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REQUEST FOR PROPOSALS

SANITARY SEWER PIPE CCTV INSPECTION

PDF FULL Request for proposals

 Deadline: 11:00am. On Thursday, August 18, 2022

Purpose

The Cross Valley Water District (District) is soliciting a Request for Proposals (RFP) from vendors interested in performing routine sewer flushing when needed, wet well cleaning, closed circuit television (CCTV) inspection of sanitary sewer pipes and laterals located within the District. 

Background

The District is a water and sewer district formed under RCW Title 57 and located just south of Everett. The District has approximately 113 sewer connections in one main basin, 200 miles of sewer main and 1 lift station. The District does not treat wastewater, but instead conveys sewage to King County.

The District has identified approximately 12.0 miles of PVC and DCIP sewer pipe, see attached map, as the highest priority for CCTV inspection.  Some lateral identification and inspections may also be necessary along the inspection routes.   

The project budget is $49,000.00 annually. Annual linear footage will be determined by the vendor’s cost per linear foot and the District’s available budget. The contract term will be from contract execution through December 31, 2023, with the possibility to extend one more year to December 31, 2024.

Tentative Schedule

Scope of Work

The Scope of Work will include the following elements:

• Perform CCTV video inspections of assigned District sanitary sewer mains using National Association of Sewer Service Companies (NASSCO) Pipeline Assessment and Certification Program (PACP) compliant software. 
• Document location, size, and material of existing sewer laterals.
• Preference will be given to vendors utilizing WinCam, Granite Net, Pipe Logix, POSM, or RedZone inspection software.
• Perform CCTV video inspections of any sewer laterals if warranted and approved by the district.
• Contact District representative when encountering mainline or side sewer issues that could cause potential backups or issues, contact list to be provided at the pre-construction meeting.
• Provide traffic control according to The Manual for Uniform Traffic Control Devices (MUTCD) to maintain vehicle and pedestrian safety within the public Right-of Way. See also the following section on Traffic Control.

Deliverables

• Weekly submittals of pipe CCTV inspection videos coded using NASSCO PACP, in a MP4 file format and encoded using MPEG4 compression with a minimum resolution of 640 pixels by 480 pixels and a maximum of 1920 pixels by 1080 pixels. The minimum frame rate shall be 24 frames per second. The bitrate shall be a minimum of 2000kb/s and a maximum of 3000kb/s.
  1. Each pipe inspection from manhole to manhole shall be an individual video.
  2. Each lateral inspection shall be an individual video.
  3. Each individual video shall be named with the District’s GIS Facility ID and inspection date.  See also the following District Responsibilities.
     • <facilityid>-<year>-<month>-<day>.<fileextension>
     • Example: SM2886-2021-03-23.mpg
     • Weekly submittals of pipe inspection data in a NASSCO PACP compliant Microsoft (MS) Access database. In addition to the standard PACP require fields, the following fields shall also be included and completed in the database: GIS Facility ID, Upstream MH, Downstream MH, Inspection Date, Inspection Time, Survey Direction, Vendor Name, Inspector’s Name, Inspector’s Certificate #, Street, City, Project Name (provided by District), Pre-Cleaning, Survey Reason, Weather, Pipe Shape, Pipe Material, Pipe Diameter, Pipe Use, Survey Length.
     • Weekly submittals of still photos of each observation shall be taken. Photos shall be named with the District’s GIS Facility ID, the observation code, and distance. (SM2711-MMS at 0.0 ft.JPG). Images will be in a JPG file format with a minimum resolution of 640 pixels by 480 pixels and a maximum of 1920 pixels by 1080 pixels.
     • PDF file format of a PACP inspection report for each video with a diagram showing the pipe length and location of observations. 
       • Each inspection report shall be an individual PDF file
       • Each inspection report shall be named the District’s GIS Facility ID
       • Ex: SP2993.pdf

The attached Exhibit A is an example of the type of PACP Inspection Form and data fields which vendors will be required to input.  

All videos shall give clear pictures of conditions of District sanitary sewer facilities showing required cleaning or repairs, obstructions, degradation, or any other structural problems. Videos deemed unacceptable by the District shall be repeated at no cost to the District.

