Management Services for Carroll County Water System

Request for Quotes (RFQ) - Management Services for Carroll County Water SystemCarroll County (hereinafter referred to as the County) is soliciting quotes from qualified and experienced companies to provide comprehensive management services for the Carroll County Water System (hereinafter referred to as the System). The System serves the Carroll County Complex and Ossipee Village District.This RFQ outlines the County's requirements for the professional management of its water system to ensure the delivery of safe, reliable, and cost-effective water services to its customers. The initial term of the agreement is anticipated to be two years, with the option for renewal.Description of the Water System:The Carroll County Water System generally consists of:• Water Sources: The system consists of two bedrock wells, and three dug wells that feed into one dug well.• Treatment Facilities: The system treatment facility is located up a hill that is not maintained in the winter. All the wells feed into this building and the water is treated with hypochlorite for disinfection.• Distribution System: The systems distribution system is gravity fed from the hill to the village. It starts with the approx. 200,000 gallon storage tank and has a 10 inch duct iron main all the way to the village. There are several gate valves, 13 fire hydrants, and approximately 60 service connections in the system.• Customer Base: Approximately 50 residential customers, and six commercial connections. The system also feeds all buildings on the County campus• SCADA System: The system currently has a SCADA system that measures the level of water in the storage tank, and has alarms for low levels. Emails and texts are send for notifications of alarms.Scope of Work:The Contractor shall provide comprehensive management services for the System, including but not limited to the following:• System Operation and Maintenance: The system needs to be checked on three times a week, DBP levels checked, chemical level checked, and observing storage the tank. Minimum once a weekdrive the system to check for leaks. All wells and storage tank need to be mowed around regularly and kept clean of debris.• Operation and maintenance of all water sources, treatment facilities, storage facilities, pump stations, and the distribution system in accordance with applicable regulations and best practices.• Regular inspections, testing, and preventative maintenance of all system components. Prompt response to and repair of system failures, leaks, and other operational issues.• Management of chemical supplies and ensuring adequate inventory for treatment processes• Monitoring and control of water quality throughout the system.Regulatory Compliance:• Ensuring compliance with all applicable federal, state (including the New Hampshire Department of Environmental Services), and local regulations related to water quality, treatment, distribution, and reporting.• Preparation and submission of all required regulatory reports and permits.• Maintaining up-to-date knowledge of regulatory changes and implementing necessary adjustments to operations.• Reporting sampling test to the State, quarterly water usage, DBP reports, quarterly sample tests from the master testing schedule.Water Quality Monitoring and Testing:• Developing and implementing a comprehensive water quality monitoring program.• Collecting and analyzing water samples in accordance with regulatory requirements.• Maintaining accurate records of water quality data.• Promptly addressing any water quality issues and implementing corrective actions.Customer Service and Billing Support:• Providing customer service functions, including responding to inquiries, handling complaints, and processing service requests.• Implementing and managing a water billing and collection system, including meter reading, invoice generation, payment processing, and delinquent account management (or coordination with the County's existing system).Financial Management and Reporting:• Assisting the County in the development of annual operating budgets for the System.• Tracking and managing operating expenses.• Providing regular financial reports to the County, including revenue and expenditure summaries.• Assisting with the preparation of grant applications and other funding opportunities.Capital Improvement Planning and Project Management:• Assisting the County in identifying and prioritizing capital needs for the System.• Developing preliminary cost estimates and project schedules for capital projects.• Providing project management oversight for capital projects as directed by the County (this may be a separate fee structure).Emergency Response Planning:• Developing and maintaining an emergency response plan for the System, including procedures for addressing water shortages, contamination events, and other emergencies.• Participating in emergency response exercises as required by regulatory agencies or the County.• On call personnel for 24-hour operation need to be provided, with response time included.Staffing and Training:• Providing qualified and experienced personnel to manage and operate the System.• Ensuring that all personnel possess the necessary licenses and certifications required by regulatory agencies.• Implementing ongoing training programs for staff.Reporting and Communication:• Providing regular operational reports to the County, including key performance indicators, water quality data, maintenance activities, and customer service metrics.• Maintaining effective communication with the County on all significant operational, financial, and regulatory matters.Service Requirements:• Experience: The Contractor shall have a proven track record of successfully managing similar-sized public water systems, preferably in the State of New Hampshire.• Personnel: The Contractor shall provide qualified personnel with the necessary expertise in water system operations, maintenance, regulatory compliance, water quality, customer service, and financial management. Resumes of key personnel proposed for this contract should be included in the quote.• Licensing and Certifications: The Contractor and its personnel shall possess all required licenses and certifications to operate and maintain a public water system in New Hampshire.• Insurance: The Contractor shall maintain adequate insurance coverage, including professional liability, general liability, and worker's compensation, and provide proof of insurance upon request. Specific coverage amounts may be required by the County.• References: The Contractor shall provide a list of at least three (3) references from previous or current clients for whom they have provided similar water system management services.• Local Presence: Preference may be given to firms with an established presence and understanding of the local conditions in the Ossipee, New Hampshire area.Quote Submission Requirements:Interested companies are requested to submit a detailed quote that includes the following information:• Company Name, Address, Phone Number, and Email Address.• Contact Person for this RFQ.• Detailed description of your company's experience in managing public water systems, including the size and complexity of systems managed.• Resumes of key personnel proposed for this contract, including their relevant experience, licenses, and certifications.• Proposed staffing plan for the [County Name] County Water System.• Detailed pricing for the management services, including:• Fixed monthly management fee.• Hourly rates for additional services or personnel, if applicable.• Proposed fee structure for capital improvement planning and project management (if applicable).• Any other relevant fees or charges.• A description of your approach to each element of the Scope of Work outlined above.• Examples of past performance and success in areas such as regulatory compliance, water quality management, and cost control.• List of references as requested above.• Proof of insurance (certificate of insurance).• Copies of relevant company and personnel licenses and certifications.• Any additional services or value-added propositions your company offers.• Any exceptions or clarifications to the requirements outlined in this RFQ.Submission Deadline and Instructions:All quotes must be submitted in a sealed envelope and addressed to:County of CarrollWater System Management RFQ95 Water Village Road, Box 1 Ossipee NH 03864Please submit quotes by Friday, May 16, 2025, at 4:00 PM.Questions:Any questions regarding this RFQ should be directed to Carroll County DPW Director Will DeWitte at(603)539-5125 or For security reasons, you must enable JavaScript to view this E-mail address.