RFP 2026-0003: Fire Hydrant Inspection & Testing Services

Section 2 – Scope of Work BID SPECIFICATIONS 1.Purpose The purpose of this specification is to establish minimum requirements for professional fire hydrant inspection, maintenance, controlled hydrant exercising, digital hydrant record documentation, and NFPA 291 fire flow testing for the City of Cedar Hill. The selected contractor shall provide qualified personnel, proper equipment, data collection tools, reporting, safety measures, and all the necessary labor to complete the work in a safe, professional, and documented manner. 2.Project Quantities and Contract Term •Fire Hydrant Inspection and Maintenance: approximately 2,100 hydrants • NFPA 291 Fire Flow Tests: approximately 540 fire flow tests All work shall be completed during Fiscal Year 2027, beginning upon awarded contract and purchase order,and ending no later than September 30, 2027, unless otherwise authorized in writing by the City. 3.Work Hours All hydrant inspection, maintenance, exercising, and flow testing work shall be performed between 0700 and 1900. Work outside this time window requires prior written approval from the City. 4.Applicable Standards and Guidance All work shall be performed in accordance with applicable industry standards, manufacturer recommendations, City requirements, and accepted water utility practices, including: •NFPA 291 - Recommended Practice for Water Flow Testing and Marking of Hydrants •AWWA M17 - Fire Hydrants: Installation, Field Testing, and Maintenance •Applicable OSHA, traffic control, and public right-of-way safety requirements •Applicable City of Cedar Hill procedures and operational requirements Where conflicts exist, the contractor shall notify the City and follow the direction of the City's authorized representative. 5.Contractor Qualifications, Insurance, and Bonding At a minimum, the contractor shall provide equipment capable of controlled hydrant exercising, digital data collection capability, proof of insurance, and required bonding documentation prior to beginning work. Insurance coverage shall be acceptable to the City and may include Commercial General Liability, Automobile Liability, Workers' Compensation, and any additional coverage or endorsements required by the City. Fire Hydrant Inspection and Testing Services 6. Controlled Hydrant Exercising and Operation Requirements The contractor shall use controlled hydrant exercising tools for hydrant operation. Hydrants shall be opened and closed gradually to reduce the risk of water hammer, operating nut damage, stem damage, valve damage, or distribution system disturbance. Uncontrolled impact tools, excessive force, or improper operation methods shall not be permitted. If a hydrant is difficult to operate, damaged, obstructed, or otherwise unsafe to operate, the contractor shall stop working on that hydrant and notify the City. 7. Fire Hydrant Inspection and Maintenance Scope Each hydrant included in the inspection and maintenance scope shall receive a field inspection and maintenance check, including, at minimum: •Locate and positively identify the hydrant; verify accessibility, visibility, and approach conditions •Inspect for external damage, leakage, obstruction, burial, vegetation, access restrictions, and general condition •Inspect caps, cap chains, operating nuts, nozzle threads, nozzles, barrel, flange, and breakaway components where visible •Exercise the hydrant using controlled hydrant exercising tools; confirm operation, full shutoff, and residual leakage status •Flush as appropriate and as directed by the City; check drainage condition where practical •Clean and lubricate caps, threads, and operating components as appropriate; reinstall caps securely •Document deficiencies and record hydrant condition in the hydrant records management database 8. Hydrant Deficiency Documentation The contractor shall document deficiencies clearly and consistently, including inoperable hydrants, difficult operation, failure to fully open or close, drainage issues, leaks, damaged or missing components, damaged threads, buried or obstructed hydrants, poor visibility, access restrictions, collision damage, coating issues, traffic or site hazards, and other conditions requiring City review. Deficiencies shall be entered digitally and shall include notes and photographs where applicable. 