Leak Detection Services

CITY OF SPRING HILL, TENNESSEE
CONTRACT DOCUMENTS
&
SPECIFICATIONS
FOR
Leak Detection Services
April 29, 2026
REQUEST FOR PROPOSALS
For Leak Detection Services
City of Spring Hill, Tennessee
Sealed Proposals will be received by the City of Spring Hill, Tennessee, for Leak Detection Services at City Hall,
199 Town Center Parkway (for hand delivery or courier service), P.O. Box 789 (for regular mail service) Spring
Hill, Tennessee 37174, on or before May 14, 2026 at 2:00 p.m. The envelope containing the proposal must be
sealed and plainly marked "Proposal for Leak Detection Services for the City of Spring Hill".
Proposals must be submitted on the Proposal Forms and in accordance with the Instructions to Proposers provided
by the City of Spring Hill.
The defined terms appearing in the General Specifications apply to all Contract Documents.
The City reserves the right to reject any or all Proposals regarding the services, to waive irregularities
and/or informalities in any Proposal, and to make an award in any manner, consistent with law, deemed
in the best interest of the City.

INSTRUCTIONS TO PROPOSERS
LEAK DETECTION SERVICES FOR THE CITY OF SPRING HILL
1. RECEIPT AND OPENING OF PROPOSALS
The City of Spring Hill invites and will receive proposals at City Hall until 2:00 p.m. on May 14, 2026. Proposals
received after the deadline will not be considered. The City may publicly acknowledge the names of Proposers
submitting proposals but will not evaluate or award proposals at the opening. The envelopes containing the
Proposals must be sealed and addressed to Kyle Therriault, Purchasing Agent, 199 Town Center Parkway (for
hand delivery or courier service), P.O. Box 789 (for regular mail service), Spring Hill, TN 37174 and plainly
marked "Leak Detection Services for the City of Spring Hill".
2. PREPARATION OF THE PROPOSAL
All Proposals shall be made on the Proposal Form attached hereto and shall provide all required pricing and must
be signed by the Proposer.
If a unit price or a lump sum already entered by the Proposer on the Proposal Form is to be altered, it shall be
crossed out with ink and the new unit price or lump sum pricing entered above or below it, and initialed by the
Proposer in ink.
Each Proposal must be submitted in a sealed envelope bearing on the outside the name of the Proposer, its address,
and plainly marked "Leak Detection Services for the City of Spring Hill". If forwarding by mail, the sealed
envelope containing the Proposal must be enclosed in another envelope addressed as specified in the Request for
Proposal. The City may consider as irregular any Proposal not prepared and submitted in accordance with the
provisions hereof and may waive any informalities or reject any and all Proposals.
Any Proposal may be withdrawn prior to the above-scheduled time for the opening of Proposals or authorized
postponement thereof.
Any Proposal received after the time and date specified above shall not be considered.
3. AWARD OF THE PROPOSAL
The contract shall be deemed awarded upon issuance of formal notice by the City to the Proposer.
The Proposer to whom the Request for Proposals shall have been awarded will be required to execute 3 copies of
the Contract on the form attached. In case of the Proposer's refusal or failure to do so within ten (10) days after
its receipt of formal notice of award, The Proposer shall be deemed to have abandoned all rights and interests in
the award and the award may then be made to the next best qualified Proposer or the work readvertised for
Proposals as the City may elect.
4. CONDITIONS
Each Proposer shall fully acquaint itself with conditions relating to the scope and restrictions attending the
execution of the Proposal. Proposers shall thoroughly examine and be familiar with the Specifications.
The failure or omission of any Proposer to receive or examine any form, instrument, addendum or other document
shall in no way relieve it of any obligations with respect to its Proposal or to the Contract. The City shall make
all such documents available to the Proposer.

