Portable Sewer Video Inspection/Camera System

CITY OF ABILENE, KANSAS 1. Purpose and Intent

The City of Abilene, Kansas (City) is soliciting proposals from qualified vendors for a portable, self-contained video inspection system capable of inspecting the City's sanitary sewer and storm sewer infrastructure. The City intends to select the proposal that provides the best overall value based on technical capability, operational fit, service and support, training, total cost of ownership, expandability, and vendor qualifications. Award is not required to be made to the lowest-priced proposer.

The specifications are intended to describe the City's operational and performance requirements and are not intended to favor or require a particular manufacturer, brand, or proprietary design. Equivalent or superior systems are encouraged. Proposers shall clearly identify any exceptions or alternatives.

2. Operational Background

Public Works intends to use the system for routine inspection, troubleshooting, condition assessment, and documentation of sanitary and storm sewer infrastructure. Portability and ease of use are important because the system may be deployed from different City vehicles. The City therefore prefers a removable, palletized or comparable self-contained configuration that can be stored when not in use and loaded onto an available truck.

• Sanitary sewer inspection range: 4-inch through 24-inch pipe.
• Storm sewer inspection range: 12-inch through 54-inch pipe.
• Required inspection distance: at least 1,000 feet from a single access point.
• Current sewer notes are maintained in Integrity. Direct software integration is not required.
• The City desires a platform that can accept additional capabilities in future years without requiring replacement of the core system.

3. Minimum Required System Capabilities

The proposed system shall meet or exceed the following minimum requirements. A proposer may satisfy the full pipe-size range through interchangeable wheels, tires, skids, accessories, or other manufacturer-recommended configurations. The City does not require one crawler setup to cover the entire range without reconfiguration.

3.1 Crawler / Tractor

• Self-propelled, steerable crawler designed for municipal sewer inspection.
• Suitable configurations for sanitary sewer pipe from 4 inches through 24 inches and storm sewer pipe from 12 inches through 54 inches.
• Stable operation and sufficient traction for typical municipal sewer conditions.
• Replaceable or interchangeable wheels/tires and accessories appropriate for the required pipe ranges.
• Ability to negotiate typical offsets, debris, changes in pipe condition, and other reasonable inspection conditions.

Provide specifications for operating limits, including pipe diameter, water depth, grade, temperature, and other relevant limitations.

3.2 Main Inspection Camera

• High-resolution color camera suitable for municipal pipeline inspection.
• Pan, tilt, and zoom capability sufficient to inspect joints, service connections, defects, and pipe features.
• Adjustable high-intensity lighting appropriate for the proposed pipe-size range.
• On-screen display or recording of inspection information, including distance.
• Camera and crawler components designed for submerged/wet sewer environments

3.3 Location and Measurement

• Integrated sonde or equivalent transmitter for above-ground location of the crawler/camera.
• Inclination/grade measurement capability.
• Accurate footage/distance measurement.

Proposer shall describe any included defect measurement capability and its accuracy.

3.4 Cable Reel and Controls

• At least 1,000 feet of inspection cable.
• Powered or automatic reel with footage counter and appropriate cable management.
• Operator control unit capable of crawler steering, camera control, lighting control, video/image capture, and inspection data entry.
• Display suitable for field use in typical outdoor working conditions.

3.5 Recording and Data

• Record and retain inspection video and still images.
• Create inspection records and reports with observations, footage, and asset/inspection information.
• Export video, images, reports, and inspection data in commonly usable, non-proprietary formats where practical.
• Direct integration with the City's Integrity system is not required. Proposer shall identify any available GIS, asset-management, or inspection-data integrations.

3.6 Portable / Self-Contained Configuration

• System shall be portable and removable rather than permanently dedicated to one vehicle.
• Palletized, skid-mounted, modular, or comparable self-contained configuration suitable for loading into or onto an available City truck.
• Configuration shall facilitate storage of the system when not in use.
• All principal components, controls, cable reel, power equipment, and necessary operating accessories should remain together as a complete field-deployable unit.

