Bid_Documents.pdf

REQUEST FOR

PROPOSALS

Particulate and Meteorological Monitoring

February, 2016

State of California Department of Parks and Recreation

Oceano Dunes State Vehicular Recreation Area

Oceano Dunes SVRA Bid # C1553019

GLOSSARY of ACRONYMS

Air Pollution Control District…………………………………….. APCD or “SLO APCD”

Department of General Services……………………………….. DGS

Department of Parks and Recreation………………………….. DPR

Off Highway Vehicle Recreation Division…………………….. OHMVR

Oceano Dunes District………………………………………….. ODD

Oceano Dunes State Vehicle Recreation Area………………. ODSVRA

Request for Proposal……………………………………………. RFP

San Luis Obispo County………………………………………… SLO

State of California………………………………………………... State or “the State”

Request for Proposals Contract # C1553019

OCEANO DUNES SVRA - Particulate and Meteorological Monitoring

TABLE OF CONTENTS

ITEM PAGE

Cover ………………………………………………………………………………………………………………1 Glossary……………………………………………………………………………………………………………2

SECTION PAGE

SECTION 1.0: GENERAL INFORMATION

1.1 - Purpose

1.2 - Background

1.3 - Budget

1.4 - RFP Issuing Office

SECTION 2.0: SCOPE OF SERVICES

2.1 - Project Overview

2.2 - Project Objectives

2.2.1 - Environmental Beta Attenuation Monitors (E-BAMs)/Air Pollution Monitoring Stations

2.2.2 - Saltation Measurement Stations

2.2.3 - Telemetry

2.2.4 - Operations, Data Handling, and Quality Control

2.2.5 - Repair and Maintenance

2.2.6 - Equipment Testing and Operation

2.2.7 - Internal Audits and Calibrations

2.2.8 - Attend External Audits

2.3 - Project Deliverables

2.3.1 - E-BAM Data

2.3.2 - Operations, Data Handling, and Quality Control

2.3.3 - Repair and Maintenance

2.4 - Performance Period

2.5 - Changes in Personnel

2.6 - Other Project Conditions and Specifications

2.6.1 - Equipment and Parts

2.6.2 - Materials and Supplies

2.6.3 - Travel Costs

2.6.4 - Project Consultation

2.6.5 - Obligations

2.6.6 - Cost Limitation

2.6.7 - Inclusive Costs

2.6.8 - Data Ownership and Rights

2.7 - Special Project Notes

SECTION 3.0: MINIMUM QUALIFICATIONS OF PROPOSERS

3.1 - Minimum Qualifications

SECTION 4.0: PROPOSAL SUBMISSION AND ACTIONS

4.1 - Proposal Submission Deadline and Delivery

4.2 - Key Action Dates

SECTION 5.0: PROPOSAL REQUIREMENTS AND GENERAL INFORMATION

5.1 - Proposer's Background and References

5.2 - Proposed Work Plan

5.3 - Cost Proposal

5.4 - Submission of Proposal

5.5 - Proposal General Information

5.6 - Small Business Preference

5.7 - Non-Small Business Preference

5.8 - Disabled Veteran Business Enterprise (DVBE) Requirement Waived and Incentive

SECTION 6.0: EVALUATION PROCESS

6.1 - Proposal Opening

6.2 - False or Misleading Statements

6.3 - Proposal Evaluation

6.4 - Proposal Scoring Criteria

SECTION 7.0: NOTICE OF INTENT TO AWARD AND PROTEST

7.1 - Notice of Intent to Award

7.2 - Protest

SECTION 8.0: AGREEMENT

8.1 - Agreement Award and Execution

8.2 - Payments

8.3 – Amendments…………………………………………………………………………………………21

ATTACHMENTS:

ATTACHMENT A: RFP FORMS AND INSTRUCTIONS

A.1 - Required Document Checklist A.2 - Proposal/Proposer Certification Sheet A.3 - Cost Proposal Worksheet A.4 - Proposer References Form A.5 - Darfur Contracting Act Certification (DPR 74) A.6 - Small Business Notice A.7 - Small Business Preference (DPR 85) A.8 - DVBE Notice (DPR 479SW) - REQUIREMENT WAIVED A.9 - DVBE Declarations (STD 843) A.10 - Bidders DVBE Participation (DPR 486) A.11 - Payee Data Record (STD 204) & Instructions A.12 - Payee Data Record Supplement (DPR 88) & Instructions A.13 - Contractor Certification Clauses

ATTACHMENT B: LIST OF EQUIPMENT

ATTACHMENT C: PROPOSAL EVALUATION FORM

ATTACHMENT D: REFERENCE EVALUATION FORM

ATTACHMENT E: SAMPLE CONTRACT DOCUMENTS

E.1 - State of California Standard Agreement (STD 213) E.2 - Exhibit A - Standard Agreement: Scope of Work (DPR 603) E.3 - Exhibit B - Standard Agreement: Budget Detail and Payment Provisions (DPR 604) Exhibit C - General Terms and Conditions (GTC 610) ................... Incorporated by Reference

............................... Available at http://www.dgs.ca.gov/ols/Resources/StandardContractLanguage.aspx E.4 - Exhibit D - Special Terms and Conditions (DPR 605s)

ATTACHMENT F: TEMPORARY MONITORING LOCATIONS MAP

http://www.dgs.ca.gov/ols/Resources/StandardContractLanguage.aspx

1.0 GENERAL INFORMATION

1.1 Purpose

The California Department of Parks and Recreation, Oceano Dunes District, is seeking qualified firms to install, operate, and maintain air quality and meteorological sensors at Oceano Dunes State Vehicular Recreation Area.

