2025_Urban_Water_Management_Plan_RFP.pdf

REQUEST FOR PROPOSAL

26-009

2025 URBAN WATER MANAGEMENT PLAN RFP

City of Hayward

777 B Street

Hayward, CA 94541

RELEASE DATE: September 3, 2025

DEADLINE FOR QUESTIONS: September 12, 2025

RESPONSE DEADLINE: September 23, 2025, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/hayward-ca https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Hayward

REQUEST FOR PROPOSAL

2025 Urban Water Management Plan RFP

I. Introduction II. Project Details

III. Scope of Work IV. Evaluation Criteria V. Vendor Submissions

Attachments:

A - City of Hayward Professional Services Agreement – EXAMPLE

B - Contract Bonds

C - Non-Collusion Affidavit

D - Nondiscriminatory Affirmative Action Cert Statement

E - Non-nuclear

Request For Proposal #26-009 Title: 2025 Urban Water Management Plan RFP

1. Introduction

1.1. Summary

NOTICE IS HEREBY given that the City of Hayward (City) invites sealed proposals for 26-009, 2025 Urban

Water Management Plan (UWMP). Each proposal shall be in accordance with the general provisions for purchase of work and services on file in the office of Public Works & Utilities, 777 B Street, Hayward, CA

94541-5114. All proposals must be submitted to the City's eProcurement Portal by 5:00 p.m. on

September 23, 2025 and clearly identified with the Request for Proposals (RFP) title, number, company name, and due date. It is the sole responsibility of the proposing firm to ensure that proposals are received prior to the closing time, as late proposals will not be accepted and deemed non-responsive.

The City is seeking a qualified Consultant to prepare the City's UWMP and Water Shortage Contingency

Plan (WSCP) in full compliance with the California Urban Water Management Planning Act (Water Code

§10610 through §10657) and the California Department of Water Resources (DWR) 2025 Urban Water

Management Plan Guidebook for Water Suppliers (DWR Guidebook). The project will be overseen by

City staff from the Public Works & Utilities Department and will include staff from Water Resources and

Utilities Operations and Maintenance.

1.2. Background

The City of Hayward, California is in Alameda County and is known as the “Heart of the Bay” because of its central and convenient location to San Francisco, Oakland, and San Jose. It is served by an extensive network of freeways and bus lines and has two BART stations and an Amtrak station. Currently, it is estimated that there are approximately 163,000 residents in the City.

The primary objective of this project is to develop a 2025 UWMP and WSCP that meets the requirements of California Water Code (CWC) Section 10620(a). The UWMP guidelines require all urban water suppliers, either publicly or privately owned, serving municipal water to 3,000 or more customers or supplying more than 3,000 acre-feet annually to prepare and adopt an UWMP and update it every five years.

Since 1962, the City’s sole source of potable water has been supplied from the San Francisco Public

Utilities Commission’s (SFPUC) Regional Water System. The City is a member agency of the Bay Area

Water Supply and Conservation Agency (BAWSCA), a special district, comprised of twenty-six member agencies that purchase wholesale water from the SFPUC. BAWSCA represents the interests of SFPUC wholesale water customers, by coordinating and providing regional water supply planning, resource development, and water conservation program services to the wholesale purchasers of water from the

SFPUC’s Regional Water System.

The City’s water system provides water services for residential, commercial, industrial, institutional and fire suppression purposes. The City owns and operates a municipal wastewater collection system and

Water Resource Recovery Facility (WRRF) that serves most of the City, as well as a small number of properties in unincorporated areas of Alameda County. The City is a founding member of the East Bay

Dischargers Authority, a Joint Powers Authority that disposes treated wastewater through a deepwater outfall to the San Francisco Bay. The City also owns and operates a recycled water treatment facility that produces disinfected tertiary recycled water for irrigation purposes.

https://procurement.opengov.com/portal/hayward-ca

The Urban Water Management Planning Act requires urban water suppliers to describe and evaluate its sources of water supply, current and projected potable and non-potable water demands, water supply reliability, demand management measures, calculation of baselines and targets to comply with SB X7-7, and distribution system water loss reporting. A completed UWMP serves as a long-range planning document for water supply, a source document for preparing General Plans, and a foundational document for Water Supply Assessments. A UWMP may be required to meet funding eligibility for some

State programs, loans and grants for water resources studies and projects. Information from the City’s water demand model and Urban Water Use Objective (UWUO) projections will support development of the City’s 2025 UWMP and long-term resource planning to ensure adequate water supplies are available to meet existing and future water needs.

