20260108121341318 Final VW0654 2026 Local Watershed Sanitary Survey vs 1.8.26.pdf

REQUEST FOR PROPOSAL

FOR

2026 LOCAL WATERSHED SANITARY

SURVEY

RFP No. VW0654

Issue Date:

January 8, 2026

Contract Analyst: Helen Hoang Email: hhoang@valleywater.org

Phone: (408) 630-2819

2026 LOCAL WATERSHED SANITARY SURVEY

Santa Clara Valley Water District

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TABLE OF CONTENTS

INTRODUCTION

INTRODUCTION TO VALLEY WATER

ABOUT THIS RFP

DESCRIPTION OF WORK

MINIMUM QUALIFICATIONS

COMMUNICATION PROTOCOL

OBTAINING THE RFP

PROCUREMENT SCHEDULE

PRE-PROPOSAL CONFERENCE AND SITE VISIT

QUESTIONS AND ADDENDA TO RFP DOCUMENTS

PROPOSAL DUE DATE

DEFINITIONS

CONFLICT OF INTEREST

1.13 RESTRICTIONS TO THE USE OF SUBCONSULTANTS/NOT USED

GENERAL PROVISIONS

TERMS AND CONDITIONS

INSURANCE REQUIREMENTS

CONSULTANT’S EMPLOYEES

BUSINESS DAYS

OBSERVED HOLIDAYS

CHANGE IN CONSULTANT REPRESENTATIVES

RIGHT TO PUBLISH

GOVERNING LAW

AUDIT AND INSPECTION OF RECORDS

CONFIDENTIALITY

RIGHTS OF VALLEY WATER

APPROPRIATIONS AND AUTHORIZATIONS

EQUAL OPPORTUNITY EMPLOYER

PREVAILING WAGE/NOT USED

INSTRUCTIONS TO PROPOSERS

PROPOSAL FORMAT

PROPOSAL CONTENT PART 1 – MAIN CONTENT

Table of Contents, Cover Letter, and Executive Summary Company Background Information Firm Qualifications, Expertise, and Experience

e. Client References Project Team Qualifications and Experience Technical Approach and Work Plan

RFP REQUIRED SUBMITTAL DOCUMENTS

Exceptions List Key Staff, Consultant, and Subconsultants List Small Business Enterprise Outreach Program Local Business Enterprise Consideration [NOT USED] Non-Collusion Declaration Statement of Economic Interests (Form 700) Conflict of Interest Disclosure

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Preliminary Project Schedule Client References Cost Proposal W-9 Certification Government Code Section 84308 Certification of Compliance with Sanctions on Russia

PROPOSAL CONTENT PART 2 – COST PROPOSAL

PROPOSAL SUBMITTAL

Electronic Response Technical Response Right to Amend or Withdraw Proposal

INTERVIEW AND ORAL PRESENTATIONS

PROPOSER NOTIFICATIONS

EVALUATION AND SELECTION

EVALUATION PROCESS

Step 1: Responsiveness Step 2: Evaluation Step 3: Interviews and Oral Presentations Step 4: Total Scoring and Ranking

EVALUATION CRITERIA

BASIS FOR DISQUALIFICATION

NEGOTIATIONS

POST AWARD SUBMITTALS

AWARD OF THE AGREEMENT

DEBRIEFING

PROTEST PROCESS

Protest Submittal Instructions Protest Review and Determination Protest Appeal Letter

PRELIMINARY SCOPE OF SERVICES

The Sample Valley Water Agreement and Valley Water Insurance Requirements are provided as separate documents assigned to this RFP and are available in PlanetBids. Proposers must carefully review the terms and conditions and the insurance requirements to ensure they are prepared to sign the Agreement for Services.

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INTRODUCTION

INTRODUCTION TO VALLEY WATER

The mission of the Santa Clara Valley Water District, now known as Valley Water, is to provide Silicon Valley with safe, clean water for a healthy life, environment, and economy.

Valley Water is a public agency providing water supply, flood protection, and stream stewardship for Santa Clara County. It manages an integrated water resources system that supplies clean, safe water, flood protection, and stream stewardship on behalf of Santa Clara County’s 2 million residents. Valley Water manages ten dams and surface water reservoirs, three water treatment plants, a state-of-the-art water quality laboratory, and more than 275 miles of streams.

Valley Water Office of REDI (Resiliency, Engagement, Development Initiatives) is an agency-wide initiative dedicated to breaking down institutional barriers, creating a culture of belonging, and ensuring our services meet the needs of every community member we serve. The Office of REDI plays a central role in guiding Valley Water’s work.

Although not mandatory, Valley Water encourages all qualified firms to incorporate fairness and belonging principles into their policies, programs, and practices in alignment with state and federal anti-discrimination and other applicable laws.

For information about Valley Water, visit www.valleywater.org.

ABOUT THIS RFP

Valley Water is seeking proposals from responsive, responsible, and qualified firms (“Proposers” or “Proposer”) for the project (“Project”) or Services (“Services”) titled below:

Valley Water anticipates awarding an agreement to one firm for a one and half (1.5) year term.

The Proposer will provide the services outlined in Section 5. Preliminary Scope of Services.

