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Contract 2019-45A
AGREEMENT FOR LEAK DETECTION SERVICES THIS AGREEMENT, is made and entered into this 11 day of 2019, by and between the CITY OF CLERMONT, FLORIDA, a unici corporation under the laws of the State of Florida whose address is: 685 W. Montrose Street,Clermont, Florida,(hereinafter referred to as "CITY"),and AMERICAN LEAK DETECTION, INC., whose address is: 199 Whitney Avenue, Suite 2, New Haven, CT 06511, (hereinafter referred to as "CONTRACTOR"). WHEREAS, the City of Syracuse through the public procurement process awarded an Agreement for leak detection services, City of Syracuse Contract Number RFP No. 18- 122; WHEREAS, CITY desires to utilize the above-referenced awarded bid,CONTRACTOR's response thereto and Agreement in accordance with CITY's procurement policy; and WHEREAS,CONTRACTOR desires to enter into a contract with CITY based on the terms and conditions of the City of Syracuse Contract Number RFP No. 18-122. WITNESSETH: That the parties hereto, for the consideration hereinafter set forth, mutually agree as follows: ARTICLE I—SCOPE OF WORK The CONTRACTOR shall furnish leak detection services as described in the City of Syracuse Contract Number RFP No. 18-122, which is attached hereto and incorporated herein as Exhibit "A" and shall do everything required by this Agreement and the other Agreement Documents contained in the specifications, which are a part of these Documents. Provided, however, that nothing herein shall require CITY to purchase or acquire any items or services from CONTRACTOR. To the extent of a conflict between this Agreement and Exhibit"A", the terms and conditions of this Agreement shall prevail and govern. In all instances the CITY purchasing policy, resolutions and ordinances shall apply. ARTICLE II—THE CONTRACT SUM CITY shall pay CONTRACTOR,for the faithful performance of the Agreement as set forth in the Agreement documents and the Unit Price Schedule as set forth in Exhibit `B', attached hereto and incorporated herein. ARTICLE III—TERM AND TERMINATION 1. This Agreement is to become effective upon execution by both parties,and shall remain in effect until September 30, 2020, unless terminated or renewed as provided by the City of Syracuse. 1 2. Notwithstanding any other provision of this Agreement, CITY may, upon written notice to CONTRACTOR, terminate this Agreement if: a) without cause and for convenience upon thirty (30) days written notice to CONTRACTOR b) CONTRACTOR is adjudged to be bankrupt; c) CONTRACTOR makes a general assignment for the benefit of its creditors; d) CONTRACTOR fails to comply with any of the conditions of provisions of this Agreement; or e) CONTRACTOR is experiencing a labor dispute, which threatens to have a substantial, adverse impact upon performance of this Agreement, without prejudice to any other right or remedy CITY may have under this Agreement. In the event of such termination, CITY shall be liable only for the payment of all unpaid charges, determined in accordance with the provisions of this Agreement, for work, properly performed and accepted prior to the effective date of termination. ARTICLE IV—COMMENCEMENT AND COMPLETION OF WORK The CONTRACTOR shall provide all items in the timeframe as set forth in the applicable purchase order or notice to proceed. ARTICLE V—PAYMENTS In accordance with the provisions fully set forth in the Contract Documents, CONTRACTOR shall submit an invoice to CITY upon completion of the services and delivery to CITY as set forth in the applicable purchase order. CITY shall make payment to the CONTRACTOR for all accepted and undisputed services provided, within thirty (30) calendar days of receipt of the invoice. ARTICLE VI —DISPUTE RESOLUTION - MEDIATION 1. Any claim, dispute or other matter in question arising out of or related to this Agreement shall be subject to mediation as a condition precedent to voluntary arbitration or the institution of legal or equitable proceedings by either party. 2. The CITY and CONTRACTOR shall endeavor to resolve claims, disputes and other matters in question between them by mediation. 3. The parties shall share the mediator's fee and any filing fees equally. The mediation shall be held in Clermont,Lake County,Florida,unless another location is mutually agreed upon. Agreements reached in mediation shall be enforceable as settlement Agreements in any court having jurisdiction thereof. 2 ARTICLE VII— INSURANCE AND INDEMNIFICATION RIDER 1. Worker's Compensation Insurance - The CONTRACTOR shall take out and maintain during the life of this Agreement Worker's Compensation Insurance for all his employees connected with the work of this Project and, in case any work is sublet, the CONTRACTOR shall require the subcontractor similarly to provide Worker's Compensation Insurance for all of the latter's employees unless such employees are covered by the protection afforded by the CONTRACTOR. Such insurance shall comply with the Florida Worker's Compensation Law. In case any class of employees engaged in hazardous work under this Agreement at the site of the Project is not protected under the Worker's Compensation statute, the CONTRACTOR shall provide adequate insurance, satisfactory to the CITY, for the protection of employees not otherwise protected. 2. CONTRACTOR's Public Liability and Property Damage Insurance - The Contactor shall take out and maintain during the life of this Agreement Comprehensive General Liability and Comprehensive Automobile Liability Insurance as shall protect it from claims for damage for personal injury, including accidental death, as well as claims for property damages which may arise from operating under this Agreement whether such operations are by itself or by anyone directly or indirectly employed by it, and the amount of such insurance shall be minimum limits as follows: (a) CONTRACTOR's Comprehensive General, $2,000,000 Each ($2,000,000 aggregate) Liability Coverages, Bodily Injury Occurrence, & Property Damage Combined Single Limit (b) Automobile Liability Coverages, $1,000,000 Each Bodily Injury& Property Damage Occurrence, Combined Single Limit (c) Professional Liability, $2,000,000 Each Occurrence, Combined Single Limit Insurance clause for both BODILY INJURY AND PROPERTY DAMAGE shall be amended to provide coverage on an occurrence basis. 3. SubCONTRACTOR's Public Liability and Property Damage Insurance-The CONTRACTOR shall require each of his subCONTRACTORs to procure and maintain during the life of this subcontract, insurance of the type specified above or insure the activities of his subCONTRACTORs in his policy, as specified above. 4. Indemnification Rider (a) To cover to the fullest extent permitted by law, the CONTRACTOR shall indemnify and hold harmless the CITY and its agents and employees from and against all claims, damages, losses and expenses, including but not limited to attorney's fees, arising out of or resulting from the performance of the Work, provided that any such claim, damage, loss or expense (1) is attributable to bodily injury, sickness, disease or death,or to injury to or destruction of tangible property(other 3 than the Work itself) , and (2) is caused in whole or in part by any negligent act or omission of the CONTRACTOR, any subCONTRACTOR, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not it is caused in part by a party indemnified hereunder. Such obligation shall not be construed to negate, abridge, or otherwise reduce any other right to obligation of indemnity which would otherwise exist as to any party or person described in this Article. (b) In any and all claims against the CITY or any of its agents or employees by any employee of the CONTRACTOR, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, the indemnification obligations under this Paragraph shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for the CONTRACTOR or any subcontractor under workers'or workmen's compensation acts,disability benefit acts or other employee benefit acts. (c) The CONTRACTOR hereby acknowledges receipt of ten dollars and other good and valuable consideration from the CITY for the indemnification provided herein. ARTICLE VIII—NOTICES All notices shall be in writing and sent by United States mail, certified or registered, with return receipt requested and postage prepaid,or by nationally recognized overnight courier service to the address of the party set forth below. Any such notice shall be deemed given when received by the party to whom it is intended. CONTRACTOR: American Leak Detection, Inc. 199 Whitney Avenue, Suite 2 New Haven, Connecticut 06511 Attn: Jimmy Carter, Sr. Director of Corp. Field Services CITY: City of Clermont Attn: Darren Gray, City Manager 685 W. Montrose Street Clermont, FL 34711 ARTICLE IX—MISCELLANEOUS 1. Attorneys' Fees. In the event a suit or action is instituted to enforce or interpret any provision of this Agreement, the prevailing party shall be entitled to recover such 4 sum as the Court may adjudge reasonable as attorneys' fees at trial or on any appeal, in addition to all other sums provided by law. 2. Waiver. The waiver by city of breach of any provision of this Agreement shall not be construed or operate as a waiver of any subsequent breach of such provision or of such provision itself and shall in no way affect the enforcement of any other provisions of this Agreement. 3. Severability. If any provision of this Agreement or the application thereof to any person or circumstance is to any extent invalid or unenforceable, such provision, or part thereof, shall be deleted or modified in such a manner as to make the Agreement valid and enforceable under applicable law, the remainder of this Agreement and the application of such a provision to other persons or circumstances shall be unaffected, and this Agreement shall be valid and enforceable to the fullest extent permitted by applicable law. 4. Amendment. Except for as otherwise provided herein, this Agreement may not be modified or amended except by an Agreement in writing signed by both parties. 5. Entire Agreement. This Agreement including the documents incorporated by reference contains the entire understanding of the parties hereto and supersedes all prior and contemporaneous Agreements between the parties with respect to the performance of services by CONTRACTOR. 6. Assignment. Except in the event of merger, consolidation, or other change of control pursuant to the sale of all or substantially all of either party's assets, this Agreement is personal to the parties hereto and may not be assigned by CONTRACTOR, in whole or in part, without the prior written consent of city. 7. Venue. The parties agree that the sole and exclusive venue for any cause of action arising out of this Agreement shall be Lake County, Florida. 8. Applicable Law. This Agreement and any amendments hereto are executed and delivered in the State of Florida and shall be governed, interpreted, construed and enforced in accordance with the laws of the State of Florida. 9. Public Records. Contractor expressly understands records associated with this project are public records and agrees to comply with Florida's Public Records law, to include, to: (a) Keep and maintain public records that ordinarily and necessarily would be required by the CITY in order to perform the services contemplated herein. (b) Provide the public with access to public records on the same terms and conditions that the CITY would provide the records and at a cost that does 5 not exceed the cost provided in this Florida's Public Records law or as otherwise provided by law. (c) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law. (d) Meet all requirements for retaining public records and transfer, at no cost, to the CITY all public records in possession of CONTRACTOR upon termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. CONTRACTOR shall use reasonable efforts to provide all records stored electronically to the CITY in a format that is compatible with the information technology systems of the CITY. (e) IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTRACTOR SHALL CONTACT THE CITY'S CUSTODIAN OF PUBLIC RECORDS AT CITY CLERK'S OFFICE, (352) 241-7331. ARTICLE X—AGREEMENT DOCUMENTS The Agreement Documents,as listed below are herein made fully a part of this Agreement as if herein repeated. Document Precedence: 1. This Agreement 2. Purchase Order/Notice to Proceed 3. All documents contained in the City of Syracuse Contract/Bid No. RFP No. 18- 122. 6 1 IN WITNESS WHEREOF, the parties hereto have executed this Agreement on this I I day of t 2019. Cit of Cle i ont Tr ,," f SIAW I i A a^w • ','1 Da _�s, y, y" a Attest: i, , . 