Distribution System Leak Detection Services - Request for Proposals

REQUEST FOR PROPOSALS (RFP)
Distribution System Leak Detection Services
San Lorenzo Valley Water District
PROPOSALS DUE BEFORE 3:00 P.M.
ON
October 20, 2026
San Lorenzo Valley Water District * 13060 Highway 9, Boulder Creek, CA 95006
(831) 338-2153 * www.slvwd.com

1. Introduction and Background
The San Lorenzo Valley Water District ("District") is soliciting proposals from qualified
firms to perform a targeted leak detection survey of designated high-priority zones within
the District's potable water distribution system. This Request for Proposals ("RFP") sets
forth the scope of services, minimum qualifications, submission requirements, evaluation
process, and general terms and conditions governing this procurement.
The District serves the greater San Lorenzo Valley area in Santa Cruz County, California,
through a distribution system that includes a mix of pipe materials and vintages across its
service area. Reducing non-revenue water and identifying subsurface leaks before they
surface as main breaks are ongoing priorities for the District's asset management and water
loss control program. Rather than a full district-wide survey, the District is prioritizing this
engagement on a defined set of high-priority zones identified through internal analysis as
showing elevated non-revenue water, aging infrastructure, or unexplained flow loss.
This is not a district-wide survey. The scope described in Section 2 is limited to the specific
zones identified by the District; proposers should size their approach, staffing, and cost
proposal accordingly.
2. Scope of Services
2.1 Project Overview
The selected firm ("Contractor") shall perform a targeted acoustic (and/or other District-
approved technology) leak detection survey of the high-priority zones identified by the
District in Attachment C, and shall report all confirmed and suspected leaks with sufficient
precision to support District repair prioritization.
2.2 Priority Zones
The District will identify the specific high-priority zones, pipe segments, and total linear
footage/mileage subject to survey in Attachment C (Priority Zone Map and Asset List), to be
issued as part of this RFP or by addendum prior to the proposal due date. [District staff:
insert final zone list, total mileage, and pipe material/age summary before release.]
2.3 Tasks
1. Pre-Survey Data Review: Review District GIS mainline data, high-priority zone
boundaries, pipe material and age records, prior leak/break history, and any available
SCADA or pressure logging data for the identified zones.
San Lorenzo Valley Water District * 13060 Highway 9, Boulder Creek, CA 95006
(831) 338-2153 * www.slvwd.com

2. Field Survey: Conduct a systematic leak detection survey of all mains within the
identified zones using acoustic correlation, ground microphones, leak noise loggers,
and/or other District-approved technology appropriate to pipe material and site
conditions.
3. Leak Confirmation and Location: Pinpoint and confirm suspected leak locations, and
document each with GPS coordinates, estimated leak severity/flow-loss ranking, pipe
material, and photographic documentation.
4. Reporting: Deliver a written summary report identifying all confirmed and suspected
leaks, prioritized for repair based on estimated water loss and risk, together with a GIS-
compatible data file (shapefile or geodatabase) of all located points.
5. Closeout Meeting: Present survey findings to District staff and, if requested, to the Board
of Directors or a Board committee.
2.4 District-Furnished Information and Support
* GIS mainline and valve data for the identified zones
* High-priority zone maps and available SCADA/pressure data
* Historical leak and main break records, where available
* Reasonable field access coordination and utility locate support
2.5 Contractor Responsibilities
* Provide all labor, equipment, vehicles, and technology necessary to perform the survey
* Obtain and pay for any required encroachment permits and provide traffic control in
accordance with the applicable Work Area Traffic Control Handbook (WATCH) or
Caltrans standards
* Comply with all applicable safety requirements, including Underground Service Alert
(USA/811) notification prior to any subsurface work
* Maintain confidentiality of District infrastructure data consistent with Section 7.6
3. Minimum Qualifications
Proposers must demonstrate the following minimum qualifications to be considered
responsive:
* Minimum five (5) years of experience providing leak detection services to public water
utilities in California
San Lorenzo Valley Water District * 13060 Highway 9, Boulder Creek, CA 95006
(831) 338-2153 * www.slvwd.com

* Trained and experienced field technicians using acoustic correlation and/or comparable
leak detection technology
* Minimum three (3) references from California public water agency clients for
comparable work performed within the last five years
* Current California contractor's license and/or applicable state licensure for the
proposed scope of work, in good standing
* Commercial General Liability insurance of at least $1,000,000 per occurrence /
$2,000,000 aggregate, Automobile Liability, and Workers' Compensation at statutory
limits, with the ability to name the District as additional insured
4. Proposal Submission Requirements
4.1 Format
Proposals shall be submitted electronically in PDF format, using a minimum 12-point font,
and shall not exceed twenty (20) pages, excluding resumes, references, insurance
certificates, the sample deliverable/report, and the cost proposal form (Attachment A).
Proposals shall be organized in the following order:
6. Cover Letter (signed by an individual authorized to bind the firm)
7. Firm Qualifications and Experience
8. Proposed Methodology and Project Approach
9. Project Team and Key Personnel Resumes
10. References (Attachment B)
11. Proposed Schedule
12. Sample Deliverable/Report from a Comparable Engagement
13. Exceptions, if any, to the District's sample agreement terms
14. Cost Proposal (Attachment A) - submitted as a separate, clearly labeled file
4.2 Submission Instructions
Deadline: 3:00 PM Pacific Time, Tuesday, October 20, 2026. Proposals received after
this deadline will not be considered.
Submit to: lmattle@slvwd.com
San Lorenzo Valley Water District * 13060 Highway 9, Boulder Creek, CA 95006
(831) 338-2153 * www.slvwd.com

4.3 Questions and Addenda
Written questions must be received no later than 5:00 PM Pacific Time on October 9, 2026.
The District will post written responses to all substantive questions, and any resulting
addenda, on the District website by 5:00 PM Pacific Time on October 15, 2026. Proposers
should not rely on verbal representations by District staff.
5. Evaluation Criteria and Selection Process
Proposals will be evaluated by a District evaluation panel using the Ranked Selection
Method (RSM) under the District's Contract Award and Vendor Selection Policy. The
evaluation criteria and weighting are as follows:
Evaluation Criterion Weight Scoring Guidance
Proposed Cost 60% Scored by formula: (Lowest Responsive Cost /
Proposer's Cost) x 55. All-in cost basis across the
identified priority zones.
Technical Approach & 20% Soundness and appropriateness of proposed
Methodology survey methodology, technology, and quality
control for the identified zones and pipe materials.
Firm Experience & 20% Relevant public agency experience, staff
Qualifications qualifications, equipment capability, and reference
feedback.
A proposer scoring below 60 total points shall not be recommended for award, regardless
of ranking. The evaluation panel may, at its discretion, invite one or more top-ranked firms
to interview prior to final ranking. District staff will present the evaluation panel's
recommendation to the Board of Directors for award.
San Lorenzo Valley Water District * 13060 Highway 9, Boulder Creek, CA 95006
(831) 338-2153 * www.slvwd.com

6. Schedule of Events
Event Date
RFP Issued September 4, 2026
Deadline for Written Questions October 9, 2026, 5:00 PM PT
District Responses / Addenda Issued October 15, 2026, 5:00 PM PT
Proposals Due October 20, 2026, 3:00 PM PT
Evaluation Period October 21 - October 28, 2026
Anticipated Board Award On or about November 5, 2026
Anticipated Notice to Proceed November 2026
Dates are subject to change at the District's discretion. This schedule is designed to support
Board award approximately two months after RFP issuance.
7. General Terms and Conditions
7.1 Right to Reject
The District reserves the right to reject any or all proposals, to waive minor informalities or
irregularities, and to negotiate with any proposer, at its sole discretion. Issuance of this RFP
does not obligate the District to award a contract.
7.2 Cost of Proposal Preparation
All costs associated with preparing and submitting a proposal shall be borne solely by the
proposer. The District is not liable for any costs incurred by proposers in responding to this
RFP.
7.3 Proposal Protest
Any proposer may protest the responsiveness or responsibility determination of another
proposer, or the District's recommended award, by filing a written protest with the General
Manager within five (5) business days of the District's notice of intent to award. The General
San Lorenzo Valley Water District * 13060 Highway 9, Boulder Creek, CA 95006
(831) 338-2153 * www.slvwd.com

Manager shall issue a written decision within ten (10) business days. The protesting party
may appeal the General Manager's decision to the Board of Directors within five (5)
business days of that decision.
7.4 Negotiation Failure
If the District is unable to reach agreement on scope, schedule, or fee with the highest-
ranked firm, the District shall suspend negotiations with that firm and may proceed to
negotiate with the next-highest-ranked firm. Negotiations shall be documented in writing.
7.5 Conflicts of Interest
Proposers shall disclose any actual or potential conflicts of interest, including any
relationship that could implicate Government Code 1090 or the Political Reform Act. The
District will not enter into a contract with a firm or individual disqualified from contracting
under these provisions.
7.6 Public Records Act
Proposals submitted to the District are subject to the California Public Records Act
(Government Code 7920.000 et seq.). Proposers claiming any portion of their proposal as
exempt from disclosure (e.g., trade secret) must clearly and specifically identify that
material; the District cannot guarantee confidentiality of any submitted material and will
make its own determination of disclosure obligations in accordance with law.
7.7 Insurance and Indemnification
The selected firm will be required to execute the District's standard professional/consulting
services agreement, including insurance requirements consistent with Section 3 above and
indemnification provisions in favor of the District. A sample agreement is available upon
request.
8. Attachments
* Attachment A - Cost Proposal Form
* Attachment B - Reference Form
* Attachment C - Priority Zone Map and Asset List [to be inserted by District staff prior
to release]
Questions regarding this RFP may be directed to the Office of the General Manager, San
Lorenzo Valley Water District, 13060 Highway 9, Boulder Creek, CA 95006.
San Lorenzo Valley Water District * 13060 Highway 9, Boulder Creek, CA 95006
(831) 338-2153 * www.slvwd.com

Attachment A - Cost Proposal Form
RFP No. SLVWD-2026-LD-01 - Water Distribution System Leak Detection Services -
Targeted Zone Survey
Firm Name: _______________________________________________
Date: _______________________________________________
Task / Line Item Unit Est. Qty Unit Price Total Price
Mobilization / Demobilization Lump Sum 1 $ $
Pre-Survey Data Review Lump Sum 1 $ $
Field Leak Detection Survey - 1,000 Linear 466 $ $
High-Priority Zones Ft.
Leak Confirmation, Pinpointing & Lump Sum 1 $ $
GPS Documentation
Final Report & GIS-Compatible Lump Sum 1 $ $
Data Deliverable
Closeout Meeting / Presentation Lump Sum 1 $ $
TOTAL PROPOSED COST $
The Total Proposed Cost above shall represent the firm's all-in, not-to-exceed price for the
full scope described in Section 2 of this RFP, inclusive of labor, equipment, mileage,
reporting, and all other costs necessary to complete the work. Prevailing wage compliance
shall be reflected in the unit and total sum prices above. Mobilization/Demobilization shall
not exceed ten percent (10%) of the Total Proposed Cost. The District reserves the right to
require the proposer to rebalance and resubmit pricing, or to reject the proposal as non-
responsive, if this item exceeds the cap.
San Lorenzo Valley Water District * 13060 Highway 9, Boulder Creek, CA 95006
(831) 338-2153 * www.slvwd.com

Authorized Signature: _______________________________________________
Print Name / Title: _______________________________________________
Date: _______________________________________________
San Lorenzo Valley Water District * 13060 Highway 9, Boulder Creek, CA 95006
(831) 338-2153 * www.slvwd.com

Attachment B - Reference Form
RFP No. SLVWD-2026-LD-01 - Water Distribution System Leak Detection Services -
Targeted Zone Survey
Proposers must provide a minimum of three (3) references from California public water
agency clients for comparable leak detection work performed within the last five years.
Reference 1
Agency Name: _______________________________________________
Contact Name / Title: _______________________________________________
Phone: ________________________ Email: _______________________________
Description of Services Provided: _______________________________________________
Contract Period: ________________________ Contract Value: $________________
Reference 2
Agency Name: _______________________________________________
Contact Name / Title: _______________________________________________
Phone: ________________________ Email: _______________________________
Description of Services Provided: _______________________________________________
Contract Period: ________________________ Contract Value: $________________
Reference 3
Agency Name: _______________________________________________
Contact Name / Title: _______________________________________________
Phone: ________________________ Email: _______________________________
Description of Services Provided: _______________________________________________
Contract Period: ________________________ Contract Value: $________________
San Lorenzo Valley Water District * 13060 Highway 9, Boulder Creek, CA 95006
(831) 338-2153 * www.slvwd.com