Addendum 2 to RFB 24-25-31 (1-10-25).pdf

January 10, 2025

Addendum No. 2 to RFB #24-25-31 Underground Locating and Field Marking Services

The purpose of this addendum is to notify proposers of revisions to the posted Request for Proposal (RFP) documents. This addendum becomes part of the original RFP package and, as such, shall become part of the resultant contract with the successful proposer.

Please note that all communications must be directed to the Contracts Manager during the procurement phase of the RFP unless an alternate contact is specifically authorized by the Contracts Manager. This ensures equitable information exchange and prevents bias between the City and all potential bidders.

1. Updated Procurement Contact:

Sylvia Sosa, Contracts Manager City of Santa Clara – Purchasing Division 1500 Warburton Avenue Santa Clara, CA 95050 Email: SSosa@SantaClaraCA.gov

2. Updated Procurement Timeline:

Event Key Dates

Deadline for Questions January 15, 2025, at 2:00 P.M PST

Deadline for Objections One (1) Week from Proposal Due Date

Bid Due Date January 29, 2025, before 2:00 P.M. PST

3. The RFP main document has been revised to correct formatting issues and to revise the following Sections:

3.1 Section 2 of the RFP - Minimum Qualifications

3. 2 Section 9.3 of the RFP – Proposal Content

3.3 Section 9.6 Qualifications, Experience and References

3.4 Section 9.7 Technical Capability

mailto:SSosa@SantaClaraCA.gov

Addendum No. 2 to RFP #24-25-31 Page 2 of 5

4. Clarifications in response to written questions submitted in accordance with Section 16 of the

RFB:

4.1 Question No.1: Does the City have an escalation process for unlocatable facilities?

Response: Proposer shall follow the process in Section 3.4 of Attachment A for discrepancies, omissions, and unlocatable subsurface. City does not have an escalation process.

4.2 Question No.2: Can the City provide the annual number of emergencies locate and how many facilities would be expected on each one?

Response: City does not have this information. City will schedule emergency services during business hours.

4.3 Question No.3: Will the locates be screened or received directly from CA811?

Response: City will screen all locates received from CA811.

4.4 Question No.4: What is the average marked vs. cleared % for the cities locates annually?

Response: City does not have this information.

4.5 Question No.5: Will there be any penalties?

Response: Refer to Sections 3.6 and 3.7 of Attachment A.

4.6 Question No.6: Will the City be requesting a separate safety manager for this contract?

Response: Refer to Section 19 of Attachment A for project manager/on-site supervisor and staffing requirements. City is not requesting a separate safety manager for this contract.

4.7 Question No.7: Can you provide the annual ticket break down by month?

Response: Refer to Section 1.2 of the RFP.

4.8 Question No.8: Are stand by services billed under the project by ¼ hour price or is another hourly rate required?

Response: Proposer may include a standby fee with the cost proposal for City’s review.

4.9 Question No.9: Does the City screen tickets?

Response: Yes

4.10 Question No.10: Can the City provide breakdown of dual versus single locates?

Response: Most of the locates are single. Fiber Optic Utility locates are dual. Refer to Section

1.2 of the RFP for the number of locations.

4.11 Question No.11: How soon after notice to award will contract start?

Addendum No. 2 to RFP #24-25-31 Page 3 of 5

Response: City plans to start the contract as soon as possible.

4.12 Question No.12: Can the proposal deadline be extended to January 10, 2025?

Response: Refer to updated Procurement Timeline in this Addendum.

4.13 Question No.13: There is no % identified for charges for outside services (including subcontractor fees, equipment, materials, and facilities not furnished directly by Contractor).

Please clarify.

Response: Refer to Reimbursable Expenses in Section 2.4 of Exhibit B in Attachment G - Exemplar Agreement. Please note the City of Santa Clara generally pays not more than 10% markup for outside services.

4.14 Question No.14: If we are required to respond to USA tickets within 48 hours but if any encroachment permits could take weeks to approve, can we assume we will not be required to pull any permits even if a lane closure is required to ensure the safety of locators?

Response: No permits will be needed.

4.15 Question No.15: Is there a rate escalation % cap when submitting revised rates after the initial 2 years?

Response: There is not rate escalation % cap. Refer to Rate Increase Section 2.3 of Exhibit B in Attachment G -Exemplar Agreement. Any rate increases are subject to approval by the City and must be substantiated by the Contractor to the satisfaction of the City.

4.16 Question No.16: If we have $2M in General Liability coverage but $9M in excess liability coverage, do we still meet the requirements?

Response: Awarded Contractor must meet or exceed the Insurance Requirements in Attachment C. A $9M Excess Liability may be acceptable pending City Risk Manager’s approval.

4.17 Question No.17: Is there a total contract value?

Response: The estimated annual spend is between $250,000 to $500,000.

4.18 Question No.18: Is the way we receive dig tickets directly through a provided software with approved credentials? If not, how are we receiving dig tickets?

Response: City will assign tickets via email.

4.19 Question No.19: Do we need to provide a proposal for Work Order approval based on rates provided for each dig ticket received or do we just perform work and invoice according to pre-approved rates?

Response: Refer to Section 8 of Attachment A.

4.20 Question No. 20: What can be done if a dig ticket location is inaccessible to crew and equipment?

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Response: Refer to Section 3.4 of Attachment A.

4.21 Question No. 21: Please confirm that underground facilities that are part of this scope are electrical and fiber only. NO gas, sewer, storm, and other utilities are part of this scope.

Also, in terms of electrical, please provide the expected operating voltages of the electrical that is part of this scope.

Response: The scope of services is only for electrical (power) and fiber. 95% will be for power.

4.22 Question No.22: Per Attachment E - "please submit a cost proposal based on a per-ticket model of processing 1,000 tickets per month. " Can the City provide a copy of the last contract's fee schedule as a template?

Response: City does not have a prior contract for these services.

4.23 Question No.23: Will the City accept exceptions to the SOW?

Response: Proposal may submit exceptions to the Scope of Services (Attachment A) for City’s review. Please note that exceptions to Attachment A may result in lower proposal scores.

4.24 Question No.24: Can bidders submit exceptions as redlined documents or as a list with citations? Will bidder’s exceptions pages count towards the total page count for submissions?

Response: Refer to Section 9.10 of the RFP. Please note that excessive changes may result in lower proposal scores, or disqualification of proposal.

4.25 Question No.25: How many utilities will we be locating on each ticket on average?

Response: Refer to the response of Question 21.

4.26 Question No.26: What is the historical clear/paint mix?

Response: City does not have this information.

4.27 Question No.27: Does each utility have its own Dispatch code from USAN 7.

Response: Yes

4.28 Question No.28: What category does locating fall under for Davis Bacon Wages labor 8.

Response: Pending response from U.S Department of Labor

4.29 Question No.29: Is there a truck roll requirement?

Response: Please clarify this question.

4.30 Question No.30: How much do overlap is there on utilities. Is it typical to mark both utilities on a ticket?

Addendum No. 2 to RFP #24-25-31 Page 5 of 5

Response: There is no overlap between utilities.

Attachments:

The second revised RFP 24-25-31 is available for download in Bidnet Direct.

All other terms, conditions and specifications of this RFP not specifically addressed by this or other addenda issued by the City of Santa Clara are unchanged.