Blanchard/Santa Paula Library District RFP: Sanitary Sewer Investigation and Assessment page 1

REQUEST FOR PROPOSALS

Sanitary Sewer Investigation and Assessment

Operating publicly as Blanchard Community Library

Issuing Agency: Blanchard/Santa Paula Library District

Contact: Justin Formanek, Library Director

Email: justin.formanek@blanchardlibrary.org

Issue Date: October 8, 2026

Questions Due: October 22, 2026

Proposals Due: November 5, 2026, 5:00 PM Pacific Time

1. Introduction The Blanchard/Santa Paula Library District (“District”) invites qualified commercial plumbing and sanitary sewer firms to submit proposals to investigate and assess the existing sanitary sewer system serving Blanchard Community Library at 119 North 8th Street, Santa Paula, California.

The Library occupies an approximately 21,000-square-foot former Safeway grocery store building and has operated at this location since the late 1960s. Previous camera inspections have identified deterioration in portions of the existing cast iron sanitary sewer piping.

The Library experiences recurring sewer blockages approximately every two to three weeks.

Plumbing contractors have indicated that portions of the piping may have settled, creating low areas where debris accumulates. During FY 2025–26, the District incurred $4,120.52 in plumbing service costs, with the substantial majority attributable to recurring sewer blockages and related maintenance.

The District possesses May 1968 plans from the building’s conversion to library use and CCTV inspection footage from 2013. These records are available through Appendix A. Original building construction plans are not available, and the precise routing and configuration of portions of the sanitary sewer system are unknown.

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The District seeks a current, documented condition assessment and recommendations for corrective action. The District has not predetermined whether continued maintenance, localized repair, rehabilitation, or replacement is appropriate.

This assessment will help the District determine its next steps and, if capital improvements are warranted, define a subsequent design or construction project.

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2. Scope of Services The selected contractor shall investigate the Library’s existing sanitary sewer system and provide a written assessment of its condition, likely causes of recurring blockages, and recommended corrective action.

2.1 Review of Existing Information

Review available information provided by the District, including:

• May 1968 plans associated with the building’s conversion to library use, available through Appendix A;

• Historical CCTV inspection footage from 2013, available through Appendix A; and

• Available records of sewer blockages, plumbing services, and maintenance.

2.2 Existing Sewer System Investigation

Investigate accessible sanitary sewer piping, including:

• Identify existing cleanouts and other accessible inspection entry points;

• Perform CCTV inspection of accessible sanitary sewer piping;

• Identify pipe material and approximate diameter where observable;

• Document cracks, breaks, corrosion, offsets, separated joints, root intrusion, deposits, obstructions, and other deficiencies;

• Document apparent sags, low areas, and other conditions that may contribute to recurring blockages;

• Identify connections, branches, changes in direction, and other significant features where observable; and

• Identify portions of the system that cannot be adequately inspected and explain the limitations.

Use consistent segment identifiers and document inspection entry points, direction of travel, and distances to significant features and defects so that findings can be matched to the inspection video and annotated plan.

2.3 Sewer Line Location

Locate inspected sanitary sewer piping to the extent reasonably practicable using appropriate locating equipment.

Document the approximate horizontal route of inspected piping and the locations of significant defects relative to identifiable building or site reference points. Record approximate depths where obtainable and identify limitations affecting locating accuracy.

A complete survey of the building’s sanitary sewer system is not required. Identify any additional locating or surveying necessary to support recommended corrective work.

2.4 Assessment of Existing Conditions

Assess:

• The apparent condition of inspected piping;

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• Likely causes of recurring blockages;

• Whether deterioration appears localized or widespread;

• Whether apparent sags or low areas contribute to recurring blockages;

• Whether continued routine maintenance is a reasonable approach; and

• Whether localized repair, rehabilitation, or replacement should be considered.

Clearly distinguish observed conditions from suspected conditions or conclusions requiring further investigation. Identify any additional measurements needed to establish pipe slope, elevations, or the extent of apparent settlement.

2.5 Corrective Action Alternatives

Identify feasible corrective approaches based on the findings. Depending on observed conditions, these may include:

• Continued cleaning or other routine maintenance;

• Localized repair;

• Pipe lining or other rehabilitation;

• Other trenchless methods;

• Conventional replacement; or

• Replacement or regrading of sections with significant settlement or improper slope.

