18-Inch_Sewer_Replacement_Project_Request_for_Proposals.pdf

REQUEST FOR PROPOSAL

18-INCH SEWER REPLACEMENT PROJECT

Valley Sanitary District

45500 Van Buren Street

Indio, CA 92201

RELEASE DATE: August 27, 2026

DEADLINE FOR QUESTIONS: September 25, 2026

RESPONSE DEADLINE: October 9, 2026, 4:00 pm

CONTRACT NO: 2026-0127

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/valley-sanitary

APPROVED:

JASON DAFFORN,PE

GENERAL MANAGER

AContreras Image

Valley Sanitary District

REQUEST FOR PROPOSAL

18-Inch Sewer Replacement Project

I. INTRODUCTION

II. INSTRUCTIONS TO PROPOSERS

III. EVALUATION PHASES

IV. SCOPE OF WORK

V. VENDOR QUESTIONNAIRE

Attachments:

A – VSD Sample Professional Services Agreement

B – Valley Sanitary District Sewer Atlas Map Sheet 11J

C – Preliminary 18-Inch Sewer Reroute Alignment Exhibit

D – Available CCTV Inspection Reports and Videos (if available)

E – Available Easement Documentation

F – Available As-Built Information

Request For Proposal #2026-RFP-001 Title: 18-Inch Sewer Replacement Project

1. INTRODUCTION

1.1. Summary

Valley Sanitary District (VSD) has prepared this Request for Proposals (“RFP”) and is requesting proposals from qualified and interested firms (“Proposers”) to provide professional engineering services for the 18- Inch Sewer Replacement Project (the “Project”).

The intent of this RFP is to solicit proposals from qualified consulting firms to provide surveying, hydraulic evaluation, engineering design, permitting support, preparation of Plans, Specifications, and Estimates (PS&E), bidding support, and engineering services during construction for the Project.

The Project generally consists of abandoning an existing 18-inch cast iron pipe (CIP) sewer crossing beneath the Union Pacific Railroad (UPRR) corridor and constructing a new 18-inch gravity sewer alignment outside of the UPRR right-of-way. The Project will include evaluation of existing facilities, field survey, hydraulic analysis, design of new sewer facilities and manhole modifications, preparation of bid-ready PS&E documents, bidding support services, and engineering support during construction. Optional services include title research and easement documentation, smart manhole cover evaluation, and utility investigation and potholing.

The successful Proposer will be expected to coordinate closely with VSD throughout the Project and complete the work in accordance with the schedule and requirements identified in this RFP.

1.2. Background

Valley Sanitary District (VSD), established in 1925 under the Sanitary District Act of 1923, provides wastewater collection, treatment, and disposal services to more than 28,000 service connections across a 19.5-square-mile service area, serving approximately 89,000 residents in the Cities of Indio, Coachella, La Quinta, and unincorporated portions of Riverside County.

VSD owns and operates an existing 18-inch cast iron pipe (CIP) sewer that crosses beneath the Union Pacific Railroad (UPRR) corridor within the City of Indio. The existing sewer is approximately 75 years old and has been identified as a critical facility requiring replacement planning due to its age, condition, and limited accessibility. Previous discussions regarding CCTV inspection identified concerns related to significant internal tuberculation and the potential for inspection equipment becoming lodged within the pipeline, limiting the District's ability to reliably assess the condition of the crossing.

To reduce long-term operational risk and improve maintainability of the collection system, VSD has identified a preferred alternative that consists of abandoning the existing railroad crossing and constructing a new 18-inch gravity sewer alignment outside of the Union Pacific Railroad right-of-way.

The proposed improvements will reroute existing flows to the downstream collection system through new sewer facilities, manhole modifications, and associated appurtenances while abandoning portions of the existing 18-inch sewer that will no longer be required.

The District seeks to retain a qualified consulting firm to evaluate, survey, design, permit, and prepare bid-ready Plans, Specifications, and Estimates (PS&E) for the Project and to provide engineering support services through bidding and construction.

