24-25-043_HydrologyHydrogeology_WaterResourceSvcs_RFP.pdf

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RFP COMPLIANCE DECLARATION

RFP TITLE: Hydrology, Hydrogeology, and Water Resources Services

RFP NO.: 24-25-043

DUE DATE/TIME: May 15, 2025 / 4:00 p.m.

In compliance with the requirements of this RFP, I, the undersigned, offer and agree to furnish any or all materials and/or services to the City of Las Cruces within the time agreed.

I further certify that this company has not been debarred, suspended, or otherwise made ineligible for participation in Federal Assistance programs under Executive Order 12549 Debarment and Suspension as described in the Federal Rules and Regulations.

Receipt of Addenda Nos.: ________is hereby acknowledged (where none received, place a zero in this space)

Company Name and Address:

Authorized Signature

Typed or Printed Name

Title

Email Address

Telephone number

Fax number

NM Tax & Revenue Dept. CRS # ___________________

Current NM Secretary of State Business ID # ____________________ (corporations only)

Current CLC Business Registration # ____________________ (respondents located in Las Cruces only)

Federal I.D. number _______________________ (mandatory for all respondents)

NM Resident Certificate from NM Tax and Revenue Department enclosed _____ Yes _____No

THIS FORM MUST BE COMPLETED AND INCLUDED WITH PROPOSAL

FAILURE TO INCLUDE WILL SUBJECT RESPONSE TO REJECTION

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CITY OF LAS CRUCES

REQUEST FOR PROPOSAL

RFP TITLE: Hydrology, Hydrogeology, and Water Resources Services

RFP NO.: 24-25-043

DUE DATE/TIME: May 15, 2025 / 4:00 p.m.

I. GENERAL

A. The City of Las Cruces (City), a New Mexico Municipal Corporation, is soliciting proposals from qualified firms interested in entering into an agreement for Hydrology, Hydrogeology, and Water Resources Services as described herein.

B. Responses to this solicitation must be received by the DUE DATE/TIME at the City Purchasing

Section subject to requirements and conditions of the enclosed Schedule A (General Conditions of Proposing).

C. The conduct of this procurement is subject to Chapter 24 of the City’s Municipal Code incorporated herein by reference.

D. City Contact:

Except for:

1. Communications during any pre-proposal conference conducted by the City for this solicitation,

2. Any related interviews initiated by the City,

3. Any related negotiations initiated by the City, and, to ensure information is consistent to all prospective respondents, any direct or indirect contact with City elected officials or City staff, other than the City Purchasing Section staff, relating to this solicitation is strictly prohibited during this solicitation process until contract award. Upon such finding, the violating party will be deemed non-compliant and a proposal from such party will not be considered for award.

E. A pre-proposal conference will be held on May 1, 2025, at 11:00am. The pre-proposal meeting will be held electronically. It is not mandatory to attend the pre-proposal conference, but all prospective proposers are encouraged to attend to obtain additional details or to inquire for more details regarding this solicitation. Inquiries will be addressed at this meeting followed by written addendum(a) as deemed appropriate by the City. The pre-proposal meeting for this solicitation will be held through the following link: https://zoom.us/j/9972568333 on Zoom Meeting ID # 9972568333.

F. The agreement to be entered for the proposed services will be in a format acceptable to the City and awarded firm(s). The agreement will be for a term of five (5) years.

G. The City intends to award to the highest-ranking firm(s) to meet its need for services based upon the criteria herein.

https://zoom.us/j/9972568333

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II. BACKGROUND

The City of Las Cruces Utilities Department has been entrusted to efficiently provide the City’s businesses and citizens with quality clean water and environmentally safe wastewater systems. A standing service agreement with various firms to provide on-call Hydrology, Hydrogeology, and Water Resources Services has become a necessity to promote efficient operations. These operations include a variety of services including, but not limited to, water well design, regulatory studies, monitoring, and construction.

III. SCOPE

A. The City intends to award up to five of the highest-ranking respondents to meet its need for services based upon the criteria herein.