The Category Codes assigned to this RFP are:

91800 Consulting Services 96891 Water Supply Analysis, Infrastructure Analysis, Water Quality Analysis, and Long

Term Planning 96892 Water Supply Plant Operating And Monitoring System Services (Including Water

Resources Development And Water Quality Management Services) 91842 Engineering Consulting 91843 Environmental Consulting 91872 Lakes, Rivers, and Other Waterway Management Consulting Services 92517 Civil Engineering 92535 Environmental Engineering 92597 Water Supply, Treatment, and Distribution/Engineering http://www.valleywater.org/

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DESCRIPTION OF WORK

The selected experienced and qualified environmental or engineering Consultant(s) will be tasked to conduct the 2026 Local Watershed Sanitary Survey. The Proposer will provide the services per Section 5. Preliminary Scope of Services.

MINIMUM QUALIFICATIONS

The following qualifications are the minimum required qualifications that a Proposer must meet for a proposal to be considered responsive:

• The Proposer or Proposer’s employees selected for this project must have at least 10 years of experience in conducting complex watershed sanitary surveys, knowledge of drinking water source protection and protection policies, and an extensive understanding of drinking water quality and treatment, as well as water supply operations.

COMMUNICATION PROTOCOL

All questions and requests for clarification concerning the RFP documents (“RFP Documents”) must be submitted directly to Valley Water’s procurement portal (“SCVWD Procurement Portal”).

Questions and clarifications must be as specific as possible and refer to the RFP section number and title.

Designated Contact:

Name: Helen Hoang Email: hhoang@valleywater.org Phone: (408) 630-2819

Issues regarding the SCVWD Procurement Portal, account registration, and electronic submittal should be directed to:

SCVWD Procurement Portal: https://vendors.planetbids.com/portal/48397/portal-home Phone: (818) 992-1771 Business Hours: 5:00 a.m. – 5:00 p.m. / M – F (PST)

Proposers may not communicate with Valley Water Board Members, staff, or consultants who currently provide services for Valley Water. Communicating with any Valley Water representative(s) about this RFP other than as explicitly permitted herein is grounds for disqualification.

OBTAINING THE RFP

The SCVWD Procurement Portal is hosted by PlanetBids. It can be accessed using the following link: https://vendors.planetbids.com/portal/48397/portal-home

It is highly recommended that prospective Proposers acquire the RFP documents directly from the above link to ensure Proposers obtain all RFP-related submittal documents, addenda, and other reference materials. Instructions for submitting a proposal are included in Section 3.

Instructions to Proposers.

https://vendors.planetbids.com/portal/48397/portal-home

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PROCUREMENT SCHEDULE

The Procurement Schedule is provided in Table 1 below. All dates in this RFP are subject to change at Valley Water’s sole discretion and will be provided as an addendum and posted in the SCVWD Procurement Portal. All references in this RFP to “time” are Pacific Time.

Table 1

ACTIVITY DESCRIPTION/LOCATION DATE OR PERIOD

Submittals for RFP Questions and Clarification

Refer to RFP Section 1.9

No later than 5 p.m. on January 20, 2026

Valley Water Response to Proposer(s) RFP Questions and Clarification & Issue Addenda

Electronic Notification - SCVWD Procurement Portal Refer to RFP Section 1.9

January 27, 2026

Proposal Due Date Electronic version – Refer to RFP Section 3.5.1

No later than 2 p.m. on February 3, 2026

Interview and Oral Presentations (tentative)

Video Conference Week of March 2, 2026

– March 6, 2026

PRE-PROPOSAL CONFERENCE AND SITE VISIT

A pre-proposal conference and site visit will not be held for this RFP.

QUESTIONS AND ADDENDA TO RFP DOCUMENTS

Proposers must rely only on the information contained in this RFP and any subsequent written addenda issued by Valley Water through the SCVWD Procurement Portal. Proposers shall not rely on any other written or oral statements of Valley Water or its officers, directors, employees, or agents regarding the work, including statements made during the pre-proposal conference or site tour.

All questions or requests for clarification concerning the RFP documents must be submitted directly to the SCVWD Procurement Portal. Questions and clarifications must be as specific as possible and refer to the RFP section number and title.

Valley Water’s written response to questions or requests for clarification will be posted in the SCVWD Procurement Portal. Valley Water reserves the right to make changes in the RFP documents as it may deem appropriate up to the time set for the proposal due date. All changes to the RFP documents will be made by issuance of written addenda. Automatic notification of addenda is sent to Proposers registered under the Category Code identified in Section 1.2 About this RFP.

Proposers shall acknowledge receipt of all addenda as instructed by the SCVWD Procurement Portal. Proposers must acknowledge receipt of all the addenda to avoid the proposal being considered non-responsive to the RFP requirements. The Proposer certifies that the RFP documents and addenda have been thoroughly read and that there are no misunderstandings as to the meaning, purpose, or intent of any provision in the RFP documents and addenda.

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PROPOSAL DUE DATE

Proposers must submit the electronic (“Electronic Response”) Technical and Cost proposal(s) on or before the proposal due date stated in Section 1.7 Procurement Schedule Table 1 to be considered responsive and as further directed in Section 3.5 Electronic Response. Hard-copy proposals will not be accepted. Proposals received after the proposal due date will be rejected.

