REQUEST FOR PROPOSALS

FOR

RFP 25/26-20

Mail Courier Services

Issued: March 13, 2026

Requested by:

Audrey Stenerson, Sr. Buyer

Procurement & Contracts Division

Alameda County Water District

43885 South Grimmer Boulevard

Fremont, CA 94538

Tel.: (510) 668-4291

Page | 1

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

3. ........PROPOSAL CONTENT AND SUBMITTAL

3.1. .....PROPOSAL CONTENT

3.2. .....PROPOSAL SUBMITTAL

4. ........APPENDICES

Page | 2

1. INFORMATION / INSTRUCTIONS TO PROPOSERS

1.1. INVITATION

The Alameda County Water District (District) invites qualified firms to submit proposals to provide scheduled mail courier services (Services) on a daily and as needed basis between the Districts four

(4) facility locations located in the City of Fremont, CA.

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 term.

1.3. BACKGROUND

The District is a California Special District located in the San Francisco Bay Area. For 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 over 240 dedicated employees and supplies drinking water to the more than 348,000 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.

Page | 3

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

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 via 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 Robert Ferro at robert.ferro@acwd.com.

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 robert.ferro@acwd.com.

Date of Issuance: March 13, 2026

Pre-Proposal Meeting: March 24, 2026 @ 10:00 am

Questions & Requests for Clarifications

Due: by 3:00 P.M.PST March 30, 2026

Addendum Issued April 03, 2026

Proposals Due 3:00 PM PST: April 17, 2026

Consultant Interviews, if held: May12, 2026

Anticipated Award Date June https://acwd.bonfirehub.com/ https://acwd.bonfirehub.com/ mailto:robert.ferro@acwd.com mailto:robert.ferro@acwd.com

Page | 4

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.comfor 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/ 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 and will be held at the District’s Headquarters, located at 43885 South

Grimmer Blvd., Fremont, CA 94538.

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 (preferably public sector clients in California) for similar services during a five (5) year period. For each client submitted as a reference, Proposers shall supply a brief description of the services provided, the timeframe services were provided, and client contact information. All references will be contacted by a

District Designee 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 35 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 This includes 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. resumes 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.

o Proposed transition plan.

Page | 6

• Qualifications and Experience of Company Maximum Points 40 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 proposal receive a percentage of points available based on their cost relationship to the lowest. This is determined by applying the following formula:

𝐿𝑜𝑤𝑒𝑠𝑡 𝐶𝑜𝑠𝑡

𝐶𝑜𝑠𝑡 𝐵𝑒𝑖𝑛𝑔 𝐸𝑣𝑎𝑙𝑢𝑡𝑎𝑡𝑒𝑑 × 𝑀𝑎𝑥𝑖𝑚𝑢𝑚 𝑃𝑜𝑖𝑛𝑡𝑠 𝐴𝑣𝑎𝑖𝑙𝑎𝑏𝑙𝑒 = 𝐴𝑤𝑎𝑟𝑑𝑒𝑑 𝑃𝑜𝑖𝑛𝑡𝑠

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 ) 𝑥 30 = 24 𝑝𝑜𝑖𝑛𝑡𝑠 𝑎𝑤𝑎𝑟𝑑𝑒𝑑

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, 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 listed 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 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.

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.

https://acwd.bonfirehub.com/

Page | 8 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

All responses to this RFP become property of the District and will be kept confidential until a recommendation for award of a contract has been announced. Thereafter, submittals are subject to public inspection and disclosure under the California Public Records Act (Commencing at California

Government Code Sections 7920 et seq). Therefore, unless the information is exempt from disclosure by law, the content of any proposal, request for explanation, exception, or substitution, response to these specifications, protest, or any other written communication between the District and any Proposer regarding the procurement, shall be available to the public.

If Proposer believes any communication contains trade secrets or other proprietary information that the Proposer believes would cause substantial injury to the Proposer’s competitive position if disclosed, the Proposer shall request that the District withhold from disclosure the proprietary information by marking each page containing such proprietary information as confidential. By submitting a proposal with portions marked “confidential,” a Proposer represents it has determined such portions qualify for exemption from disclosure under the California Public Records Act. A

Proposer may not designate its entire Proposal as confidential, nor may a Proposer designate its Cost

Proposal as confidential. The District will not honor such designations and will disclose submittals so designated to the public and may deem the proposal non-responsive and may remove the proposal from advancing through the evaluation process.

If Proposer requests that the District withhold from disclosure information identified as confidential, and the District complies with the Proposer’s request, Proposer shall assume all responsibility for any challenges resulting from the non-disclosure, indemnify and hold harmless the District from and against all damages (including but not limited to attorneys’ fees that may be awarded to the party requesting the Proposer information), and pay any and all costs and expenses related to the withholding of Proposer information. Proposer shall not make a claim, sue, or maintain any legal

Page | 9 action against the District or its directors, officers, employees, or agents concerning the withholding from disclosure of Proposer information.

If Proposer does not request that the District withhold from disclosure information identified as confidential, the District shall have no obligation to withhold the information from disclosure and may release the information sought without any liability to the District.

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 confidential and secured transportation of District mail and non-mail items on a daily and as needed basis, Monday through Friday excluding District Holidays, see Appendix C.

2.2. PROPOSER’S QUALIFICATIONS AND EXPERIENCE

Provide evidence that your firm meets the following minimum requirements.

A. Company Qualifications and Experience

• Describe your firms size, organization, the number of office locations and general operational structure, as well as your management and technical personnel.

• Identity similar projects your firm has performed for other entities and include aspects from that firm that pertain to the ability to provide service for the scope of services described under this RFP.

• Prosper shall submit a valid Motor Carrier Permit in good standing, issued by the California

DMV for any commercially operated motor vehicle(s), as required by CVC Section 34620, to be used in the performance of the resulting agreement.

B. Qualifications and Experience of Management Team and Mail Courrier

Provide the names of individuals who would be directly engaged in the performance of the scope of services. Identify the Account Manager and outline the Proposer teams capacity to successfully perform the desired services. The Proposer’s team assigned to perform these services will be an important factor considered by the Evaluation Committee. There can be no change of Account Management once the proposal is accepted for contract award without the prior approval of the District’s Contract Administrator.

2.3. SCOPE OF SERVICES

The following specifications for mail courier services outlines the services, at a minimum, required by the District.

A. Service Locations

• Site A: U.S. Post Office, 37010 Dusterberry Way, Fremont, CA 94536.

Page | 10

• Site B: Alameda County Water District Headquarters, (HQ), 43885 South Grimmer

Boulevard, Fremont, CA 94538.

• Site C: Water Treatment Plant #2, 42436 Mission Boulevard, Fremont, CA 94539.

• Site D: Mission San Jose Water Treatment Plant #1, 42500 Vargas Road, Fremont, CA

94539.

• Site E: Blending Facility, 1111 Mowry Avenue, Fremont, CA 94536.

The District reserves the right to add or remove service locations.

B. Anticipated Schedule and Work Hours

Mail courier services for all the service locations shall be five (5) days a week, Monday through

Friday, excluding weekends and holidays, and in accordance with the schedule outlined below.

Daily Schedule. See Appendix D for Courier Route.

1. Collect U.S. Mail from Site A and delivery to Site B by 9 a.m.

2. At site B collect inter-office mail and deliver to designated sights. Mail will be presorted in bins for each location.

3. Collect inter-office mail and items from Site C D E and deliver to Site B.

The service shall be performed daily during the district’s business hours 8:00am – 11:00am. The daily service time frame should take no longer than three (3) hours to perform.

Site locations will have a centralized designated pick up/drop off location where the courier will deliver and collect the mail/materials.