B. For each project assigned under this, the City will give the selected firm a detailed project description, including scope of work and any other special instructions needed by the firm to prepare preliminary and final cost estimates, project reports, and related Hydrology, Hydrogeology and Water Resources Services. The Proposers shall identify which topics they are qualified to perform and shall clearly indicate in their proposal if they are willing to be called as an expert witness for the City of Las Cruces. Project topics could include, but are not limited to the following:

1. Groundwater studies for modeling, analysis and forecasting projections

2. Surface water modeling

3. Water balance and consumptive use studies

4. Water resource economics to include modeling, cost/benefit analysis, and feasibility studies

5. Water well design, monitoring well design, monitoring well and water well construction and/or construction oversight, monitoring, and testing services

6. Water quality studies

7. Hydrologic forecasting to include parametric and/or stochastic processes

8. Time series analysis

9. Particle tracking and contaminant transport modeling

10. Water/wastewater regulatory studies and regulatory compliance-related services, including groundwater remediation and/or remediation oversight

11. Water rights exploration and other water rights-related issues

12. Expert Witness Services on Hydrology, Hydrogeology, and Water Resource Studies

13. Reclaimed water studies and activities

14. Desalination

15. Managed aquifer recharge (MAR)

16. Surface water aquifer recharge

17. Technical and/or institutional issues associated with water rights adjudications

18. Conducting research and other issues related to the Office of the State Engineer Hydrographic

Survey

19. Water conservation–related services

20. Water development plans and analysis

If the Proposer does not offer all of the services listed above, any services not provided should be clearly identified in the Technical Proposal.

C. A Project Assignment Agreement, a template of which is incorporated herein as Attachment A, for each specific project will be negotiated and executed on a case-by-case basis and will include a cost proposal from the firm proposing to do the work. The cost proposal may utilize one of the following pricing formats:

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1. Lump Sum.

2. Unit pricing to include:

a. Hourly rate for various types of services requested by the City;

b. Charges for miscellaneous items such as travel, blueprints, data, discs, rental of special equipment, etc;

c. A statement of the billing procedures including minimum billing units, if any;

d. Cost of sub-consultants, if any.

3. An alternative unit cost breakdown.

D. Deliverables – all agreements or contracts will also contain a list of deliverables, timeline and method of payment. The Proposer may be required to supply to the City the following items, when specified and as requested on the Scope of Work:

1. Preliminary report containing schedule of work and cost estimate;

2. Project reports; and

3. Any other item specified in the contract for that project.

E. Insurance Requirements

The awarded firm(s) shall obtain and maintain insurance at its own cost and expense during the life of the Agreement, and shall require Subcontractors, if any, to maintain during the life of his subcontract:

1. Professional Liability

a. $1,000,000 per occurrence

2. Commercial General Liability Insurance

a. $1,000,000 per occurrence / $2,000,000 aggregate

b. Coverage must include premises and operations, products and completed operations, and personal and advertising injury.

c. The City must be named as an additional insured for all coverages listed above on endorsements acceptable to the City.

d. Coverage must be primary and non-contributory.

e. Coverage must be per project or per location.

f. Coverage must be on an occurrence form.

g. Subrogation must be waived.

3. Commercial Auto Liability

a. $1,000,000 per occurrence

b. Coverage must be for “owned, leased, hired, and non-owned autos” or “any autos.”

4. Workers’ Compensation and Employers Liability

a. Statutory Limits

b. Employer liability – $1,000,000 each accident, $1,000,000 each employee by disease, $1,000,000 policy limit

c. Subrogation must be waived.

5. The CONTRACTOR must immediately notify the CITY if insurance is canceled or not renewed.

The City must be named as additional insured – this coverage must be as broad as the coverage provided to the insured; coverage must be primary and non-contributory before any other insurance or self-insurance. A copy of the endorsement(s) for this coverage must be provided as a condition of this Agreement.

Waiver of Subrogation will apply and shall be noted on the certificate.

CONTRACTOR shall furnish the CITY with a certificate(s) of insurance showing CONTRACTOR and Subcontractors, if any, have complied with this Article. The CONTRACTOR shall provide insurance

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IV. PROPOSAL CONTENT

Each copy of the proposal must include a completed and signed RFP COMPLIANCE DECLARATION (page 1 of this solicitation document). Failure to submit the RFP COMPLIANCE DECLARATION page will subject the response to rejection.

A. Technical Proposal Content

The respondent’s Technical Proposal shall include the following items, and in the sequence presented:

1. To address Evaluation Criteria No. 1 (Technical approach) below,

a. Provide description of the proposed technical approach of all professional, technical and customary services provided,

b. Major tasks to be accomplished,

c. A detailed statement of services to be provided under each task, and

d. A project time schedule

2. To address Evaluation Criteria No. 2 (Qualifications/competence) below,

a. Provide the names of key personnel who will be assigned to provide the services described herein. For each person listed, a description of experience, areas of competence and percent of time assigned to the project shall be provided,

b. Name, address, telephone number, of the principal member/officer of the firm responsible for administration of the contract. If applicable, list of subcontractors, including addresses, qualifications and areas of responsibility.

c. Location(s) of office(s) where the work will be performed, and percent of work to be performed at each.

d. Name, address, and New Mexico registration (if applicable) of the professional responsible for and in direct charge of the work.

