RFP-RH-25-031_Pipeline Condition Assessment_ FINAL.pdf

PROJECT TITLE: Request for Proposals – Rochester Hills Pipeline Condition Assessment

RFP-RH-25-031

Submission Closing Date and Time:

Thursday, May 22, 2025 at 3:00:00 P.M. (Local Time)

A pre-proposal meeting for the purpose of reviewing the RFP and answering questions regarding the project will be held on Thursday, May 1, 2025 via Zoom Teleconference at 10:00 a.m. EST through the following link: https://us02web.zoom.us/j/85784243865

The City of Rochester Hills officially distributes bid/proposal documents from the Purchasing Division or through the Michigan Intergovernmental Trade Network (MITN). Copies of proposal documents obtained from any other source are not considered official copies. Only those contractors who obtain proposal documents from either the Purchasing Division or the MITN System are guaranteed access to receive addendum information, if such information is issued.

The first step to do business with the City is to become a registered contractor by visiting the City website at www.rochesterhills.org, select Government Services, Departments, Purchasing and Quick Link to link to the MITN website. Final proposal results will be posted on the MITN website after award.

Any deviations from the specifications must be noted on the proposal.

THE CITY OF ROCHESTER HILLS RESERVES THE RIGHT TO REJECT ANY AND ALL PROPOSALS.

For all Questions regarding this solicitation, contact:

Lisa Cummins, NIGP-CPP, CPPB

Procurement Manager Phone: (248) 841-2537

Email: cumminsl@rochesterhills.org.

https://us02web.zoom.us/j/85784243865 http://www.rochesterhills.org/ mailto:cumminsl@rochesterhills.org

City of Rochester Hills RFP-RH-25-031 Pipeline Condition Assessment

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NOTICE OF INTENT TO ACCEPT PROPOSALS

Dated Thursday, April 24, 2025: The City of Rochester Hills is accepting proposals from qualified Contractors for the City of Rochester Hills Pipeline Condition Assessment Project (hereinafter referred to as “Project”). Sealed Proposals will be received by the City of Rochester Hills Purchasing Division, 1000 Rochester Hills Drive, Rochester Hills, Michigan 48309 via Electronic Submission ONLY through the MITN website until EXACTLY 3:00 P.M.

Local time, Thursday, May 22, 2025 at which time and place said proposer’s names and addresses ONLY will be read via Zoom Teleconference.

Please submit proposal through the MITN website on or before the date and time given above to:

Lisa Cummins, NIGP-CPP, CPPB Procurement Manager City of Rochester Hills

1000 Rochester Hills Drive Rochester Hills, Michigan 48309

All proposals must be submitted electronically via the MITN website. Hardcopy responses will not be accepted. The City of Rochester Hills is capable of accepting documents in docx, xlsx, pdf, jpg, tif or rtf formats. It is requested that you upload one complete document, versus that of several individual sheets. Please name your files accordingly if more than one file is uploaded to the site.

INTRODUCTION AND INSTRUCTIONS

Please carefully review this document. It provides specific information necessary to aid Proposers in formulation of a thorough response. A formal comprehensive review period will be conducted to ensure that the City selects the best possible services available at the best value to the City.

The submission of a proposal hereunder shall be considered evidence that the proposer is satisfied with respect to the conditions to be encountered and the character, quantity and quality of work to be performed. Proposals shall be in conformance with the documents. Any deviation from the specifications must be noted in the Proposal. With a view to obtaining the most acceptable services, these specifications cover the general requirements.

Recommendations from proposers are encouraged and will be reviewed and evaluated based on the best interests of the City.

To respond to this RFP, interested Proposers must include a response to all criteria that are listed in this proposal. Failure to include a response to all evaluation criteria may be cause for rejection.

This document is a Request for Proposals. It differs from a Request for Bid/Quotation in that the City is seeking a solution as described herein, not a bid/quotation meeting contractor

3 | P a g e specification for the lowest price. Proposers are to provide their proposed solution based on their professional knowledge and developed around the Scope of Work and General Requirements defined within this proposal. As such, the lowest price proposed will not guarantee an award recommendation. Competitive sealed proposals will be evaluated based upon criteria formulated around the most important features of a product or service, of which quality, testing, references, or capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal evaluation criteria should be viewed as standards, which measure how well a proposer’s approach meets the desired requirements and needs of the City. The criteria that will be used and considered in evaluation for the award are set forth in this document.

The City will utilize its best judgment when determining whether to schedule meetings with shortlisted contractors, after receipt of all proposals. Meetings with shortlisted proposers may provide additional information and criteria upon which the City may base their selection decision. The City reserves the right to select and subsequently recommend for award the proposed services, which best meets its needs and budget constraints.

It is the City’s intent to contract with a Contractor that meets the qualifications as defined within the Request for Proposals offering the overall best value to the City. General information regarding the City of Rochester Hills is available at www.rochesterhills.org.

PROPOSAL OPENING VIA ZOOM TELECONFERENCE

Proposers wanting to view the proposal opening are invited to do so utilizing the following meeting information listed below. We are requesting that you not attend in person to limit capacity within City Hall during this time and it is possible that City buildings may not be open to the public at the time of the opening.

