Bid Notice.pdf

Construction Management Services for Digester 9 Construction at the Visalia Water Reclamation Facility

RFP NO. 26-27-06

CITY OF VISALIA, CA

REQUEST FOR PROPOSALS

Construction Management Services for Digester 9 Construction at the Visalia Water Reclamation Facility

DESCRIPTION:

The City of Visalia is requesting proposals from qualified, properly licensed Construction Management (CM) firms with demonstrated expertise in public works construction oversight, wastewater treatment facility construction, and CM services for complex process-mechanical infrastructure. The selected firm will provide comprehensive Construction Management services for the construction of Digester 9 at the Visalia Water Reclamation Facility (WRF), located at 7579 Avenue 288.

The CM will serve as the City’s representative throughout construction and will be responsible for delivering full construction-phase management including daily field observation, schedule and cost tracking, documentation control, inspection coordination, labor compliance monitoring, and contractor communication.

PROPOSER CONFERENCE:

On Tuesday, September 29, 2026 an informational virtual proposer conference will be held beginning at 9:00am. Interested proposers are encouraged to participate in the non-mandatory virtual proposer conference to review the project scope, procurement process, and proposal requirements. Questions and clarifications discussed during the meeting that may materially affect proposal preparation will be documented and distributed to all proposers through an addendum, if necessary. To obtain the link or call-in instructions, please email your contact information to purchasing@visalia.gov.

SUBMITTAL DEADLINE:

One (1) unbound original, four (4) copies, and one (1) USB drive must be received no later than: 2:00 p.m. on Thursday, October 15, 2026.

SUBMITTAL INSTRUCTIONS:

Addressed to: Purchasing Division 707 W. Acequia Avenue, Visalia, CA 93291

From: Proposer’s Name & Mailing Address

Mark envelope: RFP No. 26-27-06 Construction Management Services for Digester 9 Construction at the Visalia Water Reclamation Facility

DELIVERY OF PROPOSALS: When sending the proposal via Fed Ex, UPS, etc., it is the responsibility of the Proposer to ensure that submittals are received during open office hours. Office Hours are 7:30am – 5:00pm Monday through Thursday. We are closed on Fridays and major holidays. Deliveries are not received when the office is closed.

The City utilizes an outside service for delivery and sorting incoming mail, and therefore, submitting proposals via U.S.

Mail is not recommended as there could be a delay in receiving by the deadline. Proposals must be received prior to the deadline. The City will not accept a postmark as evidence of delivery.

Emailed submittals will not be accepted. Proposals received after the time and date stated above shall be returned unopened to the proposer.

INQUIRIES:

Questions/clarification of this proposal document should be addressed to the Purchasing Division (559) 713-4334. To prevent miscommunications, the Purchasing Division prefers that questions be submitted in writing via email to purchasing@visalia.gov. Questions may be asked at any time prior to, but no later than Friday, October 2, 2026 at 4:00pm

Construction Management Services for Digester 9 Construction at the Visalia Water Reclamation Facility

CITY OF VISALIA, CALIFORNIA

REQUEST FOR PROPOSALS

RFP 26-27-06

SEALED PROPOSALS will be received by the Visalia Purchasing Division located at 707 W. Acequia Ave, Visalia, CA 93291, until 2:00 p.m. on Thursday, October 15, 2026 for:

Construction Management Services for Digester 9 Construction at the Visalia Water Reclamation Facility

An informational proposer conference will be held on Tuesday, September 29, 2026, beginning at 9:00 a.m. To preregister for this conference and obtain the link or call-in instructions, please email your contact information to purchasing@visalia.gov.

RFP and Contract documents may be obtained in the office of the Purchasing Division, 707 W. Acequia Ave., Visalia, CA 93291, by calling (559) 713-4334, emailing your request to purchasing@visalia.gov or may be downloaded from BidNetDirect by registered users. To register with BidNetDirect, please see the City’s website visalia.gov/purchasing.

Notice is hereby given that this is a Public Works Project (Construction phase). In compliance with SB854 and Labor Code Section 1725.5, all contractors and subcontractors (including Consultants and Sub-Consultants) bidding and performing work on Public Works Projects must be currently registered with the California Department of Industrial Relations (DIR) and furnish electronic certified payroll records to the Labor Commissioner. This also applies to Architectural, Planning and Engineering firms if they employ or subcontract services for any trade that is covered by a designated prevailing wage (i.e. surveyor).

Consultant will be required to furnish the City of Visalia with their DIR registration number. No contract will be awarded unless that contractor and any listed subcontractors are registered with the California Department of Industrial Relations (DIR). Proposals submitted by unregistered contractors or list unregistered subcontractors will be rejected as non-responsive.

Consultant must comply with State and Federal Regulations that apply to this contract, including Prevailing Wage requirements as applicable. Pursuant to Sections 1770, et. seq., of the California Labor Code, the selected firm will be required to pay not less than the prevailing wage of per diem wages as determined by the Director of the California Department of Industrial Relations.