3. To address Evaluation Criteria No. 3 (Performance of the firm) below, provide the following:

Description and name of a total of three past contracts similar to the scope herein that have been completed by the firm including the name and telephone number of the contact person for each project. Scoring will be based on three successfully completed reference checks, worth a maximum of five points each, for a maximum possible total of 15 points.

B. Cost Proposal Content

The cost proposal will not be used in the evaluation of the RFP, it will be used as a basis for negotiating a contract. The firm must include a schedule of professional fees in a separate PDF file labeled “Cost Proposal.” The schedule of professional fees must include, as a minimum, hourly rates for the personnel listed below as well as materials/reimbursable expenses in the format provided (Attachment B).

1. Principal Hydrologist, Hydrogeologist, and Water Resource Specialist;

2. Senior Hydrologist, Hydrogeologist, and Water Resource Specialist;

3. Assistant Hydrologist, Hydrogeologist, and Water Resource Specialist;

4. Drafting Technician;

5. Clerical support personnel; and

6. Expert witness.

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V. PROPOSAL EVALUATION AND SELECTION

A. Evaluation of the technical proposals determined to be responsive to the submittal requirements will be conducted by the Selection Advisory Committee.

EVALUATION CRITERIA Points

1. Technical approach to the requested services 45

2. Qualifications/competence of team members to manage services to be provided 40

3.

Performance of the firm with previous clients, based upon quality of the work, control of costs, ability to meet schedules or deadlines; and responsiveness to the client

Total 100

B. Should it be determined that there is a need for interviews to be conducted, the highest-scoring respondent and respondents within ten (10) percent of the highest-scoring respondent may be interviewed. If there are less than three (3) respondents within the top ten (10) percent, then the top three respondents, regardless of their relative scores, may be interviewed. The Purchasing staff will coordinate with the qualifying interviewees as to the time, date, and place for the interviews, and the time allowed for each interview. Interviews will be closed to any persons not representing the interviewee. At the conclusion of all interviews, each member shall freshly score each interviewee in accordance with the RFP criteria, and the scores will be added to the previous scores of the interviewees to arrive at a composite score.

C. Preference for New Mexico Resident Businesses/Contractors

a. Pursuant to §13-1-21 and §13-4-2, NMSA, 1978, of the New Mexico Statutes, applicable percent preference will be added to the scores of respondents who submit within their proposal a copy of their New Mexico residency certificate issued by the New Mexico Tax and Revenue Department.

b. Pursuant to Section 24-184, LCMC, 1998, a 5% preference will be added to the scores of respondents who submit within their proposal a copy of their City of Las Cruces business certification issued by the City’s Community Development Department.

c. The maximum geographical preference that can be applied shall not exceed 10%.

d. Proposals must include items a and b above to qualify for these preferences.

e. Any and all geographical preference herein presented within this RFP shall not apply whenever federal funds are used in procuring goods/services.

D. Upon completion of the evaluation process, a recommendation for award of contract(s) will be issued by the evaluation committee to the Council for review and approval. Contract(s) will have been negotiated prior to the committee’s recommendation.

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SCHEDULE A

GENERAL CONDITIONS FOR RESPONSES

UNLESS OTHERWISE SPECIFIED IN THE RFP DOCUMENT, THE FOLLOWING CONDITIONS APPLY

1. Proponents are advised that this solicitation is subject to the provisions of the City of Las Cruces (City) Procurement

Code, incorporated herein by reference.

2. Inquiries and Related Addenda:

Except for communications during any informational meeting conducted by the City for this solicitation and to ensure information is consistent to all prospective respondents, any direct or indirect contact with City elected officials or staff other than the City Purchasing Section staff relating to this solicitation is strictly prohibited throughout the duration of the solicitation and evaluation process and, upon such finding, will render a respondent and/or related proposal non-compliant.

a. Any and all inquiries must be submitted by the prospective respondent to the Purchasing Section no later than one week before the due date/time unless otherwise specified in the solicitation documents. Inquiries received after the deadline may not be considered.

b. Inquiries must be emailed to bidclerk@lascruces.gov.

c. Telephone inquiries will not be responded to, including the results of this solicitation.

d. Inquiries will be compiled and responded to via written addendum issued before the due date/time.

e. In the event addendum is received by a proponent after its response is submitted, the proponent must acknowledge receipt of the addendum by notice to the Purchasing Section via email.

f. In the event addendum is received by a proponent after its response is submitted and forces a change to its response, the proponent must submit a revised response, clearly marked as a revised response.

g. Failure to acknowledge receipt of addenda may render response as non-compliant.

