Project Information

Bid Title

Leak Detection Services

Issuing Agency

Spring Hill city

Location

Tennessee

Published Date

May 1, 2026

Closing Date

May 14, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Leak Detection Services
Category:	Non-Construction Projects
Status:	Open

Publication Date/Time: 4/30/2026 9:00 PM Closing Date/Time: 5/14/2026 2:00 PM Contact Person: Kyle Therriault, Purchasing Agent (ktherriault@springhilltn.org) Download Available: Yes Related Documents: Leak Detection Services RFP 2026_v2

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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

Commodity Codes

• NAICS 541330Engineering Services
• NAICS 541690Other Scientific and Technical Consulting Services
• NAICS 541990All Other Professional, Scientific, and Technical Services

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