1-RFP 25-26-01 On-Call Well Rehabilitation Services FINAL.pdf

REQUEST FOR PROPOSALS

FOR

RFP 25/26-01

AS-NEEDED WELL REHABILITATION SERVICES

Submit Proposals to:

Audrey Stenerson, Sr. Buyer

Procurement & Contracts Division Alameda County Water District

43885 South Grimmer Boulevard Fremont, CA 94538

Tel.: (510) 668-4291

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TABLE OF CONTENTS

Page

1..….INFORMATION / INSTRUCTIONS TO PROPOSERS

1.1. INVITATION

1.2. PERIOD OF PERFORMANCE

1.3. BACKGROUND

1.4. DEFINITIONS

1.5. SOLICITATION TIMELINE

1.6. VENDOR REGISTRATION

1.7. EXAMINATION OF RFP DOCUMENTS

1.8. PRE-PROPOSAL MEETING

1.9. QUESTIONS AND REQUESTS FOR CLARIFICATIONS

1.10. ACKNOWLEDGEMENT OF ADDENDUM / ADDENDA TO THE SOLICITATION

1.11. BASIS OF AWARD

1.12. EVALUATION OF PROPOSALS

1.13. EVALUATION CRITERIA

1.14. DISTRICT’S RIGHTS

1.15. SUBMISSION OF PROPOSALS

1.16. PERIOD FOR ACCEPTANCE OF PROPOSALS

1.17. MODIFICATION, WITHDRAWAL, MISTAKES, AND MINOR INFORMALITIES

1.18. EX-PARTE COMMUNICATIONS

1.19. CONFIDENTIALITY

2…….SCOPE OF SERVICES AND SPECIAL PROVISIONS

2.1. PURPOSE AND BACKGROUND

2.2. PROPOSER’S QUALIFICATIONS AND EXPERIENCE

2.3. SCOPE OF SERVICES

2.4. ACCOUNT MANAGER & ESCALATION MATRIX

2.5. DISTRICT RESPONSIBILITIES

2.6. CONTRACTOR RESPONSIBILITIES

3...…..PROPOSAL CONTENT AND SUBMITTAL

3.1. PROPOSAL CONTENT

3.2. PROPOSAL SUBMITTAL

4... ….APPENDICES A,B,C

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1. INFORMATION / INSTRUCTIONS TO PROPOSERS

1.1. INVITATION

The Alameda County Water District (District) invites qualified firms to submit proposals to provide consulting services for as-needed well rehabilitation services for the District’s production wells.

1.2. PERIOD OF PERFORMANCE

It is the intent of the District to award an Agreement to the highest ranked Proposer, in accordance with the evaluation criteria set forth herein. The term of the Agreement shall be for a two (2) year base term and three (3) one-year options to renew at the sole discretion of the District.

1.3. BACKGROUND

The District is a California Special District located in the San Francisco Bay Area. For over 100 years, the District has supplied water to the residents and businesses of southern Alameda County.

The area has grown and changed from being an important agricultural center to supporting a growing suburban population; the water system has grown and changed with it.

Today, the District has a staff of nearly 240 dedicated employees and supplies drinking water to the more than 347,000 people living in the cities of Fremont, Newark, and Union City. It is the mission of the District to provide a reliable supply of high-quality water at a reasonable price to our customers.

1.4. DEFINITIONS

Whenever the following words occur in this Request for Proposal (RFP), they shall have the following meanings:

EUNA PROCUREMENT shall mean the District’s E-Procurement System

COMPETITIVE SEALED PROPOSALS is a transparent procurement method in which Proposals from competing contractors, suppliers, or vendors are invited by openly advertising the scope, specifications, and terms and conditions of the proposed Agreement. Award is typically made to the most qualified Proposer or Proposers whose Proposal(s) provides the best value to the District.

CONTRACT ADMINISTRATOR shall mean the District’s Contract Administrator who will be identified after Solicitation award. Any reference to the Contract Administrator in the Agreement shall mean the Contract Administrator or designated representative. The Agreement will be performed under the direction, inspection and supervision of the Contract Administrator.

CONTRACTOR or CONSULTANT means any person or firm having a Contract with the District.

DISTRICT or ACWD shall mean the Alameda County Water District.

PROPOSER means a corporate entity or individual who responds to this Request for Proposals.

REQUEST FOR PROPOSALS or RFP means all documents, whether attached or incorporated by reference, utilized for soliciting Proposals; also referred to as “Solicitation.”

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SERVICES shall mean the requested services, goods, supplies, or equipment.

1.5. SOLICITATION TIMELINE

The District intends to adhere to the following anticipated timeline:

1.6. VENDOR REGISTRATION

Please go to the District’s E-Procurement System, Euna Procurement, at https://acwd.bonfirehub.com to register, if you have not already done so. Future solicitation announcements will be sent via the District’s E-Procurement System, Euna Procurement, at https://acwd.bonfirehub.com to those vendors who have registered.

1.7. EXAMINATION OF RFP DOCUMENTS

The selected Proposer will be required to execute an Agreement for Services, refer to sample located in Appendix B, with the District, describing the Scope of Services to be performed, compensation, insurance requirements, and other pertinent provisions.

Before submitting its Proposal, each Proposer must (a) examine the RFP documents thoroughly and

(b) familiarize itself with any applicable Federal, State, and local laws, ordinances, rules and regulations, and standards affecting provision of the Services.