The Water Shortage Contingency Plan (WSCP) is a strategic planning document that outlines how the

City will prepare for and respond to water shortages. In accordance with CWC 10632, all urban water suppliers must develop and adopt a WSCP as part of its UWMP. Water shortages can arise for various reasons, including drought, catastrophic events, or when available supply cannot meet customer demand. The WSCP provides a structured framework for addressing such shortages, by establishing standardized action levels, incorporating prescriptive information and response measures for catastrophic supply interruptions. The WSCP also describes procedures for conducting the Annual Water

Supply and Demand Assessment (AWSDA), which is to be submitted to the California Department of

Water Resources (DWR) on or before July 1 every year. The 2025 UWMP including the WSCP, must be adopted and submitted to DWR by July 1, 2026.

1.3. Contact Information

Any administrative questions regarding bidding procedures should be directed to:

Project Contact:

Cheryl Munoz

Water Resources Manager

777 B Street

Hayward, CA 94541

Email: cheryl.munoz@hayward-ca.gov

Phone: (510) 583-4701

Procurement Contact:

Rita Perez

Purchasing Manager

777 B Street

Hayward, CA 94541-5114

Email: rita.perez@hayward-ca.gov

Phone: (510) 583-4801

Department:

Utilities mailto:cheryl.munoz@hayward-ca.gov tel:(510)583-4701 mailto:rita.perez@hayward-ca.gov tel:(510)583-4801

Department Head:

Alex Ameri

Director of Public Works

1.4. Timeline

Release Project Date September 3, 2025

Question Submission Deadline September 12, 2025, 5:00pm

Question Response Deadline September 17, 2025, 5:00pm

Submission Deadline September 23, 2025, 5:00pm

Review Period of Proposals September 24, 2025

Interview (finalist) October 6, 2025

Recommendation to Council October 28, 2025

Contractor Selection Date November 4, 2025

2. Project Details

2.1. Important Instructions for Electronic Submittal

The City is accepting electronic proposal submissions. Proposers shall create a FREE account with

OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic proposal.

2.2. Communication Regarding this RFP

All communication from prospective proposers regarding this RFP must be submitted in the Question &

Answer portal within the City's project posting. Please submit each question SEPARATELY.

Communication by telephone or in person will not be accepted. Attempts by or on behalf of a prospective or existing vendor to contact or to influence any member of the selection committee, any member of the City Council, or any employee of the City with regard to the acceptance of a proposal may lead to elimination of that vendor from further consideration.

2.3. Desired Qualifications

Proposer shall possess all professional licenses, certifications, and experience necessary to perform civil engineering consultant services for public agencies in California as specified under this RFP.

Furthermore, it is desired that the proposer provide a minimum of three (3) projects similar to the

UWMP and WSCP project described herein, that your firm’s team members have recently completed.

References are to be included with the proposal as described in [Section 3.3] of this RFP. Public sector references are preferred.

2.4. Project Valuation Estimate

The City has estimated this project to be in the range of approximately $250,000. Note that the proposal evaluation criteria includes appropriateness of cost and reasonability of the estimated level of effort.

2.5. Last Day for Questions

All questions must be submitted to the Question & Answer portal within the City's project posting by

5:00 p.m., September 12, 2025. This will allow sufficient time for any addenda to be issued by the City to all proposers.

2.6. Award of Contract

The City reserves the right to reject any and all proposals, to contract work with whomever and in whatever manner the City decides, to abandon the work entirely and to waive any informality or non-substantive irregularity as the interest of the City may require and to be the sole judge of selection process. The City also reserves the right to negotiate separately in any manner to serve the best interest of the City. The City retains the right at its sole discretion to select a successful consultant.

https://procurement.opengov.com/signup https://procurement.opengov.com/portal/hayward-ca/projects/192116

2.7. City's Rights Reserved

• The City reserves the right to select the proposal which in its sole judgment best meets the needs of the City. The lowest proposed cost will not be the sole criterion for recommending the contract award. The recommended selection of the evaluation committee is final and subject only to review and final approval by the Steering Committee and the City Council.

