Project Information

Bid Title

Request for Proposals - Residential Surveys for Cross-Connection Control

Issuing Agency

Ottawa County

Location

Ohio

Published Date

Feb 23, 2026

Closing Date

Apr 7, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	Request for Proposals - Residential Surveys for Cross-Connection Control
Category:	Ottawa County
Status:	Open

Description: The purpose of this Request for Proposals (RFP) is to find a highly qualified and cost-effective company for approximately 1500 surveys and inspections at residences regarding cross-connection control on axillary water sources.  Interested backflow or Cross-Connection Control companies (“Respondents”) are requested to provide a full proposal for a residential cross connection control program in Ottawa County, Ohio. Proposals received from this RFP will assist Ottawa County (“the County”) in making decisions to continue the cross-connection control program This RFP is not a contract offer and should not be construed as intent, commitment, or promise to acquire products or services presented by any Respondent. Please see attached for more information. Publication Date/Time: 2/23/2026 8:00 AM Closing Date/Time: 4/7/2026 4:30 PM Related Documents: Ottawa Co. Residential Backflow RFP

Attachment Preview

REQUEST FOR PROPOSALS

FOR

Residential Surveys for Cross-Connection Control

Issued by:

Ottawa County Board of Commissioners

Contact Name: Zachary Mulder, P.E. – Sanitary Engineer

Email:

zmulder@co.ottawa.oh.us

RFP Issued:

2/23/26

Responses Due: 4/7/26

Ottawa County Residential Cross-Connection Control RFP

Table of Contents

1. OVERVIEW....................................................................................................................... 1

1.1. Introduction.................................................................................................................. 1

1.2. About Ottawa County ................................................................................................... 1

2. SCOPE.............................................................................................................................. 1

2.1. Cross Connection Control Program............................................................................... 1

2.2. Additional Project Information ..................................................................................... 2

2.3. Compensation .............................................................................................................. 2

3. RESPONDING TO THIS RFP ............................................................................................... 2

3.1. Prior to Submission....................................................................................................... 2

3.2. Proposal Submittal Date, Format, and Method ............................................................ 2

3.3. Evaluation of Responses ............................................................................................... 3

3.4. RFP Terms and Conditions ............................................................................................ 3

4. Information to Submit in the Proposal ............................................................................ 4

COVER PAGE................................................................................................................................... 4

SECTION I: Company Background and Qualifications ................................................................. 4

SECTION II: Program Development Approach ............................................................................ 5

SECTION III: Deliverables............................................................................................................. 5

Attachment A: Contractor Insurance Requirements ............................................................... 6

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Ottawa County Residential Cross-Connection Control RFP

1. OVERVIEW

1.1. Introduction

The purpose of this Request for Proposals (RFP) is to find a highly qualified and cost-effective company

for approximately 1500 surveys and inspections at residences regarding cross-connection control on

axillary water sources.

Interested backflow or Cross-Connection Control companies (“Respondents”) are requested to provide

a full proposal for a residential cross connection control program in Ottawa County, Ohio. Proposals

received from this RFP will assist Ottawa County (“the County”) in making decisions to continue the

cross-connection control program

This RFP is not a contract offer and should not be construed as intent, commitment, or promise to

acquire products or services presented by any Respondent.

1.2. About Ottawa County

Ottawa County’s goal is to finish developing a Cross-Connection Control (CCC) program as mandated by

Ohio EPA that protects our public water supply system from contamination at the service connection. A

complete and accurate survey is necessary for the health and wellbeing of the customer, and the

protection of the public water system.

Below is a list of major milestone dates for this RFP process. The County maintains the right to adjust

the schedule at its discretion.

Event

RFP Issued

RFP Questions Due No Later Than

RFP Responses Due

Response Evaluation Period

Target Dates

2/23/26

3/10/26

4/7/26

4/8/26 - 4/22/26

2. SCOPE

2.1. Cross Connection Control Program

The respondent must use a cross-connection control software package for program management. The

software package must be approved by Ottawa County and be able to produce standard notices,

standard reports, management reports, an inventory of testable and non-testable devices, overdue

inspections, and device test forms. County employees managing this project should have access to the

software throughout the duration of the contract. The County will provide the list of all existing water

accounts that have a potential axillary water source(s) and are required to have a containment type

backflow device and need to be surveyed. We can also provide data from our current backflow

database, which only has commercial data and is currently used to track compliance.

A comprehensive project plan must be provided to the County for review prior to commencing surveys.

This plan should take into account properties that are seasonal in nature. Upon acceptance of the plan,

the respondent will start scheduling the surveys. The respondent shall notify customers of testing

requirements and surveys and/or re-surveys in writing as well as provide full-time phone support for

customer questions with a trained customer service agent. The selected respondent must generate all

1

Ottawa County Residential Cross-Connection Control RFP

program notifications for surveys and/or re-surveys informing customers of installation requirements

and/or testing requirements.

