North Country Rural Development Coalition (NRDC) is seeking proposals from qualified firms and professionals to provide on-call private well and onsite wastewater/septic testing and inspection services for residential properties participating in federally and state-funded housing and community development programs.

The intent of this RFP is to establish one or more qualified providers that can perform timely, independent testing and inspection services at a fixed rate per property/project, provide clear written documentation suitable for federally and state-funded program files, and, when specifically authorized by NRDC, provide limited additional professional services such as preparation of stamped plans required for an approved project.

NRDC anticipates that most assignments will consist solely of testing and inspection services. Construction oversight, construction management, and contractor supervision are not part of the standard scope of this RFP.

Scope of Services

Services may include, but are not limited to:

• Inspection and evaluation of existing private wells.
• Inspection and evaluation of existing onsite wastewater/septic systems.
• Functional testing of wells and septic systems, as applicable.
• Water-quality sampling and testing where requested.
• Evaluation of observable system condition and performance.
• Identification of apparent deficiencies, failures, health and safety concerns, or conditions requiring further evaluation.
• Photographic documentation of observed conditions.
• Written inspection reports summarizing:
  • Property inspected;
  • Date of inspection/testing;
  • Testing performed;
  • Conditions observed;
  • Test results;
  • Identified deficiencies or concerns; and
  • Whether additional evaluation, repair, or replacement appears warranted.
• Submission of inspection reports, testing results, photographs, and supporting documentation to NRDC.

The selected provider may also be asked to perform reinspections or limited additional testing when necessary to verify conditions or support program requirements.

Standard Pricing Schedule

Proposers shall provide fixed-rate pricing for the following services:

1. Private well inspection/testing — Fixed rate per property.
2. Septic system inspection/testing — Fixed rate per property.
3. Combined well and septic inspection/testing — Fixed rate per property.
4. Water-quality sampling/testing — Fixed rate per property, with any laboratory fees identified separately if applicable.
5. Additional testing requested by NRDC — Fixed rate where possible, or clearly stated hourly or unit pricing.
6. Reinspection, if necessary — Fixed rate per return visit/property.

Pricing should include all ordinary labor, travel, mileage, photographs, reporting, communications, and administrative costs necessary to complete the assigned service unless specifically identified otherwise in the proposal.

No additional charges may be incurred without prior written authorization from NRDC.

Additional Professional Services for Approved Projects

From time to time, following completion of testing or inspection, NRDC may determine that an approved project requires additional professional or technical services in order to proceed with repair or replacement work.

These services are not included in the standard inspection/testing scope and will only be authorized by NRDC in writing on a project-by-project basis.

Additional professional services may include:

• Preparation of technical plans or drawings;
• Preparation of plans required for permitting or regulatory approval;
• Engineering or other professional review;
• Preparation and sealing/stamping of plans by an appropriately licensed professional, when required;
• Minor revisions to previously prepared plans in response to agency or permitting comments; and
• Other limited technical services directly related to an approved well or septic project.

Proposers shall provide an hourly rate or hourly rate range for these additional professional services.

The proposal should also identify:

• The professional discipline performing the work;
• Applicable licenses or credentials;
• The hourly rate or rate range;
• Any minimum charge;
• Any separate professional sealing/stamping fee;
• Any typical range of hours anticipated for preparation of stamped plans, where applicable; and
• Any other foreseeable professional or regulatory fees.

NRDC may request a project-specific estimate prior to authorizing these services.

No additional professional services may be performed or billed without prior written authorization from NRDC.

Availability and Turnaround Requirements

NRDC administers time-sensitive federally and state-funded programs and requires providers that can respond promptly when assignments are issued.

Proposers must demonstrate sufficient staffing and availability to accept assignments throughout the contract period.

The selected provider shall:

• Promptly acknowledge receipt of each assignment;
• Schedule testing and inspections without unreasonable delay;
• Maintain reasonable communication with NRDC staff;
• Provide written inspection reports and testing results promptly following completion of fieldwork; and
• Respond promptly when clarification regarding a report or testing result is requested.