Proposers are strongly encouraged to upload their electronic responses in the SCVWD Procurement Portal significantly before the RFP proposal due date to avoid last-minute technical issues. Proposers are reminded to complete all submittal instructions to ensure their proposal is uploaded correctly. Should Proposers have any technical problems or questions regarding electronic submittal, please refer to Section 1.5 Communication Protocol, contact the SCVWD Procurement Portal, and reference this RFP.

Valley Water will not pay Proposer for costs incurred in preparing their proposal in response to this RFP. Proposals will be opened and checked for the presence of the required information as outlined in this RFP. The absence of the necessary information will render the proposal non-responsive and may be rejected. Proposer’s submission of a proposal implies acceptance of the evaluation process and Proposer’s recognition that Valley Water will make some subjective judgments.

DEFINITIONS

In this RFP document:

• Proposer means Consultant(s), prime Consultant, consultant(s) or contractor(s).

• Subconsultant means those performing any portion of the Services as subconsultants, vendors, suppliers, subcontractors, and other business entities and individuals.

• Key Staff, if required, means the employees of the Consultant or Subconsultant(s) that provide project leadership or expertise in lead technical services and are considered essential to the success of the Project. Valley Water requires that each Proposer demonstrate that the proposed Key Staff meets the minimum qualifications specified in Section 1.4 Minimum Qualifications.

CONFLICT OF INTEREST

Proposer represents that no actual or potential conflict of interest exists concerning their response to this RFP.

Proposer, Proposer’s parent company, subsidiaries, or any affiliated entity sharing substantially similar ownership of or control with Proposer will not submit a proposal in response to any RFP or other Valley Water solicitation developed or prepared by or with the assistance of Proposer, Proposer’s parent company, Proposer’s subsidiaries, or any affiliated entity sharing substantially similar ownership of or control with Proposer.

Consultants and subconsultants performing work resulting from this RFP are required to avoid conflicts of interest resulting from services provided to Valley Water through other engagements.

Consultants and subconsultants providing services under any engagements that developed or influenced the requirements, scope of services, or criteria for this RFP are ineligible to participate in the work resulting from this RFP. Consultants and subconsultants providing services under such engagements that involve the supervision, oversight, review, critique, or acceptance of work products under this RFP are also ineligible to participate in the work resulting from this RFP.

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Similarly, consultants and subconsultants who have or who have had access to nonpublic information related to this RFP may have a conflict of interest. They should refrain from participating in this RFP.

Consultants and subconsultants proposing to provide services under this RFP remain responsible for avoiding conflicts of interest. To prevent conflicts of interest, they must review their existing Valley Water engagements with their prospective teaming partners before submitting their proposal. Consultants and subconsultants performing work resulting from this RFP must continually monitor to avoid conflicts of interest.

In addition to consultants’ and subconsultants’ obligations to avoid conflicts of interest, Valley Water monitors for potential conflicts. Valley Water reviews all possible conflicts, whether actual or apparent, on a case-by-case basis. Valley Water reserves the right to determine whether an actual conflict exists at its sole discretion and whether a potential conflict of interest exists at its reasonable discretion. Nothing in this RFP is intended to serve as a waiver of actual or apparent conflicts.

1.13 RESTRICTIONS TO THE USE OF SUBCONSULTANTS/NOT USED

The Proposer shall be wholly responsible for the entire performance of the work described in this RFP. The inclusion of subconsultants engagement for services is highly encouraged by Valley Water. The use of subconsultants is only authorized to perform work under the resulting agreement with prior authorization from Valley Water.

If Valley Water authorizes the use of subconsultants, the Consultant is subject to the following requirements: 1) any delegation or subcontracting of any services to subconsultant(s) shall not relieve the Consultant of its obligations, 2) the inclusion or substitution of subconsultants shall be authorized by the execution of an amendment to the agreement, and 3) the Consultant warrants all services and deliverables provided by any subconsultants and represents that each such subconsultants is specially trained, experienced, and competent to perform its portion of the work.

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GENERAL PROVISIONS

TERMS AND CONDITIONS

The successful Proposer(s) shall comply with the Standard Terms and Conditions provided as set forth in the Sample Valley Water Standard Consultant Agreement. Do not include the sample agreement in your proposal.

INSURANCE REQUIREMENTS

The successful Proposer shall comply with the insurance requirements outlined in the Valley Water Insurance Requirements. Proposers do not need to submit a Certificate of Insurance (COI) and Additional Insured Endorsements in their proposal; however, the successful Proposer must submit the required insurance certificates and endorsements within ten days of receiving the Notice of Intent to Award.

CONSULTANT’S EMPLOYEES

The Consultant agrees to comply with all Federal, State, and local regulations governing or relating to conditions of employment for its employees, including, but not limited to, the Fair Labor Standards Act, the Employee-Right-to-Know Program, Americans with Disabilities Act, Title VII of the Civil Right Act, and the Employee Injury and Illness Prevention Program.

BUSINESS DAYS

All references to “days” mean “business days” unless otherwise indicated. Valley Water’s Administrative Office business days are Monday through Friday.

OBSERVED HOLIDAYS

Valley Water observes the following holidays:

New Year’s Day Martin Luther King, Jr. Day Presidents’ Day Lunar New Year Cesar Chavez Day Memorial Day Juneteenth Day

Independence Day Labor Day Indigenous Peoples’ Day Veterans Day Thanksgiving Day Friday after Thanksgiving Day Christmas Day

CHANGE IN CONSULTANT REPRESENTATIVES

Valley Water reserves the right to require a change in a consultant representative if it believes the assigned representative is not meeting its needs.