For each recommended alternative, describe the anticipated extent of work, principal advantages and limitations, likely disruption to Library operations, and additional investigation or design needed before construction.

Provide conceptual cost ranges for recommended alternatives, stating the basis, assumptions, and significant exclusions. These estimates are intended for preliminary planning and budgeting, rather than as construction bids.

Repair, rehabilitation, replacement, excavation, and destructive investigation are outside the authorized scope of this assessment. Any additional work requires prior written District authorization.

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3. Deliverables The selected contractor shall provide:

• CCTV inspection videos in a commonly accessible digital format, labeled by inspected segment;

• Inspection logs identifying access points, inspection direction, distances, significant features, defects, and inspection limitations;

• An annotated plan or diagram showing approximate routes of inspected piping, access points, and significant defects, using identifiers consistent with the videos and logs; and

• A written assessment report addressing the items below.

The written assessment report shall include:

• Findings regarding pipe condition and likely causes of recurring blockages;

• Identification of portions that could not be inspected or located;

• A distinction between confirmed findings and conditions requiring further investigation;

• Recommended maintenance, repair, rehabilitation, or replacement alternatives;

• Conceptual cost ranges for recommended corrective alternatives;

• Anticipated effects of recommended work on Library operations; and

• Additional investigation, surveying, engineering, or other professional services needed to develop a construction scope.

Provide the report and annotated plan electronically in PDF format. Include representative photographs or video stills where useful to explain significant findings.

The contractor shall participate in one meeting with District staff to review findings, explain recommendations, and answer questions. This meeting may be conducted remotely.

All final deliverables shall be provided to the District for use in planning and procuring subsequent work. Any subsequent repair, rehabilitation, or replacement will be separately authorized and procured.

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4. Proposal Requirements Proposals should be concise and organized in the following order.

4.1 Firm Qualifications

Provide a brief description of the firm, including:

• Years in business and primary office location;

• Experience investigating and assessing commercial or institutional sanitary sewer systems;

• Experience with older buildings, cast iron piping, and recurring sewer blockages;

• Experience evaluating conventional and trenchless corrective alternatives; and

• Relevant licenses, certifications, and professional qualifications.

• Identify anticipated subcontractors or specialty firms and their roles.

4.2 Relevant Project Experience

Describe at least three relevant projects completed within the past five years. For each project, provide:

• Client name and general location;

• Existing conditions and services performed;

• Approximate cost of the investigation or assessment;

• Year completed; and

• Reference contact information.

Experience with occupied public or institutional facilities is preferred.

4.3 Proposed Scope and Deliverables

Describe how the firm will complete the requested investigation and assessment. Identify:

• The services and deliverables included in the proposal;

• Anticipated extent of inspection and locating;

• Assumptions, exclusions, and known limitations;

• Any District assistance or access arrangements needed; and

• Additional services that may be necessary depending on conditions encountered.

Detailed equipment specifications or step-by-step CCTV inspection procedures are not required.

4.4 Project Team

Identify the personnel who will perform or supervise the work, including their roles, relevant experience, and applicable licenses or certifications.

Changes to key personnel identified in the proposal shall be subject to District approval.

4.5 Schedule and Operational Impacts

Provide a proposed schedule showing:

• Availability to begin work;

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• Estimated duration of field activities;

• Anticipated delivery of the written assessment; and

• Any constraints affecting completion.

The District’s target is completion within 45 calendar days after notice to proceed. Proposers shall identify whether this timeframe is achievable and explain any proposed alternative schedule.

Describe any anticipated restrictions on public access, restroom use, or other Library operations during field activities. All field activities shall be planned and conducted to minimize disruption to normal Library operations to the extent reasonably practicable.

4.6 Fee Proposal

Provide a not-to-exceed fee for the proposed investigation and assessment, including all labor, equipment, travel, subcontractor costs, reporting, and the findings-review meeting.

Provide a breakdown sufficient to identify the costs of inspection, locating, and reporting. Clearly state assumptions and excluded services.

Provide hourly rates or unit prices applicable to additional work that might be requested. No additional work or costs beyond the approved scope and fee will be authorized without prior written District approval.

Fee proposals shall remain valid for 90 days after the proposal deadline.

4.7 Optional Services

Proposers may identify and separately price optional services, such as expanded inspection or locating, surveying, or other supplemental investigation.

