village of oak park 2026-07-08-water-distribution-system-assessment-program-rfp.pdf

SECTION I

REQUEST FOR PROPOSALS

INSTRUCTIONS AND SPECIFICATIONS FOR:

Water Distribution System Assessment Program

Project #26-118

Issuance Date: July 8, 2026

The Village of Oak Park will be accepting Proposals from qualified Consultants for a Water

Distribution System Assessment Program in 2026, as is further described within this document.

Proposals will be accepted at the Public Works Center, 201 South Blvd., Oak Park, IL 60302, Monday through Friday, 8:30 a.m. to 4:00 p.m., until 2:00 p.m. local time on Wednesday, July 22, 2026.

Specifications and Proposal forms may be obtained at the Public Works Center or on the Village’s website http://www.oak-park.us/bid.

The Oak Park Public Works Center is open to the public. To hand deliver proposals, proposers may leave the proposals in the Public Works mailbox or drop off upstairs at Public Works Center during business hours Monday-Friday 8:30-4:00. There will not be a formal ‘bid opening’ for the contract. Electronic signatures will be accepted on all documents. Proposals or questions may also be emailed to the Village of Oak Park Water and Sewer Division (publicworks@oak-park.us).

Do not detach any portion of this document. Upon formal award to the successful Consultant, a written agreement will be executed for the Project in substantially the form attached.

The Village reserves the right to accept or reject any and all Proposals or to waive technicalities, or to accept any item of any proposal.

Submission of Proposals

The Proposal shall be submitted on the Proposal form included herewith. The Proposal shall be submitted in a sealed envelope marked:

“Water Distribution System Assessment Program”

“Project 26-118”

Shall bear the return address of the Proposer, and shall be addressed as follows:

TO: Water and Sewer Division

Oak Park Public Works Department

201 South Blvd.

Oak Park, IL 60302

SECTION II

PROPOSAL INSTRUCTIONS, TERMS AND CONDITIONS

Preparation and Submission of Proposal

All Proposals must be delivered to the Public Works Center by the specific time indicated on the cover page. Proposals arriving after the specified time will not be accepted. Mailed

Proposals that are received by the Village after the specified hour will not be accepted regardless of the post-marked time on the envelope. Proposals must be signed by an officer of the company who is authorized to enter into agreements on behalf of the company.

Proposals shall be sealed in an envelope and marked as stated on the cover page.

Award of Agreement

The selected Proposer shall enter into an Agreement with the Village to complete the Project in a form substantially similar to the Agreement attached hereto. The Agreement shall be executed by the Consultant and returned within ten (10) calendar days after the Agreement has been mailed to the Consultant. The Consultant shall execute three copies of the

Agreement. One fully executed copy will be returned to the Consultant. See Section XI for a sample copy of the agreement.

The Agreement will be awarded in whole or in parts, to the responsible Proposer or Proposers whose Proposal, conforming to the Request for Proposals, will be most advantageous to the

Village; price and other factors considered.

Costs of Preparation

The Village will not be responsible for any expenses incurred in preparing and submitting a

Proposal or entering into the applicable Agreement.

Taxes not Applicable

The Village of Oak Park as an Illinois municipality pays neither Illinois Sales Tax nor Federal

Excise Tax. Consultants should exclude these taxes from their prices.

Withdrawal of Proposals

Any Consultant may withdraw its Proposal at any time prior to the time specified in the advertisement as the closing time for the receipt of Proposals, by signing a request therefore.

No Consultant may withdraw or cancel its Proposal for a period of sixty (60) calendar days after the advertised closing time for the receipt of Proposals. The successful Consultant may not withdraw or cancel its Proposal after having been notified that the Proposal was accepted by the Village Board of Trustees.

Investigation of Consultants

The Village will make such investigations as are necessary to determine the ability of the

Consultant to fulfill Proposal requirements. If requested, the Consultant should be prepared to present evidence to the Village of Oak Park of ability and possession of necessary facilities and financial resources to comply with the terms of the attached specifications and Proposals.

In addition, the Consultant shall furnish the Village with any information the Village may request, and shall be prepared to show completed work of a similar nature to that included in its Proposal. The Village reserves the right to visit and inspect the premises and operation of any Consultant.

Rejection of Consultant

The Village will reject any Proposal from any person, firm or corporation that appears to be in default or arrears on any debt, agreement or the payment of any taxes. The Village will reject any Proposal from a Consultant that failed to satisfactorily complete work for the Village under any previous agreement.

Conditions

Consultants are advised to become familiar with all conditions, instructions and specifications governing the work. Consultants shall be presumed to have investigated the work site, conditions and scope of the work before submitting a Proposal.

Compliance with Applicable Laws

The Proposer will strictly comply with all ordinances of the Village of Oak Park and Village Code and laws of the State of Illinois.

Governing Law

All agreements entered into by the Village of Oak Park are governed by the laws of the State of Illinois without regard to conflicts of law. Any action brought to enforce an agreement with the Village of Oak Park must be brought in the state and federal courts located in Cook County, Illinois.

