the overall team?

f. How well qualified are the proposed subconsultants?

g. What is the nature and number of any previous team collaborations for similar projects?

195. Tab 2: Experience — 150 points.

Submittals will be evaluated against the questions below to determine the experience of the submitter in similar projects.

a. Experience providing basin inspections (number) and pipe video inspections (length) by NASSCO certified team members.

b. Experience in similar projects.

c. Experience of the primary firm.

d. Experience of the overall team.

e. Experience of the proposed subconsultants.

f. Experience depicted in the included resumes.

200. Tab 3: Understanding of the Project — 70 points.

Submittals will be evaluated against the questions below to determine how well the submitter displays their understanding of the project and requirements described in the RFP.

a. How well has the candidate demonstrated a thorough understanding of the purpose and scope of the project?

b. How well has the candidate identified issues and potential problems related to the project?

c. How well has the candidate demonstrated that it understands the deliverables the City expects it to provide?

d. How well has the candidate demonstrated that it understands the City's schedule and can meet it?

e. How well does the quality control approach proposed by the submitter ensure a successful project?

f. What is the firm’s understanding of the City’s role in the project?

225. Tab 4: Miscellaneous — 70 points.

Submittals will be evaluated against the questions below to determine how well the submitter meets miscellaneous requirements described in the RFP.

a. What is the location of the primary team members?

b. How well did the submitter adhere to the City’s Equal Business Opportunity Program?

c. Did the submitter attend the Pre-Submittal Conference?

d. How well did the submittal meet the requirements for font, number of pages, description of claims, conflicts of interest, etc.?

e. Are the required forms included in the submittal?

f. How well organized is the submittal?

230. Tab 5: Contract Cost — 40 points.

The lowest cost proposal will receive the maximum number of points allocated to cost. Cost is one of a number of factors, so a candidate with the lowest cost cannot count on being selected.

CONTENTS OF PROPOSAL

240. Contents of Proposal.

The submittal should include the following sections (tabs). Cover letter shall be a maximum of two single-sided pages in length. Tabs 1 through 4 shall be a maximum of fifteen single-sided pages in length. Required forms, resumes, and tabs/dividers do not count toward the page limit.

Cover Letter.

The submittal should contain a cover letter, signed by a principal of the candidate. The cover letter shall be a maximum of two single-sided pages in length and will not count towards the overall page limit. The cover letter should contain the following statements and information.

1. Statement 1. The undersigned, whose title and position with the candidate are stated next to or beneath his or her signature, has the authority to submit this proposal (including this cover letter) on behalf of the candidate in response to the City of Durham’s Request for Proposal.

2. Statement 2. Unless otherwise clearly stated in this response to the RFP, our proposal accepts the terms and conditions stated in the RFP, including the description of services to be performed and the provisions of the contract to be signed.

3. Statement 3. This proposal is an offer that cannot be revoked before 90 days after the receipt of proposals. The City may allow the candidate to withdraw the offer by sending written withdrawal permission that refers specifically to this provision.

4. Statement 4. The cover letter should contain one of the following two paragraphs A or B. If (i) the cover letter lacks both paragraph A and paragraph B, or (ii) the cover letter contains paragraph A but fails to comply with the instructions in the section of the RFP titled “Trade Secrets and Confidentiality,” the City may treat everything it receives from the candidate as NOT trade secret or confidential, and the City may disclose to the public everything it receives from the candidate.

A. With respect to all trade secrets that the candidate may submit to the City in connection with this proposal or the contract, if the contract is awarded to the candidate, the candidate shall comply with the section of the RFP titled “Trade Secrets and Confidentiality,” including all of its subsections, including the subsection titled “Defense of City.” The candidate acknowledges that the City will rely on the preceding sentence.

-or-

B. The candidate is not submitting any trade secrets to the City in connection with this proposal or the contract; if the contract is awarded to the candidate, the candidate will not submit any trade secrets to the City in connection with this proposal or the contract. The candidate acknowledges that the City will rely on the preceding sentence.

5. Contact information. Include the candidate’s name and address, and the contact information (name, mailing address, email address, fax number, and telephone number) of the person whom the City should contact regarding the proposal.