Consultant personnel considered essential to the successful completion of the Project must be available for its duration unless Valley Water approves substitutions in writing. Failure to provide the specific team members proposed for this Project or changing staff without providing substitution requests in writing will be cause for terminating the Agreement.

RIGHT TO PUBLISH

Throughout this procurement process and the term of the agreement, all potential Proposers, Proposers, and Consultants must secure written approval from Valley Water before releasing information that pertains to the potential work or activities covered by this procurement or the

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subsequent agreement other than the information necessary to communicate with subconsultants during the proposal development. Proposer’s failure to adhere to this requirement may result in the disqualification of the Proposer, the proposal, or termination of the Agreement.

GOVERNING LAW

The laws of the State of California govern the RFP and the agreement with the successful Proposer(s). Therefore, the venue for any legal action will be the County of Santa Clara.

AUDIT AND INSPECTION OF RECORDS

The Consultant shall retain the following records (collectively “Records”) for a minimum period of three years from the date of Valley Water’s final payment to the Consultant or an extended period required by law: all ledgers, books of accounts, invoices, vouchers, canceled checks, and other records relating to the Consultant’s charges for performing services, or to the Consultant’s expenditures and disbursements charged to Valley Water, or any work product and other records evidencing Consultant’s performance.

At any time during the agreement’s term or the period the Consultant is required to retain the Records, Valley Water or a designated Valley Water representative may request, in writing, production of all or a portion of the Records. The Consultant shall produce the requested Records to the Valley Water offices or at a time and location mutually agreeable to both Valley Water and the Consultant. The Consultant shall produce the requested Records at no cost to Valley Water.

Under Government Code § 8546.7, the Consultant may be subject to audit by the California State Auditor regarding the Consultant’s performance of this Agreement if the maximum total compensation exceeds $10,000.

CONFIDENTIALITY

All information submitted to Valley Water under this RFP process becomes the exclusive property of Valley Water, but, if not otherwise a public record under the California Public Records Act (California Government Code §6250 et seq.), will not be open to public inspection. Valley Water is substantially interested in not disclosing submissions during the evaluation process. For this reason, Valley Water will not disclose any part of the proposals before issuance of the Notice of Intent to Award (“NOI” or “NOITA”). After that time, all submissions will be subject to public disclosure to the extent that such information constitutes a public record under the California Public Records Act.

RIGHTS OF VALLEY WATER

Valley Water may exercise the following rights and conditions at its sole discretion. By responding to this RFP, Proposers acknowledge and consent to these rights and conditions.

Valley Water reserves the right to:

• Postpone, cancel, or issue a subsequent RFP.

• Reject any or all proposals.

• Issue addenda to amend, modify, add, or delete requirements of this RFP.

• Remedy technical errors in the RFP process.

• Disqualify Proposers who are deemed non-responsive to the requirements of this

RFP.

• Waive informality or immaterial irregularities in proposals, accept or reject all or part of a proposal.

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• Use judgment whether to respond to questions after the RFP question submittal deadline.

• Interview proposal references to clarify information provided.

• Request additional information from the Proposer to substantiate the proposal.

• Approve or disapprove the use of proposed subconsultants/subcontractors.

• Conduct interviews at its discretion.

• Not award an agreement.

• Award an agreement to one or more Proposers.

APPROPRIATIONS AND AUTHORIZATIONS

Valley Water may terminate an agreement if appropriations or authorizations do not exist.

Therefore, the Proposer will accept Valley Water's final determination regarding appropriations and authorizations.

EQUAL OPPORTUNITY EMPLOYER

a. Valley Water is an equal opportunity employer and requires its consultants to adhere to a policy of equal opportunity and non-discrimination. In the performance of the Agreement, Consultant will comply with all applicable federal, state, local laws and regulations, and will not discriminate against any subcontractor, employee, or applicant for employment in the recruitment, hiring, employment, utilization, promotion, classification or reclassification, transfer, recruitment advertising, evaluation, treatment, demotion, layoff, termination, rates of pay or other forms of compensation, and selection for professional development training (including apprenticeship), or against any other person, on the basis of sex (which includes pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), race, religion, color, national origin (including language use restrictions), ancestry, religious creed (including religious dress and grooming practices), political affiliation, disability (mental and physical, including HIV or AIDS), medical condition (cancer and genetic characteristics), genetic information, marital status, parental status, gender, age (40 and over), pregnancy, military and veteran status, sexual orientation, gender identity and gender expression, the exercise of family and medical care leave, the exercise of pregnancy disability leave, or the request, exercise, or need for reasonable accommodation.

b. Compliance with Applicable Equal Opportunity Laws Consultant’s policy must be in conformance with applicable state and federal guidelines, including the Federal Equal Opportunity Clause, 41 Code of Federal Regulations, Part 60-1, §60-1.4; Title VII of the Civil Rights Act of 1964 as amended; the Americans with Disabilities Act of 1990; the Rehabilitation Act of 1973 (§503 and §504); the Age Discrimination Act of 1975 (42 U.S.C. §6101 et seq.); the California Fair Employment and Housing Act (Government Code §12900 et. seq.); and California Labor Code §1101 and §1102.

c. Investigation of Claims The Consultant must designate a specific position within the organization to investigate allegations of non-compliance with this Agreement's anti-discrimination and anti-harassment provisions. The Consultant must conduct a

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fair, prompt, and thorough investigation of all allegations directed to the Consultant by Valley Water. When an investigation results in a finding of discrimination, harassment, or a hostile work environment, the Consultant must take prompt, effective action against the offender.