Refer to Section 2.0, Scope of Services, for complete description of Project Objectives and Project Deliverables.

1.2 Background

ODSVRA is subject to Rule 1001, Coastal Dunes Dust Control Requirements (Dust Rule) by the San Luis Obispo County Air Pollution Control District. The Dust Rule requires ODSVRA to, among other things, implement dust reduction activities and assess the reduction in particulate matter (PM10). The 2016 phase of this project is a short-term effort to measure the effectiveness of specific dust control activities at reducing ambient particulate matter.

1.3 Budget

All proposals will be prepared by the bidder at no cost or obligation to the State. The budgeted amount for this project, if awarded, and contingent upon Exhibit B of this proposal, is $120,000.00. Proposals exceeding $120,000.00 may be rejected.

Proposer fees shall include all cost for labor, materials, equipment, facilities, travel, per diem, applicable taxes, fees and all necessary appurtenant in meeting the design intent for use as well as completing the task in the scope of work for the Project.

1.4 RFP Issuing Office

This RFP is issued by DPR at Oceano Dunes District Office, 340 James Way, Ste 270, Pismo Beach, Ca. 93449, which serves as the sole point of contact in the State for the purpose of discussion regarding this RFP.

Proposers may obtain a copy of this RFP and addendums, if any, by downloading it from the Department of General Services’ (DGS) website at https://caleprocure.ca.gov/pages/index.aspx.

DPR reserves the right to amend the RFP prior to the deadline for submission of Proposals. Notice of such amendments, if any, will be in the form of written Addendum.

All Addendums become part of the RFP.

All notices, clarifications and addenda to this RFP shall be posted on the above DGS website. It is the Proposing firms’ responsibility to monitor this website for all information regarding this RFP; DPR is not responsible for sending individual notification of changes or updates. It is the sole responsibility of the Proposing firms to remain apprised of changes to this RFP.

All questions concerning this RFP must be submitted in writing on or before Friday February 19, 2016 at 12:00PM. The preferred method of question submission is directly through Cal eProcure. Questions may be faxed Attention Harvey Wood to (805) 773-https://caleprocure.ca.gov/pages/index.aspx

7176, or by e-mail to harvey.wood@parks.ca.gov. Use the subject “Bid #C1553019” for fax and e-mail correspondence.

Contact with DPR may only be made in writing; telephone calls will not be accepted.

All questions and answers shall be publically posted at Cal eProcure. Should an answer to a question amend the RFP, an Addendum will be posted.

Any discrepancies, omissions, ambiguities, or conflicts in or among the contract documents, or doubts regarding meaning must be brought to the State’s attention no later than seven days prior to the submittal due date.

All interpretations and clarifications will be issued in the form of written addenda. All addenda become part of the contract documents. Any oral representations issued will be of no force or effect.

2.0 SCOPE OF SERVICES

2.1 Project Overview

All work will be conducted at ODSVRA in San Luis Obispo County, California. All data collected as part of this project is being collected in response to the Dust Rule, which was adopted on November 16, 2011 by the SLO APCD.

Contractor shall work with ODSVRA to develop Standard Operating Procedures (SOP), Quality Assurance Quality Control Protocols (QA/QC), and a Quality Assurance Protection Plan (QAPP).

2.2 Project Objectives

2.2.1 Air Pollution Monitoring Stations with Environmental Beta Attenuation Monitors

ODSVRA has acquired five (5) Environmental Beta Attenuation Monitors (E-BAMs), manufactured by Met One instruments. The E-BAMs also include wind speed and direction monitors and a Relative Humidity Sensor. The instruments and associated peripherals are intended to be installed either on a trailer provided by the State, or on a free-standing tripod with an inlet height at 4 meters.

These self-contained, solar-powered instrument assemblies will be collectively called Air Pollution Monitoring Stations. For a complete list of instruments on this system, see Attachment B, E-BAM List of Equipment, § I - Air Pollution Monitoring Station. All instruments have been serviced by a reputable firm and are ready to be deployed into the field without the need for further maintenance or calibration. The Solar charging systems are three years old and have been tested.

Specific Tasks: Contractor shall…

1. Deploy and continuously operate up to five (5) Environmental Beta Attenuation Monitors (E-BAMs) in a five (5) month period.

a. Contractor shall assemble and install all equipment on a trailer body or tripod that ODSVRA will provide. Each trailer or tripod will be a telemetry-enabled, stand-alone Air Pollution Monitoring Station with the ability to record temperature, relative humidity, wind speed, wind direction, particle counts, and particulate matter data. Each station will be powered with solar panels and batteries. Contractor shall be mailto:harvey.wood@parks.ca.gov responsible for outfitting trailers or tripods with all necessary equipment, communication devices, and power sources. There is no external power available at the monitoring sites; however, there may be power sources available during the set up and calibration of the instruments before they are deployed into the field.

b. Deployment of monitoring stations will be accomplished with ODSVRA’s heavy equipment. Contractor shall be present during the deployment of each monitoring station to coordinate proper installation.

Contractor shall be available within 24 hours after deployment to calibrate equipment and setup all sensors and monitors. Setup will include calibration, orientation of sensors, testing of telemetry, and all other tasks necessary to ensure that all meters and sensors are recording data as required and consistent with any State or federally established standards.

2. The Air Pollution Monitoring Stations are intended to be mobile and may be deployed in various locations in ODSVRA and the surrounding properties.