The City hereby affirmatively ensures that Minority Business Enterprises and Disadvantaged Business Enterprises (DBE) will be afforded the full opportunity to submit proposals in response to this notice and will not be discriminated against on the basis of age, race, religion, creed, color, national origin, ancestry, physical or mental disability, medical condition, genetic information, marital status, gender, gender identity or expression, sexual orientation, or military and veteran status in any consideration leading to the award of contract.

No qualified disabled person shall, on the basis of disability, be excluded from participating in, be denied the benefits of, or otherwise be subjected to discrimination under any program or activity leading to the award of a contract.

Construction Management Services for Digester 9 Construction at the Visalia Water Reclamation Facility

Executive Order N-6-22 – Russia Sanctions on March 4, 2022, Governor Gavin Newsom issued Executive Order N- 6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or proposal, Contractor represents that it is not a target of Economic Sanctions. Should the State determine Contractor is a target of Economic Sanctions or conduct prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

The right is reserved by the City of Visalia to reject any or all proposals, to waive any irregularities or informalities not affected by law, to evaluate the proposals submitted and to award the contract according to the proposal which best serves the interests of said City.

Publication Dates: 09/11/2026 09/16/2026

Construction Management Services for Digester 9 Construction at the Visalia Water Reclamation Facility

TABLE OF CONTENTS

TITLE PAGES

I. Definitions II. Introduction

A. Information B. Background C. Purpose and Objective D. RFP/Agreement Schedule

III. Scope of Services A. Services of the Consultant B. City Responsibilities

IV. Proposal Content and Format Requirements A. General Information B. Proposed Project Approach C. Staff Qualifications and Related Experience D. Proposed Fee Structure and Schedules E. Conflict of Interest F. Submission Checklist

V. Consultant Selection Procedure A. Criteria B. Background Check C. Award of Contract

VI. General Conditions A. Important Notice B. Contracting Agency C. Department of Industrial Relations Requirements D. City of Visalia Labor Compliance Manual E. Legal Responsibilities F. Permits and Licenses G. Insurance

VII. Measurement & Payment A. Billing & Payments B. City’s Right to Withhold Certain Amounts

VIII. Examination of Contract Requirements & Acceptance of Proposal Content A. Withdrawal of Proposals B. Rejection of Proposals C. Evaluation/Award of Contract D. Proposal Pricing Guidelines E. Assignment of Contract F. Right To Require Performance G. Ethics in Public Contracting H. Equal Employment Opportunity I. Venue J. Proprietary Information K. Incurring Costs L. Firearms Prohibited M. Executive Order N-6-22, Russian Sanctions

Attachments to be submitted with Proposal .................................................................. 23-29 Non-Collusion Affidavit

Construction Management Services for Digester 9 Construction at the Visalia Water Reclamation Facility

Workers Compensation Insurance Certificate Equal Employment Opportunity Compliance Certificate Disclosure Forms Americans with Disabilities Act Compliance Certificate Drug-Free Workplace Certificate Iran Contracting Act Compliance

Sample Professional Services Agreement (For info only, do not submit with proposal)

Attached Separately:

Exhibit A: Project Location Map Exhibit B: City of Visalia Labor Compliance Manual

Construction Management Services for Digester 9 Construction at the Visalia Water Reclamation Facility

I. DEFINITIONS

For the purposes of this RFP NO. 26-27-06, the following terms shall have the meanings indicated:

1. “City” means the City of Visalia

2. “City Council” means the Council of the City of Visalia

3. "Bidder", "Vendor", "Supplier", “Consultant”, “Contractor” and “Subrecipient” are used interchangeably throughout this invitation to mean the person, firm, or corporation or other entity submitting a Bid in response to the Request for Bid.

4. “Bid” and “Proposal” are used interchangeably to mean an individual’s or entity’s offer in response to this Request for Proposal.

5. “RFP” means Request for Proposal No. 26-27-06.

II. INTRODUCTION

A. Information

The City of Visalia is requesting proposals from qualified, properly licensed, and experienced firms to provide Construction Management services for the construction of Digester 9 at the Visalia Water Reclamation Facility (WRF), located at 7579 Avenue 288. The CM will serve as the City’s representative throughout the construction phase and will provide comprehensive construction management oversight including daily field observation, documentation control, inspection coordination, schedule and cost monitoring, contractor coordination, labor compliance monitoring, and support during startup and commissioning.

Digester 9 is a major capital improvement that will add a new reinforced concrete mesophilic anaerobic digester with all associated mechanical, electrical, structural, gas handling, sludge recirculation, heating, mixing, chemical feed, and SCADA integration systems. This project includes process piping networks, MCC installations, yard piping connections, and the integration of new systems into existing WRF operations. The CM shall ensure the contractor’s work complies with approved plans and specifications prepared by Carollo Engineers, relevant codes and standards, WRF operational requirements, safety regulations, and all contract provisions. The total estimated project cost for Digester 9 Construction is $42.9M.

