R-26-003-MM_ 2026 CWIP Condition Assessment RFP_Final_07.24.2026.pdf

Rev. 03.11.2026

SOLICITATION NO: R-26-003-MM

RELEASE DATE: July 23, 2026

REQUEST FOR PROPOSALS

CENTRAL WATER INTEGRATION

PIPELINE (CWIP) CONDITION ASSESSMENT

Pre-Proposal Conference: August 4, 2026, at 10:00 a.m. (CDT)

Deadline: August 21, 2026, at 2:00 p.m. (CDT)

**ELECTRONIC SUBMISSIONS ONLY**

TABLE OF CONTENTS

I. Project Information A. Objective B. Scope of Services C. Additional Requirements D. Estimated Timeline

II. Selection Process A. Selection B. Interviews C. Evaluation Criteria Summary

III. Communication A. Restrictions B. Pre-submittal Conference C. Technical Questions D. Submittal or Status Questions

IV. Submitting a Response A. Deadline B. Submission C. Response Format

V. Other Required Documents to Submit A. Insurance Requirements and Proof of Insurability B. Conflict of Interest Questionnaire C. Security Procedures Acknowledgement D. Sample Contract Acknowledgement

VI. Other Requirements

Attachments Submittal Response Checklist Respondent Questionnaire Project Information and Maps Attachment A – Compensation Proposal Attachment B – Equipment Table Exhibit A – SAWS Standard Insurance Requirements Exhibit B – Conflict of Interest Questionnaire Exhibit C – Security Procedures Exhibit D – Sample Contract (Review Only)

I. Project Information

A. Objective

The San Antonio Water System (SAWS) is seeking proposals from qualified firms to perform water main condition assessment services utilizing non-destructive, free swimming, near-field electromagnetic (EM) testing technologies at two (2) separate project locations, totaling 4.9 miles of 30”-36” AWWA C-301 prestressed concrete cylinder pipe (PCCP) and ductile iron (DI) pipe for the Central Water Integration Pipeline (CWIP) Conditions Assessment Project. The condition assessment will identify structural deficiencies, the number of wire breaks, failure risk, and the current condition of the pipe to aid SAWS in repair and/or replacement planning. In addition to the EM pipe inspection, the Scope of Services will also include leak detection utilizing in-pipe acoustic based technology to identify existing leaks at joints and along the pipe wall in the same pipelines.

B. Scope of Services

1. General Inspection Information

a. Information required for the inspection, such as pressure, flow, available duration of shutdown, etc.

and all available as-builts, make and lays, and overall maps, will be provided upon contract award.

If required, additional information and data may be requested.

b. SAWS will be performing all civil site work, traffic control, valve closing, and production operations ahead of this inspection date and will assist during as needed. SAWS will be responsible for all required excavation, shoring, and installation of insertion and extraction taps and valves. SAWS will also assist with preparation for tool insertion and extraction, as well as required Traffic Control.

The selected consultant shall provide a list of items required from SAWS before inspection can occur for each project as part of the Work Plan.

c. Due to the shallow depth of the main, taps may be installed on the side of the pipe. Additional excavation may be required to accommodate tool insertion/extraction.

d. SAWS will accompany the selected Consultant during the Pre-Inspection Field Investigation and will provide access to SAWS facilities.

e. SAWS will acquire all permits as needed.

f. SAWS is not responsible for damages to the select Consultant’s equipment during insertion, extraction, or in-pipe inspection.

g. During inspection should a tool become lodged within the system, the selected Consultant shall make a good-faith effort to retrieve the tool using non-invasive methods first in coordination with SAWS. If retrieval of the tool will require excavation, cutting, or other invasive methods, SAWS will assist in the removal of the tool to a reasonable level.

2. Project Planning

a. Kick Off Meeting - Prior to initiating work, the selected Consultant and SAWS will have a kickoff workshop (via Webex) to discuss the planning details of the preliminary site visit for the inspection.

Prior to the kickoff meeting the selected Consultant shall review any documents provided by SAWS.

If any additional information is required for successful planning the selected Consultant will make an immediate request to obtain this information. SAWS will provide the selected Consultant with the additional information within three (3) business days of the request. The selected Consultant will provide meeting minutes to include major discussion items, decisions made, action items, and preliminary schedule for each subsequent phase below within five (5) business days of the kick-off meeting. SAWS will review the preliminary project schedule and SAWS and the selected Consultant will agree on and set the date for the preliminary site investigation.

b. Pre-Inspection Field Investigation and Check List - Prior to the pre-inspection site visit the selected Consultant will review any additional information that was provided by SAWS since the kickoff meeting and develop a check list that includes all action items that need to be investigated or inspected at the time of the pre-inspection site visit and identify the responsible party for each action item. This list must include, at a minimum, the following items:

i. Confirm lateral and valve locations for all valves that need to be operated during or prior to the inspection. To the best of ability locate any relevant assets or appurtenances found in the field that conflict with as-builts.

