Weekly Geosmin/MIB Sampling of Raw and Finished Water for City of Durham

Agency:	City of Durham
State:	North Carolina
Type of Government:	State & Local
Category:	F - Natural Resources and Conservation Services
Posted:	Feb 19, 2024
Due:	Mar 7, 2024
Publication URL:	To access bid details, please log in.

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Request for Proposal (RFP) for Weekly Geosmin/MIB Sampling of

Raw and Finished Water for City of Durham

RFP #24-0021

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SELECTED CONTENTS

DESCRIPTION OF PROJECT AND NATURE OF RFP

Page

Project…………………………………………………………………………………………………………………………………………………………………..3

Scope of Work…………………………………………………..…………………………………………………………………………………………………..3

Compensation Amount and Schedule……………………………….…………………………………………………………………………………..3

Definitions in this RFP.…………………………………………………………………………………………………………………………………………..3

Contract…………….…………………………………………………………………………………………………………………………………………………..3

Trade Secrets and Confidentiality…………………………………………………………………………………………………………………………..4

Bonds……………………………………………………………………………………………………………………………………………………………………..5

Insurance……………………………..………………………………………………………………………………………………………………………………..5

Discretion of the City……………………………………………………………………………………………………………………………………………..5

SCHEDULE

Schedule…………………………………………………………………………………………………………………………………………………………………6

Keeping Proposals Open…………………………………………………………………………………………………………………………………………6

Deadline to Submit

Proposals………………………………………..………………………………………………………………………………………………………………………6

GETTING MORE INFORMATION ON THE PROJECT AND RFP PROCESS

Questions……………………………………………………………………………………….………………………………………………………………………6

Pre-submittal conferences, meetings, and site visits………………………………………………………………………………………………6

Updates and revisions to RFP…………………………………………………………………………………………………………………………………6

EVALUATION CRITERIA

Evaluation Criteria…………………………………….……………………………………………………………………………………………………………6

CONTENTS OF PROPOSAL

Contents of Proposal………………………………………………………………………………………………………………………………………………6

Contact information; Legal status; Qualifications; Project Team, Location of Work, and Subcontracting;

Workforce Diversity Questionnaire; Methods; Compensation; Assumptions; UBE; Small Local Business

Enterprises (SLBEs); Financial Condition, Insurance, and Bonds; Conflict of Interest; Non-collusion

COVER LETTER WITH PROPOSAL

Cover letter………………………………………………………………………………………………………………………………………………….…………8

Addendums………………………………………………………………………………………………………………………………………………….…………8

HOW TO SUBMIT A PROPOSAL

How to submit a proposal……………………………………………………………………………………………………………………..…….…………8

Format……………………………………………………………………………………………………………………………………………………..….…………8

Alternative Proposals……………………………….………………………………………………………………………………………………….…………8

Candidate to Bear Expense; No Claims against City………………………………………………………………………………………………..9

Notice Under the Americans with Disabilities Act (ADA)…………………………………………………………………………………………9

Values of City of Durham………………………………………………………………………………………………………………………………………..9

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10. Date of RFP: February 19, 2024

20. Project Manager and Contact with City; Questions about this RFP. Direct questions and concerns to

Attn: Jimmy Gamble

Water Supply & Treatment

Department of Water Management

1405 Hillandale Road

DURHAM NC 27705

(919) 560-4348 ext 35560

jimmy.gamble@durhamnc.gov

If you have concerns about this RFP that you believe are not being addressed by the project manager, please contact

Tom Lucas

Superintendent, Brown Plant

(919) 560-4362 ext 35267

tom.lucas@durhamnc.gov

Daryll Kennedy

Superintendent, Williams Plant

(919) 560-4348 ext 35561

daryll.kennedy@durhamnc.gov

DESCRIPTION OF PROJECT AND NATURE OF RFP

30. Project.

The City of Durham seasonally tests the raw and finished water for taste and odor compounds. This data is used to help

determine the day-to-day treatment of water to better provide the customers of Durham with a safe and pleasing source of

drinking water.

40. Scope of Work. The City is soliciting a person or firm to provide analysis of geosmin and 2-methylisoborneol (2-MIB) on

a weekly basis for the warm season of 2024, starting in March and extending through to mid-October. The end of the

sampling season may be extended or not depending upon the environmental conditions at that time. Each weekly sampling

event will consist of six samples, four raw water and two potable water.

The contractor shall:

1. Provide all sample bottles to be used.

2. Arrange and pay for shipping of sample bottles to the Williams Plant at 1405 Hillandale Dr, Durham, NC 27705 and

the return shipping of samples.

3. Ensure that return samples be shipped via overnight delivery.

4. Email preliminary results to requested personnel within 3-4 business days of receiving samples.

50. Compensation Amount and Schedule. Compensation will be billed on a per-sample basis. The contractor may choose

to bill either on a bi-weekly or on a monthly basis.

