Portable Sewer Video Inspection/Camera System

CITY OF ABILENE, KANSAS
REQUEST FOR PROPOSALS
Portable Sewer Video Inspection / Camera System
For Sanitary Sewer and Storm Sewer Inspection
Issue Date: September 29, 2026
Questions Due: October 14, 2026
Sealed Proposal Due: 5:00 p.m. CST, October 27, 2026
Delivery Location: 401 N. Broadway, Abilene, Kansas
City Contact: Brad Anderson, Public Works Director; brad@abilenecityhall.com
Anticipated Award: November 23, 2026; subject to bid acceptance and funding
1

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.
2

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.
3

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:
4

* 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.
5

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:
Criterion Weight Evaluation Focus
Ability to meet required pipe ranges,
inspection distance, crawler/camera,
Technical capability & compliance 25%
location, measurement, recording, and field-
performance requirements.
Self-contained/removable design, ease of
setup and deployment, operator workflow,
Portability, usability & system design 15%
transport/storage, and overall user
friendliness.
Warranty, technical support, repair
Service, support, warranty & parts 20% turnaround, service access, parts availability,
maintainability, and manufacturer support.
Quality of initial onsite training and
Training 10% availability/cost of future onsite and remote
training.
Purchase price plus required licensing,
Five-year total cost of ownership 15% support, maintenance, training, and other
reasonably anticipated ownership costs.
Ability to add future capabilities and
Expandability & useful life 10%
expected longevity/support of the platform.
Experience with comparable municipal
Vendor experience & references 5% systems, references, responsiveness, and
demonstrated ability to support the City.
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.
6

* 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
brad@abilenecityhall.com 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:
Shayla Mohr, City Clerk
Attn: Portable Sewer Video Inspection / Camera System Proposal
City of Abilene
401 N. Broadway
Abilene, KS 67401
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.
7

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.
Requirement City Requirement Status Proposal Reference Comments / Exception
S
ra
a
n
n
g
it
e
a ry sewer inspection
4-24 in.
S
ra
t
n
o
g
rm
e
sewer inspection
12-54 in.
Inspection cable/distance At least 1,000 ft.
S
cr
e
a
lf
w
-p
le
ro
r
pelled steerable
Required
Pan/tilt/zoom color camera Required
A
lig
d
h
ju
ti
s
n
t
g
a ble inspection
Required
Sonde/location transmitter Required
I
m
nc
e
l
a
in
s
a
u
t
r
i
e
o
m
n/
e
g
n
ra
t
de
Required
A
m
c
e
c
a
u
s
r
u
a
r
t
e
e
m
fo
e
o
n
t
t
a ge
Required
P
re
o
e
w
l
ered/automatic cable
Required
Field control/display unit Required
V
re
id
c
e
o
o
rd
a
in
n
g
d still-image
Required
Inspection records/reports Required
C
ex
o
p
m
o
m
rt
on-format data
Required
P
co
o
n
rt
f
a
ig
b
u
le
ra
/r
t
e
io
m
n
o vable
Required
S
co
e
n
lf
c
-c
e
o
p
n
t
tained/pallet/skid
Required or equivalent
I
g
n
e
d
n
e
e
p
ra
e
t
n
o
d
r
e
/p
n
o
t
wer source
Required
Rear-facing camera Preferred
Defect measurement Preferred
Integrated washdown Preferred
L
p
a
a
t
t
e
h
r al launch upgrade
Describe
L
p
a
a
s
th
e r profiling upgrade
Describe
G
in
I
t
S
e
/
g
a
r
s
a
s
ti
e
o
t
n
-m anagement
Describe
Initial onsite training Required
A
tr
n
a
n
in
u
in
a
g
l/ refresher onsite
Price option
Parts/service support Describe
Demo equipment
P
Se
e
c
rm
tio
it
n
te
8
d subject to
8

Attachment B - Pricing and Five-Year Cost Form
Provide pricing for the complete proposed system. Attach additional detail as necessary.
Item Description / Basis One-Time Cost Recurring / Annual Cost
Base sewer inspection system
and required accessories
Portable pallet/skid/self-
contained mounting
configuration
Generator / independent power
source
Base software and required
licenses
Delivery and setup
Initial onsite training
Year 1 required support/licensing
Year 2 required support/licensing
Year 3 required support/licensing
Year 4 required support/licensing
Year 5 required support/licensing
Recommended preventive
maintenance/service
Other required cost (identify)
Total initial acquisition cost $
Total required recurring costs, Years 1-5 $
Other required five-year ownership costs $
FIVE-YEAR TOTAL COST OF OWNERSHIP $
Optional / Informational Pricing
Option Current Price Notes / Additional Requirements
Annual onsite refresher training - Year 1 $
Annual onsite refresher training - Year 2 $
Annual onsite refresher training - Year 3 $
Annual onsite refresher training - Year 4 $
Annual onsite refresher training - Year 5 $
Rear-facing camera $
Defect measurement capability $
Integrated washdown system $
Lateral-launch capability $
Laser profiling capability $
Extended warranty $
Other recommended option $
9

New vs. Demonstration Equipment
Equipment proposed New / Demonstration
Price of proposed unit $
Price of equivalent new unit, if demo $
Demo discount $ / %
Warranty provided
10