ii. Locate tool insertion and extraction points, field verify these will work to prevent any delays during the pipe inspection. Provide a backup plan for additional insertion and extraction points in the event there are unforeseen events.

iii. List of all locations required for tracking of the device. Sensors must be able to be placed on appurtenances within the immediate vicinity of the device, including air release valves, hydrants, valve nuts, or through direct access to the pipeline. If a pothole is required for access to pipe, this must be included within the check list.

iv. Prior to the site visit, SAWS will provide GIS .SHP file of the pipe to be inspected with all the relevant assets identified. The selected Consultant will indicate on the GIS file and list any assets that need to be checked or verified that will be used for the pipe inspection. Confirm access to all assets required for the inspection.

v. Identify required traffic control for inspection.

vi. Identity assets that could be used as back up for insertion/extraction.

c. SAWS staff and the selected Consultant will meet at the site to identify any potential issues required to produce an Inspection Work Plan.

d. Develop the Work Plan – After the site visit the selected Consultant will develop the Inspection Work Plan. This work plan shall include the overall process to be performed prior to and during the Project inspections. It shall also include contingency plans, safety precautions, GIS maps (.GDB and PDF) that identify insertion and extraction location points for the tool and location of the tool tracking points, and include a detailed list of tasks, roles, and responsibilities of each task. The Work Plan shall be completed within fifteen (15) business days after the preliminary site investigation. Any adjustment to the project schedule should be included in the Work Plan. SAWS will review and provide any written comments and/or concerns to the work plan within five (5) business days of receiving the work plan from the selected Consultant. The selected Consultant will address the comments and/or concerns within three (3) business days for SAWS final approval and Notice to Proceed (NTP) to perform the inspection.

e. List of Deliverables

• Kickoff Meeting Minutes and Preliminary Schedule

• Pre-Inspection Field Investigation Check List identifying action items to be performed prior to or at the Pre-Inspection site visit, map identifying all relevant information for the site visit

• Inspection Work Plan - Overall process to be performed during inspection, o Schedule – Adjusted or updated schedule from the preliminary schedule provided in the kickoff meeting minutes.

o Procedures and Protocols in case tool becomes lost or stuck during inspection, o Health and Safety Plan, to include confined space permits, o A detailed list of roles and responsibilities of each task to be performed during the inspection including procedures for the insertion/extraction/disinfection of the in- pipe tool.

This should clearly define what SAWS is responsible for and what the selected Consultant is responsible for o Map(s)-GIS maps (.GDB and PDF) and spreadsheet identifying the location of insertion/extraction points, fittings, valves, etc. to be used during the inspection, location of tracking points, locations of assets or any SAWS appurtenances needing repairs before inspection and anything else required for successful pipe inspection.

3. Project Mobilization/Setup

a. The selected Consultant shall perform all necessary preparatory work to establish a fully operational site for the inspection of water mains and associated components.

b. Mobilization and setup shall be completed by the agreed upon date for inspection, allowing for full commencement of inspection work on the inspection date. Any delays must be reported immediately to the Owner.

c. Mobilization shall comply with Occupational Safety and Health Administration (OSHA), United States Environmental Protection Agency (EPA), and local water utility safety standards.

d. Any remobilization required as a result of the selected Consultant’s actions, omissions, equipment failure, staffing issues, scheduling conflicts, or other controllable factors shall be performed at no additional cost to the Owner.

e. Remobilization required due to circumstances attributable to the Owner, including but not limited to site access restrictions, permitting delays, operational constraints, or Owner-directed schedule changes, shall be compensated as a separate mobilization in accordance with the Mobilization line item.

4. Final Analysis and Report

The selected Consultant must produce and deliver to SAWS, a Final Report summarizing locations along the pipelines where all anomalies are detected, including leaks and wire breaks. The report should also include entries indicating the level of pipe degradation associated with each anomaly, or an explanation of what the anomaly represents. Reports and deliverables shall be submitted in electronic version and with geo-database, using mapping- grade GPS data that is compatible with SAWS GIS system (2278 Texas South Central). Geodatabase must include all anomalies detected during the inspection. Final Report shall be completed and submitted within ten (10) days of the Virtual Workshop.

a. The Final Report should include at minimum; executive summary, location map of the project, indicating start and end of project, start and completion dates, tables with pertinent information, pictures, videos if it helps understand the condition, and any other information necessary for the project. Conclusion shall be clear and concise depicting the condition of pipe at the time of inspection, as well as recommended future rehabilitation, testing, and replacements. Database tables will be named clearly identifying the information. Database will be the property of SAWS and information will not be shared without prior written approval from SAWS staff responsible for the project/inspection. Draft final report shall be completed within forty (40) business days of final inspection.

b. The selected Consultant shall facilitate

c. e up to three (3) virtual workshops held to communicate project findings to SAWS staff. At least five (5) business days before a workshop, the selected Consultant shall provide a proposed agenda highlighting the workshop plan. The Workshop shall be used to communicate project findings, including all deliverables required. The Workshop shall be held in the time between the selected Consultant provides the Draft and Final Report. The Final Report shall include meeting minutes from the workshop, and a document addressing all comments and concerns communicated by SAWS during the workshop. The Final Report shall be completed within ten (10) business days of final workshop.

