PINE-STRAWBERRY WATER IMPROVEMENT DISTRICT P.O. BOX 134 PINE, ARIZONA REQUEST FOR PROPOSALS

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1 PINE-STRAWBERRY WATER IMPROVEMENT DISTRICT P.O. BOX 134 PINE, ARIZONA REQUEST FOR PROPOSALS Point to Point Leak Detection Survey RFP # PROPOSAL OPENING DATE July 26, :00 PM REQUEST FOR PROPOSALS PAGE 1 NOTICE TO OFFERORS PAGE 2 GENERAL CONDITIONS PAGE 3 INSTRUCTIONS TO OFFERORS PAGE 4 Description of the Project PAGE 4 Scope of Service PAGE 4 Qualifications of Offerors PAGE 5 Directions for Submission PAGE 5 Bribery and Kickbacks PAGE 5 Conflict of Interest PAGE 5 Proprietary Information PAGE 5 Contacts PAGE 5 Cost Proposal PAGE 5 Pricing PAGE 6 Contract Team PAGE 6 Payments PAGE 6 Period that Proposals Shall Remain Valid PAGE 6 Criteria for Award PAGE 6 Insurance Requirements PAGE 7 Request for Taxpayer Identification and Certification PAGE 7 EXHIBIT A - COST PROPOSAL PAGE 8

2 Pine-Strawberry Water Improvement District P.O. Box 134 Pine, AZ REQUEST FOR PROPOSALS Point to Point Leak Detection Survey RFP No PROPOSAL OPENING DATE July 26, 2013 at 3:00 PM If you have any questions regarding this RFP contact: Brad Cole Telephone No.: (928) IMPORTANT PROPOSALS MUST BE SUBMITTED IN A SEALED ENVELOPE WITH THE RFP NUMBER AND OPENING DATE CLEARLY INDICATED ON THE BOTTOM LEFT HAND SIDE OF THE FRONT OF THE ENVELOPE. FAXED PROPOSALS WILL NOT BE ACCEPTED. Sealed proposals will be received until the above specified date and local time, then opened at the PSWID office. The opening of proposals shall be conducted in public. All bidders are invited to attend the public opening of bids. The undersigned declares that the amount and nature of the goods to be furnished is understood and that the nature of this proposal is in strict accordance with the conditions set forth and is a part of this proposal, and that the undersigned Offeror has read and understands the scope and conditions of the proposal. The undersigned in submitting this proposal represent that Offeror is an equal opportunity employer, and will not discriminate with regard to race, age, religion, color, national origin, ancestry, sex, or physical or mental handicap as specified in Sec A.R.S. in the performance of this contract. The undersigned hereby proposes to provide goods for the amount and upon the conditions stated in this proposal after notice of award. This proposal is subject to the proposal requirements and the Scope of Service. OFFEROR MUST COMPLETE THE FOLLOWING COMPANY NAME/MAILING ADDRESS/CITY/STATE/ZIP CODE CONTACT PERSON TELEPHONE NUMBER To be a valid offer, Offeror must Sign Here Title If applicable, OFFEROR ACKNOWLEDGES RECEIPT OF THE FOLLOWING AMENDMENT(S): Amendment No. Dated Amendment No. Dated Amendment No. Dated Amendment No. Dated 1

3 NOTICE TO OFFERORS REQUEST FOR PROPOSALS The Pine-Strawberry Water Improvement District (PSWID) is accepting competitive sealed proposals to perform a comprehensive point to point leak detection survey and pinpointing of water leaks using the latest procedures, methods and leak detection technology specified in the SCOPE OF SERVICES. Proposals must be submitted to arrive at the office of the Pine-Strawberry Water Improvement District located at 6306 West Hardscrabble Road, Pine, AZ by 3:00 PM on July 26, If submitting by US Mail, you must use the following address: P.O. Box 134, Pine, AZ Interested parties may obtain a copy of the RFP or further details of the RFP by contacting Brad Cole at (928) or by visiting the District website at Any proposal received after stated closing time will be returned unopened. Until the final award by the PSWID, the District reserves the right to reject any and all proposals, to waive technicalities, to re-advertise, or to otherwise proceed when the best interests of the District are concerned. 2

