Scope_of_Work_final.pdf
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- Attached to
- 3-Year Water System Leak Detection Services
- Solicitation number
- RFP194078
- Issued by
- Santa Clara County, California
About this file
This Scope of Work document pertains to a Request for Proposals (RFP #RFP194078) issued by the City of Palo Alto, California, for 3-Year Water System Leak Detection Services. The City seeks a qualified contractor to conduct comprehensive leak detection surveys across its 231-mile water distribution system, which includes water mains ranging from 4 to 24 inches in diameter composed of multiple pipe materials including ACP, HDPE, Ductile Iron, Cast Iron, PVC, Concrete Cylinder, Copper, Steel, and Galvanized Steel. The project is driven by California Senate Bill 555 requirements for water loss analysis and the City's goal to reduce water loss and meet state regulatory standards. Deliverables include a three-year leak detection plan covering timeline, phasing, procedures, and methodology; annual leak detection surveys identifying system leaks; and annual reports documenting methodology, leak locations, leak rates, and prioritization of identified leaks. The proposal must include a cover letter, technology and equipment methodology with performance accuracy matrix and traffic control plan, project understanding, specific approach, proposed scope of work, fee schedule, and at least five references from similar projects completed within the past five years. The contract term is three years with a proposal submission deadline of May 14, 2025, before 3:00 p.m., and a project release date of March 19, 2025.
The contract will be structured as a Fixed Fee arrangement with a maximum "not to exceed" fee and progress payments based on project completion percentage. Proposers must submit evidence of financial stability such as audited financial statements, reviewed financial statements, or a letter of good standing from a financial institution and must be licensed to do business in California. Insurance requirements are stringent, mandating multiple coverage types with minimum limits of $1,000,000 per occurrence. The City retains the right to add or subtract leak sites via written change order with a minimum thirty-day notification period, with pricing applied per applicable unit costs. The City's responsibilities include public notification, furnishing signage for posting, providing site access to facilities, and coordination with other city projects. Respondents are required to request and submit a completed Utility Map Request Form to utilitymaprequest@cityofpaloalto.org with "Water System Leak Detection Services" in the subject line. The City currently experiences a real water loss of 25.3 gallons per capita per day and aims to reduce this to meet the regulatory standard of 16 gallons per capita per day by 2028.
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Scope of Work RFP194078 – 3-Year Water System Leak Detection Services
INTENT OF REQUEST FOR PROPOSALS
The City of Palo Alto (“CPA”) invites sealed proposals for leak detection services for the City’s water distribution system. This project aims to identify leaking drinking water pipelines in the CPA Water distribution system and locate sub-surface leaks. The services will help the CPA Utilities Department reduce water loss and meet the California State’s water loss requirements. The scope of the work shall include a leak survey of the entire water distribution network, see Table #1 in “City of Palo Alto Distribution Network Information” for system information.
OVERVIEW
In October of 2015, the Governor of California signed Senate Bill (SB) 555 into law to improve water system auditing and create water loss standards throughout the state. SB 555 requires all California Urban Retail Water Suppliers to analyze the economic benefits of leak detection. The City of Palo Alto completed the economic analysis in 2023, and the CPA has decided to move forward with soliciting a service provider to perform the leak detection work of the City’s water distribution network.
The City of Palo Alto owns and maintains potable water distribution and water pumping facilities for drinking water across the City’s boundaries. Palo Alto manages 231 miles of water mains. The water main sizes range from 4” to 24”. Over the half of the system is ACP water main. In addition to ACP the system also includes the following materials:
HDPE, Ductile Iron, Cast Iron, PVC, Concrete Cylinder, Copper, Steel, and Galvanized Steel pipes.
In response to ongoing drought conditions, the City is dedicated to decreasing water loss within its distribution system. Early detection of sub-surface water leaks will allow the city to promptly repair water assets and prioritize pipelines for replacement.
Respondents shall request a copy of the City’s Utility Map Request Form and submit the completed Utility Map Request Form to utilitymaprequest@cityofpaloalto.org. Include “Water System Leak Detection Services” in the title of the subject line.
mailto:utilitymaprequest@cityofpaloalto.org
Table 1: City of Palo Alto Distribution Network Information
PROJECT SCOPE AND DELIVERABLES
The project purpose is to complete a leak detection survey and report for each of the three project years to provide the city with an annual report documenting system leak location and estimate of leak rate.
1) TASK A: For a three-year duration of the project, develop a leak detection plan to cover the entire City of Palo Alto’s water distribution system. The plan should include timeline, project phasing, project procedures and leak detection methodology.
Deliverables for this task shall include: a draft plan for city review and a final plan based on city review comments.
2) TASK B: For each year, provide the necessary services and or equipment to identify system leaks. Results of this task shall be documented in task C.
3) TASK C: For each year, provide a report summarizing the methodology and provide leak system results and prioritization of identified leaks.
PROJECT PROPOSAL RESPONSE shall include
• Cover letter (1 page)
• Description of technology and equipment methodology for performing leak survey detection, including a performance matrix for accuracy of the approach and a plan for traffic control.
• Proposal shall include:
1. Responder’s project understanding
2. Responder’s specific approach to the project.
3. Responder’s proposed scope of work.
• Fee and schedule to perform the three-year project scope.
• References, at least five references from previous relevant projects of similar scope, and within the past five years.
Miles of Water Main 231 Miles
Average Daily System Demand 8.8 MGD
Number of Pressure Zones 9
Number of Services 23,787
Number of Wells, Reservoirs, Pump Stations 8, 7, 7
Number of Hydrants 1,947
CITY’s RESPONSIBILITIES:
1) Public notification
2) Furnish service providers with signage (service provider to post the provided signage)
3) Provide site access to city facilities
4) Coordination with other city projects
ADDITIONAL SCOPE
The City of Palo Alto reserves the right to add or subtract potential leak sites to this Contract as the need arises. In the event the City adds or removes leak sites to this Contract, the pricing for any additions or reductions to services shall be applied per the applicable Contract unit costs. Any additions or subtractions to the Contract shall be done via a written change order and be a MINIMUM of thirty (30) days notification prior to the changes taking effect.
| Scope of Work |
| RFP194078 – 3-Year Water System Leak Detection Services |
| INTENT OF REQUEST FOR PROPOSALS |
| OVERVIEW |
| PROJECT SCOPE AND DELIVERABLES |
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