Request for Proposals - Sewer Main Lining

SUMMARY
Qualified consultants are invited to submit a response to this Request for Proposal (RFP) for review and consideration by the City of Chelsea, Michigan.
Please submit two (2) single-sided original, complete, and sealed proposals along with one electronic submission via thumb drive to:

City of Chelsea, Michigan, 305 S. Main St., Suite 100, Chelsea, MI 48118, Attn: City Clerk

Notwithstanding any other provisions of the RFP, the City reserves the right to reject any or all proposals, to waive any irregularity in a proposal, and to accept or reject any item or a combination of items when to do so would be to the advantage of the City or its taxpayers. It is further within the right of the City to reject proposals that do not contain all elements and information requested in this document. The City shall not be liable for any losses incurred by any responders throughout this process.

CRITICAL DATES
Identified below are the critical dates associated with this Request for Proposals. For further details and requirements, please refer to the specific sections or attachments included in this package.

Request for Proposals Issued     8/20/2025

Proposal Due Date                          9/25/2025         10:00 AM (local time)

Interested parties are encouraged to submit questions regarding the Request for Proposal via email to Jason Freeman, Wastewater Superintendent, at jfreeman@city-chelsea.org. Responses to questions will be provided directly by email.

GENERAL INFORMATION
The City of Chelsea is a thriving community in southeastern Michigan, located in Washtenaw County, near Ann Arbor, Michigan. The City of Chelsea was initially established as a village in 1834 and later chartered as a city in 2004. The city is well known for its small-town charm, diverse amenities, and vibrant neighborhoods. Chelsea is known in Michigan and nationwide for its beauty, history, natural parks, and recreational areas, the arts, music, and culture, its history and architecture, its vibrant shopping and business district, its outstanding educational and healthcare facilities, and a diverse range of opportunities for people of all ages to experience.

The City of Chelsea is chartered under the Council-Manager form of government. The City Council consists of the Mayor and six Council Members elected every four years with staggered terms. The City Council appoints the City Manager to oversee the city's day-to-day operations. The City of Chelsea has a stable general fund budget of $4.8 million, 48 full-time and 20 part-time employees.

SCOPE OF SERVICES
The City of Chelsea wishes to contract with a vendor to line approximately 2500 feet of 8-inch sewer line to undertake the following scope of services:

1. Review of CCTV and reports of the current sewer lines from June 2025.
   
   1. Email jfreeman@city-chelsea.org for the link to these reports and videos.
2. Line approximately 2500 feet of 8-inch sewer main using water cure, NOT steam.
   
   1. Reinstatement of approximately 75 sewer taps.

CONTENT OF PROPOSAL

Proposals shall contain the following information:

1. Cover letter and introduction, including the name of the consultant and the name and telephone numbers of the person(s) authorized to represent the company regarding all matters related to the proposal.
2. Prospective providers should indicate how they envision being able to provide services to the City of Chelsea, and how those services will fit within the goals for this project.
3. Experience working with other communities.
4. A fee schedule identifying specific rates for services, including sample invoice detail and billing schedule. Please provide quotes in a cost-not-exceed format.
5. Preferred method for receiving submittals is noted at the top of this RFP.
6. Provide any additional information that you feel is pertinent in the City’s decision on selecting a consultant for this study.

OFFER EXPIRATION DATE
Proposals in response to this RFP will be valid for ninety (90) days from the proposal’s due date. The City reserves the right to request an extension of time if necessary.

OWNERSHIP OF MATERIALS
All materials submitted in response to the RFP become the property of the City of Chelsea, and supporting materials will not be returned. The City of Chelsea is not responsible for any costs incurred by the company in preparing the proposal, for presentation, or for related meeting time.

CONTRACT AND INSURANCE
The successful proposer will be asked to enter into a contract and provide a certificate of insurance showing coverage for liability, workers' compensation, and automobile insurance. The service agreement will contain a provision specifying a deadline for submitting invoices. Any invoices submitted for services not billed by the deadline may, at the City's sole discretion, be considered invalid, and payment may be refused. Any future relationship between the Contractor and the City will be an “at will” relationship and may be terminated by either party, for any reason, following a 30-day notice.

CONFLICT OF INTEREST
The City of Chelsea requires consultants to disclose any conflicts of interest that may arise. The City, at its discretion, may arrange for alternative third-party support in such cases. Generally, the city does not permit service providers to review applications from their clients. Past or pending client relationships may or may not be deemed conflicts, but they should always be disclosed and discussed with the City.

APPROVAL OF PROPOSAL
A select number of firms may be requested to discuss their proposals with a subcommittee of City staff. Staff will be in contact with the firms responding to the RFP once the proposals are received and a determination is made regarding any interviews that will be held, including the date and time. The city anticipates considering the proposals at the City Council meeting.