Request for Proposals - Residential Surveys for Cross-Connection Control
| Location: | Ohio |
|---|---|
| Posted: | Feb 23, 2026 |
| Due: | Apr 7, 2026 |
| Agency: | Ottawa County |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
Request for Proposals - Residential Surveys for Cross-Connection Control
|
| Category: | Ottawa County |
| Status: | Open |
|
Attachment Preview
REQUEST FOR PROPOSALS
FOR
Residential Surveys for Cross-Connection Control
Issued by:
Ottawa County Board of Commissioners
Contact Name: Zachary Mulder, P.E. – Sanitary Engineer
Email:
zmulder@co.ottawa.oh.us
RFP Issued:
2/23/26
Responses Due: 4/7/26
Ottawa County Residential Cross-Connection Control RFP
Table of Contents
1. OVERVIEW....................................................................................................................... 1
1.1. Introduction.................................................................................................................. 1
1.2. About Ottawa County ................................................................................................... 1
2. SCOPE.............................................................................................................................. 1
2.1. Cross Connection Control Program............................................................................... 1
2.2. Additional Project Information ..................................................................................... 2
2.3. Compensation .............................................................................................................. 2
3. RESPONDING TO THIS RFP ............................................................................................... 2
3.1. Prior to Submission....................................................................................................... 2
3.2. Proposal Submittal Date, Format, and Method ............................................................ 2
3.3. Evaluation of Responses ............................................................................................... 3
3.4. RFP Terms and Conditions ............................................................................................ 3
4. Information to Submit in the Proposal ............................................................................ 4
COVER PAGE................................................................................................................................... 4
SECTION I: Company Background and Qualifications ................................................................. 4
SECTION II: Program Development Approach ............................................................................ 5
SECTION III: Deliverables............................................................................................................. 5
Attachment A: Contractor Insurance Requirements ............................................................... 6
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Ottawa County Residential Cross-Connection Control RFP
1. OVERVIEW
1.1. Introduction
The purpose of this Request for Proposals (RFP) is to find a highly qualified and cost-effective company
for approximately 1500 surveys and inspections at residences regarding cross-connection control on
axillary water sources.
Interested backflow or Cross-Connection Control companies (“Respondents”) are requested to provide
a full proposal for a residential cross connection control program in Ottawa County, Ohio. Proposals
received from this RFP will assist Ottawa County (“the County”) in making decisions to continue the
cross-connection control program
This RFP is not a contract offer and should not be construed as intent, commitment, or promise to
acquire products or services presented by any Respondent.
1.2. About Ottawa County
Ottawa County’s goal is to finish developing a Cross-Connection Control (CCC) program as mandated by
Ohio EPA that protects our public water supply system from contamination at the service connection. A
complete and accurate survey is necessary for the health and wellbeing of the customer, and the
protection of the public water system.
Below is a list of major milestone dates for this RFP process. The County maintains the right to adjust
the schedule at its discretion.
Event
RFP Issued
RFP Questions Due No Later Than
RFP Responses Due
Response Evaluation Period
Target Dates
2/23/26
3/10/26
4/7/26
4/8/26 - 4/22/26
2. SCOPE
2.1. Cross Connection Control Program
The respondent must use a cross-connection control software package for program management. The
software package must be approved by Ottawa County and be able to produce standard notices,
standard reports, management reports, an inventory of testable and non-testable devices, overdue
inspections, and device test forms. County employees managing this project should have access to the
software throughout the duration of the contract. The County will provide the list of all existing water
accounts that have a potential axillary water source(s) and are required to have a containment type
backflow device and need to be surveyed. We can also provide data from our current backflow
database, which only has commercial data and is currently used to track compliance.
A comprehensive project plan must be provided to the County for review prior to commencing surveys.
This plan should take into account properties that are seasonal in nature. Upon acceptance of the plan,
the respondent will start scheduling the surveys. The respondent shall notify customers of testing
requirements and surveys and/or re-surveys in writing as well as provide full-time phone support for
customer questions with a trained customer service agent. The selected respondent must generate all
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Ottawa County Residential Cross-Connection Control RFP
program notifications for surveys and/or re-surveys informing customers of installation requirements
and/or testing requirements.
The selected respondent shall conduct a quarterly review meeting each year of the Contract to discuss
the overall program status and specific program recommendations.