1.8. PRE-PROPOSAL MEETING

Proposers are invited to attend a Pre-Proposal meeting a via Microsoft Teams at the date and time specified in Section 1.5. Attendance is not mandatory but strongly recommended. Instructions to attend the meeting electronically will be provided in response to a written request to Audrey Stenerson.

The meeting shall consist of a review of the solicitation process, requested services and required proposal submittals. The meeting is anticipated to take up to one (1) hour. If attending please RSVP, no later than one (1) day prior to the scheduled meeting, by emailing audrey.stenerson@acwd.com.

Date of Issuance: July 7, 2025

Pre-Proposal Meeting: Monday, July 14, 2025 at 2PM PDT Questions & Requests for Clarifications Due: by 3:00 P.M.

Monday, July 21, 2025

Addendum Issued Wednesday, July 23, 2025

Proposals Due: July 31, 2025 at 3PM PDT

Consultant Interviews, if held: Wednesday, August 13 and/or Thursday, August14, 2025

Anticipated Award Date September 2025 https://acwd.bonfirehub.com/

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1.9. QUESTIONS AND REQUESTS FOR CLARIFICATIONS

Prospective Proposers must carefully examine the Solicitation documents, including terms and conditions of the Agreement. In the event of doubt of anything contained in the Solicitation, all questions or requests for clarification about the meaning or intent, discrepancies or omissions of the RFP documents may be submitted in writing to Audrey Stenerson Procurement & Contracts Division, via the District’s E-Procurement System, Euna Procurement, at https://acwd.bonfirehub.com until the date and time specified in Section 1.5.

Responses to questions and requests for clarification will be posted in the form of an addendum via the District’s E-Procurement System, Euna Procurement, at https://acwd.bonfirehub.com no later than the date and time specified in Section 1.5. Only questions answered in a formal written response will be binding. Oral and other interpretations or clarifications will be without legal effect. Any information given to a prospective Proposer by the District will be furnished to all prospective Proposers, if that information is necessary in submitting Proposals, or if the lack of such information would be prejudicial to other prospective Proposers. Bidders are responsible for checking the District’s E-Procurement System, Euna Procurement, at https://acwd.bonfirehub.com for any addenda. The District makes no guarantee that any questions submitted after the deadline will be answered.

1.10. ACKNOWLEDGEMENT OF ADDENDUM / ADDENDA TO THE SOLICITATION

Each Proposer shall acknowledge receipt of any addendum / addenda to this Solicitation via the District’s E-Procurement System, Euna Procurement, at https://acwd.bonfirehub.com. Proposers are required to submit the signature page of each addendum, if any, with their Proposal.

1.11. BASIS OF AWARD

It is the intent of the District to award an Agreement for Services (Agreement) to the highest ranked Proposer, in accordance with the evaluation criteria set forth in Section 1.13 “Evaluation Criteria”.

In the event a mutually satisfactory Contract cannot be negotiated with the highest ranked Proposer, negotiations may be terminated by the District and commenced with the next highest ranked Proposer.

1.12. EVALUATION OF PROPOSALS

Proposals will be screened to ensure responsiveness to the requirements of the RFP. The District reserves the right to request additional information and clarifications during the evaluation and selection process from any or all Proposers regarding their proposals.

• Technical Evaluation Team

A Technical Evaluation Team (TET), which is composed of District staff, or other qualified persons, will review and screen the proposals submitted according to the weighted criteria and process indicated in Section 1.13 (Evaluation Criteria) below. While price is one basic determinant for award, it is not the sole consideration. The TET's composite scores for all steps of the evaluation process will comprise the official record for the proposal evaluation process;

https://acwd.bonfirehub.com/ https://acwd.bonfirehub.com/

Page | 5 individual evaluation records will not be available for public inspection at any point during or after the evaluation process.

• Interviews and Presentations

Following the initial review and evaluation of proposals, some Proposers may be invited to participate in the next step of the proposal selection process. This may include the submission of additional information, as described below, and/or participation in an oral interview. If the District conducts interviews, they will do so only with those Proposers initially found to be within the “competitive range”. Interviews, if held, are tentatively scheduled on the date and time specified in Section 1.5.

The District reserves the right to further reduce the “competitive range” at any time during this step of the evaluation and selection process and the District may hold simultaneous discussions with those Proposers that remain in the “competitive range.” Proposers who are no longer in the “competitive range” will be notified as soon as it is practicable and will not continue in the selection and evaluation process.

• References

Proposers are required to submit references of three (3) clients for whom well rehabilitation work was performed within the past 5 years and that demonstrate the Bidder’s competence to perform the work. For each client submitted as a reference, Proposers shall supply name and address of project owner, name and location of project, approximate month and year when project was performed, a brief description of type and services provided, name and phone number of owner’s representative intimately familiar with the project, applicability and relevance to the services required by the District and overall cost of project (both projected and “as completed”). All references will be contacted by the District via e-mail, fax, or telephone call to obtain answers to questions, as applicable, before an evaluation decision is made.

1.13. EVALUATION CRITERIA

The maximum possible total combined score for a proposal is 100 points.

• Methodology and Approach to Scope of Services Maximum Points 40 points

The Proposer’s responsiveness, overall methodology, and approach to successfully providing the Scope of Services will be evaluated. Proposals will be evaluated on, but not limited to:

o The Proposer’s completeness, clarity, detail, and methodology to RFP scope of work.

o Demonstrated knowledge of the work to be completed.

o Inclusion and completeness of requested forms (e.g., résumé of project team, furnished proposal forms [properly signed and executed], completed contact information for references provided).

o Proposer’s preliminary schedule and approach for completing the scope of work.

o The scope, quality, and feasibility of Proposer’s work plan.