When: Thursday, May 22, 2025 at 03:00 PM Eastern Time (US and Canada) Topic: RFP-RH-25-031 Pipeline Condition Assessment

Please click the link below to join the webinar:

https://us02web.zoom.us/j/89818143839

Webinar ID: 898 1814 3839

PROJECT DESCRIPTION

The City owns, operates, and maintains a total network of 438 miles of watermain, ranging in diameter from 4” to 36”. Through the development of the City’s Water Asset Management Program (WAMP) and results of studies performed regionally, the City has identified certain pipelines in its transmission system with a higher likelihood of failure. The prestressed concrete cylinder pipe (PCCP), 16 inch and larger, manufactured and installed in the early to mid-1970’s has been identified locally and regionally as a potential pipeline with integrity and failure concerns. The City has identified over 14 miles of 16” to 24” PCCP pipe within its system that was manufactured and installed in the early to mid-1970’s.

http://www.rochesterhills.org/ https://us02web.zoom.us/j/89395108754

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The Pipeline Condition Assessment contractor will physically inspect up to 6 locations (with optional additional 2 locations) on the exterior of these mains identified as critical, document and report repairs needed, and create a strategic plan for future repair and major maintenance. The testing contractor should use technologies that physically assess PCCP pipeline integrity through such methods as visual inspection, bar/hammer sounding, and impact echo/pulse velocity testing, analyzing wire breaks, steel cylinder corrosion and joint deterioration. The pipeline will be exposed for sections 30-ft in length along the pipe, to a depth so that the existing water main is exposed to roughly “4 o’clock” and “8 o’clock” positions on the pipe. Shutdowns of the water main are not proposed for this investigation.

As these PCCP watermain are located along major roads, traffic control setups may be required at some of the water main locations.

PROFESSIONAL APPROACH

The contractor will represent that all tasks will be performed in accordance with generally acceptable professional standards and further represent that the advice and consultation provided will be within its authority and capacity as a professional organization. The contractor will comply with the regulations, laws, ordinances and requirements of all levels of government applicable to the project.

MANDATORY REQUIREMENTS

These guidelines are provided to assist contractors submitting a response to this Request for Proposals in formulating a thorough response. The successful contractor ensures and understands that:

1. All required insurances are to be maintained by the contractor during the course of the contract.

2. The contractor will provide a primary point of contact for the duration of the contract.

3. The contractor will comply with administrative procedures of the City.

TERM OF AGREEMENT

The term of this agreement will be from the date the contract is entered into until the project is complete based on receipt of all identified deliverables by the City

SUBMITTAL GUIDELINES

1. Submit one (1) complete electronic copy through the MITN website;

2. It is the Proposer’s responsibility to clearly identify and describe the products and services being offered in response to this solicitation;

3. The solicitation forms must be completed legibly and in their entirety;

4. All required information must be furnished and presented in an organized, comprehensive, and easy to follow manner;

5. Unnecessarily elaborate brochures of other presentations beyond that sufficient to present a complete and effective proposal are not desired; and

6. Elaborate artwork; expensive paper, bindings, visuals, and other presentation aids are not required.

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ADDENDA TO REQUEST FOR PROPOSALS

No interpretation or clarification of the meaning of any part of this RFP will be made orally to any proposer. Proposers must request such interpretations or clarifications from the person identified below. Requests for information or clarification of this RFP must be made in writing and addressed to Lisa Cummins, CPPB at the address, fax, or email address listed below, with email being the preferred method of communication. Questions should reference the RFP page, Exhibit, and/or Section Number.

Lisa Cummins, CPPB

City of Rochester Hills

1000 Rochester Hills Drive Rochester Hills, MI 48309

Email: cumminsl@rochesterhills.org Phone: (248) 841-2537

Questions relative to this solicitation must be submitted in writing prior to Friday, May 9, 2025 at 1:00 p.m. No negotiations, decision or actions shall be initiated by any contractor as a result of any verbal discussion with any individual City employee prior to the due date or during the evaluation process. All communications shall be conducted through the City of Rochester Hills Purchasing Division, unless specific written documentation is provided to the proposer.

The City reserves the right to change or amend the RFP documents, prior to the proposal due date by the issuance of Addendums posted on the MITN website. It shall be the contractor’s responsibility to make inquiry as to the changes or addenda issued. All such changes or addend shall be that document appearing on the MITN with amendments, addendums, and updates. The authorized version of this Request for Proposal document shall be that document appearing on MITN with amendments, addendums, and updates.

The City reserves the right to disqualify any proposer who contacts any City employee, representatives, or agent concerning this RFP other than in accordance with this section.

Nothing in this section prohibits the City from conducting discussions with proposers after the proposal due date.

PROPOSAL FORMAT

To facilitate the analysis of responses to this RFP, the Contractor is required to prepare their response in accordance with the instructions outlined in this section. Proposals shall be prepared as simply as possible and provide a straightforward, concise description of the Contractor’s product and capabilities. EMPHASIS SHOULD BE CONCENTRATED ON ACCURACY, COMPLETENESS, AND CLARITY OF CONTENT. All parts, pages, figures, and tables should be numbered and labeled clearly.