6. Legal Status of the Candidate and Signers. State the full, exact name of the candidate.

State whether the candidate is an individual, corporation, limited partnership, general partnership, limited liability company, professional corporation, professional association, etc. If it is anything other than an individual or a general partnership, specify the State under which the entity is organized. If the State under which the entity is organized is not North Carolina, specify whether the candidate has received a certificate of authority from the N. C. Secretary of State to transact business in North Carolina. State whether the entity is in existence at the time the proposal is submitted, and if not, whether and when the candidate intends to officially form the entity. State the names and titles of the individuals who will sign the contract with the City.

7. Conflict of Interest. If the candidate has any grounds to believe there could be a conflict of interest, such as that a City employee who is involved in awarding the contract has a connection with the candidate, please explain.

8. Addendums. The cover letter should list the last addendum that the City issues for this RFP, with the following statement, “The undersigned candidate has read all the addendums issued by the City for this RFP, through and including Addendum No. ____.”

In that blank the candidate should list the number of the last addendum read.

Tab 1: Qualifications.

Qualifications, certifications, and abilities of key staff identified in the proposal, as demonstrated by performance/role in projects of a similar nature.

1. Provide documentation describing the equipment and software to be used for basin inspections and pipe video inspections. Provide confirmation that the software used is PACP and MACP certified and is able to meet the requirements described in Exhibit A:

Standard Operating Procedure.

2. Provide the current NASSCO certifications for all team members.

3. Provide documentation confirming that the person or firm maintains an ArcGIS Online

(AGOL) subscription that allows users to edit spatial data shared by the City in ArcGIS Field Maps using mobile devices. Provide confirmation that the AGOL subscription type is able to meet the requirements described in Exhibit A: Standard Operating Procedure.

4. Provide an organizational chart which clearly identifies the key members of the project team. Subconsultants should be included. Specifically identify the individual(s) who will likely serve as project manager(s).

5. Provide one page resumes for all staff included on the organizational chart. Provide the following information on each resume. Resumes will not be counted towards the page limit.

a. Name and title;

b. Firm;

c. Address;

d. Phone number;

e. Email address;

f. Role in and name of similar past projects;

g. Project responsibilities; and

h. Name of employing company for past projects listed if different from current firm.

6. Describe any previous collaboration(s) between key team members, the responsibilities of each team member during these collaborations, and the project(s) outcome. Cite any significant achievements reached as a result of this collaboration. Discuss the successes of the team collaboration, any design or constructability related problems encountered, and methods used to mitigate issues. Describe and number collaborations between staff in the same firm, and collaborations between firms.

7. List the candidate’s current licenses and certifications that are pertinent to this project.

Tab 2: Experience.

Include the number of basin inspections and the length pipe video inspections performed by NASSCO certified team members.

List a maximum of five (5) relevant, similar projects, either currently in progress or having been completed in the past five (5) years, including any projects within North Carolina, containing work demonstrating the skills and abilities of the key team members, as follows:

1. List only projects involving the key team members or subcontractors proposed for this

Project.

2. List projects in date order with newest projects listed first and include the following:

a. Brief project description;

b. Dates and times the project services were performed;

c. Owner’s representative having knowledge of the firm’s work, include the contact name, phone, email, address;

d. Provide the initial award of contract amount, the final contract amount (include any and all change orders) and the total time period to complete the work.

Please note whether contract work was completed on time and/or within budget.

e. Name of key team member(s) involved; including any changes to the project team and/or key team member(s) after project initiation, and if the key team member(s) completed the project. Include the project’s current status if it is not yet completed. If experience for a key team member is listed from a previous employer, fully disclose with what firm the work was performed.

f. A list highlighting those skills demonstrated by key team member(s);

g. Discuss the methods, approach and controls used on the project in order to complete it in an effective, timely, economical and professional manner; and

h. Whether or not the project was involved in any claims, how they were resolved, and what the role of the key team members was for resolution.

Tab 3: Understanding of the Project.

1. Discuss the firm’s understanding of the project, the project objectives, and describe the proposed project approach to deliver the Services in an effective, timely and professional manner. Outline the project plans, structure and services to be provided and how and when these services shall be provided. This description should fully and completely demonstrate the firm’s intended methods for servicing the requirements of all aspects of all types of projects set forth herein.