The Stations may be moved multiple times during the course of this contract, depending on the complexity of moving the equipment and the data collection needs as identified by the ODSVRA Project Manager.

3. The monitoring stations could be moved a maximum of four (4) times during the contract term. While ODSVRA will strive to consolidate movement of instruments, no guarantee is being offered that instruments will be moved at the same time. Therefore, Contractors shall anticipate deploying instruments a maximum of twenty (20) times (five instruments moved four times each) during the course of the contract. Each time the stations are moved, Contractor shall be responsible for deploying the stations and setting up all sensors as described above.

4. Note: Operation of the E-BAM instruments in the setting near ODSVRA has been extremely difficult. The instruments have required ongoing weekly maintenance, and additional maintenance services during windy or dusty periods. Contractor shall plan on performing maintenance (cleaning, calibration, membrane check, flow check, leak check, and other associated maintenance activities) a minimum of every four (4) days of operation.

Contractor shall perform periodic zero checks. Contractor shall maintain a written record of all maintenance activities and all of the maintenance data shall be included in this documentation.

Co-Location:

1. Two co-location tests are required to guarantee data accuracy. Both tests will be at the Mesa 2 site (See Attachment F, Proposed 2015 Dust Control Regions) where the SLO APCD operates a FEM BAM 1020 instrument. The first co-location will occur prior to deploying the E-BAM instruments into ODSVRA, and the second co-location will occur after the end of field measurements. At the end of each co-location, Contractor shall prepare a technical memorandum discussing the performance of the instruments and confirming the validity of the E-BAM data, including the correction equations established by Sonoma Technology Inc. in June 2013 (technical memorandum available upon request). The technical memorandum must include all necessary analysis to demonstrate that the instruments are collecting data within the expected operational parameters and per the operational guidelines outlined in the QAPP and SOP. Additional reference materials are available from the 2014 and 15 field deployments (available upon request).

Required Cleaning and Checks

In addition to the required ongoing maintenance activities outlined in Section 2.2.1.4, contractor shall remove the eBAM’s from the field for a thorough cleaning, Quality Control check, zero test, and other required maintenance in a temperature controlled facility.

This cleaning will provide the opportunity to conduct maintenance that cannot be accomplished in a field setting under harsh conditions. Contractor shall perform two (2) such cleanings during the five-month deployment of the instruments, or roughly every 6-7 weeks of deployment. Contractor shall coordinate with State Representative to conduct this intensive-out-of-the-field cleaning at a time with low predicted winds to reduce critical data gaps.

2.2.2 Meteorological Measurement Stations

ODSVRA has four (4) Campbell Scientific dataloggers, RM Young wind monitors, and other associated meteorological instruments. The instruments and associated peripherals are intended to be installed on either trailer or free-standing tripod, which will be provided by the State. All instruments have been serviced by a reputable firm and are ready to be deployed into the field without the need for further maintenance or calibration. The Solar charging systems are three years old and have been tested.

These self-contained, solar-powered instrument assemblies will be collectively called Meteorological Measurement Stations. For a complete list of instruments on this system, see Attachment B, List of Equipment, § II - Meteorological Measurement Station.

Specific Tasks: Contractor shall…

1. Deploy and continuously operate up to four (4) data loggers, RM Young Wind Sentries, and other sensors during a 4-month season corresponding to the windiest time of the year.

a. Contractor shall assume that these stations will be deployed and/or re-deployed six (6) times during the course of the contract. This includes a single deployment for each instrument during initial setup, and an additional two (2) re-deployments of individual sensors as dictated by research needs.

Continuous Tasks for All Instruments Installed: Contractor agrees to…

1. Work with ODSVRA to develop Standard Operating Procedures (SOP), Quality Assurance Quality Control Protocols (QA/QC), and a Quality Assurance Protection Plan (QAPP).

a. SOP must include, at a minimum, frequency of maintenance activities, schedule for calibration of equipment and sensors, schedule for co-location of sensors to calibrate instruments, and any other critical maintenance and operation procedures SOP and QAPP shall be similar in format and substance as the June 10, 2014 QUALITY

ASSURANCE PROJECT PLAN: Oceano Dunes SVRA Particulate Matter and Meteorological Monitoring by STS Tracer (available upon request)

b. QA/QC protocols shall be consistent with professional air quality and meteorology standards.

2. Perform all necessary tests and calibration of equipment and sensors to verify that they are operating within manufacturer’s specifications or other applicable State or Federal standards. Tests and calibration shall be similar to the 2014

QAPP.

3. Install all sensors and associated support equipment on trailers or tripods to be provided by ODSVRA. Contractor shall provide small mounting hardware and other necessary equipment under Section 2.6.1, Equipment and Parts.

Contractor shall assemble air quality sensors to manufacturer’s specifications or other specification provided the State.

4. Support operation of field equipment during project timeline, including all required calibrations, maintenance activities, equipment audits, and other tasks as necessary to guarantee that equipment is collecting accurate and reliable data.

5. Implement necessary data management and analysis tasks including:

a. Data Processing

b. Data archiving

c. Accessibility of real-time data on a password protected web site

d. Data validation (QA/QC on all data collected), and

e. Summary reports

6. Some concentrated short-term efforts may also be needed, for example, to provide assistance with locating and installing a new site should an existing site need to be relocated.

2.2.3 Telemetry:

1. Contractor shall be responsible for arranging the monthly cell phone services on telemetry associated with all monitoring stations. Telemetry fees shall be reimbursed to contractor under Section 2.6.1 Equipment and Parts below.

