Overview. The deadline for submitting proposals is 4:00 PM, Wednesday, July 8, Scope of Services

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1 Request for Proposals Cross-Connection Inspection Services for Commercial, Industrial, and Public Authority Properties Village of Waterford, WI June 2, 2015 Overview The Village of Waterford is seeking proposals for cross-connection and backflow prevention inspection services for all commercial, industrial, and public authority properties served by the Waterford Water Utility (WWU). The Village is interested in establishing an ongoing relationship with a firm to ensure high-quality, timely, and cost-effective services for the next four years with an option for a two-year renewal. We expect that the firm chosen will have experience with the detailed nature of crossconnection inspections associated with these types of properties by way of the firm s prior and current contracts with other municipalities. Residential properties will continue to be inspected by Village Public Works & Utilities staff. The Village of Waterford is located in southeast Wisconsin, approximately 2.5 square miles in area with a population of 5,368. Currently, the Village has approximately 17 public authority customers, 17 industrial customers, and 217 commercial customers. The Village expects all of these customers to be inspected no more than once every two years, unless the contractor must re-inspect properties with non-compliant devices and/or arrangements of potable and non-potable water infrastructure. In addition to inspections, the selected firm must maintain and share with the Village well-kept records of all inspection details consistent with DNR cross-connection control program reporting requirements. The deadline for submitting proposals is 4:00 PM, Wednesday, July 8, Scope of Services 1) The contractor must provide complete cross-connection control program services, surveys and data management. The following is a list of services the selected contractor will provide. A) Complete cross-connection control surveys of all commercial, industrial, public authority facilities and any additional commercial, industrial, and public authority customers that join WWU during the length of the contract served by Waterford Water Utility using the isolation review approach as supported by State of Wisconsin Department of Natural Resources (DNR) and Wisconsin Department of Safety & Professional Services. Unless otherwise specified, all surveys will be of the entire potable water system on each site property. Inspectors will survey and document all exposed piping and/or utilize the point-of-use inventory method of survey. B) Coordinate and participate in a Public Relations Program and provide a 45 minute Cross- Connection Control Program awareness meeting for Village staff as well as the public. The meeting shall be held at Village Hall. C) Schedule and notify customers of surveys and/or re-surveys in writing. D) Document all testable and non-testable backflow prevention devices, program requirements and relevant code violations during on-site surveys. E) Inspect all existing backflow prevention devices (i.e., testable and non-testable) for proper installation, inventoried and documented. Documentation should include size, make, model, serial number, regulated object number and location on site of survey.

2 F) Survey and document backflow prevention devices and/or assemblies in supply to nonresidential fire protection systems. Location, size, manufacturer, model number and serial number shall be included with each facility survey record. G) Document a facility degree of hazard upon completion of each survey. H) Generate all notifications for non-compliant building owners and inform them of installation requirements or required corrective action(s). I) Offer compliance surveys for each non-compliant location upon notification of completion of compliance requirements. The contractor will coordinate and complete all compliance surveys as required. J) Provide full-time and toll-free phone call in support for customer questions/appointments by an individual trained in cross-connection control. Phone will be staffed during normal business hours, 8:00 a.m. to 5:00 p.m., Monday through Friday. An automatic message service will be provided for after hour calls. K) Provide detailed phone logs for all incoming calls including date of initial call and response dates. L) Submit monthly comprehensive management reports to the Village of Waterford consistent with DNR reporting standards. Status reports will be available electronically and include the number of surveys completed, notices sent, tests overdue, surveys overdue, a listing of surveys and re-surveys scheduled for the upcoming period, upcoming notifications, and a list of (non-)compliant facilities. M) Provide a comprehensive annual report consistent with DNR reporting standards. The report should provide a program summary which will include a detailed facility listing to include facility address, re-survey frequency, listing of (non-)compliant facilities, total number of surveys completed, uninspected sites, vacant facilities, listing of all testable devices and total number of program notifications sent. N) Provide two progress review meetings per year with the Village s designated representative(s) to discuss program status, specific recommendations and a suggested action plan. O) Propose a complete public awareness and education program including brochures, website template information and press releases. 2) Before submitting their proposal, the contractor will review the Village of Waterford Cross- Connection Control Ordinance and Cross-Connection Control Program (see Appendices A and B) and provide feedback on any and all possible improvements to both documents based on previous experience with other municipalities and in accordance with Wis. Admin. Code s. NR ) The contractor must provide the monthly and annual reports in a digital format that can produce, at minimum, the following: A) Standard notices to include, survey, re-survey, testing, non-compliance and compliance notices. B) Management reports for notices, inventory of devices, device tests, survey schedules, device test schedules, overdue surveys, and device test forms. C) Survey and follow-up survey schedules from internal records, standard procedures, and timing as required by Wis. Admin. Code. s. NR regulation. D) Automatic access to all data relevant to a particular facility or period of time. E) The Annual Cross-Connection Control Report and supporting documents for DNR audits. F) Access by the Village of Waterford if requested. G) Additionally, the digital records must be in a format that can be synchronized with the Village s Geographic Information Systems (GIS) software. Survey records data must be able to be joined to specific properties within GIS. 2