1.3. Contact Information

Project Contact:

Adrian Contreras

Associate Engineer

45500 Van Buren St.

Indio, CA 92201

Email: acontreras@valley-sanitary.org

Phone: (760) 238-5400 Ext: 111

Procurement Contact:

Juan Rodriguez

Administrative Assistant

45500 Van Buren St

Indio, CA 92201

Email: jrodriguez@valley-sanitary.org

Phone: (760) 238-5400

Department:

Administration

1.4. Timeline

Release Project Date August 27, 2026

Question Submission Deadline September 25, 2026, 5:00pm

Question Response Deadline October 2, 2026, 5:00pm

Proposal Submission Deadline October 9, 2026, 4:00pm

VSD Board Consideration of Award October 27, 2026 mailto:hevans@valley-sanitary.org tel:(760)238-5400;ext=135 mailto:jrodriguez@valley-sanitary.org tel:(760)238-5400

2. INSTRUCTIONS TO PROPOSERS

2.1. SCOPE OF SERVICES; PROFESSIONAL SERVICES AGREEMENT

The scope of services (“Services”) sought under this RFP are set forth in more detail in Exhibit “A”, attached hereto and incorporated herein by this reference.

Notwithstanding the inclusion of such Services in the RFP, the final scope of Services negotiated between VSD and the successful Proposer shall be set forth in the Professional Services Agreement

(“Agreement”) executed by and between VSD and the successful Proposer. A copy of the Agreement is attached hereto as Exhibit “B” and incorporated herein by this reference.

2.2. VSD CONTACT

The principal contact for VSD will be Adrian Contreras, Associate Engineer, (760) 238-5400 Ext: 111, acontreras@valley-sanitary.org or a designated representative, who will coordinate the assistance to be provided by VSD to the Proposer. No other members of VSD’s staff or VSD’s Board should be contacted about this procurement during the RFP process. All inquiries and comments regarding this RFP must be communicated in writing, unless otherwise instructed by VSD. VSD may, in its sole discretion, disqualify any Proposer who engages in any prohibited communications.

2.3. REQUESTS FOR CLARIFICATION

All questions, requests for interpretations or clarifications, either administrative or technical must be requested in writing and directed to VSD via the District's eProcurement Portal Q&A feature. All written questions, if answered, will be answered in writing, conveyed to all interested firms, and posted on

VSD’s eProcurement Portal. Oral statements by any persons should be considered unverified information unless confirmed in writing. To ensure a response, questions must be submitted through

VSD’s eProcurement Portal no later than 4:00 pm local time on Friday, September 25, 2026.

2.4. PROPOSAL REQUIREMENTS

Proposal responses must adhere to the requirements set forth in this section, both for content and sequence. Failure to adhere to these requirements or the inclusion of conditions, limitations or misrepresentations may be cause for rejection of the submittal. Utilize font size large enough to be easily legible, but not smaller than 10 point. The proposal must be submitted via VSD's eProcurement

Portal.

A. Cover Letter - Provide a cover letter and introduction, including the name and address of the organization and individual submitting the proposal, together with the name, address, telephone and fax numbers, and e-mail address of the contact person who will be authorized to represent the organization, and an expression of the Proposer’s ability and desire to meet the requirements of this

RFP. The letter must be signed by an individual authorized to bind the firm contractually.

B. Proposer Statement of Qualifications - Describe the Proposer’s resources, experience, and capabilities as they relate to providing the Services. Submit in the order identified below:

1. Executive Summary An executive summary should briefly describe the Proposer’s qualifications and ability to perform the Services.

2. Qualifications and Experience The proposal should:

a. Provide a description of how the Proposer’s experience, technical and professional skills will meet the goals and fulfill the general functions identified in this RFP

b. Any key staff members who would be involved in the performance of the scope of work.

Provide their resumes, describe their experience, and identify their proposed role for the Project.

c. State the number of years the firm has conducted business

d. Provide a description of the three most relevant contracts held within the last five years.

3. Evidence Of California Licensing The proposal should include appropriate documentation showing the Proposer is properly licensed in the State of California to perform the Services requested in the scope of work.

4. References The Proposer shall provide a minimum of four (4) client references, preferably city, county, or special district governments for whom the Proposer has previously performed services of similar type and scope within the last 5 years.

5. Subconsultants The Proposer shall identify functions that are likely to be subcontracted and identify the subconsultants that are anticipated to perform each function, if known at this time.

C. Proposed Method to Accomplish the Work - Describe the technical and management approach to providing the Services to VSD. Proposer should consider the scope of the Project, goals of VSD, and general functions required. Include a draft schedule of tasks, milestones, and deliverables that will provide for timely provision of the Project. In reviewing the scope of work, the Proposer may identify additional necessary tasks and is invited to bring these to VSD’s attention within the discussion of its proposed method to accomplish the Project.

D. Certification of Proposal - This section shall state: “The undersigned hereby submits its proposal and, by doing so, agrees to furnish services to VSD in accordance with the Request for Proposal (RFP), and to be bound by the terms and conditions of the RFP.”