d. List of Deliverables

Acoustic Leak Detection:

The Final Report shall summarize the field inspections and structural evaluation, including:

a) GPS coordinates of all required insertion, extraction, and tracking locations,

b) List of acoustic anomalies, identifying leaks and/or air pockets,

c) Estimated volumetric flow of each leak discovered during acoustic leak detection. At a minimum, magnitude of each leak shall be estimated as small (0-2 gpm), medium (2-10 gpm), or large (10 gpm), although effort shall be made to specify as close as possible to actual flow rate,

d) Detailed location of anomalies, to be reported in GPS locations and/or with respect to the insertion site or nearest appurtenance, street, and cross street,

e) Exhibit including inspection limits and areas of interest,

f) GIS geodatabase including insertion, extraction, tracking location, and areas of interest,

g) Recommended locations and timeline for further testing,

h) Virtual Workshops to review the assessment results with SAWS staff for each Project.

Electromagnetic Inspection:

The Final Report shall summarize the field inspections and structural evaluation, including:

a) GPS coordinates of all required insertion, extraction, and tracking locations,

b) Identification of sections of pipes that contain wire breaks or irregular pipe,

c) Quantified number of broken wires on each pipe section,

d) Finite element modeling to develop structural risk curves to estimate distressed pipe.

(Subconsultant may be used to provide finite element modeling services as needed. Cost shall be included within the total cost.)

e) Remaining useful life analysis. (Subconsultant may be used to provide finite element modeling services as needed. Cost shall be included within the total cost.

f) Detailed location of anomalies, to be reported in GPS locations and/or with respect to the insertion site or nearest appurtenance, street, and cross street

g) Exhibit including inspection limits and areas of interest

h) GIS geodatabase including insertion, extraction, tracking location, and areas of interest

i) Recommended locations and timeline for further testing

j) Virtual Workshops to review the assessment results with SAWS staff for each Project

Final Report shall be completed and submitted within ten (10) working days of the Virtual Workshop.

5. Electromagnetic Inspection – to include Leak detection

a. The selected Consultant shall include all cost within their bid items to meet inspection requirements, Work Plan execution, and associated travel to and from the inspection sites.

b. The selected Consultant shall provide the equipment needed to set up the sensors, insertion and extraction equipment and safety equipment, including confined space protection deemed necessary and as defined by the Health and Safety Plan. The selected Consultant may be required to work up to twelve (12) hours per day, Monday through Friday, depending on inspection schedule.

The selected Consultant shall perform the inspection, and all required sub-tasks, unless otherwise stated under the General Information and Requirements.

c. The inspection shall be performed while the water main remains in service. The inspection device(s) shall use free-swimming, near-field electromagnetic technology to identify and locate areas of internal and external corrosion and/or broken steel bars or wire wraps within the pipe wall.

The electromagnetic tool must be deployed internally in a fully flowing pipeline. The leak detection tool shall use acoustic leak detection technology to identify and locate leaks and air pockets within the pipeline. Preference will be made for technology that allows the full electromagnetic and leak detection inspections to be performed in the same insertion/extraction.

d. Electromagnetic Inspection Tool Requirements

i. Perform the non-destructive inspection while the pipe remains in service, utilizing free-swimming near-field electromagnetic inspection technology.

ii. Proposed technology must be capable of detecting localized steel cylinder wall loss and deficiencies of at least five (5) consecutive broken wire wraps and identify the location (within ten feet) and number of broken wires in each pipe segment for PCCP. The tool must be capable of identifying internal and external wall loss in ductile iron and steel pipe.

iii. The proposed tool must also be capable of collecting video data for visual assessment.

iv. The tool must be able to be inserted in a 12-18” opening, typically through a flanged gate valve.

v. Proposed tool must be capable of navigating 90-degree bends and pass 30-inch butterfly valves, gate valves, and other configurations common to transmission mains during the inspection.

vi. The tool must be able to function over a pressure of 35 psi during inspection.

vii. Respondent must also have the ability to track the location of all in-pipe testing equipment from above ground during the inspection. Respondent will be responsible for supplying and installing any equipment necessary for tracking.

viii. All data collected through inspection must be capable of being stored on the device while traversing the length of the pipeline.

e. Leak Detection Tool Requirements

i. The leak assessment must be performed without taking the main out of service. SAWS will assist with the pump operation and the closing of valves for associated laterals.

ii. The tool must be able to detect leak(s) and/or air pockets over the entire pipeline inspection in one deployment.

iii. The tool must be inserted and extracted and perform all detection through a non-destructive manner.

iv. The tool must be capable of navigating 90-degree bends and pass 48-inch butterfly valves, gate valves, and other configurations common to transmission mains during the inspection.

v. The selected Consultant must provide requirements for whether lateral pipelines must have their valves open, closed, or partially open.