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• Qualifications and Experience of Company Maximum Points 35 points

The capabilities of each Proposer will be assessed on:

o Company's qualifications and experience in providing the specified services for similar operations and/or entities.

o Public sector and or Water Utility Agency experience.

o Proposer’s account representative(s) qualifications and experience in providing the specified services.

o Availability of designated staff, consultants/account representative(s) and other team members assigned to work with the District.

o Proposer’s experience in carrying out the project of this type, demonstrated by the past five

(5) years of experience.

o Proposer’s demonstrated capacity, facilities and organizational structure to perform the type of services sought in this RFP.

• Cost Proposal Maximum Points 25 points

The proposer submitting the lowest priced cost receives the maximum points allowed. All other proposals receive a percentage of points available based on their cost relationship to the lowest. This is determined by applying the following formula:

𝐿𝐿𝐿𝐿𝐿𝐿𝐿𝐿𝐿𝐿𝐿𝐿 𝐶𝐶𝐶𝐶𝐶𝐶𝐶𝐶

𝐶𝐶𝐶𝐶𝐶𝐶𝐶𝐶 𝐵𝐵𝐵𝐵𝐵𝐵𝐵𝐵𝐵𝐵 𝐸𝐸𝐸𝐸𝐸𝐸𝐸𝐸𝐸𝐸𝐸𝐸𝐸𝐸𝐸𝐸𝐸𝐸𝐸𝐸

× 𝑀𝑀𝑀𝑀𝑀𝑀𝑀𝑀𝑀𝑀𝑀𝑀𝑀𝑀 𝑃𝑃𝑃𝑃𝑃𝑃𝑃𝑃𝑃𝑃𝑃𝑃 𝐴𝐴𝐴𝐴𝐴𝐴𝐴𝐴𝐴𝐴𝐴𝐴𝐴𝐴𝐴𝐴𝐴𝐴 = 𝐴𝐴𝐴𝐴𝐴𝐴𝐴𝐴𝐴𝐴𝐴𝐴𝐴𝐴 𝑃𝑃𝑃𝑃𝑃𝑃𝑃𝑃𝑃𝑃𝑃𝑃

Total Possible Points for this RFP = 100

Example:

The cost of the lowest proposal is $10,000. The next lowest proposal has a cost of $12,500;

the total number of points available for cost is 30 points. ($10,000

$12,500 ) 𝑥𝑥 30 = 24 𝑝𝑝𝑝𝑝𝑝𝑝𝑝𝑝𝑝𝑝𝑝𝑝 𝑎𝑎𝑎𝑎𝑎𝑎𝑎𝑎𝑎𝑎𝑎𝑎𝑎𝑎

1.14. DISTRICT’S RIGHTS

The District reserves the right to do any of the following at any point during the solicitation process:

• To cancel this solicitation in whole or in part, at its sole discretion, at any time,

• This RFP does not commit the District to award an Agreement, to pay any costs incurred by

Proposers in the preparation of their proposals submitted in response to this RFP,

• To procure or contract for services.

• The District reserves the right to modify or cancel in whole or in part this RFP,

• To reject any and all proposals,

• To accept the proposal, it considers most favorable to the District’s interest at its sole discretion,

• To waive irregularities or informalities in any proposal or in the proposal procedures.

• Reserve the right to reject all proposals and seek new proposals when the District considers such a procedure to be in its best interest. If there is any evidence indicating that two or more Proposers

Page | 7 are in collusion to restrict competition or are otherwise engaged in anti-competitive practices, the proposals of all such Proposers shall be rejected, and such evidence may be a cause for disqualification of the participants in any future solicitations issued by the District.

• To hold discussions and/or negotiations with any individual or qualified firm.

• To interview or not, to request additional information or revised proposals or to request best and final offers (BAFO) if it is in the best interest of the District to do so.

• To may make an award without conducting any interviews or negotiations; therefore, Proposers are encouraged to submit their best proposal at the outset.

1.15. SUBMISSION OF PROPOSALS

The Proposer shall assume full responsibility for timely delivery for receipt of Proposals. Each Proposer shall submit a Proposal via the District’s E-Procurement System, Euna Procurement, at https://acwd.bonfirehub.com before the posted deadline. All required documents must be completed in full.

Proposers shall comply with all instructions in the RFP and must include Proposer’s name, contact number, address, and email address.

Completed proposal forms and required attachments shall be submitted via the District’s E- Procurement System, Euna Procurement, at https://acwd.bonfirehub.com. Any bid submissions not submitted to the District’s E-Procurement System shall not be considered.

No other method of submission, other than those specified herein, shall be considered.

The only acceptable evidence to establish the time of receipt is the time/date stamp provided by the District’s E-Procurement System and maintained by the Procurement & Contracts Division.

Any Proposal received after the deadline for receipt will not be opened and considered for evaluation. However, an exception may be made when a late Proposal would have been timely but for the action or inaction of the District.

1.16. PERIOD FOR ACCEPTANCE OF PROPOSALS

In order to allow for adequate evaluation, the District requires a response to this Solicitation to be valid and irrevocable for 90 calendar days after submittal date and time.

Should there be valid reasons why the Agreement cannot be awarded within the specific period; the time may be extended by mutual agreement between the District and the Proposer.