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Submittal Format Requirements Information should not include generalized promotion material, resumes, statement of experience, qualifications or capabilities, or other material that is not applicable to the proposed agreement. In order for the City to evaluate proposals fairly and completely, the response should be organized as follows:

Section Proposal Content Requirements

1 Cover Letter 2 Proposal Acknowledgement (Attachment A) 3 Contract Exceptions (Attachment B) 4 Evaluation Criteria #1 – Experience and Qualifications (Attachment C) 5 Evaluation Criteria #2 – Project Team (Attachment D) 6 Evaluation Criteria #3 – Approach to Scope of Services/Project Timeline (Attachment E) 8 Evaluation Criteria #4 - Value/Cost Efforts (Attachment F)

Section 1 – Cover Letter Include a cover letter introducing your company, structure size and capability to perform work.

Summarize your qualifications and services to be provided, detailing the principal contact person for this RFP, including address, telephone number, email, and website address.

Section 2 – Proposal Acknowledgement This required form is included as Attachment A.

Section 3 – Contract Exceptions Any exceptions to this RFP, no matter how slight, must be detailed and provided as indicated in Attachment B. Significant exceptions may make your proposal nonresponsive. If variations are not stated in your proposal, it shall be construed that the proposal fully complies with the specifications, terms, and conditions. Solicitation documents, and attached Sample Contract (Exhibit A). Notwithstanding the above, it is agreed and understood that the City reserves the right to reject these exceptions if they do not meet its requirements.

Section 4 – Evaluation Criteria #1 – Experience and Qualifications Submit a completed Attachment C clearly describing the background, qualifications and experience of the contractor. Provide a brief history and organization of the contractor, the legal entity that will enter into the contract, location of the office where the work will be performed, and the name and title of the person authorized to enter into a master contract agreement. List any subcontractor’s contractor that will support your contractor. Provide a narrative of your contractor’s prior experience and qualifications pertaining to the above Scope of Work and provide a list of projects with similar scopes. This should include a list of municipalities for which the contractor has conducted similar work for. Provide the name, address, and telephone number of at least three (3) references familiar with the quality of work done by your contractor of similar nature as contained in the Scope of Work. By submission of the references, you are authorizing the City of Rochester Hills to contact these references. Attach additional sheets if necessary.

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Section 5 – Evaluation Criteria #2 – Project Team Submit a completed Attachment D. Provide a list of all Contractor Personnel and Subcontractors, and all personnel and subcontractors proposed for assignment to the Project Team. Submit resumes with work experience for key personnel. Provide a narrative of your subcontractor’s prior experience and qualifications pertaining to the above Scope of Work and provide a list of projects with similar scopes. This should include a list of municipalities for which the subcontractor has conducted similar work for. Provide the name, address, and telephone number of at least three (3) references familiar with the quality of work done by your subcontractor of similar nature as contained in the Scope of Work. By submission of the references, you are authorizing the City of Rochester Hills to contact these references. Attach additional sheets if necessary.

Section 6 – Evaluation Criteria #3– Approach to Scope of Services Submit a completed Attachment E. Provide a written narrative that defines the methods and means by which the proposing contractor will perform the Services outlined in this RFP. The description shall at a minimum, include the following items:

• Organization’s understanding of the services to be provided;

• Methodology and technical approach to perform services needed;

• Project timeline outlining the major tasks, phases, timeframes and milestones necessary to complete the Project. Identify the specific employees and subcontractor that will be involved in each task.

Section 7 – Evaluation Criteria #4 – Value/Cost Efforts Submit a completed Attachment F. Complete Schedule of Charges, containing the proposed work items and billable hourly rate schedule of the proposing contractor including the hourly rates for all personnel assigned to the Project team, subcontractor’s fees, and rates for proposed reimbursable expenses such as mileage, equipment, printing, postage, courier service fees, etc. Reimbursable expense categories identified in the Reimbursable Expense Schedule must include all expenses for which the proposing contractor will expect separate reimbursement. Expense categories not identified will not be reimbursed separately but are assumed to be included in the billable hourly rates or the fixed fee, whichever is applicable.

Reimbursable expenses are reimbursed at cost. The proposed Schedule of Charges will be the sole basis of payment.

Provided proposed not-to-exceed costs for all Work or Service, including all estimated reimbursable expenses.

EVALUATION CRITERIA

A committee will evaluate proposals submitted in response to this RFP in accordance with the criteria described in the Proposal Format Section, and as listed below. The City may not request interviews, presentations and/or demonstration, and therefore, complete information should be included with your proposal. If the City requests presentations by short-listed proposers, committee members may update individual scores for the interviewed contractors based on clarifications received, in the context of identified evaluation criteria.