PREVAILING WAGE/NOT USED

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INSTRUCTIONS TO PROPOSERS

PROPOSAL FORMAT

Proposals shall be concise and not include any unnecessary promotional material. The Proposer shall provide the information required in Section 3 and comply with the maximum page limitations provided for each subsection of the RFP. The RFP Required Submittal documents do not count towards applicable section page limits.

Resumes shall be included as a separate attachment. A page is counted as one side of a back-to-back document page. Number every page beginning with the page after the cover page, including the text, charts, and graphic pages. A cover page is optional, does not carry a page number, and does not count towards the page count as part of a maximum page limit, None of the information on the cover page will be considered as proposal content for rating purposes and the cover page is intended to provide for the title, solicitation number, date, and proposing firm name and company logo.

The proposal format requirements include:

• Single line spacing

• Font shall be Calibri, Arial, or a similar style font and be at least 11 points size. Narrow or condensed fonts are not permitted

• Font restrictions do not apply to attachments, headings, charts, tables, and graphics, but must be legible.

• Narrative pages are to be 8½x11 (inches). 11x17 pages, if used, shall be used only where needed to convey, clarify, and support description for narrative content, such as pictures, diagrams, or charts, that cannot otherwise be accommodated on an 8½x11 page. 11x17 sheets will count as two pages for one side of print. All pages shall be sequentially numbered, with the exception of a cover page, which shall not have a page number and shall not contain proposal’s contents, as it will not be rated.

PROPOSAL CONTENT PART 1 – MAIN CONTENT

Proposals must include the information detailed in this section to be considered responsive. They must also be provided in the same order as shown below and separated into the subheadings referenced below. Failure to provide this information may result in a proposal being considered non-responsive to requirements.

Table of Contents, Cover Letter, and Executive Summary In this section (maximum six pages), include the following:

a. Table of Contents: Provide a table of contents on the first page of the proposal and itemize the Proposer’s submission.

b. Cover Letter: Provide a cover letter, signed by the proposing firm’s authorized representative, that provides an overview of the Proposer’s general expertise, experience, and approach to performing the Scope of Services described in this RFP.

Include contact information in the event questions arise regarding the proposal.

c. Executive Summary: Provide a summary of the proposed approach to the topics identified in Section 5. Preliminary Scope of Services, the strengths of the proposed project team, and why your firm should be selected.

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Company Background Information In this section (maximum two pages), include the following:

a. Legal name, addresses, and telephone numbers of the principal office (national headquarters) and local office. Include the same information if services will be provided from additional locations.

b. Year established and company history.

c. Business entity status (i.e., partnership, corporation, LLC).

d. Indicate if the Proposer has defaulted in its performance on an agreement during the past five years, which has led the other party to terminate the agreement, and, if so, identify the involved parties and the circumstances of the default or termination.

e. Respond to the following:

i. Explain the nature of any pending litigation, liens, or claims involving your organization.

ii. Has your company filed for bankruptcy in the last ten years?

Firm Qualifications, Expertise, and Experience

In this section (maximum ten pages), include the following:

a. Describe the firm’s qualifications and experience working on similar, relevant, or related projects that were completed, as outlined in Section 5. Preliminary Scope of Services.

b. Describe how the firm (or firms if submitting a jointly prepared proposal) is organized to provide the required services as outlined in Section 5. Preliminary Scope of Services.

c. If utilizing any subconsultants and subcontractors, describe their qualifications working on similar, relevant, or related projects that were completed, as outlined in Section 5.

Preliminary Scope of Services.

d. If applicable, provide a list of all services your firm has performed for Valley Water in the past three years, including a description of the services, date of engagement(s), and members of the proposed team that performed the services. Indicate if your firm served as the prime or as a subconsultant.

e. Client References

i. Submit three Client References that provide former clients and representative projects undertaken in the last five years that demonstrate experience relevant to this RFP.

ii. Proposers must upload a separate MS Word file for each Client Reference document. The Client Reference documents are listed in the Response Type/General Attachments section of the SCVWD Procurement Portal.

iii. For each project, provide a project description, project costs, dates of engagement, project owner, and member(s) of the proposed team for this RFP that participated in the project, including any subconsultants that worked on the project.

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iv. For each reference, provide the name of the agency/firm, contact person’s name, title, address, phone number, and email address. Please ensure that the contact information for each reference.

Valley Water reserves the right to:

• Check as many references that Valley Water deems necessary.

• Assess a firm’s past performance.

• Contact as many references as Valley Water determines are representative projects demonstrating experience relevant to this RFP.

• Check any other reference(s) that might be indicated through the explicitly specified contacts or communication with other entities involved with similar projects.

• Include other industry sources and users of similar services known to Valley Water.

• Contact client references for only those firms participating in the interview and oral presentations. Such references shall be contacted after the shortlisted firms are notified and before the interview and oral presentations.