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1.17. MODIFICATION, WITHDRAWAL, MISTAKES, AND MINOR INFORMALITIES

• Modification or Withdrawal o Proposals may be modified or withdrawn prior to the established due date via the District’s E-Procurement System, Euna Procurement, at https://acwd.bonfirehub.com in a form and manner that complies with the requirements set forth in this RFP.

o No Proposer may withdraw a Proposal after the Proposal Due Date.

o At no time shall the highest ranked proposal be withdrawn.

• Mistakes in Proposals (Discovered Before Due Date) o Mistake on the part of the Proposer in preparing the Proposal confers no right for the withdrawal of the Proposal after it has been opened.

o A Proposer may correct mistakes in a Proposal prior to the time and date set for due date by submitting a replacement Proposal via the District’s E-Procurement System, Euna Procurement, at https://acwd.bonfirehub.com, in a form and manner that complies with the requirements set forth in this RFP.

1.18. EX-PARTE COMMUNICATIONS

There shall be no communication with any officer, director, employee, or agent of the District.

Proposers and Proposers’ representatives must communicate in the manner set forth in this RFP.

Nothing herein prohibits Proposers and their representatives from making oral statements or presentations in public to one or more representatives of the District during a public meeting.

1.19. CONFIDENTIALITY

ct.

2. SCOPE OF SERVICES AND SPECIAL PROVISIONS

2.1. PURPOSE AND BACKGROUND

The Alameda County Water District (District) invites qualified firms to submit proposals to provide as-needed well rehabilitation services for the District’s production wells. The District has wells that are carbon steel, stainless steel, and some mixed (e.g., solid-cased carbon steel with stainless screens). Some casings are perforated with a Mills Knife, while the others have slotted screens.

The following table lists several production wells which could be expected to require rehabilitation over the next three fiscal years 2025/26 through 2028/29; however, only one well is currently known to need rehabilitation work. The District evaluates the condition of production wells on an ongoing and as-needed basis; therefore, the wells which may require well rehabilitation services over this timeframe are subject to change, and wells may be added to and/or removed from this list.

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Local Well ID State Well ID Depth (ft bgs)

Diameter (in)

Yield (gpm)

PT-6 4S/1W-21P011 200 18 2200

PT-2 4S/1W-21P007 192 18 2100

Mowry 6 4S/1W-28C018 310 18 2200

PT-3 4S/1W-21P008 200 18 2200

PT-4 4S/1W-21P009 201 18 2200

PT-5 4S/1W-21P010 200 18 2200

PT-8 4S/1W-21P013 225 18 2300

Farwell 5S/1W-05C001 253 16, 18* 2500 ft bgs = feet below ground surface * Well diameter 18-in between 0-192 ft bgs, gpm= gallons per minute then 16-in between 0-192-253 ft bgs in= inches

2.2. PROPOSER’S QUALIFICATIONS AND EXPERIENCE

A Proposer shall hold a valid Class C-57 California Contractor's License. Concurrent with their bid submittal, the Proposer shall submit a list and description of three or more production wells of similar diameter, construction, and comparable yield to the District wells which have been rehabilitated within the last five years. Failure to submit a list of three such rehabilitation projects may constitute grounds for rejection of the bid.

2.3. SCOPE OF SERVICES

The Contractor shall perform as-needed well rehabilitation services for production wells identified by the District. When it is determined that there is need for well rehabilitation services, the District will provide to the Contractor a project description including the name and location of the well, its attributes, and any advance information about the degree of potential rehabilitation services that may be anticipated to be required for the well. The scope of work (i.e., degree of rehabilitation) appropriate for each well will be evaluated on a case-by-case basis and determined based on the current condition of the well casing (as documented by the pre-rehabilitation video camera survey and any other relevant data available). If a site visit is warranted, the Contractor shall meet the District representative in the field and collect information necessary to assemble a proposal.

Following evaluation of the pre-rehabilitation video camera survey and site visit, within 14 days the Contractor shall respond by submitting a project proposal including a task summary, schedule, level of effort, proposed personnel, and not-to-exceed cost anticipated to complete the work on a time-and-expense basis.

Contractor shall submit Appendix C, Bid Schedule & Evaluation, summarizing the estimated rates and lump sum amounts for various components of the work described in this section. All unit prices, rates, and fees for as-needed well rehabilitation services shall remain fixed through the 2-year base term. Price adjustments to unit prices, rates, and fees shall be permitted in accordance with Appendix B, Sample Agreement, Section 10, Economic Price Adjustment. A price adjustment shall be permitted only once during any 12-month period after the 2-year base term.

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The section below represents a typical scope of work and is included for informational purposes only so that the Contractor has a general concept of the breadth of services which may be required.

The actual scope of work for rehabilitation services may vary and will depend on the well condition, materials, location, and the anticipated rehabilitation activities, including any environmental complexities and challenges of any given project. The scope of work listed below shall not be construed as to limit the scope of work that can be offered on any particular project; rather, the Contractor, when requested, shall develop a scope of work that best meets the goals of the specific project.

ASSESSMENT OF WELL CONDITION

The Contractor shall assess the current condition of the well in question and recommend a scope of work for potential rehabilitation.