3. Response Format Requirements:

a. Responses include following two (2) components:

1. A technical proposal of the submittal requirements called out in solicitation documents.

2. A cost proposal in a separate file consisting of itemized cost elements expected to be incurred by the City in obtaining the proposed services from the respondent.

b. Responses are limited to a maximum of 15 pages (excluding index; transmittal letter; title page). Any and all forms incorporated in the RFP solicitation documents and submitted with response also do not count towards the specified page limit.

c. Pages incorporated within the specified page limit must be numbered and typed in no less than 12 points per inch.

d. Responses must include the RFP COMPLIANCE DECLARATION page that is included within the solicitation documents. This requirement cannot be waived as the page confirms the respondent’s understanding and compliance with the RFP submittal requirements, any required federal certification and conduct of this solicitation.

This declaration must be completed and signed with each copy of response. FAILURE TO RETURN THE RFP

COMPLIANCE DECLARATION SHEET WILL SUBJECT THE RESPONSE TO REJECTION.

1. If applicable, respondents should provide business, tax, registration numbers etc. on the RFP COMPLIANCE

DECLARATION page where listed. Such numbers shall be listed as City, County, State, or Federal. These may be submitted on a separate sheet if not enough room is available.

e. Response shall be submitted in PDF format, with technical proposal content included in a single file. Respondents are encouraged to minimize the size of their PDF files prior to submission by optimizing to reduce the resolution of scanned content. 100 dots per inch (DPI) or less is acceptable for viewing files on a computer.

f. In a separate PDF file, include one copy of the cost proposal, unless otherwise specified in the RFP; marked as COST PROPOSAL and clearly showing the proposal number and proponent name. For the purposes of these conditions of proposing, Total Price shall include all costs except gross receipts tax.

g. Proposals must be submitted electronically via e-mail to the City Purchasing Section Bid Clerk at bidclerk@lascruces.gov. Please list the RFP number and title, “Proposal,” due date and time, and the respondent’s company name in the subject line of the e-mail. For example: “19-20-### (TITLE) Proposal MM/DD/YY ##:##pm, (Company Name).” The e-mail must be delivered to the Bid Clerk inbox no later than the proposal due date/time. Proposals received after the due date/time will be considered non-responsive and not acceptable for award. The City will only accept proposals via e-mail. The Bid Clerk inbox has an attachment size limit of 150MB.

h. Should include any samples or other material required by the City on or before the specified due date and time provided in the request for proposal.

i. No other materials are to be submitted, unless specifically requested in proposal.

4. Proposals must be submitted by the due date/time to bidclerk@lascruces.gov.

a. Please note, e-mails with large attachments may be delayed during transmission, and will subject response to rejection in the event it is received by the City Purchasing Section after the due date/time.

b. Proposals delivered after the closing date and time will not be accepted and will be deleted unopened.

c. Faxed proposals will not be accepted.

5. The City of Las Cruces reserves the sole right to:

mailto:bidclerk@lascruces.gov

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a. Determine responsible respondents and responsive proposals.

b. Determine and waive minor technicalities in the responses from requirements not affecting price, quality, quantity of items, or services sought.

c. Delete, decrease or increase quantities of proposed items or service within effective price dates.

d. Reject any or all responses/proposals and terminate this solicitation process.

6. Law Application:

Respondents shall be responsible for complying with the New Mexico laws prohibiting bribes, gratuities, and kickbacks.

7. Award:

a. The evaluation of proposals and final selection typically takes 45 to 60 days after the closing date.

b. After the evaluation is complete, the award will be posted on the New Mexico Purchasing Group website (BidNet):

https://www.bidnetdirect.com/new-mexico

c. All proponents will receive a summary of the results via email.

d. Successful proponent will receive notice of award via email and will be contacted to negotiate a contract.

e. For negotiated contracts exceeding $100,000, a recommendation for award shall be forwarded to the City Council for review and approval.

THE REST OF THE PAGE INTENTIONALLY LEFT BLANK

https://www.bidnetdirect.com/new-mexico

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LOCAL PREFERENCE NOTICE

To receive five (5) points for local preference, submit a current copy of the respondent’s Business Certificate issued by the City of Las Cruces Community Development Department.

