RFP2505Final.pdf

Daytona Beach News Journal Legal Section Ad dated 03/20/25

CITY OF DELAND

NOTICE TO BIDDERS

RFP-25-05

NOTICE IS HEREBY GIVEN that the City of DeLand will receive sealed proposals at the City

Hall 2nd floor receptionist, 120 South Florida Avenue, DeLand, Florida, until 1:00 p.m. on April

10, 2025 and will open the submitted bids in the Commission Chambers, first floor, immediately following the submittal closing time for the following:

"Backflow Device Testing, Certifications and Repair Services”

Proposals must comply and be submitted in accordance with the project technical specifications which may be obtained at the office of the City Hall, 120 S. Florida Avenue, DeLand, Florida, any time prior to the bid opening. Questions shall be directed to the office of the Purchasing Manager, Corey McMillen at 386-626-7078 or by email at mcmillenc@deland.org or Purchasing@deland.org.

Michael Grebosz Assistant City Manager mailto:mcmillenc@deland.org mailto:Purchasing@deland.org

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1. SUBMISSION OF OFFERS: All offers shall be submitted in a sealed envelope or package. The invitation numbers, title, and opening date shall be clearly displayed on the outside of the sealed envelope or package. The delivery of responses to the receptionist located on the 2nd floor of City Hall prior to the specified date and time is solely and strictly the responsibility of the offeror. Any submittal received after the specified date and time will not be considered.

Responses shall be submitted on forms provided by the City. Additional information may be attached to the submittal. Facsimile submissions are NOT acceptable. No offer may be modified after acceptance. No offer may be withdrawn after opening for a period of sixty (60) days unless otherwise specified.

2. EXECUTION OF OFFER: Offer shall contain a manual signature in the space(s) provided of a representative authorized to legally bind the offeror to the provisions therein. All spaces requesting information from the offeror shall be completed. Responses shall be typed or printed in ink. Use of erasable ink or pencil is not permitted. Any correction made by the offeror to any entry must be initialed.

SUBMIT TO:

CITY OF DELAND

FINANCE DEPT., 2ND FLOOR

PURCHASING COORDINATOR

120 SOUTH FLORIDA AVENUE

DELAND, FLORIDA 32720

CONTACT:

Corey McMillen mcmillenc@deland.org purchasing@deland.org

PHONE:

386-626-7078 RFP-25-05

SUBMITTALS RECEIVED AFTER SPECIFIED DATE

AND TIME WILL NOT BE CONSIDERED

RFP TITLE: Backflow Device Testing, Certifications and Repair Services

SUBMITTAL DEADLINE:

April 10, 2025 @ 1:00 P.M.

PRE-PROPOSAL CONFERENCE DATE, TIME AND

LOCATION: N/A PROPOSAL BOND REQUIRED: $15,000

RESPONDENT NAME: FEDERAL ID # OR SOCIAL SECURITY #:

MAILING ADDRESS: TELEPHONE #:

CITY – STATE – ZIP: FAX #:

EMAIL:

AUTHORIZED SIGNATURE Title

Printed Name Date

By my signature I certify that this offer is made without prior understanding, agreement, or connection with any corporation, firm, business entity, or person submitting an offer for the same materials, supplies, equipment, or service(s), and is in all respects fair and without collusion or fraud. I further agree that if the offer is accepted, the offeror will convey, sell, assign, or transfer to the City of DeLand all right, title, and interest in and to all causes of action it may now or hereafter acquire under the Antitrust laws of the United States and the State of Florida for price fixing relating to the particular commodity(s) or services(s) purchased or acquired by the City of DeLand. At the City’s discretion, such assignment shall be made and become effective at the time the City tenders final payment to the vendor.

THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR RESPONSE

GENERAL CONDITIONS AND INSTRUCTIONS

****PLEASE READ CAREFULLY****

REQUEST FOR PROPOSAL

X mailto:purchasing@deland.org

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3. OPENING: Pursuant to Section 119.071(1)(b) Florida Statues no further information regarding proposals submitted will be made public until such time of intended award or thirty (30) days, whichever is earlier.

4. PUBLIC RECORD: The City of DeLand, Florida, is governed by the Public Record Law, Chapter 119, Florida Statutes.

5. TABULATION: This section intentionally left blank but the paragraph and heading has been preserved to maintain numbering.

6. CLARIFICATION/CORRECTION OF ENTRY: The City of DeLand reserves the right to allow for the clarification of questionable entries and the correction of OBVIOUS MISTAKES.

7. INTERPRETATION/ADDENDA: Any questions concerning conditions and specifications shall be directed to the designated contact person. Those interpretations which may affect the eventual outcome of the invitation/offer shall be furnished in writing to prospective offerors.

No interpretation shall be considered binding unless provided in writing by the City of DeLand in the form of an addendum. Any addenda issued shall be acknowledged by signature and returned with offeror’s response.

Failure to acknowledge addenda may result in the offer not being considered.

