RFP - Sanitary Sewer Maintenance 2025.docx

Request for Proposals Sanitary Sewer Maintenance 2025 Town of Mountain View, Colorado

1. Introduction

The Town of Mountain View (“Town”) is soliciting proposals from qualified Contractors (“Contractor”) to perform needed maintenance for Mountain View’s Sanitary Sewer System in 2025.

2. General Information

2.1 Demographics

The Town of Mountain View, Colorado became a Town in 1904. Mountain View became a Home Rule municipality in 1972 with a Mayor-Council form of government. Mountain View is in Jefferson County, immediately west of the City and County of Denver, in the heart of the metropolitan area. Residents enjoy the convenience of nearby metropolitan services, and the ambiance of the Town’s small-town character. The Town is approximately twelve square blocks in size and, as of the 2020 United States Census, had approximately 541 residents.

2.2 Town Goals and Objectives

The goal of this Request for Proposal (“RFP”) is to provide needed maintenance for the Town’s Sanitary sewer System. The maintenance required includes:

· Jet cleaning of the entire system.

· Manhole Inspections.

· Video of some sections of the sanitary sewer system.

· Root cut of some sections of the sanitary sewer system.

· Lining of a section of the sanitary sewer system.

2.3 Reservation of Rights

This request for proposals is a solicitation and not an offer to contract. The Town reserves the right to reject any and all proposals. The Town retains the right to abandon or terminate the RFP process at its discretion at any time. The Town further reserves the right to issue clarifications and other directives concerning this request for proposals; to request clarification or further information with respect to any proposal, and to determine the final terms of any contract. Acceptance of any proposal will be based upon factors including, but not limited to: costs for products; completeness of proposal; thoroughness of information provided; equipment quality and warrantee and customer service standards.

2.4 Solicitation Process

Proposals will be opened and considered based upon pricing and how well they meet the specifications for award consideration.

PROPOSAL SUBMISSION: Proposers who can comply with all the requirements of the RFP.

2.5 Proposal Schedule

A tentative schedule of key dates for the project has been established as follows:

May 26 Proposals due by 5 p.m. and can be submitted electronically to David Nugent at dnugent@tomv.org

2.6 Termination

This Agreement shall terminate at such time as the Scope of Services is completed and the requirements of this Agreement are satisfied, or upon the Town providing Contractor with seven (7) days advance written notice, whichever occurs first. If Contractor has substantially or materially breached this Agreement, the Town shall have any remedy or right of set-off available at law and equity.

2.7 Conditions of Award

It is the intent of the Town to award to the most technically qualified and responsible bidder, provided the bid has been submitted in accordance with the requirements of the bidding documents and is judged to be fair and reasonable. The Town shall be the sole judge of the bidder’s qualifications, and whether the bid is in the best interests of the Town.

The Town may conduct such investigations as the Town considers necessary to assist in the evaluation of any bid and to establish the responsibility, qualifications and financial ability of the bidders and award in accordance with the bidding documents to the Town’s satisfaction within the prescribed time.

· The Town shall have the right in its sole discretion to terminate the award with or without cause.

· The Town shall consider past work and references as well as the services provided in the evaluation.

2.8 Amendments to the Request for Proposals

The Town reserves the right to amend this Request for Proposal by an addendum at any time prior to the date set for receipt of proposals. It shall be the responsibility of the bidder to obtain all addenda. If revisions are of such a magnitude to warrant, in the Town’s opinion, the postponement of the date for receipt of proposals, an addendum will be issued announcing the new date.

2.9 Pricing

Contractor must provide pricing for the Sanitary Sewer Maintenance as set forth in Attachment “A” and complete the pricing quote in Attachment “B”. Pricing must include all costs including but not limited to delivery, accessories, and options.

CHANGES IN SCOPE OF SERVICES

The Town will agree that any change in the Scope of Services to be performed after the original agreement has been signed shall be documented as a written change order, be accepted by all parties, and made a part of the original agreement by addendum.

JOINT PROPOSALS

Multiple contractors may form a team to submit a joint proposal. All Contractors and individuals involved must be identified in the proposal. A single individual and Contractor must be designated as having overall responsibility for services. The lead individual and Contractor will serve as the Town’s primary contact and will be responsible for ensuring agreed upon timelines and work requirements are met.