Contractor maybe required to make pick-up and delivery of materials with short notice on an as-needed basis (“rush” deliveries).

C. Type of Materials

Materials being transported include various U.S. mail, interdepartmental mail & small packages.

Non-mail items being collected and transferred between facilities will include up to three (3) water sample coolers. Water sample coolers are approximately 5-quarts in size (six can capacity) with a top handle for carrying. Materials handled by the driver may weight 5 to 10lbs. per collection.

D. Service Performance

The Contract Administrator or District representative shall immediately notify the Contractor of any service deficiencies including, but not limited to:

a. Deliveries to wrong location.

b. Materials not collected from service locations.

c. Failure to perform collection services within the time frame (longer than 2 hours).

E. Vehicle Requirements

Page | 11

Contractor shall provide and maintain each vehicle in good, safe, clean and presentable operating condition. A vehicle may not be parked anywhere at or around a District Facility when a mail courier is not on duty.

Contractor shall provide and maintain signage on each vehicle, which is easily recognized and readable, from a distance of at least twenty five (25) feet, as a mail courier services vehicle.

Proposer shall maintain a valid Motor Carrier Permit issued by the DMV for any commercially operated motor vehicle(s), as required by CVC Section 34620, to be used in the performance of the resulting Agreement. Each Motor Carrier Permit must be in good standing throughout the term of the Agreement.

F. Detailed Work Plan

Provide a detailed work plan and preliminary schedule identifying the following tasks and activities to be performed by personnel to be assigned.

• On-Boarding – Transition Plan

• Vehicle Plan (Company owned or personal)

• Employee Training Program

• Recruitment / hiring practices & background checks.

• Discipline practices

• Oversight / Supervision of Employees

• Substitution of employees in event of regular employee work absence

• As needed or rush services.

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:

• Providing access to District facilities during business hours.

• District to issue a photo identification card to be used for site access at all District facilities.

• Provide Contractor with as much notice as possible in the event a service site must be removed or added to the route.

Page | 12

• At least one (1) week prior to service start date, the District will meet with Contractor for a kick-off meeting. The meeting topics may include but are not limited to:

➢ Contractor on-boarding implementation plan

➢ District courier needs

➢ Scheduling requirements

➢ Invoicing

➢ District issued photo identification cards

2.6. CONTRACTOR RESPONSIBILITIES

The Contractor shall be responsible for the following:

• Damages / Responsibility of Work

The Contractor shall ensure that mail/materials will be delivered in the same undamaged condition to all District locations. In the event damage occurs, the mail/materials shall be immediately returned to District Headquarters Site B.

The Contractor shall be responsible for all damages to people and or property arising out of the

Contractor or the Contractor’s employees performance of his work. Any such damage must be reported immediately to the Contract Administrator.

If theft of District property occurs, Contractor must file a police report and contact the District immediately. The District may, at its discretion, require Contractor to repair or replace any damage, lost or stolen materials to the satisfaction of the District and at no expense to the District.

• Key Personnel and Safety Training Procedures

Contractor shall provide sufficient working couriers (minimum of two) capable of promptly accomplishing, to the satisfaction of the District, on schedule all work required during regular and prescribed hours.

• Mail Courier

The Contractor is required to have a back-up driver available at all times to assume responsibility of collection and delivery of District mail/materials. The back-up driver must possess a current and valid State of California Driver License appropriate for the type of vehicle driven, and the license must remain valid for the duration of the agreement.

In the event that the transportation vehicle is inoperable the transfer of mail/materials to the replacement vehicle shall occur as quickly as practicable, and the delivery under the terms of this agreement shall be accomplished as expeditiously as possible.

In addition, the Contractor’s mail courier shall be responsible for the following at all District locations:

➢ At all times while on duty carry display a District issued photo identification card which will provide access to all of the District’s pick-up locations.

Page | 13

➢ Maintain a clean uniform and presentable appearance while performing duties at any of the

District properties.