vi. The tool must be able to detect and categorize leaks as originating from the pipe barrel or pipe joint.

vii. The selected Consultant must also have the ability to track the location of all in-pipe testing equipment from above ground during the inspection and will be responsible for supplying and installing any equipment necessary for tracking.

viii. The selected Consultant must be able to identify leaks as low as one-half (1/2) gallons per minute and provide dig sheets within twenty-four (24) hours of the inspection. Dig sheet must be able to pinpoint leak location within five (5) feet. Measurement of location shall be made from nearest above ground asset or through XY coordinates

ix. All data collected through inspection must be capable of being stored on the device while traversing the length of the pipeline.

x. Insertion, inspection, and extraction of acoustic leak detection tool

f. The selected Consultant shall provide a manlift for use on-site, if required. The manlift shall be used to facilitate elevated work operations and must meet the following requirements. The manlift provided must meet or exceed the following specifications:

• Weight Capacity: Minimum rated load capacity of 500 pounds

• Occupancy: The platform must accommodate at least two (2) adult personnel simultaneously, with sufficient space for safe operation and movement.

• Safety Compliance: The equipment must comply with all applicable OSHA, ANSI, and local safety regulations and standards.

g. The selected Consultant shall provide a qualified and certified operator for the manlift on the scheduled day(s) of use. The operator must:

• Be trained and certified in the operation of the specific manlift model provided, in accordance with ANSI A92.

• Conduct a pre-use inspection and safety briefing prior to operation.

• Remain on-site and available for the duration of the use of the lift.

h. The manlift shall be delivered to the designated site location no later than the agreed upon date.

The selected Consultant is responsible for:

• Transportation and offloading of the equipment.

• Ensuring the lift is fully operational and ready for use upon arrival.

• Providing all necessary documentation, including inspection logs and operator certification.

i. List of Deliverables

Insertion, Inspection, and Extraction of electromagnetic inspection and leak detection tool.

6. Insertion and Extraction Requirements

a. The selected Consultant shall provide a detailed plan outlining the proposed methods and requirements for insertion and extraction of the inspection tool/technology for all pipeline segments included in the scope of work. An initial kickoff meeting will be held within five (5) business days of contract award. The selected Consultant shall submit a comprehensive Insertion and Extraction Plan within ten (10) business days following the kickoff meeting.

b. SAWS will provide available system information necessary to support development of the plan, including but not limited to pipeline data, GIS mapping, as-built drawings, and known access locations. Initial reference materials are included in the Contract Documents as attachments.

c. The Insertion and Extraction Plan shall, at a minimum, include the following:

• Proposed insertion and extraction locations for each inspection segment

• Description of insertion and extraction methodology, including equipment and procedures

• Identification of any required system modifications or operational constraints

• Minimum insertion and extraction opening size requirements (inches)

• Minimum external clearance and site access requirements for each location

• Identification of all required insertion/extraction devices and configurations

• Requirements for system isolation, valve operations, or flow conditions (if applicable)

• Coordination requirements with SAWS and other contractors

d. The selected Consultant shall clearly identify whether a wet tap is required for each proposed insertion and/or extraction location. Where wet taps are required, the selected Consultant shall specify:

• Required tap diameter for insertion and extraction of the proposed technology

• Recommended tap configuration and any associated fittings or appurtenances

• Any constraints or limitations associated with tap size, pipe material, or operating conditions

• Minimum requirements necessary to safely deploy and retrieve the inspection tool

e. The Extraction Plan will be reviewed collaboratively with SAWS and the selected Consultant shall participate in coordination meetings, as required, to refine insertion/extraction locations and methods based on field conditions, operational constraints, and constructability considerations.

7. Supplemental Services

The following Supplemental Services quantities are not guaranteed and are included for the purpose of addressing unforeseen conditions, contingencies, or needs that may arise during the term of the contract. They may not be utilized and the inclusion of these line items does not represent a commitment by SAWS to request, authorize, or compensate the selected Respondent for any minimum quantity of work under these items. Performance of Supplemental Services shall only be performed upon written authorization by SAWS.

a. Additional Footage for Electromagnetic Inspection (up to 500 feet)

i. This bid item is included in the event that there are unforeseen site conditions that would require additional pipes to be inspected. The contract includes pipeline inspection for a total length designated in each Project section. Any footage beyond this amount shall be considered additional and compensated accordingly.

ii. Additional inspection footage may be required under the following conditions.

• Discovery of unexpected pipeline features or defects.

• Field conditions necessitating extended inspection to reach access points or verify system integrity.

b. Additional Days for Inspection Services

i. This bid item is in the event there are delays caused by SAWS to compensate the selected Consultant’s inspectors for additional days of inspection services or downtime.

ii. Additional workdays may be authorized under the following conditions:

• Unforeseen site conditions or delays outside the selected Consultant’s control.

• Approved written changes to the scope of work executed by both the Owner and selected Consultant.

• Weather-related delays that prevent safe or effective work.