14 Tracy Ackroyd Howe, City Clerk American Leak Detection, Inc. By: ....j (VAvk' Gt?e (Name Printed or typed) S(Z../ OE• 6)1 G112-10:44W gaUlCe-1/45 Title Attest: Corporate Secretary (Name Printed or Typed) 7 1 EXHIBIT A ,,- % DEPARTMENT OF LAW OFFICE OF THE CORPORATION COUNSEL CITY OF SYRACUSE, MAYOR BEN WALSH February 8, 2019 Kristen E.Smith Corporation Counsel Mr.Jimmy Carter Sr. Director of Corp. Field Services Joseph W.Barry III American Leak Detection, Inc. First Assistant Corporation Counsel 199 Whitney Avenue, #2 New Haven, Connecticut 06511 Christina F. DeJoseph Senior Assistant Re: Agreement with the City of Syracuse Corporation Counsel Leak Detection Services Catherine E. Carnrike Department of Water Meghon E. Ryan Amanda R. Harrington Dear Mr.Carter: John C. Black Jr. Kathryn M. Ryon Ramona L Robeler Enclosed please find one fully executed original of the above referenced Agreement for Erica T. Clarke your fire. Todd M. Long Khalid Boshjowish If I can be of further assistance, please do not hesitate to contact me. Janet M. Fall Lee R. Terry Sarah A.Lofen Very truly yours, Daniel C.Bolton() , Coahuud Catherine E. Carnrike Assistant Corporation Counsel /cec Enc. cc: David J. DelVecchio, Finance (w/enc.) Stacy Jennis, Purchase(w/enc.) Beth Smith, Water(w/enc.) Department of Law Office of Corp.Counsel 233 E.Washington St. City Hall, Room 300 Syracuse, N.Y. 13202 Office 315 448-8400 Fox 315 448-8381 Email law@syrgov.net www.syrgoy.net Service of papers or process by facsimile or other electronic method is not acceptable. CONSULTANT'S AGREEMENT 20 J8 byand between AGREEMENT made this �� day of �c��r the City of Syracuse,a municipal corporation organized and existing under the laws of the State of New York, having offices at 233 East Washington Street, Syracuse. New York 13202 (hereinafter the"City')and American Leak Detection, Inc.. having offices at 199 Whitney Avenue, #2, New Haven, Connecticut 06511 (hereinafter the "Consultant.). WITNESSETH WHEREAS, it is the intention of the City of Syracuse to retain a consultant to provide all required leak detection services for the City water system on behalf of the Department of Water (hereinafter the "Project"); and WHEREAS, the Consultant has responded to the City's Request for Proposals(RFP) and based upon Consultant's response to the RFP, the City wishes to retain the Consultant and the Consultant wishes to render certain professional services in connection with the Project; and WHEREAS, the Mayor of the City of Syracuse and the Common Council, by Ordinance No. 606-2018 dated September 12, 2018 have duly authorized this Agreement and this Agreement is subject to such authorization; NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the City and the Consultant agree as follows: ARTICLE 1. Consultant's Services Section 101. The Consultant shall perform all services set forth in its response to the City's Request for Proposals (RFP)and the scope of services set forth herein as detailed in Exhibit"A" which is attached hereto and incorporated into this Agreement. The Consultant's listing of services in its response to the City's RFP shall not diminish, alter,or change the services required by this Agreement. In the event of a conflict or ambiguity, the provisions of this Agreement shall control. All services shall conform to the requirements set forth in the City's RFP and the Consultant's response to the City's RFP, incorporated herein by reference. Section 102. The Consultant and its subconsultants must maintain all books. documents, papers,accounting records,and other information pertaining to costs incurred. Such materials are to be available for inspection by Federal, State,and City authorized representatives and copies thereof must be furnished if requested. Section 103. The City reserves the right to review the Project during the work in order for the City,acting through its Commissioner of Water, to determine if any changes or other actions are warranted. 1 Commissioner of the Water Department and/or the Commissioner of Finance may request additional information prior to payment. The Consultant shall provide sufficient detail in the invoices or request for payment as may be determined to be reasonable and necessary by the Commissioner of the Water Department and/or the Commissioner of Finance. Section 305. The City shall have an absolute right to abandon all or part of the Project or to suspend all or part of the Project or the services hereunder and such shall not be considered a breach of contract. Section 306. The Consultant's acceptance of final payment under this Agreement shall constitute and operate as a release to the City of all claims and liabilities arising out of the Project and the work performed under this Agreement. Section 307. If this Agreement is terminated other than for cause or if the Project is abandoned by the City without the Consultant causing or contributing,directly or indirectly,to the abandonment,the Consultant shall be paid a reasonable value of the services performed up to the termination or abandonment. The City shall have the absolute right to abandon all or part of the Project or the services authorized hereunder and such shall not be considered a breach of contract. ARTICLE 4. General Provisions Section 401. Insurance The Consultant shall secure, at its expense, a general liability insurance policy with contractual liability coverage and a professional liability insurance policy from an insurance carrier licensed to do business in New York State. The general liability insurance policy shall be in the minimum amount of $2,000,000.00 per occurrence and $2,000,000.00 as the aggregate limit of liability. The professional liability insurance policy shall be in the minimum amount of$2,000,000 per claim and $2,000,000 as the aggregate limit of liability. Consultant shall also provide proof of Standard Workmen's Compensation and Automobile Liability Insurance. The policies shall be in effect from the day on which services commence until final acceptance by the City of all work on the Project and for a period of three years thereafter with the limits noted above. The City shall be named as an additional insured on the Consultant's general liability policy,and the Certificate of Insurance shall provide for thirty (30) days prior written notice of cancellation by certified mail to the City's Division of Purchase. The Consultant shall provide the City with the declaration page from its general liability insurance policy showing the endorsement that the City of Syracuse is an additional insured. The policies shall contain an endorsement providing that the Consultant shall indemnify the City, its agents, servants and employees against claims brought against the City arising out of the negligence of the Consultant in the performance of professional services for the City. The certificates and notices shall be sent to Division of Purchase, Attn: Stacy Jennis, Contract Clerk, Room 221, City Hall, 233 East Washington Street, Syracuse, New York 13202. 3 Section 406. Governing Law This Agreement shall be governed by the laws of the State of New York. It is agreed that each and every provision of law required by law to be included herein shall be deemed to be included as though set forth at length. The parties agree that this Agreement does not waive or dispense with the requirements of any law including but not limited to the Charter of the City of Syracuse. Section 407. Third-Party Beneficiaries The services to be provided by the Consultant under this Agreement are for the sole benefit of the City and neither this Agreement nor any service rendered hereunder shall give rise to or shall be deemed to or construed so as to confer any right, claim, or cause of action of any other party as a third-party beneficiary or otherwise,and Consultant agrees to indemnify and save harmless the City against any claims or causes of action by such third parties caused by the negligence of the Consultant. Section 408. Assignment and Subconsultants Neither this Agreement nor the services agreed to be provided may be assigned, sublet,or contracted out without the approval of the Mayor and the Common Council. Section 409. Bankruptcy In addition to any other provisions of this Agreement with respect to its termination, this Agreement shall terminate immediately upon the filing by or against Consultant of any petition (voluntary or involuntary) in bankruptcy or for reorganization or for any arrangement under any bankruptcy or insolvency law or for a receiver or for a trustee involving any property of the Consultant. Section 410. Stipulation The Consultant stipulates that no member of the Common Council of the City of Syracuse, or any other City officer or employee forbidden by law, is interested in or will derive income from or is a party to this Agreement. Section 411. Non-Discrimination The Consultant hereby agrees not to discriminate against any employee or applicant for employment on the basis of age,race,color, religion, sexual orientation,disability,or Vietnam era veteran status. 5 f Section 412. Independent Contractor The Consultant, in accordance with its status as an independent contractor, covenants and agrees that it will conduct itself consistent with such status and that it will neither hold itself out as nor claim to be an officer or employee of the City. Section 413. Waiver Failure of the City to insist upon strict performance of any of the covenants or conditions of this Agreement shall not be construed as a waiver or relinquishment of any of the covenants or conditions contained herein but the same shall remain in full force and effect. Section 414. Laws The Consultant,and its agents and employees, shall comply with all applicable federal, state,and local laws,ordinances, rules, and regulations pertaining to the fulfillment of obligations under this Agreement. Section 415. Fair Employment and Licensure Opportunity Ordinance This contract is subject to General Ordinance No. 45-2014, the Fair Employment and Licensure Opportunity Ordinance of the City of Syracuse. This Ordinance requires that all City Contractors shall not include any question about a job applicant's prior criminal history on the job application and shall defer making any criminal history inquiry about a job applicant's past criminal convictions until after a conditional offer of employment is made. The City shall have the authority to suspend and terminate the contract for violations of the Fair Employment and Licensure Opportunity Ordinance. Section 416. Severability If any term of this Agreement is to any extent invalid,illegal,or incapable of being enforced, such term shall be excluded to the extent of such invalidity, illegality, or unenforceability: all other terms hereof shall remain in full force and effect. [SIGNATURE PAGES TO FOLLOW 6 1 IN WITNESS WHEREOF, the parties have executed this Agreement as of the date noted below. CITY OF SYRACUSE Attest: I' ,e 01,/ / Jo • .Copanas,C . erk Jamin R. Walsh. Mayor STATE OF NEW YORK ) COUNTY OF ONONDAGA ) ss.: CITY OF SYRACUSE ) On this .iS day of 3lmur , 2018 before me personally came Benjamin R. Walsh, Mayor of the City of Syracuse, with whom I am personally acquainted, who, being by me duly sworn.did depose and say: that he resides in the City of Syracuse, New York; that he is Mayor of the City of Syracuse, the corporation described in and which executed the within instrument; that he knows the corporate seal of said City of Syracuse and it was so affixed pursuant to the Charter of the City and that he signed said instrument as Mayor of said City of Syracuse by like authority; and the said Benjamin R. Walsh further says that he is acquainted with John R Copanas and knows him to be the City Clerk of said City of Syracuse and that the signature of John P. Copanas was hereto subscribed pursuant to said Charter and in the presence of him, the said Benjamin R. Walsh. Mayor. CATHERINE E CARNRIKE 06(.0cr altAiIJ�-- NOTARY PUBLIC-SIAiE OF NEW YORK Notary Public No. 02CA6112791 Qualified in onondogo County My Commission Exprrns July 12. 20a0 7 f AMERICAN LEAK DETECTION, INC. -- i By: ALA/ /1 Aff P nt Name awl, u Sr�v+cep Print Title STATE OF 0( 1' ) COUNTY,QF C COO k- ) ss.: CITY OF -rinevtl lR ) On this 33 day of • ,20 ig before me personally came vv..1/4.1 C1 Ir- r,to me known,who,being by me duly sworn,did depose and say: that he/she resides in 140.6 \ 13+� 6e._,that he/she is the G{I(Q,r" of American Leak Detection, Inc.,the corporation described in and which executed the above instrument;that he/she knows the seal of said corporation;that the seal affixed to said instrument is such corporate seal;that it was so affixed by order of the Board of Directors of said corporation and that he/she signed his/her name thereto by like order. • AA:44—d K:96(.14(---- Notary Public ) f �. OFFICIAL STAMP �1 ' :. .' , � TRINA ANN ROBISON { NOTARY PUBLIC-OREGON (� `,�, COMMISSION NO.966754 r MY COMMISSION EXWRES SEPTEMBER 1812021 8 EXHIBIT "A" PRELIMINARY SCOPE OF SERVICES: professional Services Related to Leak Detection For the City of Syracuse Water System INTENTION: It is the intention of the City of Syracuse,New York to secure the services to do Leakage Investigations in the City of Syracuse Water System throughout a two year period during 2018/2019 and 2019/2020. WORK The work to be performed by the consultant shall include the INCLUDED: furnishing of labor, materials and equipment necessary to perform the above intention in a manner satisfactory to the Syracuse Water Department(S WD). Proposals,and estimates should include,but not be limited to,the following areas: A.Leak Detection The consultant shall conduct a thorough leak survey for precise locating of leaks on some or all of the 450 miles of distribution mains within the Syracuse City limits as directed by the Water Department for a period of up to 50 days between July 1,2018 and June 30,2019 and up to 50 days between July 1,2019 and June 30,2020. The consultant must complete a minimum of 30 days of leak detection within the fiscal year and a minimum of 60 days during the entire contract period. The consultant must have at his disposal point source listening devices (e.g. HEATH aquaphones,Metrotech HL-90,FCS Lmic etc)and an electronic,acoustic correlator(FCS Model 2000 or approved equal)for locating leaks. The electronic correlator shall be available on site on a continual basis during leak detection. A 1 WORK B. General Requirements - INCLUDED: (can't) 1. Verify that all work is done in accordance with the specifications, applicable regulations, and current standards of good practice. 2. Keep a detailed daily report. 3. General field coordination of the work in progress. 4. Provide immediate notification to Water Department of defects and deficiencies in the work,and any other matters not in accordance with the maintenance of health and sanitation in the system. Regularly advise Water Department as to adequacy of personnel, equipment,materials and supplies to maintain job schedule. 