E. Sealed Fee Proposal - Please provide a lump sum, not-to-exceed fee proposal for the Project. The fee proposal shall be broken down by task and further broken down by staff, subconsultant costs, and expenses for each task. The fee proposal shall include hourly rates for all personnel.

2.5. PROPOSAL CONSIDERATIONS

A. No Deviations from the RFP. In submitting a proposal in response to this RFP, Proposer is certifying that it takes no exceptions to this RFP including, but not limited to, the Agreement attached hereto as

Exhibit “B”. If any exceptions are taken, such exceptions must be clearly noted in the proposal and may be reason for rejection of the proposal. As such, Proposer is directed to carefully review the proposed

Agreement and, in particular, the insurance and indemnification provisions therein.

B. Collusion. By submitting a Proposal, each Proposer represents and warrants that its Proposal is genuine and not a sham or collusive or made in the interest of or on behalf of any person not named therein; that the Proposer has not directly or indirectly induced or solicited any other person to submit a sham Proposal, or any other person to refrain from submitting a Proposal; and that the Proposer has not, in any manner, sought collusion to secure any improper advantage over any other person submitting a Proposal.

C. Conflicts of Interest. Proposers shall comply with all regulations and laws dealing with conflict of interest disclosure and reporting. Proposers shall not be engaged if a conflict of interest exists.

D. Withdrawal of Proposals. A Proposer may withdraw its proposal before the expiration of the time for submission of proposals by notifying and requesting VSD’s representative remove the Proposer’s submission.

E. Financial Health and Reputation. VSD reserves the right to consider the financial responsibility and general complexity of each Proposer, as well as its reputation within the industry to determine if the

Proposer has the apparent ability to meet and complete successfully the requirements of the work.

Upon request, the Proposer shall provide a financial statement, audited, if necessary, in addition to any other information requested by VSD.

F. Confidentiality of Proposal. Proposals submitted in response to this RFP shall be held confidential by

VSD and shall not be subject to disclosure under the California Public Records Act (Cal. Government

Code section 6250 et seq.) until after either VSD and the successful Proposer have completed negotiations and entered into an Agreement or VSD has rejected all proposals. All correspondence with

VSD including responses to this RFP will become the exclusive property of VSD and will become public records under the California Public Records Act. VSD will have no liability to the Proposer or other party as a result of any public disclosure of any proposal or the Agreement. If a Proposer desires to exclude a portion of its proposal from disclosure under the California Public Records Act, the Proposer must mark it as such and state the specific provision in the California Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. For example, if a Proposer submits trade secret information, the Proposer must plainly mark the information as “Trade Secret” and refer to the appropriate section of the California Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. If a request is made for information marked “Confidential”, “Trade Secret” or “Proprietary” (“Proprietary Information”), VSD will provide Proposers who submitted the information with reasonable notice to seek protection from disclosure by a court of competent jurisdiction. Proposer shall have five (5) working days after receipt of such notice to give VSD written notice of Proposer's objection to VSD's release of Proprietary Information. Proposer shall indemnify, defend and hold harmless VSD, and its officers, directors, employees, and agents from and against all liability, loss, cost or expense (including attorney's fees) arising out of a legal action brought to compel the release of Proprietary Information. Proposals which indiscriminately identify all or most of the proposal as exempt from disclosure without justification may be deemed unresponsive and disqualified from further participation in this RFP.

2.6. EVALUATION CRITERIA

The proposal evaluation criteria include:

• Understanding of project and project approach

• Scope of work and schedule

• Relevant qualifications/experience

• Overall quality of proposal

• Cost evaluation

During the evaluation process, VSD reserves the right, where it may serve VSD's best interest, to request additional information or clarifications from Proposers, or to allow corrections of errors or omissions.

Proposers may be invited to make an oral presentation.

The contract, if awarded, shall be to the most qualified Proposer, which submits the proposal that, in the sole judgment of VSD, is in the best interest of VSD.

Upon selection of a Proposer, VSD will endeavor to negotiate a mutually agreeable agreement with the selected Proposer. In the event that VSD is unable to reach agreement, VSD will proceed, at its sole discretion, to negotiate with the next Proposer selected by VSD. VSD reserves the right to contract for services in the manner that most benefits VSD including awarding more than one (1) contract if desired.

After negotiating a proposed Agreement that is fair and reasonable, VSD staff will make the final recommendation to VSD Board concerning the proposed Agreement. VSD Board has the final authority to approve or reject the Agreement.