On Tuesday, September 29, 2026 an informational virtual proposer conference will be held beginning at 9:00am.

Interested proposers are encouraged to participate in the non-mandatory virtual proposer conference to review the project scope, procurement process, and proposal requirements. Questions and clarifications discussed during the meeting that may materially affect proposal preparation will be documented and distributed to all proposers through an addendum, if necessary; attendance is mandatory for proposers to be considered responsive. To obtain the link or call-in instructions, please email your contact information to purchasing@visalia.gov.

One (1) unbound original, four (4) copies and one (1) USB drive must be received no later than 2:00pm on Thursday, October 15, 2026. Proposals received after that date and time will be returned unopened to the proposer. Please note that City office hours are Monday-Thursday 7:30am-5:00pm. We are Closed on Fridays and City recognized Holidays. Proposers shall not schedule delivery of proposals/submittals on Fridays as they will not be received when the office is closed. It is the responsibility of the Proposer to schedule deliveries during the City’s open office hours.

This Request for Proposals is being issued by the City of Visalia Purchasing Division. Unless otherwise directed, all communications regarding this Request for Proposals should be directed to the Purchasing Division at (559) 713- 4334. However, to prevent misinterpretations, the Purchasing Division would prefer that all questions be sent by email to purchasing@visalia.gov.

Any revisions to the Request for Proposals will be issued and distributed as addenda. Proposers are specifically directed not to contact any other City personnel for meetings, conferences or technical discussions related to this Request for Proposal. Failure to adhere to this policy may be grounds for rejection of proposals.

In an effort to encourage local businesses to provide goods and services to the City, Council has enacted a local vendor preference policy. The local preference will apply to any business that has a business address within Tulare

Construction Management Services for Digester 9 Construction at the Visalia Water Reclamation Facility

County for a minimum of six months. A Post Office Box will not be accepted as a business address. The City reserves the right to request proof of Tulare County address. 5 points (Local Vendor Preference Points) will be given to any Proposer who has a business address in Tulare County for the past six months.

Proposers must be registered with the State of California Department of Industrial Relations in compliance with SB854 which states: A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Labor Code Section 1725.5. Consultant will be required to furnish the City of Visalia with their DIR registration number.

Consultant will be required to furnish electronic payroll records for project to the Labor Commissioner.

Consultant must comply with Regulations that apply to this contract, including payment of State Prevailing Wages as applicable. Pursuant to Sections 1770, et. seq., of the California Labor Code, the selected firm will be required to pay not less than the prevailing wage of per diem wages as determined by the Director of the California Department of Industrial Relations.

B. Background

The Visalia Water Reclamation Facility treats wastewater for the City’s service area. Increased solids loading and changes in influent characteristics have created higher operational stress on existing digesters, particularly Digester

8. To address current and future solids processing needs, Digester 9 is being constructed to provide additional digestion capacity, improve operational redundancy, and enable Digester 8 to be taken offline for cleaning and maintenance without impacting plant performance.

Digester 9 will integrate with existing sludge piping networks, digester gas handling systems, heating loops, electrical infrastructure, and SCADA components. Because Digester 9 will connect into operating process systems, construction requires careful sequencing, continuous coordination with WRF operations staff, and strict adherence to safety requirements. The City requires a highly qualified CM firm to manage the construction phase and oversee coordination between the contractor, Carollo Engineers (Engineer of Record), City departments, and operational staff.

C. Purpose, Objective and Services to be Provided.

The purpose of this Request for Proposals is to retain a qualified Construction Management Firm to serve as the City’s representative throughout the Digester 9 Construction Phase at the Visalia Water Reclamation Facility. The CM will oversee and administer all construction-phase activities, ensuring the contractor’s work is executed safely, in compliance with the contract documents prepared by Carollo Engineers, and in a manner that supports reliable WRF operations.

The CM will perform comprehensive construction-phase services including daily field observation, documentation and reporting, inspection coordination, management of RFIs, submittals, and change orders, schedule and cost monitoring, labor compliance management, coordination of City-provided testing and staking vendors, and contractor communication. The CM will facilitate collaboration among the contractor, City staff, WRF operations staff, and Carollo Engineers, maintaining clear, timely communication throughout the project.

Digester 9 is a major process-mechanical capital improvement that includes reinforced concrete tank construction, installation of mechanical mixing and heating systems, sludge recirculation equipment, gas handling components, chemical feed systems, SCADA integration, yard piping connections, and electrical and MCC upgrades. The CM shall ensure proper sequencing of these construction activities, proactively identify construction challenges, minimize operational disruptions, protect critical infrastructure, and verify compliance with specifications, codes, and regulatory requirements.

The CM will also be responsible for supporting system tie-ins, planned shutdowns, bypassing, and integration of new components with existing treatment systems. The CM will assist the contractor in preparing for commissioning, performance testing, operator training, and startup.