The base proposal must include the deliverables required in Section 3, including conceptual cost ranges. Optional services shall be clearly distinguished from the base scope.

The District is not obligated to authorize optional services.

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5. Evaluation and Selection The District will evaluate proposals based on:

• Relevant firm and project-team experience;

• Experience with older buildings and cast iron sanitary sewer systems;

• Understanding of the requested assessment;

• Completeness and usefulness of proposed services and deliverables;

• Ability to evaluate corrective alternatives;

• Proposed schedule and ability to work within an operating public library;

• Cost, fee transparency, and stated assumptions; and

• References.

The District may request clarification, conduct reference checks, and interview selected proposers.

The District will consider overall value and suitability and is not required to select the lowest-cost proposal. The District may negotiate the final scope, schedule, and compensation with the selected firm. Contract award is subject to District Board approval.

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6. Schedule

Milestone Target Date

RFP issued October 8, 2026

Questions due October 22, 2026, 5:00 p.m. PT

Responses to questions issued October 26, 2026

Proposals due November 5, 2026, 5:00 p.m. PT

Evaluation and interviews if needed November 6 – November 12, 2026

Anticipated Board consideration November 17, 2026

Notice to proceed Following Board approval and agreement execution

Assessment completed Target: within 45 calendar days after notice to proceed

The District reserves the right to modify this schedule. The November 17 Board consideration date is anticipated and does not guarantee an award.

Field activities shall be coordinated with District staff to minimize disruption to Library operations.

Work hours and any temporary restrictions on building use shall be agreed upon before fieldwork begins.

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7. Submission Instructions and Site Access Submit proposals electronically in PDF format to:

Justin Formanek, Library Director Blanchard/Santa Paula Library District justin.formanek@blanchardlibrary.org

Proposals must be received by November 5, 2026, at 5:00 p.m. Pacific Time.

Submit questions in writing to the same contact by October 22, 2026, at 5:00 p.m. Pacific Time.

Responses of general interest and any changes to this RFP will be issued in writing and made available to all participating firms. Oral statements do not modify the RFP.

Site visits are available by appointment before the proposal deadline. Contact the Library Director to arrange a visit or review maintenance records. A site visit is encouraged but not mandatory.

Plans and historical inspection footage are available through the link in Appendix A.

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8. Terms and Conditions

• The District reserves the right to reject any or all proposals, waive minor irregularities, and cancel this RFP before agreement execution.

• Proposal preparation costs are the proposer’s responsibility.

• Selection does not authorize work. The selected firm must execute an agreement with the

District and receive a notice to proceed before beginning services.

• The selected firm shall maintain licenses, permits, insurance, and qualifications required for the authorized services. Insurance requirements will be established in the agreement before work begins.

• Proposers shall disclose known or potential conflicts of interest relevant to the assessment or recommendations.

• The contractor shall protect Library property, maintain safe access around work areas, and coordinate activities with District staff.

• If conditions prevent completion of the authorized assessment or create a risk of damage, the contractor shall notify the District before proceeding with affected activities.

• Additional services, changes in scope, and increases in compensation require prior written District authorization.

• Available plans, footage, and maintenance records are provided as background information. Their completeness and accuracy are not guaranteed.

• The District is under no obligation to authorize recommended corrective work. Selection for this assessment does not guarantee any subsequent contract.

• Subsequent design, repair, rehabilitation, or replacement work will be subject to separate District authorization and procurement.

• Proposals and resulting records will be handled in accordance with applicable public-records requirements. Proposers should identify any information they consider confidential and explain the basis for that designation.

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APPENDIX A

Available Plans and Inspection Footage The following historical records are available through the shared folder linked below:

1. May 1968 plans associated with the building’s conversion to library use, in PDF format;

and

2. 2013 sewer inspection footage in its original DVD file format.

Access May 1968 plans and 2013 inspection footage

Inspection footage is provided as DVD files (.VOB, .IFO, and .BUP) and may require downloading and compatible playback software. Downloading the entire inspection folder preserves the DVD file structure.

The plans and footage are historical records and may not reflect current conditions. The District does not possess original building construction plans or a complete, verified as-built map of the sanitary sewer system.

https://blanchardlibraryorg-my.sharepoint.com/:f:/g/personal/justin_formanek_blanchardlibrary_org/IgDGsD2iY-DDRo2KX6hLmH2-AZQ2R8E_SeRG3PQJxDyRXBg