2.7. SUBMITTAL INSTRUCTIONS

The proposal must be received no later than 4:00 pm local time, on or before Friday, October 9, 2026 via

VSD's eProcurement Portal.

VSD will not be responsible for proposals that are delinquent, incorrectly submitted, or physically submitted to VSD. Proposals submitted after the stipulated deadline will not be accepted by VSD's eProcurement Portal. Please note that mailed, hand-delivered, faxed, or emailed proposals will not be accepted.

2.8. PROTESTS

A. Protest Contents. Protests based on the content of the RFP shall be submitted to VSD no later than ten (10) calendar days prior to the scheduled proposal submittal deadline. If necessary, the proposal submittal deadline may be extended pending a resolution of the protest. Proposer may protest a contract award if the Proposer believes that the award was inconsistent with VSD policy or this RFP is not in compliance with law. A protest must be filed in writing with VSD (email is not acceptable) within five (5) business days after receipt of notification of the intended contract award. Any protest submitted after 5 p.m. of the fifth business day after notification of the intended contract award will be rejected by

VSD as invalid and the Proposer’s failure to timely file a protest will waive the Proposer’s right to protest the contract award. The Proposer’s protest must include supporting documentation, legal authorities in support of the grounds for the protest and the name, address and telephone number of the person representing the Proposer for purposes of the protest. Any matters not set forth in the protest shall be deemed waived.

B. VSD Review. VSD will review and evaluate the basis of the protest provided the protest is filed in strict conformity with the foregoing. VSD shall provide the Proposer submitting the protest with a written statement concurring with or denying the protest. Action by VSD relative to the protest will be final and not subject to appeal or reconsideration. The procedure and time limits set forth in this section are mandatory and are the Proposer’s sole and exclusive remedy in the event of protest. Failure to comply with these procedures will constitute a waiver of any right to further pursue the protest, including filing a Government Code claim or legal proceedings.

2.9. ADDENDA

VSD reserves the right to revise the RFP prior to the time set to receive proposals. Revisions, if any, shall be made by written addenda via VSD's eProcurement Portal. All addenda issued by VSD shall be included in the proposal and made part of the RFP. Each Proposer shall leave with VSD its name, and e-mail address for the purpose of receiving Addenda. Notices of addenda will be sent to all subscribed bidders following this project, and posted via VSD's eProcurement Portal. Proposers are responsible for ensuring that they have received any and all addenda. Each Proposer should monitor the project via the eProcurement Portal to verify that it has received all addenda issued, if any, prior to the bid opening.

Failure to acknowledge receipt of all addenda via VSD's eProcurement Portal may result in bid rejection.

2.10. GENERAL CONDITIONS

A. Amendments to Proposals. Unless specifically requested by VSD, no amendment, addendum or modification will be accepted after a proposal has been submitted to VSD. If a change to a proposal that has been submitted is desired, the submitted proposal must be withdrawn and the replacement proposal submitted via VSD's eProcurement Portal prior to the deadline stated herein for receiving proposals.

B. Non-Responsive Proposals. A proposal may be considered non-responsive if conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the proposal.

C. Costs for Preparing. VSD will not compensate any Proposer for the cost of preparing any proposal, and all materials submitted with a proposal shall become the property of VSD. VSD will retain all proposals submitted and may use any idea in a proposal regardless of whether that proposal is selected.

D. Cancellation. VSD reserves the right to cancel this request for proposals at any time prior to contract award without obligation in any manner for proposal preparation, interview, fee negotiation or other associated marketing costs.

E. Price Validity. Prices provided by Proposers are valid for 90 days from the proposal due date. VSD intends to award the contract within this time but may request an extension from the Proposers to hold pricing, until negotiations are complete and the contract is awarded.

F. No Commitment to Award. Issuance of request for proposals and receipt of proposals does not commit VSD to award a contract. VSD expressly reserves the right to postpone the proposal for its own convenience, to accept or reject any or all proposals received, to negotiate with more than one Proposer concurrently, or to cancel all or part of this request for proposals.

G. Right to Negotiate and/or Reject Proposals. VSD reserves the right to negotiate any price or provision, task order or service, accept any part or all of any proposals, waive any irregularities, and to reject any and all, or parts of any and all proposals, whenever, in the sole opinion of VSD, such action shall serve its best interests and those of the tax-paying public. The Agreement, if any is awarded, will go to the Proposer whose proposal best meets VSD’s requirements.