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In preparing responses, proposers should describe in detail how they propose to meet the specifications as detailed in the previous sections. The evaluation committee will apply specific factors to proposal information to assist the City in selecting the most qualified proposer for this contract. Evaluation criteria, in order of relative importance, are as follows:

Item Evaluation Criteria Score

1. Experience and Qualifications 0-30

2. Project Team 0-10

3. Project Approach 0-40

4. Value/Cost Efforts 0-20

Total Points 100

GENERAL TERMS/CONDITIONS/CONTRACT INFORMATION

All correspondence from interested contractors regarding this Request for Proposals must be directed to the attention of Lisa Cummins, NIGP-CPP, CPPB, Procurement Manager, 1000 Rochester Hills Drive, Rochester Hills, MI 48309, 248-841-2537, cumminsl@rochesterhills.org. All inquiries will be made in writing in order that a written response in the form of an addendum can be processed before proposals are due.

Additional information to this Request for Proposals from prospective contractors shall be requested by the Purchasing Division of the City of Rochester Hills

No proposal will be accepted from, or contract awarded to any person, contractor, or corporation that is in arrears or is in default to the City of Rochester Hills upon any debt or contract, or that is in default as surety or otherwise, or failed to perform faithfully any previous contract with the City.

No proposals may be withdrawn after it has been deposited with the City of Rochester Hills, except as provided by law.

All costs incurred in the preparation, submission, and presentation of this proposals, in any way whatsoever, will be wholly absorbed by the prospective contractor. All supporting documentation will become the property of the City of Rochester Hills unless requested otherwise at the time of submission. Michigan FOIA requires the disclosure, upon request, of all public records that are not exempt from disclosure under section 13 of the Act, which are subject to disclosure under the Act. Therefore, confidentiality of information submitted in response to this Request for Proposals is not assured.

The City reserves the right to reject any and all proposals, to waive any informality in the proposals received, and to accept any proposal (or part thereof) which it will deem to be most favorable to the interests of the City or to award to multiple proposers.

The City reserves the right to modify the scope of services during the course of the contract.

Such modification may include adding or deleting any tasks this project will encompass and/or any other modifications deemed necessary. Any changes in pricing or payment terms

9 | P a g e proposed by the contractor resulting from the requested changes are subject to acceptance by the City. Changes may be increases or decreases.

The City reserves the right to terminate the contract without penalty upon 30 days written notice due to poor performance or for reasons deemed to be in its best interest. A designated representative of the City will be solely responsible for determining acceptable performance levels. His/her decision will be deemed in the City's best interest and will be final. The City reserves the right to re-award the contract to the second most qualified proposer, re-issue the contract or do whatever is deemed to be in its best interest.

The successful proposer must furnish documentation complying with State of Michigan and Federal laws relating to discrimination under Equal Employment Opportunity (EEO).

The City of Rochester Hills is exempt from all sales, excise, and transportation taxes.

The selected contractor must maintain for the life of the agreement insurance coverage meeting the minimum limits of liabilities as outlined herein.

All information requested herein must be submitted with the proposal; failure to do so may result in rejection of the proposal as non-responsive and/or incomplete.

All proposals must be in accordance with the Purchasing Ordinances of the City of Rochester Hills and the requirements of this notice to be deemed responsive. Any deviation from the specifications must be noted in the proposal.

Ownership of all data, materials and documentation originated and prepared for the City of Rochester Hills pursuant to the Request for Proposals and the subsequent contract shall belong exclusively to the City of Rochester Hills.

The contractor will provide competent, suitable and qualified personnel to perform the work as required by the specifications. The contractor will designate a representative who will be present at site and will have the authority to act on behalf of the contractor. The contractor's representative will not be replaced without prior written notice to the City. All communications given the contractor's representative will be as binding as if given to the contractor.

The proposer is an independent contractor and as such will be responsible for paying his/her own Federal income tax and self-employment tax, or any other taxes applicable to the compensation paid under this agreement.

The contractor shall not subcontract any or all portions of the work unless the City grants prior written approval. Any subcontractor, so approved, shall be bound by the terms and conditions of this contract. The contractor shall be fully liable for all acts and omissions of its subcontractor(s) and shall indemnify the City of Rochester Hills for such acts or omissions.

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All work shall meet with the approval of the City’s Engineer, or their authorized representative, as conforming to the provisions and requirements of this contract.

Advanced payments will not be authorized. Payments will be made on a time and materials basis and acceptance of the services rendered. Accurate and acceptable invoices will be paid net 30 days, following the City of Rochester Hills schedule for payment of invoices.

The City of Rochester Hills reserves the rights to waive any informalities, or immaterial omissions or defects not involving price, time or changes in the work and to reject any or all proposals, if to do so is deemed in the best interest of the City. In no event will an award be made until all necessary investigations are made as to the responsibility and qualifications of the contractor to whom it is proposed to make such award. Any contract awarded to a person or company who is discovered to have been in default or disqualified at the time of the awarding of the contract shall be voidable at the discretion of the Mayor or the City of Rochester Hills.

Proposers are advised that the Request for Proposals is considered to be under evaluation until contract award. The Purchasing Division and City staff are restricted from giving any information relative to the proposals or "progress" of the evaluation during this time, except as described in these proposals and as required to administer the evaluation process.

Contact with review committee members, Mayor or City Council members can result in disqualification. An award will be posted on the MITN website.