2.2.4 Operations, Data Handling, and Quality Control:

1. ODSVRA anticipates operating all instruments for five (5) consecutive months during the windy season.

2. Contractor shall provide real-time access to data from monitoring stations on a password protected web site. Contractor shall inspect data on a regular basis to verify that all instruments are working properly. In addition, every two (2) weeks, Contractor shall provide ODSVRA with validated data. The data validation process involves identifying inconsistent observations (outliers) and assigning quality control (QC) codes to each data point to indicate its validity.

3. The validated data shall be ready for immediate use for data analysis and modeling without the need for further judgment regarding its quality.

2.2.5 Repair and Maintenance

1. Contractor shall perform general maintenance on all instruments during the initial setup, regularly scheduled maintenance visits, regularly scheduled audits, and as needed during the contract period. Some repair and maintenance can be accomplished remotely by coordinating with ODSVRA staff. Other repair and maintenance may only be accomplished by working directly on instruments in the field or by removing instruments from the field and into a temperature controlled lab setting. Repair tasks may involve replacing equipment on the Air Pollution Monitoring Stations with new parts to be provided by the Contractor and consistent with Section 2.6.1, Equipment and Parts.

2. Contractor shall maintain detailed written field notes during all installation, operation, and maintenance activities. Field note format must be approved as part of the QAPP.

2.2.6 Equipment Testing and Operation

1. Contractor shall be responsible for operating equipment to manufacturer’s specification, any applicable State or Federal standard, and as dictated by the need to maintain quality data throughout the term of the project. Equipment shall be tested and maintained as needed to guarantee validity of the data and consistent with the SOP. Maintenance activities may be required as frequently as every four (4) days.

2.2.7 Internal Audits/Calibrations

1. Contractor shall perform internal audits and calibrations for all instruments in operation at ODSVRA on an as needed basis under the guidelines in the Volume IV: Meteorological Measurements Version 2.0 (U.S. Environmental Protection Agency [EPA], 2008), which can be viewed at:

http://ohv.parks.ca.gov/pages/1140/files/QAHAPMS-IV.pdf

2. Contractor shall provide a written report of the measurements of all sensors, identify all sensors that did not meet the PSD audit criteria listed in Table 0-8 in the Quality Assurance Handbook for Air Pollution Measurement Systems, Volume IV: Meteorological Measurements Version 2.0 (EPA, 2008), identify what steps were taken to return all sensors to meet the audit criteria, and summarize the measurements taken during the audit in a table. For air pollution measurement systems, list all sensors that did not meet the PSD audit criteria in the QA Handbook for Air Pollution Measurement Systems, Volume II, Ambient Air Quality Monitoring Program (EPA, 2008)

a. Any additional calibration that is not covered by the above referenced EPA publications must be conducted consistent with the most recent EPA publication that covers calibration for the measurement in question.

http://ohv.parks.ca.gov/pages/1140/files/QAHAPMS-IV.pdf

3. Internal audits and calibration will require the Contractor to visit ODSVRA and perform a field calibration of all instruments.

2.2.8 Attend External Audits

1. If necessary, ODSVRA will schedule external audits of the devices. These external audits will be conducted by a completely separate third party working under a separate contract with ODSVRA. Contractor shall attend any external audits. If any problems are found with the instruments, Contractor shall work with ODSVRA staff to fix the problems and return instruments to operation as soon as feasible. Schedules for external audits will be identified in the SOP.

2.3 Project Deliverables

2.3.1 E-BAM Data

1. Deliverable: Within three (3) weeks of co-location, Contractor shall provide ODSVRA Project Manager a technical memorandum, similar in format to the memorandum from June 2013. This memorandum will summarize the results of the co-location study and verify that the instruments performed consistent with the expected operational parameters and per the guidelines outlined in the QAPP and Standard Operating Procedures.

2.3.2 Operations, Data Handling, and Quality Control

1. Deliverable: Every two (2) weeks during the term of this contract, Contractor shall provide validated data to ODSVRA Project Manager by e-mail or from a FTP site. Data shall be in Microsoft Excel file format with clearly labeled columns and file names. The first data delivery shall be no more than four (4) weeks after deploying the instruments into the field setting.

2.3.3 Repair and Maintenance

1. Deliverable: Contractor shall provide a complete set of field notes on all activities at the end of this project. Notes shall be legible and complete.

2.4 Performance Period

1. The term of the Agreement awarded from this RFP, if an award is made, is dependent on funding. The anticipated term will be from written notice to proceed through 365 days.

The anticipated months of operation are March 2016 through March 2017. The exact term of this contract is dependent on funding availability.

2. Failure to start work within five (5) calendar days of the written Notice to Proceed will entitle the State to consider the contractor in material breach of this contract.

3. State reserves the right to terminate this agreement subject to 30 days written notice to the contractor should the Contractor fail to perform the requirements of this Agreement at the time and in the manner herein provided, and have the work finished by another contractor; and hold the original contractor liable for any additional costs, including the costs of administration and rebidding of the work. pursuant to Exhibit C - General Terms and Conditions (GTC-610) and Exhibit D, DPR 605s, page 3, #4 and State Contract

Manual Volume 1, Section 9.11. GTC 610 -http://www.dgs.ca.gov/ols/Resources/StandardContractLanguage.aspx State Contract Manual Volume 1 - http://www.dgs.ca.gov/ols/Resources/StateContractManual.aspx

2.5 Changes in Personnel

Contractor's key personnel as indicated in Contractor's response to the RFP may not be substituted without the written consent of the ODSVRA Project Manager. In the event that the Contractor wishes to change personnel, Contractor shall provide a resume or Curriculum Vitae to demonstrate that the new personnel possess the minimum qualifications identified in this RFP. Contractor shall allow a minimum of 60 days for the State to review and approve changes in personnel.