NEW MEXICO RESIDENT PREFERENCE NOTICE

Pursuant to §13-1-21 & §13-4-2, NMSA, 1978, of the State of New Mexico Statutes, as amended, a respondent who submits, within its bid or proposal documents, a copy of its resident business or resident contractor certificate issued by the New Mexico Tax and Revenue Department will qualify for preference as authorized by the statutes.

Bids or proposals submitted without the certificate issued by the New Mexico Tax and Revenue Department will not qualify for this preference.

Firms seeking this preference are encouraged to apply with the New Mexico Tax and Revenue Department to receive certification as a “resident business” or “resident contractor”. Firms may obtain application forms by contacting the New Mexico Tax and Revenue Department at 575-524-6225 or may apply online at the following web address:

https://www.tax.newmexico.gov/businesses/business-preference-certification/

NEW MEXICO RESIDENT VETERAN BUSINESS NOTICE

To receive a ten (10) point veteran preference, submit a Resident Veteran Business / Contractor certificate issued by the NM Tax & Revenue Department. Effective July 1, 2016 per New Mexico House Bill 93, certificates issued under previous legislation are no longer valid.

Firms may obtain application forms by contacting the New Mexico Tax and Revenue Department at 575-524- 6225 or may apply online at the following web address:

PREFERENCE FOR RECYCLED CONTENT GOODS

Whenever specifications for supplies or materials provide bidders opportunity to offer items made with recycled content good, and, when bids are received for both recycled content goods and non-recycled content goods, bids submitted for recycled content goods shall be deemed five percent (5%) lower that the bids actually submitted provided that the recycled materials content meets or exceeds the minimum content standards required by bid specifications. “Recycled content goods” means supplies and materials composed of a minimum of twenty-five percent (25%) of recycled materials or more as specified herein.

The maximum preference allowed is 10 points

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PROJECT ASSIGNMENT AGREEMENT

RFP NO. 24-25-043 HYDROLOGY, HYDROGEOLOGY, AND

WATER RESOURCES SERVICES

PROJECT NAME

Pursuant to terms and conditions of City of Las Cruces (CITY) Contract No. 24-25-043 dated __________________, 20__ between the CITY and name of company, ENGINEER, as amended and incorporated herein by reference, the City and Contractor hereby agree on this _____ day of ___________, 20___, as follows:

1. In a satisfactory and proper manner, the ENGINEER shall perform SERVICES as proposed in response to the CITY’s RFP No. 23-24-043 and ENGINEER’s proposal as set forth in ATTACHMENT A attached hereto.

2. The estimated completion date is number days after a Notice to Proceed is issued by the CITY to the ENGINEER.

3. In consideration for the satisfactory completion of the work agreed to herein, compensation shall be made in the amount of $dollars.cents, plus NMGRT. Invoices issued by the ENGINEER shall be made monthly / upon completion of project with payment by the CITY being made within 30 days upon receipt of undisputed invoice.

CONTRACTOR NAME

CITY OF LAS CRUCES

By:

By:

Signature Date Signature Date

Alicia Hernandez, Purchasing Manager Print Name and Title

Requisition No. XXXXXXXX

Attachment A

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COST PROPOSAL

RFP 24-25-043

Hydrology, Hydrogeology, and Water Resources Services Schedule of Fees

ITEM DIRECT LABOR / CLASSIFICATION HOURLY RATE

1. Principal Hydrologist, Hydrogeologist, and Water

Resource Specialist

2. Senior Hydrologist, Hydrogeologist, and Water Resource Specialist

3. Assistant Hydrologist, Hydrogeologist, and Water Resource Specialist

4. Drafting Technician $

5. Clerical support personnel $

6. Expert witness $

ITEM MATERIALS / REIMBURSABLE EXPENSES RATE

Travel

7. Per Diem (per day) – Pre-Approval Required City of Las Cruces

Rate

8. Vehicle mileage rate (per mile) Current IRS Rate

Reproduction Services

9. Black and white copies (per copy) $

10. Color Copies (per copy) $

11. Prints (24”x36”) Per sheet $

12. Mylars (24”x36”) Per sheet $

Miscellaneous

13. Materials and Other Expenses Case by case basis

14. Sub-Consultants / Outside Services %

Rates are to include all overhead costs and any and all assessment expenses

NOTES:

1. Detailed Man-hour Estimates are required for time and material (T&M) contracts and are to utilize corresponding rates.

2. Rates in place at the time in which a project is contracted with the City will remain in place for the duration of the contract.

Attachment B