REQUEST FOR PROPOSAL
Water & Sewer Rate Study Project
CITY OF CLAREMONT, NH
General:
The City of Claremont, New Hampshire (hereafter “the City”) is soliciting proposals from qualified firms to perform a comprehensive Water and Sewer Rate Study. The purpose of this study is to evaluate current rate structures, assess revenue requirements, and develop fair, equitable, and sustainable rate recommendations that ensure the financial stability of the City’s utility operations, maintenance, and future capital improvement needs for the next 5 years.
Background:
The City of Claremont operates and maintains its own water and wastewater systems serving a population of approximately 13,000 residents. The Department of Public Works oversees both utilities, including treatment facilities, distribution systems, and multiple pump stations. Current rates are established under Ordinance #586 (Water) and Ordinance #588 (Sewer). The most recent rate update was adopted on July 14th 2021 and can be found on the city website.
Instructions:
Proposals must be submitted in a sealed envelope no later than 10:00 AM EST on Friday, December 5th, 2025, c/o City Manager’s Office, City Hall, 58 Opera House Square, Claremont, NH 03743. Envelope must be clearly marked “Water & Sewer Rate Study Project.” Proposals will be opened publicly at that time. Unsealed, late, emailed, or faxed proposals will not be accepted.
CONTRACTORS submitting proposals are responsible for being totally familiar with the City of Claremont and the project requested. The contact person for this project is:
Alex Gleeson, DPW Director
8 Grandview Street
Claremont, NH 03743
(603) 542- 7020
Proposal specifications are available on the City’s web site,
Guidelines:
All Proposals become the property of the CITY and will therefore be considered a public document which will be open to public viewing, after the bid opening. This Proposal, if accepted, will become a legally binding addendum to the eventual contractual agreement with the CITY. This request for Proposal in no way commits the CITY to make an award or reimburse any CONTACTOR for any expense incurred in responding to this request.
The successful CONTRACTOR will be required to provide proof of General Liability, Motor Vehicle, Workers’ Compensation, and Excess Liability (an “umbrella” policy) insurance, identifying the CITY as an additional insured, and must be submitted to the CITY upon signing of a contract for services. The policy must be issued by a carrier that is duly licensed to do business in the State of New Hampshire. Any subcontractors will be subject to the same insurance requirements (which will be detailed as a part of the SCOPE OF WORK).
Evaluation Criteria:
All proposals received in response to this RFP will be evaluated to determine if they are complete and meet the requirements specified in this RFP. The vendor will be chosen based on who will provide the “best value” taking into consideration the most beneficial combination of qualifications, services and cost and who has met the requirements of this RFP. Only proposals judged to be responsive to the submission requirements set forth in this RFP will be evaluated.
Staff will review, analyze and evaluate all proposals and score them in accordance with the criteria described below. If needed, additional information may be requested from one or more CONTRACTORS.
The City reserves the right:
- To accept or reject any or all bids in whole or in part and to accept other than the lowest price proposal.
- To waive any technical defect, qualification, omission, informality, or irregularity in any proposal received.
- To amend, modify, or withdraw this Request for Proposal.
- To require supplemental statements or information from a CONTRACTOR.
- To extend the deadline for responses to this Request for Proposal.
- To waive or correct any irregularities in proposals received.
- To limit or expand the scope of work due to funding
The CITY may award a contract based upon the proposals received without discussion of such proposals with the proposers. Each proposal should therefore be submitted with the most favorable terms the proposer can make to the CITY.
The Request for Proposal documents and Notice of Award shall be the agreement between the CITY and successful proposer with respect to the matters dealt with herein, and such shall supersede all other oral and written proposals, representations, understandings, and agreements previously made or existing with respect to any such matter.
Qualification of Bidders:
Each CONTRACTOR must be prepared to present satisfactory proof of their capacity and ability to successfully complete the requirements of this solicitation.
Proposals shall include a brief summary of similar projects or services provided to New England municipalities including:
- The date(s) of project and service provided to municipalities.
- The point of contact with name and telephone number of such clients.
The CITY reserves the right to make investigations or inquiries necessary to determine the competency and ability of any CONTRACTOR to complete the requirements of this solicitation. A review may include, but not be limited to, inspection of the CONTRACTOR’S equipment, references, and/or previous contract performance.
The award will not be made solely based on the cost of services. Evaluation factors to be considered in addition to cost shall be:
- The CONTRACTOR’S reputation based on past work experience with the CITY and/or other references.
- Quality of workmanship or service provided.
- Favorable feedback from the references provided.
- Adequate financial resources or the ability to obtain such resources as required to complete the performance of the project.
- Adequate experience, organization, technical and professional qualifications, personnel, skill, equipment, and ability.
- The ability to comply with the time frame proposed.