Subletting of Agreement

No agreement awarded by the Village of Oak Park shall be assigned or any part sub-agreement without the written consent of the Village of Oak Park or as noted in the Consultant’s Proposal.

In no case shall such consent relieve the Consultant from its obligations or change the terms of the Agreement

Interpretation of Agreement Documents

Any Consultant with a question about this Proposal may request an interpretation thereof from the Village. If the Village changes the Proposal, either by clarifying it or by changing the specifications, the Village will issue a written addendum, and will mail a copy of the addendum to all prospective Consultants. The Village will not assume responsibility for receipt of such addendum. In all cases, it will be the Consultant’s responsibility to obtain all addenda issued.

Consultants will provide written acknowledgment of receipt of each addendum issued with the Proposal submission.

Minority Business and Women Business Enterprise Requirements

The Village of Oak Park, in an effort to reaffirm its policy of non-discrimination, encourages the efforts of Consultants and sub-Consultants to take affirmative action in providing for Equal

Employment Opportunity without regard to race, religion, creed, color, sex, national origin, age, handicap unrelated to ability to perform the job or protected veteran’s status.

Fees and Cost

In the event any action is brought to enforce any agreement entered into by the Village of Oak

Park, or to collect any unpaid amount from the Village of Oak Park, each party bears the responsibility of paying its own attorneys’ fees and costs.

Dispute Resolution

The Village of Oak Park does not agree to the mandatory arbitration of any dispute.

Regarding FOIA Requirements

By submitting a bid or otherwise responding in any way to this request for bids, the bidder acknowledges the following:

1. This public body is subject to the Freedom of Information Act, 5 ILCS 140/1, et seq. (“FOIA”), and any and all information submitted by the bidder to this public body is subject to disclosure to third parties in accordance with FOIA.

2. If the bidder intends for the public body to withhold the bidder’s trade secrets, commercial information, or financial information from disclosure to a third party in response to a FOIA request, the bidder must include with its bid submittal a written notification specifically identifying such information, along with a statement that disclosure of such information will cause competitive harm to the bidder, as provided by FOIA Section 7(1)(g), 5 ILCS 140/7(1)(g).

Any content not so marked by the bidder at the time of bid submittal will be presumed to be open to public inspection. The bidder may be required to substantiate the basis for its claims at a later time.

3. Notwithstanding timely notice received from a bidder in accordance with Section 7(1)(g), the public body reserves the right, in its sole discretion and subject only to applicable law, to withhold or release the subject information in response to a FOIA request.

SECTION III

DETAILED SPECIFICATIONS

The Village of Oak Park is seeking a qualified professional services firm that will develop, plan, and execute a water system assessment program (fire hydrant and valve) to: locate, inspect, assess, operate, record water flowed, mark, grease, and create a deliverable Database in a format suitable and compatible with the Village’s current GIS database system. As a part of this program, fire hydrants and valves requiring additional work (requiring backhoe excavation) in order to bring them to full operability shall be inventoried and entered into the

Village’s work order system, where they will be prioritized according to condition and criticality.

The Village-wide program will encompass approximately 106 miles of water main throughout the Village and be conducted continuously over a three-week period in the Fall of 2026, actual dates to be determined. Results will include individual reports of the location of all fire hydrants including the attribute data associated with that fire hydrant.

Overview of Project

The Village has five primary goals with this project:

1) Perform all fire hydrant assessment on the distribution system to such an extent as to locate, evaluate, and improve the operability of the fire hydrants through hands on, field activities.

2) Perform water main capacity assessment on the distribution system to such an extent as to assess, record water flowed, mark, and grease fire hydrants through hands on, field activities.

3) Perform a valve assessment on the distribution system to such an extent as to locate, evaluate, and improver the operability of the valves in the water distribution system through hands on, field activities.

4) Document, integrate, and analyze the location, operations, and physical condition of fire hydrants and valves in the water distribution system through this program.

5) To continually develop the scope of this project as an ongoing program.

Services to be provided are further define in the Detailed Scope of Work found on page 13.

Property Damage

The Proposer shall take great care to avoid damaging adjacent landscaping (trees, shrubs, turf, etc.). Proposer shall be held responsible for all damage to property including, but not limited to, existing landscaping including turf, planters, bicycle racks, litter containers, light and traffic signal poles, parking meters, fire hydrants, curbs, vehicles, buildings and structures, etc. All damage will be the responsibility of the Proposer to repair to its original condition and to the satisfaction of the Village.

Idling of Equipment

The Public Works Department has a “No Idling” policy. A copy of the policy is available from the Public Works Department if needed. The Proposer is expected to adhere to this policy as they are an extension of the Public Works Department staff.

Periodic Inspection

The Consultant must provide notice of the location of crews working within the village. A Water

& Sewer Division representative will periodically inspect the work and will always be available should any problems arise. A Water & Sewer Division representative can be contacted at 708-

358-5700.