All deliverables shall be uploaded weekly by the vendor to the District’s Microsoft SharePoint server. The awarded vendor will be provided a link and access by the District after contract execution.

Traffic Control

It is assumed that most traffic control requirements will consist of applications that do not require a flagger such as shoulder work, mobile operation or low volume roadway per MUTCD Figures 6H-3, 6H-4 or 6H-15.  This lower level of traffic control for CCTV inspection shall be considered incidental and included with the bid item prices. 

When a full lane closure with flaggers is required for access to the District sewer system, the Vendor shall obtain a traffic control permit from the appropriate Land Use Agency, Snohomish County. Submitted traffic control plans should show the method of handling traffic, including all construction signs, flaggers, portable arrow signs, and other traffic control devices necessary except for emergency situations. The traffic control plans shall meet the Traffic Control permit requirements of the permitting agency or agencies whose jurisdiction encompasses the location shown on the inspection maps. 

Snohomish County

The Vendor shall obtain a Type “B” Traffic Control permit from Snohomish County Public Works for traffic control within the Snohomish County jurisdiction.  See link below for more information and guidance on submittal requirements.

https://snohomishcountywa.gov/497/Right-of-Way-Permits  

Use of traffic control devices for full lane closures shall be paid for collectively, in units of days in which traffic control devices are being used in fulfillment of an approved Traffic Control Permit. The configuration of traffic control devices is particular to each work site, but generally depends on the functional classification of the roadway where the work occurs. For the purposes of establishing Traffic Control for the Contract, there are two recognized functional roadway classifications, described as follows:

Residential: Residential roadways typically feature low traffic volumes, minimal existing traffic control devices, and are often adjacent to single-family residences or other low-density residential zoning. Pedestrian facilities are typically present, and accessible pedestrian routes shall be maintained. 

Arterial: Arterial roadways typically feature high traffic volumes, stop-control or signal-control at intersections, multiple lanes of travel in a given direction, and are often adjacent to commercial, industrial, and high-density residential zoning. Pedestrian facilities are typically present, and accessible pedestrian routes shall be maintained.

Vendor Requirements

The vendor shall:

• Perform CCTV inspections according to current NASSCO PACP standards.
• Provide a NASSCO PACP Microsoft Access database that allows for the import of CCTV inspection data into the District’s CentralSquare EAM database server using EAM’s CCTV Import Tool. 
• Provide all supervision, labor, equipment, materials, technical expertise, safety equipment, and service operation to complete the task.  
• Be responsible for compliance with all relevant Federal, State, and local regulations and practices, including WA State Industrial Regulations, OSHA, WISHA, L&I worker safety, and confined space entry.
• Have a written safety policy and shall provide to the District upon request. 
• Have available a written safety procedure, forms, and equipment for Confined Space Entry and contact a District representative before physically entering District Sewer System. 
• Clean and jet all sanitary sewer lines and manholes that are required prior or after CCTV inspection to clear any debris.

District Responsibilities

The District shall:

• Provide access to an online GIS map for reference of Facility IDs of all sewer pipes, manholes and laterals.  If an asset does not have a Facility ID, such as an unidentified lateral, one will be assigned by the District.
• Procure Right-of-Entry permission and provide notice to private property owners where necessary.

Subcontractors

If subcontractors are utilized to complete a task it is the responsibility of the vendor to manage and direct subcontracted tasks. Certain work may be subject to prevailing wages according to RCW 39.12.020. If it is determined such work is subject to prevailing wage, the vendor and subcontractor shall comply with all prevailing wage laws and file forms with the Washington State Department of Labor and Industries where applicable.

Procedures for Submittal

To be considered for this RFP, a firm must be a registered vendor on the Municipal Research and Service Center (MRSC) of Washington Small Works Roster (http://mrscrosters.org/). 

If interested in responding to this RFP, submit an email to develop@crossvalleywater.net with the items listed below by 11:00 a.m. on Thursday, August 18, 2022. The District will provide an email receipt to confirm your submittal. Emails received after Thursday, August 18, 2022, and all paper copy submittals will be disregarded.