It shall be the proposer's responsibility to make inquiry as to the changes or addenda issued.

All such changes or addenda shall become a part of the contract and all contractors shall be bound by such changes or addenda.

As this Request for Proposals is being made available by electronic means, the proposer accepts full responsibility to ensure that no changes are made to the Solicitation documents.

In the event of conflict between a version of the Request for Proposals submitted by proposer and the version maintained by the City of Rochester Hills Purchasing Division, the version maintained by the City of Rochester Hills Purchasing Division shall govern.

In the event bankruptcy proceedings are commenced by or against contractor or under any provisions of the United States Bankruptcy Act or for the appointment of a receiver or trustee or a general assignment for the benefit creditors of either party. City shall be entitled to terminate without further cost or liability. The City may cancel the Agreement/Contract or hold the contractor responsible for damages.

Under 2012 PA 517, an Iran Linked Business, as defined therein, is not eligible to contract with the City and shall not submit a bid.

INSURANCE REQUIREMENTS

The Contractor shall not commence work under this contract until they have obtained the insurance required under this paragraph. All coverages shall be with insurance companies

11 | P a g e licensed and admitted to do business in the State of Michigan. All coverages shall be with insurance carriers acceptable to the City. The City of Rochester Hills shall be named as certificate holder.

1. Workers' Compensation Insurance: The Contractor shall procure and maintain during the life of this contract, Workers' Compensation Insurance, including Employers Liability Coverage, in accordance with all applicable statutes of the State of Michigan.

2. Commercial General Liability Insurance: The Contractor shall procure and maintain during the life of this contract, Commercial General Liability Insurance on an "Occurrence Basis" with limits of liability not less than $1,000,000.00 per occurrence and/or aggregate combined single limit, Personal Injury, Bodily Injury, Bodily Injury and Property Damage. Coverage shall include the following extensions: (A) Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors Coverage; (D) Broad Form General Liability Extensions or equivalent; (E) Deletion of all Explosion, Collapse and Underground (XCU) Exclusions, if applicable; (F) per Contract Aggregate.

3. Motor Vehicle Liability: The Contractor shall procure and maintain during the life of this contract Motor Vehicle Liability Insurance, including Michigan No-Fault Coverages, with limits of liability of not less than $1,000,000.00 per occurrence combined single limit Bodily Injury and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.

4. Additional Insured: Commercial General Liability and Motor Vehicle Liability

Insurance, as described above, shall include an endorsement stating: It is understood and agreed that the following shall be Additional Insureds: The City of Rochester Hills, all elected and appointed officials, all employees and volunteers, all boards, commissions and/or authorities and board members, including employees and volunteers thereof. This coverage shall be primary to the Additional Insureds, and not contributing with any other insurance or similar protection available to the Additional Insureds, whether other available coverage be primary, contributing or excess.”

5. Cancellation Notice: Workers' Compensation Insurance, Commercial General Liability

Insurance and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating the following: "Should any of the above-described policies be canceled before the expiration date thereof, the issuing company will mail thirty (30) days written notice to the certificate holder named to the left.”

6. Proof of Insurance Coverage: The Contractor shall provide the City of Rochester Hills at the time the contracts are returned by him for execution, a Certificate of Insurance as well as the required endorsements. In lieu of required endorsements, if applicable, a copy of the policy sections where coverage is provided for additional insured and cancellation notice would be acceptable. Copies or certified copies of all policies mentioned above shall be furnished, if so requested.

7. If any of the above coverages expire during the term of this contract, the Contractor

12 | P a g e shall deliver renewal certificates and/or policies to the City of Rochester Hills at least ten (10) days prior to the expiration date.

8. Failure to Comply: Failure to comply with the insurance requirements contained in this contract shall constitute a material violation and breach of the contract and may result in termination of the contract.

HOLD HARMLESS

To the fullest extent permitted by law, the Contractor agrees to defend, pay on behalf of, indemnify, and hold harmless the City of Rochester Hills, its elected and appointed officials, employees and volunteers and others working on behalf of the City of Rochester Hills against any and all claims, demands, suits, or loss, including all costs including attorney fees connected therewith, and for any damages which may be asserted, claimed or recovered against or from the City of Rochester Hills, its elected and appointed officials, employees, volunteers or others working on behalf of the City of Rochester Hills, by reason of personal injury, including bodily injury or death and/or property damage, including loss of use thereof, which arises out of or is in any way connected or associated with this contract.

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ATTACHMENT A

PROPOSAL ACKNOWLEDGEMENT

RFP-RH-25-031

1. Proposer hereby acknowledges receipt of addendum numbers ___ through ___. N/A

The undersigned hereby declares that he/she has carefully examined the general conditions and specifications and will provide Pipeline Condition Assessment Services, as described herein for the price set forth in this proposal. Any changes to the specifications and its impact on the final cost will be discussed and mutually agreed upon before the delivery of the services.