2. Describe your firm’s project management and quality control procedures.

3. Describe any support needed from City staff in order to execute the Services.

Tab 4: Miscellaneous.

1. Discuss the location of the team members included in the organization chart.

2. Discuss the candidate’s ability to handle meet the schedule described in the RFP.

3. Discuss the candidate’s ability to meet the City’s stated bonding and insurance requirements.

4. Discuss how the team meets the Underutilized Business Enterprise (UBE) goals set in the RFP.

a. Identify outreach efforts that were conducted in connection with this RFP.

b. Identify the scope of work to be performed by UBEs during this project.

5. Equal Business Opportunity Program, Procurement Forms (see Section 250 and Exhibit G)

6. Sign the Non-Collusion Affidavit (see Exhibit H) and include it with your response.

7. Complete the Contractor Safety Record Information (see Exhibit I) and include it with your proposal.

Tab 5 Contract Cost.

Submit the completed Unit Price Wok Form with unit prices, item values, and total contract amount.

250. Equal Business Opportunity Program It is the policy of the City to provide equal opportunities for City contracting for underutilized firms owned by minorities and women doing business in the City’s contracting marketplace. It is further the policy of the City to prohibit discrimination against any firm in pursuit of these opportunities, to conduct its contracting activities so as to prevent such discrimination, to correct present effects of past discrimination and to resolve complaints of discrimination. This policy applies to all City contracting, including procurement services.

In accordance with the Ordinance, all contractors/proposers are required to provide information requested in the “Equal Business Opportunity Program Procurement Forms” (see Exhibit G) package included with this Request for Proposal. Proposals that do not contain the appropriate, completed forms may be deemed non-responsive and ineligible for consideration.

The goals for this project are 0% MUBE and 0% WUBE. For procurement services that have no UBE goals, only the “UBE Participation” is required. If you choose to include UBE participation, the “Statement of Intent to Perform as Subcontractor” is required. The “Request to Change UBE Participation After Bid Opening” and the “Questionnaire on Bidder’s Good Faith Efforts” documents are not required at this time.

The Finance Department's Underutilized Business Compliance (UBC) Division is responsible for the Equal Business Opportunity Program. All questions about “Equal Business Opportunity Program Procurement Forms” should be referred to ubcfinance@durhamnc.gov.

HOW TO SUBMIT A PROPOSAL

270. How to submit a proposal.

Candidates should submit their proposals to Megan Walsh via email to megan.walsh@durhamnc.gov as noted in the “Project Manager and Contact with City” section at the beginning of this RFP.

Use the following as your Subject line in the email:

“MUNICIPAL SEPARATE STORM SEWER SYSTEM (MS4) INSPECTIONS (SD-2026-06)”

Proposals are to be received no later than July 20th 2026 by 11 AM. If you do not receive confirmation of receipt within 24 hours of submitting your proposal, please contact Megan Walsh at 919-560- 4326, ext. 30246 or email ssdprojects@durhamnc.gov.

Proposal Check List

• Cover Letter

• Tab 1: Qualifications

• Tab 2: Experience

• Tab 3: Understanding of the Project

• Tab 4: Miscellaneous

• Equal Business Opportunity Program Procurement Forms (Exhibit G)

• Non-Collusion Affidavit (Exhibit H)

• Contractor Safety Record Information (Exhibit I)

• Tab 5: Contract Cost

280. Format.

Candidates should submit one electronic proposal, including all required forms, in PDF format.

Please begin the file name of the PDF with the candidate’s name.

Cover letter shall be a maximum of two single-sided pages in length. Tabs 1 through 5 shall be a maximum of fifteen single-sided pages in length. Required forms, resumes, and tabs/dividers do not count toward the page limit.

Pages may be letter, legal, or ledger format sizes. Type size shall be no smaller than 12 points for narrative sections, but may be reduced for captions, footnotes, etc. as required while maintaining legibility. Divider pages are not included in the page counts. Submissions that do not conform to the requirements listed herein may be removed from consideration at the sole discretion of the City of Durham.

mailto:ubcfinance@durhamnc.gov mailto:ssdprojects@durhamnc.gov

290. Alternative Proposals. If you wish to submit a proposal that does not comply with the City’s standards and expectations, consider submitting two proposals: a proposal that complies, plus a proposal that does not comply, so that your “non-compliant” version can be considered as an alternative if the City is interested. This will allow your compliant version to be considered if the City remains steadfast on applying the standards and expectations.