8. INCURRED EXPENSES: This invitation does not commit the City to make an award nor shall the City be responsible for any cost or expense which may be incurred by any respondent in preparing and submitting a reply, or any cost or expense incurred by any respondent prior to the execution of a purchase order or contract agreement.

9. PRICING: This section intentionally left blank but the paragraph and heading has been preserved to maintain numbering.

10. ADDITIONAL TERMS & CONDITIONS: The City of DeLand reserves the right to reject offers containing terms or conditions contradictory to those requested in the invitation specifications.

11. TAXES: The City of DeLand is exempt from Federal Excise Taxes and all sales taxes. Florida State Exemption Certificate No. 85-8013842706C-2.

12. DISCOUNTS: All discounts, except those for prompt payment, shall be considered in determining the lowest net cost for evaluation purposes.

13. MEETS SPECIFICATIONS: The offeror represents that all offers to this invitation shall meet or exceed the minimum requirements specified.

14. SAMPLES: When required, samples of products shall be furnished with response to the City at no charge. Samples may be tested and will not be returned to the offeror. The result of any and all testing shall be made available upon written request.

15. SILENCE OF SPECIFICATIONS: The apparent silence of these specifications or any supplemental specifications as to details or the omission from same of any detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct type, size, and design are to be used. All workmanship shall be first quality. All interpretations of specifications shall be made upon the basis of this statement.

16. GOVERNING LAWS: Any agreement to purchase resulting from this invitation shall be governed by the laws, regulations, and ordinances of the State of Florida and the City of DeLand, Florida. Venue shall be non-jury in the Circuit Court of Volusia County, Florida.

17. ASSIGNMENT: Any agreement to purchase issued pursuant to this invitation and award thereof and the monies which may become due hereunder are not assignable except with the prior written approval of the City.

18. CONTENT OF INVITATION/RESPONSE: The contents of this invitation, all terms, conditions, specifications, and requirements included herein and the accepted and awarded response thereto may be incorporated into an agreement to purchase and become legally binding. Any terms, conditions, specifications, and/or requirements specific to the item or service requested herein shall supersede the requirements of the ‘GENERAL

CONDITIONS AND INSTRUCTIONS”.

19. LIABILITY: The supplier/provider shall hold and save the City of DeLand, its officers, agents, and employees harmless against claims by third parties resulting from breach of contract or negligence by the supplier/provider.

20. PATENTS, COPYRIGHT, AND ROYALTIES: The supplier/provider, without exception, shall indemnify and save harmless the City of DeLand, its officers, agents and employees, from liability of any nature or kind, including cost and expenses for or on account of any copyrighted, registered, patented, or unpatented invention, process, or article manufactured or used in the provision of goods and/or services, including use by the City of DeLand. If the supplier/provider uses any design, device, or materials covered by letters, patent, copyright, or registration, it is mutually agreed and understood without exception that the quoted price shall include all royalties or costs arising from the use of such design, device, or materials in any way involved.

21. TRAINING: Unless otherwise specified, suppliers/providers may be required at the convenience of and at no expense to the City to provide training to City personnel in the operation and maintenance of any item purchased as a result of this invitation.

22. ACCEPTANCE: Products purchased as a result of this invitation may be tested for compliance with specifications. Items delivered not conforming to specifications may be rejected and returned at bidder’s expense. Those items and items not delivered by the delivery date specified in accepted offer and/or purchase order may be purchased on the open market. Any increase in cost may be charged against the bidder.

23. SAFETY WARRANTY: Any awarded supplier/provider including dealers, distributors, and/or manufacturers shall be responsible for having complied with all Federal, State, and local standards, regulations, and laws concerning the product or service specified, and the use hereof, applicable and effective on the date of manufacture or use or date in service including safety and environmental standards as apply to both private industry and governmental agencies.

24. WARRANTY: The offeror agrees that, unless otherwise specified, the product and/or service furnished as a result of this invitation and award thereto shall be covered by the most favorable commercial warranty the offeror gives to any customer for comparable quantities of such products and/or services and that the right and remedies provided herein are in addition to and do not limit any rights afforded to the City of DeLand by any other provision of the invitation/offer.

25. AWARD: As the best interest of the City may require, the City reserves the right to make award(s) by individual item, group of items, all or none, or a combination thereof, on a geographical basis and/or on a Citywide basis with one or more supplier(s) or provider(s); to reject any and all offers or waive any irregularity or technicality in offers received. Offerors are cautioned to make no assumptions unless their offer has been evaluated as being responsive. Any or all award(s), made as a result of this invitation, shall conform to applicable ordinances of the City of DeLand, Florida.

26. VIOLATIONS: Any violation of any of the stipulations, terms, and/or conditions listed and/or included herein may result in the offeror/bidder being disqualified from doing business with the City for a period of time to be determined on a case-by-case basis.

27. UNIT PRICING: For purposes of this Invitation and evaluation of responses hereto the following shall apply: unit prices shall prevail over extended prices;

written matter shall prevail over typed matters; numbers spelled in word form shall prevail over Arabic numerals (“one” over “1”). When not inconsistent with context words used in the present tense include the future, words in the plural number include the singular number, and words in the singular number include the plural number. The word “shall” is always mandatory and not merely directory.

28. INSURANCE: Vendor/Contractor shall defend, indemnify and hold harmless the City of DeLand from and against any and all liability, losses, damages, claims, demands, expenses, fees, fines, penalties, suits, proceedings, actions, and costs of actions (including attorneys’ fees), of whatsoever kind or nature arising out of or in any way arising out of the agreement or any act or omission of Vendor/Contractor or its agents, servants, employees, independent contractors, customers, patrons or invitees, unless such claims are as a result of the City’s sole negligence.

The Vendor/Contractor shall secure and maintain, at its own expense at all times during the term of this contract, a comprehensive public liability insurance policy issued by a responsible insurance company, and in a form acceptable to the City, protecting and insuring against all of the following:

claims, demands, damages, fees, fines, penalties, suits, proceedings, actions, and costs of actions, etc. coverage limits of not less than $1,000,000 for bodily injury to or death to one or more person(s), and $1,000,000 for damage to any property, or a combined single limit of $2,000,000 for any occurrence of bodily injury to persons or damage to property, which insurance shall be issued on the occurrence basis. This policy shall name the City of DeLand as additionally insured.

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The Vendor/Contractor shall secure and maintain, at its own expense at all times during the term of this contract an automobile liability coverage policy with a minimum of a $1,000,000 combined single limit per occurrence.

The Vendor/Contractor shall secure and maintain, at its own expense at all times during the term of this contract, Worker’s Compensation and Employer’s Liability Insurance covering all the persons employed by the Vendor/Contractor in connection with this contract. Worker’s Compensation shall be the Statutory Limits.

The Vendor/Contractor shall not commence work under this contract until he has obtained all insurance required and submitted proof thereof to the City’s Risk Manager for approval. Certificates shall provide for thirty (30) day cancellation notice to the City. Referenced Certificate to be mailed to Risk Manager, City of DeLand, 120 South Florida Avenue, DeLand, Florida, 32720-5481.

The Vendor/Contractor shall either cover any sub-contractors on its policy or require the sub-contractors to conform to all requirement for insurance contained herein.

Vendor/Contractor agrees that the City of DeLand will make no payments pursuant to the terms of the contract until all required proof or evidence of insurance has been provided to the City’s Risk Manager.

If the contract negotiated as a result of this RFP has different insurance requirements, the insurance requirements in such contract shall control.

29. DEFINITIONS:

CITY – The term “City” herein refers to the City of DeLand, Florida, and its duly authorized representatives.

OFFEROR - The term “offeror” used herein refers to any dealer, manufacturer, representative, distributor, or business organization submitting an offer to the City in response to this invitation.

BIDDER – The term “bidder” used herein refers to any dealer, manufacturer, representative, distributor, or business organization that will be or has been awarded a contract and/or purchase order pursuant to the terms and conditions of the invitation and accepted offer.

30. PUBLIC ENTITY CRIMES INFORMATION STATEMENT: A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public c entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.

31. PERMITS: Contractor shall be responsible for payment of all applicable permit fees.

32. PAYMENT: Payment will be made in accordance with the Local Government Prompt Payment Act (Chapter 218, Part VII, Florida Statutes).

33. BONDING: See Section 13 of Draft Contract (Exhibit A)

34. AVAILABILITY OF FUNDS: A contract shall be deemed executory only to the extent of appropriations available to each department for the purchase of such articles. The City’s extended obligation on these contracts, which envision extended funding through successive fiscal periods, shall be contingent upon actual appropriations for the following fiscal year.

35. OTHER AGENCIES: All Respondents awarded Contracts from this solicitation may, upon mutual agreement, permit any municipality or other governmental agency to participate in the Contract under the same prices, terms, and conditions. It is understood that at no time will any city or municipality or other agency be obligated for placing an order for any other city, municipality, or agency, nor will any city, municipality, or agency be obligated for any bills incurred by any other city, municipality, or agency.

Further it is understood that each agency will issue its own purchase order to the awarded Respondent(s).

36. E-VERIFY: In accordance with Florida State Law, Executive Order 11-116, any vendor or company that the City enters into contract with, or issues a purchase order, must utilize the E-Verify system.

37. INCONSISTENT TERMS IN RESULTING CONTRACT: In the event that the terms of any contract ultimately negotiated as a result of this RFP vary from any provision of this RFP, the terms of such contract shall control over the terms set forth in this RFP.

38. CONE OF SILENCE: All proposers/firms and their agents are hereby placed on notice that they are not to contact members of the Deland City Commissions or staff regarding this RFP, with the exception of the designated liaison. Public meetings of the Selection Committee are the only acceptable forum for the discussion of merits of products/services requested by this Request for Proposals and written correspondence in regards to this Request for Proposals is to be submitted to the designated liaison.

THE CITY OF DELAND RESERVES THE RIGHT TO REJECT ANY

OR ALL OFFERS, TO WAIVE INFORMALITIES, AND TO ACCEPT

ALL OR ANY PART OF ANY OFFER AS MAY BE DEEMED TO BE

IN THE BEST INTEREST OF THE CITY.

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BACKFLOW DEVICE TESTING, CERTIFICATIONS AND REPAIR SERVICES

SPECIAL CONDITIONS

1. INTRODUCTION/PURPOSE:

The City of DeLand Utilities Department is seeking proposals from qualified contractors who are licensed & insured to perform both of the following types of services:

(1) Licensed Plumbing Contractor who can supply testing & minor repairs on all city-owned backflow devices sized 2” and below, testing & repairs on devices larger than 2”, and testing & repairs and possible installation of backflow prevention devices for non-compliant water customers.

(2) Fire Protection System Contractor to provide all labor, materials, equipment, repair and testing of backflow devices that are part of a fire protection system.

Interested parties may submit a proposal on either or both of the types of work described above provided they meet the qualifications established in this document.

Federal and State regulations require backflow preventive testing on backflow devices. All work under this solicitation shall be performed at private, commercial, and governmental owned property serviced by the City of DeLand Utilities. The purpose of these requirements and performance standards is to create a consistent method for monitoring compliance with backflow assembly testing requirements to protect public health, and ensure safe drinking water.

Backflow assemblies installed pursuant to these rules are required to be tested in conformance with procedures established by the Backflow Prevention and Cross-Connection Control M14 latest edition by the American Water Works Association or other equivalent testing procedures.

All applicable regulations must be followed.

The City of DeLand is the enforcement authority for backflow testing requirements under Florida Administrative Code 62-555.360 effective May 5, 2014 and City Ordinances Chapter 30 Section

57. The State of Florida Building Code dictates minimum standards for the installation of backflow assemblies and plumbing fixtures. The more restrictive (protective of water quality) of these rules shall be used when the rules are in conflict. (e.g.: at minimum, a PVB shall be installed on irrigation services per Florida Administrative Code even though Florida Building Code allows an AVB). Fire system backflow prevention devices may only be tested and serviced by a licensed fire sprinkler company and follow National Fire Protection Association standards.

2. CONTRACT PERIOD:

The Contract will be for a period of two (2) years commencing on May 5, 2025 and ending on May 4, 2027 (or two years from award of contract), with the option to extend three (3) additional one (1)-year terms upon mutual agreement of both parties.

PRICE INCREASES

Proposal prices shall remain firm for the original term of this contract. The awarded Contractor(s) may have an opportunity to request a price adjustment upon contract renewals.

The request for price adjustment must be submitted in writing no later than ninety (90) calendar days prior to the contract renewal start date. The request for price adjustment must

5 | P a g e include written justification (raw material price increase, labor, etc.) for the increase, and a copy must be sent to the Purchasing Manager and the Utilities Director. Any approved request for price adjustment will not take effect until the anniversary of the contract start date and any such granted price adjustment will be in effect for the twelve (12) month period following the said anniversary start date. Written request for price adjustments shall not exceed the rate of inflation determined by the Consumer Price Index (CPI). Any price adjustment shall be approved by the Purchasing Manager and the Utilities Director or designee prior to the new price becoming effective.

3. PROPOSAL SUBMITTAL:

Proposals must be submitted no later than 1:00 P.M. local time on April 10, 2025. If submitting paper proposals, four (4) copies, with the original marked “Original” must be provided, and must be accompanied by an equivalent electronic PDF file on a universal serial bus drive (USB). Sealed proposals must be clearly marked as follows:

“RFP-25-05 – Backflow Device Testing, Certifications and Repair Services” and returned to:

Purchasing Manager DeLand City Hall, 2nd Floor 120 S. Florida Ave.

DeLand, FL 32720

All proposals received on or before the due date and time will be opened after 1:00 P.M. local time on April 10, 2025 at which time, the names of the firms submitting proposals will be read.

No details of the proposals or the contents shall be disclosed until notice of intent to award or thirty (30) days after opening of the proposals, whichever occurs first, in accordance with Chapter 119.071 (1)(b)2, Florida Statutes.

*Note: Please ensure that if you use a third-party carrier (DHL Express, FedEx, UPS, USPS, etc.) that they are properly instructed to deliver your proposal only to the Purchasing Coordinator on the second (2nd) floor at the above address. Firms submitting proposals are advised that U.S. Postal Service 1st Class and Express mail is delivered to a P.O.

Box and is not delivered to the Purchasing Coordinator. Delivery via the USPS is at the Contractor’s risk. To be considered, a proposal must be accepted by the Purchasing Coordinator no later than the RFP closing date and time. If the proposal is delivered anywhere else, it may not reach the Purchasing Manager in time.

Electronic submission is now available on VendorLink at www.myvendorlink.com.

4. INFORMATION OR CLARIFICATION:

For information concerning procedures for responding to this proposal, contact Corey McMillen, Purchasing Manager at (386)-626-7078, or by email at mcmillenc@deland.org or purchasing@deland.org. Such contact shall be for clarification purposes only. Material changes, if any, to the specifications will be transmitted by written addendum through the Purchasing Coordinator. No interpretation of the meaning of a proposal, any correction of any apparent ambiguity, inconsistency or error therein, will be made by any firm submitting a proposal orally. Every request for an interpretation of this RFP must be in writing addressed to the Purchasing Manager at 120 S. Florida Ave., 2nd Floor, DeLand, FL 32720, or emailed to the attention of Corey McMillen at mcmillenc@deland.org or purchasing@deland.org. To be http://www.myvendorlink.com/ mailto:mcmillenc@deland.org mailto:purchasing@deland.org

6 | P a g e given consideration, such requests must be received in writing no later than five (5) business days prior to the date for opening of the proposals. All such interpretations and supplemental instructions will be in the form of written Addenda to the Proposal. Only the interpretation or correction so given by the Purchasing Manager in writing shall be binding.

Any addenda will be transmitted by written addendum through the Purchasing Manager and posted to the DemandStar website http://www.demandstar.com and on VendorLink at www.myvendorlink.com. The City will not notify Contractors of addenda. It is the sole responsibility of the Contractor to check the website prior to submitting a proposal to verify receipt of all documents to include written addenda.

Proposals will be reviewed, scored and ranked by a Selection Committee using the evaluation criteria as outlined herein, and the committee may conduct interviews from short-listed firms.

The Selection Committee will make recommendations to the DeLand City Commission, which has the sole authority to rank the firms and ultimately to make the final determination to award, revise, or reject a contract with the selected firm.

The City will not be bound by oral explanations or instructions given at any time during the competitive process or afterward.

Rights to Submitting Material: All responses, inquiries or correspondence relating to or in reference to this RFP, and all other reports, charts, displays, schedules, exhibits and other documentation submitted by the Contractors will become the property of the City of Deland.

Contract Negotiation: The City at its sole discretion, reserves the right to enter into contract negotiations with the highest ranked, responsive, responsible firm. If the City and said firm cannot negotiate a contract, the City may terminate said negotiations and begin negotiations with the next highest ranked, responsive, responsible firm. This process will continue until a Contract acceptable to the City has been executed or all Proposals are rejected. No firm submitting a proposal shall have any rights against the City arising from such negotiations or termination thereof.

Attachments

Attachment A – Draft Contract

Attachment B – Price Form http://www.demandstar.com/ http://www.myvendorlink.com/

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SCOPE OF SERVICES AND SPECIFICATIONS

There are 14,571 known backflow preventative devices throughout the City’s water service area and potentially another 500 public devices to be installed in new construction or under our annual meter change out program annually during the life of this contract. Service lines include domestic and irrigation lines that must be tested annually. Work shall include: inspection, certification, and repair. There may be times where a device installation will be needed on behalf of the City.

Estimated quantities may vary. Contractor shall honor unit prices quoted irrespective of actual quantities tested.

Eligibility

To be eligible for award of a contract in response to this solicitation, the Backflow Prevention Tester/Plumbing Contractor and Fire Prevention Contractor must demonstrate that they have successfully completed services as specified in the Technical Specifications/Scope of Services section of this solicitation and are normally and routinely engaged in performing such services and are properly and legally licensed to perform such work.

a) Contractor(s) must be certified as a Backflow Prevention Assembly Tester by one of the following and submit proof of the certification with their proposal response:

University of Florida’s TREEO Center

Florida Water Pollution Control Operator’s Association

AWWA Florida Apprenticeship Backflow Association

Institute for Cross-Connection Control

b) Contractor(s) shall submit the following documentation to support their qualifications: Proof of Backflow Assembly Tester Certification and all of Tester’s employees/representatives who shall be performing work under this Contract:

Backflow Contractor shall provide a current copy of Tester’s Certification Card and Repair Certification Card

A copy of the current Gauge Accuracy Verifications shall be filed with the City for all gauges used by the Tester

Fire Protection System testers shall submit a copy of their Contractor I or II licenses

A City license shall be obtained within one month (30 days) of contract execution

c) Contractor(s) shall be licensed to do business in the State of Florida. A City license shall be obtained within one month (30 days) of contract execution

d) Contractor(s) shall possess a Plumbing Contractor’s license and/or a Fire Protection contractor’s license issued by Volusia County or the State of Florida throughout the full term of the Contract

e) All Contractors shall demonstrate that they have successfully completed similar services, as specified in the Technical Specifications/Scope of Services section of

8 | P a g e this solicitation for at least three (3) years, is normally and routinely engaged in performing such services, and is legally licensed to perform such work

f) All Contractors shall submit a detailed business plan providing information on principal’s experience, available equipment, staffing plan and past or present contracts verifying magnitude of experience including three (3) references, preferably from current contracts, including one from a governmental agency other than the City of DeLand

g) All Contractors shall demonstrate access to pertinent equipment and vehicles and a work location suitable to conduct business with the resources necessary to complete work as scheduled

h) All Contractors shall provide the service plan that details who, where, and the number that receives telephone calls to respond to service call requests and issues, electronic correspondence (e-mail), and fax from the City

Backflow Contractor Recertification Responsibilities

1. Backflow Contractor shall provide backflow assembly testing services in conformance with test procedures approved by the City of DeLand, which currently is the Florida Administrative Code 62-555.360 that includes by reference the American Water Works Association (AWWA) manual M-14, most recent edition, Backflow Prevention and Cross-Connection Control Recommended Practices, or its equivalent as well as all applicable OSHA regulations. DC devices that are integrated with the water meters can be tested by sight tube method.

2. Backflow Contractor shall agree to respond to inquiries requesting resolution of a service request within one (1) business day or no more than 24 hours. If a meeting is deemed necessary by the City of DeLand, the Backflow Contractor shall agree to meet within five (5) business days of the initial request.

3. When Backflow Contractor is assigned a test for a City customer, Backflow Contractor shall complete the required testing and provide a completed test report within ten (10) business days from the request date. Test reports not received by the City within that ten (10) day period shall not be compensated for and the City may re-assign the test request to another Backflow Contractor.

4. Tests shall be completed Monday – Friday between 8:00 A.M. and 5:00 P.M. for assemblies for all locations unless otherwise coordinated with the City. The Contractor shall notify the City the week prior (at the latest Friday before 5:00 P.M.) as to what area/streets the contractor will be working.

5. Contractor is responsible for notifying the customers of temporary water shut off during the testing process.

6. All testing companies must submit the backflow reports themselves through SwiftComply.

Companies must be registered with our software and all testers must have testing certification as well as updated calibration information.

7. Backflow Contractor shall furnish all tools and equipment necessary for the contracted labor or services.

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8. Backflow Contractor shall be willing to test and repair all types and sizes of backflow assemblies in various locations (including but not limited to: vaults, platforms, mechanical rooms, lift stations, etc).

9. Backflow Contractor qualified to perform the repairs under this Contract shall have all the available repair parts for common makes and models of two-inch (2”) and smaller backflow prevention assemblies. Larger repair parts or uncommon makes and models shall be available within three (3) days for all assemblies. No repairs are required on ¾” DC devices as these may be under manufacturer’s warranty. The Contractor is required to report a failed device to the City and the City will be responsible for the change out of the integrated meter/double check device. The City shall supply repair parts for any device 4-inch (4”) and above. Contractor must communicate with City staff regarding which parts are needed for those devices.

10. When contacting the customer and performing any backflow tests, installations, or repairs;

Backflow Contractor shall be clearly identifiable to the customer by wearing a professional uniform and carrying proof of identification.

11. For all backflow tests, Backflow Contractor shall attempt to notify resident of intent to test when arriving at a property by knocking on the door. If there is no response, Backflow Contractor may proceed with testing. For testing of assemblies requiring special access such as in crawl space, garage, or locked back yard, Backflow Contractor shall coordinate access with the City.

12. Backflow Contractor shall be responsible for notifying any and all staff servicing this account of these requirements prior to Backflow Contractor attempting any tests.

13. A test shall consist of initial test and retest after cleaning or repairs as necessary.

14. Backflow Contractor shall initially attach a testing record tag to each backflow assembly (not required on DC in meter box devices) after testing where tags are not already present.

Record tags shall be provided by the Backflow Contractor. Backflow Contractor shall replace with new tag as necessary. Backflow Contractor shall initial and date tag and indicate pass or fail for each test performed.

15. Backflow Contractor shall be responsible for fully restoring private and public property to its original pre-test condition. Backflow Contractor may note landscaping nuisances on test report. Any dirt that must be removed from the meter box allowing for testing shall be placed back into the meter box to the bottom of the device and any extra dirt shall be spread neatly around the box area.

16. If a test cock is left open causing a customer to report a leak, the Backflow Contractor shall be responsible to the customer for the lost water and may be required to reimburse customer for lost water:

Backflow Contractor shall respond to customer and/or the City within one (1) hour if water is flowing.

17. If the Backflow Contractor fails to turn the water service on after testing:

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Backflow Contractor shall return to customer site within one (1) hour following notification by customer or City

Backflow contractor shall be charged $50 for each occurrence, due to city staff turning back on

Note: Dig-Outs and all Bail Outs are part of testing the assembly.

For assemblies failing the initial backflow assembly test, Backflow Contractor shall make minor repairs (such as cleaning, flushing, replacing plugs, cleaning discs, etc.) and retest the assembly.

The initial test, minor repairs, and retesting are included in the base testing fee.

For assemblies that fail the retest, Backflow Contractor shall make detailed notations on the test report including recommendations for potential repair or replacement. The City shall be notified and responsible for making repair and retest arrangements.

All backflow assembly repairs shall be completed within five (5) business days of the scheduled test. When the repair cannot be completed within five (5) business days of the scheduled test, the Backflow Contractor must notify the City within twenty-four hours.

Warranty

Backflow Contractor’s warranty applies to work provided under this Contract and work that is provided for repairs, including parts and labor.

Backflow Contractor shall guarantee that their work is consistent with applicable industry standards

Backflow Contractor shall be available to perform re-work (i.e. for items missed or when repair fails) within one (1) to five (5) business days of notification of re-work from City, depending on risk of claim to be determined by City

Backflow Contractor’s Insurance (required for licensure) shall be used when applicable

Test Reports

Test reports are public documents and also serve as a legal record. Complete and accurate test reports are essential and are the Backflow Contractor’s professional responsibility. A complete and accurate test report is proof that a test was performed and the assembly shall prevent backflow. Test reports that are not complete or accurate shall be returned to the Backflow Contractor and shall not be deemed acceptable until the correct information is supplied.

1. Backflow Test Report forms shall be filled out completely and submitted to the City of DeLand within ten (10) days from the date the test was performed. This includes all tests, whether the assembly passed or failed. Incomplete forms shall be returned to the Backflow Contractor, e.g. if the repair explanation is not clear.

2. The City reserves the right to randomly verify the test results recorded on any submitted test report form. This verification may be cause for rejection of the submitted test results and grounds for re-testing the assembly at no additional cost to the City.

3. Completed Test Reports shall include:

Water meter serial number associated with the backflow device

Assembly address

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Type, size, make, model, and serial number of assembly

Assembly location on the property

Test results, date completed, pressure readings, pass/fail

Tester’s name and signature

Tester’s certification number and gauge number with calibration date

Testing company name and telephone number

“Left as found”: notes must include specific details.

Improperly installed assemblies must be marked as “failed”

Improperly installed assemblies must be noted in the “Comments” section

Repairs made must be noted in the comment section

Parts billed for must be listed in the comment section

Labor time billed for must be explained in the comment section

4. All testing companies must submit the backflow reports themselves through SwiftComply.

Companies must be registered with our software and all testers must have testing certification as well as updated calibration information.

Scope of Work – Plumbing Contractor, New Installations

Backflow installation, maintenance, permitting and annual certification and all services shall be performed in accordance with the standards established in the Florida Building Codes and in compliance of all applicable State and County/City codes, laws and ordinances. Approved devices and freeze protectors are available online at www.deland.org under Engineering Water Details.

The work includes, but is not limited to, any reasonable related requirements necessary to meet the mandates of applicable permitting agencies. Contractor shall be responsible for all working drawings, plan check approval, obtaining all necessary permits and for all required inspections when applicable. The Plumbing Contractor shall provide all labor, materials, equipment and any other incidental necessary to perform backflow testing and certification.

Repairs or replacements with only new materials of equal or greater quality to the parts or components replaced. All materials shall be commercial grade, lead free, free from defect and appropriate for the specific purpose. All materials shall be supplied in accordance with the requirements of the job and in accordance with the American Society for Testing Materials (ASTM). Materials not meeting the standards shall be removed, whether in place or not, at Contractor’s expense, when so directed by the City Inspector.

1. The Plumbing Contractor shall provide the backflow prevention assembly, u-shaped pipe supports, test cocks and PVC to metal pipe adapters for each backflow assembly.

2. For all replacement backflow prevention units installed, a copy of the manufacturer’s warranty for the unit shall be submitted to the requesting facility.

3. Each backflow prevention assembly shall be installed with minimum horizontal clearance of 18” from obstructions in all directions (excluding wall mounts and unique situations). Vertical clearances shall be in compliance with AWWA M-14 Manual and FBC standards. All pipes http://www.deland.org/

12 | P a g e and fittings shall be constructed of only brass or copper for above ground use. Mechanical joints shall be used underground.

4. The Plumbing Contractor shall provide a temporary bypass to maintain a constant water supply to facilities during the installation of backflow prevention assemblies that require shut-off times of four (4) hours or greater. The water shut-off time shall be kept to a minimum during installation of each backflow prevention assembly.

5. Upon installation, each backflow prevention assembly shall be certified by a Certified Backflow Prevention Assembly Tester. The Tester shall complete a Cross-Connection Control and Backflow Prevention Assembly Inspection Report for each backflow prevention assembly installed. The reports shall be forwarded to the Contract Manager upon completion.

6. All backflow certification work shall be completed within thirty (30) days of the issuance of the Notice-to-Proceed by the Department.

7. The Plumbing Contractor shall maintain a current list of all backflow protection assemblies associated with this contract including the manufacturer, serial number, and size of both the Backflow Prevention Assembly and the associated water meter. This list shall also include the date of the last certification.

8. The Plumbing Contractor shall obtain all required corresponding local municipality permits for all Backflow Prevention Assembly installation and replacement work performed. Prior and proper notification and scheduling for all required inspections shall be the Plumbing Contractor’s sole responsibility and shall be communicated to the Contract Manager.

9. The Contractor shall assume all responsibility for any water related problems including, but not limited to, debris falling into pipes, not notifying the proper authorities, or damage to surrounding equipment caused during the device install.