The Proposer is responsible for ensuring the client reference contact person is available and willing to provide a reference within the timeframe stated in this section. The client reference score/points shall not affect any other evaluation criteria.

Project Team Qualifications and Experience In this section (maximum 15 pages plus a maximum of two resume pages for each key staff), provide the following:

a. Demonstrate how the proposed project team meets the minimum requirements stated in RFP Section 1.4 Minimum Qualifications.

b. Indicate the names, qualifications, certifications, and experience of personnel, subconsultants, and subcontractors who will perform the services as described in Section 5. Preliminary Scope of Services. In addition, the proposal must associate specific staff assigned to each project task and estimate the percentage of time they will be dedicated to the project.

c. For each individual or subconsultant/subcontractor, list relevant technical expertise and experience in providing similar services and completing projects of comparable magnitude. Describe the project manager’s capability to manage a project of this scope and magnitude and to manage sub-consultant(s).

d. Provide a project team organizational chart indicating each team member's primary role and responsibility, and identify key personnel such as the project manager and technical leads.

e. Provide resumes for each identified individual, including Proposer and subcontractor personnel. Resumes should include descriptions of essential qualifications and experience that make the individual suited to the proposed assignment. Include resumes as a separate attachment.

If awarded an agreement, the Proposer shall make every effort to ensure that the staff resources identified in the proposal are available for the Project. If staff identified in the proposal are not available, Valley Water reserves the right to review and approve the alternate personnel.

Technical Approach and Work Plan In this section (maximum ten pages), provide the following:

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a. Technical Approach: Describe your approach to completing Section 5. Preliminary Scope of Services. Identify deliverables and critical decision points. Provide comments regarding the proposed Section 5. Preliminary Scope of Services. This may be used to expand upon your team’s specific experience and expertise and outline any changes you believe would help achieve the project’s goals and objectives.

b. Work Plan: Describe how the project team will fulfill Section 5. Preliminary Scope of Services. Include a detailed preliminary project schedule in the Preliminary Project Schedule Document. Provide a matrix of personnel, tasks, and an estimated effort in hours. Cost/pricing information should be excluded from the Preliminary Project Schedule document.

RFP REQUIRED SUBMITTAL DOCUMENTS

Proposers shall complete and upload all the RFP Required Submittal documents listed below as individual files. For ease of use, the required submittal documents are available in their native file (MS Word or Excel) and located as separate documents in the SCVWD Procurement Portal. For A&E services, the Cost Proposal submittal must be submitted separately in the SCVWD Procurement Portal. The cost/pricing file must be password-protected following the instructions provided in RFP Sections 3.4 & 3.5. Submittals are not counted towards applicable section page limits.

RFP Required Submittal Document List Submittal Checklist Exceptions List Key Staff, Consultant, and Subconsultants List Small Business Enterprise Outreach Program Non-Collusion Declaration Conflict of Interest Disclosure Preliminary Project Schedule Client References Cost Proposal W-9 Certification

Exceptions List Submittal of a proposal shall be deemed acceptance of all the terms outlined in this RFP, the Agreement, and the Insurance Requirements unless the Proposer includes with their proposal, in writing, any exceptions requested by the Proposer to the RFP, Agreement, and Insurance Requirements as set forth on the Exceptions List. Exceptions may not be requested after the proposal's due date. Valley Water will determine the level of risk associated with the stated exceptions.

Key Staff, Consultant, and Subconsultants List The Proposal shall list key staff, consultants, and subconsultants on the Key Staff - Consultant and Subconsultants List.

Small Business Enterprise Outreach Program Valley Water’s Small Business Enterprise Outreach Program establishes a thirty percent minimum Small Business Enterprise (SBE) participation goal for non-Small Business Proposers.

The goal of Valley Water is to increase the use of small businesses in awarding agreements for professional services. During the evaluation of Proposals, Valley Water will grant a five percent preference to Proposers who are currently registered and certified by the State of California

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Department of General Services (DGS) as a small business, and, according to Valley Water Ordinance 23-04, available on www.valleywater.org. Proposers that wish to be considered for SBE preference must include the following in their proposal:

• Identify the Proposer and subcontractor that are a Small Business Enterprise (SBE)

• Include the DGS certificate number for each

• Indicate the approximate percentage of the total proposed work value in dollars you anticipate each DGS-certified small business will provide. Do not provide the actual cost, only the percentage of the proposed services performed by the prime consultant and subconsultant project team.

Valley Water encourages small businesses and micro-businesses to apply as defined by §4526 of the CA Government Code. Consistent with Valley Water’s Small Business Enterprise Outreach Program, Proposers will receive a preference based on the following criteria:

• Five percent of selection rating points will be awarded to small business and micro-business prime consultants certified by the DGS uniform certification program.

• Partial credit can be earned by including subconsultants and subcontractors who are small businesses and micro-businesses certified by the DGS as part of your project team.

• Small business participation performed by subconsultants and subcontractors must cumulatively meet the established minimum 30 percent SBE participation goal to receive partial credit.

• Credit is awarded at:

o Three points for at least 30 percent SBE participation, or o Four points for at least 40 percent SBE participation, or o Five points for at least 50 percent SBE participation.

If Small business participation, as performed by subconsultants/subcontractors, does not cumulatively meet the established minimum 30 percent SBE participation goal, then no preference points will be provided.

