This is a service / maintenance or supply contract in Brentwood, Tennessee. Contact the soliciting agency for additional information.

The City of Brentwood is seeking proposals for water system cross-connection device testing services. Questions concerning the Request for Proposals should be submitted through electronically The City of Brentwood reserves the right to reject any and/or all proposals, to waive any irregularities or informalities in a proposal, and to accept any proposal, which, in its opinion, may be for the best interest of the City. Any proposal received after the established closing date and time will not be accepted. The competitive sealed proposals shall not be disclosed during the negotiation and evaluation process, which shall follow their submittal and opening, but they shall be made open for public inspection after the intent to award the contract to a particular proposer is announced. The terms "proposer", "contractor", "vendor" and "firm" may be used interchangeably in this RFP and shall refer to the entities submitting a response to this RFP or to the entity with whom the City enters into a contract as a result of this solicitation. If the proposer receives an award as a result of its proposal submission, failure to have made such investigations and examinations will in no way relieve the proposer from its obligation to comply in every detail with all provisions and requirements of these documents, nor will a plea of ignorance of such conditions and requirements be accepted as a basis for any claim whatsoever by the contractor for additional compensation. The proposal shall be concise, well organized, and demonstrate the responder's qualifications and experience applicable to the project and understanding of the project. Include an overview of the proposal describing the highlights of the proposal. Failure to comply with the requirements of this RFP may result in disqualification. The purpose of this RFP is to solicit proposals for the specified testing services and to set forth the terms and conditions whereby the City of Brentwood may contract with the successful Proposer(s) to provide the testing program described herein. The City reserves the right to negotiate and contract with any firm suited to provide the services described herein or to reject all proposals. While it is the City's preference to contract with a single entity for testing of all devices in the system, it is possible that the City might opt, due to licensure or pricing considerations, to contract with more than one firm to annually test each device. Regardless, all work shall be completed in accordance with the most recent iteration of the rules as designated by the Tennessee Department of Environment and Conservation - Division of Water Supply. For reference, the City of Brentwood's water system has approximately 5,400 plus cross connection control assemblies, of which about 85% are backflow prevention devices on residential irrigation systems. The selected firm(s) shall provide all materials, labor, and services necessary to fulfill all obligations of the contract resulting from this RFP. The selected firm shall provide cross connection assembly testing for the City of Brentwood's Water Department. The testing services described in this RFP are intended to supplement the City's overall cross connection control program, and are not intended to comprise the entirety of the program. In general, the scope of services for this contract shall be as follows: 1. The contractor shall test each cross connection assembly in accordance with State standard methods. 2. Results of each test shall also be provided to the City of Brentwood's Utility Programs Coordinator on a daily basis. 3. The contractor shall provide the City with certifications of calibration for all testing equipment to be used in the City of Brentwood on an annual basis or more frequently, if requested. 4. The contractor shall display signage on each vehicle identifying themselves as under contract by the City of Brentwood. This signage will be provided by the City. 5. Upon request, the contractor shall provide the City with a criminal background check for each individual who might enter private property on behalf of the City and shall comply with all other applicable Federal, State and Local requirements regarding personnel assigned to work in the City of Brentwood. The City reserves the right to conduct separate background checks on any personnel performing work in the system at any time during the length of contract. Unlike many utilities, the City of Brentwood wishes to minimize the Contractors' responsibilities with respect to interfacing with the customers as well as interfacing with TDEC. Those responsibilities will primarily lie with the City's Utility Programs Coordinator, and it is anticipated that without the additional burden of maintaining databases, reporting to TDEC, etc., the testing of the assemblies can be accomplished in a more economical and expeditious manner. It is anticipated that the program will be carried out in generally the following manner: 1. Because TDEC's criteria mandate that each assembly be tested every 12 months, the City will provide, at the first of each month, a spreadsheet of each assembly to be tested in that calendar month. The spreadsheet will list the address, contact information, and size / type of cross connection control assembly. 2. For any location where the testing will need to be specifically scheduled, such as when a residential device is located inside the home or crawl space or when testing a commercial device will involve interruption of water service, the contractor will specifically schedule those testing times with those customers. Proposers must be aware that the months of May, June, July, and August could potentially have over 2,000 devices to be tested in that calendar month. 3. The contractor will provide a testing form to be completed for each assembly and be submitted to the City 3 working days prior to the end of the month. The City will contact each customer whose assembly fails inspection, inform them of the required time frame for corrections to be made. The Contractor shall agree to not perform follow up repair and/or testing services for initial device failures due to the potential conflict of interest. 4. The City will provide colored and labeled (pass, fail, winterized/inactive) wristband type tags to be attached on each backflow device after each inspection/test is performed by the contractors' personnel. Compensation for testing services shall be rendered on the following basis: A. Measurement: The City shall monitor the testing progress (start of testing, number and types of assemblies tested, submission of results). B. Payment: Payment for the testing program shall be made on a unit price basis in accordance with the pricing schedule attached to this RFP. Payment shall not be made until submission and acceptance of the final testing report of each assembly. The contract will be with the City of Brentwood, Tennessee. C. Billing: Contractor shall submit monthly billings for all assemblies tested during the preceding month. The Contractor shall not be paid for the testing of any assemblies for which there is no report submitted. This section should be limited to a brief narrative, highlighting the company's vendor's proposal, product and services. The summary should be free of detailed technical language and should illustrate the benefits and possibilities offered by the vendor. It generally should be less than two pages in length.