➢ Stay awake and alert during assigned duty periods.

➢ Keep all materials locked in vehicle while transporting to District locations. No mail/materials, under any circumstances, shall be left in the vehicle overnight or left unsecured for any time. Violations of this requirement shall constitute cause for termination of this Agreement.

➢ Drivers must adhere to the maximum vehicle speed limit of 10 mph on all District properties.

➢ Not play loud music, make unnecessary noises, or use language that causes offense to others.

➢ Report to the District immediately of any hazardous or unsafe situations on District properties.

➢ Shall not possess or be under the influence of alcohol, drugs or any illegal substances while at any District property.

➢ Be neat, clean, and conduct themselves in a respectable and courteous manner while performing duties at any District properties.

➢ Close all facility doors immediately after use.

• Qualifications of drivers

To ensure that couriers are qualified explain in detail the criteria used to qualify and select the couriers who will be performing services. Please provide copies of the Contractor’s training programs used to assure that drives are compliant with all requirements. Training programs shall include, but are not limited to:

➢ Criminal background check

➢ Drug and Alcohol Testing Program – include frequency of testing

➢ Previous driving experience

➢ Testing – road and written

➢ Safety procedures

➢ Safe work practices

The Contractor shall, screen, interview, and test all personnel who are assigned to the District for courier services to assure their skills meet the requirements at no additional cost to the

District.

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

Page | 14 contents, single page resumes 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.

A. 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.

B. Table of Contents

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

C. Proposer’s Qualifications and Experience

The following information should be included in the proposal:

• 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.

• 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, which must be a minimum of five (5) years.

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

➢ Provide resumes for the proposed personnel. Resumes shall not count towards the 20 page limit.

• 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.

Page | 15

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. Detailed work plan should include the following.

➢ Daily route schedule

➢ On-Boarding / transition plan

➢ Vehicle – Company owned or personal

➢ Employee training programs

➢ Recruitment – Hiring practices and background checks

➢ Discipline – Suspension and Termination Practices

➢ Oversight – Supervision of employees

➢ Substitution of employees in event of regular employee work absence

➢ As needed or “rush” service(s)

• Cost Proposal

Proposers must submit cost proposals for the complete scope of work, see Appendix A, required forms. Please submit the estimated unit price and extended cost. The fully loaded rates should include all possible costs, direct and indirect costs, travel, and any other expenses. Proposer may also include additional recommended services, if desired, which should be clearly identified as optional services and should be included as separate line items in the cost proposal.

The unit price will apply to all phases of the project and for any additional ad-hoc services outside of the existing scope of services.

• 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.

• All Required Forms

Submit all the required forms provided in this solicitation, as set forth in Appendix A

“Forms,” and all required submittals set forth in this RFP.

3.2. PROPOSAL SUBMITTAL

A. 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.comProposals must be received by the

Procurement and Contracts Division via the District’s E-Procurement System, Euna Procurement

Page | 16 at 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.

B. The District will not accept hard Copies of proposals.

C. Proposal shall include a Table of Contents and Letter of Introduction

D. Cost Proposal, located in Appendix A

E. All required Forms, located in Appendix A

F. Acknowledgement of Addenda, if applicable

G. Evidence of Insurance

4. APPENDICES A,B,C,D

PROCUREMENT AND CONTRACTS DIVISION

APPENDIX A

REQUIRED FORMS

PROPOSER QUALIFICATION FORM

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

RFP 25/26-20 Mail Courier 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: _________________________________________________________________