Non-Small Business Proposers not meeting the minimum participation goal of thirty (30) percent must submit documentation demonstrating that a Good Faith Effort (GFE) was made by completing the Affidavit portion of the Submittal Document and providing supporting documentation. For the GFE requirements, refer to the Small Business Enterprise Outreach Program Submittal Document.

For further assistance, Proposers can contact the Designated Contact stated in the Request for Proposal (RFP) Section 1.5 before the proposal due date stated in RFP Section 1.7 Procurement Schedule.

Local Business Enterprise Consideration [NOT USED] Valley Water aims to increase the use of local businesses in awarding procurement agreements.

During proposal evaluation, Valley Water will grant a five percent preference to Proposers who submit the Local Business Enterprise Consideration with their proposal as a local business according to Valley Water Ordinance 13-02, available on www.valleywater.org.

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Non-Collusion Declaration The Proposer shall acknowledge the statements made in the Non-Collusion Declaration.

Statement of Economic Interests (Form 700) Key Staff and supervisory personnel proposed in connection with the performance of the Project may be required to complete a Statement of Economic Interests (Form 700) by the successful Proposer upon the issuance of the Notice of Intent to Award (“NOITA”).

Conflict of Interest Disclosure Consultant and subconsultant shall complete and submit the Conflict of Interest Disclosure.

Valley Water will analyze the disclosure and determine on a case-by-case basis whether a conflict of interest would preclude a consultant’s or subconsultant’s participation in the solicitation and whether it may be waived or overcome through mitigating actions. Valley Water will notify Proposers before the interview.

Preliminary Project Schedule Proposer shall include a preliminary project schedule by submitting a Preliminary Project Schedule as Section 3.2.5 Technical Approach and Work Plan instructed.

Client References Proposers must complete the Client References as set forth in Section 3.2.3 Firm Qualifications, Expertise and Experience.

Cost Proposal Proposers must complete the Cost Proposal as set forth in Section 3.4 Proposal Content Part 2 instructed.

W-9 Certification Proposers must complete W-9 Certification for taxpayer identification number and certification.

The W-9 Certification requires the certification and must be completed by the successful firm, as required by law. Under current Internal Revenue Service regulations, Valley Water is required to withhold and remit to the Internal Revenue Service 28% of each payment to qualifying individuals or companies until Valley Water receives a completed W-9 Certification.

Government Code Section 84308 For the Consultant Agreements awarded by the Valley Water Board of Directors (Board), the Consultant and subconsultant personnel proposed in connection with the performance of the Project that have made a campaign contribution of over $250 to the Board, within twelve months preceding the award of an Agreement, will be required to comply with Government Code Section 84308. Consultants and subconsultants must complete Attachment A to the Board Agenda Memorandum (BAM) when an Agreement requires approval from the Board.

Certification of Compliance with Sanctions on Russia On March 4, 2022, the Governor of California issued Executive Order N-6-22 (EO) regarding sanctions in response to Russian aggression in Ukraine. The EO is located at https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive- Order.pdf.

As a Valley Water consultant, contractor, vendor, or grantee, compliance with the economic sanctions imposed in response to Russia’s actions in Ukraine is required, including with respect to, but not limited to, the federal executive orders identified in the EO and the sanctions identified on the U.S. Department of the Treasury website (https://home.treasury.gov/policy-https://www/ https://www/ https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions

RFP PB 11.14.24 16

issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions).

Failure to comply may result in the termination of active agreements, contracts, or grants, as applicable.

Consultants must comply with all economic sanctions imposed by the federal government in response to Russia’s actions in Ukraine per Valley Water’s July 25, 2022, letter regarding Compliance with Economic Sanctions Imposed in Response to Russia’s Actions in Ukraine.

Consultants must review and comply with all the requirements and instructions in Valley Water’s July 25, 2022, letter regarding Compliance with Economic Sanctions Imposed in Response to Russia’s Actions in Ukraine (Notice) and the Certification of Compliance with Sanctions on Russia (Certification). The reporting requirements apply to projects over $5 million.

Consultants subject to this requirement must complete and return the Certification to the Valley Project Manager upon issuance of the Notice of Intent to Award (“NOITA”).

PROPOSAL CONTENT PART 2 – COST PROPOSAL

Cost and price are not factors in selecting the highest-ranked firm(s). Proposers must not submit the Cost Proposal with the Technical proposal or other electronically required submittals. All pricing and costs to provide the services are outlined in Section 5. Preliminary Scope of Services, including the Preliminary Project Schedule Document, refer to Section 3.2.5. Technical Approach and Work Plan. The Preliminary Project Schedule Document should include the fully detailed Work Breakdown Structure (WBS), which details the level of effort and provides pricing and costs. A Proposer’s failure to submit a Cost Proposal will be deemed non-responsive and rejected.

The Cost Proposal must be submitted by the proposal due date stated in Section 1.7 Procurement Schedule Table 1 and Section 3.5 Proposal Submittal, following these instructions:

Include a detailed breakdown of the following:

• Level of Effort

• Direct Labor Rates or Fixed Fee for Consultant and subconsultants

• Indirect Labor Cost Rates (Overhead) for Consultant and subconsultants

• Professional Fee (Profit)

• Other Direct Costs (ODC) and their basis

Note that audited Financial Reports for the last two years may be requested by Valley Water as part of the final selection process or the contracting phase.