• PRE-REHABILITATION VIDEO CAMERA SURVEY

At the request of the District, a video camera survey of the well to be rehabilitated may be conducted to evaluate the pre-rehabilitation condition of the well. The camera used for the survey shall be equipped with centralizers and shall be capable of switching from downhole to side scan. The video camera survey shall be performed throughout the full depth of each well in the presence of the District Project Manager. Particular intervals to be inspected shall be determined in consultation with the District Project Manager. A color DVD, digital file (.mp4 format), and a video camera survey report detailing any deficiencies noted in the well shall be produced and delivered to the District Project Manager.

• RECOMMENDATION FOR DEGREE OF REHABILITATION

The Contractor shall review the current condition of the well casing (as documented by the video camera survey and any other relevant data available) and meet with the District Project Manager to provide a recommendation for the degree of rehabilitation work required for the well in question. Once the Contractor and District Project Manager reach agreement upon the degree of rehabilitation appropriate for the well in question, the Contractor shall provide the District Project Manager with budgetary well rehabilitation pricing based on the requested scope of work.

• MOBILIZATION AND DEMOBILIZATION

Transportation and provision of all services, materials, tools, equipment, vehicles, tanks, discharge pipes, toilet facilities, per-diem expenses, compressor with fuel, and any applicable taxes, delivery, travel, fees necessary, and any other items required for the proper performance and completion of the work.

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• PHYSICAL REHABILITATION WORK

o BRUSHING SCREEN Encrusting materials upon the well screen shall be brushed. A stiff, tightly fitting, nylon brush shall be used throughout the entire sections of screen in the well to remove as much encrusting materials as possible. The brushing shall be conducted for approximately 6 hours or as directed by the District’s Project Manager.

o REMOVAL AND DISPOSAL OF MATERIAL/DEBRIS FROM THE BOTTOM

OF THE WELL

Prior to initiating any well rehabilitation activities, the depth to the bottom of the well (or material at the bottom of the well), as measured with a depth indicator, shall be recorded and compared with the as-constructed depth of the well. Any material (i.e., scaling, debris or sediment) from the bottom of the well shall be removed by use of a bailer, an airlift pump, or equivalent device. Material removed from the well shall be placed in a holding tank or on a tarp. The material should be stored safely on-site until it is ready to be transported to an approved disposal site. The contractor shall provide the District with manifests, disposal certificates and other documentation after the material is delivered to a disposal site. The bottom of the well shall be measured with a depth indicator again after rehabilitation is completed to ensure that any material at the bottom of the well has been removed to the satisfaction of the District Project Manager.

o SWABBING AND AIRLIFTING Swabbing of the well shall be conducted with a dual swab assembly consisting of two swabs, and nylon brush on 3 to 4-inch diameter pipe, spaced approximately 10 feet apart.

The swabs shall fit loosely in the well. There shall be ellipsoidal holes in the pipe between the swabs for airlifting.

The water and solids shall be removed from the well by swabbing and airlifting using dual swab assembly and an air compressor capable of pumping at the appropriate pumping rate for the well in question. Swabbing and airlifting shall begin at the top of the screen and work downward to the bottom of the well. The Contractor shall supply and install temporary discharge piping of sufficient size and length to pump water to a holding tank and then to a discharge point approved by the District. Appropriate field meter devices (e.g., a flow meter and totalizer) shall be selected consistent with accepted scientific practices and used to ensure the accuracy and reliability of measurements of monitored discharges in compliance with the District’s applicable discharge permit(s). All devices shall be properly maintained and calibrated per manufacturer instructions and as necessary to ensure their continued accuracy. A straight reach of a minimum of five pipe diameters before the meter and a minimum of two pipe diameters of straight pipe after the meter is required. A gate valve will be installed in the temporary discharge line to ensure a full

Page | 12 pipe flow through the flow meter. An Imhoff cone shall be provided for measuring the suspended solids content of the well discharge water.

The swabbing shall be continued until sand, silt, mud, and other solids in the well discharge water is visibly clear or as directed by the District Project Manager. Material drawn into well shall be frequently removed by pumping. Upon completion of swabbing, all solids that have collected at the bottom of the well shall be removed.

The Contractor shall notify the District, a minimum of 24 hours in advance, before discharging the water to the permitted discharge point. Prior to this notification, the Contractor shall afford the District sufficient time to review the data for the water discharged from the holding tanks to determine whether the discharge requirements are being met (e.g., water quality parameters, temperature).

Disposal of the collected solids is the responsibility of the Contractor and shall be done in accordance with all applicable laws and regulations. It is anticipated that the materials shall be disposed of as non-hazardous waste.

o POST-REHABILITATION VIDEO CAMERA SURVEY

A video camera survey of each well shall be conducted after the rehabilitation work is completed to confirm the efficacy of the rehabilitation work. The camera used for the survey shall be equipped with centralizers and shall be capable of switching from downhole to side scan. The video camera survey shall be performed throughout the full depth of each well in the presence of the District Project Manager. Intervals to be inspected shall be determined in consultation with the District Project Manager. A color DVD, digital file (.mp4 format), and a video camera survey report shall be produced and delivered to the District Project Manager.

CONTRACTOR, LICENSES AND PERMITS

Neither the Contractor nor any party contracting with the Contractor shall be deemed to be an agent or employee of the District. The Contractor is and shall be an independent contractor, and the legal relationship of any person performing services for the Contractor shall be one solely between that person and the Contractor.

The Contractor shall possess such State and local licenses, certificates and permits required of the Contractor by law and shall furnish satisfactory proof to the District upon request that such licenses, certificates and permits are in effect during the entire period of the Contract.