60. Definitions in this RFP: City, RFP, Proposal, Candidate, Contractor, Should. Unless the context indicates otherwise –

(a) The expressions “RFP,” “this RFP,” and “the RFP” refer to this document as it may be amended or updated. (b) “City”

and “city” mean the City of Durham. (c) The “proposal” or "Bid" is the response of a person, firm, or corporation proposing

to provide the services sought by this RFP. (d) The word “Candidate” or “candidate” is the person, firm, or corporation that

submits a proposal or that is considering submitting a proposal. (e) The word “Contractor” or “contractor” is the person,

firm, or corporation with which the City enters into a contract to provide the services sought by this RFP. That is,

“contractor” generally refers to a successful candidate that has obtained a fully executed contract with the City, while

“candidate” is generally reserved to the stage before a contract has been signed. (f) The word “should” is used to tell

candidates what the City thinks it wants and/or what the project manager thinks is best. Candidates that want to increase

the likelihood of being selected will, in general, do what the RFP says candidates “should” do, but failure to comply with all

“shoulds” will not necessarily and automatically result in rejection.

70. Contract. The City anticipates that the conclusion of the RFP process will be a contract between the City and the

successful candidate under which the successful candidate will provide the goods and services generally described in this

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RFP. It is the City’s intention to use the contract that is attached as Exhibit A, modified and filled in to reflect the RFP and

the proposal. If a candidate objects to any of the contract, it should state the objections in its proposal.

80. Trade Secrets and Confidentiality. As a general rule, all submissions to the City are available to any member of the

public. However, if materials qualify as provided in this section, the City will take reasonable steps to keep trade secrets

confidential.

Definitions.

In this section (Trade Secrets and Confidentiality) –

The term “candidate” includes the candidate as contractor (that is, after it is a party to a contract with the City).

The term “trade secret” means business or technical information, including but not limited to a formula, pattern,

program, device, compilation of information, method, technique, or process that:

a. Derives independent actual or potential commercial value from not being generally known or readily

ascertainable through independent development or reverse engineering by persons who can obtain economic

value from its disclosure or use; and

b. Is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.

The existence of a trade secret shall not be negated merely because the information comprising the trade

secret has also been developed, used, or owned independently by more than one person, or licensed to other

persons.

The term “record” means all documents, papers, letters, maps, books, photographs, films, sound recordings, magnetic

or other tapes, electronic data-processing records, artifacts, or other documentary material, regardless of physical form

or characteristics, received by the City of Durham in connection with the candidate’s proposal.

(a) Designation of Confidential Records. To the extent that the candidate wishes to maintain the confidentiality

of trade secrets contained in materials provided to the City, the candidate shall prominently designate the

material with the words “trade secrets” at the time of its initial disclosure to the City. The candidate shall not

designate any material provided to the City as trade secrets unless the candidate has a reasonable and good-faith

belief that the material contains a trade secret. When requested by the City, the candidate shall promptly

disclose to the City the candidate’s reasoning for designating material as trade secrets; the candidate may need to

label parts of that reasoning as trade secrets. In providing materials to the City, the candidate shall make

reasonable efforts to separate those designated as trade secrets from those not so designated, both to facilitate

the City’s use of the materials and to minimize the opportunity for accidental disclosure. For instance, if only a

sentence or paragraph on a page is a trade secret, the page must be marked clearly to communicate that

distinction. To avoid mistake or confusion, it is generally best to have only trade secret information on a page and

nothing else on that page.

To the extent authorized by applicable state and federal law, the City shall maintain the confidentiality of records

designated “trade secrets” in accordance with this section. Whenever the candidate ceases to have a good-faith

belief that a particular record contains a trade secret, it shall promptly notify the City.

(b) Request by Public for Access to Record. When any person requests the City to provide access to a record

designated as a trade secret in accordance with subsection (a) above, the City may

(1) decline the request for access,

(2) notify the candidate of the request and that the City has provided, or intends to provide, the person

access to the record because applicable law requires that the access be granted, or

(3) notify the candidate of the request and that the City intends to decline the request.

Before declining the request, the City may require the candidate to give further assurances so that the City can be

certain that the candidate will comply with subsection (c) below.

accordance with subsection (a), then, in consideration of the promises in (b) above and for considering the

candidate’s proposal, the candidate agrees that it shall defend, indemnify, and save harmless Indemnitees from

and against all Charges that arise in any manner from, in connection with, or out of the City’s non-disclosure of

the records. In providing that defense, the candidate shall at its sole expense defend Indemnitees with legal

counsel. The legal counsel shall be limited to attorneys reasonably acceptable to the City Attorney.

