REQUEST FOR PROPOSALS FIRE HYDRANT MAINTENANCE SERVICES The City of Abbeville, South Carolina is soliciting sealed proposals for Fire Hydrant Maintenance Services. All proposals must be in writing and submitted on the enclosed Proposal Form. Proposals should be delivered by hand, courier service, or mail to Mr. Nolan Wiggins, City Manager, City of Abbeville, 100 Court Square, Abbeville, SC, 29620; and must be received by 2:00 p.m., Wednesday, June 27, 2012. The proposals will be publicly opened at this time. Questions concerning this request for proposal may be directed to Tim Baker at (864) 366-4518. Only proposals received by the stated time and date will be considered. Proposals received after the time set for the proposal opening will be rejected and returned unopened to the submitter. All proposals shall be enclosed within a sealed envelope and clearly marked on the face of the envelope, RFP-FIRE HYDRANT MAINTENANCE SERVICES. The City of Abbeville reserves the right to accept or reject any and all proposals in whole or in part, and to waive all informalities and to award the proposal that it determines to be in the best interest of the City. GENERAL REQUIREMENTS A. The contractor shall obtain, at his own expense, all permits, licenses, and inspections and shall comply with all laws, codes and ordinances promulgated by authorities having jurisdiction, which may bear on the work. B. The contractor must complete City of Abbeville New vendor packet which includes: 1. Purchase of a City of Abbeville business license (if service is performed within the City limits). 2. Copy of State s Contractor s license (if applicable). 3. A completed W-9 form including the vendor s Tax Identification Number (TIN).
4. A completed Hold Harmless Agreement. 5. A copy of your Certificate of Insurance providing proof that your business carries Worker s Compensation insurance.
City Of Abbeville - Fire Hydrant Maintenance Procedures INTRODUCTION The selected contractor shall be responsible for maintenance and testing of all fire hydrants within the City s service area. This maintenance shall consist of inspecting, flushing, cleaning, painting, and clearing of weeds and debris to insure that each hydrant is in a serviceable condition. Additionally, GPS coordinates must be collected and reported and digital photographs of each hydrant must be obtained. Currently there are approximately 365 hydrants within the City s service area. The contract will be for maintenance and inspection of 365 hydrants. In addition to routine maintenance, each fire hydrant will be flow tested to determine the current availability of water supply. The information derived from these tests will be recorded and maintained on Fire Hydrant Maintenance and Testing Forms, in the street/hydrant map book for reference during emergency operations, and for identification and planning for future improvements to the water system. The contract time to complete all hydrant maintenance and testing shall be 180 days after Notice to Proceed is issued by the City. Additional days shall be extended by written request of contractor due to weather delays or other delays as requested by the City. A. MAINTENANCE PROCEDURE 1. General Guidelines a) Hydrant maintenance shall be performed in accordance with the American Water Works Association (AWWA) manual M-17. b) Flushing will be conducted in a directional order. Instruction will be given by the Water Distribution Supervisor. c) The Utility Director shall given a general time frame of when the work will occur at least two weeks prior to commencement so that proper notification can be advertised. d) The City office personnel shall be notified daily, prior to the commencement of any flushing or testing procedures on hydrants, with the anticipated location and duration of such activity. e) Care shall be taken to reduce, to the least degree possible, the potential damage and inconvenience caused by hydrant discharge. Flush elbows or diffusers shall be used to reduce the velocity pressure of the discharge