When transporting equipment or materials over public roads, the Contractor shall comply with Division 15, Article 6 of the California Vehicle Code, which requires transportation permits for loads

Page | 13 and/or vehicles that exceed statutory limits for size and weight. In addition to any State and/or County transportation permits required, note that the City of Fremont requires transportation permits for oversized and/or overweight vehicles.

SPILL PREVENTION AND CONTROL

The Contractor shall take any and all precautions to prevent accidental spills including (but not limited to) the following:

• The Contractor shall securely store all materials and chemicals that have the potential to spill and pollute the environment by keeping them in a contained area or in a sealed, waterproof container.

• The Contractor shall inspect vehicles and equipment arriving on-site for leaking fluids and promptly repair leaking vehicles and equipment. Use drip pans to catch leaks until repairs are made.

• The Contractor shall have a spill prevention plan and train employees regularly on good housekeeping practices and what to do in the event of a spill.

• The Contractor shall use tarps and absorbents on the ground, including under the vehicles, to collect fallen debris or splatters that could contaminate soil and/or water.

• The Contractor shall avoid spills by handling materials carefully. Keep a stockpile of spill materials, such as rags and absorbents, readily accessible on-site. Cleanup all spills immediately to prevent any soil and/or water contamination.

In the event of a spill:

• The Contractor shall immediately contain and prevent leaks and spills from entering the storm drain system and properly clean up and legally dispose of the waste and cleanup materials.

• The Contractor shall not wash any spilled material to the storm drains.

• The Contractor shall report any hazardous materials spill immediately to the Fremont Fire

Department (Fremont) and Alameda County Fire Department (Newark), and other state and country agencies as required by state and local regulations.

ACCIDENT PREVENTION / SAFETY

Contractor shall be solely responsible for job site safety, accident prevention, bodily injury, including death, to persons arising from its operations.

• Contractor shall comply with all applicable federal, state, and local laws and regulations, including safety orders of CAL-OSHA and of the State of California, Department of Industrial Relations, Division of Industrial Safety, and shall also take or cause to be taken such additional measures as may be necessary for the prevention of accidents.

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• Contractor shall at all times conduct all operations under the Contract in a manner to avoid the risk of bodily harm to persons. Contractor shall continuously inspect all work, materials and equipment to ensure safe working conditions are maintained.

• During the performance of the work, Contractor shall institute controls and procedures for the control and safety of persons visiting the job site.

• Contractor shall maintain an accurate record of, and shall report to the District in writing, exposure data and all accidents resulting in death, traumatic injury, occupational disease, or damage to property, materials, supplies or equipment incident to work performed under the Contract.

• No part of the time lost due to any stop work order, for items related to this article, issued by proper authority shall be made the subject of claim for extension of time or for extra costs or damages by Contractor.

• Compliance with the provisions of this article by subcontractors shall be the responsibility of the Contractor.

• The Contractor shall exercise the necessary precaution to prevent unauthorized fires either within or adjacent to the work area and shall be responsible for all damage from fire due directly or indirectly to its own operations and/or employees of its subcontractors and suppliers. The contractor shall comply with all Federal, State and local laws and regulations.

2.4. ACCOUNT MANAGER & ESCALATION MATRIX

Consultant shall assign an Account Manager to the District who is able to maintain open and timely communication with District staff at all times and who can be reached during normal business hours.

The Account Manager will be solely responsible and accountable for the quality of work. The Account Manager must be directly reachable by telephone or email.

The escalation matrix shall be used in the event the Account Manager is not available. If changes are made, a revised matrix must be submitted to the District’s Contract Administrator with the most current contact information.

2.5. DISTRICT RESPONSIBILITIES

The District shall be responsible for the following:

• The District will provide to the Contractor a project description including the name and location of the well, its attributes, and any advance information about the degree of potential rehabilitation services that may be anticipated to be required for the well in question.

• The District will facilitate site access for the Contractor to perform the approved scope of work for each well rehabilitation field event.

• The District will obtain discharge permit(s) as needed to discharge effluent wastewater from a storage tank.

• The District will make available water for the rehabilitation work, as needed. Once the scope of the well rehabilitation services for a particular well is determined, the District will provide to

Page | 15 the Contractor the location of the closest water delivery source and its anticipated capacity in gallons per minute. The Contractor is responsible for delivering the water to the well site from the assigned water source. If the Contractor, in its option, uses fire hydrants adjacent to the work as the water delivery source, the Contractor shall apply for a construction water meter from the District (Customer Service) and pay the standard deposit for the meter. The Contractor shall check the condition of the meter upon receipt. All service and water charges will be waived by District. The Contractor shall return the meter to the District. The location of the hydrant to be used and withdrawal rates shall be approved by the District.

2.6. CONTRACTOR RESPONSIBILITIES

The Contractor shall be responsible for the following:

• The Contractor shall furnish all equipment, labor, services, and materials for performing the following activities, as appropriate: performing a video camera survey, brushing the well casing, removing materials from the bottom of the well and properly disposing of the materials, swabbing and airlifting the well, and performing such other work as necessary for rehabilitation of wells, as specified herein. The equipment used shall be in good condition and capable of continuous operation without undue delays resulting from mechanical malfunction or other causes.

• The Contractor shall undertake all practical measures to minimize soil erosion, sediment, or turbid water resulting from the Contractor’s operation from entering storm drains. The Contractor shall employ best management practices for the control of water.

• District personnel will be working in and around the work area. The Contractor shall not park or store vehicles, material or equipment in such a manner that will restrict District access to District equipment and facilities.