NO CONFLICT OF INTEREST

Contractors should have no real or apparent conflict of interest. A conflict of interest includes any financial or contractual relationship with a contractor, individual, or association with a direct financial interest in Town revenues. Examples of such contractors, individuals, or associations include owners of retail and commercial properties within the Town and other business groups.

PROPOSAL OWNERSHIP

All Contractor work products developed by the Contractor team will become property of the Town upon completion of the work. The Town may request copies of relevant spreadsheets or databases developed as part of the Contractor’s work.

GENERAL INFORMATION

Reimbursement will not be made for costs incurred prior to a formal award. The proposal must be comprehensive and specify how the Contractor would complete all the elements of the "Scope of Services."

PROPOSAL GUARANTEE

All proposals must honor pricing and project timeline for at least 90 days from submission of proposal. Mountain View receives the right to negotiate a contract with any contractor that submits to this request for proposal within this time period.

SUBLETTING OF AGREEMENT

The consulting contractor will agree not to assign or sublet the whole or any part of the agreement without the prior written consent of the Town.

2.10 Additional Information

Proposals will be considered only from Contractors or individuals that are firmly established in an appropriate business, who are financially responsible, and who have the resources and ability to offer services in a professional and expedient manner. The Town reserves the right to be the sole judge of these criteria. The Town may request additional information as deemed necessary. Failure to provide such information may result in the proposal being considered non-responsive.

Technical questions regarding the services specified in this RFP may be directed to:

David Nugent, Public Works Coordinator Phone: 720-314-5558 Email: dnugent@tomv.org

The Town of Mountain View reserves the right to reject any and all proposals, to waive any informalities in the proposals received, and to accept the proposal deemed most advantageous to the best interest of the Town.

Submission Information The Town of Mountain View, Colorado will accept proposals at dnugent@tomv.org, until 5:00 p.m. (MT) May 26, 2025. Proposals received later than the above referenced time will not be accepted for review or consideration.

ONE (1) ELECTRONIC COPY OF YOUR TECHNICAL PROPOSAL SHALL BE SUBMITTED AND RETAINED BY THE TOWN OF MOUNTAIN VIEW. ALL SUBMISSIONS SHALL BE EMAILED TO dnugent@tomv.org.

Attachment A – Specifications

The actual services to be performed will be determined by the Town, to include, but not limited to, the following areas:

· Jet Cleaning of the entire Sanitary Sewer System. (11,670 LF)

· Evaluate the Sheridan Blvd. portion from manhole SAN-1 to manhole SAN-6. This should include

· manhole inspections

· video/video examination of this section of the sanitary sewer line.

· Video of sections:

· B44.1 to C44.1 (324 LF)

· D44.1 to E44.1 (325 LF)

· Root Cutting of sections:

· B41.2 to B43.1 (418 LF)

· F41.2 to F43.1 (418LF)

· Lining of section:

· E41.1 to E41.2 (420 LF)

DELIVERABLES:

The Contractor will ultimately deliver a final report documenting all completed maintenance and recommendations for future maintenance concerns identified during their work.

The report can be formatted as follows:

Overview of work Executive Summary of Findings, (including recommendations for future work) Line Condition Analysis Pipe condition Examples from Videos

Attachment B - Pricing quote

The undersigned, having familiarized (themselves) with the requirements of Request for Proposal, issued by the Town of Mountain View, hereby propose to furnish the following Sanitary Sewer Maintenance to the Town of Mountain View in accordance with the requirements of said Request for Proposal:

Total cost: ___________________

Comments or exclusions:

In submitting this bid, it is understood that the Town of Mountain View reserves the right to reject any and all bids, and to waive any informalities in bidding.

The undersigned further states that this proposal is made in good faith and is not founded on, or in consequence of, any collusion, agreement or understanding between oneself or any other interested party.

OFFICIAL ADDRESS:

CONTRACTOR’S NAME:

TYPE PRINCIPAL’S NAME:

PRINCIPAL’S SIGNATURE:

DATE: