3-Year Water System Leak Detection Services

The City of Palo Alto is seeking a contractor for a 3-Year Water System Leak Detection Services contract (RFP #RFP194078) through a competitive proposal process. The project aims to conduct annual leak detection surveys for the city's 231-mile water distribution system, which includes water mains ranging from 4" to 24" and composed of multiple pipe materials. Key deliverables include an annual leak detection plan, comprehensive leak surveys, and detailed reports documenting leak locations, methodology, and prioritization. The project is driven by California Senate Bill 555, which requires water loss analysis and aims to reduce water system inefficiencies. Proposers must submit a comprehensive proposal including a cover letter, technology and equipment methodology, performance accuracy matrix, traffic control plan, project understanding, specific approach, fee schedule, and at least five references from similar projects completed within the past five years. The proposal submission deadline is set for May 14, 2025, before 3:00 pm, with a project release date of March 19, 2025. Evaluation criteria will likely include technical approach, past performance, and demonstrated capability to conduct thorough water system leak detection.

The solicitation does not explicitly mention specific set-aside designations or restrictions on respondent types. Proposers are required to demonstrate financial stability by submitting evidence such as audited financial statements, reviewed financial statements, or a letter of good standing from a financial institution. While no specific incumbent vendor is mentioned, the project involves working with the city's existing water infrastructure, which includes 9 pressure zones, 23,787 service connections, 8 wells, 7 reservoirs, and 7 pump stations. The contract will be structured as a Fixed Fee form with a maximum "not to exceed" fee, with progress payments based on project completion percentage. Insurance requirements are stringent, mandating multiple coverage types with minimum limits of $1,000,000 per occurrence, and contractors must be licensed to do business in California. The city currently experiences a real water loss of 25.3 gallons per capita per day and aims to reduce this through this leak detection initiative, with the ultimate goal of meeting the regulatory standard of 16 gallons per capita per day by 2028.