Scope of Work:
The City of Claremont is seeking proposals for a Water & Sewer Rate Study project to include the following activities:
The Consultant shall provide professional services to perform a comprehensive rate and financial analysis for both water and sewer utilities. This includes cost-of-service analysis, financial forecasting, rate structure development, and recommendations for capacity fees and bulk water sales for the next five (5) years.
Sewer Rate Scope:
The Consultant shall conduct a comprehensive sewer utility rate study for the City of Claremont, NH. The study shall include a review of the existing sewer rate ordinance (Ordinance #588) and existing rate structure, a cost of service and revenue requirement analysis, development of alternative rate structure options with regional comparison tables for surrounding cities/towns in NH, and preparation of recommended ordinance amendments and implementation plan.
Deliverables shall include a draft report, final report, Excel model of customer class impacts, and presentation materials suitable for City Council review. The Consultant shall meet with City staff at designated milestones, and deliver all materials in Word, Excel and PowerPoint formats. The study shall project a 5-year recommended rate study with a 10-year rate path, reflect the City’s sewer CIP and reserve policy, and include bill-impact tables for typical residential, small commercial, and large industrial customers and development of new proposed fee schedule.
Water Rate Scope:
The Consultant shall conduct a comprehensive review of the City of Claremont’s Water Utility rates in accordance with Ordinance No. 586. The study will evaluate existing rate structures, customer classes, and financial performance; project future operating, debt, and capital costs; and develop equitable rate alternatives for a 5-year recommended rate study with a 10-year rate path.
Tasks include a cost-of-service and revenue requirement analysis, modeling of fixed and volumetric charge options, and assessment of private fire protection and special class rates.
The Consultant shall recommend ordinance amendments, provide rate impact tables for typical customers, and prepare an implementation plan with supporting Excel models and public presentation materials with regional comparison tables for surrounding cities/towns in NH. Deliverables will include a draft and final report, proposed rate ordinance revisions, development of new proposed fee schedule and presentation to City leadership for adoption of new rates.
This proposal requires the selected firm to:
- Provide one (1) bid for the lump sum project.
- Provide one (1) bid sheet
The CITY reserves the right to add or to subtract to portions of this project to meet funding. Pricing for additional work will be as set forth in the quantity bid sheet.
Proposals must conform to the requirements of this request for proposals. The city reserves the right to waive any irregularity in any proposal, and/or reject any or all proposals.
Timeline:
RFP Issued: 11/03/2025
Deadline for Questions: 11/25/2025
City Response to Questions: 12/01/2025
Proposal Submission Deadline: 10:00am 12/05/2025
Draft Report Due: 02/06/2026
Final Report & Presentation: 02/25/2026
Work can commence upon contract execution.
Insurance:
Comprehensive General Liability, including Completed Operations Coverage - $1,000,000 per occurrence/$2,000,000 Aggregate – CITY must be named as an additional insured.
The consultant shall maintain Professional Liability Insurance (Errors and Omissions Insurance) with limits of not less than $1,000,000 per claim and $2,000,000 aggregate, covering negligent acts, errors, or omissions arising out of the services provided under this agreement
Proposals will be accepted that deviate from the Scope of Work, but all such submissions must specifically state exceptions to the Scope of Work on their own page labeled “Exceptions.”
Revisions:
Any questions or inquiries must be submitted, with attached bid sheets, in writing and received by 11/26/2025, no later than (7) calendar days prior to the proposal due date. Answers to all questions or information given to a CONTRACTOR in response to a formal request of a substantive nature will be posted on the CITY’S Procurement Opportunities page on the City of Claremont, NH website (https://www.claremontnh.com/procurement) no later than five (5) days prior to the due date.
Only such amendments, when issued by the CITY, will be considered as being binding on the CITY. Verbal explanations or instructions given by a CITY employee to a CONTRACTOR in regard to this solicitation shall not be binding on the CITY and shall be considered informal unless confirmed in writing by the CITY. CONTRACTORS should note that all clarifications and exceptions, including those relating to the terms and conditions of the contract, are to be resolved prior to the submission of a proposal.
Contract:
The final contract will involve, at a minimum, the terms and conditions set forth in this Request for Proposal including the general conditions and may include those reflected in the specific proposal submitted. The content shall be the exclusive source of the CONTRACTOR’S rights and remedies and shall supersede any and all prior writings, negotiations or agreements of any kind.
Payment will be made upon completion of the project and all presentations and final deliverables.
The CITY is exempt from all taxes.
All CONTRACTORS must comply with all applicable Equal Employment Opportunity laws and regulations.
Deadlines:
Proposals can be delivered or mailed in and must be received by the CITY no later than 10:00 AM – EST on Friday, 12/05/2025, at which time they will be read publicly. Proposals received after this deadline will not be eligible for consideration.
Proposals should be delivered to:
Claremont City Manager
RE: Water & Sewer Rate Study Project on the outside of the envelope
58 Opera House Square
Claremont, NH 03743
(603) 542-7002