Proposer shall state overall dimensions, weight, lifting/loading requirements, tie-down requirements, and recommended transport method.

3.7 Power

• Include an appropriately sized generator or integrated independent power source necessary to operate the complete system in the field.

Proposer shall identify fuel type, output, expected runtime, and any external power options.

4. Preferred Capabilities

The following capabilities are preferred but are not mandatory unless necessary for the proposer to meet another minimum requirement. Proposers shall identify whether each is included in the base proposal, available as an option, or unavailable.

• Rear-facing camera.
• Defect or feature measurement capability.
• Integrated washdown/cleaning system that can remain with the portable unit.
• On-screen annotations and customizable inspection templates.
• Wireless or remote data transfer.
• Additional safety, diagnostic, or operator-assistance features.

5. Future Expandability

The City does not intend to purchase advanced inspection capabilities solely because they are available. However, the City prefers a platform that can be expanded as future operational needs develop. Proposers shall describe available future upgrades and whether they can be added to the proposed core system.

• Lateral-launch inspection.
• Laser profiling or other dimensional/condition assessment technology.
• Advanced defect measurement or pipe profiling.
• Additional crawler/camera configurations.
• GIS or asset-management integration.
• Other manufacturer-supported inspection technologies.

For each available future capability, identify the additional hardware/software required, compatibility limitations, and current approximate cost. Future-option pricing is informational and will not obligate the City to purchase the option.

6. Training Requirements

• Initial onsite training in Abilene for City personnel shall be included in the base proposal.
• Training shall address safe setup, deployment, operation, inspection practices, data management, routine maintenance, troubleshooting, and proper storage.
• Proposer shall identify the number of personnel included, anticipated training duration, instructor qualifications, and any prerequisites.
• Proposer shall separately describe and price optional onsite refresher/annual training for each of the five years following purchase.
• Proposer shall identify remote, online, telephone, or manufacturer training resources available after initial delivery.

7. Warranty, Service, Parts and Technical Support

Proposers shall provide sufficient information for the City to evaluate long-term serviceability and equipment availability, including:

• Standard warranty for each major system component and any available extended warranty.
• Warranty start date and whether warranty coverage differs for new and demonstration equipment.
• Location of the nearest authorized service facility and available field-service options.
• Normal technical-support hours and methods of contact.
• Typical diagnostic and repair turnaround times.
• Availability of loaner or rental equipment during extended repairs, if offered.
• Expected availability and lead times for common replacement and consumable parts.
• List of routine maintenance and repairs that may be performed by City personnel without affecting warranty coverage.
• Recommended preventive-maintenance schedule and estimated annual maintenance cost.
• Expected manufacturer support life for the proposed platform.

8. Demonstration Equipment

The City will consider new equipment or demonstration equipment when a demonstration unit provides meaningful cost savings and acceptable condition and warranty protection. A proposer offering demonstration equipment shall clearly identify:

• Model year and serial number.
• Date first placed in service or demonstration use.
• Known hours of operation, deployment count, or other available usage information.
• Physical and functional condition, including any refurbishment performed.
• Original and remaining manufacturer warranty.
• Additional warranty provided to the City, if any.
• Price of an equivalent new unit and the specific discount attributable to demonstration status.
• Any difference in included components, software licensing, support, or eligibility for future upgrades.

9. Equipment Demonstration

The City may invite one or more proposers to demonstrate the proposed system before final selection. Any demonstration should use equipment substantially equivalent to the proposed configuration. The City may evaluate setup, loading/unloading, crawler operation, camera control, image quality, software workflow, report generation, routine maintenance, and overall ease of use. A demonstration request does not constitute an award or guarantee of purchase.

10. Delivery, Setup and Acceptance

• Proposer shall state the anticipated delivery time following notice of award or purchase order.
• Delivery shall include all equipment, accessories, software/licenses, manuals, documentation, and components necessary for normal operation as proposed.
• Vendor shall complete system setup and functional verification before or at delivery.
• Initial onsite training shall be coordinated with the City.
• Final acceptance will occur after the City confirms that the delivered system materially conforms to the awarded proposal and successfully completes initial operational testing.
• Proposer shall identify any site, vehicle, electrical, lifting, or other requirements the City must provide before delivery.

