RFP: Sewer System Cleaning and Inspection

Brunswick County is soliciting sealed proposals for annual cleaning and closed-circuit television (“CCTV”) video inspection of approximately 10% of the County’s gravity sewer system, as required by the NC Department of Environmental Quality.

Brunswick County has established the following objectives for this project. Any changes to the specifications or Scope of Work will be made in the form of an addendum to this Request for Proposals that will be supplied to all known prospective contractors and posted on the Brunswick County website. Notwithstanding the foregoing, contractors will be responsible for ensuring that they have all addenda. Brunswick County may negotiate and refine the final Scope of Work with the selected contractor. Brunswick County reserves the right to negotiate additional services with the selected contractor at any time after the initial contract award.

The current County gravity sewer system totals approximately 795,000 linear feet. The NC Department of Environmental Quality requires Brunswick County to clean and inspect 10% of its gravity sewer system annually. The amount of gravity sewer and the total linear footage required to be cleaned and inspected each year may increase during the duration of any awarded contract. Annual cleaning and inspection shall include all sewer lines and manholes. Each respective year’s actual payment shall be made at the per unit prices as indicated on the Form of Proposal attached hereto as Exhibit B. Pricing shall be firm for the duration of any awarded contract, including any renewal options.

It is intended that the awarded contract shall have an initial term of one (1) year. The initial term shall be followed by two (2) successive options to renew for one (1) year each. Each renewal option shall be exercised automatically unless either party gives notice of its intent not to renew at least sixty (60) days prior to the expiration of the then-current term. Contractor shall meet with Brunswick County approximately ninety (90) days prior to the expiration of the then-current term to discuss location maps and the exact areas and amount of the gravity sewer system required to be cleaned and inspected during the upcoming year. The parties will develop a mutually agreeable project schedule for the upcoming year. Once the contractor commences work during a contract year, all cleaning and inspection services must be completed within three (3) months.

Most of the sewer system is located within easements or public rights-of-way.  The contractor may be required to enter onto private property for the purpose of inspection of pipelines and manholes.  Where entry onto private property is required, the contractor will be responsible for contacting the property owner and obtaining written permission for entry on the property. The contractor shall notify the County immediately if help is needed to access private property.

The National Association of Sewer Services Companies (“NASSCO”) certification shall be the standard for evaluation, date collection and reporting for all CCTV inspections. All CCTV operators shall be NASSCO certified by passing a Pipeline Assessment and Certification Program (“PACP”). Supervisors, in addition to having the same qualifications as the operators, must have at least five (5) years’ experience in videotaping sewer pipeline inspections. Proper evidence of certification shall be provided to Brunswick County for each person assessing the sewers and operating the inspection equipment in advance of the work.

Sewer Line Cleaning Service

The work shall include cleaning and inspection of gravity sewer mains of varying pipe sizes and associated manholes as shown on the yearly maps to be provided by County for the respective year. The contractor shall provide a written inspection report detailing any defects and/or repairs needed. The contractor shall use the County’s supplied report format or submit an alternate proposed report format for County approval. The County shall provide disposal sites at the Shallotte Wastewater Treatment Facility and at the Carolina Shores Wastewater Treatment Facility for the disposal of excessive debris. It is the contractor’s responsibility to remove and transport the excessive debris in a safe and approved manner and in accordance with all applicable laws, rules, and regulations to these two facilities.

Sewer Line Inspection Services

All areas cleaned shall be inspected and video recorded as part of the project. Video and audio recordings shall be clear and capable of producing a color picture with a minimum 460-line resolution. A color video recording of the inspection shall be created in a non-proprietary digital format and provided to the County as part of the final documentation of the project.

Each pipe segment (manhole to manhole) shall be identified by text on the initial screen, on the running screen during the inspection and on the ending screen. The video footage shall include text showing running footage, upstream, and downstream manhole ID numbers, date, and time as well as other pertinent information. The running distance shall be measured between the exit of the start manhole and the entrance of the finish manhole for a true measurement of the length of the pipe segment. It shall be recorded in standard units and the video display readout shall display units to one-tenth of a foot. The contractor’s equipment must have a cable footage-counter accurate to plus or minus two (2) feet per 1,000 feet.

The contractor’s equipment must have a camera capable of taking still frame photos of all line defects and/or any obstructions within the pipe. All defects (pursuant to NASSCO standards) shall be photographed for inclusion in the final written report. Still photos of all service connections must be taken and have proper identifying documentation. Contractor shall also provide a written log and/or report listing all pertinent information as to the condition of the sewer being inspected. The report shall contain corresponding digital still photographs of any deficiencies noted in the report.

Video will include a video narration identifying the pipe segment by manhole number and street location. The narration shall identify all connections, general conditions of the sewer, problem areas, location of all connections or problem areas by linear footage, and observations concerning the condition of the pipe joints. Records of daily work, inspection logs, and the video records shall be prepared and forwarded to the County on a weekly basis. The work product and videos shall become the property of the County.

The methodology of evaluation, data collection, and reporting criteria used for the NASSCO certification shall be followed for all CCTV inspections.

Manhole Inspection

All manhole inspections shall meet the standards of the NASSCO Manhole Assessment and Certification Program (“MACP”) Level 1.   Each manhole shall have a separate inspection report. The report shall be printed and become the property of Brunswick County, and a digital copy in a format acceptable to the County shall be provided at the end of the project. The report shall be clear and concise for the reader. It shall clearly show the condition of each component of the manhole.   An example manhole inspection log is attached hereto as Exhibit C. Manholes shall be cleaned as necessary as part of the awarded contract to allow for a full inspection.

During the manhole inspection a digital photograph shall be taken of each manhole. The photos for each manhole shall be included in the inspection log for the manhole. A digital copy of all photos shall also be provided in a format acceptable to the County. The photos shall be named and indexed in an easy-to-understand convention. The photos of each manhole shall include all elements listed below and should be taken in order showing:

a. Site perspective – including any monuments that would determine location.

b. Top of manhole cover (before removal) – to see frame to lid seal.

c. Bottom of manhole cover (after removal).

d. Down manhole looking at invert (from street level).

e. Effluent pipe.

f. Influent pipe.

g. Lateral #1.

h. Lateral #2.

i. Any photos of moderate and severe defects (take as many photos as there are defects).

The contractor shall notify the County if a manhole shown on the drawings cannot be located or opened using a pry bar and hammer. The County will assist in locating any missing manholes. If manholes are found that are not shown on the provided maps, the contractor shall clean and inspect the manhole as well as mark the location of the found manhole on the provided maps and contact the County so that the County may use GPS system to locate the manhole.

A detailed daily log will be kept including areas cleaned and inspected and work orders generated. Inspections shall not result in the interruption of sewage service to any customer. Sewage must be always controlled within the pipeline.

Sealed proposals must be received no later than 3:00 pm ET on February 14, 2025, at which time they will be opened publicly and read aloud at 3:00 pm.  Sealed proposals shall be labeled with the name of the Request for Proposals and marked “SEALED PROPOSAL, DO NOT OPEN.” Brunswick County will not be responsible for the failure of any mail or delivery service to deliver a proposal prior to the stated date and time.  Regardless of the manner of submission, any proposal received after the stated date and time will not be considered. Incomplete proposals or proposals inconsistent with the required format may be disqualified from consideration.

Those interested should submit one (1) hard copy of the sealed proposal.  Sealed proposals may only be mailed or hand delivered to the following:

Mail: Brunswick County Public Utilities

Attn: Trent Murphy

P. O. Box 249

Supply, NC 28462

Hand Delivery: Brunswick County Public Utilities

Attn: Trent Murphy

250 Grey Water Rd.

Supply, NC 28462