• The City reserves the right to reject any or all proposals and to waive technicalities and informalities when such waiver is determined by the City to be in the City’s best interest.

• The City reserves the right to retain all accepted proposals, including proprietary documentation, regardless of which proposal is selected. No proposals will be returned to vendors.

• The City reserves the right to request any supplementary information it deems necessary to evaluate proposer’s experience or qualifications. This may include supplemental financial information, additional interview(s), and/or additional presentation by the proposer.

• The City reserves the right to reconsider any proposal submitted at any stage of the procurement. It also reserves the right to meet with select proposers at any time to gather additional information. Furthermore, the City reserves the right to delete or add functionality

(i.e., modules and components) until the final contract signing.

• The City reserves the right to cancel, in part or in its entirety, this RFP, including, but not limited to: selection schedule, submittal date, and submittal requirements. If the City cancels or revises this RFP, all proposers will be notified in writing by the City.

• The City reserves the right to revise the RFP prior to the date that proposals are due. The City will communicate changes through addendum to this RFP. All registered proposers will be notified of revisions to the RFP. The City reserves the right to extend the date by which the proposals are due.

• The City reserves the right to split the award from this RFP between multiple proposals when such split award is determined to be in the best interests of the City.

• The City reserves the right, in its sole discretion, to reject any and all proposals and to waive informalities and minor irregularities in any proposals received. Failure to furnish all information requested or to follow the format requested herein may disqualify the proposer, in the sole discretion of the City. False, incomplete, misleading or unresponsive statements in a proposal may also be sufficient cause for a proposal’s rejection.

• This RFP does not commit the City to award a contract. All proposals submitted in response to this RFP become the property of the City and public records, and as such, may be subject to public review.

• The City shall not be liable for any pre-contractual expenses incurred by prospective vendors or selected contractors, including but not limited to costs incurred in the preparation or submission of proposals. The City shall be held harmless and free from any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this

RFP.

• If the successful proposer defaults, the City may award this RFP to the next best proposal and may recover the loss occasioned by the successful proposer against a surety bond, if any, or by suit against the successful proposer.

2.8. Protest

Should any proposer question or protest the award of the contract, such question or protest must be furnished in writing to the Purchasing Manager within three (3) calendar days after the City notifies all proposers of its Intent to Award. Such submittal must fully explain the basis of the objection supported by all relevant information facts and details. The letter must be signed by an authorized representative stating specific reason(s) for the protest including all relevant facts (law, rule, regulation, and criteria).

Questions or protests not furnished in writing as prescribed will not be accepted.

3. Scope of Work

The following Scope of Services is anticipated to be needed for professional engineering services for the

Urban Water Management Plan Project.

Consultant shall review the preliminary Scope of Work (SOW) and provide a written proposal that may include recommended revisions or additions to the SOW as part of the proposal. Suggested changes are encouraged to highlight key areas of the SOW where Consultant proposes changes or deviations that will improve the project delivery either from a schedule or efficiency standpoint. In addition, Consultant teams are encouraged to use their expertise and experience to present new or modified approaches to the SOW that effectively and efficiently meets the City’s goals. Additional services recommended by

Consultant shall be included under Optional Services, if it is believed that the project will benefit from services not identified in the SOW below. Consultant’s detailed additional services should be included as an appendix to submitted proposals. Note that the proposal evaluation criteria includes both project understanding and proposed project work plan.

3.1. Scope of Work

The intent of this project is to develop a 2025 UWMP and WSCP that meets the requirements of Section

10610 et seq., incorporating the guidance and requirements outlined in the 2025 DWR UWMP

Guidebook (Guidebook). The Consultant should be prepared to accommodate the delayed release of the

Guidebook and integrate its requirements once publicly released. In general, the SOW will involve an update of the City’s 2020 UWMP and UWMP to meet DWR's requirements, preparation for submission and adoption by City Council, and timely submission to DWR by July 1, 2026. The basic services required for developing the 2025 UWMP update and WSCP will include but are not limited to: data collection and analysis; write-up(s) of required sections; data presentation; preparation of draft and final reports; and development, documentation, and coordination of information with City staff, DWR, and outside agencies.