2.6 Other Project Conditions and Specifications

2.6.1 Equipment and Parts

1. Contractor shall provide additional instruments, parts, consumables, and accessories as needed to continue the operation and maintenance of air quality monitoring stations over the course of the contract. Contractor shall also provide appropriate instruments, tools and equipment as needed to perform the field and data management support. Fees for cellular service for the telemetry shall be reimbursed out of this section.

2. Contractor shall provide parts as directed by the ODSVRA Project Manager.

3. Each cost proposal shall include a separate line item of $6,000 for parts, needed equipment, telemetry fees, and other costs incurred during the course of this contract. Contractor shall be reimbursed for actual documented expenses up to, but not to exceed, the $6,000 line item.

2.6.2 Materials and Supplies

1. The Contractor will be reimbursed for the actual cost of materials/supplies purchased to be consumed or installed at the work site in performance of the Agreement (including applicable sales tax), without additional allowance for markup. Cost of materials and/or supplies must be substantiated by a copy of the appropriately signed original invoice verifying the actual cost and delivery of the materials and/or supplies to the ODSVRA Project Manager.

2. All equipment, materials, and supplies purchased under this contract become property of the State.

2.6.3 Travel Expenses

1. Contractor shall estimate travel costs associated with the proposed project. It is understood and agreed that State will pay only for travel actually rendered as authorized by the ODSVRA Project Manager.

2. Travel expenses and per diem related to the services provided under this agreement may not exceed rates paid to the State’s non-http://www.dgs.ca.gov/ols/Resources/StandardContractLanguage.aspx http://www.dgs.ca.gov/ols/Resources/StateContractManual.aspx represented/excluded employees. These rates are posted at:

http://www.calhr.ca.gov/employees/Pages/travel-rules-excluded.aspx

3. All travel costs are subject to approval by the ODSVRA Project Manager and must be supported by a travel expense voucher showing purpose, location, dates, time of travel, rates claimed, mileage logs, and any other applicable receipts.

4. Each cost proposal must include a separate line item of $10,000 for travel costs associated with the installation and operation of the monitoring devices.

Contractor shall be reimbursed for actual documented expenses up to, but not to exceed, the $10,000 line item. Actual costs may vary based on number of trips required, travel distance, and actual document costs incurred during the travel. Contractor may be required to travel to the site up to 40 times during the course of this contract.

2.6.4 Project Consultation

1. Contractor shall provide the ODSVRA Project Manager with general assistance, which may include the following:

a. Data analyses

b. Attending meetings in support of the measurements being collected

c. Assist with determination of new sites and making sure these sites meet the siting requirements outlined in the Volume IV: Meteorological Measurements Version 2.0 (EPA, 2008)

d. Designing, fabricating and installing custom trailer-mounted Air Pollution Monitoring Systems. This will involve installing monitoring devices on trailers to be provided by ODSVRA. Some work may be required to mount equipment on trailer, map out the placement and orientation of equipment, balance the trailer, and other tasks to make these mobile Air Pollution Monitoring Systems function in the field.

2.6.5 Obligations

1. State Obligations:

a. The State will provide transportation of the equipment from the entrance of Oceano Dunes State Park to the measurement site.

b. The State will provide heavy equipment needed to install and secure trailer or tripod mounted Air Pollution Monitoring System.

c. All work will be performed only as weather and safety permit.

2. Contractor agrees to be responsible for the following

a. Transportation to the work site during routine maintenance activities.

Contractors are strongly encouraged to have a high clearance four-wheel drive vehicle to access the monitoring sites.

http://www.calhr.ca.gov/employees/Pages/travel-rules-excluded.aspx

2.6.6 Cost Limitation

1. Contractor will be entitled to documented costs incurred associated with completing the Particulate Monitoring station operation, maintenance, and data tasks outlined above, up to, but not to exceed the actual contract amount.

2.6.7 Inclusive Costs

1. The cost of employer payments to or on behalf of employees, subsistence, travel, compensation insurance premiums, unemployment contributions, social security taxes, Agreement bond premiums, and any other taxes or assessments INCLUDING SALES AND USE TAXES required by law or otherwise shall be included in the Agreement rates and no additional allowance will be made.

2.6.8 Data Ownership and Rights

1. Due to the Sensitive nature of this project the Contractor shall not speak with the news media, non-profit organizations, or outside agencies concerning his/her activities at ODSVRA unless prior approval is given by the Deputy Director of the Off Highway Motor Vehicle Recreation Division. In addition, any electronic and written materials developed during and/or pursuant to this agreement by Contractor, including all data, plans, drawings, reports, manuals, field notes and other written graphic work, along with all related copyrights and other proprietary rights therein, as may now exist and/or which hereafter come into existence, shall belong to the State of California upon creation, and shall continue in State’s exclusive ownership upon termination of this agreement. Contractor further intends and agrees to assign to State all right, title and interest in and to such materials as well as all related copyrights and other proprietary rights therein.

2. Contractor shall have no rights to use, publish, copy, distribute, sell, display or otherwise disclose any materials developed pursuant to this agreement, other than to State as called for herein. Further, Contractor agrees to cooperate with State and to execute any document or documents that may be found to be necessary to give the foregoing provisions full force and effect, including but not limited to, an assignment of copyright.