Firm Experience

The Proposer shall provide a company overview covering all the services provided. This should include the primary line of business, how long the company has been in business and how long the company has been providing leakage assessment services with regard to this proposal. The Proposer will submit at least four (4) projects for each task where the Proposer has completed similar work in size and scope in the last three years. This submittal will include the following:

• A brief description of the work completed.

• Contracted amount.

• Time required to complete the project. The Village would like to complete the annual program by November 1, 2026.

• Findings of the project.

• Projected annualized cost saving to the Utility authorizing the project.

• Contact names, phone numbers, addresses, and e-mail addresses of the Utility authorizing the project.

Firm Registration

The successful Service Provider must be a registered corporation in the State of Illinois and pay all applicable taxes.

Subletting of Contract

The Water Distribution System Assessment Program contract awarded by the Village of Oak

Park shall not be assigned or any part subcontracted unless the sub-Consultants are identified in the proposal. The proposal shall include sub-Consultant firm and personnel qualifications.

The sub-Consultant’s insurance certificate must also name the Village of Oak Park as an additional insured party.

Experience of Key Personnel

Provide an organizational chart outlining the project management, field personnel and related staff to be included in the project. As a condition of this request the firm must provide experienced, courteous, professional, trained and qualified personnel. The project team shall be composed of the following personnel:

• A Project Manager with a minimum of five (5) years of managing leak detection survey programs.

• A Field Project Leader with a minimum of five (5) years of leak detection survey experience, and

• Fully trained Field Technicians, each with a minimum of one (1) year of leak detection survey experience.

At a minimum, project personnel shall be trained (certified where applicable) in traffic control

– technician & flagging (MUTCD Standards).

Safety

The Village of Oak Park is committed to the safety of its personnel and the general public. The proposing firm will comply with all the Village of Oak Park safety requirements and those of the Village, County, State and Federal Government. The firm will also provide their safety record (last three years) and a project safety plan. As a part of Village of Oak Park’s Safety and Risk Management plans; Two Man Project Teams are required and will work together during the course of the project. The two persons shall not be separated and working in different locations. They will assist each other as a matter of safety and quality control. The use of a one-man project team is not acceptable and will not be allowed to perform work on the water system especially where water mains run under roadways and main line valves are located within the street.

Obstruction of Streets and Rights-of-Way

The Proposer shall arrange to keep sidewalks open for traffic when possible, and to block portions of the streets only when deemed necessary to protect private property.

The Proposer shall remove all surplus materials and debris from the streets as the work progresses so that the public may have the use of the streets a maximum amount of time.

Proposer is to erect appropriate warning signs and furnish adequate barricades that identify the work zone for the motoring public and pedestrians.

Accident Prevention

The Proposer shall exercise every precaution at all times for the protection of the persons and properties. The safety provisions of all applicable laws and ordinances shall be strictly observed. Any practice obviously hazardous in the opinion of a Water & Sewer Division representative shall be immediately discontinued by the Proposer upon their receipt of instructions to discontinue such practice.

The Proposer shall submit a Proposal following all applicable laws, standards, and regulations that apply to the completion of the work, including EPA and OSHA safety standards and regulations.

Reporting

The Proposer is responsible for keeping the Village updated on its work on a regular basis.

The Village requires that the Proposer provide a proposed and actual work schedule if and when requested. The report will include the proposed work to be completed in the village for the week and an actual work completed report for the previous weeks if requested.

Motorized Equipment

Under no circumstances shall any motorized equipment be permitted to be driven on the private property or driveways without prior authorization from the resident and the Public

Works Director while performing work under the provisions of this contract.

Parking

No off-street parking for equipment shall be provided for by the Village of Oak Park on any of the Village’s public properties except as may be designated by the Public Works Director.

Traffic Control Plan

Proposer’s item of work shall include furnishing, installing, maintaining, replacing, relocating and removing all traffic control devices used for the purpose of regulating, warning or directing traffic during work operations, if required.

Traffic control shall be in accordance with the applicable sections of the Standard

Specifications for Road and Bridge Construction, the applicable guidelines contained in the

Illinois Manual on Uniform Traffic Control Devices for Streets and Highways, these Special

Provisions, and any special details and Highway Standards contained herein.

Alterations, Omissions and Extra Work

The Village of Oak Park reserves the right to increase or decrease the quantity of any item or portion of the work, or to omit portions of the work as may be deemed necessary.

Method of Payment

The Village of Oak Park will pay monthly, all undisputed of invoices within 30 days of approval as provided in the Local Government Prompt Payment Act, 50 ILCS505/4. The maximum interest rate for any payment not made within 30 days of approval is 1%.

Change Orders

Change Orders: Changes in the Work may be agreed to after execution of the Agreement, and without invalidating the Agreement, if the Change Order is in writing and signed. Any changes to the scope of work which result in an increase in the agreement price will be subject to an agreement addendum which must be signed by both parties. Any such Change Order will be prepared by the Village. The Consultant may only proceed with the Change upon receipt of the written Change Order signed by the Village.