Task 1 – Project Management and Coordination

Develop an efficient strategy and work plan to complete all tasks and effectively communicate with City staff and the project team throughout the project. Project management includes day-to-day interface and communication between the Consultant and City over the span of the project. The City seeks a consultant team that is proactive, communicates effectively, and has the bandwidth to manage the entire project. Specific tasks may include but are not limited to:

A. Provide overall project management and quality control to ensure that all tasks are fully completed within the allocated budget and time frame

B. Coordinate a project ‘kick-off’ meeting. Plan and coordinate frequent project update meetings with City staff

C. Coordinate pre-scheduled project meetings and workshops with City staff as needed (telephone, virtual, and/or in-person meetings)

D. Communicate and consult regularly with the project’s core City staff

E. Attend and/or present at meetings with City staff as needed

F. Prepare monthly billings with accurate invoices, timely progress reporting, and cost information summaries that include a narrative of services provided and the remaining budget for each task

Task 1 Deliverables:

• Project management work plan including schedule and budget

• Meeting agendas, minutes, and lists of identified action items, and milestones

• Meeting presentation materials and handouts

• Monthly progress reports and invoices

Task 2 – Data Collection and Information Review

The consultant will develop the following information as part of this task using data provided by staff and from the water demand model:

A. Water system and service area description

B. Current and future service area population, demographics and land uses

C. Demonstration of consistency with the Bay Delta Plan for Participants in Covered Actions

D. Water use characterization: description and quantification of water uses within the City's service area

E. Water supply characterization, including evaluation of potable and non-potable demands

F. Distribution system water loss report

G. Senate Bill X7-7 Baselines and Targets: Gallons Per Capita Per Day (GPCD) water usage analysis

H. Water service reliability and Drought Risk Assessment (DRA)

I. Address water system seismic risk mitigation and vulnerability

J. Update of Water Shortage Contingency Plan (WSCP)

K. Other requirements related to this task as specified in the 2025 DWR UWMP guidebook

Task 2 Deliverables:

Description of the City’s water system and service area, including maps of the service area, an explanation of the service area and climate, detail on the public water system(s), and an overview of the

City’s organizational structure

• Description of current and future population, demographics and land uses

• Updated information from SFPUC on Bay Delta Plan impacts

• Description of water supply characterization, including current and projected potable and non-potable water supplies and a narrative description of each supply source, quantifying the supply availability for each supply source identified

• Distribution system water loss report, including quantification of water losses for each of the five years preceding the plan update

• Draft SBX7-7 analysis (e.g., baselines and GPCD interim and final targets), including written overview that highlights the importance of these calculations, a reference to DWR’s

Methodologies, and the City’s efforts to meet these targeted reductions

• Description of water service reliability through at least a 20-year planning horizon. This description must be provided for normal, single dry year, and five consecutive dry years

• Description of City’s seismic risk assessment and mitigation plan to assess the vulnerability of each of the various facilities of the water system and mitigate those vulnerabilities

• Draft WSCP, including a structured plan for dealing with water shortages, incorporating prescriptive information and standardized action levels, along with implementation actions in the event of a catastrophic supply interruption

Task 3 – Water Supply Projections

Consultant will develop the following information as part of this task:

A. Water supply projections utilizing information from the City and SFPUC

B. Potential supplemental water supplies

C. Current and future recycled water supply and demand

D. Current and future groundwater supplies

E. Evaluation of the City's water quality data

F. Supply Versus Demand Assessment

G. Evaluation of historic, current and projected water conservation and Demand Management

Measures (DMM)

H. Other requirements related to this task as specified in the 2025 DWR UWMP Guidebook

Task 3 Deliverables:

• Draft supply projections, including descriptions of water availability and reliability

• Draft description and table of recycled water supply and demand projections within service area

• Draft description of groundwater potential, volume pumped, and other plans such as

Groundwater Management Plans

• Summary evaluation of updated water quality information

• Draft supply versus demand projection comparisons

• Updated description of the City’s water conservation programs, water waste prevention ordinance, public education and outreach, and Urban Water Use Objective (UWUO)

Task 4 – Prepare and Submit Draft and Final 2025 UWMP and WSCP

The Consultant will be primarily responsible for the writing and formatting of all sections of the 2025

UWMP in accordance with the CWC requirements following guidance from DWR’s 2025 UWMP

Guidebook (to be released). This includes preparation of reports that will allow uploading to the DWR

Water Use Efficiency (WUE) portal in the required electronic format.