3. Contractor agrees not to incorporate into or make the materials produced dependent upon any original works of authorship or Intellectual Property Rights of third parties without first (i) obtaining State’s prior written permission, and (ii) granting to or obtaining for State a nonexclusive, royalty-free, paid-up, irrevocable, perpetual, world-wide license, to use, reproduce, sell, modify, publicly and privately perform, publicly and privately display and distribute, for any purpose whatsoever, any such prior works.

2.7 Special Project Notes

Oceano Dunes SVRA is located within the Coastal Zone and is subject to California Coastal Act requirements. The monitoring devices mentioned in this RFP will be acquired prior to the start date of this contract. There is no guarantee that these instruments will be ready to be installed within any specific timeframe. OHMVR will strive to obtain all necessary permits to install the instruments within the timelines outlined in the RFP. Unanticipated permit delays may extend the timeline for installation and operation of the particulate and meteorological devices. It is also conceivable that some of the planned instrument deployments will not be practical because of permitting or site constraints. Contractor is not entitled to additional reimbursement associated with permit delays, changes in the number or location of instruments to be deployed, or other unanticipated conditions that delay or alter the installation timeline or instrument layout.

The sites where the instruments will be installed are on unconsolidated sandy soils and are subject to extreme weather conditions (winds in excess of 25 MPH, dense fog, and salt spray).

3.0 MINIMUM QUALIFICATIONS OF PROPOSERS

3.1 Minimum Qualifications

• Proposer shall have a minimum three (3) years of experience independently installing, operating and maintaining air quality monitoring equipment and meteorological equipment preferably in a remote field setting. Interested firms must have knowledge of and experience with (1) general air quality and surface meteorological measurements systems, (2) operating air quality and meteorological equipment in a harsh environment, and (3) the design of remotely operated air quality monitoring stations.

• Proposer shall have a minimum of three (3) years of experience installing, continuously operating, and maintaining an E-BAM.

• Proposer shall have a minimum of three (3) years in handling and managing data generated by air quality or meteorological equipment. Proposer shall have experience compiling data, reviewing data, and performing QA/QC on air quality and meteorological datasets.

• Proposer shall have a minimum of three (3) years of experience operating air quality or meteorological equipment that uses telemetry (cellular or satellite) to allow review and transfer of data collected from the sites.

• If a Proposer has performed similar work for the State and/or DPR within the past five years, Proposer shall provide references and evidence that the project was completed on time, within budget, and to the satisfaction of the Project Manager.

• Proposer shall include:

1. Names and credentials of all individuals assigned to this project.

2. For each individual assigned to the project, provide specific information on their work experience and skills as they relate to the required experience. A resume or curriculum vitae (CV) would be appropriate.

3. A Statement of Qualifications for the proposer’s firm with relevant work experience in the field of meteorological and air quality monitoring.

4. Names, titles, addresses, and contact phone numbers for a minimum of three

(3) firms that can attest to the skills and abilities of the proposing entity to conduct the work identified in this RFP. References will be contacted and their responses will be used to determine if firms and individuals meet the Minimum Qualifications in this RFP.

5. Other items as needed to demonstrate ability of firm and individuals assigned to this project possess the necessary skills and experience to successfully implement the terms of the contract.

4.0 PROPOSAL SUBMISSION AND ACTIONS

4.1 Proposal Submission Deadline and Delivery:

Deadline: Sealed Proposals must be received no later than Wednesday February 26, 2016 at 2:00 pm, PST. Proposals received after the Deadline will be deemed non-responsive and not opened. Proposing firms are solely responsible for ensuring timely receipt of their Proposals.

Delivery: Proposal envelopes must be sealed and plainly labeled with Proposing firm’s name and address, along with the following:

RFP #C1553019 for Oceano Dunes SVRA Particulate and Meteorological Monitoring

DO NOT OPEN

Mail or deliver Proposal to the following address:

Department of Parks and Recreation Oceano Dunes District 340 James Way, Ste. 270 Pismo Beach, CA 93420

Proposals submitted without sealed cover and above labels will be rejected.

4.2 Key Action Dates

Event Date Time

RFP Released to Bidders 02/11/2016 2:00PM

Question Submittal Deadline 2/19/2016 12:00PM

Proposal Submission Deadline 2/26/2016 2:00PM Proposed Evaluation of Proposals 3/1/2016

Proposed Intent to Award 3/03/2016

Proposed Award 3/10/2016

Agreement Term From Written Notice to Proceed through 365 Calendar Days

5.0 PROPOSAL REQUIREMENTS AND GENERAL INFORMATION

5.1 Proposer's Background and References

• Please address each following item clearly and succinctly, as these will be used to score your proposal (See Attachment C, Proposal Evaluation Form).

• Document the experience of all personnel that will be committed to this project including a description of the following:

1. Installing, operating, and maintaining air quality and meteorological monitoring equipment.

2. Handling and managing datasets for air quality and meteorological monitoring equipment.

3. Working with state governmental entities.

4. Completing projects within specified timelines and budgetary constraints.

• Project Management:

1. Provide references for a minimum of three (3) relevant projects for similar clients completed by the Proposer. Include: name of company or agency;

address of company or agency; phone number for company or agency;

contact person for questions about your performance; goal of project; and final cost of project. At least two (2) references will be contacted for information about your performance in regard to project management and administration.