2.2. Additional Project Information
Respondents are expected to include proof of all required business and contractor certifications and
comply with the equipment, construction, and insurance requirements included in Attachments A to
this RFP. All paperwork for project must be managed by the Respondent in compliance with all
applicable laws, regulations, ordinances, and industry best practices.
Additional Project Information
2.3. Compensation
The respondent shall be compensated on the monthly basis per number of completed surveys but not
to exceed $75,000 per year for a 2-year project duration. This price shall include all associated
expenses.
3. RESPONDING TO THIS RFP
Interested Respondents are encouraged to respond to this RFP with the requested information and
documentation by the stated deadline. Prior to providing their RFP response, Respondents can submit
questions to Ottawa County. After collecting responses to this RFP, the Ottawa County evaluation team
will review the responses as described below.
3.1. Prior to Submission
Respondents may obtain additional information as follows:
• RFP Questions. Questions about this RFP shall be submitted via email to
ebuening@co.ottawa.oh.us with a subject line that reads: “Ottawa County CCC RFP
Questions.” All questions must be received by 3/10/26 to guarantee a response.
Questions will be promptly answered via email.
• Pre-bid Meeting. There will be no pre-bid meeting
3.2. Proposal Submittal Date, Format, and Method
Full responses to this RFP must be received no later than 4/7/26 at 4:30 pm.
All responses must be submitted via email to the County:
Mr. Zachary Mulder, P.E. at zmulder@co.ottawa.oh.us
Ms. Elizabeth Buening, P.E. at ebuening@co.ottawa.oh.us
The cover page should identify the proposal as: “Ottawa County CCC RFP Response.”
All costs associated with responding to this RFP will be borne by the Respondent.
Each Proposal shall be accompanied by a Bid Guaranty Bond and Contract Bond (100% of the Proposal
Amount).
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Ottawa County Residential Cross-Connection Control RFP
3.3. Evaluation of Responses
Review of responses submitted to this RFP will be managed by the County evaluation team.
Responses will be reviewed based on a variety of factors, including:
• Organizational Capabilities. The County is interested in Respondents that have strong
organizational capabilities and an experienced team to provide innovative solutions
and services over the long term.
• Program Development Approach. The County is looking for a strategic approach to
cross-connection control programs, with hands-on experience driving results quickly
within a phased work plan. The overall quality, reasonableness, and efficiency of the
program are important to the County.
• Agreement Terms and Contracting Processes. The County is interested in favorable,
standardized contract terms with a streamlined contracting process.
At the discretion of the evaluation team, respondents responding to this RFP may be invited to provide
additional information and/or make a presentation to the evaluation committee.
3.4. RFP Terms and Conditions
This RFP is not a contract offer and should not be construed as intent, commitment, or promise to
acquire products or services presented by any Respondent.
Information received from responses to this RFP will be used in the evaluation of potential cross-
connection control program providers. The County reserves the right to discontinue or modify the RFP
process at any time and makes no commitments, implied or otherwise, that this process will result in a
business transaction or negotiation with one or more Respondents.
The County will not pay for any information herein requested, nor be liable for any costs incurred by
Respondent.
Based on Respondent submissions, meetings may be scheduled between Respondent and the County
in person and/or remotely to expedite the review, evaluation, and potential contract discussions.
Exclusive or concurrent negotiations may be conducted with responsible Respondent(s) for the purpose
of altering or otherwise changing the conditions, terms, and price of the proposed development
agreement.
The information submitted by Respondents is subject to requirements of Ohio’s Open Records law,
ORC 149.43. To the extent Respondent believes information contained in its Statement of
Qualifications, Technical Proposal or Price Proposal is confidential and should be exempt from
disclosure under this statute, it is the Respondents’ responsibility to clearly indicate in its proposal what
information it deems confidential. Respondents may not mark an entire proposal as confidential, but
instead must mark specific information on individual pages to be confidential in order to receive
confidential treatment. Except as required by regulatory reviews, subpoena, or court order, Ottawa
County will use reasonable efforts to avoid disclosure of information designated as confidential to
persons other than those involved with the evaluation, selection, and any subsequent negotiations. To
the extent a party challenges the confidential designation, Respondent shall defend and indemnify
Ottawa County in such suit.
To the extent that Respondents receive information from Ottawa County, Respondents shall maintain
the confidentiality of such information and such information shall not be available to any entity before,
during, or after this RFP process unless required by law or regulatory order.
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