3. EVALUATION PHASES

During the evaluation process, VSD reserves the right, where it may serve VSD's best interest, to request additional information or clarifications from Proposers, or to allow corrections of errors or omissions.

Proposers may be invited to make an oral presentation.

The contract, if awarded, shall be to the most qualified Proposer, which submits the proposal that, in the sole judgment of VSD, is in the best interest of VSD.

Upon selection of a Proposer, VSD will endeavor to negotiate a mutually agreeable agreement with the selected Proposer. In the event that VSD is unable to reach agreement, VSD will proceed, at its sole discretion, to negotiate with the next Proposer selected by VSD. VSD reserves the right to contract for services in the manner that most benefits VSD including awarding more than one (1) contract if desired.

After negotiating a proposed Agreement that is fair and reasonable, VSD staff will make the final recommendation to VSD Board concerning the proposed Agreement. VSD Board has the final authority to approve or reject the Agreement.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Understanding of Project and Project

Approach Points Based 30

(30% of Total)

2. Scope of Work and Schedule Points Based 25

(25% of Total)

3. Relevant Qualifications/Experience Points Based 25

(25% of Total)

4. Overall Quality of Proposal Points Based 10

(10% of Total)

5. Cost Evaluation Points Based 10

(10% of Total)

4. Scope of Work

4.1. 18-Inch Sewer Relocation Design Project

4.1.1 Background and Project Purpose

Valley Sanitary District (VSD) owns and operates an existing 18-inch cast iron pipe (CIP) sewer that crosses beneath the Union Pacific Railroad (UPRR) corridor within the City of Indio. The existing sewer is approximately 75 years old and, due to its age and condition, VSD has identified the facility as a critical asset requiring further evaluation and replacement planning. Previous discussions regarding CCTV inspection of the pipeline identified concerns related to significant internal tuberculation and the potential for inspection equipment becoming lodged within the pipeline, limiting the District’s ability to reliably assess the condition of the crossing.

To reduce long-term operational risk and improve maintainability of the collection system, VSD has identified a preferred alternative that consists of abandoning the existing 18-inch sewer crossing beneath the railroad and constructing a new 18-inch gravity sewer alignment that remains outside of the Union

Pacific Railroad right-of-way. The proposed alignment will connect existing sewer flows to the downstream collection system through new sewer facilities, manhole modifications, and associated appurtenances. The new segment of 18-inch gravity sewer will be aligned in Indio Boulevard. The project also includes abandonment of portions of the existing 18-inch sewer that will no longer be required following completion of the reroute.

The purpose of this project is to provide professional engineering services necessary to evaluate, survey, design, permit, and prepare bid-ready Plans, Specifications, and Estimates (PS&E) for the proposed 18-

Inch Sewer Relocation Project. The selected CONSULTANT shall provide all engineering, surveying, hydraulic evaluation, optional easement evaluation, agency coordination, and bidding support services necessary to deliver a complete construction package.

As part of the design effort, the CONSULTANT shall verify the feasibility of the proposed alignment through field survey and hydraulic evaluation, identify utility conflicts and easement constraints, evaluate constructability considerations, and prepare final design documents suitable for public bidding and construction. The CONSULTANT shall also identify any permanent or temporary easement requirements associated with the proposed improvements and provide recommendations to VSD regarding future easement acquisition needs. In addition, VSD desires to evaluate the potential incorporation of smart manhole cover technology within the project area to improve future monitoring and operation of the collection system. Evaluation of smart manhole cover technologies shall be included as an optional task within this Request for Proposal.

4.1.2 Reference Documents

• Valley Sanitary District Sewer Atlas Map Sheet 11J.

• Preliminary 18-Inch Sewer Relocation Alignment Exhibit prepared by VSD. Note, the manholes must be at 45-degree angles to the existing 42-inch

• Available CCTV inspection reports and videos of the existing sewer facilities. Note, the CCTV is not available under the UPRR.

4.1.3 Proposed Scope of Services

The following Scope of Services is intended to communicate the District's expectations for the Project.

Proposers shall identify any additional services required to provide a complete and functional design and shall clearly document the reasons such services are required. Any proposed additional services shall be identified and priced separately. The District reserves the right to determine which services are ultimately included in the final Scope of Services.

4.2. TASK A – NON-OPTIONAL WORK

1. General Administration, Meetings, Presentations and Project Coordination

1.1. Conduct a kickoff meeting with District staff to review project objectives, available information, project schedule, communication procedures, operational constraints, and project requirements.