A. Administrative Draft 2025 UWMP: Consultant will prepare an Administrative Draft 2025 UWMP that reflects all of City’s information and input throughout the preparation process. The

Administrative Draft 2025 UWMP will be considered the consultant’s final proposed document to be reviewed by City staff prior to preparation of the Public Review Draft.

B. Public Review Draft 2025 UWMP: Consultant will prepare a Public Review Draft 2025 UWMP based upon comments received on the Administrative Draft 2025 UWMP. The Public Review

Draft 2025 UWMP will be circulated for review to the appropriate public locations, including copies for the City Council, as required by the Urban Water Management Planning Act (Water

Code §10610 through §10657).

C. Final 2025 UWMP: Consultant will meet with City staff once all comments are received, including any received as part of the public hearing, to consolidate comments into the Final

2025 UWMP.

D. Administrative Draft 2025 WSCP: Consultant will prepare an Administrative Draft 2025 WSCP that reflects all of City’s information and input throughout the preparation process. The

Administrative Draft 2025 WSCP will be considered the consultant’s final proposed document to be reviewed by City staff prior to preparation of the Public Review Draft.

E. Public Review Draft 2025 WSCP: Consultant will prepare a Public Review Draft 2025 WSCP based upon comments received on the Administrative Draft 2025 WSCP. The Public Review Draft 2025

WSCP will be circulated for review to the appropriate public locations, including copies for the

City Council, as required by California Water Code §10610 through §10657 of the Urban Water

Management Planning Act.

F. Final 2025 WSCP: Consultant will meet with City staff once all comments are received, including any received as part of the public hearing, to consolidate comments into the Final 2025 WSCP.

Within 30 days of the City Council’s adoption, Consultant will forward the Final 2025 UWMP and WSCP on the City’s behalf to DWR and the California State Library. The Final 2025 UWMP and WSCP will be delivered to the City, including electronic files in Word and PDF formats.

Task 4 Deliverables:

The Consultant will work collaboratively to review, provide input, and recommended revisions to ensure the following deliverables are developed to the satisfaction of the City:

• Administrative and Public Review Draft 2025 UWMP (Electronic copies in Word and PDF formats)

• Final 2025 UWMP (Electronic copies in Word and PDF formats)

• Administrative and Public Review Draft 2025 WSCP (Electronic copies in Word and PDF formats)

• Final 2025 WSCP (Electronic copies in Word and PDF formats)

• Final submittal to DWR (both plan submission to DWR and electronic submission of tables to

DWR portal)

Task 5 – Support Public Outreach

The Consultant will support the City in preparing required outreach communications needed to facilitate adoption of the UWMP and WSCP, including:

A. Draft coordination letters and notices required by CWC Sections 10621(b); Section 10620(d)(2);

and Section 10642

B. Attend, present at, and prepare meeting minutes for, one (1) Council Sustainability Committee, and/or City Council meeting, if requested

Task 5 Deliverables:

• Draft and final versions of all outreach letters, notices, and other communication materials

• Meeting agendas and minutes

• Preparation of a presentation(s) (e.g., PowerPoint, handouts)

3.2. Overview of Scope

A. Consultant Selection:

1. The purpose of this RFP is to solicit proposals to provide the above services.

B. Schedule:

1. The following provides milestones in the consultant selection process for City of Hayward

2025 Urban Water Management Plan:

a. Electronically submit completed proposals to City of Hayward Public Works & Utilities

Department on Tuesday, September 23, 2025, by 5:00 p.m.

to https://procurement.opengov.com/portal/hayward-ca/projects/192116.

b. Refer to Section 1.4 of this RFP for the timeline associated with the City's UWMP and

WSCP Project.

3.3. Proposal Format

The City encourages economy and discourages an overly lengthy proposal. The proposal shall be limited to a maximum of 30 pages for the Letter of Transmittal, Statement of Qualifications, Project Manager and Team, References, Work Plan and Approach, Schedule, Cost Proposal, and Revisions and Additions to Scope of Services. Appendices, which are not accounted for in the page count, shall include resumes

(furnished at no more than 2 pages per team member), detailed scope of work, and exceptions to the

City’s Standard agreement. Do not include resumes for personnel that are not anticipated or available to work on this project. Section dividers and appendices do not count in the overall page count in the proposal. All pages shall be printed on 8-1/2” x 11” except for the level of effort which may be printed on 11”x17” paper. Each 11”x17” page shall count as one page.