300. Candidate to Bear Expense; No Claims against City. No candidate will have any claims or rights against the City arising out of the participation by a candidate in the proposal process. No candidate will have any claims or rights against the City for the City’s failure to award a contract to it or for awarding a contract to another person, firm, or corporation, regardless of whether the other person, firm, or corporation participated in the RFP process or did not submit a proposal that complied with the RFP. A notice of award will not constitute acceptance by the City;

the City’s only method of acceptance is the City’s execution of a formal contract in accordance with law.

310. State Treasurer’s lists regarding Iran and Boycott of Israel. If the value of the contract is $1,000 or more, the following applies unless the candidate otherwise states in its proposal: the candidate affirms (by submitting a proposal) that (1) its name does not appear on the list of companies that are engaged in a boycott of Israel developed by the N. C. State Treasurer under N.C.G.S. 147-86.81(a)(1) or on a list created by the Treasurer pursuant to N.C.G.S. 147-86.58 as a company engaging in investment activities in Iran, and (2) it has no reason to expect that its name will appear on either of those lists. Take notice that a contract between a company named on either list and the City may be void.

320. Notice Under the Americans with Disabilities Act. A person with a disability may receive an auxiliary aid or service to effectively participate in city government activities by contacting Durham One Call at 919-560-1200 or ada@durhamnc.gov, as soon as possible but no later than 48 hours before the event or deadline date.

Aviso en virtud de la Ley de Estadounidenses con Discapacidades -- Con el fin de recibir un recurso o servicio auxiliar para participar de manera efectiva en las actividades del gobierno de la ciudad, cualquier persona con una discapacidad puede comunicarse con la línea Durham One Call al teléfono 919-560-1200 o al correo ada@durhamnc.gov, tan pronto como sea posible, a más tardar 48 horas antes del evento o fecha límite.

330. Values of City of Durham regarding Treatment of Employees of Contractors

A. Statement of City EEO Policy. The City of Durham opposes discrimination in employment because of race, color, religion, sex, national origin, disability, familial status, military status, sexual orientation, gender identity, and protected hairstyle. Consistent with Chapter 34 (Non-Discrimination) of the Durham City Code, the City requires that firms doing business with the City:

1. not discriminate against any employee or applicant for employment because of race, mailto:ADA@durhamnc.gov mailto:ADA@durhamnc.gov color, religion, national origin, sex, disability, familial status, military status, sexual orientation, gender identity, and protected hairstyle.

2. take affirmative action to insure that applicants are employed and that employees are treated equally during employment, without regard to race, color, religion, national origin, sex, disability, familial status, military status, sexual orientation, gender identity, and protected hairstyle. This action includes employment, upgrading, demotion, transfer, recruitment or advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship.

3. state, in solicitations or advertisement for employees, that all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, disability, familial status, military status, sexual orientation, gender identity, and protected hairstyle.

4. include this Statement of City EEO Policy in every purchase order for goods to be used in performing City contracts and in every subcontract related to City contracts.

B. Livable Wage. The City of Durham desires that firms doing business with the City pay their workers a livable wage rate while working on City contracts. The livable wage rate is $25.08 after June 30, 2026. The livable wage rate is periodically revised and adopted by City Council.

---- End of RFP ---

A

Exhibit A – Standard Operating Procedure

CONTRACT: SD-2026-06 ENGINEERING AND STORMWATER DIVISION

PROJECT: MUNICIPAL SEPARATE STORM SEWER ENVIRONMENTAL & STREET SERVICES DEPT.

SYSTEM (MS4) INSPECTIONS CITY OF DURHAM, NORTH CAROLINA

DATE: JUNE 16, 2026

EXHIBIT A - STANDARD OPERATING PROCEDURE

PAGE: 1

EXHIBIT A

PACP Standard Operating Procedure

Section 1: General Description and Requirements

The City requires a comprehensive video inspection performed of stormwater pipes. This Standard Operating Procedure (SOP) defines the process for video inspection.

The City requires the Contractor to adhere to the chosen inspection coding system, currently PACP version 7, for their inspection software. An ITpipes template file is available (Durham PACP Template.tpl) for use by the Contractor.