4 GENERAL CONDITIONS Pursuant to Sections through A.R.S., the Pine-Strawberry Water Improvement District ( District ) is requesting proposals from vendors to perform a comprehensive point to point leak detection survey and pinpointing of water leaks on the District s water system using the latest procedures, methods and leak detection technology. Proposals must include but are not limited to the requirements set forth in the Scope of Services. Proposals deposited with the District may be withdrawn or modified prior to the time set for opening of proposals by delivering written or telegraphic notice to the District. Offerors submitting proposals may be afforded an opportunity for discussion and revision of proposals. Revisions may be permitted after submission of proposals and prior to award for the purpose of negotiating a contract with Offeror. herein. The opening of proposals shall be conducted in public at the date, time, and place specified Discussions may be conducted with responsible offerors who submit acceptable or responsive or potentially acceptable or potentially responsive proposals. The purpose of such discussions will be to clarify technical or other aspects of the proposals. If, as a result of such discussions, it appears that there is a need for any substantial clarification or change in the request for proposals, the request for proposals will be amended to incorporate such clarification or change. The District may also, at its sole discretion, enter into negotiations with offerors to facilitate arriving at a contract that will be most advantageous to the District, taking into consideration the evaluation factors set forth in this RFP. However, a proposal may, at the sole discretion of the District, be accepted without any discussions or negotiations. Following contract negotiations, the award is expected to be made to the responsible Offeror or Offerors whose proposal is most advantageous to the Pine-Strawberry Water Improvement District, taking into consideration the evaluation factors set forth in the request for proposals. The District s Evaluation Committee will open and evaluate all proposals, determine the need for and conduct any negotiations, and make a final recommendation to the District Board for award of the contract. The District reserves the right to cancel this RFP, to reject any or all proposals in whole or in part, and to waive any irregularities at its option when in the best interests of the District. The Proposal total cost shall include all applicable taxes including applicable state gross receipts tax or applicable local option tax. The District will pay for any taxes due on the contract and will pay any increase in applicable taxes which become effective after the date the contract is entered into in addition to the Proposal total based upon separate billings which the successful Offeror shall submit with each request for payment. Taxes shall be shown as a separate amount on such billing or request for payment and shall separately identify each tax being billed. To assist the District with budget preparation, the Offeror shall complete the Offeror s Estimate of Taxes and shall identify by name each tax Offeror believes to be applicable to this contract and shall estimate the amount of each tax that will be charged on the entire contract. 3

5 INSTRUCTIONS TO OFFERORS 1. Description of the Project a. The Pine-Strawberry Water Improvement District (District) is requesting proposals from qualified vendors (Offerors) for the Scope of Service described below 2. Scope of Service a. Offeror shall provide a proposal to perform a comprehensive point to point leak detection survey on the District s water system. The District s water system consists of: Water Infrastructure/Data/Maps Miles of water main 58 miles Main sizes 2-inch through 8-inch Main types ABS 24%; PVC 60%; DIP 1%; ACP 14%; Steel 1% Pressure ranges 25 PSI to 80 PSI Non-revenue water 31% Maps very limited and poor quality b. Offeror shall conduct a comprehensive point to point leak detection survey and pinpoint water leaks using the latest leak detection technology and techniques available and by making contact with all available appurtenances. Appurtenances include all meters, curb stops, valves, hydrants, blow-offs, air release valves, exposed pipe, and wells. c. Offeror shall furnish a professionally trained and qualified technician, leak detection instruments, equipment, and tools to complete the comprehensive point to point survey and leak pinpointing. The Offeror shall include the following equipment as a minimum: A sonic leak detection sound amplification instrument in conjunction with a transducer capable of 1.5 VG (volts per G ) or greater sensitivity output for survey (this equipment must be tested on a regular basis for sensitivity output). Offeror must use and have on job site during all phases of this project, various sophisticated equipment including ground microphones, computer based correlator(s), etc. for leak pinpointing. Offer must also have with each mobile unit, tracing and box locating equipment. d. Offeror shall provide the District with a detailed final report, within 21 days of completing the survey, which includes the following: 1. Executive Summary summarize time spent on project, time correlating and surveying. List the footage covered, approximate the combined water loss in GPM, the types of leaks found, quantity of leaks found and remarks recommending improvement that may be made to the distribution system. 2. Survey Review explanation of the procedures and methods used during the study. 3. Leak Reports provide a detailed drawing showing each leak location, the type of leak found, classification, and approximate time spent pinpointing the leak, an estimate of the water loss for each leak pinpointed, cover type, if the leak was marked and computer justification when applicable. 4. Conclusion provide a summarization of the process and the findings. 4