PROPOSAL SUBMITTAL

The proposal due date is stated in Section 1.7 Procurement Schedule Table 1. Valley Water requires electronic proposal submittals to be submitted in the SCVWD Procurement Portal by Proposers to be considered responsive.

Valley Water will not accept electronic proposals submitted after the stated time on the proposal due date. Furthermore, Valley Water will not be responsible for slow or delayed electronic proposal submissions, regardless of whether they are caused by, but not limited to, the World Wide Web, Internet Service Providers, or third-party systems.

https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions

RFP PB 11.14.24 17

Electronic Response Valley Water requires electronic responses to be submitted in the SCVWD Procurement Portal by Proposers to be considered responsive. If you still need to do so, register to create an account to receive updates and notifications electronically from the SCVWD Procurement Portal. Should Proposers have any technical problems or questions regarding electronic submittal, please refer to Section 1.5 Communication Protocol and contact the designated contact for this RFP. The Categories assigned to this RFP are located in Section 1.2 About this RFP.

To be responsive, all proposals must be received by the due date and time stated in Section 1.7 Procurement Schedule Table 1. Late or misdirected proposals will not be considered.

Proposer must submit the following:

a. Proposal Content Part 1 – Main Content (Technical): The Electronic Response must include the entire Proposal Content Part 1 – Main Content and any required attachments.

• The Proposal Content Part 1 – Main Content must be submitted electronically to the SCVWD Procurement Portal:

https://vendors.planetbids.com/portal/48397/portal-home

b. Proposal Content Part 2 – Cost Proposal: The Electronic Response must include the entire Proposal Content Part 2 – Cost Proposal and any required attachments.

• The Proposal Content Part 2 – Cost Proposal must be completed and uploaded as a separate MS Excel file. It must be submitted electronically to the Cost File section separately and password-protected to the SCVWD Procurement Portal: https://vendors.planetbids.com/portal/48397/portal-home

• The Cost Proposal must be password-protected.

c. Additional requirements:

• All proposal files must be submitted in the format requested.

• There is no limit to the number of files that can be attached.

• Do not submit any files in a zip file format.

The SCVWD Procurement Portal shall serve as the official record of whether a proposal submitted in response to this RFP was received by the due date and time.

Technical Response The Technical Response and Cost Proposal must be submitted electronically as directed in Section 3.5.1. Hard copies of the proposals will not be accepted.

Right to Amend or Withdraw Proposal Proposers may amend or withdraw their submitted proposal at any time before the proposal’s due date. Proposers must resubmit amended proposals.

INTERVIEW AND ORAL PRESENTATIONS

Valley Water may request oral presentations and conduct interviews with the highest-scoring Proposers before making a final decision. Valley Water may waive the interview and oral presentations at its discretion.

Proposers invited to an interview and oral presentation are expected to demonstrate a clear understanding of the objectives, scope of services, Valley Water's environment, and their

RFP PB 11.14.24 18

approach to achieving the Scope of Services on time and within budget. Additional information will be provided if an interview with an oral presentation is scheduled.

PROPOSER NOTIFICATIONS

Proposers may receive notifications via emails or letters from Valley Water during the evaluation process.

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EVALUATION AND SELECTION

EVALUATION PROCESS

The evaluation and selection process will consist of the four (4) steps outlined below. Valley Water has the right to conduct an independent investigation of the information provided in a proposal, including contacting references. The Evaluation Committee (“EC”) selected by Valley Water may use any relevant information gathered by such investigation and any other relevant information that comes to Valley Water's attention to evaluate a Proposer.

Step 1: Responsiveness Proposals will first be reviewed for their responsiveness, including timely receipt of the proposal and inclusion of all required documents and signatures. Proposals deemed incomplete in any material respect may be considered non-responsive and rejected. At its sole discretion, however, the EC may waive any non-material deviations, defects, technicalities, or informalities or may request clarification or additional information.

Step 2: Evaluation The EC will evaluate proposals based on the Evaluation Criteria outlined in Section 4.2 Evaluation Criteria. Valley Water may initiate discussions with Proposers who submit responsive or potentially responsive proposals to clarify aspects of the proposal. Proposals may be evaluated without further discussion. The EC may request that a Proposer clarify any statement in their proposal. In addition, the EC may request Proposer(s) to submit additional documents for consideration, e.g., an example strategic plan.

Step 3: Interviews and Oral Presentations After the technical evaluation, shortlisted firms may be invited for an interview and asked to give an oral presentation. Valley Water will provide instructions in the Invitation to Interview and Oral Presentation letter, including the time, date, location, and format.

Valley Water may conduct in-person or virtual interviews, or choose not to conduct an interview and proceed with an award.

In compliance with the Americans with Disabilities Act, Proposers requiring accommodations for this meeting shall notify the Contract Analyst at least two business days before their scheduled interview.

Proposers will be responsible for all expenses and connectivity for the interview and oral presentation.

Step 4: Total Scoring and Ranking Based on the evaluation criteria, the EC will determine the final ranking of Proposers, from highest to lowest total points.

EVALUATION CRITERIA

The EC will evaluate proposals using the criteria set forth below. The total maximum evaluation score for proposal, interview, and oral presentation is 100 points.