Address: _______________________________________________________________

City, State, Zip: ______________________________________________________ _____

Telephone /Email: ________________________________________________________

Contact Person and Role: __________________________________________________

Brief Description: ________________________________________________________

2. Name: _________________________________________________________________

Address: _______________________________________________________________

City, State, Zip: ______________________________________________________ _____

Telephone /Email: ________________________________________________________

Contact Person and Role: __________________________________________________

Brief Description: ________________________________________________________

3. Name: _________________________________________________________________

Address: _______________________________________________________________

City, State, Zip: ______________________________________________________ _____

Telephone /Email: ________________________________________________________

Contact Person and Role: __________________________________________________

Brief Description: ________________________________________________________

CALIFORNIA AIR RESOURCES BOARD IN-USE OFF-ROAD

DIESEL-FUELED FLEET RULES CERTIFICATION

SELECT AND COMPLETE ONLY ONE OF THE FOLLOWING CERTIFICATIONS

Certificate of Compliance with In-Use Off-Road Diesel-Fueled Fleet Regulations

The Contractor hereby certifies that it and its subcontractors will use vehicles subject to 13 C.C.R. §§ 2449-

2449.3 in the performance of the Work and will comply with the requirements of 13 C.C.R. §§ 2449-2449.3 related to the California Air Resources Board In-Use Off-Road Diesel-Fueled Fleet Regulations. (Attach valid Certificates of Reported Compliance for the fleet used by the Contractor and its listed subcontractors).

Date: __________________________________________________________________________

Signature: _______________________________________________________________________

Company: _______________________________________________________________________

Name: _________________________________________________________________________

Title: __________________________________________________________________________

CARB-issued Identification Number: _________________________________________________

OR

Certificate of Non-Applicability of In-Use Off-Road Diesel-Fueled Fleet Regulations

The Contractor hereby certifies that it and its subcontractors will not use vehicles subject to 13 C.C.R. §§ 2449-2449.3 in the performance of the Work.

Date: __________________________________________________________________________

Signature: _______________________________________________________________________

Company: _______________________________________________________________________

Name: _________________________________________________________________________

Title: __________________________________________________________________________

COST PROPOSAL

Please submit pricing for Mail Courier Services. Pricing shall remain firm for the base term of the Agreement.

The following services are to be performed daily, Monday through Friday, with the exception of District holidays, as detailed in Appendix C, District Holiday Schedule. The District reserves the right to add or remove Service Locations. If Service Locations are added during the term of the Agreement, the cost proposal shall be amended to reflect such service and corresponding price.

Site Description of Service Unit Price Avg.

Days

Extended Cost

A Collect U.S. Mail: 37010 Dusterberry Way, Fremont Delivery to Headquarters: 43885 S. Grimmer Blvd., Fremont at 9 a.m.

$ _______ 22 $ _________

B Collect at Headquarters: 43885 S. Grimmer Blvd., Fremont Delivery to Treatment Plant 2: 42436 Mission Blvd., Fremont $ _______ 22 $ _________

C Collect at Treatment Plant 2: 42436 Mission Blvd., Fremont Delivery to Treatment Plant 1: 42500 Vargas Rd., Fremont $ _______ 22 $ _________

D Collect Treatment Plant 1: 42500 Vargas Rd., Fremont Delivery to Blender: 1111 Mowry Ave., in Fremont $ _______ 22 $ _________

E Collect at Blender: 1111 Mowry Ave., in Fremont Return to Headquarters: 43885 S. Grimmer Blvd., Fremont $ _______ 22 $ _________

Total Cost per Month: $ ______________

Total Estimated Annual Cost: $ ______________

(The above totals are for proposal comparison purposes only)

As-Needed Services:

Mileage Fee (1 Mile) Pick Up Fee

After Hours Fee

(Specify Hours)

Total Cost Service Type (e.g. Direct, Priority)

Delivery Time (e.g. Hours, Minutes)

If any fees for “As-Needed Services” in table above are not applicable in your cost proposal, then write “N/A”.

Company: ________________________________________

APPENDIX B

SAMPLE AGREEMENT

AGREEMENT FOR PROFESSIONAL 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 (“CONSULTANT”), located at ADDRESS, CITY, STATE ZIP CODE (“PARTIES”).