1.2. Assign a Project Manager who shall serve as the primary point of contact throughout the duration of the Project.

1.3. Prepare and maintain a detailed project schedule identifying major milestones, deliverables, review periods, and critical path activities.

1.4. Monitor and control project budget and schedule throughout the duration of the Project.

1.5. Conduct progress meetings with District staff throughout the duration of the Project.

1.6. Prepare meeting agendas and meeting minutes for all project meetings.

1.7. Prepare monthly progress reports summarizing work completed, budget status, schedule status, project issues, action items, and upcoming activities.

1.8. Coordinate activities of all subconsultants and project team members.

1.9. Prepare and maintain a project action item log.

1.10. Provide all project deliverables in both native electronic format and PDF format.

1.11. Attend project meetings, presentations, and Board Meetings as requested by the District.

1.12. For proposal and fee development purposes, assume the following meetings that may be held virtually:

a. Assume one (1) Kickoff Meeting.

b. Assume two (2) Operations Workshops.

c. Assume four (4) progress meetings throughout the duration of design.

d. Assume one (1) 30% Design Review Meeting.

e. Assume one (1) 60% Design Review Meeting.

f. Assume one (1) 90% Design Review Meeting.

g. Assume one (1) Final Design Review Meeting.

h. Assume one (1) Pre-Bid Meeting.

i. Assume one (1) Project Closeout Meeting.

2. Existing Conditions Investigation

2.1. Review available Sewer Atlas Mapping, CCTV reports, available easement documentation, available utility information, and other project information provided by the District.

2.2. Conduct field reconnaissance of the project area.

2.3. Provide a desktop hydraulic analysis of the system to determine the design flow (D/F) for the new 18-inch gravity pipeline. The analysis may utilize available Master Plan information and/or a flow monitoring study, if necessary, to verify existing and projected flows. The analysis shall evaluate flows at Manhole 10I-M125 (which combines the existing 18-inch and 8-inch sewer flows), determine the combined flows at the proposed connection point, and verify that the proposed alignment has adequate capacity and slope to convey the required flows.

2.4. Perform a sewer flow study, as necessary, to verify existing flows tributary to the existing 18-inch sewer crossing beneath the Union Pacific Railroad and confirm the design flows utilized for the proposed reroute. The CONSULTANT shall identify recommended monitoring locations, monitoring duration, methodology, and summarize findings in the Preliminary Design Report.

2.5. Conduct a workshop with District Operations staff to discuss operational requirements, maintenance concerns, bypass pumping requirements, tie-in constraints, and construction sequencing considerations.

2.6. Review existing sewer facilities associated with the proposed reroute.

2.7. Identify utility conflicts, access constraints, and constructability issues for all elements of the work.

2.8. Evaluate existing manhole configurations on the downstream side of the 18-inch cast iron pipe on the north side of the UPRR easement and identify modifications required to the downstream manholes to properly reroute flows.

2.9. Identify anticipated permitting requirements and approval agencies.

2.10 Verify the proposed connection point and evaluate downstream capacity based on available information.

3. Surveying

3.1. Perform topographic and utility surveying necessary to support final design.

3.2. Establish horizontal and vertical control. Utilize Horizontal datum: North American Datum of 1983 (NAD 83), most commonly the NAD 83 and Vertical datum: North American Vertical Datum of 1988 (NAVD 88).

3.3. Survey all existing sewer manholes associated within the proposed alignment. Survey the project area and dip all manhole invert elevations and provide rim elevations for all existing manholes in the area. A manhole sketch for each manhole shown the project area must be provided with the first design submittal.

3.4. Map all existing easements within the Project Area this includes the Union Pacific Railroad Right of Way (ROW) and the easements within private property on the north side of the UPRR

ROW.

3.5. Locate visible utilities and surface improvements within the project area.

3.6. Locate right-of-way lines and available easement limits based on available record information.

3.7. Prepare an AutoCAD Civil 3D base map suitable for final design.

3.8. Provide survey control information including benchmarks and basis of bearings. Survey shall include all manholes from the proposed point of connection through the downstream trunk sewer system necessary to verify available capacity, slope, and hydraulic feasibility.