• Delays caused by third parties or utility coordination.

c. If additional days are required, the selected Consultant must submit a request in writing, which shall include a justification with supporting documentation. Requests must be submitted within five (5) business days of the event that caused the delay. No additional days will be granted without written approval from the Owner. This bid item may be used in instances where a secondary or follow-up inspection is required, and mobilization has already occurred. Early and multiple instances of mobilization, as well as additional travel days, may not be eligible for this bid item. In addition, schedule extensions due to the tool getting stuck on valves or in-pipe appurtenances are not eligible for this bid item.

SAWS Estimated Project Cost: $739,000.00

Term of Contract: One (1) Year

C. Additional Requirements

1. Respondent must clearly demonstrate they have previous experience performing both in-pipe electromagnetic condition assessment and in-pipe acoustic leak detection within the last five (5) years.

2. Respondent’s reference projects must contain at least three (3) 1-mile inspections of pipelines twenty-four (24) inches or larger.

3. Both the internal near-field electromagnetic inspection and the in-pipe acoustic leak detection must be performed by the same vendor using in-house technology. Separate tools may be used for each type of inspection or one (1) tool that can perform both types of inspection. A subconsultant may be used for engineering services in order to complete the Final Analysis and Report.

4. Respondent shall be registered and licensed to do business in the State of Texas or they may be found non-responsive.

D. Estimated Timeline

July 24, 2026 ........................................................................................................................... RFP Released

August 4, 2026 at 10:00 a.m. (CST) ............................ In-Person Non-Mandatory Pre-Proposal Conference

August 10, 2026 by 3:00 p.m. (CST) ......................................................... Receipt of Written Questions Due

August 13 2026 by 3:00 p.m. (CST) ........................................................................ Q & A Posted to Website

August 21, 2026 by 2:00 p.m. (CST) ....................................................................................... Proposals Due

August 2026 ................................................................................................................... Proposals Evaluated

September 2026 ........................................................................................................ Interviews, if necessary

October 6, 2026 ................................................................................ SAWS Board Consideration and Award

October 2026 ................................................................................................... Non-Selection Notices mailed

October 2026 .................................................................................................................................. Start Work

The dates listed above are subject to change without notice.

II. Selection Process

A. Selection

1. The San Antonio Water System (SAWS) will evaluate all proposals according to a two-tier process. The first tier is the Technical Evaluation Committee and the second tier is the Selection Committee.

2. The Technical Evaluation Committee will review, evaluate, and rank the proposals according to a numerical scoring system based on the responses to the criteria listed below. Those firms deemed most qualified by the Technical Evaluation Committee will be forwarded to a Selection Committee.

3. The Selection Committee will review the proposals forwarded for final recommendation of award. The

Selection Committee may select two or more firms to be interviewed, based wholly on qualifications.

4. Key Team Members

a. During the evaluation period and up until award, if there is a change to any of the key team members identified on Respondent’s organizational chart, Respondent shall notify the SAWS’ point of contact identified in this RFP, in writing as soon as possible regardless of whether it is the prime consultant’s employee or an employee of a subconsultant. At SAWS sole discretion, SAWS may allow the Respondent to replace the key team member with an alternate member who possesses equal or better qualifications and experience.

b. As outlined in SAWS’ Ethics Policy, a former SAWS employee may not serve in a lead role as a key team member and may not participate in the negotiation of the contract for a period of two (2) years from termination of employment from SAWS. Failure to adhere to this policy may result in the Respondent’s proposal being found non-responsive or a reduction in points during the technical scoring of the proposal.

B. Interviews

In the event interviews are deemed necessary, Respondents will be asked to provide a brief presentation to the Selection Committee summarizing their qualifications and project approach as well as answer any questions posed by the Selection Committee.

C. Evaluation Criteria Summary

Respondents not providing a response to each of the criteria listed in this solicitation may be considered non-responsive and ineligible for consideration.

Team Qualification and Experience ...................................................................................................... 30 pts Equipment……… ................................................................................................................................... 30 pts Project Approach and Proposed Work Plan .......................................................................................... 25 pts Pricing…………... .................................................................................................................................. 15 pts TOTAL ................................................................................................................................... 100 pts

III. Communication

A. Restrictions

1. Respondents or their representatives are prohibited from communicating with any City of San Antonio officials to include:

• City Council members (as defined by the City of San Antonio Ethics Code),

• City Council member’s staff, and

• San Antonio Water System (SAWS) Board of Trustees regarding the RFP from the time the solicitation is released until it has been acted upon by the Board of Trustees.

2. Respondents or their representatives are prohibited from communicating with SAWS employees regarding this RFP, except as provided under “Technical Questions,” from the time the solicitation is released until the contract is awarded.

3. This includes “thank you” letters, phone calls, emails, and any contact that results in direct or indirect discussion of the RFP and/or proposal submitted by Respondents.

4. Violation of this provision by the Respondent and/or their agent may lead to disqualification of the Respondent’s proposal from consideration.