3 3 Timeframe The Cross-Connection Control Program must be implemented prior to December 31, As part of that, commercial, industrial, and public authority inspections must begin as soon as possible and with the approval of the Village of Waterford. The Village intends to use the following timetable for evaluation and selection of firm: Week of June 2, 2015 July 8, 2015 July 22, 2015 Week of July 27, 2015 August 24, 2015 September 1, 2015 Send out request for proposal Deadline for receipt of proposals by the Village No proposals will be accepted after this date Selected firms will be contacted to schedule an interview Interview finalists Village Board award contract with selected Firm Commencement of contract Village Authority to Survey Low-Hazard Commercial Properties The Village of Waterford reserves the right to survey commercial properties of similar or lesser risk to residential properties once commercial properties have been deemed as such, in accordance with Wis. Admin. Code s. NR (1)(c). The contractor will inform the Village of such properties after the contractor surveys and (if need be) re-surveys the properties. At that time, the Village will determine whether to take responsibility for these surveys or continue to allow the contractor to conduct surveys for these properties. Schedule Requirements State law requires all commercial, industrial, and public authority facilities as well as miscellaneous water customers are inspected at least once every two years. Please include a proposed schedule in your proposal. A schedule will be finalized in consultation with the selected contractor to insure project continuity and achieve the best results in a reasonable period of time. The Village will have the ability to modify the timetable at its discretion. Village of Waterford Responsibilities The Village of Waterford will provide: A) A complete and accurate water customer account listing. B) Periodic corrections and/or updates of facility owner/occupant/water customer information. General Sections 1) Insurance The contractor shall carry the following insurance and shall furnish the Village of Waterford with a certificate listing the Village of Waterford as additional insured upon the approval of this proposal. Furthermore, all copies of all-necessary approvals and permits shall be furnished to the Village of Waterford upon approval to perform services as outlined in this request for proposal. A) Worker's Compensation in accordance with Wisconsin Statutes (individual contractors will be required to obtain, at their own expense).