6 3. Qualifications of Offerors a. Offeror shall have the capability to provide resources and equipment specified in the scope of services. b. Offeror shall have the capability to mobilize and begin the point to point survey within 30 days from notification of award of contract. c. Offeror shall have the capability to deliver a detailed final report within 21 days of completing the comprehensive point to point leak detection survey. 4. Directions for Submission a. Offeror shall submit one (1) copy of their proposal in a sealed envelope plainly marked. b. Offeror shall submit their proposal at the time and place designated on the cover sheet and page 1 of this proposal packet. 5. Bribery and Kickbacks a. The Arizona Procurement Code, Section through A.R.S., imposes civil and misdemeanor criminal penalties for its violation. In addition, the Arizona Criminal statutes impose felony penalties for bribes, gratuities and kickbacks. 6. Conflict of Interest a. Offeror warrants that it presently has no interest and will not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of service under this contract. 7. Proprietary Information 8. Contacts a. Proposals submitted are subject to provisions of State law relating to inspection of public records b. Offerors shall clearly include notification to the District in their proposal if any portion of their proposal is claimed to be confidential proprietary information. Any information for which confidentiality is claimed shall be included with the proposal, but must be readily separable from the remainder of the proposal in order to facilitate eventual public inspection of the non-confidential portion of the proposal. Confidential data is normally restricted to confidential financial information concerning the Offeror s organization and data that qualifies as a trade secret in accordance with the Uniform Trade Secrets Act, Sections to A.R.S.. The proposal file as submitted will be available for public inspection upon an award of the contract by the District, with the exception of any portion properly claimed as confidential proprietary information by the Offeror. a. Questions and/or suggestions concerning this RFP shall be directed to: 9. Cost Proposal Brad Cole, District Manager, Pine-Strawberry Water Improvement District Telephone: (928) distman@pswid.org a. The Pricing Schedule (reference Exhibit A) used in summarizing the cost proposal, with adequate back-up detail to verify the proposed fixed fee, shall include the following information: 5

7 1. The itemized cost for individual tasks in Exhibit A 10. Pricing a. The subsequent contract is considered a FIRM FIXED-PRICE CONTRACT. The fee proposed shall remain firm and shall include all charges that may be incurred in fulfilling the terms of the contract. 11. Contract Term 12. Payments a. This contract is intended as procurement of goods and shall be effective as of award of Contract by the District. NO COMMITMENT OF PUBLIC FUNDS WILL BE MADE PRIOR TO CONTRACT APPROVAL. a. For payment due for goods, the Offeror shall submit an invoice to the District equal to the contract amount following the delivery of the goods specified in this contract. b. The invoice shall be addressed as follows: Brad Cole, District Manager Pine-Strawberry Water Improvement District P.O. Box 134 Pine, AZ c. Payments shall be paid to Offeror within 30 days contingent upon the following: 1. From date of receipt by the District of properly documented invoices for payment as determined by the budgetary and fiscal guidelines of the District. 2. On the condition that the Offeror has accomplished the delivery of goods to the satisfaction of the District any taxes (specifically including the Arizona Department of Revenue if applicable), licenses, or other governmental fees and charges are the responsibility of the Offeror. 13. Period that Proposals Shall Remain Valid a. All proposals shall remain valid for a period of ninety (90) calendar days after date specified for receipt of proposals. 14. Criteria for Award a. The District will receive proposals from firms having specific experience, resources and qualifications for the delivery of goods in the proposed Scope of Service. b. Other information required by the District to be submitted in response to this RFP is included elsewhere in this solicitation. c. A selection committee will review and evaluate all replies and detailed proposals unless otherwise indicated in this solicitation. d. Proposals may be evaluated based on the quality of the products being offered, pricing, and the Offeror s ability to provide delivery of the product within the time period specified elsewhere in this solicitation. 6

8 15. Insurance The Offeror shall purchase and maintain, during the contract time, insurance as listed in the contract. The Offeror will be required to provide evidence of such insurance prior to issuance of the Notice to Proceed in a form acceptable to the District. a. The certificate of insurance shall name as additional insured the District. b. As required by law, the certificate of insurance shall be provided by an insurance carrier(s) authorized to do business in the State of Arizona., or countersigned by an agent of the carrier to do business in the State of Arizona. c. The Offeror will be required to purchase and maintain Worker s Compensation insurance, including occupational disease provisions, for all employees at the site of the Program. d. In case any work is sublet, the Offeror shall require such Subcontractor similarly to provide Worker s Compensation Insurance, include occupational disease provisions, for all the latter s employees unless such employees are covered by the protection afforded by the Offeror. e. Insurance requirements are: 1. Workers Compensation... statutory 2. Protective Bodily Injury... $1,000,000 each occurrence and annual aggregate of $2,000, Protective Personal Property... $1,000,000 each occurrence and annual aggregate of $2,000, Automobile Bodily Injury and Property Damage... $1,000,000 each occurrence and annual aggregate of $2,000,000 f. Insurance must be held for the duration of the project. 16. Request for Taxpayer Identification Number and Certification Offeror must submit a Federal W-9 Form to the District prior to issuance of the Notice to Proceed. 7

9 EXHIBIT A COST PROPOSAL (RFP ) For services as outlined, I representing the firm of agree to deliver the necessary services, according to the request for proposals for the following costs: Point to Point Leak Detection Survey Description Unit Quantity Amount Total Point to Point Water Leak Detection Survey Add: Add: Add: Sub-total All Applicable Taxes Total Fixed Price 8