RFP Technology Platform.pdf

REQUEST FOR PROPOSALS FOR LEAD SERVICE LINE INVENTORY TECHNOLOGY PLATFORM

IN CONJUNCTION WITH THE SOUTH HILL LEAD SERVICE LINE INVENTORY PROJECT

TOWN OF SOUTH HILL

A. PROJECT DESCRIPTION

The Town of South Hill (herein after, “Town”) is requesting proposals from consultants to assist the Town with a lead service line inventory (LSL) that will be conducted in response to EPA’s Lead and Copper Rule. Specifically, the Town is seeking technical assistance through a technology platform/software that will assist the with required digitization of service line inventory and access for public response/reporting that follows the Virginia Department of Health’s Office of Drinking Water guidelines.

B. SCOPE OF SERVICES

Scope of work will include digitization and interpretation of historical records, organization of collected data in documentation considered to be compliant with the Virginia Department of Health Office of Drinking Water and the Environmental Protection Agency Lead and Copper Rule, and streamline communication with citizens for first-hand data collection.

Inventory Assistance:

1. Software Platform compliant with both the Virginia Department of Health and the Environmental Protection Agency’s requirements for Lead Service Line Inventories.

2. Communication plan and materials for consumer feedback.

3. Technical Assistance to complete Lead Line Replacement Plan with information collected.

C. PROPOSAL CONTENTS

All respondents should submit a written Statement of Qualifications (SOQ) to include information about the respondent directly related to each of the Selection Criteria outlined in Section E. herein.

D. SELECTION PROCESS

The Town of South Hill will appoint a Selection Committee to review and evaluate all Statement of Qualifications (SOQ’s) submitted by firms responding to the RFP. The proposals will be evaluated and ranked based on the Selection Criteria outlined in Section E. herein.

At the conclusion of the evaluation process the proposals will be ranked in priority order with the highest ranking being selected to negotiate a contract with the Town. If a contract satisfactory to both parties cannot be negotiated, the Town will enter into negotiations with the next highest proposal and so on until an agreement is reached.

E. SELECTION CRITERIA

The respondents will be evaluated based on the following criteria (SOQ’s) should address each of these areas:

1. Scope of specific services the technology platform can perform related to lead service line inventories.

2. How the software will be able to meet compliance needs set forth by both the EPA and VDH

ODW.

3. Availability of technical support and training to use the technology platform.

4. Knowledge and familiarity of the consultant with the procedures of the EPA and VDH ODW.

5. Estimated costs based on an understanding of the project and services proposed.

6. Special strengths of the technology platform.

7. Past record of performance. Consultant must list references for similar projects from the past five

(5) years.

F. SUBMITTAL

INSTRUCTIONS

1. Respondents should submit one (1) electronic proposal to:

Attn: C.J. Dean Town of South Hill

RE: Town of South Hill Lead Service Line Inventory cdean@southhillva.org

2. Proposals are due February 23, 2024 no later than 5:00 p.m.

3. Proposals shall be prepared simply and economically, providing a straightforward, concise description of the firm’s capabilities to satisfy the requirements of the RFP. Emphasis should be on the completeness and clarity of content.

4. Proposals, amendments thereto or withdrawal requests received after the time advertised for proposed receipt will be void regardless of when they were mailed.

5. Address and mark proposal as indicated in the notice.

CONDITIONS

The TOWN intends to select one firm to provide these services using the competitive negotiation procedure defined in Section 2.2-4302.2.3 of the Virginia Public Procurement Act. Price shall be considered, but need not be the sole or primary determining factor.

This RFP does not commit the TOWN to award a contract, to pay any costs incurred in the preparation of a proposal for this project, or to procure or contract for services.

The TOWN reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with any qualified firm, or to modify or cancel in part or in its entirety the RFP it if is in the best interest of the TOWN.

Any offeror who desires to protest the award of a contract shall submit such protest in writing to the TOWN no later than ten days after the announcement of the award.

mailto:cdean@southhillva.org

The Town of South Hill does not discriminate against an offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

Minority, small, and women-owned business are encouraged to submit a proposal.

Attachments:

1. Certification Regarding Debarment

2. Score Sheet