Emergency Changes: Consultant may perform work not included in the Scope of Work if necessary to remedy a condition that poses an immediate threat to persons or property. Work of this nature shall be carried out only to the extent of bringing the condition under control.

The Village shall be notified immediately. A Change Order will then be negotiated and executed for the work performed, and for work remaining, if any.

Minor Changes (Field Orders): The Village may verbally authorize minor changes in the Scope of Work in order to prevent a delay in the progression of the Work. These field orders may not involve a change in the agreement price or be inconsistent with the Scope of Work.

Changes Due to Unknown Conditions: The Consultant is not responsible for Changes in the

Work that are due to conditions that were not reasonably observable or conditions that have changed. In such cases, the Consultant shall notify the Village and a Change Order will be negotiated.

Any Change which results in a total agreement price in excess of $10,000.00 must be approved by the Village of Oak Park Board of Trustees.

Correction of Work Prior To Final Payment

The Village has the right to stop work if the Consultant fails to carry out the work in a manner acceptable to the Village. If the Village deems the Consultant’s work unacceptable, at the

Village’s election, the Consultant shall do one of the following:

1. Promptly repair or replace the defective work, without expense to the Village, including costs associated with repairing any damage to property caused by the replacement work; or;

2. If the Village deems it unacceptable to have the Consultant correct work which has been incorrectly done, a deduction from the agreement price shall be made based on the costs to the Village to have the work repaired. Such a deduction from the agreement price shall in no way affect the Village’s other remedies or relieve the

Consultant from responsibility for defects and related damage occurring as a result of defective or unacceptable work.

Proposer’s Representative

The Proposer shall have at all times a competent representative on the job that shall have full authority to act for the Proposer, and to receive and execute orders from the Public Works

Director or appointed representative. Any instructions given to such person executing work for the Proposer shall be binding on the Proposer as though given to him personally.

Proposer’s representative must be proficient in the use and interpretation of the English language.

Time of Work

Proposer shall only work on weekdays, (Monday through Friday), from 7:30 a.m. to 4:30 p.m.

No work will be allowed on weekends or on legal holidays as recognized by the Village of Oak

Park, except as authorized by the Public Works Director. It is acknowledged that some functions of this project will need to be performed outside of normal working hours due to traffic constraints or to provide locate services during periods of low ambient noise in the water system. Notice shall be provided to Village representatives as situations occur.

Dispute Resolution

All disputes, including collection disputes, shall be brought in the Circuit Court of Cook County, Illinois. This agreement shall be interpreted in accordance with the laws of the State of Illinois.

In any dispute resolution process, each party shall bear its own costs, including attorney’s fees. Any purported agreement between the parties that states terms contrary to this paragraph M will be deemed per se invalid.

Reporting Requirements

The following forms must be completed in their entirety, notarized and included as part of the

Proposal document. Failure to respond truthfully to any question on the list or failure to cooperate fully with further inquiry by the Village of Oak Park will result in disqualification of your Proposal.

Evaluation of Proposal

The Village of Oak Park will evaluate each submission based on the following:

• Scope of Work;

• Project Approach and Project Management;

• Firm Experience;

• Experience of Key Personnel;

• Evaluation of the Firm’s ability to provide the required services; and,

• Overall Pricing

The Village of Oak Park reserves the right to reject any or all proposals received. The successful firm must demonstrate that it possesses the skills, judgment, experience, equipment, availability of appropriate manpower, and track record of providing excellent service. The Village of Oak Park may appoint an internal review committee to select an appropriate Professional Services Firm to perform this project. The Village of Oak Park reserves the right to interview and negotiate with any and all respondents.

Proposal Submission Instructions

Notice of intent to submit a Proposal shall be provided to Oak Park Public Works Water and

Sewer Division at publicworks@oak-park.us. In the event of addenda being issued, only firms providing said notice will be notified. Addenda will also be posted on the Village website.

Three (3) copies of sealed proposals shall be sent via mail or hand-delivery to Village of Oak

Park Public Works Department at the following address, no later than 2:00 p.m. on

Wednesday, July 22, 2026. Late proposals will not be accepted.

Mark outside of envelope as follows:

• RFP #26-118 Water Distribution System Assessment Program

• Firm name

• Date / time of proposal deadline

• List all contract Addenda

Detailed Scope of Work

The following is a detailed project scope of professional services:

The Village has five primary goals with this project.

1. Perform a fire hydrant assessment on the distribution system to such an extent as to locate, evaluate, and improve the operability of the fire hydrants through hands on-field activities.

2. Perform water main capacity assessment on the distribution system to such an extent as to assess, record water flowed, mark, and grease fire hydrants through hands-on field activities.

3. Perform a valve assessment on the distribution system to such an extent as to locate, evaluate, and improve the operability of the valves in the water distribution system through hands on field activities.

4. Document, integrate and analyze location, operational and physical information of fire hydrants, valves, and identify leaks through this program.