• The Contractor shall inform itself fully and assume the risk as to uncertainties of weather, work area restrictions, or similar physical conditions at the project site.

The District will obtain discharge permit(s) as needed to discharge effluent wastewater from a storage tank. Generally, the specific requirements for the discharge of water to wastewater systems are:

• All water generated during the well rehabilitation shall be temporarily stored on-site in a storage tank before discharging to the sanitary sewer.

• The discharge rate shall not exceed specified permit requirements (e.g., 125 gallons per minute).

• The Contractor shall afford the District sufficient time to review the data for the water planned for discharge to determine whether the discharge requirements are being met (e.g., water quality parameters, temperature).

• No water shall be discharged until the District has been provided 24 hours’ notice by the contractor.

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3. PROPOSAL CONTENT AND SUBMITTAL

3.1. PROPOSAL CONTENT

The intent of this RFP is to encourage responses that clearly communicate the Proposer’s understanding of the requirements of this RFP and the Agreement for Services and its implementation. Submission of a proposal indicates acceptance by a firm of the conditions contained in this RFP, unless otherwise indicated in the proposal.

In order to facilitate the Proposer’s preparation of its proposal and the District’s review of the same;

proposals shall be limited to twenty (20) pages, not including the Letter of Introduction, table of contents, single page résumés of personnel selected for the project, certifications, work plan, and other required forms. Proposals should provide the requested information in a concise, well-organized manner and should follow the format outlined below.

• Letter of Introduction

A signed Letter of Introduction, on company letterhead, introducing the firm and summarizing the firm’s qualifications. It should clearly state the firm’s understanding of the requirements under this RFP and highlight any unique qualifications.

• Table of Contents

Include a Table of Contents displaying the organization of the proposal being submitted.

• Proposer’s Qualifications and Experience

The following information should be included in the proposal:

o Qualifications and Experience of Company

Describe the firm, its size and organization, the number and location of offices, and general operational structure, as well as its management and technical personnel. Identify services the firm has provided to other public entities. Describe those aspects of the firm that pertain to the ability to provide superior service for the scope of services described under this RFP.

Evidence of certification and licenses, if applicable, must be submitted.

o Qualifications and Experience of Personnel

The individuals assigned to perform services will be an important factor considered by the Evaluation Committee. Provide the names of individuals who would be directly engaged in the performance of the scope of services. Identify the personnel and outline the team’s capacity to successfully perform the desired services. There can be no change of personnel, once a contract has been awarded, without the prior approval of the District. For each of these individuals, please submit:

The number of years of experience providing the desired services, must be a minimum of five (5) years.

Page | 17

A summary of their experience providing similar services for public agency clients, professional affiliations, licensures, and certifications.

Provide résumés for the proposed personnel. Résumés shall not count towards the 20-page limit.

o Approach to Scope of Services

The proposal should set forth a comprehensive description of the approach to providing the Services required in Section 2.3, Scope of Services, and should clearly demonstrate an understanding of the District’s requirements.

Provide a detailed work plan and preliminary schedule identifying the major tasks and activities to be performed. Personnel to be assigned and the estimated completion date for each task/activity should also be addressed.

o Cost Proposal

Proposers must submit cost proposals for the complete scope of work; see Appendix C, Bid Schedule & Evaluation, including the hourly rates. For the Bid Schedule, please submit the hourly and lump sum amounts for each phase. The Bid Evaluation (Well Rehabilitation Example) will be used to determine the lowest bidder. The fully loaded rates should include all possible costs, direct and indirect costs, travel, and any other expenses. The hourly rates will apply to all phases of the project and for any additional ad-hoc services outside of the existing scope of services.

o Exceptions to RFP Documents

Submittal of a proposal shall be deemed as acceptance of all the terms set forth in this RFP and the Services Agreement; unless the Proposer includes with its proposal, any and all exceptions or modifications. Such exceptions and modifications shall be set forth in the Exceptions to Solicitation Documents form located in Appendix A. The District will not consider any exceptions received after the proposal due date.

o All Required Forms

Submit all the required forms provided in this solicitation, as set forth in Appendix A, Required Forms, and all required submittals set forth in this RFP.

3.2. PROPOSAL SUBMITTAL

• Submission of Proposals

In order for firms to be considered for award the following submittals are to be included with Proposer’s response. Proposals shall be submitted via the District’s E-Procurement System, Euna Procurement, at https://acwd.bonfirehub.com. Proposals must be received by the Procurement and Contracts Division via the District’s E-Procurement System, Euna Procurement, at

Page | 18 https://acwd.bonfirehub.com before the date and time specified in Section 1.5. Proposals received after this time will not be considered for award.

• The District will not accept hard copies of proposals.

• Proposal shall include a Table of Contents and Letter of Introduction

• Cost Proposal - Appendix C

• All required Forms, located in Appendix A.

• Acknowledgement of Addenda, if applicable

• Evidence of Insurance

• Copy of Class C-57 California Contractor's License

4. APPENDICES A,B,C

Appendix A Required Forms

PROPOSER QUALIFICATION FORM

This Statement is to accompany the proposal submitted in response to Request for Proposals No.

RFP 25/26-01 As Needed Well Rehabilitation Services

I certify that the following information submitted is true and correct:

The company has been engaged in performing similar services to those under this Solicitation within the United States for a minimum of five (5) years.