Construction Management Services for Digester 9 Construction at the Visalia Water Reclamation Facility

At project closeout, the CM will assist the City with final inspections, punch list completion, verification of as-built drawings, warranty documentation, spare parts accounting, O&M manual review, and preparation of a comprehensive closeout report summarizing construction performance, cost outcomes, schedule compliance, testing results, and commissioning activities. The CM shall ensure the project is turned over to the City in a complete, fully functional, and operationally ready condition.

D. RFP/Agreement Schedule

Event Date of Event

RFP Available to the public ............................................................................... September 11, 2026 Proposer Conference at 9:00am ....................................................................... September 29, 2026 Questions Deadline ................................................................................................. October 2, 2026 RFP due at 2:00 pm at 707 W Acequia ................................................................. October 15, 2026 Short list established and consultants notified ......................................................... November 2026 Interviews/Presentations with short-listed consultants (if required) ..........................November 2026 Award of Contract @ City Council Meeting ..............................................................December 2026 Contract Begins ........................................................................................................... January 2027 Italicized items and dates are at the City’s option. The City reserves the right to award contract solely on the basis of proposal content.

III. SCOPE OF SERVICES

A. Services of the Consultant

The Construction Management Firm shall serve as the City’s representative throughout the construction of Digester 9 at the Visalia Water Reclamation Facility (WRF). Digester 9 is a major process-mechanical capital improvement that includes construction of a reinforced concrete mesophilic anaerobic digester, mechanical mixing and heating systems, sludge recirculation equipment, gas handling and safety systems, chemical feed equipment, structural and yard piping, electrical and MCC installations, SCADA integration, and commissioning of new process equipment.

Construction will occur within and adjacent to operating WRF areas, requiring strict coordination with plant operations and adherence to safety and regulatory requirements.

The CM shall provide comprehensive construction-phase management, including daily field observation, documentation control, inspection coordination, materials testing coordination, schedule and cost oversight, management of RFIs, submittals, and change orders, labor compliance monitoring, operational tie-in planning, contractor communication, and support during commissioning and closeout. The CM must proactively identify construction challenges, ensure proper sequencing of work, minimize operational disruptions, and maintain compliance with specifications, codes, standards, and WRF operational requirements.

The City of Visalia will require a consultant to perform the following tasks for the project:

1. Pre-Construction Phase Task 1.1: Project Kick Off and Document Review

Conduct a detailed project kick-off meeting with City staff, Carollo Engineers (Engineer of Record), and the construction contractor following Notice of Award.

Review 100% construction drawings, specifications, technical reports, equipment submittal requirements, process design information, and operational constraints provided by Carollo.

Identify potential construction conflicts, staging limitations, plant operational impacts, sequencing risks, and process-integration concerns.

Review existing facilities, sludge networks, digester gas handling systems, heating loops, electrical/MCC infrastructure, SCADA systems, available tie-in locations, and shutdown constraints.

Deliverables: Kick-off meeting minutes; initial document review comments; preliminary issues and risk log.

Construction Management Services for Digester 9 Construction at the Visalia Water Reclamation Facility

2. Construction Phase – Daily Oversight, Weekly Coordination Meetings, Inspection Coordination, Documentation

Task 2.1: Daily Field Observation, Reporting, and Weekly Coordination Meetings Provide regular on-site field observation of contractor activities including structural concrete operations, mechanical equipment installation, process piping fabrication, electrical and instrumentation work, and SCADA preparation.

Monitor progress, quality, safety compliance, staging, and alignment with construction documents.

Document daily activities, delays, environmental conditions, installed quantities, and deviations.

Identify deficiencies promptly and coordinate corrective actions with the contractor and City staff.

Prepare weekly construction meeting agendas and minutes, and facilitate weekly coordination meetings with the contractor, Carollo Engineers, WRF operations staff, and City representatives; these should also include updates about submittals, RFI’s, scheduling updates, etc.

Deliverables: Daily field observation, reporting, and weekly meeting agendas and minutes

Task 2.2: Submittal Management Track and review submittals for completeness, sequencing, and alignment with project specifications.

Route technical submittals to Carollo Engineers and maintain close monitoring of response timelines.

Ensure submittals for major equipment (mixers, heat exchangers, recirculation pumps, MCCs, digester gas equipment) are reviewed and coordinated early.

Deliverables: Submittal log; submittal coordination memos.

Task 2.3: RFI Management Review contractor RFIs for clarity and legitimacy prior to routing to Carollo.

Track RFI responses, schedule impacts, construction impacts, drawing clarifications, and field modifications.

Maintain a continuously updated RFI log accessible to City staff.

Deliverables: RFI log; RFI resolution summary.

Task 2.4: Schedule Monitoring

Review baseline schedule and all monthly updates for accuracy and critical-path impacts.

Monitor float erosion, potential delays, access restrictions, long-lead equipment issues, and impacts related to WRF operations.

Recommend mitigation strategies to the City.