5. To continually develop and redevelop the scope of this project for continuation as an ongoing program.

Results will include individual reports of the location of all fire hydrants including the attribute data associated with that fire hydrant. Recommendations for refining the scope and value of an ongoing system-wide program will also be made based on the overall evaluation of the criticality of every fire hydrant. The final report shall be submitted within thirty (30) days after completion of project in a detailed report. Periodic reports may be required as determined by the Village. The specifications contained herein describe the minimum requirements of the

Village and any omission shall not relieve the Proposer of furnishing quality service in a timely manner.

General Water System Information (approximate total inventory):

• Miles of Water Main: 106

• Fire Hydrants: 1,265

• Main Line Water Valves: 1,350

To be considered, the Proposer must have an office located within approximately 50 miles of the Village. The Proposer will provide 24-hour Emergency Service with maximum 2 hour response time for all of the services provided.

PROJECT APPROACH AND PROJECT MANAGEMENT

The Proposer shall complete a “Project Approach” summary, demonstrating their complete understanding of water system assessment methodologies to be employed. This summary shall be a narrative describing the proposer’s planned fire hydrant assessment evaluation methodology and approach to the project. A comprehensive project management plan and planned auditing techniques shall be outlined. Proposer shall account for potential problems to be expected and techniques to be employed for solving those problems especially in the area of limited data, inoperable fire hydrants/valves and access to fire hydrants/valves.

Quality Control and Quality Assurance procedures shall be outlined in this section, thus insuring the accuracy of the analysis of the data.

The Proposer will outline their proposed Project Management System relating to the objectives of the Village’s project. The Project Manager’s responsibilities will be clearly spelled out as well as the responsibilities of the two person field team consisting of a Field Project Leader and a Field Technician, with task assignments clearly spelled out. This will identify who has the authority to speak on behalf of the Proposer for progress reports, and any changes to the project that may affect the outcome and completion of the project.

FIRM EXPERIENCE

The Proposer shall provide a company overview covering all the services provided. This should include its primary line of business; how long the company has been in business, and how long the company has been providing fire hydrant assessment services with regard to this proposal.

The Proposer will submit at least five (5) project references where the Proposer has completed similar work in size and scope in the last three (3) years. This submittal will include the following:

• A brief description of the work completed.

• Contracted amount.

• Time required for completing the project.

• Findings of the project.

Projected annualized cost saving to the Client authorizing the project.

Contact names, phone numbers, addresses, and e-mail addresses of the Client authorizing the project.

The Proposer will adhere to the following:

Fire Hydrants

• Proper PPE (personal protection equipment) shall be worn at all times. A class III reflective safety vest will be worn for all work. Class II is not acceptable.

• The Project Team will follow all traffic safety rules, as designated by the Village, The

Department of Labor, OSHA and the State Department of Transportation. Project personnel will be trained (certified were applicable) in Traffic Control and Safety

(MUTCD Standards).

• A minimum of Two Person Project Teams are required. The use of One Person Project

Teams is not acceptable and will not be allowed to perform work on the water system.

Valves

• Any valves located in a "confined space" such as pit or vault installations that require entry will be treated in accordance with the safety rules regarding Confined Space Entry as is designated by the Village, The Department of Labor and OSHA. Project personnel will be trained (certified were applicable) in Confined Space Entry & Self-Rescue.

• Proper PPE (personal protection equipment) shall be worn at all times. A class III reflective safety vest will be worn for all work. Class II will not be accepted.

• The Project Team will follow all traffic safety rules, as is designated by the Village, The

Department of Labor, OSHA and the State Department of Transportation. Project personnel will be trained (certified were applicable) in Traffic Control and Safety

(MUTCD Standards).

• A minimum of Two Person Project Teams are required and will work together during the course of the project. The two persons shall not be separated and working in different locations. They will assist each other as a matter of safety and quality control.

The use of One Person Project Teams is not acceptable and will not be allowed to perform work on the water system especially where work must be done in confined spaces and in the street.

Data Security

The selected contractor must maintain their own cloud-based GIS/GPS locating and utility atlas update program with a secure login for Village staff designed to take all of the information the Village currently has about their water system and verify this data while combining this information with the data collected by the contractor’s field teams. Using state of the art equipment to produce a highly accurate utility database for use by the Village and contractor during the course of this contract. Security and ease of use of the contractors system must be described in the RFP.

PROPOSED PRICING FORMAT

The Proposer shall supply the Village a unit price (per fire hydrant) for the proposed Fire hydrant assessment Program. This Unit price will include all costs associated with the Fire hydrant assessment Program for the selected fire hydrants in the distribution system. This unit price will be used to determine the duration of the hydrant assessment program based on available, budgeted funds.

The Proposer shall supply the Village a unit price (per valve) for the proposed Valve

Assessment Program. This Unit price will include all costs associated with the Valve

Assessment Program for the selected valves in the distribution system. This unit price will be used to determine the duration of the valve assessment program based on available, budgeted funds.