B. Pre-Submittal Conference

1. Respondents may ask verbal questions regarding this solicitation at the non-mandatory Pre-Proposal

Conference on:

August 4, 2026 10:00 a.m. Central Standard Time (CDT)

2800 U.S. Highway 281 North, SAWS Customer Service Building – Tower II

Conference Room #CR-C145 San Antonio, Texas 78212

2. Respondent may contact Mory Martinez via email at morayma.martinez@saws.org if directions to the location are needed.

3. Attendance is encouraged in order for the proposed Respondent to gain a better understanding of the project and ask relevant questions.

4. Any oral responses provided by SAWS staff at the Pre-Proposal Conference shall be preliminary. Any oral response given at the Pre-Proposal Conference shall not be official or binding on SAWS. Only written responses shall be official and all other forms of communication with any officer, employee or agent of SAWS shall not be binding on SAWS.

5. Per SAWS’ security policy, all visitors are required to check in in order at the guard station to obtain a temporary badge in order to proceed to the pre-proposal meeting. Therefore, it will be necessary for all persons attending the pre-submittal meeting to allow sufficient time at check-in. SAWS recommends attendees arrive at least thirty (30) minutes prior to the meeting start time.

At check-in with the guard station, the guard will ask to see the attendee’s identification, preferably a driver’s license, and will need to record the attendee’s name, job title and company name. If you have a business card available, please provide this as well. Also, please advise the guard that you are here to attend a meeting at the location referenced above.

If the attendee is already in possession of a SAWS issued Consultant badge, this is sufficient and should be worn upon entering the SAWS Customer Service Building and kept on during the meeting and until exiting the building.

C. Technical Questions

1. Respondents may submit technical questions concerning the services in this RFP in writing. Electronic inquiries by e-mail will be accepted. The contact person for this solicitation is:

Mory Martinez Contract Administration Department Email: morayma.martinez@saws.org

2. Questions regarding this RFP received after the deadline will not be answered in order to allow ample time for the distribution of answers and/or addenda to this RFP.

3. Answers to the questions will be posted on the SAWS website.

D. Submittal or Status Questions

1. To check the status of this solicitation after the due date, visit our website located at www.saws.org, select Business Center, Contract Solicitations, then select Archive, scroll down to locate the RFP and select More. The status is located under the solicitation title.

2. For questions regarding this solicitation or if the website does not provide sufficient information, please call Mory Martinez, Contract Administrator at 210-233-2451 for assistance.

IV. Submitting a Response

A. Deadline mailto:morayma.martinez@saws.org http://www.saws.org/

Respondents are strongly encouraged to submit their proposals at least two (2) hours prior to the Proposal deadline and time to avoid last minute transmission issues. If you believe there is an issue, please contact Mory Martinez, Contract Administrator at 210-233-2451 for assistance before the due date deadline.

B. Submission – ***Electronic Submittals Accepted Only***

1. Address a PDF of your submittal to contracting@saws.org. Entitle the subject line of the submission email with “R-26-003-MM – 2026 CWIP Condition Assessment RFP Response” and name of Respondent. If any hard copy proposals are submitted in error, they will not be evaluated for consideration. The file size limitation for submission is 10MB. Two files shall be submitted at the time of submission. File 1- Compensation Proposal and a separate File 2 – Technical Proposal (without pricing) with all required response information shall be submitted. A brief e-mail response will be provided to acknowledge receipt of your submission. Pages requiring signatures shall be scanned or electronically signed. The submission shall be tabbed and “bookmarked” in PDF to match the response format indicated further in this solicitation. The entire submission shall be in searchable PDF format.

2. SAWS will not be responsible for slow or delayed electronic submissions that do not reach the intended recipient within the designated timeframe regardless of whether it is caused by, but not limited to, the World Wide Web, internet service provider (ISP), third party system, firewalls or infrastructure.

3. Responses are limited to a maximum of fifteen (15) pages per proposal. Required forms do not count toward the page limit. Required forms are the Submittal Response Checklist, Respondent Questionnaire, Compensation Proposal Form, W-9 form, Insurance requirements, Good Faith Effort Plan, and the Conflict of Interest Questionnaire. The cover letter, table of contents, and tabs do not count towards the page limit. Number each page starting with the cover letter, including text charts and graphic images.

4. Brochures, visual or other presentations, art work and marketing information beyond those sufficient to present a complete and effective proposal are neither necessary nor desired.

5. Responses should be clear, concise, and complete. They should be submitted using an 8 ½” by 11” portrait format (up to 11” by 17” will be permitted for drawings, where warranted).

6. By submission of a response, Respondent acknowledges that they have read and thoroughly understand the Scope of Services, agree to all terms and conditions stated herein, and acknowledge that it can perform all tasks as required.

7. Once, issued, this RFP is subject to revision via written Addenda any time before the submittal deadline.

Any such Addenda will be available through the SAWS website. Respondent is solely responsible for obtaining all Addenda prior to submitting its SOQ. Respondents should check the SAWS website frequently, including the day of the SOQ Submittal Deadline. SAWS assumes no responsibility or liability whatsoever for the distribution of Addenda to Respondents.