Deliverables: Monthly schedule review memo.

Task 2.5: Cost Management and Change Order Review Review contractor change order requests including merit evaluation, cost reasonableness, schedule impacts, and construction feasibility.

Track potential change notifications and maintain detailed logs.

Review and verify contractor pay applications, installed quantities, stored materials, and progress claims.

Deliverables: Change order evaluation memos and forms; payment application review documentation.

Task 2.6: Materials Testing and Special Inspections Coordination Coordinate City-hired materials testing, staking, and special inspection vendors.

Ensure contractor provides required access, notifications, and proper site conditions for testing.

Track testing and inspection results, identify nonconforming work, and ensure corrective actions are completed.

Deliverables: Testing log; coordination memos; nonconforming work resolution list.

Task 2.7: Labor Compliance (DIR / Prevailing Wage) Verify contractor and subcontractor DIR registration.

Review certified payroll submissions and maintain records per DIR requirements.

Monitor prevailing wage classification compliance for contractor labor and CM inspection/field staff.

Construction Management Services for Digester 9 Construction at the Visalia Water Reclamation Facility

Deliverables: Labor compliance tracking log; payroll verification files.

Task 2.8: Coordination with WRF Plant Operations Coordinate operational impacts with WRF staff including sludge feed transitions, digester gas tie-ins, heating loop cutovers, electrical switching, MCC energizations, and SCADA integration.

Maintain detailed tie-in and shutdown plans, ensuring contractor preparation and City approval.

Ensure construction is carried out in alignment with plant safety procedures and operational constraints.

Deliverables: Updated tie-in / shutdown coordination plans.

3. Coordination with Engineer of Record (Carollo Engineers) Task 3.1:Design Clarifications

Route RFIs, submittals, shop drawings, and clarifications to Carollo Engineers.

Track and document design clarifications and ensure timely communication to contractor and City staff.

Deliverables: Design clarification tracking log.

Task 3.2: Field Issue Resolution Work with Carollo Engineers to address technical issues encountered during construction.

Ensure all updated details, field memos, electrical/instrumentation clarifications, or structural/mechanical revisions are promptly distributed and logged.

Deliverables: Field issue resolution log; updated field directives.

4. Startup, Testing, and Commissioning

Task 4.1: Commissioning Coordination

Review contractor commissioning plans for major digester systems, including sludge feed, mixing, heating, recirculation, gas handling, safety systems, MCC energization, and SCADA integration.

Coordinate commissioning activities with Carollo Engineers, equipment vendors, and WRF operations staff.

Deliverables: Commissioning coordination memo.

Task 4.2: Functional Testing and Demonstrations

Oversee functional testing, equipment performance demonstrations, calibration of instruments, loop checks, and operational testing of integrated systems.

Ensure contractor provides complete training for WRF operators on all digester systems.

Deliverables: Functional testing reports; operator training verification documentation.

5. Closeout Phase Task 5.1: Punch List Development and Completion

Prepare punch list items based on inspections and walkthroughs with City staff and Carollo Engineers.

Track and verify corrective actions.

Deliverables: Punch list and completion log.

Task 5.2: Closeout Documents Review

Review contractor-prepared as-built drawings, O&M manuals, warranty documentation, commissioning reports, SCADA documentation, and spare parts lists.

Verify completeness and conformance with contract requirements.

Deliverables: Closeout documentation review memo.

Task 5.3: Final Report and Acceptance Recommendation

Prepare final construction management report summarizing schedule performance, cost status, testing results, design clarifications, commissioning outcomes, and major issues resolved.

Provide recommendation for final acceptance.

Deliverables: Final closeout report.

6. Consultant Deliverables (Summary)

Daily field observation reports

Construction Management Services for Digester 9 Construction at the Visalia Water Reclamation Facility

Weekly meeting agendas and minutes Monthly progress and schedule review reports Logs: RFIs, submittals, testing, change orders Labor compliance documentation Tie-in and shutdown coordination plans Commissioning documentation Punch list documents Closeout documentation Final construction management report

B. City Responsibilities

The City of Visalia will designate a City Representative who will serve as the primary point of contact for the Consultant in carrying out the provisions of this RFP. The City Representative will coordinate all communications between the Consultant, Carollo Engineers, the construction contractor, and WRF operations staff.

The City’s responsibilities include the following:

1. Provide direction, decisions, and approvals related to CM activities as required to support project progress and construction sequencing.

2. Review documents submitted by the Consultant and render timely decisions to avoid unnecessary delays in the Consultant’s work or in the contractor’s progress.

3. Make available project documentation relevant to Digester 9 construction, including contract documents, design drawings, specifications, record drawings, operational data, system descriptions, and any existing studies or reports required for CM activities.

4. Facilitate access to the Water Reclamation Facility, including entry authorization, required safety orientations, site-specific training, and coordination with the City’s risk management procedures.

5. Coordinate WRF operations support required for the project, including scheduled shutdowns, cutovers, bypassing, tie-ins, equipment isolation, electrical switching, and SCADA access, in consultation with WRF staff.