1. NAME OF PROPOSER: ____________________________________________

2. BUSINESS ADDRESS: ____________________________________________

3. TELEPHONE NO.: ____________________________________________

4. EMAIL: ____________________________________________

5. OFFICIAL REP. & TITLE: ____________________________________________

6. SIGNATURE: ____________________________________________

7. DATE: ____________________________________________

EXCEPTIONS TO SOLICITATION DOCUMENTS

Submittal of a proposal shall be deemed acceptance of all the requirements and terms set forth in this RFP and the sample Agreement, respectively, unless the Proposer includes with its proposal, in writing, any exceptions or modifications requested by the Proposer to this RFP or the sample Agreement. Please select one of the two options below.

I, ____________________________, an authorized representative of _______________________________, have read, understand and confirm my acceptance of all the requirements of the District’s RFP and the terms of its sample Agreement without any exceptions.

I, ____________________________, an authorized representative of _______________________________, have read the requirements of the District’s RFP and the terms of its sample Agreement and hereby stipulate the following exceptions:

REFERENCES FORM

Please provide three (3) references for contracts of similar scope and size within the past five (5) years. These customers may be contacted by the District. Responses will be considered by the District during the proposal evaluation process.

1. Name of Project Owner: ___________________________________________________

Address of Project: _______________________________________________________

City, State Zip: __________________________________________________________

Telephone / Email: _______________________________________________________

Month and year project was performed: _______________________________________

Overall Cost of Project: ____________________________________________________

Contact Person and Role: ___________________________________________________

Brief Description: _________________________________________________________

2. Name of Project Owner: ___________________________________________________

City, State Zip: __________________________________________________________

Telephone / Email: _______________________________________________________

Month and year project was performed: _______________________________________

Overall Cost of Project: ____________________________________________________

Contact Person and Role: ___________________________________________________

Brief Description: _________________________________________________________

3. Name of Project Owner: ___________________________________________________

City, State Zip: __________________________________________________________

Telephone / Email: _______________________________________________________

Month and year project was performed: _______________________________________

Overall Cost of Project: ____________________________________________________

Contact Person and Role: ___________________________________________________

Brief Description: _________________________________________________________

APPENDIX B

PROCUREMENT & CONTRACTS DIVISION

REQUEST FOR PROPOSALS

SAMPLE AGREEMENT FOR SERVICES

Page 1 of 2 Page 1 of 2

AGREEMENT FOR SERVICES

THIS AGREEMENT is made by and between the ALAMEDA COUNTY WATER DISTRICT (“DISTRICT”) located at 43885 South Grimmer Boulevard, Fremont, CA 94538 and XXXXX (“CONTRACTOR”), located at ADDRESS, CITY, STATE ZIP CODE (“PARTIES”).

WHEREAS, the DISTRICT desires to obtain services (Services) and issued an Invitation for Bid XX/XX-XX [TITLE], dated XXXXX, a copy of which is attached and incorporated as Attachment 1.

WHEREAS, the CONSULTANT is ready, willing and able to furnish such services and has submitted a proposal dated, XXXXXX, a copy of which is attached and incorporated as Attachment 2.

NOW, THEREFORE, THE PARTIES AGREE AS FOLLOWS:

1. RENDITION OF SERVICES

The CONTRACTOR agrees to provide services to the DISTRICT in accordance with the terms and conditions of this Agreement. CONTRACTOR represents that it will exercise the same degree of professional care, skill, efficiency, and judgment ordinarily used by consultants providing similar professional services. CONTRACTOR at all times will comply with all federal, state, and local laws, regulations and policies applicable to the services performed pursuant to this Agreement.

2. SCOPE OF SERVICES

The scope of the CONTRACTOR’s services is set forth in Attachment 1, as supplemented by Attachment 2. However, to the extent that Attachment 2 is inconsistent with Attachment 1, Attachment 1 will govern over Attachment 2.

3. TERM OF AGREEMENT

This Agreement will commence upon a written notice to proceed and conclude upon completion of work followed by final invoice submittal.

It is further understood that the Agreement is subject to the DISTRICT's right to terminate in accordance with Section 17 of this Agreement.

4. OWNERSHIP OF WORK

All reports, designs, drawings, plans, specifications, and other materials prepared, or in the process of being prepared, by CONTRACTOR, its employees, subcontractors, or agents under this Agreement (“Work Product”) shall be and are the property of the DISTRICT.

The DISTRICT shall be entitled to access and to copy the Work Product during the progress of the work. If requested by DISTRICT, CONTRACTOR shall deliver one copy of the Work Product remaining in the hands of the CONTRACTOR, or in the hands of any subcontractor, upon completion or termination of the work.

CONTRACTOR assigns to DISTRICT all right, title, and interest in and to the Work Product, including ownership of copyright in the Work Product. The DISTRICT may utilize any material

Page 2 of 10 Page 2 of 10 prepared or work performed by CONTRACTOR pursuant to this Agreement, including computer software, in any manner which the DISTRICT deems proper without additional compensation to CONTRACTOR. CONTRACTOR shall have no responsibility or liability for any revisions, changes, or corrections to the Work Product made by the DISTRICT, nor for any use or reuse of the Work Product for any purpose other than the Work unless CONTRACTOR accepts such responsibility in writing. The CONTRACTOR shall not disclose Work related data or information without the prior written consent of the DISTRICT.

5. USE OF SUBCONTRACTORS

CONTRACTOR shall not subcontract any Services to be performed under this Agreement without the prior written approval of the DISTRICT.