A. Letter of Transmittal: Describe your firm’s interest and commitment in providing consulting services to the City. The Letter of Transmittal should identify the name, title, address, telephone number and signature of the individual(s) authorized to negotiate and bind the consultant contractually. In addition, the letter shall identify the primary contact person for your team and acknowledge receipt of any and all addenda, if any were issued.

B. Statement of Qualifications: Provide a statement of your firm's qualifications for performing the requested services, including relevant recent experience.

C. Project Manager and Team: List the consultant team members who will be dedicated to the City’s project, including Project Manager, who will be the primary point of contact with the City, and any other key team members. Provide concise statements of applicable qualifications and experience of each team member expected to be working on the project. List subconsultants, if any, who will be utilized for this project. Key tasks and associated responsible personnel should be identified, along with their geographic locations. Include the firm’s organizational chart with respect to the project.

D. References: Provide a minimum of three (3) references for similar projects or services that your firm’s key team members have recently completed. Include brief descriptions of the projects, including project dates and duration, project location, client names and contact persons (with addresses and phone numbers), total project costs, and the roles of key team members on the referenced project. Public sector references are preferred.

E. Work Plan and Approach: Discuss your firm’s understanding of the scope of services to be performed.

Include a narrative description, with a work plan to implement all tasks identified in the SOW and any recommended additional tasks. All assumptions and any significant exclusions should be clearly identified. Describe the method for managing overall project costs, schedule, quality assurance/control, and other critical issues. Highlight approaches to promote successful collaboration and coordination with and between Consultant and City staff.

F. Schedule: Provide a detailed schedule to complete each task described in the SOW.

G. Cost Proposal: Provide a schedule of fees and billing rates for all services and breakdown of costs by task and sub-task described in the SOW and required in Section 5.4. The cost proposal must be provided in a table format that identifies the key project team members proposed for each task and sub-task, the number of management, engineering, technical, and support personnel hours, and the total cost for each task. Compensation will be on a time-and-materials basis and not to exceed the authorized amount. Refer to Section 2.4 of this RFP for the City’s estimated valuation of the project to be considered in the cost proposal. Consultant selection will not be based solely on cost, but will be based on a combination of factors that best demonstrate a firm’s ability to meet the City’s evaluation criteria and project objectives as described in Section 4 of this RFP.

H. Revisions and Additions to Scope of Services: Within this section of the proposal (included in the 30-page count), Consultant shall review the preliminary scope of services and provide input on recommended revisions or addition to the scope. This section is intended to allow Consultant to highlight key areas of the scope that Consultant proposes changes or deviations to that will improve the project delivery either from a schedule or efficiency standpoint. In addition, Consultant may propose additional tasks or highlight items about the scope that would be helpful to successful project delivery.

Consultant shall also prepare a detailed scope of work to be included in the appendix of the proposal which builds on the preliminary scope of work developed by the City.

I. Appendices:

1. Resumes (2-page limit per resume):

• Provide resumes for key personnel in Appendices.

• Resumes should contain information on person’s specific role on a project, and not just general project descriptions.

• Provide not more than five (5) projects similar to the work to be undertaken and performed by key personnel. Include name, address, and current telephone number of references for each of the projects described. In addition, provide start and end dates when project was performed and note if work was performed for a different firm.

• Project references provided in resume shall be provided for work that demonstrate experience with projects similar to the Urban Water Management Plan.

2. Detailed Scope of Services – list agreement with and/or enhancements and modifications to draft scope of services included in this Request for Proposals.

3.4. Interview Format

The interview format and duration has not been determined. Firms being invited to interview will be informed of the interview format 5 days before the scheduled interview. City may select a consultant team based on the written proposal.

3.5. Reference Documents

The following reference documents are available on the City’s website:

• City of Hayward Urban Water Management Plan (Maddaus Water Management, Inc., July 2021)

• City of Hayward Water Shortage Contingency Plan (Maddaus Water Management, Inc., July

2021)

• City of Hayward 2040 General Plan https://www.hayward-ca.gov/sites/default/files/Hayward_2020%20UWMP_Final.pdf https://www.hayward-ca.gov/sites/default/files/Hayward%202020%20Water%20Shortage%20Contingency%20Plan_Final.pdf https://www.hayward-ca.gov/2040-general-plan

4. Evaluation Criteria

The City will review all proposals received as part of a structured evaluation process. For each decision point in the process, the City will evaluate proposers according to specific criteria and will then elevate a certain number of proposers to compete at the next level.