The Village reserves the right to add or delete from the contract, as required. No adjustments in contract unit prices or additional compensation will be made for alteration in the quantities or services from the contract. The quantities listed below are estimates only and may be altered. The unit prices shall apply for the duration of the contract. The Proposer shall also provide unit prices for the duration of the optional extension.

1. FIRE HYDRANT ASSESSMENT:

The Village desires the Proposer to develop, plan and execute a program to locate, inspect, assess, operate, record water flowed, mark, grease, create a deliverable database in a format suitable and compatible with the VILLAGE current GIS/Database system platform, and create work orders for fire hydrants. This program will address approximately 1,265 fire hydrants throughout the Village water distribution system.

This work shall essentially consist of the following elements:

• Locations of all fire hydrants in such a manner that will allow their positions to be known and readily re-creatable by Village personnel upon demand.

• Inspection of all fire hydrants for appearance, accessibility, leakage and functionality in accordance with the AWWA M-17 manual, NFPA 291 and ISO requirements.

• Operation of each of the located fire hydrants to such an extent as to insure its ability to operate and fully “flow” upon demand. Adherence to the AWWA M-17 manual, NFPA

291 and ISO requirements is required.

• Compilation of the fire hydrant information collected by means of Pro-Maps™ / Pro-

Hydrant® or equal, a fire hydrant online/web based database with hard copy reproduction capabilities. The Pro-Maps™ / Pro-Hydrant® online/web based database is accessible in a majority of GIS systems that support Open Database Connectivity.

• Perform an analysis of the condition and criticality of each fire hydrant. This will be done based on the size of the water mains that feed the fire hydrant; proximity of critical services; location of the fire hydrant in relation to roads or other structures;

location of the fire hydrant in relation to water production plants pump stations and/or water towers/storage tanks, and actual operability of the fire hydrant.

Fire Hydrant Location

It is the intent of the Village to maintain a complete and current inventory of the location of all

Fire Hydrant attributes in the Village water system.

• The existence of all fire hydrants shown on the water maps will be verified by visual inspection.

• If a new hydrant is located, the fire hydrant shall be marked for future identification.

• Fire hydrant Attributes will be located in such a manner that allows their positions to be known and readily accessed by Village personnel upon demand.

Fire Hydrant Appearance

• Condition of the paint.

• Verify color correctness, based on the utilities color scheme.

• Note the upright position of the fire hydrant. Note any evidence of being hit by a vehicle.

• Should bollards be installed to protect the fire hydrant?

• Should the fire hydrant be relocated away from traffic?

• Include in GIS a photo of hydrant in relation to surroundings.

Fire Hydrant Accessibility

• Does the fire hydrant need to be [horizontally] raised, or lowered?

• Do the pumper port and nozzles face the correct direction?

• Does the fire hydrant need to be relocated?

• Is the soil surrounding the fire hydrant capable of supporting it (important for proper breakaway)?

Fire Hydrant Functionality

• Are the nozzle/pumper threads in working condition?

• Do the nozzle/pumper ports require any maintenance or need to be replaced?

• Does the fire hydrant drain properly (dry-barrel)?

• Is the fire hydrant barrel still dry after pumping out the water and waiting a few minutes?

• Is it difficult to operate?

• Does it provide adequate fire-flow?

• Is the operating nut of the fire hydrant in good condition?

• Have the corners of the operating nut been rounded off (from people using a pipe wrench instead of a fire hydrant key)?

• If it appears that the fire hydrant has been illegally operated, should protective devices be installed to deter vandalism?

Fire Hydrant Inspection and Operation Procedure

The professional services firm shall notify the assigned Water and Sewer Representative of their intent to operate a certain group of water fire hydrants. Permission shall be obtained to perform the work, at least twenty-four (24) hours or one (1) working day in advance of the intended start of that work. Due to the potential condition or deterioration of fire hydrants that may or may not have been operated in the past, the service provider will not be held liable for any assets that fail or break, or the consequences of such failures during the operating procedures due to pre-existing conditions. Any assets that fail or break during operation will be repaired or replaced by the Village. Notify the Village immediately of inoperable fire hydrants needing major repair.

Please utilize the following operation procedure:

• Remove one nozzle/pumper cap and, using a listening device, check for main valve leakage. Repair or schedule a repair, as necessary.

• Replace the nozzle/pumper cap, loose enough for air to escape. Open fire hydrant a few turns, allowing air to vent from loose cap. Tighten cap.

• Open fire hydrant fully, checking for ease of operation. Repeatedly exercise the operating stem, as needed, to remove buildup and promote better operation. If lubrication or stem replacement is required, note in report.

• With the fire hydrant fully pressurized, check for leakage around the flanges, nozzles/pumpers, seals, and operating nut. Report to Village for repairs and maintenance.

• Partially close the fire hydrant to open the drain outlets, and flush for 10 to15 seconds.

• Completely close the fire hydrant, and then open it a ¼ to ½ to relieve the pressure on the thrust bearing or packing.

• Remove a nozzle/pumper cap, and attach a diffuser. Flush the fire hydrant to remove foreign material.