6. Provide any City-procured services or on-call vendors needed for materials testing, staking, surveying, special inspections, and laboratory services. The Consultant will coordinate these services, but the City will procure and furnish them.

7. Provide timely responses to Consultant inquiries and scheduling requests that relate to operational constraints, critical path work, plant safety requirements, SCADA coordination, or facility access.

8. Review and approve change orders, contract modifications, and pay applications in accordance with established City procedures and based on CM recommendations.

9. Furnish any required City policies, guidelines, or procedures applicable to construction management, documentation, reporting, labor compliance, environmental compliance, or operational safety practices.

10. Compensate the Consultant in accordance with the terms of the Professional Services Agreement.

The City will give reasonably prompt consideration to matters submitted for approval to ensure that the Consultant’s work may proceed without substantial delay. The City will not be responsible for means, methods, techniques, sequences, or procedures used by the construction contractor or Consultant.

IV. PROPOSAL CONTENT AND FORMAT REQUIREMENTS

The proposal shall contain the following information in the order presented below. Consultants are requested to organize their proposal into clearly marked sections with tabs corresponding to each item listed.

Each section shall fully address the requirements described herein.

Proposals must be complete, accurate, and responsive to all requested items.

A. General Information Provide the following information:

1. Firm name, physical address, mailing address, telephone number, and general email address.

2. Name, title, phone number, and email address of the Account Representative or primary contact.

Construction Management Services for Digester 9 Construction at the Visalia Water Reclamation Facility

3. Type of organization (individual, partnership, corporation, joint venture).

4. Identify your firm’s business category, if applicable

I. Small Business II. Disadvantaged Business

III. Minority Business Enterprise, Women-Owned Business

5. Provide your Department of Industrial Relations Registration Number as well as the DIR Registration Number for any sub-consultants.

6. Federal Tax Identification Number and City of Visalia Business Tax Certificate Number (if applicable).

7. Names, titles, and roles of company owners, principals, and corporate officers.

8. Identification of all personnel proposed for this project, including name, title, functional role, availability, and assurance of staff continuity.

9. Proof or description of insurance coverage including General Liability, Automobile Liability, Workers’

Compensation, and Professional Liability.

10. Provide at least three references for projects similar in size and complexity to Digester 9 or other similar wastewater treatment facility construction management engagements completed in the last 5 years.

11. Include all completed and signed RFP-required forms, including the Non-Collusion Affidavit, Workers

Compensation Insurance Certificate, EEO Compliance Certificate, Ownership Disclosure/Levine Act Statement, ADA Compliance Certificate, Drug-Free Workplace Certificate, and Iran Contracting Act Certification, (pgs 23-29).

B. Proposed Program Approach Submit a detailed description of your firm’s understanding of the Digester 9 Construction Project, including:

• The project’s objectives and challenges

• Key process-mechanical, structural, electrical, and operational integration issues

• Anticipated coordination requirements with WRF operations staff

• Anticipated construction sequencing considerations

• Long-lead equipment risks and mitigation strategies

• Operational impact minimization measures

The project approach shall:

1. Describe the firm’s strategy for performing the detailed numbered tasks listed in Section III of this RFP.

2. Identify the Consultant’s internal staffing resources and functional team structure for this project.

3. Address how the Consultant will maintain communication between the contractor, Carollo Engineers, City staff, and WRF operations.

4. Include a summary of the methods and systems used for documentation, reporting, testing coordination, schedule review, cost tracking, daily observations, and construction contract administration.

5. Outline methods for addressing construction conflicts, resolving RFIs, handling unanticipated field conditions, and coordinating tie-ins and shutdowns.

6. Provide a proposed project timeline with significant milestones.

Exceptions to the requirements of the RFP should be clearly delineated in this section.

While the City believes this RFP provides the necessary direction for the Consultant to provide a proposal to complete the services, the City understands that there may be additional items the Consultant may discover during the development of their proposal. The Consultant is encouraged to include/address any items that they feel the City has omitted in error or that should be included as part of the services to complete this project. All proposer’s may include a maximum of two (2) pages of information not included, nor requested in this RFP, if you feel it may be useful and applicable to this project.

The information in this section will aid the City in the refinement of the scope of work during contract negotiations.

C. Staff Qualifications and Related Experience

1. Minimum Qualifications To be considered responsive, proposing firms must demonstrate substantial experience in construction management for public works infrastructure, including wastewater treatment facilities, anaerobic digesters, Construction Management Services for Digester 9 Construction at the Visalia Water Reclamation Facility heavy process-mechanical systems, electrical and MCC installations, SCADA integration, commissioning management, and construction occurring within active treatment plants.

Proposals must clearly identify the qualifications and experience of both the prime CM firm and any proposed subconsultants relevant to the CM scope of services for Digester 9.

Firm Experience:

Proposers shall demonstrate experience providing construction management, resident engineering, inspection coordination, project documentation, schedule oversight, cost management, contractor communication, and labor compliance services for public agency clients.

Relevant experience must include work with wastewater treatment facilities, anaerobic digesters, process-mechanical systems, and other industrial infrastructure projects requiring coordination with owner operations staff, regulatory compliance, and complex process startup.

Provide examples of comparable CM or RE/inspection projects completed within the past five (5) years including digester construction, structural concrete tank projects, major mechanical installations, MCC replacements, SCADA controls integration, or similar public works capital improvements.

Technical Team:

The proposed CM team must collectively demonstrate experience in:

Construction management for wastewater treatment plant projects Process‑mechanical, sludge handling, digester gas, and heating systems Structural concrete tank construction Electrical systems, MCCs, instrumentation, and SCADA controls Construction safety and operational coordination Testing and inspection coordination Startup, commissioning, and operator training DIR prevailing wage compliance and certified payroll review

Subconsultants may be proposed for specialty disciplines as appropriate.

2. Staff Qualifications and Experience

This section should demonstrate the qualifications of all professional personnel to be assigned to this project by providing resumes/experience summaries describing their education, credentials, related experience and their proposed roles for this contract. Note: Consultant may not substitute any member of the project team without prior written approval of the City.

3. Related Experience Include descriptive information concerning the experience of the firm. Include information about previous projects that might be comparable, including the size and type of projects and the scope of services provided. In addition, provide references for at least three (3) most comparable projects for which your firm has provided within the last five (5) years, or currently is providing, similar services.

List the projects in reverse chronological order and provide the following information for each project:

Indicate for each of these projects:

Name of project Project location Brief description (type of construction, functional components, special design considerations) Name of owner Name of owner's contact person and telephone number (contact person, who, at the time of RFP submittal, will be employed by the owner) Your firm's specific involvement (i.e., CM, RE, inspection, testing coordination, etc.)

The proposal cost vs. actual cost Status of completion

Construction Management Services for Digester 9 Construction at the Visalia Water Reclamation Facility

Names of personnel who worked on those projects and who are proposed for Digester 9

D. Proposed Fee Structure The Proposed Fee Structure shall be provided under separate, sealed cover as a part of the RFP submittal with the original, unbound copy of the Respondent's proposal and shall be included on the USB drive in a separate folder marked “fees”. Do not include fees in the four (4) copies of the proposal.

Provide proposed fees and cost information and recommend a budget plan for all services to be provided in the following format:

Proposers should review the requirements of this RFP and provide a detailed fee proposal addressing all services reasonably necessary to complete all CM services needed for Digester 9 construction. The fee proposal should clearly identify costs by task, phase, deliverable, and major project component, including anticipated labor hours, hourly billing rates, subconsultant costs, reimbursable expenses, and other applicable project-related costs. Proposers should also describe the proposed method of invoicing for services provided. The City intends to use the submitted fee proposal as the basis for contract negotiations and development of the final scope and compensation structure.

Include a total cost to provide services, based on the consultant’s fee schedule and the scope of work as outlined in this RFP. This cost will be used as a basis for negotiations.

The fee proposal (submitted under separate, sealed cover) along with the proposed project approach, will be used as a basis for any contract negotiations. The actual scope of services and fees included in the contract may be negotiated and may vary to satisfy the City’s actual needs.

E. Conflict of Interest

Disclose any financial, business or other relationship with the City or any member of the City staff that may have an impact on the outcome of the project.

List current clients who may have a financial interest in the outcome of the project.

F. Submission Checklist Consultants must include the following items in their proposal package. Failure to provide any required item may result in disqualification.

1. One unbound original proposal

2. Four bound copies of the proposal

3. One USB drive containing:

• Digital copy of the proposal (PDF)

• Digital copy of the fee proposal (in a separate folder labeled “Fees”)

4. Sealed fee proposal envelope marked “Fee Proposal – RFP 26-27-06”

5. Completed and signed required forms:

• Non-Collusion Affidavit

• Workers’ Compensation Certificate

• Equal Employment Opportunity Compliance Certificate

• Ownership Disclosure and Levine Act Statement

• ADA Compliance Certificate

• Drug-Free Workplace Certificate

• Iran Contracting Act Certification

• Any additional Purchasing-required forms

6. Resumes for all proposed staff

7. Project approach narrative

8. Firm’s experience and comparable project descriptions

9. Conflict of Interest disclosure

10. Insurance information and surety statements

Construction Management Services for Digester 9 Construction at the Visalia Water Reclamation Facility

11. Proposed schedule and work plan

12. Acknowledgment of receipt of any RFP addenda

V. CONSULTANT SELECTION PROCEDURE

Selection of the successful proposal shall be generally based on the information provided by the Vendors in response to the Request for Proposals and any subsequent interviews that may be conducted. Consultant interviews will be held solely at the option and discretion of the City of Visalia. The process for selection shall occur in the following sequence:

Review Proposals Establish a “short list” of three or more firms Interview “short-listed” firms (at the option and discretion of the City) Identify best qualified firm Determine which, if any, alternates will be selected, and negotiate a fee Award contract

A project Selection Committee, as deemed necessary, will be formed to evaluate the proposals and to make recommendation to the Visalia City Council. This committee may consist of representatives of the user department, members of the community, members of the Council and may include a representative knowledgeable in active architectural or engineering planning and design. Composition and creation of this committee, should one be formed, is at the sole discretion of the City. Names of the Committee members, should one be formed, will not be released prior to the time for interviews.