4 B) Contractor's Public Liability with limits of not less than $2,000,000/$2,000,000 to protect the contractor and Village of Waterford against claims for the injury of death of one or more persons and $2,000,000/$2,000,000 to protect the contractor and Village against claims for injury to or destruction of property. C) Motor Vehicle Liability Insurance with limits of not less the $1,000,000/$1,000,000. D) Errors and Omission insurance will be provided at $1,000,000 per occurrence. 2) Notification of Cancellation The contractor shall notify the Village prior to the cancellation of, or any changes in, any such insurance required herein. If any of the insurance is cancelled, the contractor shall cease operations on the date of termination and shall not resume operations until new insurance is reinstated. 3) Hold Harmless Clause The contractor shall, upon execution of the agreement, agree to assume all liability to protect, indemnify and save the Village, its agents, officers, and employees harmless from and against all actions and attorney fees for the injuries to, or death of, any person or persons whomsoever, including the parties hereto, and their agents. The contractor shall pay, settle, compromise, and procure the discharge of any and all claims and losses, damages, and expenses. No employee of the contractor shall at any time be considered an agent or employee of the Village. 4) Subletting The contractor shall not sublet or assign any portion of the contract. 5) Safety The contractor shall comply with all federal, state and local laws and regulations governing the furnishing and use of all safeguards, safety and devices, and protective equipment, and take any other needed actions on his own responsibility as necessary to protect the life and health of employees on the job and the safety of the public and to protect property during the agreement. 6) Workmanship Only personnel trained and experienced in the various aspects of applicable operation as required herein shall perform all contractual services. The contractor may not offer to sell plumbing products or installation services to a facility on the water customer account listing. 7) Qualifications Staff will review all proposals for completeness and compliance with the requirements of this RFP and may request additional material, clarification, confirmation or modification of any submitted proposal, including proposals that are incomplete or non-conforming as submitted. The following criteria will be used as a minimum for approval of this proposal: A) Contractors must provide written documentation from previous cross-connection control survey and municipal survey work, and show that they have been employed in cross-connection control surveying and municipal surveys on a regular basis in municipalities and/or facilities of similar characteristics. B) Have at least one person on staff certified (with documentation) in the ASSE Standard #5150 for Backflow Prevention Program Administrator. C) Have a minimum two years of experience of continuous municipal cross-connection survey/survey experience. D) Provide a minimum of three municipal references where the contractor is currently providing cross-connection services. i) Provide a list of current clients. ii) Provide a contact person and phone number for each client. iii) Provide a letter of reference from the DNR for prior Cross-Connection Control Program Management. E) Contractor will provide a list of all staff who will be engaged in this contract with their experience and education level with respect to cross connection control. i) List personnel who will be responsible for performance and their specific qualifications. ii) Provide background check and documentation of all staff involved in program activities. iii) Indicate office location, staffing, contact information, and emergency phone numbers. 8) Proposal Pricing Contractor will provide total, annual and monthly contract pricing. 4

5 5 9) Conflict of Interest The contractor shall not offer or advertise within the Village of Waterford for plumbing products, the installation of plumbing or testing of backflow prevention assemblies during the contract period. Evaluation Process Staff will review all proposals for completeness and compliance with the requirements of this RFP and may request additional material, clarification, confirmation or modification of any submitted proposal, including proposals that are incomplete or non-conforming as submitted. The Village of Waterford reserves the right severally or together to reject any and all submittals, waive any irregularities, reissue all or part of this Request for Proposals, not award any contract, and/or modify terms of the RFP or a proposal, all at the Village s discretion and without penalty. Proposers agree and acknowledge that they are barred from claiming to have detrimentally relied on any action by the Village or any of its representatives, or any employee's actions, for any costs or liabilities incurred as a result of responding to this RFP. Deadline, Contact Information and How to Submit Responses Any inquiries/clarifications concerning the RFP should be directed in writing to Stephanie Charapata, Deputy Treasurer & Utility Clerk via and should be received no later than the date specified in Timeframe (page 3). Information provided verbally or by any other Village personnel will be considered non-binding. All respondents should use this written document and its attachments as the sole basis for proposal at this time. Questions for clarification concerning the RFP must be directed through: Stephanie Charapata Deputy Treasurer & Utility Clerk scharapata@waterfordwi.org Phone: ext 229 Mailing address: Waterford Village Hall, 123 N. River St., Waterford, WI The Village prohibits communication initiated by the respondent to any Village official, representative for another entity or employee evaluating or considering the proposals, prior to the time a decision has been made. Submission Five (5) bound originals and 1 electronic (CD or USB flash drive) submission of the proposal to be received by Stephanie Charapata no later than 4:00 PM, Wednesday, July 8, 2015.