• Close the fire hydrant and remove the diffuser. Place your hand over the nozzle/pumper to check for suction as the water drains out of the barrel. For no-drain fire hydrants, the water must be pumped from the barrel.

• Check for fire hydrant leakage with a listening device.

• Remove all nozzle/pumper caps and inspect the threads. Clean and apply approved lubricant to caps and nozzles/pumpers.

• Inspect cap chains for binding and ease of movement. Unbind or replace, as necessary.

• Replace the caps and tighten them to the Utilities specification.

• Check operating nut lubrication and maintain as needed

• Inspect breakaway device for damage.

• Collect or verify GPS location of fire hydrant.

Documentation

The professional services firm will provide a fire hydrant assessment report for each fire hydrant located and provide the information in a fire hydrant report in an electronic format.

The information will then be entered into Pro-Maps™ / Pro-Hydrant® or equivalent software.

The report shall include, but not be limited to, the following fire hydrant information:

• Location and number.

• Physical damage or defect.

• Obstructions on or around the fire hydrant.

• Fire hydrant outlets face proper direction.

• Minimum 15” clearance between lowest outlet and ground.

• Auxiliary valve is visible.

• Condition of paint – correct color code.

• All outlets are cleaned and lubricated.

• Status: Public or Non-Potable.

• Static pressure reading is taken.

• Operating stem is exercised and lubricated.

• Fire hydrant reflectors and markers are replaced and/or repaired.

Atlas Corrections and Notations

The Proposer will document and note any corrections needed on the Village’s Atlas. The hydrant numbering system approach shall be discussed with the Village Engineer before being prepared. The Proposer shall be responsible to finalizing the hydrant numbering system.

These notations shall be documented as a part of the final report so the Village can make corrections to their existing atlas.

Communications & Deliverables

The Proposer is expected to perform the following:

• Conduct a kick-off meeting with the Village to cover the goals of the project and outline work procedures. The field crew will meet daily or as agreed upon, with assigned Village personnel to go over areas of the fire hydrant assessment program for the prior workday, and plan current day and areas to survey.

• At the end of each day, or as requested, a list of any broken or inoperable fire hydrants will be turned in. Critical fire hydrants that may be subject to breakage will be discussed as far as operation PRIOR to exercising to prevent loss of fire protection.

• Each step of the fire hydrant program will be identified and the fire hydrants assessed and operated will be documented in a written fire hydrant report detailing the entire process from start to finish.

• Information collected by the Project Team during the fire hydrant assessment program and any other information provided by the Village shall be regarded as CONFIDENTIAL and will not be shared without permission from the Village.

• A fire hydrant assessment log of activity will be included with the final report that will include the following;

• Are the nozzle/pumper threads in working condition?

• Do the nozzle/pumper ports require any maintenance or need to be replaced?

• Does the fire hydrant drain properly (dry barrel)?

• Is the fire hydrant barrel still dry after pumping out the water and waiting a few

• minutes?

• Is it difficult to operate?

• Determine and document the fire flow. Is the operating nut of the fire hydrant in good

• condition?

• Have the corners of the operating nut been rounded off (from people using a pipe

• wrench instead of a fire hydrant key)?

• If it appears that the fire hydrant has been illegally operated, should protective

• devices be installed to deter vandalism?

• A Final report will be prepared at the completion of the project which will include all fire hydrant assessment reports and other problems found in the system during the course of the fire hydrant assessment program that need the attention of the Water

Village. This final report shall be made available for submission to the Water

Department within thirty (30) working days of the completion of the fieldwork.

• The final deliverable shall be a complete fire hydrant database accessible by the Village

“online” (web based) with appropriate users name and password. This web based system shall be the Pro-Maps™ / Pro-Hydrant® database or equivalent.

• Reports of fire hydrant assessment data shall be available from an export of the database into Excel.

Services Provided by The Village

• The Village will furnish all maps, atlases, (two copies) and records necessary to properly conduct the fire hydrant assessment program.

• The Village will assist as necessary where traffic control may be extreme.

• The Village will also make available, on a reasonable but periodic basis, certain personnel with a working knowledge of the water system who may be helpful with inoperable or difficult to operate fire hydrants and for general information about the water system. This person will not need to assist the Project Team on a full time basis, but only on an “as needed” basis.

• The Village will assist, if needed, to locate all nonmetallic pipes within the service area.

2. VALVE ASSESSMENT

The Village desires the Proposer to develop, plan and execute a program to locate, inspect, assess, exercise, mark, record mapping grade GPS data, document, create a deliverable asset database that integrates seamlessly with the Village GIS software platform and create work orders for valves or valve boxes needing repair. This program will address all 1,350 main line water valves of all sizes throughout the Village water distribution system. The Proposer will inspect and exercise a predetermined number of valves each year based on available, budgeted funds. Auxiliary fire hydrant valves should be included in assessment.

This work shall essentially consist of the following elements:

• Locations of all main line water valves in such a manner that will allow their positions to be known and readily re-creatable by Village personnel upon demand.

