Request for Bids for Vendor - Host Train-the-Trainer Event and Create Leak Detection/Water Loss Training Pilots

RCAP seeks to retain a consultant, vendor, firm, or organization to assist RCAP and its regions in developing and hosting a Train-The-Trainer workshop on Leak Detection and Water Loss with a minimum of 15 participants, as well as developing 6 regional leak detection and water loss pilot workshops. The engagement will end on 8/31/2026.

Bid Details

Project Name: Train the Trainer and Training Pilots on Leak Detection and Water Loss

Submission Deadline: February 14, 2025

Submission Address:  [email protected]

Contact for Questions: Lisa Fought, [email protected]

Scope of Work: Provide a detailed description of the work to be performed, including:

Task 1. One Train-The-Trainer Workshop

RCAP is seeking a vendor who can lead a Train-The-Trainer program development and delivery on the topic of Leak Detection and Water Loss. This will be an in-depth, comprehensive training that will teach other trainers how to train utility staff in communities on these topics.

Task 2. Six Pilot Workshops

RCAP is seeking a vendor who can lead a Pilot Workshop program development and delivery on the topic of Leak Detection and Water Loss. These will be in-depth, comprehensive workshops that are geared towards small water systems in various places across the country and will be scheduled after the Train the Trainer Workshop. The workshop’s location will be determined in conjunction with RCAP.

Curriculum should be developed to utilize proven participatory adult education techniques and incorporate interactive strategies that will increase knowledge retention, including networking between participants and engagement with the content, and opportunities for follow-up technical assistance. Materials developed should include:

  • Slide deck with speaker notes
  • Interactive exercises
  • Facilitators’ guide

Specifications:

  • To best evaluate the ability of the vendor to meet our goals, please include the items below in your Proposal. The proposal should be no more than 5 pages in length.
  • This project will occur from March 1, 2025 through August 31, 2026.

Quote Single Price for Deliverables:

Provide a single price for completing the deliverables that includes a breakout subtotal for any distinct deliverables.

Bid Submission Requirements

Bidders must include the following in their submission:

  1. Cover Letter: A brief introduction of the bidder, including name, address, contact details and years of experience.
  2. Bid Proposal: Detailed pricing and a breakdown of costs.
  3. Qualifications and Experience: Relevant experience and qualifications related to the project.
  4. References: Contact information for at least three previous clients.
  5. Certificates and Licenses: Proof of any licenses or certifications required for the project.
  6. Timeline: A proposed project timeline, including start and completion dates.
  7. Certificate of Insurance (COI): Provide copy of COI for general liability coverage for a minimum of $1 million per occurrence and $2 million aggregate for each policy period. Upon selection the contractor must provide an updated COI with RCAP listed as additional insured. A worker’s compensation policy is also preferred.

Selection Criteria

Bids will be evaluated based on the following criteria:

  • Cost: Competitive pricing will be a key consideration.
  • Experience and Qualifications: Demonstrated ability to complete similar projects.
  • Compliance with Specifications: Alignment with the project’s technical and quality requirements.
  • Timeline: Ability to meet the project schedule.
  • References: Positive feedback from previous clients.
  • Risk: Maintains adequate insurance coverage and strong internal business practices.

Terms and Conditions

  1. RCAP reserves the right to accept or reject any or all bids.
  2. Late submissions will not be considered.
  3. All costs incurred in the preparation of the bid are the responsibility of the bidder.
  4. Contract terms and conditions will be negotiated upon selection of the winning bid.

Timeline

  • Task 1. One Train-The-Trainer Workshop
    • The timeline and milestones for this deliverable will be TBD, with a deadline of completion on or before 11/31/2025.
  • Task 2. Six Pilot Workshops
    • The timeline and milestones for this deliverable will be TBD, with a deadline of completion of all six workshops on or before 8/31/2026.