5. Maintain orderly files and correspondence, system mapping documents,additional drawings issued subsequent to the execution of the work, engineer clarifications and interpretations of the contract documents,progress reports,and other project related documents. 6. Provide technical assistance for project planning,suggestions for improving leak detection procedures, and redirect the operations in conjunction with the Water Department. CONSULTANT The consultant shall furnish one(1) leak detection technician, on PERSONNEL& the job supervision by an engineer or manager of the Consultant, EQUIPMENT: a motor vehicle,and all necessary leak locating equipment to carry on the work. TRAINING: The consultant shall provide training in leak detection to those Water Department personnel who are assisting in those services as they are worked on and completed. ASSISTANCE: The Water Department shall be responsible for:providing general assistance and supervision in the conduct of the investigations; notifying the appropriate Fire Department officials and customers of possible temporary reduction or curtailment of water service;operating valves by competent personnel;and repairing leakage and assisting in its location. A ? f REPORTING: The consultant will be required to submit a daily report. The daily report shall contain a description of leaks detected including a diagram showing the location,an estimation of flow for each leak,and any other information concerning the effect of the leak on adjacent structures. The daily report shall also indicate testing personnel,hours on the job site,weather conditions,work performed daily,daily activities, decisions,observations,testing sites and such other and different matters as the Water Department may direct. Daily reports are to be submitted by the end of the second business day following the fieldwork. In the event that daily reports are not submitted to the Water Department within three(3)business days of performing the fieldwork a notice may be issued by SWD indicating that work shall be stopped,all fieldwork shall stop until such time as the reporting is brought up to date. Payment shall not be honored for days worked after issue of the notice and prior to submittal of the delinquent reports. In addition to the daily report an annual report shall be compiled upon completion of the survey at the end of each fiscal year's work. Three(3) bound paper copies of the final survey report must be submitted. An additional digital copy of the report in Microsoft Word and/or Excel format(s) on CD-ROM discs or other electronic means as approved by the Commissioner shall also be submitted. This report must include: LeakaEe District Summary containing a general description of the district,miles of main investigated in the district,a list of leaks found in the district by location, and estimated leakage for each location. Pressure District Summary: a breakdown of the numbers of leaks as to their location in the Low,Intermediate High,High and Super Service Pressure Districts Summary of Leaks by Type: an accounting of types of suspected leaks categorized by leak type(i.e. main, service,abandoned service, fire service, valve packing,hydrant,etc)showing the number of leaks and estimated leakage in gallons-per-day in each category. 3 f REPORTING(con't): System Summary including the number of days worked, number of miles of main surveyed,total number of suspected leaks,and a total estimated water loss as detected by the survey. Daily Reports: a copy of each daily report shall be bound with the final report. Daily reports may be organized chronologically, alphabetically by street name or by leakage district. In the event that an annual report is not submitted to this office by the first day of March,the Annual retainage(See below)for the previous fiscal year's work shall be forfeited. The contract retainage will also be held pending receipt of both years' reports. In the event that the final reports are not received and accepted by March 1,2021,the Contract retainage (See below)amount shall also be forfeited. Review for future work with the City of Syracuse-Department of Water shall take the delinquency into account. PAYMENT: The Water Department will pay the Consultant for the services herein on a per diem rate basis. Said value shall include the services of the Consultant's engineers, engineers living and traveling expenses,the use of necessary instruments and daily reporting. Payment shall be made for actual days of leak detection,not for calendar or workdays within the contract period or for activities not directly involved with data retrieval (e.g.calculations,mobilization or report preparation). Days lost due to adverse weather conditions,equipment failure,personal emergencies or other delays shall not be considered against the contract. No extra compensation or consideration should be expected for the preparation of the final report including the three(3)copies,though release of the retainage shall be contingent on timely receipt of the final report. The full workday shall be considered the eight(8)hour period beginning at the time agreed upon by the contract administrator and the consultant (usually 11:00pm). The minimum work period shall be two (2)hours. Payment shall be made in increments of one quarter of the per diem payment, i.e. two-hour periods. A 4 f • • PAYMENT(con't): Consultants are discouraged from excessive work hours. Working days should not extend beyond twelve hours,nor include more than two consecutive twelve(12)hour work periods within forty- eight(48)hours. In no case shall the workday extend beyond sixteen(16) hours. Payment shall be limited to no more than twice the daily per diem rate within a twenty-four(24)hour period. This agreement is executed for the contract years 2018/2019 and 2019/2020. Periodically, the Consultant shall furnish an invoice of the work performed. Upon the approval of such invoices by the Commissioner of Water,the number of days worked multiplied by the rate less 5 per cent Annual Retainage for each fiscal year and 5 per cent Contract Retainage for proper execution of the contract will be paid by the Water Department within 30 days from the date of approval by the Commissioner of Water. Annual retainaee Prior to payment of the retainage held for the fiscal year the consultant must 1)Complete no less than 30 days of leak detection 2)Submit the Annual Leak Detection Report with all prescribed elements 3)Submit an invoice for annual retainage. The invoice for annual retainage will be processed by the Water Department within 30 days from the date of approval by the Commissioner of Water. Contract Retainage On the completion of the contract,rendering of the final reports by the Consultant within the prescribed deadline and written approval of the reports by the Commissioner of Water,the 5 per cent Contract Retainage may be released. The Consultant shall furnish an invoice for final payment,which will be processed by the Water Department within 30 days from the date of approval by the Commissioner of Water. PERIOD OF This contract shall be executed during the period beginning no CONTRACT: earlier than April 1,2018,and extend through June 30,2020. A PERSONAL Each firm is required to satisfy itself, by personal examination, EXAMINATION: as to the work involved and the difficulties likely to be encountered in the performance of work under this contract. No plea of ignorance of conditions that exist,or of any conditions or difficulties that may be encountered in the execution of the work under this contract as a result of failure to make the necessary examination and investigation will be accepted as an excuse for any failure or omission on the part of the consultant to fulfill in every respect all the requirements, specifications, etc. nor will the same be accepted as a basic for any claims for extra compensation. PROTECTION: During the above and all work,the consultant is entirely and solely responsible and shall take all precautions for the protection and safety of lives and property in and around the work, shall bear all losses resulting to him, including but not limited to, losses sustained on account of the character,quality and quantity of any part or all the work and all injury to the work area shall be made good by him. ACCIDENTS: The consultant shall provide any and all necessary equipment, supplies and facilities that would be required to administer first aid in event of an accident. Written reports of any such accident shall be submitted to the Water Department promptly. EQUIPMENT: The Water Department reserves the right to inspect and approve any and all equipment that the consultant intends to use. Inspection to be accomplished at a time and place to be designated by Joseph Awald, Commissioner,City of Syracuse Water Department,within ten(10)days of receipt of bid. Only approved equipment shall be used. The Water Department shall not be held responsible for the loss of time resulting from any malfunction of the consultant's equipment. Any extra work created by reason of failure of the consultant's equipment shall not be considered against the contract period. A 6 t . ALTERNATE: It is the intention of the Syracuse Water Department to seek leak detection services outside of the normal 50-day contract period for on-the-spot , investigations. Leak Detection services shall be required on an as needed basis during each contract year for periods not less than four(4) hours and generally not more than two (2)days up to and including a total of twenty (20) 1/2 days. The service provider shall respond to requests within three (3)business days of receiving notification. Reports shall be limited to daily leak reports for each leak site d No additional reporting(e.g.summary by leak type,leak by investigated. district etc.)will be required. All costs associated with the leak detection shall be included. No other expenses(e.g.mobilization,housing, lodgings, reporting)shall be considered against the contract. This alternate may or may not be included in the proposal. The Water Department reserves the right to include or exclude the Alternate within the contract or to contract for the Alternate alone. The fee quote should be based on the cost for 1/2 day(4 hours). Payment shall be made for 1/2 day for each request plus any additional hours or portions thereof required beyond 4-hours pro-rated at '/2 the quoted 1/2 day fee in two hour increments(e.g. 5 2!3 (five and two-thirds)hours of leak detection would be valued at 6 hours or 11/2(one and one half)times the V2 day fee. I AMERICAN LEAK DETECTION GUARANTEE ON DETECTIONS& REPAIRS DETECTIONS:All leak detection work is guaranteed for 30 days from the date of completion. In the event the leak is not where marked,the customer must notify ALD within the 30 day period of guarantee in order to receive a free re-test or to determine if a refund is valid.ALD wiN not be liable for any consequential losses. 10 I AMERICAN LEAK � - DETECTION THE ORIGINAL LEAK SPECIALISTS' OR Lc/INA-t March 21,2018 To: City of Syracuse Division of Purchase 233 East Washington Street Room 221,City Hall Syracuse,New York, 13202 Ref: Bid# 18-122 From: American Leak Detection Inc. 199 Whitney Ave Suite 2 New Haven CT, 06511 Contact: Jimmy Carter—VP Field Operations 760-320-9991 Ext. 120 Email: icarternaamericanleakdetection,com American Leak Detection has been in business since 1974 and is an International Wide Franchise company with over a dozen Corporate owned location with New York being one of our locations. We are very please to have the opportunity to Bid on the 450-mile survey over a two-year time frame for year ending 2019&2020. American Leak Detection prides ourselves on Quality work(Meets AWWA M-36 Requirements)and reports and feel we can accomplish your needs with our highly trained team of experts. Thank you ‘,z -- tiff 3-02 I"ol(Vg Jimmy Carter—VP of Field Operations % " Corporate Office 888 Research Drive Suite 100 Palm Springs California 92262 760.320.9991 fax 760.320. 1288 www.Americanl.eakOetection.com Each office is independently owned and operated AMERICAN LEAK DETECTION coV Leak Proposal City of Syracuse BID REFERENCE#18-122 March 14,2018 City of Syracuse Division of Purchase 233 East Washington Street Room 221 , City Hall Syracuse, New York, 13202 American Leak Detection American Leak Detection Jimmy Carter,VP Field Operations Corporate Office 199 Whitney Ave New Haven CT.06511 And 888 Research Dr Palm Springs Ca 92262 Corp Store location 26 Middle Rd#4 New Bury Ma Jcarter@americanleakdetection.com 760-408-4835 1 AMERICAN �� LEAK • DETECTIONTHE ORIGINAL LEAK SPECIALISTS" Table of Contents Introduction of American Leak Detection............ .... .............».....»..................» Page 2 Capabilities and ServicesPage 2 & 3 Scope of Work/Process.........».M......... ...».»..»....»........»............»......»..»».».......» Page 3 &4 SkillSets..................................................................»..........................»....„........... ........» Page 4 Reference's.»».».».».».».»..................................... ...»..»..............................».»..».....Page 4,5&6 Duration of Past and current Water Utilities... .„...»..........» .»................... Page 6&7 ManagementExperience ................»......»....»..».».»...».....»...».»..»».».................»....»...»........» Page 7 TechnicianExperience »....»...........»»..».»».».....».»»..»....»». Page 8 Estimate For Bid#18-122...».».............»..»»..»_.»..»»..».»......».»....».».»»..».»..»»....»... Page 9 Healthand Safety.............»»....»..».».......».»...».........._...._............»..»»..»....»...»»..».......».............Page 11 Environmental Statement.......... ..............................»».....»»....»....».... Page 12 Trainingand Awareness..........»».....»».......».»._.»»......._..»»..»»..»»...............»..»