C. Response Format

The response shall be organized as follows, and each section shall be titled accordingly:

1. Submittal Response Checklist

Complete and include the Submittal Response Checklist within the proposal. Verify that the checklist is signed and that all documents on the checklist have been included with the proposal.

2. Respondent Questionnaire mailto:contracting@saws.org

The Respondent Questionnaire captures general information regarding the firm submitting a proposal in response to this solicitation. It also includes acknowledgements for the attached exhibits and addendums. The document is required and must be completed and included in the proposal.

3. W-9 Form

Submit a completed and signed W-9 Form with your proposal. Respondents may go to http://www.irs.gov/formspubs/index.html?portlet=3 to download this form, if needed. Please also include an email address or fax number.

4. Team Qualifications and Experience

a. Provide an organizational chart identifying each of Respondent’s proposed team members, including their name and role on this project.

b. Provide resumes, no more than one (1) page, for each team member identified on the organizational chart that highlights their similar relevant experience to this project. Resumes shall include their education, training, and certifications (if any).

c. Provide a summary of services, inspection tools used, size, length and material of potable water pipe successfully inspected previously to include any challenges, if applicable, and resolutions to those challenges. Describe the results of the condition assessment analysis, as well as how wire breaks were verified that were identified by the inspection tool.

d. Provide one (1) previous projects completed within the last five (5) years that demonstrate experience, proven ability, and competence to implement similar inspections using electromagnetic free-swimming tools for PCCP. Each project must contain at least one (1) mile of potable water pipeline that is twenty-four (24) inches or larger. Preference will be given to projects that demonstrate an ability to pass butterfly and gate valves. (Inspections that performed both electromagnetic and acoustic inspections with the same tool may be used for both references.)

e. Provide one (1) previous project completed within the last five (5) years that demonstrates experience, proven ability, and competence to implement similar inspections using in- pipe leak detection tools for both PCCP and metallic water pipes. Each project must contain at least one (1) mile of potable water pipeline that is twenty-four (24) inches or larger. Preference will be given to projects that demonstrate an ability to pass butterfly and gate valves. (Inspections that performed both electromagnetic and acoustic inspections with the same tool may be used for both references.)

f. Provide a complete list of prior references for pipe inspections that Respondent’s firm has completed in the last ten (10) years. The example projects provided above shall be included on this list. SAWS will contact references provided by Respondent and shall use this information as part of SAWS evaluation. This list should also include any proposed key team members and their role for each similar project identified that are also proposed on this project.

Respondent shall verify the quality and accuracy of the information provided for each reference prior to submission, as well as ensure each reference includes the following required information (also previously verified) for each inspection project submitted:

• Owner company

• Owner address to include city and state

• Point of contact’s name/title

• Valid phone number and email address

• Project start date and project end date

• Respondent’s role (Prime or Sub to a Prime)

• Miles of pipe inspected, date of inspection and inspection tool(s) used http://www.irs.gov/formspubs/index.html?portlet=3

5. Equipment

a. Provide list of available equipment to include the quantity and type of each piece of equipment to be used to meet the requirements of this contract as outlined within the RFP. Respondent may include any product brochures and backup documentation, as needed.

b. For each of the condition assessments and leak detection devices, Respondent shall identify all equipment limitations. Include allowable pressure and velocity ranges, inspectable pipe materials and diameters, leak sensitivity (in gallons per minute), and passable degree of bends.

c. Respondent shall also supply a list of insertion and extraction requirements, to include minimum insertion/extraction tap diameter, minimum external clearance from insertion/extraction tap, list of available insertion/extraction devices/types, and insertion/extraction methods.

d. For the in-pipe condition assessment tool, Respondent shall provide the detection threshold of broken wire wraps, the minimum passable butterfly valve diameter, maximum bend degree, maximum allowable slope, and maximum deployment time. Describe the insertion and extraction techniques according to the scope of each water pipe planned for inspection under this project.

e. Using Attachment B - Equipment, fill in the information requested within the table for each submitted inspection tool/technology (table format may be repeated as needed).

6. Project Approach and Proposed Work Plan

a. Provide a detailed comprehensive description describing how Respondent intends to provide the

Scope of Services as requested in this RFP for each pipeline condition inspection. Respondent’s response shall include, but is not limited to:

• A step-by-step plan that includes each action item and description for each task, responsible parties, and role (SAWS and/or Respondent) and the role of the person responsible).

• Refer to the scope of work below.

o The deliverables, including what is included and format.

o Schedule for action items of each task and deliverables, ability to provide recovery plans to stay on schedule, refer to dates below. Refer to the deliverable section below.

o Communication coordination between the Bidder and SAWS o QA/QC process for all deliverables. Quality of the report to include accuracy of the results, organization of the report and clear recommendations.

b. Respondent shall include a preliminary schedule as part of their project approach and proposed work plan, assuming a project start date of October 12, 2026 and an inspection date in mid-

December.

c. Respondent shall assume all civil site work (excavation, potholing, shoring, etc.), traffic control, valve closing, and production operations will be completed by SAWS ahead of the inspection date and will assist during as needed.