The selected respondent shall conduct a quarterly review meeting each year of the Contract to discuss

the overall program status and specific program recommendations.

2.2. Additional Project Information

Respondents are expected to include proof of all required business and contractor certifications and

comply with the equipment, construction, and insurance requirements included in Attachments A to

this RFP. All paperwork for project must be managed by the Respondent in compliance with all

applicable laws, regulations, ordinances, and industry best practices.

Additional Project Information

2.3. Compensation

The respondent shall be compensated on the monthly basis per number of completed surveys but not

to exceed $75,000 per year for a 2-year project duration. This price shall include all associated

expenses.

3. RESPONDING TO THIS RFP

Interested Respondents are encouraged to respond to this RFP with the requested information and

documentation by the stated deadline. Prior to providing their RFP response, Respondents can submit

questions to Ottawa County. After collecting responses to this RFP, the Ottawa County evaluation team

will review the responses as described below.

3.1. Prior to Submission

Respondents may obtain additional information as follows:

• RFP Questions. Questions about this RFP shall be submitted via email to

ebuening@co.ottawa.oh.us with a subject line that reads: “Ottawa County CCC RFP

Questions.” All questions must be received by 3/10/26 to guarantee a response.

Questions will be promptly answered via email.

• Pre-bid Meeting. There will be no pre-bid meeting

3.2. Proposal Submittal Date, Format, and Method

Full responses to this RFP must be received no later than 4/7/26 at 4:30 pm.

All responses must be submitted via email to the County:

Mr. Zachary Mulder, P.E. at zmulder@co.ottawa.oh.us

Ms. Elizabeth Buening, P.E. at ebuening@co.ottawa.oh.us

The cover page should identify the proposal as: “Ottawa County CCC RFP Response.”

All costs associated with responding to this RFP will be borne by the Respondent.

Each Proposal shall be accompanied by a Bid Guaranty Bond and Contract Bond (100% of the Proposal

Amount).

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Ottawa County Residential Cross-Connection Control RFP

3.3. Evaluation of Responses

Review of responses submitted to this RFP will be managed by the County evaluation team.

Responses will be reviewed based on a variety of factors, including:

• Organizational Capabilities. The County is interested in Respondents that have strong

organizational capabilities and an experienced team to provide innovative solutions

and services over the long term.

• Program Development Approach. The County is looking for a strategic approach to

cross-connection control programs, with hands-on experience driving results quickly

within a phased work plan. The overall quality, reasonableness, and efficiency of the

program are important to the County.

• Agreement Terms and Contracting Processes. The County is interested in favorable,

standardized contract terms with a streamlined contracting process.

At the discretion of the evaluation team, respondents responding to this RFP may be invited to provide

additional information and/or make a presentation to the evaluation committee.

3.4. RFP Terms and Conditions

This RFP is not a contract offer and should not be construed as intent, commitment, or promise to

acquire products or services presented by any Respondent.

Information received from responses to this RFP will be used in the evaluation of potential cross-

connection control program providers. The County reserves the right to discontinue or modify the RFP

process at any time and makes no commitments, implied or otherwise, that this process will result in a

business transaction or negotiation with one or more Respondents.

The County will not pay for any information herein requested, nor be liable for any costs incurred by

Respondent.

Based on Respondent submissions, meetings may be scheduled between Respondent and the County

in person and/or remotely to expedite the review, evaluation, and potential contract discussions.

Exclusive or concurrent negotiations may be conducted with responsible Respondent(s) for the purpose

of altering or otherwise changing the conditions, terms, and price of the proposed development

agreement.

The information submitted by Respondents is subject to requirements of Ohio’s Open Records law,

ORC 149.43. To the extent Respondent believes information contained in its Statement of

Qualifications, Technical Proposal or Price Proposal is confidential and should be exempt from

disclosure under this statute, it is the Respondents’ responsibility to clearly indicate in its proposal what

information it deems confidential. Respondents may not mark an entire proposal as confidential, but

instead must mark specific information on individual pages to be confidential in order to receive

confidential treatment. Except as required by regulatory reviews, subpoena, or court order, Ottawa

County will use reasonable efforts to avoid disclosure of information designated as confidential to

persons other than those involved with the evaluation, selection, and any subsequent negotiations. To

the extent a party challenges the confidential designation, Respondent shall defend and indemnify

Ottawa County in such suit.

To the extent that Respondents receive information from Ottawa County, Respondents shall maintain

the confidentiality of such information and such information shall not be available to any entity before,

during, or after this RFP process unless required by law or regulatory order.

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Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors
• NAICS 541330Engineering Services
• NAICS 541370Surveying and Mapping (except Geophysical) Services
• NAICS 541620Environmental Consulting Services

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