...........................Page 12 CustomerSatisfaction »»..»».....»».»..».......»...»..»............».»..»»................ ........ Page 13 Leak Survey Agreement»....».......»..»......».»...........»».....».»». »»».. Page 14-16 Client Agreement................»».............».....».......,.....».......»».».......»....».....»......»....».».».»......... Page 16 Attachments: ➢ Letter Head ➢ Certificate of Liability Insurance ➢ Syracuse Request for Proposal w/ Signature Pages AMERICAN LEAK DETECTION Introduction ALD is an established professional company with over 40 years'experience in the field of leak detection and water conservation. ALD work with many water companies and have formed trusted working relationships which have led to our growth in this sector. Due to our spread of work across the country we have been able to adopt many different techniques and methods which in turn enable us to implement and adopt best practice across a number of our contracts. It is our belief that by leading from the top, we are able to fully motivate our staff and therefore provide trusted and stable teams who are committed to providing a first-class service at all times. In order to fully understand our client's requirements,we will put forward a bespoke works management system in order that we can identify any problem areas and enhance operations to suit. We will then ensure the staff allocated to this contract will be of the right caliber and skill set and through continuous monitoring, will aim to exceed expected performance. At the start of each contract we will discuss and agree a way of working with our client in order to manage both the staff and the contract efficiently. The main areas we will focus on are;- • Ensuring all equipment is in line with new technologies and upgrade if necessary • Take joint responsibility in management of staff • Agree jointly, methods of work • Provide nationally recognized qualifications for staff • Actively performance manage the staff • Share all knowledge and ideas with our client We strongly believe in adding value to all parts of our operations,which in turn enhances the experience to the customer.Our level of client support is not matched by any of our competitors, which results in a high level of customer satisfaction. Capabilities and Services Offered ALD are able to offer the following services; Potable Water Network • Leak Detection Surveys o Correlation o Accelerometers and Hydrophones „ Open Sounding Acoustic Logging Ground Microphone Gas Injection • Mains/Services Mapping &Tracing Mains and asset mapping with highly accurate GPS, plotting to GIS platforms • Flow and Pressure Logging Installation, monitoring and analysis • PMA Design Monitoring, design and installation • PRV Optimization Monitoring, servicing and optimization • DMA/Zone Design Meter sizing, design, Pressure Zero Testing, meter accuracy testing, installation of data-loggers and telemetry, Water Balance 7 1 AMERICAN LEAK DETECTION • DMA/Zone Optimization o Meter calibration, Pressure Zero Testing, Critical Point Analysis, MMF&NNF Analysis • Water Efficiency Surveys o Flow testing, Pressure Testing, Retro-fit Flow Restrictors for Showers,Taps, Urinals, Lavatories, Syphon Dams, Dual Flush Systems, Flow Regulators • Water Audits o Flow/Pressure Surveys,Analysis of Areas of consumption Drainage and Sewer Networks • Acoustic Sewer Surveys • Conventional Camera Surveys • Infinity Zoom Camera Surveys • Asset Surveys • Data Analysis • Mapping &Tracing o Mains and asset mapping with highly accurate GPS, plotting to GIS platforms • Depth monitoring • Flood Alleviation Scope of works—Leak Detection Surveys In order to tackle leakage in the most cost-effective manner it is imperative that the correct method of leakage detection is used. Often a mix of techniques will be required to meet objectives. The main methods we tend to adopt are;- Open Sounding: This can take the form of either mains sounding or blanket sounding,where all fittings are sounded, including customer stop-taps. This method is time-consuming but can be very effective on non-metallic systems or poor pressure areas. Correlation will be used to accurately position the leaks. Leak Noise Correlation: Leak noise correlation is used to accurately pinpoint any leaks. This method is able to detect the sound and vibration of water escaping from a hole or fracture in the pipe using acoustics. By understanding the velocity of noise in any particular pipe and taking record of the pipe material, length and diameter,we are able to accurately locate the position of leaks on the pipeline. Acoustic Logging: to include technologies such as'lift and shift', permanent installations and correlating loggers. This method can be used to great effect on most networks and can reduce survey times significantly in some areas. The main areas where this method has limitations is in areas of high consumption, areas with a high level of MDPE, HDPE or PVC and areas where there are few mains fittings. Ground Microphone: Ground Microphones are particularly useful for pinpointing leaks, especially in non-metallic networks or where noise is minimal.Where conventional methods such as correlators cannot be use,the ground microphone can be used as a survey tool as this equipment can detect noises at very low frequency and decibel. Hydrogen/Nitrogen or Helium Gas Injection: Will only be used where other methods have not been effective. Inert gases such as Hydrogen and Helium can be fed into the pipeline to either mix with the water directly.Where leaks are present the gas will escape with the water and due to it being lighter than air,will find its way to the surface. We will use specialist tracing tools to locate the gas and therefore pinpoint the leak.This approach is particularly useful in non-metallic networks or low pressure areas where leak noise is minimal. 3 I AMERICAN LEAK DETECTION Step-testing: enables areas of leakage to be narrowed down through a number of valve operations and noting the resultant drops on the meter.This enables areas of possible leakage to be localised quickly and therefore survey times reduced.As a company,we favour a slightly different method to standard step-testing, where areas are completely isolated for a period of time leaving customers with no water. Our method is to shut out an area, check the drop on the meter and then get the area opened up and the process repeated. This ensures that customers are out of water for the shortest possible time. However,we are happy to adopt any practices the client sees fit. The main drawbacks with all methods of step-testing are the possible problems with water quality, poor condition of SV's (do not hold), all work has to be done at night and interruptions to customers supplies. The exact methods used for leak detection will vary across the area and will be dependent on the following:- • Available pressure in the system • Pipe material • Availability of fittings • Levels of commercial consumption • Diurnal consumption patterns • Ground conditions • Water quality issues • Extraneous noise within the system • Current level of losses A key area of leak detection is to ensure the completeness of repairs and that the leaks can be accurately prioritised for repair thus enabling those with the larger volumes to be repaired first. This can be achieved by shutting out all mains leaks at night noting the drop on the district or zonal meter and therefore quantifying the volume. We must always ensure all staff are adequately trained, both in terms of correlation and pipe tracing, all equipment is regularly checked for accuracy and that all GIS systems are updated when anomalies are found. We possess our own system of regular assessment and equipment audits that ensures that dry holes are kept to a minimum. The main skill sets the field teams require are as follows: - All teams ✓ Basic correlation ✓ Pipe-tracing ✓ Sounding techniques ✓ Use of ground Microphones ✓ Confined Space Awareness ✓ Valve Ops ✓ Health &Safety Awareness ✓ Environmental Awareness ✓ Manual Handling ✓ COSHH awareness ✓ Basic understanding of pressure management ✓ Understanding of regulatory requirements ✓ Customer awareness References ALD work with many water companies and have formed trusted working relationships which have led to our growth in this sector. In 2016 we acquired additional capabilities in order to build and fully 4 I AMERICAN LEAK DETECTION exploit the municipal line of business through the purchase of NRW Utilities Ltd, a UK based company specializing in leak detection services. By combining our experience within the group,ALD are able to utilize the expertise of the UK technicians and work closely together with our US technicians. Together,we are able to provide highly experienced and knowledgeable staff from many different sectors of the water industry. Staff have worked at all levels and have been involved in all stages of leakage management from planning and conception to the implementation and management.This coupled with an in-depth understanding of leak detection and water management enables ALD to tackle leakage with high levels of efficiency and success. Previous leak detection surveys that have been carried out in the US include the following; Municipal Reference City of Miramar, Florida Stephen Glatthom—sglatthorn@miramarfl.gov Tellico Area Services Systems _ _ Mark Clinton(423)884-6400 Knox Chapman Utility District Scott Prater(865)577-4497 Oak Ridge National Laboratory—Utilities i Tim Cofer(865) 576-3332 Division Shane Sheppard Consolidated Irrigation Manager consolidatedirrigation(ir)comcast.net 509-924- 3655 Bryan St Clair Modern Electric Water Superintendent bstclairt mewco.com 509-928-4540 Yakima County Water Mike Shane—Irrigation Engineer mike.shane(a�vakimawa.gov 509-576-6480 City of Stayton Tom Eztel, Public Works, 503/302- 5268 tetzel a(�ci.stayton.or.us _ T _ City of Banks Tom Tuski 503/729- 1028 ttuski(@cityofbanks.orq City of Roseburg Tony Dietrich, PW Superintendent, 541/492- 6898 tdietrich a(�,cityofroseburg.orq Pine Cove Water 2014,2015,2016 Jerry Holdber, 24917 Marion Ridge, Pine Cove, CA(951)659 2675 Fern Valley Water Steve Erler, 55790 South Circle, Fern Valley, CA(951)659 2200 Golden State Water-Rancho Cordova_ Larry Dees, 2330 A Street, Santa Maria, CA Golden State Water-Bpypoint Golden State Water—Clearlake (805) 346 7407-2016 and 2017 City of Woodlake 2014 Jason Waters, 350 N.Valencia Blvd,Woodlake, CA_(5591 564 8055 Mountain Meadows Mutual Water-2015 David Richman, PO 5038, Mammoth Lakes, CA (760)935 4800 Yarnell Water AZ—2008 f Stacy Zudell, PO Box 727, Yamell (928)427 3321 Cayucos Water, CA-2015 Mark Chiaramonte, 1675 Cabrillo Avenue, Cayucos (805) 995 1007 5 1 AMERICAN LEAK DETECTION Paso Robles Beach Water Assoc. 2015 Robert Ruiz, PO Box 315,Cayucos (805)235 5417 Terrace Water 2014 Tobi, PO Box 640, Colton ----_. ._ (909)838 0291 Kittery Water District-2010 Guy Hodgdon, 17 State Road, Kittery, Maine (207)439 0775 Specialist Fields–Military Bases Mountain Home Air Force Base Idaho Edwards Air Force Base l California Offutt Air Force Base Omaha Nebraska Kingsl y Air Force Base I Klamath Oregon Laughlin Air Force Base Del Rio, Texas 29 Palm Air Force Base California Fairchild Air Force BaseWashington All of our technicians have worked on both large and small scale Leak Detection framework agreements and are fully committed to providing a first-class service at all times. The technicians will typically have the following experience; All Teams — Spedi Correlation Advanced correlation(digital correlators, hydrophones etc.) Pipe Tracing Good working understanding of pressure management Sounding Techniques Acoustic logging and an understanding of associated data Use of Ground Microphones Ability/experience to undertake zone validation exercises, PST's etc. NRSW A Unit 2 -_ Understanding of DMA data Valve Ops Skills to undertake trunk main surveys and _ balances Manual Handling Ability to undertake commercial water audits COSHH Awareness Flow and pressure monitoring Basic understanding of pressure management Understanding of regulatory requirements Customer awareness Previous leak detection surveys that have been carried out in the UK and overseas include the following; Duration 6 years Essex&Suffolk Water(2008–2014) 3m 11 years Thames Water(2002–2013) 15m _6 years Scottish Water(2008–2014) 4m 6 • AMERICAN LEAK DETECTION 3 years Veolia Water(2009—2012) 5m 3 years Veolia Water(2015) 5m 3 years Sydney Water(2015—Present) 5m 5 years Hunter Water Veolia Water(2018- 2m 2023) 6 years Northumbrian Water(2008—2014) 3m 12 years South East Water(1999—2011) lm 6 years South West Water(2006—2011) __1m 3 years Sutton &East Surrey Water(2011 — _ 2014) 0.3m 1 year Severn Trent Water(2012—2013) 4.5m It would be our intention to put forward a number of Specialist Technicians that will perform the surveys and should we be successful in this bid,we would like the opportunity to discuss your requirements in more detail,ensuring the placement of the correct skill set. ____--womummilmornimmum7 Steve Gayler • 30yrs in water industry • NRW specialist • Water Management&Conservation • Pressure Management • DMA Design and Build • Numerous contracts worldwide • Long term multimillion(£) Frameworks • Military Bases, Schools, Hospitals, Public Buildings Jimmy Carter • VP of Field Operations • Leak Survey/Correlation • Military Bases, Schools, Hospitals, Public Buildings • Project Management • Over 30 years in water industry • Training • Technical Support • Numerous projects across US "imp y —Z_,.�..,.T,_ �t tiar'fiat'ti3Ti"s 7 1 I AMERICAN LEAH DETECTION Ken Brighton(US) . Data Logging Jordan Marsh(US) • Correlation Thomas Walker(US,AUS) • Hydrophones Jeff Deel(US) • Velocity Measurement Wally Litwin(US) • Step Testing Dominick Rapisardi(US) • Trunk/Strategic Mains Perry Goutzos(US) • Ground Microphone Callum Fowler(UK, US, AUS) • Tracing/Line Location Adrian Parker(UK, US,AUS) . Gas Injection Neil Powell(UK,AUS) Frank Hardie (UK,AUS) ALD has a wide variety and diverse resource pool of expertise within the water industry and its services are 100%focused on providing leak detection services for water companies across the US. Therefore, it not only understands all of the issues involved, it has also already placed considerable resources and training into the development of this service. ALD will provide as a minimum; ✓ management support ✓ high specification of equipment ✓ flexibility ✓ excellent levels of customer care and support ✓ high levels of Health and Safety training and awareness ESTIMATE Billing Phone: Estimate No: M060 8 AMERICAN LEAK DETECTION GUARANTEE ON DETECTIONS&REPAIRS DETECTIONS:All leak detection work is guaranteed for 30 days from the date of completion. In the event the leak is not where marked,the customer must notify ALD within the 30 day period of guarantee in order to receive a free re-test or to determine if a refund is valid. ALD will not be liable for any consequential losses. 10 A AMERICAN LEAK DETECTION Policy Standards and Values Health&Safety American Leak Detection(ALD)currently operates a system of health and safety training and instruction that has been developed in line with current legislation and industry best practice. The information provided to our staff and the onsite instruction given to new members of staff is contained in both our company Health and Safety policy and the Employee Handbook. ALD currently manage potential health and safety risks by way of a Risk Assessment Management system which enable us to undertake risk assessments in pictures quickly and easily, using online technology and graphics.These are then issued to each member of staff and revisited on a regular basis to ensure compliance with the latest Health and Safety legislation. Vehicle audits ensure that all necessary equipment and PPE is held on each vehicle and that all is in a satisfactory condition. Calibration dates are checked on all electronic equipment and any faults are quickly recognized and dealt with promptly.All site equipment and PPE are checked for signs of wear and tear and replaced if required. ALD believe continual training is essential for the reduction of accident/incident rates and the occurrence of ill health and environmental damage in our workplaces. Toolbox talks play a major part in our continuing effort to create an increased awareness of the hazards present in our workplaces, and the precautions which must be taken to eliminate or control them. in order to keep all our employees up to date,ALD deliver toolbox talks to all our employees on a monthly basis covering a wide range of topics. ALD operate a number of internal policies and monitoring strategies that provide us with specific data on our current H&S performance.This data is then discussed at management meetings and suggestions and improvement plans implemented where necessary. ALD carry out regular training sessions with all our staff on the principals of manual handling,confined space awareness,COSHH awareness,as well as any company specific requirements. By carrying out these types of training courses we reduce the number of accidents we have, as well as putting our staffs welfare at the forefront of the company's priorities. Environmental ALD has established and documented an Environmental Management System.ALD will implement, maintain and continually improve the Environmental Management System in accordance with the Environmental Policy. The scope of the Environmental Management System concerns only those areas that the business can directly control or influence and covers; • The provision of Leak Detection services to client specification • The disposal of related waste equipment and materials • The administration process required for the provision of ALD services Summary of requirements Top management must define an Environmental Policy and ensure that,within the defined scope of its environmental management system, it: a) Directly relates to the environmental impacts of the Organization's scope of activities, products and services b) Takes into account the nature and magnitude of all such environmental impacts 11 AMERICAN LEAK DETECTION c) Commits the Organization to take all reasonable steps to prevent pollution d) Commits the Organization to continually seek improvements in its Environmental Management System e) Commits the Organization to compliance with all relevant legal requirements f) Provides a framework for setting and reviewing environmental objectives and establishes time frames for their achievement g) Is documented, put into practice and sustained h) Is introduced to all persons working for or on behalf of the Organization i) Can be accessed by the public Environmental Statement ALD International Ltd recognizes the need for sustainable development and continually aims to improve the environmental effect of its activities,to achieve this we will: - Establish sound environmental management by: - • Meeting or improving upon relevant legislative, regulatory and environmental codes of practice. • Developing objectives that target environmental improvements and monitor performance by regular review. • Considering any environmental issues in the decision-making process. • Developing a relationship with suppliers and contractors so that we all recognize our environmental responsibilities. Educating staff so that they carry out their activities in an environmentally responsible manner. Provide for the effective use of resources by: • Promoting waste minimization by recycling or finding other uses for by-products whenever economically viable. • Promoting the efficient use of resources, energy and fuel throughout the organization's operations. Co-operate with:- • The communities in which we operate. • The Government,regulatory bodies and other interested parties with the shared vision of being a good and trusted neighbor. Competence Training and Awareness All persons performing activities(for or on behalf of ALD)that may have an impact on the environment shall be competent for their respective tasks on the basis of education,training and/or experience and the appropriate supporting records are retained as appropriate. Training needs for the environmental issues are identified as part of the annual performance reviews. Appropriate training is then organized and the relevant records are retained. All environmental issues are discussed at our monthly toolbox talks and any issues raised are discussed further at the Management Review and fed back through the monthly newsletter. Performance Partnering Performance Partnering involves common goals to be identified and a mutual agreement to be developed to include value and benefits for all parties involved.The needs and aspiration of each party, whether mutual or individual, should be respected and supported by each partner involved. 12 AMERICAN LEAK DETECTION ALD works within a motivational environment that encourages the development of system improvement through continuously monitored change management.There is an emphasis on trust within the partnership that will mature over time into a stable and harmonious union, in which both parties can achieve their goals and strive further than as an individual unit with the support of each other. Customer Satisfaction ALD strives for customer satisfaction and we are therefore determined to ensure that our customer service is second to none. We are committed to providing the best possible service to our customers and endeavor to look after them in a way that adds real value. We aim to meet and surpass customer expectations effectively,efficiently and with an unremitting focus on quality. With this in mind, we run a customer satisfaction survey and use the data to improve our customer care. When we interview staff we will assess their customer care skills and test them with the use of customer complaint scenarios. All staff are trained in customer service and customer care skills as documented in our Customer Care Policy as part of their induction. We have a procedure for recording and investigating any customer complaints. The information received from our customer satisfaction index is also used as the basis for identifying where more training is required in terms of customer service and communication. Staff appraisals also focus on the need for successful customer care and again are used as a way of identifying areas requiring improvement. The key drivers for providing customer good quality customer care are:- ✓ High level of customer satisfaction ✓ Confidence in the company ✓ We are representing our clients ✓ We want to project a high company profile ✓ Without customers,we do not have a business • We are all customers too Survey Agreement City of Syracuse Site: "As specified" 13 AMERICAN LEAR DETECTION Leak Survey Agreement This agreement made March 14, 2018 by and between American Leak Detection, Inc., and City of Syracuse(hereafter the'Client'). In accordance with the terms of this agreement,ALD will provide leak detection surveys and/or leak detection services and related consulting (the'Services')to the Client. The services are to be provided in connection with the project fully described in Exhibit A to this agreement. Responsibilities of ALD ALD will conduct leak surveys on the Client system or elements of the Clients system and where leaks are detected, ALD will use its best efforts to pinpoint the location of those leaks. ALD will provide fully trained professional leak detection technicians using leak detection methods as it deems necessary,including but not limited to, leak noise correlation, electronic Ground Microphones and inert gas trace detection. ALD will provide daily summary reports throughout the duration of the project and such summary reports will include lines surveyed,faults and characteristics noted and any leaks detected. ALD will familiarise itself with the Clients distribution system, either by the study of the Client maps and records,or by study of the Clients system to determine availability, condition, location and suitability of the available contact points. If the available contact points are inadequate or insufficient to provide accurate and reliable survey data,ALD will advise the Client and consult with the Client on effective remedies. ALD will mark up all leak sites and when possible,verify the location of such leaks through secondary examination. Such leaks will be clearly marked and reported to the Client within seven business days after the completion of the project. The comprehensive report will provide a detailed description of area(s)covered,system condition, any areas of concern and suggestions for additional or periodic surveys, repairs and/or improvements and other system details as requested by the Client. Independent Contractor Relationship The Client will at its own cost,furnish complete and accurate maps, drawings, as-builts, and system notes (hereafter the'Detail')to ALD. Such detail will accurately present data on the type, size and location of all buried pipe(s),hydrants, valves,service valves,valve boxes, previous repairs(and repair types), post-installation additions or deletions, and any known hazards. The Client will take all reasonable steps to provide access to the system for ALD,including exposing and/or cleaning system valves, valve boxes, service valves or other buries or otherwise inaccessible appurtenances of the system. The Client will furnish personnel to operate any valves, service stops or hydrants and handle any public relations and traffic control (to include the notification of public safety officials)as needed, and will further provide such information as may be necessary from time to time by ALD. The Client will maintain constant pressure in the system being surveyed or tested to ensure that any leaks will generate continuous energy and signals. In the event that acceptable contact points are not available,the Client agrees to provide access points to the system as may be required by ALD in order to provide accurate leak survey and/or pinpoint leak detection information. 14 AMERICAN LEAK DETECTION It is the Clients responsibility to call the appropriate utilities to determine the location of utility lines prior to the commencement of any excavation. ALD does not undertake to determine the location of any gas, electric or other dangerous lines which may be in the vicinity of detected leaks. ALD will ensure its best efforts to thoroughly and completely provide the services described herein. The Client aggress to pay ALD in full,whether leaks indications are found or not. If the Clients failure to satisfy its responsibilities set forth in this agreement compromises ALD's ability to adequately complete the leak survey and detection services described herein,the Client shall at ALD's option; 1) nevertheless pay ALD in full for an incomplete survey or 2) pay ALD an adjusted fee to reflect additional work required to provide a complete survey. Limitations of Damages In the event of ALD's failure to fully perform its responsibilities hereunder, the Client agree that ALD's monetary liability shall be limited to the amount of its agreed fee. In no event, shall ALD be liable for consequential or punitive damages nor the non-economic injury to the Client. Amendment and Approval Any modification or change in this agreement must be I writing and signed by an authorised representative of the parties hereto before any such modification or change can take effect or be binding upon either party. Dispute of Resolution In the event of a dispute concerning either party's performance of its obligations under this agreement, other than the Clients obligation to pay compensation for service rendered, either party shall have the right to have the matter resolved by arbitration pursuant to the rules of the American Arbitration Association, provided that demand for arbitration is made before or upon filing an answer in any litigation. Attorney Fees and Other Costs In the event either party retains legal counsel as the result of a breach of any of the terms of this agreement,the prevailing party shall be entitled to recover reasonable attorney's fees and costs from the breaching party, regardless of whether such fees and costs are incurred in litigation, arbitration, or otherwise. Period in Which to Make Claims Except with regard to the Clients obligations to make payment to ALD pursuant to this agreement or any other agreements between the Client and ALD,and due to the urgent nature of the services provided by ALD and the Client,any and all claims arising out of this agreement or the relationship between the Client and ALD shall be barred unless notice,action or proceeding is commenced within 30 days from the date on which the Client or ALD knew or should have known, in the exercisable of reasonable diligence,of the facts giving rise to such claims. Severability Except as otherwise stated in this agreement, each provision of this agreement, and any portion of any provision is severable and the remainder of this agreement will continue in full force and effect. To the extent that any provision of this agreement is deemed unenforceable,the Client and ALD agree that such provisions will be enforced to the fullest extent permissible under governing law.This agreement will be deemed automatically modified to comply with governing law if any applicable law requires; a)a greater time period for notice of the termination of this agreement or; b)the taking of come other action not described in this agreement. (Force Majeure Neither the Client or ALD shall be responsible for any downtime,and neither party shall be liable for any breach of this agreement or delay in performance except as to the obligation to pay for services rendered under this agreement, resulting from a strike,lockout, or other labour dispute,fire, earthquake,flood,civil commotion,war, riot, acts of governmental authorities, acts of God, casualty, or accident, delay in the delivery of energy, or other cause beyond the reasonable control of or occurring without the fault of such party. 15 1 AMERICAN LEAK DETECTION Assignment Neither the Client nor ALD may assign this agreement(or any part of it)without the prior written consent of the other party.The provisions of this section do not limit, in any way, the ability or right of either party to hire and discharge employees, agents, subcontractors or other representatives. Compensation ALD agrees to provide services related to the project hereunder and the Client agrees to pay ALD in accordance with the Exhibit A attached hereto and incorporated by reference. All leak reports will be sent with invoices for services rendered. Payment terms are net thirty(30) days. ALD will not be responsible for any charges incurred by the Client for outside work or equipment hired or contracted for by the Client. Entire Agreement This agreement,together with any attachments, exhibits or concurrently executed documents set forth the entire agreement and understanding of the Client and ALD in respect to the transactions and services contemplated hereunder and supersede all prior agreements,arrangements and understanding related to the subject matter hereof. Intending to be bound, the Client and ALD sign and deliver this agreement effective on the day and date first written above. AMERICAN LEAK DETECTION, INC. CLIENT: Company: c444141/ fP � , a-6m) S, Signature Title of Responsible Party /0(.v K r4 U p—N Gf C(a S( Address 1(00' 3w)- q/'51 67)(1 City, State,Zip C Q U. 7LoO• Phone Purchase Order Number 16 Client#: 109506 AMELE135 ACORD CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) 3/1912018 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POUCIES BELOW.THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT:If the certificate holder Is an ADDITIONAL INSURED,the policy(les)must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement A statement on this certificate does not confer any rights to the certificate holder in lieu of such endorsement(s). PRODUCER ACT Juliann Pulte N E; People's United Ins.Agency CT PHnNE 203 338-7933 ]FAX (MC,No,Ertl: (Mc.No):844-503.0878 850 Main Street E-MAIL Jullann.Pulie@peoples.com Bridgeport,CT 06604 ADDRESS: 203 338-7900 INSURERS)AFFORDING COVERAGE NAIL M INSURER A:Lberty akaaYbserense OMD 23043 INSURED INSURER B:Twain wq«lyC aeaayOe.MAar 25674 American Leak Detection,Inc. INSURERC:eneleWelsNs maCaareey 23809 888 Reserach Drive #100 INSURER D Palm Springs,CA 92262 - INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS 1S TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. r!‘ TYPE OF INSURANCE NSR LAND} POLICY NUMBER IM�t7:1112/11MLIMITS _ A X COMMERCIAL GENERAL LIABILITY BKS56757172 07101/2017 071011201 EACH OCCURRENCE 51,000,000 CuAIMS-MADE XJ OCCUR iQ rrence) s500,000 X PD Ded:500 MED EXP(Any one person) $15,000 PERSONALS ADV INJURY 11,000.000 GENT AGGREGATE LIMIT APPLIES PER GENERAL AGGREGATE 53,000,000 PRO- 1 POLICY JECT LOC PRODUCTS-COMPIOPAGG 53,000,000 OTHER: 5 A AUTOMOBILE LIABILITY X BKS56757172 07/01/2017 07101IN NGLEum"- 11,000,000 X ANY AUTOBODILY INJURY(Per person) 5 OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS ONLY AUTOS X AU ED ONLY Y.' Nf)N OMIWEUPROPERTY DAMAGE AUTOS ONLY WeraWdens 5 8 X UMBRELLAUAB X OCCUR ZUP16N059281BNF 01/01/2018 07/01/201 EACH OCCURRENCE s4,000,000 EXCESS UAB —y CLAIMS-MADE AGGREGATE 58,0001000 DED X RETENTION 510000 C WORKERS COMPENSATION 'WC009619561 -CA 101/0112018 01/01/201 AND EMPLOYERS WA INUTY ATINF ANYI^�„EwH M9 PANTNITF_XCLXECUTWEJ N MWC007442760 01/01/2018 01/01/2019k EL EACH AccloENT s1,000,000 CIfT(Mandatory In NH) EL.DISEASE-EA EMPLOYEE $1,000,000 If yes,desalbe under DESCRIPTION OF OPERATIONS below_ EL DISEASE-POLICY LIMIT 51,000,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES(ACORD 101,Adellonal Remarks Schedule,may be seethed It mon space Is required) The City of Syracuse and the City of Syracuse Department of Water shall be named as additional Insureds. CERTIFICATE HOLDER CANCELLATION Cityof Syracuse SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE y THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE tllc/WJW>'WAktit Arty ©1988-2015 ACORD CORPORATION.All rights reserved. ACORD 25(2016/03) 1 of 1 The ACORD name and logo are registered marks of ACORD #S929006/M911280 JDA CT i raci tsc �A CITY OF SYRACUSE REQUEST FOR PROPOSAL SERVICES FOR LEAK DETECTION FOR THE CITY OF SYRACUSE WATER SYSTEM FOR FISCAL YEARS ENDING 2019 & 2020 BID REFERENCE #18-122 Office of Management and Budget Division of Purchase TABLE OF CONTENTS Page Section I-General Information for Respondents ..3 Deadline for Proposal Submission 3 Duration of Contract 3 Award 3 Unbalanced Proposals 3 Proposal Review 4 Evaluation Criteria 4 Note To Respondents 5 Termination 5 Budgetary Funding&Insurance 5 Section II—Instructions to Proposers(Required Information) 6 Content of Proposal (Scope&Intent) 6 Scope of Services Required 6 Professional Service Contract 6 Professional Insurance 6 Section III-Proposal Submission ....................... ... 7 Submission of Proposal 7 Additional Information 7 Exhibit A-Preliminary Scope of Services .Al to A7 Proposal Requirements Sheet . 8 Proposal Sheet 9 Section IV-Required Signed Forms 10 Data Sheet 10 Professional References 11 Non-Collusive Certification 12 Non-Dicrimination Questionnaire 12 Disclosure Statement 13 &14 Signature Page 15 Sample Consultant's Agreement(attachment) 2 REQUEST FOR PROPOSAL BID REFERENCE #18-122 LEAK DETECTION FOR THE CITY OF SYRACUSE WATER SYSTEM FOR FISCAL YEARS ENDING 2019& 2020 FOR THE CITY OF SYRACUSE,NEW YORK ONE(1) ORIGINAL AND NINE(9)COPIES OF THE PROPOSALS MUST BE RECEIVED PRIOR TO 2:30 P.M.,TUESDAY,APRIL 3RD,2018 AT THE FOLLOWING ADDRESS: CITY OF SYRACUSE DIVISION OF PURCHASE 233 EAST WASHINGTON STREET ROOM 221, CITY HALL SYRACUSE, NEW YORK, 13202 BE SURE THAT YOU HAVE COMPLETED AND ATTACHED ALL OF THE INFORMATION REQUIRED IN THESE SPECIFICATIONS. ONE(1)ORIGINAL(marked as "ORIGINAL') AND NINE (9)COPIES OF YOUR PROPOSAL ARE REQUIRED. SPECIAL NOTE: IMPORTANT!! PROPOSAL PACKAGES MUST BE SEALED AND CLEARLY MARKED ON THE EXTERIOR SHOWING THE PROPOSAL NAME AND REFERENCE NUMBER 18-122 AS LISTED IN THIS SOLICITATION! PLEASE PRINT THE WORDS "ORIGINAL" ON YOUR ORIGINAL COPY SECTION I-GENERAL INFORMATION DURATION OF CONTRACT The duration of this contract shall be for a period of two(2)years from the date of execution of contract. The City of Syracuse reserves the right to extend the period of the contract for an additional two (2) year period beyond that period of time stated. AWARD The Director of Management and Budget may award this proposal, following the required approvals, if it determines such proposal is in the best interest of the City of Syracuse. UNBALANCED PROPOSALS The City of Syracuse through the Director of the Office of Management and Budget, Division of Purchase reserves the right to reject any and all proposals not deemed in the best interest of the City and to reject as informal such proposals, as in the Director's opinion, are incomplete, conditional,obscure, or which contain irregularities of any kind, including unbalanced proposal. By an unbalanced proposal, it is meant one in which the amount proposed for one or more separate items is substantially out of line with the current market price. An agreement shall be entered into between the City of Syracuse and the successful respondent following the approval of the Mayor and the Common Council. PROPOSAL REVIEW Upon receipt of proposals, a project committee will review each proposal and recommend for award by the Mayor. The Mayor's award is subject to approval of the City of Syracuse Common Council. Proposals will be reviewed on the basis of competency,experience and ability to perform the services required. Proposers should be willing and able to provide additional information that may be required by the screening committee. Proposals will be reviewed on the basis of those items stated in the"Evaluation Criteria" section. The City of Syracuse reserves the right to waive any formalities and to reject or negotiate any and all proposals without assigning any reason. EVALUATION CRITERIA Proposals will be evaluated based on a variety of criteria to include: I. The education, experience, and expertise of the firm's principals and key employees involved with the execution of the contract for the City (e.g. on-site technician, managing engineer, reporting engineer). 2. The firm's specific experience, stability,and history of performance on flow measurement projects, depending on the scope of project proposed by each firm. 3. The firm's understanding of program and explanation of design concept. 4. Availability of adequate personnel to perform the required work expeditiously. S. The names of individuals in the firm who will be assigned key project responsibilities, with particular attention to their qualifications,certifications,competence,and past performance. 6. The firm's approach to the planning, organizing, and management of a project effort, including communications procedures, approach to problem solving,cost control, and similar factors. 7. Financial stability and level of insurance of the firm. 8. Recommendations and opinions from your firm's previous clients. 4 9. The fee proposal. 10. Information provided in response to specific questions or items in these RFP documents. 11. Quality and accuracy of the equipment to be used for testing. NOTE TO RESPONDENTS Please retain a copy of this complete document for your records. This is the only copy you will receive. You will be forwarded notice of the awarded items only. The City of Syracuse reserves the right to waive any formalities and to reject or negotiate any and all proposals without assigning any reason. Please be advised that any exceptions to these specifications may be cause for your proposal to be disqualified. Any and all exceptions to this specification must be clearly and completely indicated. Attach additional pages if necessary. TERMINATION The City of Syracuse reserves the right to terminate this contract, or any part of this contract with thirty (30)days written notice by the Director of the Office of Management and Budget, Division of Purchase or such other officer designated by the Mayor to the contractor of the City's intent to do so. BUDGETARY FUNDING: It is understood by and between the parties hereto that this contract shall be deemed executory only to the extent of the monies appropriated by the and available for the purpose of this contract and no liability on account thereof shall be incurred beyond monies appropriated and available for the purpose thereof. For any year beyond the initial proposal year, this proposal is contingent upon the appropriation of sufficient funds. INSURANCE REQUIRED: The professional insurance requirement for this project is described in the professional services sample contract attached. The Consultant shall secure, at its expense, a General and a Professional liability insurance policy with contractual liability coverage. The insurance shall be in the minimum amount of$2,000,000.00 per claim and $2,000,000.00 as the aggregate limit of liability. The City of Syracuse and the City of Syracuse Department of Water shall be named on the policy as additionally insured. SECTION II—INSTUCTIONS TO PROPOSERS(REQUIRED INFORMATION) 1. Your proposal should include the following: A. A description of the services you propose to provide. B. A description of your proposed approach to the project. This should address such things as project staffing;the need for and names of sub-consultants and testing labs; and the role and responsibilities required of the Syracuse Water Department staff throughout the project. C. A statement of your ability to complete the project within the designated time limits. D. A list of at least three(3)clients for which you have recently completed a similar project, including names, addresses, phone numbers, and project information. E. A statement of the fee you will require for the project. 2. Scope of Services Required: The enclosed "preliminary scope of services" (Exhibit A) describes the services that the Water Department feels are required to complete the project. Your proposal need not be bound by the limits of this list. In fact, we intend that this list is only preliminary and your proposal will fully describe services that you propose to provide to complete the project in a competent and professional manner. 3. Professional Service Contract: A contract utilized by the City of Syracuse is included for your information. After a consultant is recommended and approved by the Mayor and Common Council, a contract similar to this one incorporating the agreed upon final scope of services, all or part of Exhibit A, fee, and payment requirements will be drafted. The consultant selected should be willing to enter into the contract provided. 4. Professional Insurance: The professional insurance requirement for this project is described in the professional services sample contract attached. The Consultant shall secure, at its expense,a General and a Professional liability insurance policy with contractual liability coverage. The insurance shall be in the minimum amount of$2,000,000.00 per claim and $2,000,000.00 as the aggregate limit of liability. 5. Project Screening Committee: Upon receipt of proposals, the project screening committee will review each proposal and recommend a consultant for approval by the Mayor and Common Council of the City of Syracuse. Proposers should be willing and able to provide additional information that may be required by the screening committee. Interviews may be requested, at the discretion of the screening committee. A list of criteria that will be considered by the screening committee has been included elsewhere in this packet. Your proposal should address as many of these items as practicable. 1 SECTION III -SUBMISSION OF THE PROPOSAL One(1) original and Nine(9)copies of the completed proposal must be received by 2:30 p.m., TUESDAY,APRIL 3RD,2018 at the following address: CITY OF SYRACUSE DIVISION OF PURCHASE 233 EAST WASHINGTON STREET ROOM 221,CITY HALL SYRACUSE, NEW YORK.13202 SPECIAL NOTE: IMPORTANT!I PROPOSAL PACKAGES MUST BE SEALED AND CLEARLY MARKED ON THE EXTERIOR SHOWING THE PROPOSAL NAME AND REFERENCE NUMBER 18-122 AS LISTED IN THIS SOLICITATION! PLEASE PRINT THE WORDS "ORIGINAL" ON YOUR ORIGINAL COPY ADDITIONAL INFORMATION: Should the bidder require any additional information about the items being bid on this proposal,please contact: Philip K. Johnston Water System Engineer City of Syracuse Department of Water 101 N. Beech St. Syracuse, NY 13210 Phone: (315)448-8346 e-mail to: pjohnston@syrgov.net I EXHIBIT "A" PRELIMINARY SCOPE OF SERVICES: Professional Services Related to Leak Detection For the City of Syracuse Water System INTENTION: It is the intention of the City of Syracuse,New York to secure the services to do Leakage Investigations in the City of Syracuse Water System throughout a two year period during 2018/2019 and 2019/2020. WORK The work to be performed by the consultant shall include the INCLUDED: furnishing of labor,materials and equipment necessary to perform the above intention in a manner satisfactory to the Syracuse Water Department(SWD). Proposals, and estimates should include, but not be limited to,the following areas: A. Leak Detection The consultant shall conduct a thorough leak survey for precise locating of leaks on some or all of the 450 miles of distribution mains within the Syracuse City limits as directed by the Water Department for a period of up to 50 days between July 1, 2018 and June 30, 2019 and up to 50 days between July 1,2019 and June 30,2020. The consultant must complete a minimum of 30 days of leak detection within the fiscal year and a minimum of 60 days during the entire contract period. The consultant must have at his disposal point source listening devices (e.g. HEATH aquaphones, Metrotech HL-90, FCS Lmic etc)and an electronic, acoustic correlator (FCS Model 2000 or approved equal) for locating leaks. The electronic correlator shall be available on site on a continual basis during leak detection. A I EXHIBIT "A" (cont.) WORK B. General Requirements - INCLUDED: (con't) I. Verify that all work is done in accordance with the specifications, applicable regulations,and current standards of good practice. 2. Keep a detailed daily report. 3. General field coordination of the work in progress. 4. Provide immediate notification to Water Department of defects and deficiencies in the work, and any other matters not in accordance with the maintenance of health and sanitation in the system. Regularly advise Water Department as to adequacy of personnel, equipment, materials and supplies to maintain job schedule. 5. Maintain orderly files and correspondence, system mapping documents,additional drawings issued subsequent to the execution of the work, engineer clarifications and interpretations of the contract documents, progress reports, and other project related documents. 6. Provide technical assistance for project planning, suggestions for improving leak detection procedures, and redirect the operations in conjunction with the Water Department. CONSULTANT The consultant shall furnish one(I) leak detection technician, on PERSONNEL& the job supervision by an engineer or manager of the Consultant, EQUIPMENT: a motor vehicle, and all necessary leak locating equipment to carry on the work. TRAINING: The consultant shall provide training in leak detection to those Water Department personnel who are assisting in those services as they are worked on and completed. ASSISTANCE: The Water Department shall be responsible for: providing general assistance and supervision in the conduct of the investigations; notifying the appropriate Fire Department officials and customers of possible temporary reduction or curtailment of water service; operating valves by competent personnel; and repairing leakage and assisting in its location. A AMERICAN LEAR DETECTION Billing Fax: Estimate Date: March 14, 2018 Ate: Claim/PO No: Billing Address Job Site Address City of Syracuse Item Description of work to be performed TOTAL Estimate Estimate to perform Leak Detection Survey on City of Syracuse. In order to meet the designated time limits for this project,we propose to undertake a full Leak Detection survey, utilizing a wide range of leak detection tools to include; Leak Noise Correlator,Ground Microphone and pipe tracing equipment, therefore being fully equipped to undertake the tasks required. The survey will be done at times to suit the client's requirements and will include testing at all available access points such as main line gate valves, fire hydrants, meter/curb valves etc. Dependent on pipe material and available fittings,the typical average coverage on a survey,testing all available points for networks are approx. 3-6 miles per day. In the event of any unforeseen circumstances or restrictions which may result in a backlog of work,we would look to increase our working week to 50 hours where permitted and/or call on additional staff to ensure the clients requirements and deadlines are met. All leaks located will be accurately positioned using GPS technology as per the RFQ.We will also provide photographs of leak positions. Leak survey methods meet AWWA M-36 requirements. Price per day $1095.00 Price per%day $799.00 Please make cheques payable to: TOTAL ESTIMATED American Leak Detection, PO Box 1701, Palm Springs, CA 92263 AMOUNT CREDIT CARD PAYMENTS (Please call into the office) _ $1095/day h A EXHIBIT "A" (cont.) REPORTING: The consultant will be required to submit a daily report. The daily report shall contain a description of leaks detected including a diagram showing the location, an estimation of flow for each leak,and any other information concerning the effect of the leak on adjacent structures. The daily report shall also indicate testing personnel, hours on the job site, weather conditions, work performed daily, daily activities, decisions,observations, testing sites and such other and different matters as the Water Department may direct. Daily reports are to be submitted by the end of the second business day following the fieldwork. In the event that daily reports are not submitted to the Water Department within three(3) business days of performing the fieldwork a notice may be issued by SWD indicating that work shall be stopped, all fieldwork shall stop until such time as the reporting is brought up to date. Payment shall not be honored for days worked after issue of the notice and prior to submittal of the delinquent reports. In addition to the daily report an annual report shall be compiled upon completion of the survey at the end of each fiscal year's work. Three(3) bound paper copies of the final survey report must be submitted. An additional digital copy of the report in Microsoft Word and/or Excel format(s)on CD-ROM discs or other electronic means as approved by the Commissioner shall also be submitted. This report must include: Leakage District Summary containing a general description of the district, miles of main investigated in the district,a list of leaks found in the district by location, and estimated leakage for each location. Pressure District Summary: a breakdown of the numbers of leaks as to their location in the Low, Intermediate High, High and Super Service Pressure Districts Summary of Leaks by Type: an accounting of types of suspected leaks categorized by leak type(i.e. main, service, abandoned service, fire service, valve packing, hydrant, etc) showing the number of leaks and estimated leakage in gallons-per-day in each category. it s EXHIBIT "A" (cont.) REPORTING(con't): System Summary including the number of days worked, number of miles of main surveyed, total number of suspected leaks, and a total estimated water loss as detected by the survey. Daily Reports: a copy of each daily report shall be bound with the final report. Daily reports may be organized chronologically, alphabetically by street name or by leakage district. In the event that an annual report is not submitted to this office by the first day of March,the Annual retainage (See below) for the previous fiscal year's work shall be forfeited. The contract retainage will also be held pending receipt of both years' reports. In the event that the final reports are not received and accepted by March 1,2021, the Contract retainage (See below)amount shall also be forfeited. Review for future work with the City of Syracuse- Department of Water shall take the delinquency into account. PAYMENT: The Water Department will pay the Consultant for the services herein on a per diem rate basis. Said value shall include the services of the Consultant's engineers, engineers living and traveling expenses, the use of necessary instruments and daily reporting. Payment shall be made for actual days of leak detection, not for calendar or workdays within the contract period or for activities not directly involved with data retrieval (e.g. calculations, mobilization or report preparation). Days lost due to adverse weather conditions, equipment failure, personal emergencies or other delays shall not be considered against the contract. No extra compensation or consideration should be expected for the preparation of the final report including the three (3)copies, though release of the retainage shall be contingent on timely receipt of the final report. The full workday shall be considered the eight(8)hour period beginning at the time agreed upon by the contract administrator and the consultant (usually 11:00pm). The minimum work period shall be two(2)hours. Payment shall be made in increments of one quarter of the per diem payment, i.e.two-hour periods. A EXHIBIT "A" (cont.) PAYMENT(con't): Consultants are discouraged from excessive work hours. Working days should not extend beyond twelve hours, nor include more than two consecutive twelve (12)hour work periods within forty-eight(48) hours. In no case shall the workday extend beyond sixteen (16) hours. Payment shall be limited to no more than twice the daily per diem rate within a twenty-four(24) hour period. This agreement is executed for the contract years 2018/2019 and 2019/2020. Periodically,the Consultant shall furnish an invoice of the work performed. Upon the approval of such invoices by the Commissioner of Water,the number of days worked multiplied by the rate less 5 per cent Annual Retainage for each fiscal year and 5 per cent Contract Retainage for proper execution of the contract will be paid by the Water Department within 30 days from the date of approval by the Commissioner of Water. Annual retainage Prior to payment of the retainage held for the fiscal year the consultant must 1) Complete no less than 30 days of leak detection 2) Submit the Annual Leak Detection Report with all prescribed elements 3) Submit an invoice for annual retainage. The invoice for annual retainage will be processed by the Water Department within 30 days from the date of approval by the Commissioner of Water. Contract Retainage On the completion of the contract, rendering of the final reports by the Consultant within the prescribed deadline and written approval of the reports by the Commissioner of Water, the 5 per cent Contract Retainage may be released. The Consultant shall furnish an invoice for final payment, which will be processed by the Water Department within 30 days from the date of approval by the Commissioner of Water. PERIOD OF This contract shall be executed during the period beginning no CONTRACT: earlier than April 1, 2018, and extend through June 30, 2020. A .