3.9. Survey all existing sewer crossings that may conflict with the proposed alignment.

3.10. Provide a utility base map suitable for design.

4. Final Design and PS&E (A minimum list of tasks required to prepare a Bid Ready set of plans, note the subtasks are to be assigned a separate price in the fee estimate)

4.1. Prepare a 30% Design Submittal

4.2. Prepare a 60% Design Submittal.

4.3. Prepare a 90% Design Submittal.

4.4. Prepare a Final PS&E Submittal.

The following are the elements to be included in the Final Design Submittal

a. Prepare complete bid-ready Plans, Specifications, and Estimates (PS&E).

b. Prepare plan and profile sheets for all proposed improvements.

c. Prepare sewer abandonment plans and details.

d. Prepare manhole modification plans and details.

e. Prepare new manhole plans and details.

f. Prepare restoration plans and requirements.

g. Prepare utility conflict mitigation requirements.

h. Prepare construction sequencing recommendations.

i. Prepare bypass pumping requirements and construction notes.

j. Prepare standard and special details.

k. Prepare technical specifications.

l. Prepare bid schedule.

m. Prepare Engineer's Opinion of Probable Construction Cost for each design submittal.

n. Prepare final signed and stamped plans, specifications, and estimate suitable for public bidding.

o. Prepare temporary sewer bypass requirements.

p. Prepare sequencing requirements for sewer abandonment and tie-ins.

q. Prepare erosion control and BMP notes necessary for construction.

r. Prepare a detailed engineer's estimate using current construction costs.

s. Prepare quantity calculations supporting the engineer's estimate.

t. Prepare special provisions and technical specifications.

u. Provide written responses to District review comments for each submittal.

5. Agency Coordination and Permitting

5.1. Identify all permits and approvals required for the Project. The permits identified for the project include the encroachment permit for the work within the City of Indio and identifying the constraints to comply with the Construction General Permit (CGP). The Consultant shall assume one meeting with UPRR.

5.2. Conduct coordination meetings with agencies as required. It is assumed that the Consultant will NOT prepare the traffic control plans for the City of Indio but will meet with the City’s Traffic Department to determine constraints.

5.3. Prepare permit exhibits and supporting figures.

5.4. Assume one (1) submittal to each permitting agency and up to two (2) rounds of agency review comments.

6. Bid Support Services

6.1. Prepare final signed and stamped Plans, Specifications, and Estimates (PS&E) suitable for public bidding and assist the District with preparation and advertisement of bid documents.

6.2. Attend and facilitate one (1) pre-bid meeting and respond to bidder questions, and requests for clarification during the bidding period.

6.3. Prepare addenda, as required.

4.3. TASK B – OPTIONAL WORK

7. Title Research and Easement Documentation

7.1. Obtain and review title reports for parcels potentially affected by the proposed improvements. Assume these are four parcels to be identified in the Survey Phase of the project

7.2. Research existing sewer easements associated with the project area. Assume these are four separate easement documents. This would require the consultant to translate the easement documents to new survey datum for this project identified in this scope of work.

7.3. Review available deeds, easements, plats, maps, and recorded documents associated with the project area.

7.4. Identify potential permanent easement requirements necessary for construction, operation, and maintenance of the proposed sewer facilities.

7.5. Identify potential temporary construction easement requirements necessary to facilitate construction. Assume the preparation of two 20-foot-wide temporary construction easements on the north side of the UPRR ROW.

7.6. Prepare exhibits identifying existing easements, proposed easements, parcel ownership information, and areas requiring additional property rights.

7.7. Prepare a plat and legal descriptions for proposed easements, if requested by the District.

7.8. Prepare a memorandum summarizing findings, ownership information, easement requirements, and recommendations.

7.9. The CONSULTANT shall not be responsible for easement acquisition negotiations, appraisals, right-of-way acquisition services, or property acquisition.

8. Utility Investigation through Potholing, and Smart Manhole Cover Evaluation

8.1. Potholing

a) Perform utility potholing at critical utility crossings, tie-in locations, and other locations identified by the CONSULTANT to verify the horizontal and vertical location of existing underground utilities that may impact the proposed improvements.

b) Provide pothole logs, photographs, surveyed utility elevations, and incorporate findings into the design documents and utility conflict analysis.

c) Coordinate potholing activities, obtain required permits, and restore pothole locations to pre-existing conditions.

d) For proposal and fee development purposes, assume six (6) potholes at a depth of ten

(10) feet using vacuum excavation methods.

8.2. Smart Cover Evaluation

a) Evaluate commercially available smart manhole cover technologies and sewer monitoring systems, including monitoring locations, communication requirements, telemetry, power requirements, and integration with existing District systems.

b) Prepare a comparative evaluation, preliminary cost estimate, and implementation recommendations.

c) If directed by the District, prepare technical specifications and design details suitable for incorporation into the final Plans, Specifications, and Estimates (PS&E) package.