2. If a Proposer has performed work for the State and/or DPR within the past five

(5) years, Proposer shall provide references and evidence that the project was completed on time, within budget, and to the satisfaction of the Project Manager.

• Results Analysis:

1. Two references will be contacted to evaluate client satisfaction with outcome of proposer’s project.

5.2 Proposed Work Plan

Proposer shall develop a work plan and schedule for task completion. Identify each task and/or specific milestones to be accomplished to implement and fulfill the project. Discuss each of the activities you will conduct to achieve the scope and objectives as defined and identified in section 2.2, Project Objectives.

5.3 Cost Proposal

Information requested in this section is required to support the reasonableness of your quotations. Three (3) copies of the cost data must be submitted, including all applicable taxes and other expenses, bearing the proposers name, and clearly marked "Cost Proposal". For a sample of desired format and information, refer to Attachment A.3, Cost Proposal Worksheet.

Special Project Note – Mandatory Items in Cost Proposal Include two separate line items in the cost proposal to cover the costs of Travel Expenses (Section 2.6.3) and Equipment and Parts (Section 2.6.1).

The dollar amounts must be listed as up to, but not to exceed, based on actual submitted expenses.

Line Item #1 - Travel Expenses as outlined in Section 2.6.3. Up to but not to exceed $10,000 based on actual documented expenses

Line Item #2 - Equipment and Parts as outlined in Section 2.6.1, Up to but not to exceed $6,000 based on actual documented expenses

5.4 Submission of Proposal

• Submit three (3) complete sets of the Proposal package. The package must include a minimum of one (1) original Proposal with original signatures as described below.

• Proposal must provide straightforward and concise descriptions of Proposer's ability to satisfy the requirements of this RFP. Proposal must be complete and accurate.

Omissions, inaccuracies or misstatements may be grounds for rejection of a Proposal.

• Proposal must be typed with pages sequentially numbered. Proposal must include all documents identified in Attachment A.1, Required Document Checklist. The following requirements must be met to be considered responsive to this RFP:

1. All documents contained in the original Proposal must have original signatures and be signed by a person authorized to bind the Proposing firm.

2. All additional Proposal sets may be photocopies of the original Proposal.

3. An individual who is authorized to bind Proposing firm contractually shall sign Attachment A.2, Proposal/Proposer Certification Sheet; indicate title or position the individual holds in Proposing firm. An unsigned Proposal may be rejected.

4. Proposals must include the documents identified in Attachment A.1, Required Document Checklist. Proposals not including all required document will be considered nonresponsive. A nonresponsive Proposal is one that does not meet the basic Proposal requirements.

5. If Proposal is made under a fictitious name or business title, the actual legal name of Proposer must be provided.

5.5 Proposal General Information

• All Proposals become the property of the State upon receipt and will not be returned to

Proposing firms. The State shall have full rights of ownership of the Proposal and all deliverables submitted under the Agreement as a result of this RFP.

• All Proposers' responses and cost information shall remain undisclosed until a successful firm is identified or, if all proposals are rejected, after rejection of all such Proposals;

following that date all Proposals shall be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.) and subject to review by the public.

• Proprietary or confidential information is not to be submitted in or with the Proposals.

• Proposals shall be submitted for the performance of all the services described herein.

Any deviation from Section 2, Scope of Services, will be grounds for rejection of Proposal.

• A Proposal may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. The State may reject any or all Proposals and may waive an immaterial deviation in a Proposal. The State’s waiver of an immaterial deviation shall in no way modify the RFP document or excuse the Proposer from full compliance with all requirements if awarded the Agreement.

• Costs incurred for developing Proposal and in anticipation of award of the Agreement are entirely the responsibility of Proposer and shall not be charged to the State.

• Proposer may withdraw its Proposal by submitting a written withdrawal request to ODD office, signed by the Proposer or its authorized agent in accordance with section 5.4 of this document. Proposer may thereafter submit a modified or new Proposal prior to the Proposal Submission Deadline. Proposal modifications offered in any other manner, oral or written, shall not be considered. Proposals may not be withdrawn without cause subsequent to Proposal Submission Deadline.

• The State reserves the right to reject all Proposals and is not required to award an Agreement.

• Before submitting a response to this solicitation, Proposer should review, correct all errors and confirm compliance with the RFP requirements.

• Where applicable, Proposer shall carefully examine work site(s) and the scope of work.

No additions or increases to the Agreement amount will be made due to a lack of careful examination of work sites and the scope of work.

• More than one (1) Proposal from an individual, firm, partnership, corporation or association under the same or different names, will not be considered.

• The State does not accept alternate Agreement language. A Proposal with such language will be considered a counter Proposal and will be rejected. The State’s General Terms and Conditions (GTC-610), Contractor Certification Clauses (CCC-307) and Special Terms and Conditions (Standard Agreement Exhibit D) are not negotiable (See Attachment E, Sample Contract Documents).

5.6 Small Business Preference

• A five percent (5%) preference will be granted to a bidder properly certified as a California Certified Small Business, Microbusiness, or Non-Small Business with a Small Business or Microbusiness subcontracting for a minimum of twenty-five percent (25%) of the bid amount, in accordance with title 2, California Code of Regulations, Section 1896, et seq. A five percent (5%) preference will be granted to a bidder properly certified as a Non-Profit Veteran Service Agency in accordance with the Military and Veterans Code Section 999.50. Applications must be on file at the office of Small Business and Disabled Veteran Business Enterprise Services by 5:00 p.m. on bid opening day.