1. Video Inspection:

a. Video Requirements:

i. Video inspection Operators shall be certified in the National Association of Sewer

Service Companies (NASSCO) Pipe Assessment and Certification Program (PACP).

1. Contractor shall have all recorded inspections and necessary playback equipment readily accessible for review by the Engineer or Resident Project Representative at all times.

ii. Whenever possible, Contractor shall complete the inspection of a section of storm sewer in one continuous run.

iii. Camera:

1. Camera shall move through the storm sewer in a stable condition and at a uniform rate throughout the inspection, stopping when necessary to ensure proper documentation of internal conditions, features, or defects.

a. Camera shall travel no faster than 30-feet per minute.

2. Camera shall be constructed for video inspection of storm pipeline, including:

a. Mounted on a tractor to keep the camera centered in the pipe.

3. Camera shall be positioned to reduce the risk of distortion.

4. Camera shall be positioned centrally within the storm sewer.

a. The top of the storm sewer shall correspond to the top of the lens unless adjusting the lens to view a particular defect or feature.

5. Camera should be able to pan/tilt to inspect the full circumference of all joints, pipeline connections, suspected defects, etc. to verify the integrity of the pipe and conclusively determine the nature and extent of all suspected defects.

iv. Contractor shall display at least 75% of the pipe wall at all times during inspection so that defects, features, and other notable information can be collected.

1. Contractor shall reduce the flow by use of pipe plugging or bypass pumping when necessary.

2. At least 90% of the pipeline shall be free of solids, sediment, or debris.

a. If the pipe is less than 90% free of solids, sediment, and debris

Contractor shall submit photographs of the pipeline to the Engineer to determine if the pipeline should be cleaned.

i. The Engineer or Resident Project Representative may make this determination at the Site using the Contractor’s video inspection equipment.

b. Contractor shall clean the pipeline as directed by the Engineer or Resident Project Representative.

PAGE: 2

v. The video will be recorded in color and MPEG 4 (H264) format at a minimum resolution 640x480 with 3,000 Kbps bit rate or approved equal.

vi. Video shall include a running footage indicator that is clearly visible on the screen for the full length of the video inspection.

vii. Each pipeline segment (structure to structure) shall be recorded as a separate video file identified with an initial text screen and completed in accordance with PACP video inspection form Header instructions as follows:

1. ML_Name (Pipe Facility ID)

2. Street

3. US_MH (Upstream MH)

4. DS_MH (Downstream MH)

5. Material

a. Brick

b. Concrete

c. Corrugated Metal Pipe

d. Ductile Iron

e. High Density Polyethylene Pipe

f. Poly Vinyl Chloride

g. Reinforced Concrete Pipe

h. Unreinforced Concrete Pipe

i. Vitrified Clay Pipe

j. Unknown

6. Pipe_Shape (Shape)

a. Arch

b. Box

c. Circular

d. Elliptical

e. Unknown

7. Pipe_Height (Diameter)

8. Pipe_Width (Width)

a. Only if Pipe_Shape is not “Circular”

9. Section_Length (Total Length)

10. Location (Location Code)

11. Inspection_Date (Date)

12. Inspection_Direction (Direction)

viii. Once the inspection of the storm sewer is underway, specific data should be continuously displayed on the monitor and recording. The size and position of the data should be such as to not interfere with the picture, yet shall be easily readable when viewed. At minimum, the following data should be continuously displayed:

1. ML_Name (Pipe Facility ID)

2. US_MH (Upstream MH)

3. DS_MH (Downstream MH)

4. Distance

ix. Video shall include the entire length of the pipeline measured in tenths of a foot.

PAGE: 3

x. Audio:

1. The audio portion of the recordings shall provide a voice narrative of general information and observations made during the inspections.

a. The narrator’s voice should be clear and discernible.

i. Voice descriptions shall include the following information:

1. Pipe Facility ID

2. Upstream Manhole

3. Downstream Manhole

4. Direction of inspection

5. Descriptions

6. Defects

7. Infiltration

8. Leaking

9. Service Connections

10. General Observations

11. Unusual or severe conditions

xi. The severity of each defect or observation shall be recorded and rated…