It is understood that all prices proposed shall remain in effect for at least one hundred twenty (120) days from the proposal due date to allow for the award and that, if chosen the successful contractor, the prices will remain firm through invoice. The proposer affirms that he/she is duly authorized to execute this proposal, that this company, corporation, partnership or individual has not prepared this proposal in collusion with any other proposer and that the contents of this proposal as to prices, terms or conditions have not been communicated by the undersigned, nor by any employee or agent, to any competitor, and will not be, prior to the award and the proposer has full authority to execute any resulting contract awarded as the result of, or on the basis of the proposal.

By submission of a proposal, the Proposer agrees that at the time of submittal, he/she: (1) has no interest (including financial benefit, commission, finder’s fee, or any other remuneration) and shall not acquire any interest, either direct or indirect, that would conflict in any manner or degree with the performance of proposer’s services, or (2) benefit from an award resulting in a “Conflict of Interest.”

A “Conflict of Interest” shall include holding or retaining membership, or employment, on a board, elected office, department, division or bureau, or committee sanctioned by and/or governed by the City of Rochester Hills. Proposers shall identify any interests, and the individuals involved, on separate paper with the response and shall understand that the City, at its discretion may reject their proposal.

The undersigned certifies on behalf of the Proposer that the Proposer is not an “Iran Linked Business,” as defined in the Iran Economic Sanctions Act of the State of Michigan, 2012 PA 517.

The submission of a proposal hereunder shall be considered evidence that the proposer is satisfied with respect to the conditions to be encountered and the character, quantity, and quality of the work to be performed.

Company Name

Company Address

City State Zip

Authorized Representative’s Name (Officer/Agent)

Title

Signature Dated

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ATTACHMENT B

CONTRACT EXCEPTIONS

Check One:

There are no exceptions taken to any of the terms, conditions, specifications, solicitation documents, or the contract.

There are exceptions taken to the terms, conditions, specifications, solicitation documents or contract which are clearly detailed and attached to this Attachment.

NOTE: All potential proposers are advised that exceptions taken may be considered during the evaluation phase which may affect the final scoring of proposals. Proposers stipulating that the City must use their contract or agreement may be determined non-responsive and their proposal determined unacceptable.

The following contract terms are considered non-negotiable by the City:

• Limitation of Liability for death, bodily injury, or damage to tangible property (including data)

• Indemnification to the City of Rochester Hills

• Binding Arbitration

• Governing Law other than the State of Michigan

Original Signature by Authorized Officer/Agent

Type or Print Name of Person Signing

Company Name

Title

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ATTACHMENT C

EVALUATION CRITERIA #1

EXPERIENCE AND QUALIFICATIONS

Date:

Company Name:

Address:

City: State: Zip:

Contact Name:

Telephone Number:

E-Mail Address:

Company Established: Years in Business:

Type of Organization (Circle One):

Individual Partnership Corporation Joint Venture Other

What payment method(s) will your company accept from the City? The City’s payment terms are Net 30 days of invoice for satisfactory deliverables received.

City Procurement Card (MasterCard) IMPORTANT NOTE: The City will not agree to pay additional processing fees on credit card payments

City Purchase Order/Check

Provide a brief history and organization of the company, including office location and name of city contact for the project.

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Provide a narrative of your company’s prior work experience and qualifications pertaining to the Scope of Work and provide a list of projects with similar scopes. This should include other pipeline condition assessment projects within the past five (5) years.

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ATTACHMENT C – COMPARABLE PROJECTS/REFERENCES

Customer Name:

Customer Name:

Customer Contact:

Customer Phone Number: ( )

E-mail Address

Contract Scope

Contract Start Date:

Contract End Date:

Completed In Process Not Started

Customer Name:

Customer Contact:

Customer Phone Number: ( )

Customer Contact:

Customer Phone Number: ( )

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ATTACHMENT D

EVALUATION CRITERIA #2

PROJECT TEAM

Provide a list of the project team members that you propose to use and identify each team member’s responsibilities. Include a brief description of the experience and qualifications of the proposed staff member(s) who will be performing the services. List their role on the team and office location.

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ATTACHMENT D - SUBCONTRACTOR INFORMATION (If Applicable)

Will subcontractors be used for this project? Yes No

For each subcontract, provide the following information (use additional sheets as necessary):

Subcontractor: _________________________________

Address: ____________________________________________________________________________

Phone Number: __________________ E-mail: _____________________________________________

Describe proposed work to be performed by this subcontractor and percentage of total work to be assigned. _________________________________________________ Percentage: ____________%

Has the contractor ever been debarred or suspended by a government from consideration for the award of contracts? Yes No

If yes, where and why? _________________________________________________________________

Phone Number: __________________ E-mail: _____________________________________________

Describe proposed work to be performed by this subcontractor and percentage of total work to be assigned. _________________________________________________ Percentage: ____________%

Has the contractor ever been debarred or suspended by a government from consideration for the award of contracts? Yes No

Phone Number: __________________ E-mail: _____________________________________________

Describe proposed work to be performed by this subcontractor and percentage of total work to be assigned. _________________________________________________ Percentage: ____________%

Has the contractor ever been debarred or suspended by a government from consideration for the award of contracts? Yes No

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SUBCONTRACTOR EXPERIENCE AND QUALIFICATIONS

Provide a brief history and organization of the company, including office location and name of city contact for the project.