`i EXHIBIT "A" (cont.) PERSONAL Each firm is required to satisfy itself, by personal examination, EXAMINATION: as to the work involved and the difficulties likely to be encountered in the performance of work under this contract.No plea of ignorance of conditions that exist,or of any conditions or difficulties that may be encountered in the execution of the work under this contract as a result of failure to make the necessary examination and investigation will be accepted as an excuse for any failure or omission on the part of the consultant to fulfill in every respect all the requirements, specifications, etc. nor will the same be accepted as a basic for any claims for extra compensation. PROTECTION: During the above and all work,the consultant is entirely and solely responsible and shall take all precautions for the protection and safety of lives and property in and around the work, shall bear all losses resulting to him, including but not limited to, losses sustained on account of the character, quality and quantity of any part or all the work and all injury to the work area shall be made good by him. ACCIDENTS: The consultant shall provide any and all necessary equipment, supplies and facilities that would be required to administer first aid in event of an accident. Written reports of any such accident shall be submitted to the Water Department promptly. EQUIPMENT: The Water Department reserves the right to inspect and approve any and all equipment that the consultant intends to use. Inspection to be accomplished at a time and place to be designated by Joseph Awald, Commissioner,City of Syracuse Water Department, within ten (10) days of receipt of bid. Only approved equipment shall be used. The Water Department shall not be held responsible for the loss of time resulting from any malfunction of the consultant's equipment. Any extra work created by reason of failure of the consultant's equipment shall not be considered against the contract period. A 1. EXHIBIT "A" (cont) ALTERNATE: It is the intention of the Syracuse Water Department to seek leak detection services outside of the normal 50-day contract period for on-the-spot investigations. Leak Detection services shall be required on an as needed basis during each contract year for periods not less than four(4)hours and generally not more than two(2) days up to and including a total of twenty (20) '/z days. The service provider shall respond to requests within three (3) business days of receiving notification. Reports shall be limited to daily leak reports for each leak site investigated. No additional reporting(e.g. summary by leak type, leak by district etc.) will be required. All costs associated with the leak detection shall be included. No other expenses (e.g. mobilization, housing, lodgings, reporting) shall be considered against the contract. This alternate may or may not be included in the proposal. The Water Department reserves the right to include or exclude the Alternate within the contract or to contract for the Alternate alone. The fee quote should be based on the cost for ''/z day(4 hours). Payment shall be made for 1/2 day for each request plus any additional hours or portions thereof required beyond 4-hours pro-rated at '/z the quoted '/z day fee in two hour increments(e.g. 5 2/3 (five and two-thirds) hours of leak detection would be valued at 6 hours or 11/2 (one and one half)times the 1/2 day fee. A PROPOSAL SHEET REQUIREMENTS LEAK DETECTION FOR THE CITY OF SYRACUSE, NEW YORK, DEPARTMENT OF WATER IN ACCORDANCE WITH THE SPECIFICATIONS The proposal page should include: 1- A general statement of what services will be included. 2- Fee information. 3- Productivity information-The amount of time expected for each task performed. 4- Reference Information -A list of at least three(3)clients for which you have recently completed a similar project, including names,addresses, phone numbers,and project information. 8 PROPOSAL SHEET 1- General Statement of Services Proposed: rY1p �, Sogateki eet e(D514-L 2- Fees: Item# Quantity Description Total A. per diem Leak Detection x 50 days annually fel"I- sel/4DA.jd N►Nry "bdl,+&s ($ (095.08 )x 50 = $_54116"0 PRICE IN WORDS FIGURES EXT.FIG. BID ALTERNATE Item# Quantity Description Total A. per '/2 day Leak Detection x 20, 1/2 days annually .... . Ngn .aidaweu NlNt LGerc(s r199.00 )x 20 = $ (4`186.00 Per? NMF DA. eta PRICE IN WORDS FIGURES EXT.FIG. 3- Productivity Information: vekAfti tR-sbQ oS4-1 9 REQUIRED SIGNED FORMS PROPOSER'S NAME AND ADDRESS 9?W/ mVry ,1t rn � DATA SHEET Wttti b{o4-veWv CT: 0(05( HAVE YOU ATTACHED? YES NO COVER LETTER? --k-- TABLE OF CONTENTS? INTRODUCTION? QUALIFICATIONS? COMPANY OVERVIEW? PROFESSIONAL REFERENCES? __ PROPOSAL SHEET? CERTIFICATE OF INSURANCE? HAVE YOUR PROVIDED ONE(I)ORIGINAL AND NINE(9)COPIES OF PROPOSAL AS REQUIRED? HAVE YOU SIGNED AND DATED YOUR PROPOSAL ON THE SIGNATURE FORM PROVIDED ALONG WITH ADDRESS, PHONE&FAX NUMBERS,AND INCLUDED IT WITH YOUR PROPOSAL? --�- SIG D „ ,. Tl E _ _ Agt-tgfitild COMPANY Alkj2,464.A) 14201.k Deol-echiA) DATE 3-g 1- ( Q> 10 PROPOSER'S NAME AND ADDRESS igeNAttA-10 -114C 1'19 UJ K-K-t•n Av FSv[rr tew He+v�-�I PROFESSIONAL�n} REFERENCES (2 c NAME if cvF Vikk grtiVoik ADDRESS 3O0_CLUi. etATrgAve_ NA . TELEPHONE# 415-1-(-602,- ' „11-(9 CONTACT PERSON S'c'FFt(EN (A ff -N NAME FeiLiu kb=11) W 4 T 2 ADDRESS Ic1n CPL. �� I19UW*tit CA c015-45". TELEPHONE # 96.1- (Q CONTACT PERSON Viermic Jttvieue'z. NAME eNQY Cf4Ap,R-iJ U 14 t4 ADDRESS.Itjakille TELEPHONE# g(05 -5/1- 4 CONTACT PERSON 5t#' 1k'Af eA NAME 5m = ( lift c ADDRESS p30 A 571Z $ur7F F, 5/4 VV1"/rAA C • q3'155- TELEPHONE 3`155TELEPHONE#5,ZQ -2106:_- „Z_ CONTACT PERSON_ Lgst NON-COLLUSIVE CERTIFICATION 1. These prices have been arrived at independently without collusion, consultation, communication or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any competitor, 2. Unless otherwise required by law, the prices which have been proposed have not been knowingly disclosed and will not knowingly be disclosed prior to opening, directly, or indirectly, to any other competitor; and 3. No attempt has been made or will be made by the respondent to induce any other person,partnership or corporation to submit or not to submit a quote for the purpose of restricting competition. I hereby affirm under the penalties of perjury that the foregoing statement is true. I also acknowledge notice that a false statement made in the foregoing is punishable under Article 210 of the Penal Law. NON-DISCRIMINATION QUESTIONNAIRE Complete All Items: Is Your Firm: Yes No a) Currently employing less than 25 persons, exclusive of the parents, spouse or children of the employer? b) Quoting an amount which, added to the award amounts of other non-construction City of Syracuse contracts during this calendar year, totals less than $10,000.00 �{ During the performance of this contract,the contractor or vendor agrees: a) That he/she will not discriminate against employee or applicant for employment because of race,religion,age, color, sex, or national origin. b) That he/she will cooperate with the Human Rights Commission of Syracuse and Onondaga County in implementing the Fair Employment Program adopted pursuant to Ordinance #302, adopted by the Common Council on May 21, 1973, a copy of which is on file in the Office of the City Clerk. c) That he/she will provide to said Commission relevant information or reports required under said ordinance or administrative regulations adopted pursuant thereto. it PROPOSER'S NAME AND ADDRESS • 11'9 Lvfii77�Ey Aar cwr� a I4ew NQVe,r Cr e i I ACKNOWLEDGEMENT We,the above named vendor, hereby certify that we are in compliance with the requirements of City of Syracuse General Ordinance#45-2014 which requires that all City contractors shall not include any question about a job applicant's prior criminal history on the job application and shall defer making any criminal history inquiry about a job applicant's past criminal convictions until after a conditional offer of employment is made. The Vendor hereby acknowledges that the City of Syracuse has the authority to suspend and terminate the contract for violations of the Fair Employment and Licensure Opportunity Ordinance. KASIALI effterrr PRINT ME (SIG A URE TITLE DATE 4 PROPOSER'S NAME AND ADDRESS /}9 aittf/t7ICy "1-(16". suite rte? Neta) t-Mr4 vej.! Ci. O Co5( ACKNOWLEDGEMENT We,the above named vendor, hereby certify that if awarded a City Construction Contract, Public Works Contract or Service Contract with a value of$100,000 or more pursuant to this Request for Proposal to which the requirements of City of Syracuse General Ordinance#9-2016,the Resident Employment Ordinance,are applicable,we will comply with the employment requirements set out in said ordinance, in particular those requirements found in Section 55-8 which detail the Responsibilities of the'VALI GiiiFe PR NAME SIG, ATURE P Ii-0 /9f A€h JS -a1,6 TITLE TITLE DATE 14 DISCLOSURE STATEMENT The Common Council by Ordinance No. 514 adopted on September 24, 1973 required information from all persons, partnerships,corporations,trusts and associations transacting business with the City of Syracuse relative to any proposed business transaction including but not limited to land purchase,construction, purchase and lease agreement. To obtain said information the Office of Management and Budget,Division of Purchase of the City of Syracuse requests that you provide the appropriate information by filling out the form below which applies to you. VENDORS PERSON Full Name Business Address Telephone PARTNERSHIPS Names of Each Partner M (i4 Assumed Name Where Assumed Name Certificate Was Filed Business Address Telephone TRUST Name of Trust lI l a Principal of Trust_ Business Address Telephone ASSOCIATION Name of Association 1141/1 Name of Each Principal of Association Name and Address Address of Association Telephone *FOREIGN OR DOMESTIC CORPORATION • Name of Corporation f matiti4-4 (.,L[. Mcfw1 Foreign Corporation Domestic Corporation Yes No Yes "( No If foreign, State of Incorporation_ Business Address ( t WNtrt,i ( Aur 610w 4 j&'N (X cxs1( Officers of Corporation President Vice President Secretary Treasurer '} , t0 List Others, if any List of Directors Names and Addresses Name of Stockholders in privately owned and operated corporation Name Address Number of Shares Total Number of Shares issued by aforementioned corporation • The ordinance specifically provides that a corporation required to file reports with the Security Exchange Commission need not provide such information. SIGNATURE The undersigned hereby declares that he/she is the only person interested in this proposal,that the proposal is in all respects fair and without collusion or fraud,and that no member of the Common Council or other officer of the City of Syracuse, or any person in the employ of said City, is directly or indirectly interested in this quote, or in the supplies or work to which it relates or in any portion of the profits thereof. The undersigned also declares he/she carefully examined the form of contract and specifications and the drawings therein referred to on file in the office of the Division of Purchase, and will provide all necessary machinery,tools,apparatus,and other means of construction and do all the work and furnish all the materials called for by said contract and specifications, and the requirements under them. The undersigned hereby declares that he/she has read and acknowledged the non-collusive bidding certifications,non-discrimination questionnaire and quote signature page set forth above,agrees to abide by the requirements therein and affirms under the penalties of perjury that all statements, figures or affirmations set forth therein are true and accurate. / Entity Making Proposal ,44�,,e,C�G2F /e.G� 110 > SIGN HERE Signature of Authorized Age / 410 Entity's Address /99 web-racy mit-T-04-2 l-i4verw Cr, 40511( Print Name and Title of Authorized Person UltePki Dated 3-G7,- Telephone aTelephone Number `)(4(0• • 5.'5/ ir)d D7C 6q/ 7i (4,Y 4 835 Fax Number 7f O 9 3( E-Mail Address . ' ' :!uL ._' r �i FAX Number X0`3 0` ulf cie coo'-gao. 1 ( .-.. EXHIBIT B EXHIBIT"B" AMERICAN LEAK DETECTION Billing Fax: Estimate Date:March 14,2018 Attn: Claim/PO No: Billing Address Job Site Address City of Syracuse ________] 6... . of work to be . - • TOTAL Estimate Estimate to perform Leak Detection Survey on City of Syracuse. In order to meet the designated time limits for this project,we propose to undertake a full Leak Detection survey,utilizing a wide range of leak detection tools to Include;Leak Noise Correlator,Ground Microphone and pipe tracing equipment,therefore being fully equipped to undertake the tasks required. The survey will be done at times to suit the client's requirements and will Include testing at an available access points such as main line gate valves, fire hydrants,meter/curb valves etc Dependent on pipe material and available fittings,the typical average coverage on a survey,testing all available points for networks are approx. 411 3-6 miles per day. In the event of any unforeseen circumstances or restrictions which may result in a backlog of work,we would look to increase our working week to 50 hours where permitted and/or can on additional staff to ensure the clients requirements and deadlines are met. All leaks located will be accurately positioned using GPS technology as per the RFQ.We will also provide photographs of leak positions. Leak survey methods meet AWWA M-36 requirements. Price per day i $1095.00 Price per%day $799.00 Please make cheques payable to: TOTAL ESTIMATED American Leak Detection,PO Box 1701,Palm Springs,CA 92263 AMOUNT CREDIT CARD PAYMENTS(Please call into the office) $1095/del __._._ 9