• Indicate in Proposal whether or not your firm is claiming preference as a certified small business. See Attachment A.2, Proposal/Proposer Certification Sheet (Section 14a).

5.7 Non-Small Business Preference

• A five percent (5%) preference will be granted to non-small business Proposing firms subcontracting for at least twenty-five percent (25%) of the total Cost Proposal amount with one or more certified small business subcontractors/suppliers in accordance with Title 2, California Code of Regulations, Section 1896, et seq. See Attachment A.2, Proposal/Proposer Certification Sheet (Section 15).

• Each listed certified small business shall perform a “commercially useful function” in the performance of the Agreement as defined in Government Code Section 14837(d)(4).

• If claiming the non-small business subcontractor preference, Proposer shall include a properly completed DPR 85, Small Business Subcontractor Participation Worksheet (Attachment A.7).

• Completed certification applications and required support documents shall be submitted to the Office of Small Business and DVBE Services (OSDS) no later than 5 p.m. on the bid due date, and the OSDS shall be able to approve the application as submitted.

Questions regarding certification should be directed to the OSDS at (916) 375-4940.

5.8 Disabled Veteran Business Enterprise (DVBE) Requirement Waived and Incentive

• The Disabled Veteran Business Enterprise (DVBE) participation requirement has been waived for this Agreement; however proposing firms are encouraged to partner with DVBE subcontractors and/or suppliers whenever possible.

• DVBE Incentive: For evaluation purposes only, an incentive will be given to Proposing firms with DVBE Participation, in accordance with Attachment A.8, DVBE Notice (DPR

479SW).

6.0 EVALUATION PROCESS

6.1 Proposal Opening

Upon opening of Proposals, each Proposal will be reviewed for the presence or absence of required information in conformance with the submission requirements of this RFP.

6.2 False or Misleading Statements

Proposals that contain false or misleading statements, or which provide references that do not support an attribute or condition claimed by the Proposer, may be rejected.

6.3 Proposal Evaluation

• Each eligible Proposal will be evaluated by an Evaluation Committee comprised of three

(3) or more State staff members. Proposals will be evaluated for form and content in accordance with this RFP.

• Proposals that do not meet all Minimum Qualifications will be considered non-responsive.

A responsive Proposal is one which meets or exceeds the requirements of this RFP.

• Proposals that meet the minimum qualifications will be evaluated and scored according to the criteria indicated below. A total of One Hundred (100) maximum points are available for Technical Merit and Cost Proposal. A minimum combined score of Seventy (70) points is required for a Proposal to be considered responsive. The award of the contract, if an award is made, will be to the bidder whose Proposal receives the highest total score for Technical Merit and Cost Proposal combined; with consideration taken for SB Preference or DVBE Incentives (if applicable).

6.4 Proposal Scoring Criteria

Information submitted in the written Proposal must support items listed in Attachment C, Proposal Evaluation Form. Where information submitted in written Proposal is in disagreement with or does not support items marked in these sections, the information submitted in written Proposal will take precedence.

7.0 NOTICE OF INTENT TO AWARD AND PROTEST

7.1 Notice of Intent to Award

Notice of Intent to Award will be posted for five (5) working days prior to awarding the agreement in a public place in the office of:

Department of Parks and Recreation Oceano Dunes District 340 James Way, Ste. 270 Pismo Beach CA

7.2 Protest

If any proposer, prior to the award of contract, files a protest with the following agencies…

1. Department of Parks and Recreation Administrative Services Division Manager, Contract Services Unit 1416 9th Street, Room 940 P.O. Box 942896

Sacramento, CA 94296-0001 and

2. Department of General Services Office of Legal Services Attn: Protest Coordinator

707 Third Street, 7th Floor West Sacramento, CA 95605

…on the grounds that the protesting proposer would have been awarded the contract had the agency correctly applied the evaluation standard in the RFP, or if the agency followed the evaluation and scoring methods in the RFP, the agreement will not be awarded until either the protest has been withdrawn or the Department of General Services has decided the matter. The protesting proposer shall submit any protest by certified or registered mail.

Within five (5) days after filing the initial protest, the protesting Proposer shall file with the Department of General Services, Office of Legal Services and ODD a detailed statement specifying the grounds for the protest.

Upon resolution of the protest and award of the agreement, Proposer shall complete and submit to ODD Attachment A.11, Payee Data Record (STD 204), to determine if the Proposer is subject to state income tax withholding pursuant to California Revenue and Taxation Code Sections 18662 and 26131. No payment will be made unless a completed STD 204 has been returned to DPR.

8.0 AGREEMENT

8.1 Agreement Award and Execution

• DPR shall endeavor to make the Agreement award resulting from this RFP, if an award is made, within thirty (30) days of the deadline for receipt of Proposals, and after posting the public Notice of Intent to Award per section 7.1, Notice of Proposed Award.

• The Agreement, if awarded, shall be subject to approval by DPR/Department of General Services and shall not be binding on DPR or Contractor until approved by such agency.

• Proposer shall be required to execute a STD 213, Standard Agreement (Attachment E.1), which shall include the terms and conditions of the RFP and the successful Proposal.

• Alternative or revised contract language shall not be accepted by DPR. Read and review Attachment E, Sample Contract Documents carefully. If for any reason Proposer cannot execute the Agreement as written, Proposer should not submit its proposal.

• Proposer shall execute the required number of copies of the Agreement and ancillary documents, which includes Contractor Certification Clauses (available at www.dgs.ca.gov/contracts), and return all required…