Definitions. As used in this subsection (c), “Charges" means claims, judgments, costs, damages, losses, demands,

liabilities, fines, penalties, settlements, expenses, attorneys’ fees, and interest. Indemnitees" means the City, and

officers, officials, independent contractors, agents, and employees, of the City. “Indemnitees” does not include

the candidate. The City may require the candidate to provide proof of the candidate’s ability to pay the amounts

that may reasonably be expected to become monetary obligations of the candidate pursuant to this section. If

the candidate fails to provide that proof in a timely manner, the City shall not be required to keep confidential the

records whose non-disclosure gives rise to the potential monetary obligation. Nothing in this agreement shall

require the City to require any person (including the City itself) to be placed in substantial risk of imprisonment, of

being found by a court to be in contempt, or of being in violation of a court order. This subsection (c) is separate

from and is to be construed separately from any other indemnification and warranty provisions in the contract

between the City and the candidate.

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85. Reserved.

90. Bonds. No performance bond or payment bond is required for the contract.

100. Insurance.

The contractor agrees to maintain, on a primary basis and at its sole expense, at all times during the life of this Contract the

following applicable coverages and limits. The requirements contained herein, as well as the City’s review or acceptance of

insurance maintained by Contractor, is not intended to and shall not in any manner limit or qualify the liabilities or

obligations assumed by Contractor under this Contract.

Commercial General Liability – Combined single limit of no less than $1,000,000 each occurrence and $2,000,000

aggregate. Coverage shall not contain any endorsement(s) excluding nor limiting Product/Completed Operations,

Contractual Liability, Cross Liability, or Personal and Advertising Injury Liability.

Automobile Liability – Limits of no less than $1,000,000 Combined Single Limit. Coverage shall include liability for Owned,

Non-Owned and Hired automobiles. In the event Contractor does not own automobiles, Contractor agrees to maintain

coverage for Hired and Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General

Liability policy or separate Auto Liability policy. Automobile coverage is only necessary if vehicles are used in the provision of

services under this Contract and/or are brought on a City of Durham site.

Umbrella or Excess Liability – Contractor may satisfy the minimum liability limits required above under an Umbrella or

Excess Liability policy. There is no minimum Per Occurrence limit of liability under the Umbrella or Excess Liability, however,

the Annual Aggregate limits shall not be less than the highest ‘Each Occurrence’ limit for required policies. Contractor agrees

to endorse the City of Durham as an ‘Additional Insured’ on the Umbrella or Excess Liability unless the Certificate of

Insurance states the Umbrella or Excess Liability provides coverage on a ‘Follow-Form’ basis.

Worker’s Compensation & Employers Liability – Contractor agrees to maintain Worker’s Compensation Insurance in

accordance with North Carolina General Statute Chapter 97 and with Employer Liability limits of no less than $1,000,000 for

each accident, each employee, and policy limit. This policy must include a Waiver of Subrogation.

Additional Insured – The contractor agrees to endorse the City as an Additional Insured on the Commercial General Liability.

The Additional Insured shall read City of Durham as its interest may appear.

Certificate of Insurance – Contractor agrees to provide City of Durham a Certificate of Insurance evidencing that all

coverage, limits, and endorsements required herein are maintained and in full force and effect, and Certificates of Insurance

shall provide a minimum thirty (30) day endeavor to notify, when available, by Contractor’s insurer. If Contractor receives a

non-renewal or cancellation notice from an insurance carrier affording coverage required herein or receives notice that

coverage no longer complies with the insurance requirements herein, Contractor agrees to notify the City within five (5)

business days with a copy of the non-renewal or cancellation notice, or written specifics as to which coverage is no longer in

compliance. The Certificate Holder address should read:

City of Durham

Attn: Water Management

101 City Hall Plaza

Durham, NC 27701

All primary insurance carriers must be authorized to do business in North Carolina.

110. Discretion of the City.

A. The City of Durham reserves the right to (i) reject any, any part of, or all proposals, or (ii) accept that proposal

which the City deems to be in its best interest, whether or not it is the lowest dollar proposal.

B. NOTWITHSTANDING anything to the contrary in this document or in any addendums to this document, unless the

contrary provision refers specifically to this provision, the City reserves the right (i) to negotiate changes of any nature

with any candidate with respect to any term, condition, or provision in this document and/or in any proposals,

whether or not something is stated to be mandatory and whether or not it is said that a proposal will be rejected if

certain information or documentation is not submitted with it, and (ii) to enter into an agreement for some or all of

the work with one or more persons, firms, or corporations that do not submit proposals. For example, all deadlines

are for the administrative convenience or needs of the City and may be waived by the City in its discretion. This

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This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

Bid Number:	RFP #24-0021
Bid Title:	Weekly Geosmin/MIB Sampling of Raw and Finished Water for City of Durham
Category:	Requests for Proposals/Qualifications and Services
Status:	Open

Weekly Geosmin/MIB Sampling of Raw and Finished Water for City of Durham

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