WHEREAS, the DISTRICT desires to obtain services (Services) and issued a Request for Proposals 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 CONSULTANT agrees to provide services to the DISTRICT in accordance with the terms and conditions of this Agreement. CONSULTANT represents that it will exercise the same degree of professional care, skill, efficiency, and judgment ordinarily used by consultants providing similar professional services. CONSULTANT 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 CONSULTANT, 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, CONSULTANT shall deliver one copy of the Work Product remaining in the hands of the CONSULTANT, or in the hands of any subcontractor, upon completion or termination of the work.

CONSULTANT 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 prepared or work performed by CONSULTANT pursuant to this Agreement, including computer software, in any manner which the DISTRICT deems proper without additional compensation to CONSULTANT. CONSULTANT 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 CONSULTANT accepts such responsibility in writing. The CONSULTANT shall not disclose Work related data or information without the prior written consent of the DISTRICT.

5. USE OF SUBCONTRACTORS

CONSULTANT shall not subcontract any Services to be performed under this Agreement without the prior written approval of the DISTRICT. CONSULTANT may subcontract with service firms engaged in drawing, reproduction, typing and printing without the prior written consent of the DISTRICT.

CONSULTANT shall be solely responsible for reimbursing any subcontractor and the DISTRICT shall have no obligation to them.

6. CHANGES

The DISTRICT may, at any time, by written order, make changes within the scope of work and services described in this Agreement. If such changes cause an increase or decrease in the budgeted cost of or the time required for performance of the agreed upon work, an equitable adjustment as mutually agreed shall be made in the limit on compensation as set forth in Section 9 or in the term of the Agreement as set forth in Section 3, or both. In the event that CONSULTANT encounters any unanticipated conditions or contingencies that may affect the scope of work or services and result in an adjustment in the amount of compensation specified herein, CONSULTANT shall so advise the DISTRICT immediately upon notice of such condition or contingency. The written notice shall explain the circumstances giving rise to the unforeseen condition or contingency and shall set forth the proposed adjustment in compensation. This notice shall be given to the DISTRICT prior to the time that CONSULTANT performs work or services related to the proposed adjustment in compensation.

The pertinent changes shall be expressed in a written supplement to this Agreement prior to implementation of such changes.

7. RESPONSIBILITY; INDEMNIFICATION

To the fullest extent permitted by law, CONSULTANT shall indemnify, keep and save harmless the DISTRICT, and its board members, officers, agents, and employees against any and all suits, claims, actions, damages, liabilities, costs, and expenses (collectively, “Liabilities”) for any personal injury (including death, bodily injury, emotional or mental distress, and loss of consortium), property damage, intellectual property infringement, or financial or economic loss that arises out of, pertains to, or relates to the negligence, recklessness, or the willful misconduct of the CONSULTANT, its employees, subcontractors, or agents to the extent that such Liabilities arise out of the performance (or non-performance) of this Agreement. This duty to indemnify includes any proceedings, actions, damages, or penalties due to the violation of any governmental law or regulation, the compliance with which is the responsibility of the CONSULTANT, its employees, subconsultants, or agents.

CONSULTANT further agrees to defend any and all such actions, suits, or claims, and pay all charges of attorneys and all other incurred costs and expenses relating to the investigation, defense, negotiation, or settlement of any action, suit, or claim, and to reimburse the DISTRICT for any and all legal and other costs and expenses incurred by the DISTRICT in connection with the defense of such actions, suits, or claims. If any judgment is rendered against the DISTRICT or any of the other individuals enumerated above in any such action, CONSULTANT shall, at its expense, satisfy and discharge the same to the extent that the judgment is based on the CONSULTANT’s agreement to indemnify as set forth in this section. This indemnification obligation will survive the termination or expiration of this Agreement. CONSULTANT shall require its subcontractors to similarly indemnify, defend, and keep and save harmless, the DISTRICT.

8. INSURANCE

CONSULTANT shall procure and maintain for the duration of the contract insurance against claims for injuries or…