9. NFPA 291 Fire Flow Testing Scope The contractor shall perform approximately 540 NFPA 291 fire flow tests in accordance with accepted NFPA 291 fire flow testing practices and City direction. Each fire flow test shall include, at minimum: •Coordination with City staff prior to testing •Selection of test hydrant and residual hydrant locations as approved or directed by the City •Measurement and documentation of static pressure, residual pressure, pitot pressure, outlet size, hydrant configuration, and number of outlets flowed •Calculation of observed flow and available fire flow at the City-required residual pressure, if requested •Controlled opening and closing of hydrants and use of diffusers or discharge control devices where required •Documentation of flow test location, results, and digital entry into the hydrant records management database Flow testing shall be performed in a manner that minimizes risk of water hammer, property damage, erosion, unsafe discharge, or disruption to the public. Fire Hydrant Inspection and Testing Services 10. Hydrant Records Management Database and Reporting All hydrant inspection, maintenance, deficiency, and fire flow testing data shall be digitally entered into Sure Flow's Hydrant Records Management Database, unless otherwise directed by the City. The database and final reports shall include applicable hydrant identification, location, GPS coordinates if collected or provided, inspection date, maintenance date, flow test date, hydrant condition, operational status, deficiencies, corrective action recommendations, static pressure, residual pressure, pitot pressure, flow results, available fire flow calculations where applicable, photographs, technician notes, and completion status. The contractor shall provide regular progress updates and a final completion package. Deliverables may include PDF summary reports, Excel or CSV exports, GIS-compatible data exports if required, photo documentation, deficiency reports, NFPA 291 flow test reports, final project summary, and final completion certification. 11. City Coordination The contractor shall coordinate with the City prior to beginning work and throughout the project regarding hydrant inventory, work areas, flow test locations, water system operational restrictions, known problem areas, hydrants that should not be operated, and resident, business, or traffic concerns. The contractor shall immediately notify the City of any critical deficiency, inoperable hydrant, severe leak, unsafe condition, or condition requiring immediate City attention. 12. Public Safety, Traffic Control, and Water Discharge The contractor shall conduct work in a safe and professional manner, including safe work zone setup, traffic awareness, appropriate traffic control, high-visibility apparel, and protection of pedestrians, vehicles, public property, private property, and the water distribution system. Hydrant discharge shall be managed safely and directed away from structures, traffic hazards, pedestrians, erosion-prone areas, and sensitive property. Diffusers, hoses, or other discharge control devices shall be used where necessary. Work shall not proceed where traffic or discharge conditions create an unsafe condition. 13. Exclusions Unless specifically included by written agreement, the following work is excluded: major hydrant repair, hydrant replacement, main valve repair, excavation, concrete work, pavement repair, water main repair, parts replacement beyond minor maintenance items, painting unless specifically included, and after-hours emergency response. Excluded work may be quoted separately upon City request. 14. Payment Terms •50% invoiced upon 50% project completion, Net 30 •Remaining balance invoiced after completion, Net 30 Project completion shall be based on completion of the required hydrant inspection, maintenance, fire flow testing, digital data entry, and final reporting requirements, unless otherwise agreed in writing by the City. Fire Hydrant Inspection and Testing Services 15. Acceptance of Work Work shall be considered complete when the required hydrant inspections, maintenance tasks, NFPA 291 fire flow tests, digital data entry, deficiency documentation, final data export, final project summary, and City review comments, if any, have been completed or addressed. The City of Cedar Hill, Texas is an equal opportunity employer and does not discriminate in awarding of contracts or employment of persons because of their race, color, age, national origin, religion, sex, disability, sexual orientation, or any other characteristic protected by law. The City of Cedar Hill, Texas requires companies with which it conducts business to be equal opportunity employers and comply with all applicable federal, state, and municipal laws and regulations regarding contracting and employment practices. It is the policy of the City of Cedar Hill to actively encourage and seek qualified and certified VetHUBs (veteran- & disabled-owned), M/WBEs, DBEs, SBEs and local businesses to participate in all phases of the procurement process. In this effort, the City will take appropriate measures to assure that VetHUBS (veteran- & disabled-owned), M/WBEs, DBEs and SBEs have knowledge of, access, and equal opportunity to compete for the goods and/or services required by the City of Cedar Hill. For professional services, the participation shall include the respondent that demonstrates competence, proposals, and the ability to perform the services for a fair and reasonable price based on the solicitation requirements.