Provide a narrative of your company’s prior work experience and qualifications pertaining to the Scope of Work and provide a list of projects with similar scopes. This should include other pipeline condition assessment projects within the past five (5) years.

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SUBCONTRACTOR COMPARABLE PROJECTS/REFERENCES

Customer Contact:

Customer Phone Number: ( )

Completed In Process Not Started

Customer Name:

Customer Name:

Customer Contact:

Customer Phone Number: ( )

Completed In Process Not Started

Customer Name:

Customer Name:

Customer Contact:

Customer Phone Number: ( )

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ATTACHMENT E

EVALUATION CRITERIA #3

APPROACH TO SCOPE OF SERVICES

Provide a detailed description of the services, means and methods by which the work identified in the Scope of Services will be performed. Include your organizations understanding of the services to be provided, methodology and technical approach to be used in conducting each phase of the pipeline condition assessment.

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ATTACHMENT F

EVALUATION CRITERIA #4

VALUE/COST EFFORTS

SCHEDULE OF CHARGES

PIPELINE CONDITION TESTING SERVICES

Category Billable

Hourly Rate Estimated

Total Hours Estimated Total Cost

Project Executive x = $ Project Manager x = $ Project Engineer x = $ Design Engineer x = $ Engineering Tech x = $ CAD Tech x = $ Survey Crew Leader x = $ Surveyor x = $ Clerical x = $ Other (List) x = $

SUB TOTAL (including estimated reimbursable expenses) $

EXCAVATION/EARTHWORK SERVICES

Item Description Est

Qty Unit of Measure

Unit Price Extended Cost

1 Mobilization 8 Ea $ $ 2 Excavation Earth, LM Cyd $ $ 3 Trench and Pipe Preparation 8 Ea $ $ 4 Backfill, CL II, CIP Ton $ $ 5 Backfill, 6A Stone (as needed) Ton $ $ 6 Site Restoration Syd $ $ 7 Sidewalk, Concrete, 4 Inch Sft $ $ 8 Traffic Control 8 Ea $ $ 9 RCOC Permit Allowance 1 LSum $5,000.00 $5,000.00

SUB TOTAL $

PROJECT TOTAL (Pipeline Testing Services + Excavation/Earthwork Services) = $

Attach additional sheets if needed.

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REIMBURSABLE EXPENSES:

Reimbursable expenses include, but are not necessarily limited to, copying, printing, postage, local mileage, out of town travel expenses, owned or rented equipment costs, subcontractor costs and subcontractor costs, if any.

All categories of reimbursable expenses for which Contractor will expect compensation are listed below. Categories of expenses not listed shall not be reimbursed separately and shall be considered to be included in Contractor’s personnel billable hourly rates, or if a NTE amount was converted to a lump sum fee, to be included in the lump sum fee.

Listed expenses incurred by Contractor from outside vendors such as rental equipment, subcontractors, or subcontractors will be reimbursed at cost without further mark up. Contractor’s management of outside subcontractors and/or subcontractors will be reimbursed at the Billable Hourly Rates for Contractor’s personnel involved in the management and not through a percent fee markup. Detailed documentation (vendor invoices) must be supplied for an outside expense to be eligible for reimbursement.

Expenses incurred by Contractor from in-house operation, such as in-house printing, copying, Contractor owned equipment, etc., will be reimbursed at the rates indicated below. Detailed unit prices for all in-house expenses for which Contractor will expect compensation are listed below. Vehicle mileage in connection with the performance of the Services will be reimbursed at the rate currently allowed under IRS rules for passenger vehicles, and at rates herein defined for specialty vehicles, such as survey trucks.

Reimbursable Expense Categories and Rates:

In-House Expense Category UOM Rate Outside Expense Category UOM Rate Passenger Vehicle Mile IRS Rental Equipment LS Cost Other: Other:

Attach additional sheets if needed.

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EXHIBITS

Exhibit A Agreement for Professional Services

Exhibit B Contractor’s General Scope of Services for Pipeline Condition Assessment

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EXHIBIT A

SAMPLE AGREEMENT FOR CONTRACTOR SERVICES

PIPELINE CONDITION ASSESSMENT SERVICES

The Contractor Services Agreement for the City of Rochester Hills Pipeline Condition Assessment Project (“Agreement”) is made and entered into this ____ day of ________________, 2025, by and between the City of Rochester Hills, A Michigan home rule municipality, whose address is 1000 Rochester Hills Drive, Rochester Hills, MI 48309 (“City”) and Business Name, whose principal place of business is located at (Business Address) (“Contractor, or may be referred to as Service Provider”).

Hereinafter, City and Contractor may be referred to collectively as the “Parties”, or individually as the “Party”.

RECITALS

A. City requires Services in connection with Pipeline Condition Assessment, (the “Project”).

B. On or about DATE, City selected Contractor as the most qualified contractor to provide the services described in this Agreement.

C. Contractor selected by the City represents it has the requisite expertise and professional experience to perform the services this Project requires as described herein and the City needs during the term of this Agreement.

In consideration of the promises stated herein, the Parties agree as follows:

TERMS AND CONDITIONS

A. Definitions, Interpretation. Capitalized terms not defined below shall have the meanings given them in the Contract Documents where they are defined. Further, otherwise consistent with the context, the singular shall include the plural and the plural shall include the singular. The titles and articles and sections used in this Agreement are primarily for convenience but may be used as aids in interpreting any provision herein.

1. Agreement means the Agreement between the City and Contractor, including Amendments, Change Orders, and exhibits made part of the Agreement upon or after its execution.

2. Contract Documents consist of those documents identified in the Agreement, and Change Orders and Amendments issued after execution of the Agreement.

3. Day in any Contract Document refers to a calendar day of 24 hours measured from midnight to the next midnight.

4. Drawings are the graphic and pictorial portions of the Contract Documents, wherever located and whenever issued, showing the design, location and dimensions o the Work, generally including plans, elevations, sections, details, schedules, diagrams, and notes, also sometimes referred to as plans. The Drawings may contain Specifications, and the Specifications may contain Drawings.

5. Commencement Date is the designated date on which it becomes effective, but if no such date is designated, it is the date on which the City signs the Agreement.

6. Including shall, unless otherwise specifically stated, mean including, but not limited to and words such as hereby, herein, and hereunder and words of similar import shall be construed to refer to this Agreement in its entirety.

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7. Specifications are that part of the Contract Documents consisting of written technical descriptions of materials, equipment, systems, standards, and workmanship as applied to the Work and certain administrative details applicable thereto.

8. Subcontractor (“Subcontractor”) is a person or entity retained by Contractor as an independent contractor to provide labor, materials, equipment, and/or services necessary to complete a specific portion of the Work; or any other party supplying labor and material or only labor for Work under a separate contract or agreement with Contractor. Moreover, the terms “Subcontractor” and “Subcontractor” are interchangeable herein and will, at all times, have express or convey the same meaning. The term does not include a Separate Contractor or a Separate Contractor’s subcontractors.

9. Work (“Services”) is the various elements identified and required by the Contract Documents and includes and is the result of performing or providing all labor, services, and documentation necessary to produce, furnish, install, and incorporate all materials and equipment necessary to complete the services in accordance with the Contract Documents. Moreover, the terms “Work” and “Services” are interchangeable herein and will, at all times, have express of convey the same meaning.

B. Contract Documents

1. The following documents, including all exhibits and attachments listed, contained, or referenced in this Agreement, by this reference are incorporated verbatim into this Agreement:

a) City Approved Amendments to this Agreement

b) This Agreement for Professional Consulting Services (together with

Attachments & Exhibits);

Attachment A – Proposal Acknowledgement Attachment B – Contract Exceptions Attachment C – Experience & Qualifications Attachment D – Project Team Attachment E – Approach/Scope of Services Attachment F – Value/Cost Effort Exhibit A – Agreement for Professional Services Exhibit B - Contractor’s General Scope of Services for Pipeline Condition Assessment

2. In the event there is a conflict between any of the above-listed documents, the provisions of the document listed first in order shall govern over those documents listed in descending order in subparagraph B.1 above after the first listed document.

3. Contractor may need additional documents to perform the required Work and Services, or to clarify certain aspects of the Work and Services, that are not listed in Section 8.1 above. Such documents, unless specifically identified as such, are not Contract Documents. These documents, by way of example include, but are not limited to:

a) The Request for Proposals (including Addenda):

b) The Contractor’s response to the Request for Proposals; and

c) Other City policies and procedures as applicable

4. Contractor shall perform the Services with the staff identified in the attached Exhibit B, unless otherwise authorized in writing by the City.

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C. Project Description. The City of Rochester Hills is proposing to physically inspect sections of their water transmission system, specifically 16-inch to 24-inch Prestressed Concrete Cylinder Pipe (PCCP). The City has selected six (6) locations in which they would like to locally excavate and expose approximately 30 feet of pipeline (from 8 o’clock to 4 o’clock), including two joints and perform non-destructive testing on the in-place PCCP. Two (2) additional locations for this work have also been provided and may be added to the contract as time and budget allow.

Further detail on the scope of the services necessary in this Contract are located in Exhibit B.

D. Contractor’s Scope of Services. Upon receipt of a written Notice to Proceed from The City, Contractor acknowledges that its scope of services includes furnishing all of the technical, administrative, professional, and other labor; all supplies and materials, equipment, printing, vehicles, local travel, office space and facilities, testing and analyses, calculations, and any other facilities or resources required to perform and complete the Services described in the attached Exhibit B ("Scope of Services" or "Services").

E. Term; Commencement and Termination Dates. This Agreement shall commence on the date written above and shall terminate at such time when all of the Scope of Services in Exhibit B up to, and through the end of the Warranty Phase are complete, or upon the City providing Contractor with seven (7) Calendar Days advance written notice whichever occurs first. In the event this Agreement is terminated by the City for convenience, the City shall issue a written Notice of Intent to Terminate and the City shall pay Contractor for all Services previously authorized and completed prior to the date of the Notice of Termination and Contractor shall not be entitled to profit or overhead on uncompleted Services.