stream. Any loose debris left by hydrant discharge shall be swept or cleared from roads, streets and drives. f) Whenever operating hydrant valves, care shall be taken to open and close the valve slowly so as to reduce, as much as possible, the effects of water hammer on the distribution system. Flow direction shall be determined to correctly identify measurement of static and residual pressures. g) Whenever a hydrant is opened, it should be flowed at least until the water runs clear. 2. Specific Procedures (See AWWA M-17) Routine hydrant maintenance shall consist of the following activities: a) Check hydrant to make sure that it is visible from the roadway and is clear of any landscaping, plant growth, or other obstructions that could impair locating the hydrant or interfere with its use. b) Minor obstructions such as weed growth or wild plant growth should be trimmed to provide clear access to the hydrant. c) Obstructions caused by utilities, landscaping or ornamental plant growth shall be noted and reported to the City on the Maintenance and Flow Test Report Form. See Exhibit A. d) Minor build-up of dirt/sand, which provides insufficient ground clearance, may be removed with a shovel. Excessive build-up, or improperly installed hydrants shall be reported to the City on the Maintenance and Flow Test Report Form for further action. e) Hydrant lubricants shall be provided by the City. f) Any fire hydrant that, for any reason, must be removed from service shall be covered with an "OUT OF SERVICE" bag. This information must be immediately forwarded to the City. B. FLOW TESTING PROCEDURE Fire-flow tests shall be conducted in accordance with the procedure outlined in AWWA M-17. C. GPS /PHOTOS OF FIRE HYDRANTS
a) GPS coordinates shall be collected and noted on the Maintenance and Flow Test Report Form. The coordinate system to be used shall be the SC State Plane Coordinate System. b) Two photos of each hydrant shall be obtained. One photo shall be a close-up shot of the hydrant and the second photo shall be taken to document the general location. Photos shall be provided to the City electronically and the digital photos shall be named by the hydrant number (ex. #001_close and #001_location). D. FIRE HYDRANT MAINTENANCE AND TESTING RECORDS The selected contractor shall be responsible for maintaining and updating the appropriate fire hydrant maintenance and testing records on forms provided by the City. Upon completion of each week s fire hydrant maintenance and testing, the Maintenance and Flow Test Report Forms and photographs for each hydrant inspected and tested shall be submitted to the City. Any maintenance performed on the hydrant shall be recorded on the space provided on the Maintenance and Flow Test Report Form along with the results of testing and the date the maintenance was performed.
City Of Abbeville - Fire Hydrant Maintenance and Testing Proposal Form PROPOSAL SUBMITTED BY: COMPANY NAME: CONTACT NAME: CONTACT TITLE: MAILING ADDRESS: CITY: STATE: ZIP: TELEPHONE: E-MAIL: CERTIFICATION: I hereby certify I am authorized to submit this proposal/bid on behalf of the company listed above. I also certify that all information contained herein is true and accurate to the best of my knowledge. Signature/Title Date Item Unit Quantity Unit Price Total Fire Hydrant Maintenance Fire Hydrant Flow Testing EA 365 EA 365 Lump Sum Amount:
EXHIBIT A - FIRE HYDRANT MAINTENANCE AND FLOW TEST REPORT Tested/ Inspected By: Date: Time: am pm Hydrant No.: Location: GPS Coordinates: North East Recorded Pressures and Flows: Static: psi Residual: psi Pitot: psi Diameter: inches Residual Flow: gpm Flow at 20 psi: gpm Estimated gallons flowed: gallons General: Underground shutoff valves fully operated. Yes ( ) No ( ) All vegetation, landscaping, and other obstructions are at least Yes ( ) No ( ) 3 feet away from hydrant. All threaded caps are easily removed. Yes ( ) No ( ) All threaded connections are undamaged and seals in good condition. Yes ( ) No ( ) All threaded connections are lubricated with appropriate lubricant. Yes ( ) No ( ) Operating stem nuts are not damaged or stripped. Yes ( ) No ( ) Hydrant flushed until water runs clear. (Time Start: End: ) Yes ( ) No ( ) When closed hydrant drains properly, suction can be felt. Yes ( ) No ( ) Hydrant flow tested. Yes ( ) No ( ) Reflective color tape installed for flow and number stenciled on hydrant. Yes ( ) No ( ) Color: Hydrant bagged Out of Service. Yes ( ) No ( ) If yes, reason: General Comments and Corrections Made: Signature of Inspector/Tester: