REQUEST FOR PROPOSAL

RFP# 27-018

MEDIA FILTER REHABILITATION FOR WTP FILTERS #1 & #2

City of Benicia

250 East L Street Benicia

Benicia, CA 94510

RELEASE DATE: August 31, 2026

RESPONSE DEADLINE: September 29, 2026, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/beniciaca https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Benicia

REQUEST FOR PROPOSAL

Media Filter Rehabilitation for WTP Filters #1 & #2

I. Introduction II. Key Issues

III. Definitions IV. Scope of Work V. Professional Services Agreement & Related Matters

VI. Proposal Pre-Submittal Instructions VII. Proposal Preparation and Submittal Instructions

VIII. Proposal Evaluation and Selection Process IX. Evaluation Phases X. Conditions Governing this RFP

XI. Vendor Questionnaire XII. Pricing Proposal

Attachments:

B - Example Over $50k PSA Maintenance/Repair Services

D - PROPOSAL AUTHORIZATION

F - 2018 EF1988 PDS EnduraFlex Product Data

G - 2018 EF1988 MC Spec Sheet Condition Requirements

H - EF-1988-B-Side-Off-White-B-Side-SDS

I - WTP Filter Media Specifications

Request for Proposal #RFP# 27-018 Title: Media Filter Rehabilitation for WTP Filters #1 & #2

1. Introduction

1.1. Summary

The City of Benicia’s Water Treatment Plant is soliciting proposals from qualified contractors to rehabilitate two water treatment filters. The current project includes:

• Complete replacement of filter media — GAC, sand, and gravel — meeting applicable AWWA standards.

• Smoothing and recoating of the interior walls of the two filters.

• Inspection and, if necessary, repair of the filter underdrain system.

• The current RFP and resulting agreement will cover only two filters.

The remaining four filters (#3–#6) are anticipated to be rehabilitated sequentially over the next four years, approximately every two years. Each future project will require a separate RFP process.

In short: This RFP is for the complete rehabilitation of two filters now, with the remaining four filters planned for future rehabilitation.

1.2. Background

The Water Treatment Plant has six GAC media filters. To replace the oldest filters, maintain AWWA compliance, and improve overall system reliability, the City plans to complete full media replacement and interior wall coating on two filters. These improvements are intended to enhance water quality, extend filter service life, and reduce ongoing maintenance workloads.

1.3. Contact Information

Rainier Garcia

Water Treatment Superintendent

100 Water Way

Benicia, CA 94510

Email: rgarcia@ci.benicia.ca.us

Phone: (707) 746-4393

Department:

Public Works

Department Head:

Danielle Martinez

Public Works Director

1.4. Timeline

City Issues RFP August 31, 2026 mailto:rgarcia@ci.benicia.ca.us tel:(707)746-4393

Pre-Proposal Meeting (Mandatory) September 8, 2026, 10:00am

Water Treatment Plant, 100 Water Way Benicia CA

94510

Question Submission Deadline September 15, 2026, 3:00pm

Question Response Deadline September 22, 2026, 3:00pm

Proposal Submission Deadline September 29, 2026, 3:00pm

Negotiate and agree to final contract terms October 13, 2026

Award of Agreement October 22, 2026

Execute agreement October 29, 2026

Project Agreement Start Date November 3, 2026

2. Key Issues

While filters are drained and emptied, Water Treatment Maintenance staff will be performing backwash valve removal and installation of new 20" valves which are not expected to impede the project. Weather conditions could potentially delay project. Expectation of materials to maintain project deadlines to be provided by the contractor. City would need to know with confidence if weather conditions have profound effects on this specific project, related to coating, drying, curing, and also degradation of media from rainy weather conditions.

3. Definitions

This section contains definitions that are used throughout this RFP, including appropriate abbreviations as indicated.

A. “Addendum/Addenda” is any and all amendments to this RFP and any and all responses to written questions regarding this RFP issued by City in a written format and incorporated by reference into this RFP.

B. “Council” is the City’s governing body.

C. “City” is the City of Benicia.

D. “Distribution List” is the list of interested parties to be used by the City to notify potential

Respondents of the availability of any and all Addenda prepared by City. It is each Respondent’s sole responsibility to ensure that it has obtained and reviewed all information available on the

RFP ftp website, and has obtained all Addenda issued by City.

E. “Professional Services Agreement” or “PSA” is the Professional Services Agreement, including

Appendices, initially in form attached hereto as Exhibit A, to be executed by City and the

Selected Respondent. The Selected Respondent shall execute a single Professional Services

Agreement for the provision of professional services.

F. “Project” is Media Filter Rehabilitation for WTP Filters #1 & #2.

G. “Project Manager” is person authorized by City to manage or administer the RFP process and to whom all communications, both written and oral, shall be directed during the RFP issuance, evaluation and selection process.

H. “Qualification” is a written response to this RFP, including all exhibits, supplementary materials, and attachments thereto, pursuant to the requirements set forth in this RFP.

I. “Request for Qualifications/Proposals” or “RFP” is any and all documents comprising this RFP package, including those documents and attachments hereto and any and all

Addendum/Addenda which City may issue.

J. “Respondent” is an individual, firm, partnership, corporation, consortium, joint venture, or other entity that chooses to submit a Proposal in response to this RFP.

K. “Selected Respondent” is a Respondent selected and approved by the Board to execute the

Professional Services Agreement.

L. “Services” are the construction management services, other work and services, and equipment and materials to be furnished under the Professional Services Agreement.

4. Scope of Work

4.1. 1. Filter Media Removal and Disposal

• Remove all existing filter media from both filters.

• Collect representative samples of the existing media for required testing and characterization.

• Transport and dispose of the removed media at a licensed and approved landfill in accordance with all applicable federal, state, and local environmental regulations.

• Provide documentation of testing results and disposal manifests upon request.

4.2. 2. Removal and Preservation of Existing Components

• Carefully remove all reusable filter components, including but not limited to nozzles, retainers, supports, hardware, and associated appurtenances as applicable.

• Clean, package, label, and protect all reusable components to prevent damage during the rehabilitation process.

• Store components in a secure location until reinstallation.

4.3. 3. Filter Interior Inspection

• Perform a comprehensive inspection of the filter interior after media removal.

• Inspect all concrete surfaces, underdrain systems, embedded components, and structural elements for signs of deterioration, cracking, corrosion, damage, or other deficiencies.

• Document inspection findings and notify the Owner of any conditions requiring repair prior to coating application.

4.4. 4. Interior Protective Coating System

The Contractor shall furnish and apply a complete protective coating system to all designated interior concrete surfaces of both filters.

Containment and Protection

• Provide complete containment, environmental controls, and ventilation necessary to maintain coating application requirements.

• Protect all piping, mechanical equipment, embedded items, and adjacent structures throughout surface preparation and coating operations.

• Maintain cleanliness and prevent contamination of surrounding facilities.

Surface Preparation

• Prepare all concrete substrates in accordance with SSPC-SP 13/NACE No. 6.

• Achieve a Concrete Surface Profile (CSP) 4–6, or as recommended by the coating manufacturer.

• Remove all contaminants, laitance, loose material, and unsound concrete necessary to achieve a suitable substrate for coating adhesion.

Coating Application

• Apply one (1) coat of NSF/ANSI 61-approved, 100% solids elastomeric polyurethane coating, such as Endura-Flex 1988 or approved equal, off-white in color, or alternative color of equivalent standard and certfication using heated plural-component spray equipment.

Equivalent products shall meet or exceed the specified product's requirements for NSF/ANSI 61 certification, solids content, chemical resistance, adhesion, flexibility, durability, and suitability for potable-water applications.

• Apply the base coating at approximately 200 mils expanded thickness.

• Apply a 50-mil dry film thickness (DFT) solid polyurethane topcoat over all coated concrete surfaces.

• Perform all coating work in strict accordance with the manufacturer's written recommendations regarding environmental conditions, mixing, application procedures, and cure requirements.

Inspection and Quality Control

• Measure and document coating thickness in accordance with SSPC-PA 2.

• Perform 100% holiday detection after coating cure using appropriate high-voltage holiday detection equipment.

• Repair all detected holidays or coating deficiencies and retest until an acceptable, holiday-free coating system is achieved.

• Provide inspection reports and quality control documentation upon completion.

4.5. 5. Reinstallation of Existing Components

• Reinstall all reusable filter components removed during the demolition phase.

• Verify proper alignment, fit, and operation of all reinstalled components.

• Replace damaged hardware as necessary to complete the installation.

4.6. 6. Installation of New Filter Media

The Contractor shall furnish and install new filter media in accordance with the project specifications and manufacturer's recommendations.

The filter media shall consist of the following layers:

• Support Layer: Twelve inches (12") of washed, graded support gravel.

• Transition Layer: Six inches (6") of 0.50 mm silica sand placed uniformly over the support gravel.

• Filter Media Layer: Forty inches (40") of 1.0 mm of Virgin Granular Activated Carbon

(GAC) (ANSI/AWWA Standard B604-12) installed over the silica sand.

The Contractor shall ensure each media layer is installed to the specified depths and elevations, maintaining a level and uniform surface throughout each filter.

All filter media shall be clean, washed, and free from excessive fines prior to placement.

Following installation, the Contractor shall:

• Skim and remove all fines from the installed media until acceptable water clarity is achieved.

• Verify media depths and elevations.

• Leave the filters clean and ready for startup and commissioning.

• Provide disinfection/chlorination plan for sand and gravel prior to applying GAC layer.

• Furnish and install new filter media in accordance with the project specifications and manufacturer's recommendations.

• Place media in the required layers and depths to achieve proper filter performance.

• Skim and remove all fines from the installed media until acceptable water clarity is achieved.

• Leave filters clean and ready for startup and commissioning.

4.7. Deliverables

The Contractor shall provide:

• Filter media testing documentation.

• Disposal manifests from the approved landfill.

• Inspection reports for filter interiors and underdrain systems.

• Coating manufacturer product data and NSF/ANSI 61 certification documentation.

• Coating thickness and holiday testing reports.

• Final completion documentation indicating filters are ready for service.

4.8. General Requirements

• Perform all work in accordance with applicable OSHA safety requirements and environmental regulations.

• Coordinate work to minimize disruption to facility operations.

• Protect existing facilities from damage throughout the duration of the project.

• Remove all debris and leave the work area in a clean condition upon completion.

5. Professional Services Agreement & Related Matters

5.1. Professional Services Agreement

City will expect the Selected Respondent to execute an agreement substantially similar to the attached form of Professional Services Agreement (PSA) for work, with only such changes as City may approve in its sole discretion. Respondents should indicate any objections or requested changes to the form in their

Proposal questionnaire response.

Each Respondent shall acknowledge their acceptance of Form of Professional Services Agreement through its answer in the Vendor Questionnaire. Any requested modifications to the form of

Professional Services Agreement must be indicated by checking the appropriate box in the Vendor

Questionnaire and attaching the addendum referenced therein clearly identifying Respondent’s proposed modifications. Respondents’ proposed modifications to the form of Professional Services

Agreement must be made in a “Strikeout” or “Underline” format.

5.2. City’s Right to Amend

City reserves the right to make such modifications or additions to the form of Professional Services

Agreement attached to this RFP, as City may elect in its sole discretion prior to the execution thereof, and thereafter as otherwise permitted by the Professional Services Agreement. Otherwise, City reserves the right to make modifications or additions with the mutual consent of the Selected Respondent.

5.3. Selected Respondent’s Refusal to Execute

If the Selected Respondent refuses to execute the form of Professional Services Agreement in substantially the form attached to this RFP, as modified by its Proposal, City may begin negotiations with the Respondent whose Proposal is determined to be the best alternative Proposal, determine that no such alternative exists, or exercise any other available right.

6. Proposal Pre-Submittal Instructions

To submit questions and receive answers to questions in a timely manner and to be placed on the

Distribution List for any and all Addendum/Addenda issued by City, potential Respondents must follow guidelines specified in this section. Only information supplied by City in writing through this RFP and

Addendum/Addenda, if any, may be used as the basis for preparation of Respondents’ Proposals. The standard format for submission of Proposals to be used by Respondents is described in Section Proposal

Preparation and Submittal Instructions .

6.1. Pre-Proposal Conference

A Mandatory Pre-Proposal Conference will be held on Tuesday, September 8, 2026 at: 10:00 am at:

Water Treatment Plant, 100 Water Way Benicia CA 94510

Immediately following the Pre-Proposal Conference, all potential Respondents will be escorted to a mandatory site walk. Attendance at both the Pre-Proposal Conference and the site walk is mandatory.

Potential Respondents who do not attend both will be ineligible to propose.

6.2. Deadline for Submittal of Written Questions

Potential Respondents may submit only written inquiries or requests regarding the intent and clarity of this RFP. Questions to be considered at the pre-submittal meeting must be directed to the Project

Manager at least three days prior to that meeting. All written questions that are deemed relevant and not duplicative of information already contained in the RFP and that are received by the above date will be addressed at the meeting. Written questions should be submitted in the project Q&A portal. The identity of the person/organization submitting the questions will not be revealed by City at the meeting.

Additional inquiries may be addressed at the meeting at City’s sole discretion.

Bidders shall submit all inquiries regarding this bid via the City e-Procurement Portal, located at https://procurement.opengov.com/portal/beniciaca. Please note the deadline for submitting inquiries.

All answers to inquiries will be posted on the City e-Procurement Portal. Bidders may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

6.3. Addendum/Addenda to this RFP

City reserves the right to interpret or change any provisions of this RFP at any time. Such amendments, if any, shall be issued as written Addendum/Addenda to this RFP.

Addenda Notification: Bidders are required to register for an account via the City e-Procurement Portal hosted by OpenGov. Once the bidder has completed registration, they will receive addenda notifications to their email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at https://procurement.opengov.com/portal/beniciaca.

Additionally, City may prepare answers, in the form of an Addendum to this RFP, to questions addressed by City and as City otherwise deems appropriate. Written responses, in the form of an Addendum and amendments, if any, to this RFP will be posted on the City’s RFP website within the City's e-procurement portal https://procurement.opengov.com/portal/beniciaca. Courtesy notification will be sent to all https://procurement.opengov.com/portal/beniciaca/projects/295108/document?section=2838110 https://procurement.opengov.com/portal/beniciaca/projects/295108/document?section=2838110 https://procurement.opengov.com/portal/beniciaca https://procurement.opengov.com/portal/beniciaca parties who register at this meeting and whose names are on the Distribution List. Any Addendum issued by City may also be obtained in person from the office of the Project Manager. It is the sole responsibility of Respondent to ensure that it obtains all Addenda and acknowledges receipt of all

Addenda in its Proposal.

Each Respondent is responsible to inquire as to the Addendum/Addenda issued by City. All Addenda shall become part of this RFP, and all Respondents shall be bound by such Addenda, whether or not received by Respondent.

7. Proposal Preparation and Submittal Instructions

This RFP and attached form of Professional Services Agreement define the City’s basic requirements and serve as the basis for submittal of all Proposals in response to this RFP.

7.1. Proposal Submittal

A. Proposal Due Date

1. Proposals must be received electronically through the City's e-procurement portal https://procurement.opengov.com/portal/beniciaca before the hour of 3:00 pm on

Tuesday, September 29, 2026.

B. Proposal Delivery

1. Proposals may not be amended after 3:00 pm on Tuesday, September 29, 2026.

2. Proposals must be submitted through the City's e-Procurement portal https://procurement.opengov.com/portal/beniciaca.

C. Proposal Submission

1. It is the sole responsibility of Respondent to see that its Proposal is received in proper time.

2. Respondent shall carefully examine the instructions contained herein and satisfy itself as to the conditions with which it must comply prior to submitting its Proposal, and to the conditions affecting the award of contract.

3. Proposals are the culmination of answering each question in the #Vendor Questionnaire section and/or uploading documents to satisfy the question's requirements. NOTE: There is no singular file upload that satisfies the entire RFP process.

4. If more than one Proposal is offered by any individual, firm, partnership, corporation, association, or any combination thereof, under the same or different names, all such

Proposals may be rejected.

5. All Respondents are hereby notified that any collusive agreement fixing prices so as to control or affects the awarding of this contract is in violation of the competitive bid requirements of State law and may render void any contract let under such circumstances.

6. Proposed prices shall be in effect for one hundred twenty (120) days from the date of Price

Proposal submission.

https://procurement.opengov.com/portal/beniciaca https://procurement.opengov.com/portal/beniciaca/projects/295108/document?section=2838111

7.2. Proposal Withdrawal

Any Respondent to this RFP may withdraw a Proposal by written notice delivered to the Project

Manager prior to the due date and time specified in Section Proposal Submittal Sub-paragraph Proposal

Due Date for receipt of Proposals. RFP may be un-submitted prior to the deadline corrected and re-submitted up until 3:00 pm on Tuesday, September 29, 2026. A Proposal may not be changed after the designated deadline for submission of Proposals.

7.3. Irregular Proposals

A Proposal may be rejected if it shows any alteration of form, additions not called for, conditional

Proposals, incomplete Proposals, erasures, or irregularities of any kind. If the Proposal amount is changed after the amount is originally inserted, the change must be initialed.

7.4. City’s Right To Reject or Terminate RFP

City expressly reserves the right to further consider, accept or reject any or all Proposals submitted in response to this RFP; to request additional information or clarification of information submitted; to cancel or modify, in part or in its entirety, this RFP, or to request new Proposals or pursue any other means for obtaining the services contemplated by this RFP and/or the Professional Services Agreement.

8. Proposal Evaluation and Selection Process

8.1. Selection Committee

City will appoint a Selection Committee to review and evaluate all Proposals; contact Respondents as required; request a Respondent to modify its proposed modifications to the Professional Services

Agreement; and make recommendations regarding the selection of a Selected Respondent. The

Selection Committee may consist of City staff and others designated by City.

City reserves the right, in its sole discretion, to waive minor irregularities, and to waive mandatory requirements provided that all of the otherwise responsive Proposals fail to meet the same mandatory requirements and the failure to do so does not otherwise materially affect this RFP and selection process.

City reserves the right to modify or suspend any and all aspects of the selection process indicated in this

RFP, to waive any defects as to form or content of this RFP, or to reject any or all Proposals.

8.2. Evaluation Process & Criteria

Proposals will be evaluated on a comparative, competitive, qualification basis, based upon the RFP’s submittal requirements, including the experience, organization and qualifications of the firm and individuals proposed, and the offered price. Specific evaluation criteria are outlined in the #Evaluation

Phases section.

During the evaluation process the Selection Committee may conduct independent research, request additional relevant information specific to the evaluation process, and seek assistance from reliable sources to clarify, explain, or otherwise participate in the evaluation process without issuing an

Addendum. Proposals will not be ranked based solely on cost. The Selection Committee shall make its decision based on committee members’ analysis and assessment of each Proposal’s positive, neutral, and negative attributes.

The process, procedures and evaluation criteria used by City staff and the Selection Committee in developing and issuing this RFP and evaluating the Proposals received for purposes of making a recommendation to the Board shall be determined in the sole discretion of the City. Respondents shall have no rights whatsoever regarding the processes and procedures used by the City relating to this RFP or the manner in which a Respondent is selected by either the Selection Committee or the Board, provided their decisions are not arbitrary and capricious, and there is some reasonable basis for the selection(s) made.

City reserves the right to conduct its own due diligence of the Respondent member prior to selection of a Selected Respondent including, without limitation, reference checks.

8.3. Selection Process

Based on the results of the evaluation process, City staff will recommend a Respondent to the City based on the City's Municipal Code requirements. City staff will identify the Selected Respondent to be recommended to the City, and each Respondent who submitted Proposals will receive notice via the https://procurement.opengov.com/portal/beniciaca/projects/295108/document?section=undefined https://procurement.opengov.com/portal/beniciaca/projects/295108/document?section=undefined

City's e-procurement portal no later than the business day after posting, although any delay or failure to do so will not extend the Proposal protest period described below.

The City, in its sole discretion, may either approve, reject, or approve or reject with conditions, the City staff’s recommendations. City reserves the right to modify the Proposal criteria outlined in this RFP.

Respondents to this RFP are instructed not to contact elected officials, City staff or members of the

Selection Committee regarding the selection process. Efforts to lobby or influence individuals involved in this selection process may, at City’s sole discretion, result in dismissal from further consideration.

8.4. Right to Protest

Respondents that the City otherwise determines are responsive and responsible have the right to protest; protests from any other Respondent will not be considered. Any protest must be delivered to

Mario Giuliani, City Manager, City Manager’s Office, 250 East “L” Street, Benicia, CA, by 4:00 pm of the

7th calendar day following City staff’s identification of the Selected Respondent to be recommended to the Board, and satisfy the following requirements:

A. The initial protest must contain a complete statement of the basis for the protest.

B. The protest must refer to the specific portion of the document that forms the basis for the protest.

C. The protest must include the name, address, and telephone number of the person representing the protesting party.

D. The party filing the protest must concurrently transmit a copy of the initial protest document and any attached documentation to all other parties with a direct financial interest that may be adversely affected by the outcome of the protest. Such parties shall include all other

Respondents who appear to have a reasonable prospect of receiving an award depending upon the outcome of the protest.

E. The procedure and time limits set forth in this paragraph are mandatory and are a Respondent’s sole and exclusive remedy in the event of a Proposal protest. Respondent’s failure to comply with these procedures shall constitute a waiver of any right to further purse the Proposal protest, including filing a Government Code Claim or legal proceedings. A Respondent may not rely on a protest submitted by another Respondent, but must timely pursue its own protest.

8.5. Post Approval Procedures

The Professional Services Agreement will be finalized promptly following City's approval of a final

Respondent. In the event that the approved Respondent fails or refuses to sign a Professional Services

Agreement acceptable to the City, City reserves the right to finalize a Professional Services Agreement with another qualified Respondent without undertaking a new RFP process, or exercise any other available right. The time for awarding the contract may be extended by the City.

9. Evaluation Phases

No. Evaluation Criteria Scoring Method Weight (Points)

1. The ability, capacity, and skill of the

Respondent to perform the Professional

Services Agreement and perform the Services being requested

Points Based 10 (9.1% of Total)

2. The type of Services needed by the City in light of the nature of the project and budgetary issues;

Points Based 15 (13.6% of Total)

3. Respondents Cost / Rate Proposal Points Based 5 (4.5% of Total)

4. The years, number and types of projects the

Respondent has previously worked on

Points Based 15 (13.6% of Total)

5. The ability of the Respondent to effectuate the Services within the time specified, without delay;

Points Based 10 (9.1% of Total)

6. The character, integrity, reputation, judgment, experience, and efficiency of the

Respondent;

Points Based 15 (13.6% of Total)

7. Respondent’s claims / litigation experience; Points Based 15 (13.6% of Total)

8. Whether the Respondent has satisfactorily performed the full range of Services required by this Project on other projects;

Points Based 15 (13.6% of Total)

9. Any other factor deemed to be relevant, in the City’s sole discretion.

Points Based 10

(9.1% of Total)

10. Conditions Governing this RFP

10.1. Confidentiality

City has made a determination in accordance with Government Code Section 6255 that all Proposals submitted in response to this RFP shall not be made public by City until after City has executed a

Professional Services Agreement with the Selected Respondent. In the event a Respondent wishes to claim portions of its Proposal exempt from disclosure under the Public Records Act, it is incumbent upon

Respondent to clearly identify those portions with the word “confidential” printed on the lower right-hand corner of the page, along with a written justification as to why such information should be exempt from disclosure. However, City will make a decision based upon applicable laws.

City shall notify Respondent of any materials or information that City does not believe are entitled to exemption from the Public Records Act, and Respondent shall have five (5) business days from such notice to:

• withdraw its Proposal;

• withdraw such information from its Proposal; or

• withdraw such information and replace it with substituted information for which Respondent does not claim an exemption.

Proprietary or confidential data must be readily separable from the Proposal in order to facilitate eventual public inspection of the non-confidential portion of the Proposal. Confidential data is normally restricted to confidential financial information. The cost of Services shall not be designated as proprietary or confidential information.

10.2. Insurance

As set forth in Professional Services Agreement example (Attachment A), insurance coverage shall be at least as broad as:

A. Commercial General Liability Insurance: Commercial General Liability Insurance including, but not limited to, Contractual Liability Insurance (specifically concerning the indemnity provisions of this Agreement with the City), Products-Completed Operations Hazard, liability for slander, false arrest and invasion of privacy arising out of professional services rendered hereunder, Personal Injury (including bodily injury and death), and Property Damage for liability arising out of Consultant's performance of services under this Agreement. The Commercial General Liability insurance shall contain no exclusions or limitation for independent contractors working on the behalf of the named insured. Consultant shall maintain the Products-Completed Operations

Hazard coverage for the longest period allowed by law following termination of this Agreement.

The amount of said insurance coverage required by this Agreement shall be the policy limits, which shall be at least two million dollars ($2,000,000) each occurrence and four million dollars

($4,000,000) aggregate.

B. Auto Liability: Owned/Non-owned automobile liability insurance providing combined single limits covering bodily injury liability with limits of no less than ONE MILLION DOLLARS

($1,000,000.00) per accident and providing property damage liability of no less the ONE

MILLION DOLLARS ($1,000,000.00) per accident.

C. Workers’ Compensation Insurance: Workers’ Compensation Insurance as required by the Labor

Code of the State of California.

Additional Insured Endorsements: The Selected Respondent shall name the City, the City Council members, and their respective officials, officers, directors, agents and employees as additional insureds on their commercial general liability and automobile insurance policies.

10.3. Applicable Laws/Miscellaneous

Respondents are required to sign and submit the Authorization (Exhibit D), stating their agreement to comply with the following terms and conditions of this RFP:

A. The Selected Respondent shall maintain professional licenses required by the laws of the State of California at all times while performing Services for the Project.

B. The Selected Respondent shall comply with the laws of the State of California requiring employers to insure against liability for Worker’s Compensation while performing Services for this Project.

C. All Services shall comply with all statutes, ordinances, regulations, codes, and requirements of all governmental entities, including federal, state, City, and municipal entities, relating to the

Project.

D. This RFP and any resultant Professional Services Agreement shall be governed by the laws of the

State of California. The parties agree to the jurisdiction and venue of the appropriate courts in the County of Solano and the State of California.

E. All data and information provided by City or referred to in this RFP is furnished for the convenience of interested parties in preparing a Proposal. The Respondent shall defend, indemnify and hold harmless City from any and all liability, claims, or expenses whatsoever, incurred by, or on behalf of, the Respondent’s response to this RFP. City expressly disclaims any and all liability for representation or warranties, express or implied, contained in the RFP or any other written or oral communication transmitted or made available to interested parties, including any errors of omission.

11. Vendor Questionnaire

11.1. Project Organization

11.1.1. Name of Subcontractors (if using)

If using subcontractors, you must fill in their information in the below box following this format for each subcontractor:

A. Name of Subcontractors

B. Address, C. Telephone number(s), D. Email, E. Name of responsible corporate officer(s), F. Office location where the majority of the day-to-day work will be accomplished.

11.1.2. Project Organization Chart*

*Response required

11.1.3. Description of responsibilities*

Brief description of responsibilities of key professional personnel, emphasizing experience directly related to responsibilities on this project.

*Response required

11.1.4. Team Members*

Indicate which team members will participate in each area of the work.

*Response required

11.2. Approach

11.2.1. Provide an approach for completing the scope of work. Discuss any unique ideas/concerns related to the project.* *Response required

11.2.2. Level of Effort Letter*

Upload a copy of a level of effort estimate indicating an estimate of hours to complete the tasks outlined in the Scope above. The estimate should be an itemized staffing breakdown in spreadsheet form, indicating personnel classification and hours for each consultant team member and sub-consultant for each work task.

*Response required

11.3. References

Provide at least four (4) references for completed recent projects. Please provide reference contact information.

11.3.1. References*

Make sure to include phone and/or email contact information at a minimum for each reference.