10. The Plumbing Contractor shall not remove, replace or relocate a backflow prevention device without the approval of City of DeLand. When a device is installed, repaired or relocated, it shall be tested prior to being placed into service.

Prohibited Practices

1. Any prohibited practice associated with backflow assembly testing, installation or reporting may result in the following:

Termination of the Backflow Testing contract

Debarment from future City contracts

Notification to Training Authority requesting revocation of certification

2. Prohibited practices include, but are not limited to:

Falsifying a test report

Incompetent assembly testing

Allowing another person to use your certification

Failure to report or correct assembly installations that do not meet local installation standards

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Other acts deemed unethical by the City pursuant to Business Practices, and Contractor laws

Failure to represent the City in a professional workmanlike manner while performing any aspect of the assembly testing or installation

While enforcement and authority to administer the Cross Connection Control Program lie solely with the City, it shall be the Backflow Contractor’s responsibility to call questionable practices to the City’s attention so that compliance can be enforced.

Testing

Services described in this solicitation shall be compensated on a unit price basis per backflow completed and satisfactorily reported test.

No additional fees are allowed and no increase in fees is allowed during the duration of the contract. Proposers should incorporate profit and overhead into the rates which also must include, without limitation, all supplies; equipment; parts and other charges. No separate or additional costs of any kind shall be allowed.

Installations

Services described in this solicitation shall be compensated per backflow installation unit pricing on proposal sheet. Installation pricing shall be inclusive of all labor costs.

Reasonable labor costs shall include testing, excavation in soil, installation on an existing riser, concrete pad construction, and support installation.

Hourly pricing shall be required based on each unique circumstance, but may include concrete cutting and restoration, new service line installation, tree/plant removal, vault installation, shall be approved by the City before work commences.

No additional fees are allowed as well and no increase in fees is allowed during the duration of the contract. Proposers shall incorporate profit and overhead into the rates, which also must include, without limitation, all supplies, equipment, parts and other charges. No separate or additional costs of any kind shall be allowed.

Labor

Labor pricing shall be based on the quarter hour derived from the hourly cost submitted in the quote.

Permits

In the event that a situation arises where a permit is required for the completion of services under this Agreement, the City shall reimburse Contractor for all permits costs plus a fee as specified in the proposal document. The City shall reimburse the cost of additional inspections when the additional inspections are a direct result of change orders made at City’s request, or from circumstances beyond the Contractor’s control. The cost of all other inspections shall be borne by the Contractor. Contractor shall submit a copy of the permit fee receipt.

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Materials

For all materials with a cost in excess of $25.00, a copy of the Contractor’s invoices is required for reimbursement. For all other material reimbursement, a listing including the item description, quantity and unit pricing shall be submitted with the extended cost multiplied by the markup listed in the proposal sheet. All replacement parts are to be new of the same manufacture as equipment being worked upon unless specifically specified by the Agency or required by law. Contractor shall warrant all labor and materials used in the work for a period of ninety (90) days (or in accordance with manufacturer’s warranty if longer) after completion of repairs.

Waste Reduction

All debris shall be disposed of off-site by the Contractor in accordance with all applicable codes, ordinances and laws pertaining to the disposal of the material.

Uniforms/Identification

Contractor shall provide employees with a work shirt displaying the company name.

Contractor shall provide personal protective equipment when required. Employees shall also carry appropriate photo identification at all times and present as required when at a work location. Contractor is required to supply magnetic signs or logoed vehicles displaying the company name and phone number for each vehicle on the job site.

Days and Hours of Service

Contractor shall complete work Monday through Friday between 8:00 A.M. and 5:00 P.M.

for all other locations unless otherwise coordinated with the City.

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PROPOSAL FORMAT

Interested Contractors who would like to be considered for this project should submit a Proposal accompanied by pertinent information relating to the company’s experience, qualifications, personnel, availability, and capability to provide and perform all of the professional services necessary to complete this project in an effective and timely manner. The Contractor’s Proposal shall include:

Tab 1. Letter of Introduction and Executive Summary The letter shall contain a summary of Contractor’s ability to perform the services described in the RFP, and confirm that the Proposer is willing to perform these services and enter into a Contract with the City. This letter must provide the names, title, phone, fax and email address for the person authorized to provide technical clarification regarding the proposal. This letter must be signed by an officer authorized to contractually obligate the submitting Contractor.

Tab 2. Table of Contents The table of contents should outline in sequential order the major areas of the proposal.

Tab 3: Qualifications and Experience Contractor should clearly and succinctly demonstrate its qualifications and experience to provide the services requested in this RFP. This section of the proposal should be no more than twenty

(20) numbered pages and, at a minimum, should include the following information.

Firm background and experience: Contractor should provide a brief description of the firm’s background and history, including the number of years in business, size, range of activities, strength, stability, awards, and other recognition. Contractor should describe its past and ongoing experience providing services of a similar nature to those requested herein. The service descriptions should include the dates such services were provided, the number and types of customers, the type of service, and other relevant information.