1. “CCTV Inspection” in the email subject line
2. Link to the vendor’s website and contact person in the email body
3. Attach evaluation Items as pdf or other appropriate file formats. NOTE: if file sizes are too large to be sent via email, the District will contact you after submittal date and facilitate transfer of the files. The Evaluation Items should be no more than 10 pages, excluding resumes, example inspection photos, and PACP certifications, and include items A – C listed below:

1. Staffing / Project Organization / Equipment (3 pages max, excluding resumes and PACP certifications).

B. Expertise / Related Public Agency Experience (See Exhibit C) (3 pages max) Discussion of respondent’s experience in sanitary sewer system inspections.

1.  Evidence of experience in the services specified in the Scope of Work. The experience listed must be that which was performed by the respondent’s staff and/or team’s staff that will be assigned to this project. The District will be focusing on the experience of the CCTV operator(s) who will be assigned to this project in using NASSCO PACP coding.

2.  List of at least 3 similar projects, whether ongoing or completed within last 5 years, including references. For each project provide:

1. Project name, location, and year completed
2. Short description of project, including length of pipe, size of pipe, etc.
   1. Names, addresses, and phone numbers of owner and contact person tasked with daily responsibilities of project

C.   Submitted Example 

The respondent is required to provide:

1. Sample of CCTV inspection video coded using NASSCO PACP, in a MP4 file format and encoded using MPEG4 compression with a minimum resolution of 640 pixels by 480 pixels and a maximum of 1920 pixels by 1080 pixels. The minimum frame rate shall be 24 frames per second. The bitrate shall be a minimum of 2000kb/s and a maximum of 3000kb/s.

1. Sample of a NASSCO PACP Microsoft Access Database from a CCTV inspection.
2. Sample submittal of still photo of an observation in JPG format. 
3. PDF file of a PACP inspection report with a diagram showing the pipe length and location of observations. 
4. Sample Side sewer inspection video and report. 

D.   Bid Form (See Exhibit D) (1 page):  Provide a unit price for all CCTV Inspection items as noted in the bid form. Note that the cost of sewer lateral identification should be included in the item for sewer pipe inspection.  Sewer lateral CCTV inspection would be on an as-needed basis.

The unit prices should take into consideration all costs associated with the CCTV inspections, administration, traffic control not requiring a lane closure, and all overhead work required to complete the project. 

Selection Process

RFP Evaluation Components/Criteria

The District will use the following point system criteria to evaluate each RFP:

Upon completion of the evaluations, the District will determine the most qualified vendor based on all materials and information presented.  The District will then begin the contract execution process with the selected vendor, with final approval by the District Board of Commissioners.

Any individual or firm failing to submit information in accordance with the procedures set forth in the RFP may be subject to disqualification.  The District reserves the right to change the solicitation schedule or issue amendments to the solicitation at any time.  The District reserves the right, at its sole discretion, to waive immaterial irregularities contained in the solicitation. The District reserves the right to reject any and all proposals at any time, without penalty.  The District reserves the right to refrain from contracting with any respondent. Individuals or firms eliminated from further consideration will be notified by e-mail by the District as soon as practical.  

Proposals remain confidential until closing deadline after which proposals are considered a public record subject to public disclosure under RCW 42.56, the Public Records Act.  

Any Proposal may be withdrawn, either personally or by written request, at any time prior to the time set for the Proposal submittal deadline.

Inquiries

Direct all inquiries regarding this Request for Proposals to Develop, at 360-668-6766 or develop@crossvalleywater.net   Either Dave Calvo or Mike Johnson will get back to you.

Reservations

The District reserves the right to reject any and all RFP’s and to waive irregularities and informalities in the submittal and evaluation process. This solicitation for vendor services does not obligate the District to pay any costs incurred by respondents in the preparation and submission of an RFP. This solicitation does not obligate the District to accept or contract for any expressed or implied services. 

Exhibits

Exhibit A – Sample PACP Inspection Form

Exhibit B – Example District Unit Price Contract Form 

Exhibit C – Related Project Experience Form

Exhibit D – Bid Form

Exhibit E – Map of CCTV Inspection Priority Areas