7. Compensation Proposal

Respondent shall submit Attachment A as File 1 separate from the other required information.

Attachment A shall be fully completed and Respondent’s shall not add qualifications to their bid price at submission. This is a required form and failure to submit this form, modify the form or use another format of the form may result in the Respondent being found non-responsive.

V. Other Required Documents to Submit

A. Exhibit A – Insurance Requirements and Proof of Insurability

1. Respondent shall submit a copy of a Certificate(s) of Insurance giving evidence of the various lines of Respondent’s commercial insurance coverage currently in force or provide a letter form the insurance agent indicating the required coverage can be obtained. Respondent should review the SAWS website for instructions on how to prepare the certificate of insurance at the following link:

http://www.saws.org/business_center/contractsol/forms.cfm

2. If awarded a contract under this RFP, verification and tracking of insurance compliance throughout the life of the contract will be performed through the services of CertFocus by Vertikal RMS (See Exhibit A).

The final negotiated contract price will determine the final required limits on Professional Liability Insurance Coverage.

B. Exhibit B - Conflict of Interest Questionnaire

Effective January 1, 2006, Chapter 176 of the Texas Local Government Code requires that persons, or their agents, who seek to contract for the sale or purchase of property, goods, or services with SAWS shall file a completed Conflict of Interest Questionnaire (CIQ) with SAWS.

The CIQ will be submitted as part of the response to this RFP from SAWS. The CIQ is attached as Exhibit B, or is available from the Texas Ethics Commission at www.ethics.state.tx.us.

Please consult your own legal advisor if you have questions regarding the statute or form. This form is required and is considered part of the response to this RFP.

C. Exhibit C – Security Procedures Acknowledgement

The Security Procedures are attached as Exhibit D. Respondent must acknowledge the requirements of this exhibit on the Respondent Questionnaire Form.

D. Exhibit D – Sample Contract Acknowledgement

The Contract terms and conditions are attached as Exhibit D for review purposes only. Respondent must acknowledge the contract terms and conditions on the Respondent Questionnaire. If Respondent has exceptions to the terms and conditions, they must be submitted with the proposal. Respondents shall submit exceptions with proposed alternative language to SAWS as an attachment accompanying the Respondent Questionnaire Form. Exceptions will not be accepted after the proposal deadline.

VI. Other Requirements

A. Other key requirements that should be noted are as follows:

• Unresolved issues with SAWS may affect your competitiveness.

• All contracts will require the provision for a "Right-to-Audit" clause.

• SAWS shall retain the right to approve or disapprove any changes/variances of proposed sub-consultants and their related percentage of work "as proposed" from the original submittal form of the selected Respondents.

B. Internet-Based Project Management System. Effective June 1, 2015, SAWS shall administer its services through its Contract and Project Management System (hereafter referred to as “CPMS”). In such case, Consultant shall conduct communication through CPMS and perform all Project-related functions utilizing http://www.saws.org/business_center/contractsol/forms.cfm http://www.ethics.state.tx.us/

CPMS, with the exception of Sub-Consultant payment monitoring activities, which shall be through the S.P.U.R. System. This includes any and all correspondence, submittals, requests for information, vouchers, compensation requests and processing, amendment, change orders and other administrative activities as may be required in the Contract. SAWS shall administer the CPMS software, shall provide CPMS training to Project Team members and shall make the software accessible via the Internet to all necessary Project Team members. All invoices shall be submitted through the CPMS.

C. Disclosure of Interested Parties (Form 1295)

For applicable contracts entered into after January 1, 2016, an ethics law was enacted by H.B. 1295 in 2015 that prohibits a governmental entity from entering into a contract with a business entity unless the business entity submits a Disclosure of Interested Parties Form 1295. The Texas Ethics Commission has made available on its website a new filing application that must be used to file Form 1295. A business entity must use the application to enter the required information on Form 1295 and print a copy of the completed form, which will include a certification of filing that will contain a unique certification number.

For further information, please go to the following link:

https://ethics.state.tx.us/whatsnew/elf_info_form1295.htm

D. SAWS reserves the right to:

1. Reject any and all proposals received;

2. Issue a subsequent RFP;

3. Cancel the entire RFP;

4. Remedy technical errors in the RFP process;

5. Negotiate with any, all, or none of the Respondents to the RFP;

6. Accept the written proposal as an offer;

7. Waive informalities and irregularities;

8. Accept multiple proposals;

9. Make multiple recommendations to the Board;

10. Contact any Respondent for clarification after responses are opened and/or to further negotiate with any Respondent if such is deemed desirable by SAWS.

E. All responses and their contents will become the property of SAWS.

F. SAWS will not reimburse Respondents or sub-Consultants for any costs associated with any travel and/or per diem incurred in any presentations associated with the selection process.

G. This RFP does not commit…