The Committee will review the proposals for format to ensure conformance with the requirements of the RFP and may select finalists to interview with the Committee as a part of the Committee's evaluation process. The City does not guarantee that an interview will take place, thus reserving the right to select a contractor based solely on the information provided in the proposals received in response to the RFP. Should an interview take place, the key personnel responsible for fulfilling the requirements of the project shall be required to be present for the interview.

A. Criteria The Committee will address the following criteria in evaluation of proposals in order to gauge the ability of a contractor to perform the contract as specified. The same general criteria will be used to judge both the proposal and the presentation, should the City choose to conduct interviews with short-listed firms. Additionally, 5 percentage points (Local Preference Points) will be given to any Proposer who has an established business address in the County of Tulare as outlined in Section II Introduction Item A.

Criteria Explanation Weight Merit of Proposals Submittal / Presentation

Proposals submittal thoroughness 15

Knowledge and Expertise of Personnel/Firm

CM experience Wastewater CM experience Firm qualifications Adequacy of Staff to perform the work Firms’ expertise demonstrated by examples of successfully completed construction management services for similar public works or wastewater treatment facility projects.

Understanding of Project Knowledge of project, requirements

Timeline Ability to meet City schedule

Record of Past Performance References 15

Construction Management Services for Digester 9 Construction at the Visalia Water Reclamation Facility

Ability to work effectively with City staff, other public agencies and related parties.

Demonstrated ability to complete work tasks within project timelines and budget.

Any recognition.

Local Vendor Preference Vendor has an established business address as described in Section II, Introduction

Total Points Possible 100

Prior to the award of contract, the City must be assured that the proposer selected has all of the resources required to successfully perform under the contract. This includes, but is not limited to, personnel with the skills required, equipment/materials and financial resources sufficient to provide services called for under this contract. If, during the evaluation process, the City is unable to assure itself of the proposer’s ability to perform under the contract, if awarded, the City has the option of requesting from the proposer, any information that the City deems necessary to determine the proposer’s capabilities. If such information is required, the proposer will be notified and will be permitted seven (7) working days to submit the requested information.

B. Background Check The City reserves the right to conduct a background inquiry of each proposer which may include the collection of appropriate criminal history information, contractual and business associations and practices, employment histories and reputation in the business community. By submitting a proposal to the City, the proposer consents to such an inquiry and agrees to make available to the City such books and records as the City deems necessary to conduct the inquiry.

C. Award of Contract The successful firm will be required to execute a contract with the City of Visalia. A Draft Agreement has been included in this RFP to alert proposers to the provisions generally found in City contracts. The Draft Agreement may be altered from the enclosed form at the discretion of the City and without notice to consultant prior to award of contract. The City does not guarantee that the Final Agreement will duplicate the enclosed Draft Agreement.

VI. GENERAL CONDITIONS

A. Important Notice The City of Visalia will not be responsible for oral interpretations given by any City employee, representative, or others. Proposers are cautioned that any statements made that materially change any portion of the proposal documents shall not be relied upon unless subsequently ratified by a formal written amendment to the proposal document. The issuance of a written addendum is the only official method whereby interpretation, clarification, or additional information can be given. If any addenda are issued to this Request for Proposals, the City will attempt to notify all prospective vendors who have secured same. However, it will be the responsibility of each vendor, prior to submitting their proposal, to contact the Purchasing Division, located at 707 W. Acequia, Visalia, CA 93291, (559) 713-4334 to determine if addenda were issued and to make such addenda a part of the proposal.

B. Contracting Agency The contract resulting from this Request for Proposals will be administered by the City of Visalia Finance Department, Purchasing Division.

C. Department of Industrial Relations Requirements, Public Works Contractor Registration Program and Project Labor Agreements

Notice is hereby given that this is a Public Works Project. All contractors and subcontractors (including Consultants and Sub-Consultants) bidding and performing work on Public Works Projects must:

Construction Management Services for Digester 9 Construction at the Visalia Water Reclamation Facility

1. Be currently registered with the California Department of Industrial Relations (DIR)

2. Furnish electronic payroll records for new projects to the Labor Commissioner

No contract will be awarded unless that contractor and/or subcontractors are registered with the California Department of Industrial Relations (DIR). Bids submitted by unregistered contractors or list unregistered subcontractors will be rejected as non-responsive.

A contractor or subcontractor shall…