• Exercising/Operation of each of the located water valves to such an extent as to insure its ability to operate through its full range of “turns” or complete revolutions upon demand. Adherence to the AWWA M-44 manual is required.

• Compilation of the main line water valve information collected by means of Polcon Pro-

Valve® or equal, a water valve online/web based database with graphic interface and hard copy reproduction capabilities. The Polcon Pro-Valve® or equal. The program’s data may be accessed in existing GIS systems that support Open Database

Connectivity.

• Perform an analysis of the criticality of each valve. This will be done based on the size of the valve, proximity of critical services, location of the water main in relation to roads or other structures, location of the valve in relation to water production plants and/or pump stations, and actual operability of the valve.

Valve Location

It is the intent of the Village to maintain a complete and current inventory of the location of all valve attributes in the Village water system.

• The existence of all water valves shown on the water maps will be verified by visual inspection. A search for water valves shown, but not identified by visual inspection, will be conducted using a magnetic locator. The existing water mains may need to be traced by means of line locating equipment to establish the configuration of existing water mains and probable location of water valves should search by magnetic locator fail. The employment of a combination of recorded information, manual and technical testing techniques as may be needed to establish the location of remaining water valves.

• The project team will identify locations where a water valve is expected, but not shown on the water map, and proceed through verification and search process. If a valve is not located, a list will be made of “recommended valve installations” to be included with the final report.

• Valve Attributes will be located in such a manner that allows their positions to be known and readily accessed by Village personnel upon demand.

• The GPS location device shall be a Trimble GeoExplorer, GeoXH or approved equal.

• Locations of all Valve Attributes will be gathered via GPS.

The technical services firm will work with the Village to develop a “data dictionary” which will define the information to be collected for each attribute. The Data dictionary shall have the following but not limited to:

• Date and time the information was gathered.

• A unique identifying number for each attribute consistent and compatible with system presently employed by the Village.

• Location for each attribute referenced by Northing and Easting coordinates generated from the GPS location in the Village’s local State Plane Coordinate system.

• Type of Attribute (mainline valve).

• Offset information if the attribute needs to have the location determined by an offset coordinate due to blocked signals from the GPS satellites.

• Any other data required to be collected as part of the attribute data set as defined by the Data Dictionary. This Data Dictionary will be assembled by the Contractor and the

Village.

The accuracy of each GPS location will be sub-foot.

The location of “offset” GPS locations shall be accomplished by use of a Laser Rangefinder with an accuracy of 1/10th of a foot with an automatic Electronic Compass coupled to the

GPS data collector. This is so that a bearing and distance from the offset location to the target

GPS location can be recorded as part of the attribute data. This will allow coordinates to be generated in high tree canopy and urban canyons where normal coverage would not be possible.

• GPS locations will need to have readings from at least four satellites in position and a reading from a local GPS beacon, or five satellites for the position to be considered accurate as a differentially corrected GPS location.

• “PDOP” readings will be less than 5. “PDOP” readings greater than 5 will not be considered as accurate locations.

• A minimum of 60 readings for each position shall be taken.

• Position of the GPS satellites shall be given primary consideration. The position of the satellites shall be recorded as part of the data. If the satellites are low on the horizon, it is expected that the project team will wait until the satellite position is better before attempting to gather the GPS position. Data collected with the satellites low on the horizon and/or poorly distributed shall not be considered valid.

• The information must be provided in a format acceptable to the Village such as Polcon

Pro-Valve®, Microsoft Access, Microsoft Excel, .DXF file, or .SHP file for use in the

Village’s GIS system or CAD mapping program.

• All locations will be differentially corrected for accuracy. A stationary beacon or mobile beacon can be set up to allow differential correction. All data will be “Post–Processed”, so that a comparison can be made to a Local stationary GPS receiver. The locations of the stationary GPS stations can be obtained from the Internet. The particular stationary

GPS receiver shall be listed in the final report as the station used for differential correction. This will allow for a greater accuracy of the GPS locations.

Valve Exercising / Operation

Due to the potential condition or deterioration of valves that may or may not have been maintained, the service provider will not be held liable for any assets that fail or break, or the consequences of such failures during the operating procedures due to pre-existing conditions.

Any assets that fail or break during operation will be repaired or replaced by the Village. The technical services firm shall notify the assigned Water and Sewer representative of their intent to exercise a certain group of water valves. Permission shall be obtained to perform the work, at least twenty-four (24) hours or one (1) working day in advance of the intended start of that work.

Please utilize the following operation procedure:

• The technical services firm will first attempt to operate each of the valves manually.

• Valves requiring an operating torque greater than one hundred (100) foot-pounds shall be exercised using a hydraulic powered valve machine with torque control.

• The “machine” shall be capable of operating all valves in the Village water system. It shall have torque-limiting capabilities that allow incremental settings from fifty (50) to eight hundred (800) foot-pounds of torque on “arm” mounted machines and incremental settings fifty (50) to twenty-five hundred (2500) foot-pounds of torque on

“truck” mounted…