11. Proposal Content

Proposals should be organized in the following order:

• Cover letter identifying the proposer, primary contact, and proposal validity period.
• Executive summary describing the proposed system and why it is suited to the City's operational needs.
• Completed Technical Compliance Matrix (Attachment A).
• Detailed equipment description, manufacturer literature, and proposed configuration.
• Portable/self-contained system description, including dimensions, weight, loading method, and photographs or diagrams.
• Software, recording, reporting, licensing, and data-export information.
• Training plan and optional annual/refresher training pricing.
• Warranty, service, repair, technical support, and parts information.
• Future expandability information and optional capability pricing.
• Delivery schedule and implementation plan.
• Vendor/manufacturer qualifications and at least three municipal or utility references for comparable equipment.
• Completed Pricing and Five-Year Cost Form (Attachment B).
• For demo equipment, all information required by Section 8.
• List of exceptions, deviations, assumptions, or alternatives.

12. Evaluation and Selection

Proposals will be evaluated on best overall value to the City. The City may consider written proposals, references, clarifications, demonstrations, interviews, and other relevant information. The following weighting is anticipated:

The City may reject a proposal that fails to satisfy a material minimum requirement regardless of its numerical score. The City may also seek clarification or negotiate proposal details with one or more proposers when doing so is in the City's best interest.

13. Pricing

Pricing shall be firm for at least ninety (90) days after the proposal due date unless the proposer states a longer period. The base price shall include all equipment and services necessary to place the proposed system into normal operation, including required accessories, generator/power source, software needed for base operation, delivery, setup, and initial onsite training.

Proposers shall identify recurring software, support, licensing, maintenance, or other charges separately. The City will evaluate the five-year total cost of ownership and may request clarification of any cost that is unclear or omitted.

14. General RFP Conditions

• The City reserves the right to reject any or all proposals, waive informalities or minor irregularities, request clarification, and accept the proposal determined to be in the City's best interest.
• The City is not responsible for costs incurred by a proposer in preparing a proposal, attending a demonstration, or participating in the selection process.
• Proposal materials may become public records subject to applicable Kansas law. Proposers should clearly identify information they believe is legally confidential; such designation does not bind the City if disclosure is required by law.
• Any proposed contractual terms, software licenses, subscription agreements, warranty limitations, or other vendor terms shall be included with the proposal for City review.
• The successful proposer shall comply with applicable federal, state, and local laws and requirements.
• The City may verify references, manufacturer authorization, service capabilities, and representations made in a proposal.
• No oral representation by City personnel shall modify this RFP unless confirmed through a written addendum issued by the City.

15. Questions, Addenda and Submission

Questions regarding this RFP shall be submitted by email to Brad Anderson, Public Works Director, at

For security reasons, you must enable JavaScript to view this E-mail address. no later than October 14, 2026. Responses that materially affect the RFP will be issued by written addendum. Proposers are responsible for acknowledging all addenda.

Proposers shall submit three (3) copies of the proposal in a sealed envelope or package. Sealed proposals shall be submitted to:

The outside of the sealed proposal shall be clearly marked “Portable Sewer Video Inspection / Camera System Proposal.”

Proposals must be received by the City Clerk no later than 5:00 p.m. CST on Tuesday, October 27, 2026. Late proposals may be rejected.

Attachment A - Technical Compliance Matrix

Complete each item. Use: Meets / Exceeds / Does Not Meet / Optional. Reference the proposal page or attachment where supporting detail is provided.

Attachment B - Pricing and Five-Year Cost Form

Provide pricing for the complete proposed system. Attach additional detail as necessary.

Attachment C - Vendor Information and References

List every exception, deviation, assumption, substitution, or qualification to the RFP requirements. If none, state 'None.' Failure to identify an exception may be considered the proposer's representation that the proposal complies.

Printable Version of this RFP

Sewer Camera System RFP