*Response required

11.4. Prior Litigation / Claims

A. Provide a description of any litigation or claims threatened or filed, or filed then settled, against

Respondent in the past five years. Provide a description of any litigation or claims threatened or filed by your firm, or filed then settled, in the past five years. If the litigation or claim has been resolved, describe the resolution. If the litigation or claim is pending, describe the status.

B. Respondent must also provide a list of all projects for which Respondent failed to complete any work awarded, with explanation of circumstances.

11.4.1. Litigation Claims*

Provide a description of any litigation or claims threatened or filed, or filed then settled, against

Respondent in the past five years. Provide a description of any litigation or claims threatened or filed by your firm, or filed then settled, in the past five years. If the litigation or claim has been resolved, describe the resolution. If the litigation or claim is pending, describe the status.

*Response required

11.4.2. Failed Project Completions*

Respondent must also provide a list of all projects for which Respondent failed to complete any work awarded, with explanation of circumstances.

*Response required

11.5. Financial and Related Information

A. Respondent is required to demonstrate that it is financially qualified to undertake the Services defined by this RFP. If selected, a proposing firm shall supply reviewed financial statements for the last 3 fiscal years if requested by the City.

B. Respondent must also provide a letter from its insurance broker attesting to the willingness to provide the required insurance coverages described in the Professional Services Agreement.

11.5.1. Audited and/or reviewed financial statements*

Respondent is required to demonstrate that it is financially qualified to undertake the Services defined by this RFP. If selected, a proposing firm shall supply, upon request, reviewed financial statements for the last 3 fiscal years if requested by the City.

☐ Please confirm

*Response required

11.5.2. Letter from its insurance broker*

Respondent must confirm they're willing and able, upon request, to provide a letter from its insurance broker attesting to the willingness to provide the required insurance coverages described in the

Professional Services Agreement.

☐ Please confirm

*Response required

11.6. Discretionary Supplemental Materials

Respondent may include in its Proposal submittal, on a discretionary basis, other materials that it believes may improve the quality of its Proposal. Respondent must include an explanation of the relevancy of the other materials to the Proposal. Marketing brochures (if applicable to the specific

Services for this Project) may be provided as a separate submittal.

11.6.1. Discretionary Supplemental Materials

Please upload all Supplemental Materials here

11.7. Agreement Requirements

11.7.1. Vendor hereby agrees to sign Professional Services Agreement substantially similar to the form of Professional Services Agreement attached to the RFP, or has attached proposed modifications to the form of Professional Services Agreement as an upload to this confirmation of Acceptance.*

☐ Please confirm

*Response required

11.7.2. Proposed Changes to Professional Services Agreement Terms If Vendor has proposed changes to the Professional Services Agreement, you must attach them to this upload, using strikeout or underline format.

11.7.3. MyCOI Registration for Insurance Tracking*

Vendor hereby acknowledges that if they are selected, they will register with the City's digital insurance tracking platform, MyCOI, and are responsible for ensuring their insurance documentation is correctly uploaded to the system, whether by the Vendor or its insurance agent. Registration invite will be sent during agreement approval stage.

☐ Please confirm

*Response required

11.8. Forms

11.8.1. Proposal Authorization Form*

Please upload a signed Proposal Authorization form (Attachment D) here

*Response required

11.8.2. Materials Upload

You may use this area to upload a copy of your full submission packet, or any other miscellaneous materials. However please note, you will still need to fully answer all other questions and upload requirements to be deemed a responsive bidder.

12. Pricing Proposal

In addition to any requests for pricing or rate sheets in this RFP, the bidder is also required to fill out the electronic pricing table if it's being requested by the Project Manager as shown below.

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Mobilization 1 LS

2 Spent GAC Media Removal and

Disposal (Filters #1 and #2) 1,927 Cubic Feet

3 Spent Sand Removal and Disposal

(Filters #1 and #2) 289 Cubic Feet

4 GAC Replacement (Filters #1 and #2) 1,927 Cubic Feet

5 Sand Replacement 289 Cubic Feet

6 Filter coating (Filters #1 and #2) and underdrain inspection

1 LS

7 Filter startup and commissioning

(Filters #1 and #2)

1 LS

TOTAL

12. Pricing Proposal