The sole purpose of the proposal evaluation process is to determine which best meets the City’s needs.

The evaluation process is not meant to imply that one proposer is superior to any other, but rather that the selected proposer can provide and has proposed the best solution and implementation approach for the City’s current and future needs.

A review committee will evaluate all responses to the RFP that meet the submittal requirements and deadline. Submittals that do not meet the requirement or deadline will not be considered. The review committee will rank the proposals and arrange interviews with the finalist prior to selection.

The table below describes the criteria that will be used to review proposals and interview performance.

The proposals will be reviewed by City staff. The composition of the interview panel has not been determined; it could consist of the proposal reviewers, individuals that were not formally involved in proposal review and/or officials of partner agencies. The City reserves the right to select a consultant based on written proposals alone (i.e., without an interview). The City also reserves the right to not select a consultant.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Understanding of the Project

RFP responses will be evaluated against the

RFP specifications and the questions below:

A. Has the Proposer demonstrated a thorough understanding of the purpose and scope of the project?

B. How well has the Proposer identified pertinent issues and potential problems related to the project?

C. Has the Proposer demonstrated that it understands the deliverables the

City expects it to provide?

D. Has the Proposer demonstrated that it understands the City’s time schedule and can meet it?

N/A N/A

2. Project Approach and Schedule

An evaluation will be made of the likelihood that the Proposer's approach will be the most effective in handling a late release of the

DWR's Final 2025 UWMP Guidebook, the ability to strategically integrate data from the water demand model, and that the proposed work schedule will meet the project schedule and deadlines.

N/A N/A

3. Project Team and References

Project teams will be evaluated to ensure they include essential and complementary skills to achieve best possible outcomes for the project.

References will be contacted and checked only for those proposers who are invited for the oral interview.

A. Project Manager's experience and commitment to project

B. Key staff experience and commitment to project

C. Experience and qualification of subconsultants

D. Comments received from references may be considered

4. Technical, Communication and Management

Knowledge, Skills and Experience

Proposals will be evaluated for proposers’ technical skills, verbal and written communication skills, proven management acumen in working with multi-agency coordinated projects, public outreach, collective experience of project teams, outstanding qualifications and past experience of similar project scopes. RFP responses will also be evaluated against the RFP scope of work and questions such as:

A. Does the firm and key team member's assigned to the project have experience on similar projects?

B. Do resumés demonstrate backgrounds that would be desirable for individuals engaged in the work that the project requires?

C. How extensive is the applicable education and experience of the personnel designated to work on the project?

N/A N/A

5. Reasonableness of Cost

A. Reasonableness (i.e., does the proposed pricing accurately reflect the Proposer’s level of effort to meet requirements and objectives?)

B. Realism (i.e., is the proposed cost appropriate to the nature of the products and services to be provided?)

C. Affordability (i.e., the ability of the

City to finance this project)

N/A N/A

6. Oral Presentation and Interview

The oral interview may consist of standard questions asked of each of the Proposers and specific questions regarding their particular

RFP response.

5. Vendor Submissions

5.1. Proposal Requirements*

Did you read through and confirm that you met all of the proposal requirements including the sections:

A. General Conditions

B. Special Provisions and Specifications

☐ Yes

☐ No

*Response required

5.2. Do you have issue with any particular clause(s) of the City’s standard Professional Services Agreement?

If any portion of the City’s standard Professional Services Agreement is unacceptable to your firm, please identify the particular clause(s) in a separate letter to the City submitted with your proposal.

5.3. Proposal (without Cost Proposal)*

Please Upload your COMPLETE Proposal here. Upload fee proposal separately in the next step.

*Response required

5.4. Separate Cost Proposal*

Confirm that your fee proposal is not attached in your Proposal and is attached separately here.

*Response required

5.5. Requested Documents*

Please upload the following requested documents HERE:

• Non-Collusion Affidavit

• Nondiscriminatory Affirmative Action

• Non-Nuclear

*Response required

5.6. Local vendor, or minority/women-owned business

Please state whether you are a local, minority, and/or women-owned business.