9. Geotechnical Investigation

9.1. Perform a desktop geotechnical investigation to determine the soil type for purposes of shoring design for the Contractor during construction.

Assumptions and Exclusions

The following are clarifications to the scope of work and exclusions:

• The District anticipates processing the Project under a Notice of Exemption (NOE) pursuant to CEQA guidelines. Preparation of technical studies, environmental impact analyses, Initial Studies, Mitigated Negative Declarations, Environmental Impact Reports, biological surveys, cultural resource studies, and other environmental documentation beyond support of the NOE are not included in the base scope of services.

• Title research and easement documentation services are included only if Optional Task 7 is authorized by the District.

• Smart manhole cover evaluation services are included only if Optional Task 8 is authorized by the District.

• Permit application fees, agency review fees, and other third-party fees shall be paid directly by the District.

4.1.4 Schedule

Time is of the essence. The CONSULTANT shall commit sufficient personnel and resources to complete the Project in accordance with the schedule presented below. The CONSULTANT may propose an alternative schedule; however, the proposed schedule shall not exceed the durations identified below unless otherwise approved by the District.

1. Kick off Meeting Within 7 days of NTP

2. Operations Workshop No. 1 Within 21 calendar days of NTP

3. Survey Complete Within 45 calendar days of NTP

4. 30% Design Submittal Within 60 calendar days of NTP

5. 30% Design Review Meeting Within 74 calendar days of NTP

6. Operations Workshop No. 2 Within 100 calendar days of NTP

7. 60% Design Submittal Within 105 calendar days of NTP

8. 60% Design Review Meeting Within 119 calendar days of NTP

9. 90% Design Submittal Within 150 calendar days of NTP

10. 90% Design Review Meeting Within 164 calendar days of NTP

11. Final PS&E Submittal Within 180 calendar days of NTP

The awarded CONSULTANT shall be prepared to provide all required insurance certificates and executed contract documents immediately following Notice of Award in order to maintain the project schedule.

The CONSULTANT shall provide a detailed project schedule with its proposal identifying all major milestones, deliverables, review periods, and critical path activities.

5. Submittal Requirements

5.1. Proposal Submittal*

Please upload your Proposal here.

A. Cover Letter. Provide a cover letter and introduction, including the name and address of the organization and individual submitting the proposal, together with the name, address, telephone and fax numbers, and e-mail address of the contact person who will be authorized to represent the organization, and an expression of the Proposer’s ability and desire to meet the requirements of this

RFP. The letter must be signed by an individual authorized to bind the firm contractually.

B. Proposer Statement of Qualifications. Describe the Proposer’s resources, experience, and capabilities as they relate to providing the Services. Submit in the order identified below:

1. Executive Summary. An executive summary should briefly describe the Proposer’s qualifications and ability to perform the Services.

2. Qualifications and Experience. The proposal should:

a. Provide a description of how the Proposer’s experience, showing their technical and professional skills will meet the goals and fulfill the general functions identified in this RFP.

b. Any key staff members who would be involved in the performance of the scope of work. Provide their resumes, describe their experience, and identify their proposed role for the Project.

c. State the number of years the firm has conducted business.

d. Provide a description of the three most relevant contracts held within the last five years.

3. Evidence Of California Licensing. The proposal should include appropriate documentation showing the

Proposer is properly licensed in the State of California to perform the Services requested in the scope of work.

4. References. The Proposer shall provide a minimum of four (4) client references, preferably city, county, or special district governments for whom the Proposer has previously performed services of similar type and scope within the last 5 years.

5. Subcontractors. The Proposer shall identify functions that are likely to be subcontracted and identify the subcontractor that is anticipated to perform each function, if known at this time.

C. Proposed Method to Accomplish the Work. Describe the technical and management approach to providing the Services to VSD. Proposer should take into account the scope of the Project, goals of VSD, and general functions required. Include a draft schedule of tasks, milestones, and deliverables that will provide for timely provision of the Project. In reviewing the scope of work, the Proposer may identify additional necessary tasks and is invited to bring these to VSD’s attention within the discussion of its proposed method to accomplish the Project.

D. Certification of Proposal. This section shall state: “The undersigned hereby submits its proposal and, by doing so, agrees to furnish services to VSD in accordance with the Request for Proposal (RFP), and to be bound by the terms and conditions of the RFP.”