5. ADDENDA AND EXPLANATIONS
Explanations desired by a prospective Proposer shall be requested of the City in writing, and if explanations are
necessary, a reply shall be made in the form of an Addendum, a copy of which will be posted on the City's
website. Every request for such explanation shall be in writing (email) addressed to Kyle Therriault, Purchasing
Agent at ktherriault@springhilltn.org. Any verbal statements regarding the same by any person prior to the award
shall be unauthoritative and not binding.
Addenda issued to Proposers prior to date of receipt of Proposals shall become a part of the Proposal Documents.
Questions must be submitted in writing no later than May 7, 2026. The City may decline to respond to questions
received after that deadline.
Any and all such interpretations and any supplemental instructions will be in the form of written Addenda, which,
if issued, shall be emailed to all prospective Proposers, not later than five (5) days prior to the date fixed for the
opening of Proposals.
6. NAME, ADDRESS, AND LEGAL STATUS OF THE PROPOSER
The Proposal must be properly signed in ink and the address of the Proposer given. The legal status of the
Proposer whether corporation, partnership, or individual, shall also be stated in the Proposal.
A corporation shall execute the Proposal by its duly authorized officers in accordance with its corporate by-laws
and shall also list the state in which it is incorporated. A partnership Proposer shall give full names of all partners.
Partnership and individual Proposers will be required to state in the Proposal the names of all persons interested
therein.
The place of residence of each Proposer, or the office address in the case of a firm or company, with county and
state and telephone number, must be given after his signature.
If the Proposer is a joint venture consisting of a combination of any or all of the above entities, each joint venturer
shall execute the Proposal.
Anyone signing a Proposal as an agent of another or others must submit with his Proposal, legal evidence of his
authority to do so.
7. COMPETENCY OF PROPOSER
The opening and reading of the Proposal shall not be construed as an acceptance of the Proposer as a qualified,
responsible Proposer. The City reserves the right to determine the competence and responsibility of a Proposer
from its knowledge of the Proposer's qualifications or from other sources.
The City shall require submission with the Proposal of the following supporting data regarding the qualifications
of the Proposer in order to determine whether it is a qualified, responsible Proposer. The Proposer will be required
to furnish the following information:
Evidence that the Proposer is in good standing under the laws of the State of Tennessee, and, in the case of
corporations organized under the laws of any other State, evidence that the Proposer is licensed to do
business (copy of city and county business license) and in good standing under the laws of the State of
Tennessee. A copy of a valid contractor license is required; however a Professional Engineer (P.E.) license
shall be accepted in lieu of a contractor license. A certificate of insurance with the City listed as a certificate
holder will be required once the contract is awarded.

In the event that the City shall require additional certified supporting data regarding the qualifications of the
Proposer in order to determine whether he is a qualified responsible Proposer, the Proposer may be required to
furnish any or all of the following information sworn to under oath:
(a) Evidence that the Proposer is capable of commencing performance as required in the Request for Proposal
Documents.
(b) Such additional information as will satisfy the City that the Proposer is adequately prepared to fulfill the
Contract.
The Proposer may satisfy any or all of the experience and qualification requirements by submitting the experience
and qualifications of its parent organization and subsidiaries or affiliates of the parent.
8. DISQUALIFICATION OF PROPOSERS
Although not intended to be an exhaustive list of causes for disqualification, any one or more of the following
causes, among others, may be considered sufficient for the disqualification of a Proposer and the rejection of its
Proposal:
(a) Evidence of collusion among Proposers.
(b) Lack of competency as revealed by either financial statements, experience or equipment statements as
submitted or other factors.
(c) Default on a previous municipal bid or proposal for failure to perform.
9. METHOD OF AWARD
The City reserves the right to accept the proposal determined to be in the best interest of the City, to reject any or
all proposals, and to waive any informalities or irregularities in any proposal, to the extent permitted by law.
Proposals may be evaluated based on qualifications, experience, methodology, equipment, proposed schedule,
references, cost, exceptions to the RFP or contract documents, and any other factors the City determines relevant
to the successful performance of the services. The City is not required to select the lowest cost proposal.
The City may request clarifications, conduct interviews, negotiate with one or more Proposers, or request best
and final offers, if determined to be in the City's best interest.
10. TITLE VI POLICY
The City of Spring Hill will not discriminate in the purchase of all goods and services on the basis of race, color,
religion, sex, national origin, age, disability or any other lawfully protected classification.
Verbal quotations or quotations received after the closing date will not be accepted. The City of Spring Hill
reserves the right to reject any and all Proposals, to waive technicalities or informalities and to accept any Proposal
deemed in the best interest of the City of Spring Hill.
"Please note that any and all documents submitted to the City of Spring Hill that are associated with this project
are subject to the Tennessee Public Records Act. Access to the record is governed by the Tennessee Public
Records Act and the policies of the City of Spring Hill and the Office of Open Records Counsel."

Compliance with Public Chapter 775-TCA, Title 12, Chapter 4, Part 1
In accordance with Tennessee Code Annotated, Title 12, Chapter 4, Part 1, the Contractor can not be currently
engaged in, and will not for the duration of the contract, engage in a boycott of Israel.
LEAK DETECTION SERVICES
SPECIFICATIONS AND ADDITIONAL QUESTIONS
1.00 GENERAL
The City of Spring Hill Water Division seeks to contract with a qualified firm to perform a system-wide
acoustic leak detection survey to reduce water loss and improve operational efficiency.
The City's water distribution system includes approximately:
* 21,594 water service connections (meters)
* 2,421 fire hydrants
* 267 miles of water main
These quantities are provided for informational and proposal purposes only and are not guaranteed.
The Contractor shall be responsible for verifying quantities as necessary to complete the work.
Quantities provided in this RFP are estimates for proposal purposes only. The City does not
guarantee any minimum quantity of services. Payment shall be based on the pricing submitted by the
selected Proposer and the actual services authorized by the City, unless a lump sum full system
survey price is accepted by the City.
A Notice to Proceed (NTP) will be issued following award of the contract and approval by the City of
Spring Hill Board of Mayor and Aldermen. The anticipated approval will occur at a regularly scheduled
meeting following proposal evaluation.
2.00 MINIMUM REQUIREMENTS
Contractor will be responsible for the following:
a. System Survey
* Perform acoustic leak detection on:
o Water service lines
o Fire hydrants
o Valves and appurtenances
b. Equipment
* Use electronic acoustic leak detection devices (handheld acceptable) to contact all
services and hydrants
c. Leak Identification
* Accurately locate leaks
* Mark leak locations in the field (paint or equivalent)
d. Reporting
* Prepare a leak report sheet for each leak found
* Submit weekly reports to the City

e. Notification
* Contact the City immediately upon discovery of any major leak
f. Final Report
* Provide a final summary report within 30 days after completion of field work
g. Schedule
* Complete all field work and reporting within the agreed contract period
h. Data Provided by City
* The City will provide available system data to support the project, including a GIS
shapefile containing the locations of water meters and fire hydrants. This data will be
provided to the selected Contractor following contract award.
3.00 ADDITIONAL QUESTIONS SPECIFIC TO THIS RFP
TERM - The term shall be for twelve (12) months from the date of contract execution unless
otherwise extended by the City.
Questions may be submitted to T.C. Norman, Water Distribution Superintendent, at
tcnorman@springhilltn.org and Kyle Therriault, Purchasing Agent at ktherriault@springhilltn.org.
Responses to questions will be released through addenda only.
Vendor must submit the following:
* Description of leak detection methodology
* Description of equipment used
* Relevant project experience
* References (minimum of three)
* Proposed schedule
* Any exceptions to the RFP
(Remainder of page left intentional blank)

4.00 COST PROPOSAL FOR LEAK DETECTION SERVICES
Proposals should include pricing for:
a. Cost per water service line inspected:
___________________________________________ / EACH
b. Cost per fire hydrant inspected:
___________________________________________ / EACH
c. Cost per valve/appurtenance inspected, if separately priced:
___________________________________________ / EACH
d. Lump sum cost for full system survey:
____________________________________________
e. Additional services (if applicable):
____________________________________________
Respectfully submitted,
Proposer: ____________________________________________
By: ____________________________________________
(Authorized Signature for Proposer)
Name: ____________________________________________
Title: ____________________________________________
Date: ____________________________________________

SPRING HILL VENDOR SERVICES AGREEMENT
THIS SERVICES AGREEMENT ("Agreement") is made by and between THE CITY
OF SPRING HILL, TENNESSEE (the "City") and ____________________ ("Vendor")
(collectively as "Parties"), and is entered into on ________________, 2026, and is effective as of
the Effective Date set forth herein.
RECITALS:
WHEREAS, the City requires leak detection services it cannot provide itself and desires
to contract with a third-party independent contractor to provide said services for the City's
benefit; and
WHEREAS, pursuant to state law, the City issued a Request for Proposal (RFP) and
Vendor submitted a proposal; and
WHEREAS, the City has selected Vendor to provide the services it desires.
NOW, THEREFORE, in consideration of the foregoing facts and circumstances, the
mutual covenants and promises contained herein and other good and valuable consideration, the
receipt and sufficiency of which is acknowledged by each of the Parties, the Parties do hereby
agree to the following:
1. EFFECTIVE DATE. The Effective Date of this Agreement shall be ___________,
________.
2. TERM. The term of this Agreement shall be 12 months from the Effective Date
herein through __________________.
3. INSURANCE. Vendor shall maintain in full force and effect, during the entire term
of this Agreement, liability insurance, along with commercial general liability,
workers' compensation and automobile insurance, in the minimum limits set forth
below, naming City as an additional insured, and shall provide to the City certificates
of insurance upon reasonable request.
a. Commercial general liability, including premises-operations,
products/completed operations, broad form property damage, blanket
contractual liability, independent contractors, personal injury or bodily injury
with a policy limit of not less than One Million Dollars ($1,000,000),
combined single limit, per occurrence;
b. Business automobile liability for owned vehicles, hired, and non-owned
vehicles, with a policy limit of not less than One Million Dollars ($1,000,000),
combined single limit, per occurrence for bodily injury and property damage;

c. Workers' compensation insurance as required by the State of Tennessee. The
Provider agrees to waive, and to obtain endorsements from its workers'
compensation insurer waiving subrogation rights under its workers'
compensation insurance policy against the City, its officers, agents,
employees, and volunteers arising from work performed by Provider for the
City and to require each of its subcontractors, if any, to do likewise under their
workers' compensation insurance policies.
4. VENDOR RESPONSIBILITIES.
Vendor shall perform the services in accordance with this Agreement, the
City's RFP, any written addenda issued by the City, and Vendor's proposal,
except to the extent expressly modified by this Agreement. Vendor shall
provide all labor, materials, equipment, supervision, reporting, and
coordination necessary to complete the leak detection services, including field
identification and marking of leaks, weekly reporting, immediate notification
of major leaks, and a final summary report.
5. CITY'S RESPONSIBILITIES.
a. Provide system maps
b. Provide point of contact
c. Assist with coordination as needed
6. INDEPENDENT CONTRACTOR. It is expressly agreed and understood that
Vendor is an independent contractor and shall not represent itself, its agents or
employees as agents or employees of the City. Nothing herein is to be construed as
to create any employer-employee relationship between Vendor and the City; and
neither Vendor nor any of its employees shall be deemed to be employees or agents
of the City. At all times material to this Agreement, any subcontractors or agents
employed by Vendor shall be considered acting under the supervision, direction and
control of Vendor.
7. AMENDMENT AND TERMINATION. This Agreement may be terminated
without cause at any time by either Party through the issuance of a thirty (30) day
written notice pursuant to this Agreement. Termination with cause shall not require
advance notice.
8. NO CONFLICT OF INTEREST. No City official, employee or member of the
governing body of the City shall be admitted to any share or part of this Agreement
or to any benefit to arise from the same. Likewise, no officer, employee, or member

of the governing body of Vendor or who exercises any function or responsibilities in
connection with the carrying out of the project to which this Agreement pertains shall
have any private interest, direct or indirect, in this Agreement.
9. ASSIGNMENT; SUBCONTRACTING. This Agreement may not be assigned by
either Party. The Vendor shall not subcontract any portion of the work without prior
written approval of the City.
10. MODIFICATION. This Agreement shall not be modified or amended except by
an instrument in writing executed by or on behalf of Vendor and the City.
11. NONDISCRIMINATION. Consistent with the City's policy and state and federal
law that harassment and discrimination are unacceptable conduct, the Vendor agrees
that harassment or discrimination directed toward a permit applicant, a City
employee, or a citizen by the Vendor or Vendor's employee or subconsultant on the
basis of race, religious creed, color, national origin, ancestry, handicap, disability,
marital status, sex, age, or sexual orientation will not be tolerated. The Vendor agrees
that any and all violations of this provision shall constitute a material breach of this
Agreement.
12. EXECUTION IN COUNTERPARTS. This Agreement may not be amended,
changed, modified, altered or terminated except by instrument in writing signed by
the Parties. This Agreement may be executed in several counterparts, each of which
shall be an original and all of which shall constitute but one and the same instrument.
13. TIME. The Contractor shall finish within the agreed upon time frame.
14. VENUE AND JURISDICTION. The venue and jurisdiction for any disputes
arising pursuant to this Agreement shall be in the Circuit Court for Maury County,
Tennessee.
15. INDEMNITY. Vendor shall provide a defense, indemnify and hold the City
harmless from and against any and all claims arising from Vendor or from the
conduct of its business or from any activity, work, or things, including all damages,
costs, attorney's fees, expenses and liabilities incurred in the defense of any claim or
action arising there from.
16. APPLICABLE LAW. This Agreement shall be governed by and construed in
accordance with the laws of the State of Tennessee.
17. FORCE MAJEURE. The Parties shall not be liable to each other or be deemed to
be in breach of this Agreement for any failure or delay in rendering performance
arising out of causes beyond their respective reasonable control and without its fault
or negligence. Such causes may include, but are not limited to, acts of God or the