Unless otherwise approved by NRDC, the selected provider should generally be capable of completing the required site inspection/testing and providing the completed written report within a maximum turnaround of three to four weeks from assignment.

Assignments involving immediate health and safety concerns may require an expedited response.

Repeated delays, failure to respond, or failure to complete assignments within reasonable program timelines may result in discontinuation of assignments or termination of the resulting contract.

Federal and State Program Requirements

Selected providers must be capable of performing testing and inspection services associated with federally and state-funded housing and community development programs.

All reports and supporting documentation must be sufficiently complete for inclusion in applicable:

• Program files;
• Environmental review records;
• Grant monitoring files;
• Reimbursement documentation;
• Audit records; and
• Project closeout files.

Providers must comply with applicable federal, state, county, and local requirements governing the testing, inspection, sampling, or professional services being performed.

The selected provider shall cooperate with NRDC and applicable funding or regulatory agencies in providing reasonable supporting documentation when requested.

Required Qualifications

Proposers must demonstrate:

• Appropriate licenses, certifications, registrations, or professional qualifications applicable to the services proposed;
• Experience testing or inspecting private wells and/or onsite wastewater systems;
• Familiarity with applicable New York State and local requirements;
• Ability to produce clear, professional written inspection reports and testing results;
• Ability to prepare professionally stamped plans where such additional services are proposed;
• Adequate staffing and availability to meet NRDC’s turnaround requirements;
• Ability to maintain required insurance coverage;
• Ability to work professionally with property owners, program participants, NRDC staff, municipalities, and regulatory agencies; and
• Ability to perform services in a manner consistent with federally and state-funded program requirements.

Prior Contract Performance

NRDC intends to contract only with firms or professionals that have demonstrated satisfactory performance on prior governmental, nonprofit, publicly funded, or comparable professional service contracts.

Firms that have been terminated for cause from an NRDC contract, governmental contract, or other publicly funded contract within the preceding thirty-six (36) months should not submit a proposal.

Each proposer shall disclose whether, during the preceding thirty-six months, the firm or any principal of the firm has:

• Been terminated for cause;
• Been declared in default;
• Been suspended or debarred;
• Had a contract terminated as a result of material nonperformance; or
• Been subject to another material adverse contract action related to performance.

Failure to disclose such information may constitute grounds for rejection of the proposal or termination of any resulting contract.

NRDC reserves the right to verify prior contract performance and contact previous contracting agencies or clients.

Contract Structure

NRDC anticipates establishing one or more on-call testing and inspection service agreements.

Selection under this RFP does not guarantee a minimum number or dollar amount of assignments.

Individual properties will be assigned as program needs arise. Standard testing and inspection assignments will be compensated according to the approved fixed-rate schedule.

Any additional professional services, including preparation of stamped plans, must be separately authorized by NRDC and will be compensated according to the approved hourly rate, hourly rate range, or project-specific fee authorized in writing.

NRDC reserves the right to select multiple providers in order to maintain adequate geographic coverage, professional capacity, availability, and timely response.

Proposal Submission Requirements

Proposals should include, at minimum:

• Firm or professional name and contact information;
• Summary of relevant experience;
• Applicable professional licenses and certifications;
• Description of well and/or septic testing and inspection capabilities;
• Description of geographic service area;
• Staffing and availability;
• Typical scheduling and report turnaround times;
• Fixed-rate pricing for each standard service listed in this RFP;
• Hourly rate or hourly rate range for authorized additional professional services;
• Identification of professionals qualified to prepare and stamp plans, if applicable;
• Any minimum charges or additional fees;
• Evidence of applicable insurance coverage;
• Disclosure of any termination for cause, default, suspension, debarment, or material adverse contract action within the prior thirty-six months; and
• References for comparable work.

NRDC reserves the right to reject any or all proposals, request clarification or additional information, negotiate scope and pricing, select multiple providers, and make awards determined to be in the best interest of NRDC and the programs it administers.

Proposals due by: 9/4/26

Contact for more information:

518-585-6366

jdefayette@northcountryruraldevelopment.org